MINUTES OF THE EXECUTIVE MANAGEMENT COMMITTEE MEETING
HELD AT BRYNHILL ON
Monday 4th November 2024
Members Present:
Greens Cael Penberthy & Finance: Glenn Taylor
Chair: Elliot Palmer
Also Present:
Scott Warne (General Manager), Brian Phillips (Auditor)
& Nicky Duval (Office Manager - taking minutes)
Apologies for absence:
House – Sam Pascoe & Leon Warne (Director of Golf)
Minutes of the last meeting.
These were approved by Mr. Taylor & seconded by Mr. Palmer.
MATTERS ARISING
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. Mr. Palmer & Mr. Warne to continue talks with the MD to look at the different options available and feed back to the committee.
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. This has been done.
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. Meeting took place and was decided that the project would get broken down into Phases, with the first phase being the ceiling in the lounge.
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. These have now been catalogued ready for insurers.
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. Areas have been identified.
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. Meeting is set.
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. This was agreed.
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.
2024/2.10.5. 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.
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. This has been done.
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. This has been done.
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. The findings from this meeting would be reported back to committee.
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. Explanation received from accountant and reported to committee.
General Manager’s Report
(There was no report)
2024/1.11.1. Mr. Warne stated that the members survey had been completed and responses had been given back to members. In response to the survey the winter mats were now being replaced. Mr. Warne stated that they would be brought in and stored properly at the beginning of the summer. Another issue raised from the survey was the putting green.
2024/1.11.2. A discussion took place regarding the economical impact that the budget would have on the club as a whole.
2024/1.11.3. Mr. Warne stated that the Sports Wales Grant has now reopened and that he had completed the application for £6,000 to replace all winter mats.
2024/1.11.4. Mr. Warne also reported that a VOG grant was also available for community led businesses and a grant application will be submitted for the lounge/function room renovation.
2024/1.11.5. It was agreed that Mr. Palmer and Mr. Warne would meet up with the Captain and Vice Captain. Mrs. Duval to set up meeting.
Director of Golf Report
(There was no report)
2024/2.11.4. Mr. Warne reported that the induction with juniors was going well with the Pro shop.
Greens Report
(There was no report)
2024/3.11.1. A discussion took place regarding trees – Mr. Penberthy has marked certain trees around the course for potential felling. These proposed felling would be to thin out overcrowded areas, damaged trees and for course playability and machine maneuverability.
2024/3.11.2. 17th tee will be the commencement of the tee programme. There is a proposal to relocate the tee to the left hand side.
Clubhouse Report
(There was no report)
2024/4.10.1. A discussion took place regarding winter bar hours. Mr. Warne to action
Finance Report
(There was no report)
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.
Chairman’s Report
(there was no report)
Any other business
Mr. Taylor queried why winter golf wasn’t being played on both the Saturday and Sunday as it had been throughout the summer. It was agreed that the option for the Saturday be reintroduced.
Mr. Warne reported to the committee that he had received correspondence from the Captain of the Ladies 1st team asking to play matches on a Sunday afternoon in the summer. A discussion took place and it was agreed that no league team games would be played on a weekend.
The date for the AGM was provisionally booked for Wednesday 19th March 2025
Date of Next Meeting
Monday 2nd December 6.15pm.
ACTION POINTS
2024/1.11.5. It was agreed that Mr. Palmer and Mr. Warne would meet up with the Captain and Vice Captain. Mrs. Duval to set up meeting.
2024/4.10.1. A discussion took place regarding winter bar hours. 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.
Ongoing Action points
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