An Introduction to the Council Members

Club Captain Reg Peacock Overall running of Clays Golf Members, official representative of Clays Golf.  reg.peacock@btopenworld.com 01978 755839
Ladies Club Captain Diane Dare Overall running of Clays Golf Members, official representative of Clays Golf Ladies Section Diane.Dare@yahoo.com 01948 770484
President Tony Harcombe Overall running of official meetings and functions. Official representative of Clays Golf. kim.harcombe@btinternet.com 01978 855933

Minutes from Council Meetings

CLAYS GOLF CLUB
Minutes: Council Meeting Wednesday 19th October 2011 at 7.00pm
Members:
Captain-Reg Peacock Lady Captain-Diane Dare Lady Vice-Captain – Annie Lee #
President- Tony Harcombe Hon Treasurer –Eifion Jenkins
Vice-Captain Hon Secretary – Ray Martin # Apologies
Senior Captain –Bob Brown Junior Organiser
Competition Sec – Don Wraight Handicap Sec - Barry Dare $ Absent
1. Minutes of Previous Meeting
1.1. Minutes approved – proposed BB seconded TH
1.2. Barry Dare was given a warm welcome and thanked for taking on the Handicap Sec job. Training is being organised for volunteers to close comps
1.3. Matters arising
1.3.1. Benches – Needed on par 3s only – 2nd, 12th, 17th. RM to see JB re offer of contribution (1.3.1)
1.3.2. NWLCSA now planning to review all rules (1.3.2)
1.3.3. Sec reported on reply from Jo re info board, A-board, benches, compressed air cleaner, members reconciliation, portaloo, Seniors Honours Board, slow play & dress standards and twinning.
1.3.4. Now there is more room for past Capts photos, we don’t need digital display (4.1)
1.3.5. Rhuddlan match cancelled as they couldn’t raise a team (3.2)
1.3.6. Finals day went well. Thanks to all concerned (6.1)
1.3.7. Prize structures agreed (6.2)
2. Men’s Section Issues – Rhos match rearranged for 5th Nov
3. Senior Section Issues
3.1. Colin Brown will be new Seniors’ Captain
4. Ladies’ Section Issues
4.1. Portaloo to be on agenda for meeting with Jo – there must be a business case for Clays to provide facilities
4.2. Charity Day – letters of thanks sent
5. Junior Organisers’ Issues – n/a
6. Competition & Handicap Sub – n/a
7. Treasurer’s Report
7.1. Report circulated in advance – agreed 5 honoraria this year
7.2. EJ will see Jo re member & levy reconciliation
8. Social Sub-Committee
8.1. Presentation evening now Nov 26th. Comp in day will be 2-person Texas scramble. Details of evening given. Food available until 6.30
9. Any Other Business
9.1. Council were sorry to receive word of the resignation of Kev Jones as Vice-Captain for personal and work reasons. President & Captain to approach recent Past Captains to see if any would be prepared to take over as Captain for 2012
9.2. Possibilities for Vice-Captain 2012 were discussed
9.3. Date of AGM is Monday 12th December
9.4. RP to arrange e-mail re “shop” all-member comps handicap adjustments

NEXT MEETING WEDNESDAY 7th NOVEMBER 2011 at 7 pm primarily to discuss AGM arrangements

