Executive Committee Minutes 17/01/23

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Somerset Golf Captains Executive Committee

Minutes of the Somerset Golf Captains Executive committee meeting held on Tuesday, the 17th January 2023

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

  1. Apologies; None
  1. Minutes of the last meeting held on the 1st November 2022 were accepted as a true and accurate record
  1. Matters Arising
  • PC confirms that he would be unavailable to attend the South Wales Coast Dinner. Neither could IR. RP agreed to accompany RF. Action: Secretary to notify South Wales Coast of this change
  • Page 2 item 6 (a): PC asked DB to ensure that payments for the dinner were made by BACS with an appropriate reference e.g. Dinner
  • PC drew attention to the fact that, at the meeting before last, the Secretary had informed the committee that he will be resigning, and Paul suggested that the committee should convey their thanks to JB for his work as secretary
  • Page 2 Item 5: DB confirmed that he had written directly to those who had expressed an interest; and a global email had gone out to the other Captains.
  • Page 2 Item 5: DB confirmed he had secured quotes for the mini bus.
  • Page 2 Item 6(a): DB confirmed he had completed these actions
  • Page 3 6 (b): To be discussed later in the agenda
  • Page 3 6 (c.)(ii) : Secretary had contacted WSM Golf Club and recruited new captain.
  • Page 3 6 (c.)(iv) : Secretary had contacted Berks as required

4. Captain’s Report – (RF)

 Nothing to report.

  1. Carlyon Bay Away Weekend 2023 (DB)

Confirmation email sent in October to all Captains with directions on how to book. Discussed  Tracking Numbers: as at 6th Jan . Action Reminder to be sent out to all SGC via JB – DB to draft and send to JB

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

(a)Dinner planning (DB)

Met Patrick at Taunton RFC early December (inc BA & RF), all points confirmed by email. Next meeting with Patrick at TRFC; end Jan / early Feb. Final numbers required at least a week before dinner. MC – Chris Hocking contacted and have booked Numbers / Bookings / Payments: Club organisers: 19 key people contacted. Hard to estimate numbers at this point. DB summarised numbers as he has understood them at the moment .Secretary mentioned other items for consideration

Action:

  1. Secretary: (a) Blanket email reminder email to be sent out to all SGC`s including reminder of cut off 7 days before the event (b) Load a memory stick with pictures from the year, for showing on screens during dinner, ready for end Feb. (c) Chase replies from VIP guests and email list to David of VIP`s attending / counties representing / menu choices.(d) scan and email copy of last year’s menu card.
  2. Captain Elect: (a) Draft text for John to send global email (b)Book mini-bus from travel lodge (two trips)(c) Finalise numbers / table plan / food choices by 20th Feb (d) Check payments made into bank account with Paul / David, at the end of February (e)  Golf on the day: timing / who`s attending (f) David to attach summary of numbers with these minutes
  • IR: to organise golf

(b) Finance Group (DA)

Treasurer confirmed current balance and drew attention to the balance sheet circulated with the papers prior to the meeting. A few people have already paid for the dinner. Looking forward, Treasurer asked us to ensure that, in future, when match managers pay the bill they do this against an invoice.  Action: Secretary to add this responsibility to the briefing paper for match managers. Confirmed the stock was valued at selling price. PC then confirmed that payments have been received from eight new Captains. He also distributed a budget forecast for 2023. Committee eventually decided to adopt a flexible approach to prizes which should be determined on a case by case basis. PC made it clear that, in future years, he will need to know whether the cost included includes green fees (or donations) or not. PC also asked if the template to be used by match managers (to remind people of the need to pay their match fees) could be included in the briefing paper for match managers. Action: Secretary to update and include. Captain reminded the committee that we do not seek to make a profit from livery sales: just tried to breakeven.

