MINUTES OF THE EXECUTIVE MANAGEMENT COMMITTEE MEETING
HELD AT BRYNHILL ON
Monday 6th January 2025
Members Present:
Greens: Cael Penberthy, House: Sam Pascoe
Chair: Elliot Palmer
Also Present:
Scott Warne (General Manager), Brian Phillips (Auditor)
& Nicky Duval (Office Manager - taking minutes)
Apologies for absence:
Leon Warne (Director of Golf) & Glenn Taylor (Finance)
Minutes of the last meeting.
These were approved by Mr. Palmer & seconded by Mr. Penberthy
MATTERS ARISING
2024/3.12.3. It was reported that Storm Daraugh had caused damage on the course, snapped limbs, debris everywhere, damage to Corey’s corner and the Greens shed, Back of Pro shop and tiles off the roof. The committee were very grateful to the group of 16 volunteers that turned up to assist the green staff with the cleanup. Mr. Warne mentioned steel posts that had been bent in the lane adjacent to the clubhouse.
2024/5.12.3. Mr. Taylor stated that grass cutting robot machines needed to be investigated quickly as there was no negative to it. Mr. Penberthy & Mr. Warne to action. This has been done.
General Manager’s Report
(There was no report)
2025/1.1.1. Mr. Warne stated that he was going to view a welfare unit for the greens staff. A grant received from Welsh Government for £2,500 would be used for this facility. The additional cost to the club would be £2,000.This unit is needed as a matter of urgency and will be cited behind the greens shed. Mr. Warne stated that no planning permission had been applied for.
2025/1.1.2. Mr. Warne asked that he explore getting a bin store created in the car park so that the bins may be hidden from public view. Mr. Warne to action.
2025/1.1.3. Mr. Warne reported that with the recent changes in employment laws/contracts from the labour government we need to make sure we are 100% adhering to all employment law, that we need to consider an external HR freelancer to come in to the club and set us up so were 100% compliant. Mr. Palmer stated that he would speak to a specialist in his company.
2025/1.1.4. Mr. Warne suggested setting up separate quarterly meetings with section leaders rather than them attending ad hoc committee meetings. All agreed. Mr. Warne to action.
2025/1.1.5. Mr. Warne stated that an insurance claim has been submitted. A meeting with the insurance assessor was taking place this week to discuss damage and possible claim on shed repairs.
202/1.1.6. Mr. Warne reported that with the generous donation of £800 from the seniors that the front of the clubhouse was now 75% completed, with slate stones and artificial palms – additional plants had been ordered and slatted fence panels would be erected along the kitchen area and the window decals would be replaced.
Director of Golf Report
(There was no report)
2025/2.1.1. Mr. Warne reported that the sim room was booked up and doing very well. Evening bookings can now be made going forward.
Greens Report
(There was no report)
2025/3.1.1. Mr. Warne stated that when the welfare unit was in situ the club may need to consider removing the upper level in the green shed so machinery can easily be accessible and be put away without incident. Mr. Palmer & Mr. Penberthy to action.
2025/3.1.2. Mr. Warne stated that the Course Manager had requested a 5mx5m concrete base for washing down machines. The cheapest quote received was £685. After considerable investment in machinery Mr. Warne felt this was essential. Mr. Warne & Mr. Penberthy to look at positioning for soak away.
2025/3.1.3. Mr. Penberthy reported that a number of marked trees had been taken down between the 18th and 4th. With further trees due to come down in the next couple of weeks.
2025/3.1.4. A discussion took place regarding the bunker on the 16th needing improvement to bank the front to prevent the loss of sand.
2025/3.1.5. Mr. Warne suggested that tipping/holding bays be constructed near the green shed to help prevent loss of sand and gravel and to tidy up the area. Mr. Warne to action.
2025/3.1.6. Mr. Warne reported that a D7 waste exemption license had been obtained from the Wales environment agency permitting us to burn agricultural waste. This was obtained at zero cost.
Clubhouse Report
(There was no report)
2025/4.1.1. Final preparation for the start of the lounge refurb were in hand. Mr. Warne & Mrs. Pascoe will meet to finalise everything for a start date on Monday 10th February.
2025/4.1.2. Ms. Pascoe informed the committee that the Race night would now take place on Saturday 1st March which would also coincide with the opening of the newly refurbished lounge. Ms. Pascoe asked for all members of the EMC committee to support.
Finance Report
(There was no report)
2025/5.1.1. Mr. Warne reported that 440 members had now joined resulting in £340K annual revenue but with proposed 5% increase we will be looking at £357k if we sustain the membership level. We do however have annual costs of £420K before any work on the course or club projects are carried out.
.
Chairman’s Report
(there was no report)
Any other business
Mr. Warne stated that the board for the prize draw for a membership was nearly completed. He suggested drawing this now and offering another membership to be used for a further draw to take place at AGM
Date of Next Meeting
Monday 3rd February 2025
ACTION POINTS
2025/3.1.1. Mr. Warne stated that when the welfare unit was in situ the club may need to consider removing the upper level in the green shed so machinery can easily be accessible and be put away without incident. Mr. Palmer & Mr. Penberthy to action.
2025/3.1.2. Mr. Warne stated that the Course Manager had requested a 5mx5m concrete base for washing down machines. The cheapest quote received was £685. After considerable investment in machinery Mr. Warne felt this was essential. Mr. Warne & Mr. Penberthy to look at positioning for soak away.
2025/1.1.2 Mr. Warne asked that he explore getting a bin store created in the car park so that the bins may be hidden from public view. Mr. Warne to action.
2025/1.1.3. Mr. Warne reported that with the recent changes in employment laws/contracts from the labour government we need to make sure we are 100% adhering to all employment law, that we need to consider an external HR freelancer to come in to the club and set us up so were 100% compliant. Mr. Palmer stated that he would speak to a specialist in his company.
2025/1.1.4. Mr. Warne suggested setting up separate quarterly meetings with section leaders rather than them attending ad hoc committee meetings. All agreed. Mr. Warne to action.
2025/3.1.5. Mr. Warne suggested that tipping/holding bays be constructed near the green shed to help prevent loss of sand and gravel and to tidy up the area. Mr. Warne to action.
Ongoing Action points
2024/5.12.4. It was suggested that the payroll be brought back inhouse rather than employing an outside payroll company. Mr. Warne & Mrs. Duval to action.
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
2024/5.1.2. Mr. Taylor stated that the Employment allowance had gone from £5,000 to £10,000. Mr. Taylor to contact the accountant and payroll company. Mr. Taylor to action.