MINUTES OF THE EXECUTIVE MANAGEMENT COMMITTEE MEETING

HELD AT BRYNHILL ON

Monday 5th August 2024

Members Present:

House: Sam Pascoe & Finance: Glenn Taylor

Chair: Elliot Palmer

Also Present:

Scott Warne (General Manager), Brian Phillips (Auditor), Leone Warne (Director of Golf)

Barrie Cook (Bar Manager) Richard Hatcher (Course Manager)

& Nicky Duval (Office Manager - taking minutes)

Apologies for absence:

Cael Penberthy

Minutes of the last meeting.

These were approved by Mr. Taylor & seconded by Ms. Pascoe.

MATTERS ARISING

2024/1.7.2. Mr. Warne informed the committee that the next project for the Club would be to improve the entrance foyer. Mr. Warne to look at project details and ways to fund. This has been costed up and approved. Works will begin on 4th September 2024.

2024/1.7.7. Mr. Warne suggested that the Bar Manager & Course Manager attend an EMC meeting once a quarter. All agreed. Mrs. Duval to action. This has been done.

2024/1.7.8. Mr. Warne informed the committee that he had met with Vale Cleaning regarding the cleaning of the club. Vale Cleaning are a sponsor and professional company able to offer an improved service. Mr. Warne to action appointment. Vale Cleaning started work on 5th August 2024.

2024/3.7.1. Mr. Warne stated that the rough mower had been ordered with an expected delivery time of 3-4 weeks. This machine would be on a 5 year lease. Old machinery to be sold. Secondary lease to stop. Mr. Penberthy & Mr. Warne to action. This machine has been received.

2024/3.7.4. Mr. Taylor asked for an update on work need on the 16th bunker. Mr. Warne stated that this was a winter project, currently there is no lip on the bunker so the sand will not stay in there, the course manager is aware. Mr. Warne to put out notice to inform players that they can have a drop zone behind it. Mr. Leon Warne to produce video to show rake & place if the wind is blowing the sand out. D.O. G. to action. No action required course manager has resolved the issue.

General Manager’s Report
(There was no report)

2024/1.8.1. Mr. Warne welcomed Richard Hatcher & Barrie Cook to the meeting. It was agreed that the Course & Bar Manager would attend an EMC meeting every quarter.

2024/1.8.2. Mr. Warne informed the committee of the forecasts board in the office which showed spend by department, membership figures and social media following. Mr. Palmer asked for a copy to be sent to him electronically. Mr. Warne to action.

2024/1.8.3. Mr. Warne informed the committee that a new form had been included on the website for members and visitors that were booking the room for a commercial use .i.e. charging entry into the club. Once the form had been received by the GM a decision would be made on the amount of room hire required.

2024/1.8.4. Mr. Warne stated that his GM report had gone out to the membership this week stating that we now had 403 members, up by 21%. Mr. Warne stated that this was a testament to both the Course & Bar manager as the course and bar were working well. It was suggested that there be a limit of 450/500. A joining fee would be introduced once 420 members had been reached.

2024/1.8.5. Mr. Warne reported that there were now 80 junior members between the age of 11 and 16. These junior members are free and the concern is that we do not know how many of these juniors are committed golfing members. 80 is around the optimum number for juniors and Mr.Warne has advised that a £60 per year fee be introduced for junior members towards admin costs and course wear and tear and also this is the only way to quantify serious committed golfers and establish accurate membership numbers for junior golfers.

2024/1.8.6. Mr. Warne reported that the Corey Price day had generated £5,000 in auction lots and raffle and the Club gained two new members. Fantastic achievement from Lee and his family again this year. All proceeds to go to projects within the club.

2024/1.8.7. Mr. Warne stated that all departments were up - the bar was up by 30% Green fees up by £3.500 & Buggies up by £2,500. A discussion took place regarding buggies and it was suggested that members buggies be increased to £15 per buggy but that a loyalty scheme may be introduced to offset some of the price rise for members.

2024/1.8.8. Mr. Warne informed the committee that all the monies had now been received for the Sim room grant. Mr. Warne is now able to apply to the same fund again to redo all winter mats.

2024/1.8.9. Mr. Warne reported that Club social media was doing well. Facebook was up by 30% and the website by 64% with the majority of the website looking at the membership section.

2024/1.8.10. Mr. Warne reported that the grass was due to be laid on the practice area but that it would need signage and a risk assessment before it could be used. Mr. Warne to action.

2024/1.8.11. Mr. Warne informed the committee of a conversation he had with one of the Ladies Captains regarding some rules implemented by the Ladies section. Mr. Warne & Mr. Palmer would attend the Ladies committee this month to find solutions to the issues raised. Mr. Warne & Mr. Palmer to action.

Director of Golf Report
(There was no report)

2024/2.8.1. A discussion took place regarding the use of buggies, it was agreed that signs be produced to show instructions on how to drive a buggy. D. O. G. to action.

2024/2.8.2. Leon informed the committee that a Foremost Manager had come into the shop and said that Brynhill had the best Sim in the UK. Foremost would by publish this.

2024/2.8.3. Leon stated that concerns had been raised regarding the distribution of raffle monies on a Sunday. It was agreed that it would be 60% of the prize pot. D.O. G. to communicate this to membership.

2024/2.8.4. Leon stated that he would be looking at society packages, utilising the Club V1 system better and looking at the possibility of introducing an Open week. Also the introduction of a Pro’s Day which would raise funds for projects in the club.

