RUBYS AGM MINUTES.....

2023 AGM Minutes

The meeting started @ 12:00 and ended 16:00.

Chairmans Report & Accounts -

The chairman presented his report, and the accounts were approved.

Captains Report –

The captain presented his report giving a special thanks to Madhu, who is stepping down from the Committee.

It was also reiterated that overpayments made by members will not be refunded, unless they make the Treasurer aware of their error immediately.

Appointments:

Chairman - Unopposed, Umesh remains as Chairman.

Captain – Unopposed, Shaggy remains as Captain.

Vice-Captain - Unopposed, Anil remains as Vice-Captain.

Handicap Secretary - Unopposed, Mak remains as Handicap Secretary.

Communications Secretary – No one stood for position, so responsibilities have been taken over by Mitesh.

Course Manager – Menz stood for Course manager in 2022 (unopposed) and is into the 2nd year of his 2-year tenure.

Treasurer – Unopposed, Mitesh remains as Treasurer.

Website Manager – No one stood for position, so responsibilities have been taken over by Mak.

Madhu has decided to step down from his roles as Communication secretary, Website manager and Madbrokes. As no member offered to stand, we’ve split Madhu’s responsibilities as follows:-

Mitesh has agreed to take over Madbrokes, so will now be known as “Mitfair” as well as comms manager.

Mak will take over as Website manager.

Courses:

The following courses have been provisionally proposed for the 2024 season:

March – TBC

April – TBC

May – Gerard’s Cross

June – Silvermere

July – Masters (St Mellion)

August – Knebworth

September – Chiltern Forest

October – TBC

Menz will book the remaining courses and the Web manager will post the courses and dates on our site.

A vote was also taken to hold our 2024 Masters within the last two weeks in September and Menz to come back to members with dates and costings.

Prices:

The Committee put forward a proposal to increase monthly costs by £5 to each member, so CAT A courses are now £90 and CAT B courses are £80. This value excludes the £10 that is taken from each member’s annual membership – Carried.

Ruby’s funds:

The Committee approved that all new members joining the society must contribute to the existing funds in place at the time they join – Carried.

Shirts:

New shirts will be provided for all members for 2024. Sample shirts will be provided to members to pick their size - Menz and LF to help sort out and communicate to members.

Only shirts will be provided. If members want a top, these will need to be funded by them –

Menz and LF to come back with costs for both.

WhatsApp Groups:

The BIZ group will remain open and only to be used to communicate committee notices –Carried.

There will be a new Q&A Forum group created, which will allow all members to raise and discuss questions relating purely to the Society - Carried

WHS:

The Committee are united in continuing with this system for next season – Carried.

Ringfencing:

Raised by Raj:

Ringfenced amounts should be compensated to members not attending.

Committee reply – We cannot discuss this in relation to the 25th anniversary as this was already voted in last year’s AGM, but happy to discuss this for any future events.

The Membership passed the motion as defined by the Committee, however any future event that a member cannot attend that is ringfenced, the member not attending shall receive 50% compensation back.

Ringfence future events – Carried.

Which event shall be ringfenced next – Masters 2024 – Carried.

Ringfence Sponsorships and bets from Mitfair – Carried.

Members Questions:

Moj – Have a suggestion on why when paying for a Cat A course why do we not eat at the club if paying such a high payment?

Eat at event once next year (Course Manager to organise) was carried.

If the price is more than the amount charged by Sara’s (£27.50), members will pay the difference was also carried by members.

Chunky - Can I recommend to the committee that we should have one event a year where we play golf, shower up and eat at the course with the presentations too. Something like Silvermere, that was a wonderful course.

Same response as per Moj’s response (see above).

Raj - However I have one question for the committee regarding our 25th Anniversary Fund.

I know that this pot has been accumulated by the members over the years for this event and has been ring fenced and can only be used for the 25th Anniversary celebrations. Many members who cannot make it for whatever reason are losing out on their share of the pot so why can't we reimburse them with their share or a percentage in the form of refund or credit towards next year’s membership renewal, monthly events or even the masters? I just feel that things are very difficult for many members now, and it would be nice if this subject is raised at the AGM and let members take a vote on it?

Discussed above as part of the ringfence discussion.

