RYDE GOLF CLUB EXECUTIVE COMMITTEE MEETING AGENDA
6th February 2024 6 pm
PRESENT: ST, DH, RG, TMc, SP, JT, DB, GH
APOLOGIES: DS
APPROVAL OF THE MINUTES:
Minutes were approved RG and seconded by ST.
JT asked board members to say a few words about Maurice Briggs. DB, GH and ST spoke.
MATTERS ARISING:
Deep Clean for kitchen. Top Mops couldn’t do it so looking for alternative
Action LM to arrange.
Water Bill – Representative from Southern Water visited and new bill is much higher than
expected. 3x higher.
Action DH, ST meeting with Southern Water.
DH said that he will investigate, He will turn water off on a Sunday evening and recheck the
meter the following day. If we have a leak then we will need to investigate further. If not then
the water board will need to do it.
Action DH to report back on his findings.
GH- questioned how long it needs to be left off to see a problem. It was accepted that he
would go ahead with this.
DH advised that ST makes a part payment whilst the investigation is under way
Action ST to make a part payment of water bill.
Electrical safety certificate to 5year statutory building inspection still to be done.
Action DB to organize.
Also, PAT testing to be done
Action DB to organize alongside previous task
Office Re- organisation
DB and ST to separate MB workload.
Planning in place to avoid another situation where the bank account is inaccessible.
Action – no further action required
CHAIRMAN’S REPORT:
.
Since the last meeting, I have met with Tom and Doug regarding the Ryde House issues and
reported back to the Board. I have not heard anything else from Mr Clewley yet but I did say I
would write to him again after our February meeting. At the very least, we need to start paying
for our own water.
I am pleased to see the Suggestions Box is up and running. I will publicise it in the Newsletter
and would like the questions and our responses to all appear on the Noticeboard so that there
is full transparency and communication with members.
Action JT to post replies on the notice board
I have had a few thoughts of my own about the Club in general and I attach my list so far.
Some of these might be things which are already in place or have already been thought of.
I am keen for the Club to be run as a business and to maximise every possible opportunity of
increasing its profile, membership and income. The greater our budget to spend on tees /
greens / bunkers, the better our course becomes, which then results in members being
retained and new members being attracted
Finance Report
- The Bank balance at 1st Feb is £2k. The cash balance is being closely monitored on a day to
day basis, hopefully to avoid going into overdraft. See below. - Membership numbers are net increase of 9 from last year
- December & January Income in line with budget, slightly improved due to events.
OTHER FINANCE AGENDA ITEMS - Bank balance —there are 2 large outgoings in early Feb totaling £4k, current estimate is that
we will need a small interim loan of £5k until the 1st March.
Action SP/ST to arrange loan if required - Insurance cover — locker sheds claim progress awaiting response from Insurers, internal
assessment found and forwarded, incl photos.
Action SP/ST to chase up insurers - Subs proposal — 2024/2025 subs proposal is now £735 from £695 (5.75%). Consumer
Prices Index was 4.2% increase to Dec 2023. – This was approved - Members direct debit payment option — various plans were discussed within Finance and
preferred option is Direct Debit from GolfClubSubs. The charge is 4.9%, which it is proposed to
be added to the fee for members choosing this method of payment to renew.
Action SP/ST to liaise with GolfClubsubs - Bar & Food prices increase —proposal to increase by 5% on the 1st March – This was
approved.
Action ST to co-ordinate price update on EPOS - Payroll — Finance have discussed the option of using outsourced payroll services, A H
Cross to reply with further details. We also discussed the option of going to monthly pay for all
staff — update - Bank mandate — Steve Pennycook has been added as a signatory. We have a further form
to complete, replacing 2 ex directors with Jim Thorn and Darren Baxter.
