RYDE GOLF CLUB EXECUTIVE COMMITTEE MEETING AGENDA
12th March 2024 6 pm
PRESENT: JT, GH, DH, RG, SP, TMc, ST, DB, DS
APOLOGIES:
APPROVAL OF THE MINUTES:
Approved DH RG
MATTERS ARISING:
- Deep Clean for kitchen.
Action LM to arrange. Still to do. Waiting for company quote.
- Water Bill –.
Action DH, ST meeting with Southern Water Still to happen
Action DH to report back on his findings. DH investigated and reported back
Action ST to make a part payment of water bill. Balance to be paid
- Electrical safety certificate to 5year statutory building inspection still to be done.
- Also, PAT testing to be done PAT tester purchased
Action DB to organize Booked with Iggy Electricals 26/27 March
- Communication with J Clewley
Action JT to report back Offer of £20000 for the land
- Responses to suggestion box items
Action JT to post replies on the notice board Responses Posted
- Interim Loan
Action SP/ST to arrange loan if required 3 separate loans totaling £6000 arranged
- Locker Shed Claim
Action SP/ST to chase up insurers Decision to hold fire
- Members direct debit payment option
Action SP/ST to liaise with GolfClubsubs In progress to be set up for April 1st
- Bar & Food prices increase
Action ST to co-ordinate price update on EPOS Price Increase implemented
- Bank mandate
Action DB and JT to become signatories on Bank Account Forms completed
- Fire Report.
Action DH to clarify missing actions so they can be allocated DH can do 2/3 issues
New Action- Fire Training for Staff needs to take place
- Redundant waste bins
Action DB to arrange the bins to be removed Bins have been removed
- Rodent issue.
Action DH to attach a draft excluder to bottom of door of the RH locker room Done
- Safety netting.
Action DB to contact Crown Parks Reported, called and chased awaiting further response
- Compressor Fault
Action DB to return compressor to UKHS for assessment. Compressor fixed and back working
- Complaint from single person buggy users
Action TM to have a meeting with Buggy owners Scheduled for Friday 15th March
CHAIRMAN’S REPORT:
There is not much to report other than my meeting with John Clewley in which he told me that as far as he was aware, there were no planning / development reasons why Ryde House would need to buy 1m of our land, but he would like to buy it for £20,000 anyway. I have not turned the offer down yet but am happy to do so. I think we all consider that the land possibly has more value to someone else, at some point, even if that is not now. I would not like to sell our land for £20,000 now and then miss out on the chance to sell it for far more in years to come.
Everything seems to be ticking over OK and my main aim is to get something underway on the sponsorship / marketing / fundraising / events front, to boost our profile, membership and income – especially now that we can use our 3rd place in the National 5’s competition as publicity. Darren has already spoken to Lee C and Laura about possibly building something in to their roles. I would like to form a sub-committee around Lee C and Laura plus one or two Directors and one or two other members. This can be discussed further on Tuesday.
A discussion was held about a marketing committee and DH referred back to Articles of Association. DB said the committee mentioned hasn’t existed and we shouldn’t be restricted by it. GH said we can’t just dismiss the rules laid out in the A of A.
The outcome seemed to lead to a formation of a working party which included bar manager, steward, director, vice captains and other suitably qualified members.
Action – JT to co-ordinate working party meeting to be arranged
. FINANCE REPORT
Finance Report 12th March 2024
- The Bank balance at 12th Mar is £15k
- We owe £10k to short term loans & Suppliers
- Membership numbers are net 9 Increase from 31st March 2023
- February Income slightly behind budget levels due to weather.
OTHER FINANCE AGENDA ITEMS
- Insurance cover re Locker sheds awaiting response from Insurers, internal assessment found and forwarded – on hold pending Land discussion
- DD discussions with GolfClubSubs nearing completion – BRS note to go out tomorrow, formal invitations to follow very shortly after that.
- Payroll services discussion – AH Cross prepared to take on 10 monthly paid staff for £60 + VAT per month
- Action DB to discuss with staff about moving from weekly to monthly pay
- Bank mandate update – final signature required
- Action ST to present forms to bank
DH asked the question of what our budgeting plans for the future to ensure that there will be no repeats of previous years when we have been short of income towards the end of the year and GH said he also had concerns after the last meeting. This generated a prolonged discussion about finance and budgeting in which SY gave full explanations to all questions. The conclusion was that we need to generate more income as costs are about right. The events / marketing and sponsorship working party should help toward this.