Nainesh - The committee has always insisted on members sending emails when members want to raise issues. You have for some reason stopped us from using WhatsApp as an open forum for members to discuss or be made aware of concerns. This is very disappointing especially if you are going to ignore members' emails. I sent in an email after Slivermere not only did I not receive a reply to the email, but you have failed to address the issue in the committee meeting minutes all you have said is "Mak to check the score cards for timings" even though my email raised an issue with the timings that were entered.

The Committee investigated the score cards and found no case to answer.

However, the committee apologised to Nainesh for not informing him of the decision via email response.

A vote was taken by members to either keep writing the timings on the scorecard or remove them altogether. Members voted to keep writing the timings on scorecards.

Nainesh - Will the committee now consider using WhatsApp for members to have an open forum?

Discussed earlier in the meeting and voted in that we will have a Ruby’s Q&A forum WhatsApp group.

Nainesh - I believe that we agreed at a past AGM that at least 1 of our events would be pear groups. Was this an oversight or have you decided against pear groups?

This year we missed out due to committee error but will be next year.

During the Masters - One of the first few days will be peer group if we cannot (for whatever reason) cannot fit it in on a monthly event, where the event has a sponsor – Carried.

Sid - Is WHS now being used by all Ruby M members – not Handicap Master?

Already answered in an earlier agenda point

Sid - In the event of OB, will the Committee consider the option of 4th shot from the fairway (if 1st shot is driven off tee) in line with where the ball went OB? Ie a 2 shot penalty?

Why? – to help with pace of play.

This rule is already in place and used by members. Known as the “Mak” rule.

Sid - Award of stars Masters – is there a particular reason for this? What is the added value of such award?

Stars are awarded to recognise the achievement of individual members.

However, the Committee has recommended that only Masters stars are awarded going forward – Carried.

Ramesh - Thank you for the sterling job you do for the society and its members year in, year out. It hasn't gone unnoticed so I would like to take this opportunity to thank you all personally. I have a question and a proposal on the £500 Subsidy allocated to the members:

How have we come to this figure? I do believe this figure was going to be much higher (£700) earlier in the season.

Treasurer sent accounts prior to meeting and member was happy with calculations.

Ramesh - If only £500 is to be allocated I presume there may be a large float left in the account? I understand you need a float for the coming season. Deposits to book courses, which would come out from the membership monies collected in January 2024 so not sure what other expense is there to keep a large float.

See response above to first question.

Ramesh - Can we get some clarity as to what other expense is out there for the coming season. We can look at previous season to help us here. If there is NOT this large expense for the coming season, I don't see why we need to keep a large float. My proposal to the society is to keep a small (e.g. £3k) float, and the remainder should be distributed back to the members to increase the current £500 Subsidy. We're an ageing society and no one knows what sort of health we will be in for the next anniversary. So pointless keeping it for a rainy day.

Discussed and will keep same float or near to £6k, which was agreed at the 2022 AGM –Carried.

2022 AGM Minutes....

The meeting started @ 12:00 and ended 16:30

Chairmans Report & Accounts -

The chairman presented his report, and the accounts were approved.

Captains Report –

The captain presented his report.

Appointments:

Chairman - Unopposed, Umesh remains as Chairman

Captain – The Society voted 22 to 12 for Shaggy to remain as captain.

Vice-Captain - Unopposed, Anil remains as Vice-Captain.

Handicap Secretary - Unopposed, Mak remains as Handicap Secretary.

Communications Secretary – Responsibilities have been passed to Madhu.

Course Manager – Menz stood for Course manager (unopposed) and was elected for the next 2 years.

Treasurer – Mitz stood for Treasurer (unopposed) and was elected.

Website Manager – Unopposed and Madhu remains as the Website manager.

Courses:

The following courses have been booked for the 2023 season:

March – Hanbury Manor

April – Northwood

May – Dorset

Oct – Sudbury

Menz will book the remaining courses and the Web manager will post the courses and dates on our site.

Raised by Viraj:

2023-24 Season

One of the 8 rounds

Play better course outside London. 1:30 min drive.

Presentation and meal at club.

Possibly Sunday less traffic

Committee reply – We already incorporate this suggestion regarding Pavenham.

We’ll be travelling to Dorset for the masters to play one of the Rubys monthly events.

The Membership passed the motion as defined by the Committee.

