MINUTES OF THE EXECUTIVE MANAGEMENT COMMITTEE MEETING

HELD AT BRYNHILL ON

Monday 14th October 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)

& Nicky Duval (Office Manager - taking minutes)

Apologies for absence:

Cael Penberthy

Minutes of the last meeting.

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

MATTERS ARISING

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. This has been done.

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. This has been done.

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. This has been done.

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. This has been done.

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. This has been done.

2024/2.8.3. Mr. L. Warne 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. This has been done.

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. This has been done.

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. This has been done.

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. This has been done.

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. This has been done.

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. This is no longer a safety issue. This has been done.

Sept 24 Opening of practice area. This has been done.

Sept 24 Solar Panel installation. This has been done

Sept 24 Winter Mat program. This has been done.

General Manager’s Report
(There was no report)

2024/1.10.1. Mr. Warne reported that the number of members over the age of 18 was 428, with just 22 members to go before a joining fee is implemented. Mr. Warne stated that the process of new joiners would slow down over the winter but that 7 deposits had been received from members wanting to join when their membership runs out in other clubs. It was agreed that there would be no deal for returning members for 3 years after leaving.

2024/1.10.2. Mr. Warne informed the committee of discussions he had ongoing with a car charging company that wanted to install electric charging bays in the car park. Phase 2 of the project would be to install fast charging bays with the company agreeing to share the cost of lining the car park. It was discussed in the redesign of the carpark there is potential to reduce VIP spaces.

2024/1.10.3. Mr. Warne stated that he and the Course Manager had met with the Toro rep as a greens mower had become available. The committee agreed to lease a greens mower at a cost of £913 plus VAT monthly. Mr. Warne to action.

24/1.10.3. Mr. Warne stated that the member survey closing date was 21st October and that 150 persons had completed it. A full report would be compiled and put on the website for members.

24/1.10.4. Mr. Warne stated that the next area for refurbishment was the lounge. Meeting to discuss the design structure to be set up with Mr. Warne, Mr. Palmer & Ms Pascoe. Mrs. Duval to action.

24/1.10.5. Mr. Warne informed the committee that the trophies in the clubhouse needed to be catalogued for insurance purposes. Mr. Warne to action.

24/1.10.6. Mr. Warne stated that winter hours on the bar would be introduced from the end of October. It was suggested that the bar would close at 6pm on a Monday and Tuesday, there be a food night on a Wednesday and a games night or quiz on a Thursday so that the bar could remain open until 10.30 on these days. Friday it would close as normal and finish early on Saturday and Sunday. Mr. Warne hopes to include the sim room opening in the evenings during the late opening times but staffing is an issue so there would need to be a fixed amount of £20 per hour for up to 4 persons.

24/1.10.7. Mr. Warne read out an email received from Mr. Rob Garn regarding works on the 10th pond, the email is summarised below:

Rob Garn provided a response to comments recorded in the EMC meeting minutes dated August 5th, 2024, regarding action points 2.8.7 and 2.8.8 about the pond near the 10th hole green. He clarified that the drying of the pond during extreme weather conditions had occurred historically and was unrelated to the recent clearing efforts. Mr. Garn also emphasised that all his voluntary work and advice regarding course improvements are discussed and approved by the Course Manager, Richard, before execution. He expressed concern that some committee members may wrongly perceive him as acting independently, which is not the case.

24/1.10.8. Mr. Warne informed the committee that the practice area was now up and running. It was agreed that some areas needed padding to prevent the ball coming back and that the nets in some areas needed loosening. Mr. Warne & Mr. L Warne to action.

24/1.10.9. Mr. Warne informed the committee that new flags had been purchased with a military spec. These would be wrapped in high winds and over night. Mr. Warne stated that the Ladies Section had given the money to purchase the flags.

Director of Golf Report
(There was no report)

2024/2.10.1. Mr. L. Warne reported that the Junior meeting held with Joel Hutton, Tom Wilcox & Jordan had been a success. Keen Juniors were having 2 sessions per week. The team are looking to develop a Junior team to join next year’s league. Mr. L. Warne said of his concerns regarding some juniors, an induction with a pro is needed for all Juniors to ensure they have a good knowledge of golfing before going on the course.

2024/2.10.2. Mr. L Warne stated that he would like to have an Open week next year, with the Men’s, Seniors, Ladies & Mixed Open all taking place in one week. Mr. L. Warne to speak with Lisa Taylor before next year’s fixtures are finalized. Mr. L . Warne to action.