Action DB and JT to become signatories on Bank Account
COURSE REPORT:
Spring work required from
Andy Butler
Scarify, seed fertilise and top dress all tee box areas. Andy will continue with the greens as
per contract. Andy will also be spraying weed killer across all closely mown areas in early
March (to kill the daisies)
Doug and Arron
To recover all areas from winter damage on fairways, aprons and the rough. This will involve
turfing low areas (especially 2nd and 3rd fairway) repairing the damage to the dip on the 8th
and also turfing on the red 8th tee box. We would like to cut the cherry tree down as well
which is in the way of the 4th tee box, just to the right of the 5th green which Doug can do.
Tree specialist – this was approved.
To cut down the dead oak to the left of the 15th tee. (It’s now roped off for safety) also to cut
50% of the oak over hanging the brook on the 7th hole so we can use all of the tee box.
Monday Club
They are going to remove all debris from the trees along ladies walk as it is killing the hedge
row. New shrubs and hedge row plant will be planted in place at low cost.
We would like to let the membership know that we will be having a maintenance week
commencing from the week 23rd September 2024. If things go to plan and the membership
levels stay the same we have budgeted to renovate all bunkers (I would like to have a
bunker meeting one night in March to explain and show the membership our plans) we have
a specialist ground worker who would lead the works along with our employed ground staff
and hopefully some volunteers which would make it easier. Additionally, drainage (as well as
the bunker drainage) will be done also.
Action Work to be carried out by greenkeepers and contractors
GOLF COMMITTEE REPORT:
Attached
BAR/SOCIAL REPORT:
Hours are now fixed in and Chris Smith final piece of jigsaw appointed. Winter hours until
Stableford evenings in April. Some events have been planned.
National 5’s
Fundraiser to be held on Saturday March 2nd to raise the final £500-£600 to cover the extra
costs for the squad of 6.
HEALTH & SAFETY:
At last, I have managed to get a copy of the fire safety inspection report of 2022 that has gone
missing. There are still actions from that report that need addressing.
Action DH to clarify missing actions so they can be allocated.
I cannot get a replacement Fire Certificate for the clubhouse as they are no longer issued. This
is unfortunate, as the original Fire Certificates contained a lot of helpful and useful information
about the building. This is an important document and should have been kept in the fire safe.
Unfortunately, over the post Christmas period there was a cooking oil spill of about 20ltrs at the
rear of the clubhouse. I only found this out by chance after removing a full container of oil to
the oil bund last week. This should have been raised immediately it was identified so that
action could have been taken, too late now. As a result I will be getting in some kitty litter in
case of such events in the future. This oil will take between five and ten years to dissipate.
The old redundant waste bins have still not been removed, these are taking up parking space
and rubbish is now being placed in the bins which will now have to be removed and placed into
the correct waste bins. I have no idea where the waste has come from. This was a November
2023 action to get the old bins removed. –
Action DB to arrange the bins to be removed
It appears that the rodent issue has diminished as a result of the new food disposal process.
Action DH to attached a draft excluder to bottom of door of the RH locker room.
The safety netting along the side of the 3rd tee with the large hole created by the building
contractors is now broken away from the lower wires and is freely blowing in the wind. The
builders need to resolve the issue.
Action DB to contact Crown Parks
There have been no accidents reported.
The compressor has been isolated due to overheating. I am checking up on the maintenance
schedule, but there does not appear to be one. I believe that the unit is being dealt with as a
warranty issue.
Action DB to return compressor to UKHS for assessment
CORRESPONDENCE/ COMMENTS BOOK/ SUGGESTION BOX.
Suggestions were discussed and responses will be posted in due course.
Action JT to post responses on club notice board
NEW MEMBERS:
None
A.O.B.
Complaint from single person buggy users – TM explained that this is due to safety issues not
course damage
Action TM to have a meeting with Buggy owners
4year business plan – carried over for next meeting
Tree problems across the course –this needs a review of tree investigation from SH report
Extra trolleys in the store area taking up floor space – no decision made
Staff playing rights – No decision made
DATE OF NEXT MEETING: Tuesday 12 th March