Resolution

Fines:

Fine for late payment will increase to £25

Stay with the current £10 or increase to £25

The Membership voted for the fines to remain the same, £10

Hole in One:

We have 3 options.

a) Current policy remains – The HIO pot reaches £1,000 when it reverts to £500 and £500 is deposited into the Society accounts. The winner receives 50% and 50% is spent on celebrations - Rejected

b) There’s no limit until there’s a winner (Madhu) - Carried

c) Put £500 back in the kitty and specifically to add to the 25th anniversary pot. Once the fund raising for the 25th comes to an end, in reality season 2023, then let the hole in one pot build up until there is a winner (Umari) - Rejected

Ring Fencing:

a) No cap to the amount of funds to raise for the 25th anniversary - Carried

b) Cap at £20K which will provide £500 (est’d) subsidy per member (Raised by Anil) - Rejected

c) If we aim to have £700 per person in the kitty. Which is possible to have within the next 2 Years knowing we already have £500 per member. (Viraj) - Rejected

d) Subsidies 2024

To be split over two events.

25 Th anniversary 75% and Masters 25% - Rejected

6’s on your Scorecards:

All 6’s must be entered on the scorecard, or your points will not be entered. - Carried

Communications:

Any and all issues raised by members to follow the below procedure.

a) Raise your query via email to the committee.

b) Committee will discuss and reply to the individual.

c) The individual may/may not accept the committees reply in which case he can request a face-to-face meeting with the Committee on the next available committee meeting. If the meeting is requested, the discussion will appear on the Committee meeting minutes which is on view to all member

d) If said member is still unhappy, he has the option to raise the issue on the following AGM

e) If individual is representing the interest of other members, the individual must list all those he is representing in the original email. The above procedure will take place and it’s for the individual to provide feed-back to those he is representing.

The membership voted to pass all the above recommendations.

WhatsApp:

The business WhatsApp is for the committee use only and is there to provide information to members. It’s not a platform for any discussion unless stated by the committee - Carried

Sponsoring Monthly Events:

A £25 cash will be offered to the sponsor (on the month they are sponsoring for one year ONLY) of the event to use as they please. All other parameters remain the same. - Carried

Resolution

Committee Meals:

Due to the cost of living, the committee wish is to have the subsidy increased from

£15 to £20 - Carried

WHS:

After a lengthy debate, the membership voted to leave the transfer from CONGU to WHS with the Handicap Secretary.

Members Questions:

Umari - To supplement the 25th anniversary pot, just for season 2023 to forgo the early bird discount for membership contribution. Everybody to pay £125 by end of January 2023 - Rejected

Ninx - Our constitution sets out disciplinary procedure for members. I suggest that this should be amended to note where committee members are subject to disciplinary procedure they should be treated like a normal member once they have been given a chance to explain their position, they should not be part of the further discussion and not be allowed to vote on the outcome.

Committee recommendation – Everybody agrees all members are treated equally, regardless of any position they hold within the society, and there is no need to make any changes.

The membership voted to adopt the committee’s suggestion.

During this season members have had questions; the captain has replied "send in an email" I suggest that the committee should share the email and the committees reply with all members unless the said member would like to keep the email private. Rejected

I have shared 2 videos with the handicap secretary in respect of Stapleford score cards. I believe the committee should look at these emails and the procedure for marking cards and what would constitute a penalty should be noted on our website under AGM minutes.

Committee recommendation – This issue has been dealt with and is closed. As to penalty points, this will be in the hands of the committee to decide.

The above was rejected. However, the following items must be entered on scorecards:

1. Name of player

2. Name of marker

3. Competition name

4. Signatures of both the player/marker

5. Date of the competition

6. Stableford total for the 18 holes

7. 6’s score for the top / middle and end 6’s

As to penalty points, this will be in the hands of the committee to decide.

Our FedEx competition and the points system should be updated to reflect the current USPGA FedEx competition. I suggest that when the points are reset before our last event. For the purpose of the FedEx competition the following Stapleford points be added to the player's score. - Rejected

Committee recommendation – This is a Rubys FedEx competition and is “Tweaked” for our society.

The membership agreed that the following will be adopted:

The top 12 will start as follows:

1st – 12 points

2nd – 11 points

3rd 10 points

Ect. all the way to 12th position who will start with 1 point, all stableford

Score card (Viraj)

I think that we need to look at my suggestion again regarding score card. which was not really given a chance or modified to suit as members voted for. - Rejected

Every event the score card is an issue and needs to be simplified.

