RYDE GOLF CLUB EXECUTIVE COMMITTEE MEETING AGENDA
3
rd January 2024 6.15 pm
PRESENT: DB SP GH RG TMc ST DS JT DH
APOLOGIES: none
APPROVAL OF THE MINUTES:
AGREEMENT OF DIRECTOR ROLES
J Thorn (Chair), D Baxter (HR), TMc (Course), S Pennycook (Finance), D Hardiman (H and S),
R Green (NR)
MATTERS ARISING:
Deep Clean for the kitchen to be done Jan/Feb
Water bills need to be looked at to ensure separate bills for water/ sewage from separate
meters.
Business / Electrical safety certificate. Exact to contact for report 2021.
Update on Bar (L.Cawley)
Pricing was analysed and some changes where things were obviously wrong. Lee gave
some examples.
Cards of snacks out of date, cellar was a bit of a mess, but all now sorted. Costing is now
at 65% profit margin. Dealing with wastage step by step.
There was never any discount on coffee. Decision made to charge hot drinks £
Meeting with John Clewley. A discussion about the situation led to JT agreeing to contact
JC to say no to giving him the land. Any offer for the land will need 75% of the
membership to agree.
Hugh Taylor (tokens)
FINANCE REPORT:
Finance Report 3rd January 2024
The Bank balance at 2nd Jan is £11k
Membership numbers are net 9 Increase from 31st March 2023
November Income below budget, December in line with budget due to Xmas
events.
OTHER FINANCE AGENDA ITEMS
Insurance cover re Locker sheds awaiting response from Insurers, internal
assessment required. Insurance company seem to suggest like we are covered for the
subsidence. Insurance company would like to see the surveyors report. DH to provide
photographs
Rateable Value has been reassessed and we received a net £2k on 18th
December.
There are 3 large outgoings in the next few days totalling £6k, our estimate is
that we will be okay for January but maybe dependent on the weather. 2024/2025 Subs
proposal is £745 from £695 (7%).
Contact with Cherry Godfrey re Loan facility for Monthly Subscriptions, more
discussion required.
Bar & cat; Food prices & members discount rates discussion required.
Payroll services discussion, and weekly vs monthly pay
2024/2025 Subs proposal is £745 from £695 (7%). Voted in unanimously.
Contact with Cherry Godfrey re Loan facility for Monthly Subscriptions, more
discussion required.
Bar & Food prices, members discount rates discussion required
Payroll services discussion, and weekly vs monthly pay. Increase in costs from £150-
£750. ST/MB looking to move to Xero for April 1st
.
Bank mandate update ST to SP.
Conversation was had about using a loan company or direct debit to chase monthly payments. ST
identify that charges can be 1.2% above base rate. ST has been in touch with a company who
will provide a service and manage it for a 5% commission.
COURSE REPORT:
Tree work
Take down oak to the right of the 15th tee as it’s dead and could fall within the next year.
Doug can carry this work out with assistance. This will open up the 6th hole, we will put
the 6th tees across to change the angle so the tee shot is wider.
Specialist tree surgeon to trim and reduce height of the oak tree which is blocking the 7th
green from the 7th tee.
Drainage
To put a drain in to stop heavy rainfall from flooding the 6th green. We can run the drain
in to the existing outlet which is to the left of the 6th green.
We believe that there is some kind of drainage issue in the dip on the 8th. We need to
open up a manhole cover once the water subsides and find out where it drains to and if it
is blocked so the water can drain ready for next winter.
Bunkers
We are reviewing all our bunkers and are looking to renovate all bunkers in September
2024 on our maintenance week. All new drainage and correct matting and sand will be
done. The Greens committee are drawing up where we need them (pretty much as we
have now barring a few changes). Looking to host an evening with the membership in
February to explain exactly what we are going to do and finalise the plans.
3rd Netting
As we have noticed that this is a mess due to the builders reversing a number of vehicles
into it over the last 6 months. We are going to ask the builders to borrow their tower
scaffold and the Monday Club will fix the problem with the netting we have left over as
we have asked the builders without response.
BAR/SOCIAL REPORT:
Lee Cawley to inform directors of progress in the bar area
Deep clean scheduled but Top Mops can no longer do a commercial kitchen clean so
Laura is looking for another company to do it.
Costings has been analysed and we now have a better system for pricing meals. New
prices to be implemented as soon as possible.
HEALTH & SAFETY:
Waste disposal procedure to be passed on.
Fire regulations have been updated
Leak in the gents, roof contractors to be asked about replacing the ends
Loose bricks around patio to be tidied up. Tom Harding to be asked by TM.
HR:
Sasha has resigned
We will need to negotiate with current staff as well appoint a weekend catering assistant.
CORRESPONDENCE/ COMMENTS BOOK
JT suggested a suggestion box which is anonymous. DB to sort
A.O.B.
RG suggested that the club should hold a commemorative event for Sue Harrison. She suggested
a club member event and maybe a mixed competition.
Equipment being left unattended and not in lockers to be removed.
Car park signs need to be changed President to move to the front and 3 captains will share two
spaces.
Articles of association to be reviewed and simplified.
Diaries to be made available
Clubhouse to be closed Christmas Day and Boxing Day from now.
DATE OF NEXT MEETING: Weds 7th February 2024 6pm