Minutes of the AGM

held on

Saturday 26^th March 2011 at 4pm

at the Club House

 

AGM Committee Present:  Simon Hodgson (Chairman), Robert Walsh (Vice-Chairman) & Stephen Cottrell (Secretary).

 

PDR Committee Members in Attendance:  Steve Moore (President), Pedro Colaco (Treasurer), John Reidy (Fiscal), Jose Canhao (Fiscal), Jan-Willem den Ridder (Fiscal) Caroline Simpson (Vogal), Maria Joao Ventura (Vogal), Francisco Cadete (Golf Director - Golf Beltico).

 

Members Present:  38 members attended (see attached listing).

 

Apologies: Maureen & Bill O’Brien, Graham Kent, David Orchard, Michael & Celia Aston, John & Mandy Sargeant, Phil & Jill Thomas.

 

Introduction by the Chairman – Simon Hodgson (SH)

 

SH opened the meeting with an introduction first in Portuguese and then in English.  He welcomed everyone to the meeting which was now to continue in English but if any translations were needed, Francisco Cadete (FC) would be happy to do so.

SH pointed out that only Federated Members are entitled to vote at the AGM and reiterated the wish of the club that all members become Federated.

Captain’s Report – Steve Moore (SM)

SM reported that due to the lack of Portuguese representation, Rui Frade had been co-opted onto the Committee but every effort will continue to encourage more Portuguese representation.

SM reported the various committees were made up of some experienced members and monthly committee meetings were in progress.  He also reported that communication between the committee and golf members is improving with the use of email addresses now being available to the committee.

Since the resignation of David Reid, there is currently limited information on the website due to the lack of IT knowledge by the committee but this is being addressed and the site, in an improved format, should be up and running again soon.   SM thanked David Reid for his hard work over the past year.

SM reported that with the lack of a Golf Secretary, the committee are now taking a more active roll in the mid-week roll up competitions and they are trying a new prize fund system to ensure a fairer distribution of prizes.  However, FC was thanked for his continued support and loyalty to the members.

SM reported that it has been established that PDR members are required by law to be Federated and they are trying to incorporate the Federation Fees with the Annual Subscription Fees but they have encountered problems with different accounting periods and  are trying to overcome.

SM reported that PDR competed in the Atlantic League and came a respectable second behind Penha Longha.

SM reported that the Monthly Members Tournaments range from 16 competitors (Nov) to 60 competitors (July) making it difficult to plan for prizes & tee times etc.

SM reported the Club Championships had been successful - Brendan Reidy won the Men’s Championship and Kay Cottrell won the Ladies’ Championship.   Portugal vs The Rest of the World was played and won by Rest of the World.  There was no Ryder Cup in 2010 due to the lack of support but all efforts are being made to re-establish this for 2011. In the Atlantic League Praia Del Rey finished second to Penha Longa, beating Quinta de Peru and Troia in very competitive matches.

SM reported the success of the CNIG Card which entitles Federated Members to reduce green fees at participating clubs – Golden Eagle has now joined with no limitations on number of discounted rounds played as opposed to the other participating clubs.

SM is hoping to announce new club matches against Golden Eagle and Bom Successo.

SM announced that John Reidy has agreed to stand as Vice Captain.  SM reported that the position of Captain was normally a 3 year post but he will be stepping down at the end of this term and the new Vice Captain will take over.

SM thanked Caroline Simpson and MariaJoao Ventura for their hard work and imagination in managing the prizes for monthly tournaments.  He reported that the prize giving after tournaments have been poorly attended and reiterated the need for winners and players to support this or send apologies and a representative to receive the prize in person.

SM thanked Simon Hodgson and Francisco Cadete for their considerable assistance.

Chairman – Simon Hodgson

SH thanked SM for his continued efforts on behalf of the membership.

Treasurer’s Report

The Treasurers report was circulated to members at the meeting and they are also available on the website.  SM reported that reserves are currently € 5607 and a surplus of €265 was made during latest year.  The accounts were approved by the members at the meeting.  SH thanked Pedro Colaco for the preparation of these accounts.

Election of Vice Captain –John Reidy

The election of the new vice Captain was agreed by members at the meeting.

Definition of Playing Categories

SH reported the current system allows for two categories with the cut off at 16.4 but there are twice as many in Category 1 (below 16.4) than in Category 2. (above 16.4) and discussion took place as to best address this imbalance.   It was agreed to hand the matter back to the Playing Committee with the recommendation that a 50/50 split is introduced to the field to re-address the imbalance and to make it fair across the board.  It was reported that the computer can work this method out for each individual tournament and the Playing Committee have the ability to use their discretion if need be. This relates only to the Men’s Section as the Ladies Section only have 1 Category due to the smaller number of members.

Membership

SH/FC reported that there are currently approximately 500 members of which only 180 are Federated.  SH reported he had more email addresses now (approximately 165) and would be working on increasing these numbers.

Proposed Trophy Tournaments

SH reported that the Playing Committee would like to introduce four new trophies to be played in conjunction with the Monthly Members Tournaments in each season and more details will be forthcoming, shortly.

Members Tee Times

The Playing Committee to discuss members tee times for March and October, traditionally very busy months.  FC recommended booking in advance but would try and come up with a potential solution.

FC reported that if members cannot get their preferred tee times, they can leave their name at the reception desk and the staff will call you if they receive any cancellations and can fit you in.   RW reiterated that this had happened to him this morning and it was agreed by the meeting that the staff at Reception were generally very helpful to the members and it was appreciated.

AOB

1.           John Keppel and Willie Walsh raised the issue of the members guest rates and that they should be more favourable than those available on the internet.  FC reported in high season the members guests are cheaper and Golf Beltico are reviewing the low season rates.   SC suggested that perhaps during the quieter periods, more favourable rates could be offered to the members as an incentive to increase the footfall at these times for the club.

2.           Jackie Reynolds asked for a brief explanation of the set up at the club and how Golf Beltico and the association is tied together. The Chairman replied that the Association is independent of Beltico, but plays its golf at Praia Del Rey.  The finances of the Association and Golfbeltico SA are in no way connected. The Association however is granted the use of the office staff and facilites of Golfbeltico for specific duties.

3.           Jackie Reynolds also asked if Golf Beltico accounts were available or the committee had any knowledge of the profitability of the company.  PC responded that accounts could be obtained from Companies House (or equivalent) and the playing committee will consider the request. 

4.           Kay Cottrell asked why Federation Fees can’t be paid at the same time as the Subscription Fees – SH responded that they were looking into it but there appeared to be timing and tax issues which they were trying to overcome.

5.           Hellen Boote suggested that if you did not show up to collect your prize after a tournament and send no apologies, you would forfeit it.  It was widely agreed that members should be encouraged to attend the prize giving and perhaps an approximate allocated time would help.  This would not apply to the mid week roll up.

6.           FC reported that the on course toilets were to be refurbished this year.

There being no other business so the meeting was closed.