Redacted Minutes of Management Committee Meeting of March 15, 2023

The meeting commenced at 1.15 pm at the Clubhouse.

Present: Gerry Moloney (President, Chair), Kevin Arnold (Vice President), John de Jersey (Secretary), Katy Hewitt, Kristo Bradley.

Apologies: Ross Barnes (Treasurer), Greg Kearney (Captain)

Guests: Andrew Revie (Club Professional), Graeme Andrews (Greenkeeper)

Minutes:  The Minutes of the previous MC meeting had been pre-circulated and were confirmed without amendment (Moved Gerry, seconded Kristo, Carried.) It was agreed that Minutes for the most recent three MC meetings be on the website in the Members Section.

New Membership Applications: Ross had pre-circulated a list of new membership applications, as follows: 

Full membership: Tony Brady, Geoffrey Sexton, Rob Colman and Mark Pemberton; Lifestyle membership: Paul Sheedy; Junior membership: Perry Pemberton, Elysia Pemberton.

The meeting agreed to accept all of these nominees as new members.  With these additions, the Club now has 252 members.

Financial Report:  Ross had pre-circulated the financial report for February and the year to date.  The balance at the end of February was $167,366.61, compared with the balance at the end of February 2022 of $148,346.31.  The total cost of the recent repairs and refurbishment of the clubhouse was $5200 for the outside work (on gutters, soffits, and skirting boards) and $12,300 for the internal work (covering exposed brickwork with plasterboard, etc.)

Captain’s Report: Greg’s report was pre-circulated and indicated that: the Saturday competition has been running well, with satisfactory financial outcomes.  Two matters were put on hold till a future meeting:  a decision between alternative proposals for development of the practice area; and the suggestion that having two flags and pin positions on at least some greens would provide an interesting challenge, e.g. a flag for the first hole and a second flag for the tenth hole on the very wide first green.  The question was raised as to whether we need a separate hole index for male and female golfers, as has been used during the gender-neutral trial.  Indexes will be adjusted based on scores during the trial period.  It was agreed to have a special meeting to consider the results of the trial.

Greenkeeper’s Report: Graeme reported as follows:

·      Greens have been sprayed for insect infestations.

·      Coles Earthmoving removed the stumps of the recently felled trees.  In the process they found a mains water pipe near the tree stumps at the RHS of the second fairway.  Coles also initiated the process of extending and levelling the 17^th tee. Turf from the 17^th tee has been used to re-turf an area near the cart path below the 6^th green.

·      Small sections of the 6^th green have been patched with bent grass squares from the practice green.

·      Grass on the new section of the practice green is growing well.

·      Graeme considered that the condition of the swamp on the first hole was not a contributing factor to the accumulation of water to the left of the bridge.

·      In response to a question, Graeme indicated that the piece of equipment most needed at the moment is a sprayer, such as a Toro unit which costs $80,000 new.  Graeme indicated that there were possible avenues for purchase of a quality second hand sprayer, which he was encouraged to follow.  For example, Coffs Harbour Golf Course have advertised a sprayer for sale by auction on March 21 and Graeme was encouraged to ask their superintendent about its condition etc.  Kevin agreed to work with Graeme on this and the meeting approved a bid of up to $20000 (total cost) if Graeme and Kevin agreed on value for money.  Another alternative that Graeme is looking forward to is when Sanctuary Cove replace one of their spray units.

Members congratulated Graeme on the current state of the golf course.

Professional’s Report: Andrew reported that about 40 players competing in a Golf Queensland Junior Competition will be playing at our course on Sunday, March 19.   He also reported that he is looking for an additional team member to work about 15 hours per week.  He noted that he is leading a golf tour to the Hunter Valley, starting March 28. 

It was agreed to keep the Club’s defibrillators in the Clubhouse.

Andrew advised that he had received a quote of $600 to clean the exhaust fan duct in the kitchen.  The meeting approved acceptance of this quote.

While Andrew was present, the MC discussed the possibility of a new class of membership, Corporate Membership.   It was considered that there might be  local firms interested in a corporate membership.

