Committee Meeting Minutes 23/05/2011

Wimbledon Ancient Golf Society
Minutes of Meeting of the Committee at Malden Golf Club
Monday May 23rd 2011

Present Gerry Robinson (GR) (Chairman), Gerry McGuffie, Rhod James (RJ), Richard Latham (RL), Chris Bunning (CB), John Stembridge (JS), Mike Beament (MB)

Apologies for absence Steve Stoner(SS)

1. Minutes of last meeting
The Minutes of the last Committee Meeting on Wednesday 27th April 2011 were produced and approved.

2. Dorset Tour
RL advised that the tour is now full (24) and we have one extra tourist who wants to come along (Gavin Flaxman). RL has secured four extra places, so we now have 25 people on tour with three extra places available. RL will advertise the remaining three slots. The tour is on Friday 10th to Sunday 12th June.

3. Cornwall Tour
All the usual arrangements are in place and RL will advertise this to the members in the near future. A decision has been made in principle to go out to eat on the Saturday night as opposed to staying at St Mellion.

4. Handicaps
Graham Hansen is cut from 14 to 13 following his victory at Lingfield.

5. Membership
GM reported that there is no new business. CB said there still remain two current members from whom we have not heard as regards their intentions for 2011 (James Hanham and Will Fairbairn). RJ and Peter Berring will chase these members up separately.

6. Website
JS reported that the individual business details of certain members is now listed in the "classified" section of the website. JS was complimented on the organisation of the site and particularly the way in which the 2012 overseas tour voting was collated.

7. 2012 Tour
RJ circulated a summary of responses from those members who had voted. Of the 50 full UK members, 33 voted. JS advised that he had also sent a personal reminder out to those who did not vote. The Committee noted that most of those who did not vote were relatively new members.
The Committee decided that as a result of the preferences of those members who voted, there was a clear mandate for the Majorca proposal prepared by MB and Andy Burn. The Committee therefore decided that Majorca will be the venue for the 2012 tour.
It was also noted that Mike Dearden's Estonia proposal beat the South Africa proposal into second place. It was therefore agreed in principle that Mike should be invited to organise an Eastern European tour, probably in 2013.
The current estimated cost of the Majorca tour is 655 less the WAGS subsidy of 200 so 455. There was some discussion as to whether it would be feasible to switch the point of departure from Luton to Gatwick or Heathrow. MB will investigate this and advise further before the tour is formally advertised.
As to the mechanics an email will be sent to all members in the near future confirming the choice of Majorca as the 2012 venue. A separate email will then be circulated dealing with key information, once MB has investigated flights.
It was agreed that places on the 2012 tour should be opened in the first instance to full UK members only. They will be invited to pay a 250 deposit by Friday 9th September in order to secure a place on the tour, and thus qualify for the 200 discount. After that date (if the tour is not full) the remaining places will be offered to other categories of member and guests.
There was some discussion about whether any full UK member should qualify for the WAGS subsidy, or whether we should distinguish between full UK members depending on how long they have been members of the Society. The Committee referred back to the arrangements in place for the 2007 (15th anniversary) tour.
It was noted that no distinction was made 5 years ago between different UK members. It was therefore agreed to repeat that principle. Every full UK member will therefore be entitled to claim the subsidy, regardless of how long they have actually been a member (provided they book by the cut off point). It was also agreed that at this stage we will plan to take 32 people on the tour. Depending on demand, we can always revisit numbers in due course.

8. Finance
CB advised that we have 6,718 in current account, and 6,360 on deposit, a total of 13,078. This figure is made up of (a) members funds of 2,282, (b) the hole in one fund which now stands at 1,162 and (c) a Society balance of 9,633 of which 5,000 is currently allocated to the 2012 tour fund. It was therefore agreed to increase the 2012 allocation from 5,000 to 6,000.

9. Any other business
CB reported that he has somehow ended up with on-going merchandising responsibilities following Steve Stoner's departure for Australia! It was agreed that an email needs to go to the members saying that if anyone has not received their 2011 item of merchandise they should liaise with CB.