Executive Committee Minutes 13/09/22

News

Somerset Golf Captains Executive Committee

DRAFT

Minutes of the Somerset Golf Captains Executive committee meeting held on Tuesday, the 13th of September 2022

Present: Roy Parmiter (Vice President & Chair), Bob Acland (President), John Beer, David Andow, Iain Robertson, Paul Chesney, David Bate, Rob Ford

  1. Apologies; None
  1. Minutes of the last meeting held on the 11th of July 2022 were accepted as a true and accurate record
  1. Matters Arising
  1. #5(b) Outstanding invoice has now been settled
  2. #5(c)(ii) Secretary has spoken to ML to explain the Executive’s decision
  3. #5(c)(iv) The match against Wells Captains went ahead successfully
  4. SGC pop-up banners: Executive agreed to purchase two banners for use on the tee and at the Dinner. Action: Bob Acland to place the order. Still no sign of the tall freestanding banners recording the history of Somerset Golf Captains
  5. Captain Elect: President has spoken to the person identified to be invited as captain-Elect 2023
  1. Captain’s Report – (Rob Ford)

Rob Ford said that there had been a big improvement in results:  we now have three trophies to engrave! Slight cock up yesterday against South Wales Coast but the day went well. Captain had the wrong date in his diary but the fixture was completed successfully. Action points: (i) David Bate to send some photos to John Beer (ii) Rob Ford to pass on the match report to John Beer

  1. Carlyon Bay Away Weekend 2023 (David Bate)

David Bate circulated a paper setting out the options, and David went through the details regarding the provisional booking, the tee-times, what success might look like and the way forward, and other things to consider. A healthy discussion followed; including an enquiry about reallocating the green fees (not used by non-golfing partners on Saturday and Sunday) to others if they wish to play on Monday morning. Committee congratulated David Bate on his work and agreed that we need to get this out to members

Action points:

  • David Bate to email the document to John Beer
  • David Bate to draft of an email to members and then liaise with John Beer so that it can be sent out to members by the end of September( e.g. a brief summary of the proposal with further details available on the website)
  • More details published on the website

 

6  Reports from Sub Groups (& not appearing elsewhere on the agenda)

  • Dinner planning: David Bate issued a separate paper with updated figures following further discussions with Taunton Rugby Club and confirmed that the figures do include VAT. These prices are set until next year. The spreadsheet indicated potential shortfall for different numbers attending. Agreed that the start time should be made clear: 7 for 7.30pm and that information sent to golf clubs should indicate vice-captains are welcome. Committee went through the food options available and chose the following two options:

Duck & orange pâté ,or, shortcrust bait goats cheese tart

Prune and Armagnac stuffed loin of pork, or, Pan fried salmon fillet

Vanilla Panna cotta, or, peach melba cheesecake lemon tart

Further discussion re booking arrangements i.e. normally members to book through the nominated club contacts or directly with David Bate.

Action point

  • Committee agreed to carry on with the ticket price of £45
  • Secretary to send an email to all members confirming that the dinner is going ahead on this basis; food options etc
  • Details to go on the website
  • Secretary to send invites them to other counties
  • David Bate to book a room for the speaker Roy Walker

Roy Parmiter to email John Beer with a list of the dinner contacts at each golf club