Correspondence: 

Inward:  from John Youngman re defibrillators (see above); from Mike Craw re two pins per green (see above); from Paulette Legge re tee positions for mixed foursomes (responded to by Captain) and from Scott Legge re early bookings (responded to by Captain). Letter from John Youngman re acknowledgement of outstanding service to the Club.

John’s letter had been distributed to the Committee.  There was general agreement that the acknowledgement of distinguished service had been neglected, since there had been no life members elected for many years.  Since the Constitution includes life membership as a membership category, most members felt that it would be appropriate to follow the process laid down for the appointment of life members, rather than establish a distinguished service award or similar.  The Committee agreed to commence the process so that nominations for life membership can be considered at the September AGM.  The Secretary will write to John thanking him for his letter and advising him of the discussion.  The Secretary will also write a call for nominations to go in the July newsletter. 

Notification via Clubs Qld about a Queensland Government policy about to come into effect: Managing Psychosocial Hazards. Secretary to check what is required for compliance.

Outward: To Heart Kids Foundation Gala Fundraiser: offer of one free game of golf for four players as a raffle prize.  Condolences given to Richard Pickering and Sue Heidke on the recent loss of their partners.  The President advised that the Clubhouse would be used for a memorial service in the Clubhouse for Esther Pickering on March 25. 

General Business: 

1.   John Youngman re acknowledgement of distinguished service (see above).

2.   Access to vcap, vpres, lpres on MiClub: sorted put by the President.

3.   Toilet seats.  Loose seats in both male and female toilets have become a recurring problem.  The MC agreed to spend $600 to purchase and install five new seats of better quality (Kevin to attend to).

4.   Gerry and Kevin will discuss which trophies should be on display with Terry Burke and Di Lilley. Kevin has organized for shelves to be placed under our four oldest honour boards to display the trophies.

5.   A working bee will be held on Thursday March 16, to undertake various cleaning and refurbishment tasks. Gerry to discuss dilapidated seats on the course with Vets president Stephen Berry.

6.   Eagle Taxation is under new management but that is not expected to affect our relationship with them.

7.   A Sports and Recreation grant application for a new irrigation system was submitted on March 1. Outcome should be known by May, 2023. A GCBF application for the front deck was unsuccessful but considered meritorious. It will be improved and resubmitted in May. Grant application to be submitted for a new cold room under an Energy Efficiency program. 

8.   An application has been submitted through the Federal member, Scott Buckholtz for artificial turf on the Western deck and pathway (Stronger Communities Program Round 8).  Katy will tell the successful contractor Consolidated Turf that we plan to proceed with the $9350 quote but need to wait until we hear whether this grant application has been successful.

9.   Graeme’s holidays are overdue. He will make a start by taking four Mondays off in March to give him four long weekends.

10.                  Sponsorship finalised.

11.                 John agreed to work with Gerry and Ross to produce a list of contacts to facilitate handover to the new committee.

12.                 We have a sign to go over the front door with the OLG Licensee and organization number.  Kevin to attend to. 

13.                 Similarly, there needs to be a no smoking sign on front and back decks.

14.                 Cars should not be parked in the DOSA (designated smoking area).

15.                 Practice area plans.  On hold, see above.

16.                 TMGC Pace of Play policy.  This policy developed and circulated by Greg was agreed to (moved Gerry, seconded Kristo, carried).

17.                 It was agreed that the wedgetail eagle photograph supplied by Fraser Leal would be used on scorecards and headed paper (with appropriate acknowledgement of the photographer), and will also generally serve as the Club logo (Dave Strong to be asked for examples).  John was asked to contact Fraser to confirm that he would be happy with this arrangement and also to ask him if the Club could purchase a suitably sized print of the eagle (say A3 size) for framing and display in the Clubhouse.

18.                 Membership categories.  The Committee discussed a spread sheet tabled by Gerry with input from Greg, regarding the various member categories including details of qualifications required, membership fees, playing privileges etc.  The definitions of all the membership categories will be included in a new by-law for consideration at the next meeting, after Gerry and John consult with Chris Kenward from CPR Consulting. Chris helped us draft our constitution and bylaws.

Next Meeting and Closure.  The meeting was closed by the Chair at 3.30 pm and the next meeting was set down for Wednesday April 19 at 1.15 pm.

Minutes prepared by John de Jersey, Secretary, TMGC.

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