To fill in following only.

Player Name

Marker name

Handicap

Competition

Date

Time

Net strokes only

Scratch put max stroke no points.

This to be done for minimum 3-5 rounds for member to get used to.

Rejected. However, please refer to the items that should be marked on the scorecards.

Pick 1-2 members who will collect the cards and help Mak to key on the score cards as the players come in. - Rejected

Score cards to be filled in by pen. - Rejected

Computer to calculate

Overall winner stapleford

Also

Calculating 6’s points on computer.

Spoken to Mak and he can tweak his laptop to calculate 6’s.

Prize for most par’s over 18 holes.

All above rejected

Handicap (Viraj)

Start of season, all members must be asked to declare by email upon renewal of membership at the start of season must be the lowest current HC. - Carried

Any previous member for more than 3 Years and over 70 playing 1 or 2 rounds a Year can just pay members rate not guest rates. (Viraj) - Rejected

Dinner after Golf:

Can we introduce different cuisine Chinese (eat as much as you like)/Italian etc… or eat at the golf course and do presentation at the course. (Viraj) –

Approved on the basis that members will inform the committee of alternative venues with costs of the meals rising up to £40, currently £25 (members will pay the difference)

The committee will submit an email/WhatsApp of the cost impact and members will vote whether to incur the additional cost or reject it.

The alternative venue must be submitted 30 days prior to the event date.

The lowest HC for any golf club or societies inc. OneGolf or Surrey golf playing more than 3 rounds.

The members club HC should take presidency. – Rejected. Handicaps will be left to the HC to decide. If a member disagrees with his HC, said member and the HS will come to an agreement.

Mak to calculate each member HC for last 7 best score cards.

If he can calculate this before AGM then it will help to see what actual HC are for Ruby. - Rejected

The committee to decide what HC person should play with.

Every member has to declare on email

Their HC on renewal of membership.

If playing with wrong HC DQ the card

Rejected

AGM (Viraj)

If you don’t attend the AGM you cannot vote. And someone else cannot vote on your behalf at the AGM. – Rejected. For important items the committee will send out resolutions.

Umari - To re-introduce members voting rights either by proxy or membership to agree that all members have the right to have their voices heard in case they cannot attend the AGM and cast their votes by email. - Rejected

Accountant (Viraj)

A. To Calculate last two years average profit made to date.

B. Which courses made a loss or lowest turnout. Replace the lowest turnout.

Rejected – However, the course manager will look into which courses had the lowest turnout.

Masters 2023:

All those who requested a buggy will be provided with one.

If, in the event of injury a member needs a buggy, the committee will try and accommodate but this is not certain if they opted to walk on the day.

It was agreed that the committee will do its upmost to accommodate when a buggy is required which was not booked previously.

Masters to be played over 3 rounds.

Thursday Friday Saturday and presentation on Saturday night dinner.

Sunday play Ruby monthly competition. (Viraj) - Rejected

I prefer Masters competition as its own merit and gives Me something to look forward to in the Year. (Viraj) – The Masters will remain as a stand-alone event.

2024 Masters to be subsidised 25% and to be played on championship course.

5 days in UK Wales Scotland. (Viraj) - Rejected

25th Anniversary 2024:

We had 3 options as follows:

a) Short Haul – 5-7 days in Spain or Portugal est’d cost £750 - £1,000

b) Medium Haul – 7 days in Dubai or Turkey (Turkey all inclusive) est’d costs £1,00 – £1,500

c) Long Haul – 12-14 Days Thailand/Cambodia/Vietnam or Mauritius (Mauritius all inclusive) est’d costs £2,000 - £2,500

The membership voted as follows:

Long Haul, Mauritius.

It was also agreed that Umesh and Hitesh will work on the costings including in which month we travel and provide this information at a later date.

Viraj:

25th Anniversary outfit

Colours and clothing.

Polo shirt

Waterproof/Windproof

Hat.

Buy good quality branded clothing.

Costing for Sponsors to advertise on clothing. (Viraj)

The membership agreed this will be left with the committee to decide.

Constitution

The constitution will be updated to reflect the membership voting at a later date and the membership will be notified when completed.

Minutes of Ruby's Golf Society AGM on 14 Nov 2021.