  • Finance Group (David Andow): Treasurer reported current balance with two outstanding bills (Pickeridge & Worlebury) .Paul Chesney distributed cost analysis of each match and informed the committee that 29 people have paid for the Autumn meeting, with 25 still to come in. Paul indicated that the BACS system seems to be working well as long as the match manager gets the money in; and tells the treasurer! Paul also confirmed payments received for the Presidents’ Day on Thursday September.
  • Administration Support Group
  • Fixtures for 2023: Fixture Secretary confirmed that fixtures for 2023 had been completed, but drew attention to the following: clash of fixtures on the 13th of June (12 players to play away vs Shropshire and 12 players to play in the Four Counties at Mendip Spring (ii) Shropshire match is the first of two days mini-tour with Warwickshire; in which we normally take 16 players. Action: need to talk to Warwickshire re 12 or 16 players. Iain felt that we may struggle to get 16 players next year, and the only way we could cut costs would be to reduce the numbers in each team. Other factors to be considered: do we need a meal at lunchtime? do we need to provide wine ? Could we move the tee-time from 1 o’clock to 2 pm (i.e. outside prime times). Treasurer reminded the committee this is why we increased the match fee to £40 last year (so that we could if necessary increase it again next year). Vice President confirmed that Devon will not be providing wine in future. Some concern about the impact of the price increase on the small number of regular players who play on several games. Captain did not think it was the right time to make a decision until we know what other clubs intended to do ,and he was confident that figures will come down because golf clubs will need the business. Fixture secretary understood that golf clubs have not yet set their prices for 2023 and that we may need to increase to £45 next year. Committee agreed that we could subsidise for a short period of time and also discussed the significance of the two-year inbalance between home and away matches. Vice president suggested that we needed to go away and mull things over, and then decide what to do with the AGM regarding match fees for 2023. Secretary suggested that we need to confirm the actual cost for next year and then input these figures into the budget modelling spreadsheet  – even if this is one week before the AGM!  Secretary also felt that we needed to reconsider whether or not to remove wine. A proposal was made to remove the wine for next year and this was agreed unanimously. Action members to be informed of this decision
  • Arrangements for Autumn Meeting discussed and committee responsibilities agreed as follows: Reception desk -John Beer and Paul Chesney; starters -David Bate and Rob Ford; cards – Bob Acland and Roy Parmiter . Secretary confirmed we had two engraved glasses for the winning pair, and an engraved tankard for the winner of the Griffith Trophy. Agreed that we would provide balls also for first second and third prizes and spot prizes e.g.nearest the pin on all the par-3’s.  Action: (i) All committee members who attend to bring a bottle of wine and (ii) Vice president/Captain to agree spot prizes on the day (iii) John Beer to purchase golf balls before the event from Oake Manor
  • Captains Invitation Day: guidance . Committee decided that no additional guidance was necessary. Members could invite who they wanted.
  • Livery Stock Take (September 2022): Secretary circulated details of livery sales and stock in hand. The treasurer and the treasurer-elect confirmed that the moneies received had ben reconciled and everything seems to be in hand (or indeed slightly in our favour). Action:
  • Another stock take to take place at the end of December to fit in with the accounting year s(Jan – Dec)
  • Secretary to put in order from Glenmuir following discussions with the treasurer
  • Secretary to order bespoke badge for Roy Parmiter with his captaincy year and his presidential years of 2023 and 2024.
  • Secretary to order Captains livery for David Bate as follows: s 2 x shirts (Size L); 1 x one sleeveless  jumper (Size L); 1 x longsleeved 1/4 zip sweater (Size L); embrodered “Captain 2023’
  • Secretary to order Presidents livery for Roy Parmiter as follows: s 2 x shirts (Size XL); 1 x longsleeved 1/4 zip sweater (Size XL) embroidered “President 2023 2024”
  • Review of Team Selection Issues 2022. Committee discussed the difficulty in finding teams later in the season, and  committee agreed changes for next year onwards. Action: match managers need to send out a reminder email 4 weeks before the match (asking for payment to be made two weeks before the match) with a further reminder email two weeks before the match if necessary
  • Query from Minehead Golf Club. Some confusion with regards to the details of the proposal from Minehead. Recognised that the Lady Captain would be eligible to apply for the Somerset Ladies Past Captains Association – but not the men’s captain! Committee were unsure whether they would be joint club captains per se; or separate Captains of each section. Action: Secretary to have further discussions with Ian Gover from Minehead to clarify their plans.
  • Hon secretary informed the committee that he intended to step down at the AGM and 2023 and gave notice that the Committee had 6 months to find a replacement.President asked the Secretary to help write down a specifications for what he’s been doing i.e. update the existing one with any suggestions for improving efficiency
  1. Any other business
  2. Iain Robertson indicated that Taunton & Pickeridge now proposed to revamp the first tee with a new starter’s hut which will include a plaque in the memory of Ken Hinchliffe. The contribution from Somerset Golf Captains will not be due until the middle of next year; and no one needs to attend the Captains niblick on Friday, the 23rd of September
  3. David Bate confirmed he will be attending the Wiltshire 60th anniversary event later this week and the committee confirmed attendance at other County dinners this year as follows (alongside the Captain):

Hampshire – Roy Parmiter

Dorset – Iain Robertson

Sussex – John Beer

Surrey – Bob Acland

South Wales Coast– David Andow or John Beer

Action secretary to check details of the hotel booking for the Sussex dinner

  1. Date of next meeting Tuesday, the 1st of November 2022 at 7pm at the Admirals Table