2024/2.10.3. Mr. L. Warne requested a Pro’s golf day next year at the end of September. £10 per member & £20 a visitor – all monies to go back to the club for a project. Mr. L. Warne to action.

2024/2.10.4. Mr. L. Warne stated that he would be introducing a twilight fee of £15 after 1pm going forward.

2024/2.10.5. Mr. L. Warne suggested that next year there be a loyalty card for buggy hire. Costs next year to increase to £15 per member and £25 for a visitor. The loyalty card would mean that after 6 hires, one would be free. All agreed. Mr. L. Warne to action.

Greens Report
(There was no report)

2024/3.10.1. A discussion took place regarding overtime on the weekends for green staff. Mr. Warne & Mr. Penberthy to discuss.

2024/3.10.2. Mr. Warne informed the committee that a grant application for winter mats was ready to be submitted on 6th November. Mr. Warne stated that they would be staying off grass tees for as long as possible. The mats would be done on a worst tee first with the exception of the 1st tee. Mr. Warne to action.

2024/3.10.3. Mr. Warne stated that there was a problem in the greens shed with storage and vermin. A shelter built outside to cover old machinery, bags of sand and top dressing. There has also been a complaint from neighbours about the mess. Mr. Penberthy to action.

2024/3.10.4. Mr. Warne commented that the greens were exceptional for this time of year.

Clubhouse Report

(There was no report)

2024/4.10.1. Ms. Pascoe reported that the figures for the last 3 months on the bar were pretty good. In September the bar was up £9,000 from the same time last year. Bar Sales for the year were £86k with £51,500 being taken during the months of July – September.

2024/4.10.2. Mr. Palmer asked how the cleaning company were doing. Mrs. Duval informed the committee of issues that have recently arisen. All issues being rectified by the cleaning company.

Finance Report
(There was no report)

2024/4.10.3 Mr. Taylor reported that money was up from this time last year and that the club was busier than ever. Green fees, sim room & buggies were all up on last year.

2024/4.10.4. Mr. Taylor queried the VAT on the sim room hire from the Professional golfers. Mrs. Duval to forward the committee explanation from the accountant. Mrs. Duval to action.

2024/4.10.4. A discussion took place regarding fees. It was decided that this would be discussed at further meetings prior to the start of the next membership year.

Chairman’s Report

(there was no report)

Any other business

Mr. Warne informed the committee that Golf Business Magazine had contacted the club to do an article on Leon and himself and the developments of the Club.

Date of Next Meeting

Monday 4th November 6.15pm.

ACTION POINTS

2024/1.10.2. Mr. Warne informed the committee of discussions he had ongoing with a car charging company that wanted to install 2 electric charging bays in the car park. Phase 2 of the project would be to install fast charging bays up to 10 with the company agreeing to share the cost of lining the car park. Mr. Warne & Mr. Palmer to action.

2024/3.10.1. Mr. Warne stated that he and the Course Manager had met with the Toro rep as a greens mower had become available. The committee agreed to lease a greens mower at a cost of £913 plus VAT monthly. Mr. Warne to action.

24/1.10.4. Mr. Warne stated that the next area for refurbishment was the lounge. Meeting to discuss the design structure to be set up with Mr. Warne, Mr. Palmer & Ms Pascoe. Mrs. Duval to action.

24/1.10.5. Mr. Warne informed the committee that the trophies in the clubhouse needed to be catalogued for insurance purposes. Mr. Warne to action.

24/1.10.8. Mr. Warne informed the committee that the practice area was now up and running . It was agreed that some areas needed padding to prevent the ball coming back and that the nets in some areas needed loosening. Mr. Warne & Mr. L Warne to action.

2024/2.10.3. Mr. L. Warne requested a Pro’s golf day next year at the end of September. £10 per member & £20 a visitor – all monies to go back to the club for a project. Mr. L. Warne to action.

2024/2.10.6. Mr. Taylor asked Mr. L. Warne if he would be introducing gift vouchers for Christmas. Mr. Warne stated that the gift vouchers had been advertised and available on the website or shop for the last 6 months.

2024/3.10.1. A discussion took place regarding overtime on the weekends for green staff. Mr. Warne & Mr. Penberthy to discuss.

2024/4.10.4. Mr. Taylor queried the VAT on the sim room hire from the Professional golfers. Mrs. Duval to forward the committee explanation from the accountant. Mrs. Duval to action.

Ongoing Action points

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

2024/5.81. 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.

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