Greens Report
(There was no report)

2024/3.8.1. Mr. Hatcher reported that a bill of £1,800 had come in for repairing the Polaris. Mr. Palmer asked for a list of priority machines required. Mr. Hatcher to action.

2024/3.8.2 Mr. Taylor asked if there was still a need for a fitter. Mr. Hatcher replied that this was essential.

2024/3.8.3. Mr. Taylor asked how many times Mr. Hatcher ground the blades on the greens mower. Mr. Hatcher replied 3 times per year at a cost of £150 per set of blades. Mr. Taylor asked about hand cutting. Mr. Hatcher stated that 3 members of staff would be needed for this.

2024/2.8.4. A discussion took place regarding the 16th bunker and it was decided that pick & place be implemented. Mr. Hatcher stated that it would need a carpet to prevent the sand from slipping.

2024/2.8.5. Aluminium posts needed for the ball washers around the course. Mr. Hatcher & Mr. Warne to go on course to look at positions.

2024/2.8.6. Mr. Hatcher stated that this summer had been very challenging with one less member of staff, due to sickness.

2024/2.8.7. A discussion took place regarding the pond on the 10th being so dry. Mr. Hatcher said that this would improve in time but that there was no clay on the bottom and no reeds so it would appear to be drier. This was as a consequence of the pond being cleared out.

2024/2.8.8. It was reiterated to Mr. Hatcher that he was in charge of the course and that all works needed to be approved by him.

2024/2.8.9. Mr. Taylor asked for an update on the demonstration of the robot cutters. Mr. Warne informed the committee that Brynhill would be the first club in Wales to showcase the kit, but as many more clubs wanted a demonstration there would be a longer wait.

Clubhouse Report

(There was no report)

2024/5.81. A further discussion took place regarding bar staff uniforms. An event uniform and general uniform to be sourced. Mr. Cook & Mr. Warne to action.

2024/5.8.2. It was requested that the last urinal in the men’s toilets be looked at to ensure there was no problem with water on the floor. Mr. Warne to action.

2024/5.8.3. Mr. Warne informed the committee of the conversation he had with the cater regarding the use of the old ‘Handicap room’ to use as an office. It was agreed that a monthly room hire charge of £500 be implemented. Mr. Warne to action.

2024/5.8.4. Ms. Pascoe reported that the bar figures for July 23 were £26,134 and for 24 were £28,113.

2024/5.8.5. Ms. Pascoe commended Barrie on the work he had done with the bar and that the turnover of staff was excellent. Bar staff were very flexible and accommodating for Barrie.

Finance Report
(There was no report)

Chairman’s Report

(there was no report)

Any other business

A discussion took place regarding a non member coming onto the course with bags collecting balls. This was not acceptable and would be addressed the next time he was seen.

Mr. Warne showed the committee an example of the new members pack for information.

Date of Next Meeting

Monday 2nd September 6.15pm.

ACTION POINTS

2024/1.8.10. Mr. Warne reported that the grass was due to be laid on the practice area but that it would need signage and a risk assessment before it could be used. Mr. Warne to action.

2024/2.8.1. A discussion took place regarding the use of buggies, it was agreed that signs be produced to show instructions on how to drive a buggy. D. O. G. to action.

2024/2.8.5. Aluminium posts needed for the ball washers around the course. Mr. Hatcher & Mr. Warne to go on course to look at positions.

2024/2.8.3. Leon stated that concerns had been raised regarding the distribution of raffle monies on a Sunday. It was agreed that it would be 50% of the prize pot. D.O. G. to communicate this to membership.

2024/3.8.1. Mr. Hatcher reported that a bill of £1,800 had come in for repairing the Polaris. Mr. Palmer asked for a list of priority machines required. Mr. Hatcher to action

2024/5.81. A further discussion took place regarding bar staff uniforms. An event uniform and general uniform to be sourced. Mr. Cook & Mr. Warne to action

2024/5.8.2. It was requested that the last urinal in the men’s toilets be looked at to ensure there was no problem with water on the floor. Mr. Warne to action.

Ongoing Action points

2024/1.7.6. Mr. Taylor suggested that Mr. Warne look into the possibility of a brown sign from the council. Mr. Warne to action. Mr. Warne is in touch with Highways regarding the proposed new fence and has asked the question on the same email. Ongoing.

2024/1.7.10. Mr. Warne informed the committee that work, on the house adjacent to the golf club, by the council was on hold as a well have been found on the property. Mr. Warne to speak with the council regarding the erection of a fence for health & safety purposes. Mr. Warne to action. Mr. Warne reported that work had commenced again on the property and had been informed that the fence would be the last to be erected due to deliveries etc. Mr warn to speak with council regarding materials & lines for car park. Mr. Warne & Mr Palmer to go and speak with the person in charge together. Ongoing.

2024/1.7.11. A discussion took place regarding the need to look at financing a 2nd floor possibly through Bank of Wales. This would secure the future of the club. Mr. Palmer & Mr. Warne to action. Ongoing Mr. Palmer & Mr. Warne to attend financial conference where Bank of Wales would be in attendance.

2024/4.7.1. Mr. Taylor commented that the Bar staff needed uniforms for special events taking place at the Club. Also improved casual uniforms to be sourced. Leon Warne to provide prices. Ms. Pascoe & Mr. Warne to action

2024/4.7.2. A discussion took place regarding room hire rates for members. Costs for overheads to be considered. Ms. Pascoe & Mr. Warne to action.

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