Clays Golf Club – Club Council Meeting – Monday 7th November 2011 at 7.00pm
Members Present: Club Captain – Reg Peacock; Club President – Tony Harcombe; Ladies Captain – Diane Dare; Seniors Captain – Bob Brown; Proposed Club Captain 2012– Gareth Roberts; Proposed Ladies Vice Captain 2012 – Shirley Roberts; Treasurer – Eifion Jenkins; Competitions Secretary – Don Wraight.
Apologies – Secretary – Ray Martin; Handicap Secretary – Barry Dare.
Minutes of Previous Meeting: Minutes circulated and approved. Proposed by DD, seconded by TH.
Matters arising:
1.2 RP mentioned amendment to wording of 9.1
1.3.1 Meeting with management – see details below.
1.3.3 It was agreed to populate the new photograph gallery above the bar. It was also agreed that Club Captains and Presidents’ photographs be mounted above the bar, with ladies in original gallery above the stairs.
1.3.5 Gerry Wooster has confirmed that the seniors fixtures against Rhuddlan will be reinstated in 2012. Dates to be confirmed.
1.3.7 Prize structure discussed for benefit of Vice Captain. Agreed that 2nd prize for Aber competition should be £5 (actually given £7.50). DD and EJ are actioning allocation of Ladies Stableford prize monies, which will be rolled into those for medal winners.
RP mentioned DGU matches against Rhos-on- Sea, and contingency plan in place for 2013 onwards.
Update on Meeting with Management
RP confirmed that, following discussion at last Council meeting, a number of issues had been addressed, with responses as follows;
a) Notice Board – Confirmed would be erected by end Jan 2012. Council to decide what information it should contain.
b) Bench Provision – Management not prepared to make contribution, but stated that the old one from the 17th tee was repairable. Council agreed that, if necessary, they would cover cost. RP to progress. Colin Bryan has donated a further bench to be situated at 1st tee area. Council agreed that with these two, plus existing ones on the 5th and 13th tees, the matter could be closed.
c) Compressor – should be installed during December.
d) List of Members – This is required to sort out levy amount, and handicap cross checking. Management stated that they would have to take advice regarding Data Protection, and meantime could only confirm member numbers across all categories of membership. 429 members in all. 50 of whom are classified as ‘Juniors’ and thus exempt from £10 levy.
e) Portaloo – Confirmed that annual cost would be £940 +VAT 9 i.e. approx. £1,000 pa. Management cannot justify this expenditure on financial grounds, and will not contribute.
DD regarded this as more a Health & Safety issue. Council agreed to put this to the membership at the AGM with recommendation that Club funds be used for this purpose, possibly via a levy on the members. Facility would be for the use of all members.
f) Seniors Honours Board – Advised that this is in the storage area above the shop awaiting fixing to wall in the ‘pool’ room. It may be in need of updating.
g) Twinning – no further news but Jo is looking into this.
h) Shop Competition Prize Monies – Management confirmed that this use to be subject to a 60/40 split, but that 50/50 was now agreed. This should be communicated to all entrants to avoid any misunderstandings in future.
i) Ladies Tee areas – improvements on back burner pending review of costs for current course improvements.
j) RP confirmed room available for AGM, and that 2012 fixtures diary now nearly complete, just awaits details of seniors inter club match dates. BB to action.
Other issues requested to be included in next meeting with management.
i) BB requested consideration of placing a step in the middle one of the three left had bunkers on the 13th, to assist players exiting same. Suggested off-cuts from workings on 3rd tee might be appropriate.
ii) RP confirmed that steps would be added to 6th and 7th tee areas.
iii) DD asked that the netting on the Driving Range be repaired, as it currently constituted a hazard to members walking to and from the 1st tee. Health and Safety issue, as seen in recent case brought against another club.
Mens Section – Only issue was that of the Wales Team Competition being played in South Wales over the next three years, resulting in our having to pay accommodation and other costs should we qualify. This would add some £2,200 to club expenditure. RM liaising with other North wales Club secretaries on this issue.
Seniors Section – The next Seniors and Ladies mixed competition will take place on Friday 18th November. 6 ladies and 12 (or180 seniors) to take part. BB will raise the necessary number beforehand. Next Thursday will be the annual ‘Poppy day’ match where all entry and raffle monies will be donated to the Royal British Legion. £55 of last weeks ‘kitty comp’ money already collected. Thanks to Ken Lawrence for all his efforts in organising this. Seniors AGM scheduled for Tuesday 6th December at 12.30 following 9 hole Texas Scramble match.
Ladies Section – DD reported on income and expenditure, and EJ in receipt. Cancer Research Charity being contacted to organise representation at presentation night. All Ladies comp winners being emailed to ensure their attendance. Latest issue of the club Newsletter being finalised.
Juniors Organiser – Not in attendance, but confirmed that Neil Gledhill will take on role assisted by Wyn Williams.
Competitions Secretary – As just returned from golf break in Florida, nothing to report.
Treasurers Report – Circulated in advance of meeting. Figures update given re. contribution towards Notice Board (£500), and contributions towards Scratch team expenses. GR asked if engraving costs included. Confirmed by EJ. Likely that we will see a surplus of c£3,000 at year end 2011, thanks in part to our not having qualified in the wales Team Championships and thus saving c£2,000. EJ mentioned the ‘Bonus ball’ income and it was agreed that any unused surplus should be credited to the Juniors fund. EJ will not be present on presentation night, and RP to confirm amounts for respective charities so that cheques can be raised prior to that evening.
Social Sub Committee – Presentation Night only subject. RP mentioned Management Xmas Party, which is subject of posters in bar.
Any Other Business – RP confirmed that all Council officers would remain in place, and that, subject to AGM confirmation, GR would be Club Captain, with Bb as his Vice Captain for 2012.
RP and DD thanks – Both the Club and Ladies captains extended their thanks to the council, and all members for the support given during their year in office. Both have thoroughly enjoyed the experience and wish their successors well.
Date of Next Meeting – As the AGM will fall on 12th December, there will be no Council meeting that month.

CLAYS GOLF CLUB
ANNUAL GENERAL MEETING
MONDAY 12TH DECEMBER 2011

AGENDA
1. Welcome from the President, Mr Tony Harcombe
2. Apologies
3. Minutes of the AGM held on 13th December 2010
4. Matters arising from the minutes
5. The Captain’s report – Mr Reg Peacock
6. The Lady Captain’s report – Mrs Diane Dare
7. The Treasurer’s report – Mr Eifion Jenkins
8. Election of Officers for 2012
a. Club Captain
b. Vice-Captain
c. Lady Captain (ladies only to vote)
d. Lady Vice-Captain (ladies only to vote)
e. President (no vote – second year of 2 year term)
f. Honorary Secretary
g. Honorary Treasurer
h. Handicap Secretary
i. Competition Secretary
j. Junior Organiser
k. Seniors’ Captain (already elected by Senior Section)
l. Junior Captain
9. To consider the provision of on-course toilet facilities
10. Any other business