COURSE REPORT:
Tree Report
I met Ben a specialist in all aspects of trees from removing them to identifying them. We walked the course and 99% of trees are low risk he did identified 2 ash trees with disease along ladies walk which were medium risk. His main concern which he identified as very high risk is the burnt tree damaged in the buggy fire. This is because the roots could dry up and fall within a few years and could hit pedestrians or buildings and it’s very close to the main road. He did say we may be able to claim for this on our insurance. He recommended that we don’t cut the 200-year-old oak that we have roped off but trim to make safe. I also asked him to trim the ash and evergreen trees to the right of the 15th tee to improve the width for the 6th hole.
Action TM to co-ordinate work on tree
Tee work
This will be completed over this week and next – cut, scarified, seeded, fertilised and top dressing ready to go on to the grass tees in April.
Extra hours
I have asked Arron to work on a Monday for 4 hours a week from April 1st to end of September to cut the tees and aprons so we cut them twice a week in the summer as this let us down last year but he cannot commit any more hours. I have asked Lee Cawley to do this now and he has agreed with Andy Butler to train him up. He will work around his bar duties.
It was agreed that if Lee agreed we could allocate 4 hours of his contract to greenkeeping tasks.
Action DB to discuss changes in working hours with L Cawley
GOLF COMMITTEE REPORTS
No evening stablefords, 9 hole afternoon stableford, use 9 hole cards. 02/04-31/05, 01/06-31/07, 01/08-30/09. To be run by the bar staff.
Action DB to liaise with LC/ LM to organize staffing
BAR/SOCIAL REPORT:
It’s been a difficult month with course closure and staff absence but Chris is settling in nicely and along with Penny and Wendy has been incredibly flexible about working hours which has allowed us to get through a busy time when both Lee and Laura were away. We have had two successful wakes although stolen glasses have prompted a need to add a returnable deposit on to events costs.
The quiz night is coming up and other events are being planned for future months.
HEALTH & SAFETY:
The Waste Transfer Note (WTN) has been completed and returned to Thalia waste services for this year. Previous waste records are maintained by Thalia.
We have had another cooking oil spill but fortunately this time it was captured in the storage bund. The waste oil had been placed in a damaged container which then leaked. I have also now found out why so much oil has been spilt outside in the past. It’s because there is no funnel provided allowing the oil to be safely tipped from the fryer container into the oil container. I have now made one available for their use.
The “anti mouse” strips have now been fitted to the trolly store doors. Only time will tell……..
Everyone has been updated on the water supply issue. We need to keep out eyes open in the summer for the small leak. I am in contact with Southern Water about the cost of installing a water meter for the water tank.
Whilst working in the trolley store I noticed that there is also an asbestos issue in the right hand store ceiling. This had not been noted on the report that had been completed in 2022. I will place the appropriate signage in the area.
The old waste bins have now been removed but not before that we had more fly tipping. This time duvets. I have spoken to Laura to remind the girls to ensure that the bins are locked before closing up. This action should be added to the lock up procedure for whoever closes.
As soon as the weather improves I will plan a way to remove half of the centre wall of the trolley store, probably with a couple of the Monday Club to give a hand. We will have to get a skip in so we can also remove any other rubbish that we have at the same time. I will keep you updated.
One incident reported in the accident book. On Sunday 3rd, a lady walking up the road by the 3rd was hit by a golf ball. She came into the club remonstrating about how she could have been injured. Wendy was working and managed to placate her and apologised on behalf of the club. The lady was more upset that none of the players approached her to see if she was ok or apologised to her. Someone must have seen something?
Action DB to email
CORRESPONDENCE/ COMMENTS BOOK/ SUGGESTION BOX.
Bins
NEW MEMBERS:
Rodney Wilcock and Jason Clabon (Newport)
A.O.B
BRS email – National 5s report and presentation 2pm after Winter League
Buggy email
Membership
DATE OF NEXT MEETING: 17th April 2024