(c) Administration Support Group

  •  Report from Fixture Secretary: Fixture Secretary has already had enquiries for dates for the 2024 season. Fixture Secretary and Vice President will be meeting the new Fixture Secretary on Friday afternoon. RF asked if the Fixture Secretary is an elected position and the answer was no – he was appointed by the Secretary. DB asked about the new intercounty event at St Mellion in October and Vice President understood that we are decided not to enter that.. PC referred to minutes of previous meeting whch stated “Final decision would be based on whether we could recruit sufficient numbers’. Secretary confirmed he had replied to the organiser and indicated that we might be interested. Action Secretary to confirm if this is still going ahead; liaise with Vice-President; and if so add to fixture list on website and include in the global email.
  • Stocktake – December 2022: Secretary confirmed completion of stocktake at December 2022 and referred to copy circulated with minutes.
  • Correspondence.Email from Surrey Golf Captains re Wine on table: after some discussion, a vote was taken and the committee agreed to reciprocate with the provision of wine on tables for Surrey. Action: Secretary to reply to Surrey to this effect.
  • Committee agreed that we should inform other counties of our policy action and the decision not to include wine on table. Action: President & Vice-President to prepare a form of words and then send this to the Secretary. Secretary to email out to other counties.
  • Invitations to County Dinners. Confirmed that the President and Captain will go to the Wiltshire Golf Captains day on the 26th of April and the Gloucestershire Golf Captains day on the 27th of July. Action Secretary was asked to respond to Hampshire, and Sussex and Surrey to the effect that we will be represented by the Captain and one other to be confirmed at a later date
  • Registration and selection process: Committee agreed that registration should go live on the website between the 1st of February on the 31st of March. It was agreed that the selection committee would meet on Tuesday, April 4. Action Secretary to identify a suitable venue. Composition of the selection committee is officially: Captain, Vice Captain and Secretary; but the Executive committee agreed that others could be invited as follows, RP, Mike Rossiter, Clive, Stilwell, Ian Gover
  • Prizes for Spring Meeting (Mendip Spring?), Captains Day (Oake Manor? & Autumn Meeting (Saltford). See previous discussion
  • Handover: President summarised the Presidents Committee in December and announced the names of proposed incoming officers. Secretary confirmed that meetings had already taken place and the handover process was under way.
  • New Captains – progress so far. Secretary confirmed progress with recruitment of new captains ; 8 out of 12 contacted so far. Action: Secretary to send list of new Captains to DB
  • Majestic glassware order : Secretary confirmed that he had placed an order with Majestic Crystal to include the following: 2 tankards for Spring Meeting; 2 tankards for Autumn Meeting; 1 tankards for the Griffith Trophy;  2 tankards for retiring officers. Value of the order was £258.82
  • Proposal to purchase on-line ‘Cloud storge”: via Microsoft Onedrive (100Gb ) Secretary explained that he had passed on electronic copies of documents (on memory sticks). Secretary had electronic copies of SGC documents going back to 2018 and beyond, as well as a collection of photographs from SGC events over several years. These represented the history of SGC and proposed that SGC secures on-line cloud storage to preserve then and assist in future handover when officers change. Committee recognised that we could indeed add to these archives as we go along. Action:Committee agreed unanimously to purchase 100Gb of on-line cloud storage
  1. Any other business

(a) Captain Elect had assumed that he would act as match manager for the Spring Meeting (which President confirmed) and had had a meeting with Club manager at Mendip Spring . Captain Elect went on to set out plans agreed with Mendip Spring Golf Club as follows: Spring meeting to take the form of a “shotgun start” at 10:30 am, followed by the AGM at about 3:30 or 3:45, followed by a meal at 4:30 or 4:45, Captains will be requested to wear jackets and ties. Mendip Spring would need to know numbers two weeks prior to the 6th of April i.e. by the 22nd of March. Format would be four ball better ball as usual so that individual scores could contribute to the Griffith Trophy. Some discussion also about preparation for the Four Counties.

(b) Vice-President also raised the need to order glassware for Majestic Crystal prior to the AGM and Secretary reminded committee that this had already been done (see previous item). However the committee then invited individuals to indicate their personal choice of product.. Action secretary to contact Majestic Crystal to include items for Treasurer and Secretary and to amend the previous order (if possible).

  1. Date of next meeting

(a) Wednesday, the 8th of February, 7 pm Dinner committee : DBs, RF, RP, DA ( or PC).

(b) Tuesday, the 14th of March 7 pm Executive Committee Meeting (Review of Annual Dinner & preparation for AGM), with invitations extended to incoming offices. including incoming Captain Elect, Secretary).

Meeting closed 9:45 pm