MINUTES OF THE EXECUTIVE MANAGEMENT COMMITTEE MEETING
HELD AT BRYNHILL ON
Monday 3rd March 2025
Members Present:
Sam Pascoe (House), Cael Penberthy (Glenn Taylor (Finance)
Chair: Elliot Palmer
Also Present:
Scott Warne (General Manager), Brian Phillips (Auditor) Leon Warne (Director of Golf)
& Nicky Duval (Office Manager - taking minutes)
Apologies for absence:
Minutes of the last meeting.
These were approved by Mr. Palmer & seconded by Mr. Taylor
MATTERS ARISING
2025/1.2.7. It was agreed that every member should be on the Club Whatsapp so that any urgent messages could be read and received by all. Mr. Warne to action This is done for all new members at induction.
2025/2.2.4. Prices for Visitor buggies would remain the same at £25 but that members buggy hire would increase from £12 to £15 but with a loyalty programme for frequent users. Mr. Warne to action loyalty cards. This has been done.
2025/5.2.1. Mr. Taylor reported that he was meeting with the accountants in the next couple of weeks. It was decided that their attendance was not necessary at the AGM. Mr. Taylor to action. This has been done.
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. Uniforms have been ordered.
General Manager’s Report
(There was no report)
2025/1.3.1. A discussion took place regarding the busy car park and white lining the spaces was a priority. Only a space for the Club Captain & President would remain. An additional disabled space was needed. Mr. Warne & Mr. Palmer to action.
2025/1.3.2. Mr. Warne stated that it had been a very busy time in the office with a member of the Green staff being made redundant and a staff grievance. Both these issues have now been brought to a close.
2025/1.3.3. Mr. Warne reminded the committee of the minimum wage increase
2025/1.3.4. Mr. Warne said that following the lounge refurbishment paid advertisement on Facebook would target engaged couples in the area. Following the video of the new lounge, 1 party and 2 weddings were secured.
2025/1.3.5. Mr. Warne informed the committee of the discussion he had with Mr. Mike Moore regarding his frustration with the 5% increase for memberships being implemented at AGM. Mr. Warne stated that he had a conversation with Mr. Moore explaining the reasons for the increase. All agreed. Mr. Warne to respond to Mr. Moore.
2025/1.3.6. Mr. Warne informed the committee that Mr. M. Pycroft had written in to express an interest in becoming Club Captain. Mr. Warne to inform Mr. Pycroft that he needed to be a full playing member before he could be considered.
2025/1.3.7. A discussion took place regarding the free members. Business justification was verified for all.
2025/1.3.8 Mr. Taylor mentioned the hand drier in the men’s toilets. It was reported that the Senior Section had purchased a new hand drier that would be installed as soon as possible.
2025/1.3.9. Mr. Warne reported that society bookings were going well but wanted to look at a potential open day on a Saturday. Mr. Warne to action.
Director of Golf Report
(There was no report)
2025/2.3.1. The D.O.G. reported that the Pro shop was very busy with both sales and lessons. Social media was playing a positive part with increased footfall to the Club.
Greens Report
(There was no report)
2025/3.3.1. A discussion took place regarding the welfare unit and the need for it to be up and running for the staff as soon as possible. Mr. Penberthy & Mr. Warne to action.
2025/3.3.2. Mr. Warne stated that more tree work was needed on the course and a potential corporate membership could cover the costs. The club could not justify the £15,000 spend. Some trees were rotting from the inside needing to go for health and safety reasons. Mr. Warne to action.
2025/3.3.3. A price for 3 loading bays to eliminate wastage is needed as soon as possible. Mr. Penberthy and Mr. Warne to obtain costings.
2025/3.3.4. Mr. Penberthy stated that the tee programme was due to start with the 17th being the first. The Ladies tee would move over to the left to open up the tee. The cost per tee would be £4,000 including machine hire. Work could be started as early as next week if machinery is available.
2025/3.3.5. Ms. Pascoe stated that the Seniors and Juniors were also using the easy tees. A discussion took place regarding raising tees.
2025/3.3.6. A discussion took place regarding the need for a new tractor. The cost for repairing the existing tractor is £4,000. The cost for a new tractor is £2,500 per month on finance. A discussion took place and it was agreed there was no other option but to purchase a small tractor as a matter of urgency. Mr. Penberthy & Mr. Warne to action.
Clubhouse Report
(There was no report)
2025/4.3.1. Ms. Pascoe stated that although the lounge had been closed for the refurbishment the bar had still ticked over. The spend for the lounge was £20,000 including electrics, heating and all fixtures. Congratulations were given to Ms. Pascoe for her hard work.
2025/4.3.2. Mr. Warne reported that new chairs had been ordered for the lounge. Mr. Warne thanked the ladies section for their £500 donation.
2025/4.3.3. Mr. Warne said that he had been asked about the games room in the bottom of the sports bar. This was going to take place but only for a trial period. The games would not be open on a Sunday.
2025/4.3.4. Ms. Pascoe stated that the refurbishment of the Sports Bar would not take place until after the golfing season.
2025/4.3.5. Mr. Taylor suggested a sound curtain for the bar during weddings. Ms Pascoe to look into it.
Finance Report
(There was no report)
Chairman’s Report
(there was no report)
Any other business
Date of Next Meeting
Monday 7th April 2025 6.15pm
ACTION POINTS
2025/1.3.1. A discussion took place regarding the busy car park and white lining the spaces was a priority. Only a space for the Club Captain & President would remain. An additional disabled space was needed. Mr. Warne & Mr. Palmer to action.
2025/1.3.5. Mr. Warne informed the committee of the discussion he had with Mr. Mike Moore regarding his frustration with the 5% increase for memberships being implemented at AGM. Mr. Warne stated that he had a conversation with Mr. Moore explaining the reasons for the increase. All agreed. Mr. Warne to respond to Mr. Moore.
2025/3.3.1. A discussion took place regarding the welfare unit and the need for it to be up and running for the staff as soon as possible. Mr. Penberthy & Mr. Warne to action.
2025/3.3.2. Mr. Warne stated that more tree work was needed on the course and a potential corporate membership could cover the costs. The club could not justify the £15,000 spend. Some trees were rotting from the inside needing to go for health and safety reasons. Mr. Warne to action.
2025/3.3.3. A price for 3 loading bays to eliminate wastage is needed as soon as possible. Mr. Penberthy and Mr. Warne to obtain costings.
22025/1.3.9. Mr. Warne reported that society bookings were going well but wanted to look at a potential open day on a Saturday. Mr. Warne to action.
025/4.3.5. Mr. Taylor suggested a sound curtain for the bar during weddings. Ms Pascoe to look into it.
Ongoing Action points
2025/1.2.8. Mr. Warne mentioned that he had been approached by a car charging company again. Mr. Palmer agreed for him to pursue. Mr. Warne to action.
2025/1.2.1. It was agreed that a full audit of employment policies be looked at. Mr. Warne & Mrs. Duval to action. Mr. Palmer to forward employee handbook from Peninsula.
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.
2025/1.1.2 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.
2025/3.1.2. 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.
2025/3.1.1. 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.
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.