Committee – Minutes
Minutes of Monthly Seniors Meeting
13/11/2017
Minutes
1. Minutes of the last meeting
The minutes of the last meeting were accepted as a true record.
2. Matters arising from the minutes
There were no matters arising which were not to be covered elsewhere in the agenda.
3. Finance
Mike gave a brief update:
3.1 Mike is working on the annual accounts and, as part of this, he is looking to simplify the system regarding the issuing and redemption of prize vouchers.
3.2 As there will be no committee meeting in December, it was agreed that Mike will meet informally with Keith and David C to discuss the annual accounts before they are finalized.
4. Monday Club
David D and Brian said that there were no particular issues to report and attendances continued to be good.
5. Competitions
David C gave an update on the progress of current and future competitions:
5.1 The first round of the Winter Memorial Cup had been completed with a reasonably good number of entrants.
5.2 The preliminary round of the winter pairs’ knockout had been completed on schedule. David C had put a message on the seniors’ website encouraging participants to complete matches whilst the weather is good rather than waiting until deadlines. It was agreed that, when taking entries for next year’s competition, it will be emphasized that seniors should not enter it unless they will be available to meet the deadline date for the preliminary round (notwithstanding unforeseen circumstances). Entrants have been left without playing partners due to their being away on pre-planned holidays etc in some instances.
5.3 The committee agreed that it will continue to be a condition of entry to Monday Club competitions that entrants sign in on the computer prior to completing their rounds. A reminder to sign in is put on the entry/score board. The competition is closed when the final playing group’s scores are in, and people who have not signed in on the computer at that stage will not be eligible for prizes, except for twos.
5.4 With regards to individuals posting exceptionally good scores in non-qualifiers, the committee agreed that the Club’s current handicap review system adequately covers such occurrences.
5.5 David C had sought seniors’ comments on the issue of slow play following a recent pairs’ Texas Scramble competition and had subsequently posted advice on speeding up play on the seniors’ website.
6. Prizes and trophies
Paul updated the committee as follows:
6.1 Paul and David D had the purchase of prizes and engraving of trophies for the Xmas Monday Club in hand.
6.2 Paul said that he would deal with actions relating to sponsorship of certain holes in the Xmas Monday Club competition.
7. Order of Merit scoring system
It was agreed that the scoring system will be amended for the 2018 Order of Merit with the emphasis being placed more on finishing positions in competitions and less on attendance.
8. Data protection requirements
David C had looked into the data protection implications of putting seniors’ contact details on the website. He had established that we do not have to register as we are a not-for-profit organization. We do need to provide a facility for members to view and, if necessary, amend their contact details and this is already the case. No further action is required.
9. Competition review
David C presented a detailed written review, and his efforts were much appreciated by committee members. Most competitions are running smoothly. Significant points arising were as follows:
9.1 Following the October meeting, David C had asked for members’ views about the ‘seniors versus veterans’ annual competition, in particular its format. Suggestions for alternatives had been received and it was agreed that a ‘captain versus vice-captain’ Ryder Cup type event would be run instead in 2018.
9.2 It was agreed that the Xmas Monday Club competition is very successful and that it will be on the September committee meeting agenda in 2018 to give additional time for preparation.
9.3 Aggregate Stableford competitions to be called ‘Summer Aggregate’ and ‘Winter Aggregate’ in 2018.
9.4 David C had looked into whether there had been any significant differences in the impact on handicaps between Stableford qualifiers played off the white and yellow tees. His analysis had not showed any, and it appears that differing competition scratch scores lead to appropriate handicap adjustments. The yellow tee qualifiers are well attended and it was agreed that there was no reason to discontinue them next year.
9.5 With regards to memorial trophies, the course of action agreed at the October committee meeting was ratified.
9.6 Paul suggested that all the seniors’ trophies be brought along to the next committee meeting so that their suitability, appropriateness etc can be examined. This was agreed.
10. Christmas Monday Club
10.1 Brian confirmed that he will be producing the score cards for the competition. He will also make a seating plan for the meal afterwards and write table numbers on the score cards.
10.2 Brian was to draw starting tees for groups at least one week before the event.
10.3 David D had begun to collect the £20 entry fees from participants.
11. Any other business
11.1 David C raised the issue of charity events run in the club, saying that other sections of the club ran them but the seniors do not. The seniors’ section does make charity donations, either directly or via other sections, but it was agreed that the committee discuss the possibility of running a seniors’ charity event in 2018.
11.2 Rob Whiteley said that he had been asked about the legality of the way that seniors’ raffles are run i.e. selling strips of tickets and drawing out strips, rather than individual tickets, to decide prize winners. Keith stated that, as the draw was made consistently, the method was valid.
11.3 It was agreed that arrangements for the seniors’ A.G.M. would be discussed at the next committee meeting. (Steve to put item on agenda).
12. Date of next meeting
Monday 15 January 2018