Apologies for absence were received from Umesh P, Arun, Daljet, Chico Chunky, Sachin, Bipin, Girish.

Chairman's report

The Chairman opened the meeting with a welcome address. He expressed his thanks to Anil for stepping into his shoes whilst he was convalescing. And wished Hitesh and Puggy a Happy Birthday on behalf of the members. He also thanked Ajay for his service to the committee.

Treasurer's report

The Treasurer presented the accounts to the meeting. Discussion took place around the higher green fees in 2021 (increases generally, Masters, less One Golf free green fees etc), cash balance etc. The Treasurer pointed out that the AGM lunch cost plus Sunny / Fedex prize money still to be accounted for and will be reflected in 2022 accounts. The Accounts were approved.

Election of Officers

The nominees were elected unopposed.

Membership fees for 2022

The proposal to keep it at £125 but with an early bird discount of £25 if paid by 31 Jan 2022 was approved.

Items for discussion

See below.

AOBs

1. If a member does not play the minimum 2 rounds, the Committee will review individually rather than put in a blanket rule. This was agreed.

2. A discussion took place about the number of members in the Society. IT was agreed that it remain open ended for now.

3. Hitesh questioned why Old Thorns again and the Committee replied why it was selected. However, members are welcome to revert back to the Committee by the end of November with details of alternatives with costs for the third week of July 2022.

4. Discussion took place on playing 5 rounds at the Masters - Thu, 2 x Fri, Sat with a grand dinner and presentation on Sat night. Sun would then be a Rubys event. This way people will be there to honour the Master!

5. Discussion took place on switching to WHS from the current Congu system. Members are encouraged to download My EG app and register and load their rounds. The AGM on 2022 will debate a move to WHS after this experience.

6. Some members felt that alcohol should be avoided during the first two hours of the AGM as a result of altercations during the meeting. No decision was made.

7. A member stated that the Committee should challenge 182 for the sub standard food they present. The Committee will have a meeting with them.

8. Box proposed a Members Representative to sit on the Committee. Committee members felt there was no need as they are members themselves and the Captain has reinforced the message that he is open to meet and discuss any issue with members. However, it was agreed that the Committee will advertise each Committee Meeting so members can elect to attend.

9. The Committee reported that there is no proposal for a new society shirt just yet. A member recommended DRUIDS who can copy current shirt. The member has been requested to send details to the Committee so they can follow up for the new members.

10. A member asked that the Committee announce the groupings the day before. This was agreed upon.

Social membership should be terminated on basis that these members can play as guests in any case. There are no other privileges for Social members.

Approved

Senior membership should be terminated as with Social membership there are no privileges.

Approved

Membership fees to be paid by first event otherwise the membership will lapse.

Approved.

Members will get 14 days exclusive period before we accept guest bookings

Approved

Event fee should rise to £75 for Cat B and £85 for Cat A to reflect the increase in costs of green fees and meals.

Approved.

Buggies at most courses the member will get a buggy for solo use. In some cases, such as Chiltern Forest, sharing will be the norm.

To reiterate, we allocate buggies for medical need first, then first come, first served.

Approved

Guest must meet the criteria of the society ie maximum handicap of 24

Approved, also noted that etiquette is important as we are guests on the course. The responsibility of the guest remains with the member. First round with Member, all future rounds with Ruby members.

The Committee recommends a 25th anniversary trip to celebrate with a trip in 2024.

Approved

25th anniversary funds to be ring fenced

The Committee recommends keeping a working capital of £6,000 and ring fencing the rest for the 25th anniversary each season.

Same rules will apply as the 20th anniversary ie the fund will be divided by the number of members and only the amount per person going to the trip will be used. The reminder will remain within the Society funds.

Approved

Actively seek sponsors

Approved

The Committee proposes a Ryder Cup style match between the Captain and Chairman?s teams. The top 22 members (sunny points) plus Captain and Chairman qualify.

Doubles first day and singles the second day. Losers pay an extra £50 each to the kitty for food and drink.

Approved subject to all members invited so long as all beyond 24 have to be in multiples of 4.

Members can prepay for the year or have surplus payments held for credit for future events.

This means members who overpay will not have their overpayment lost.

Approved - Members have the choice of a) Paying monthly when requested or b) an annual payment which the committee will provide, to be paid by the first event.

Winter monthly golf ? is there interest?

Yes

Scores of 15 or over to be put in WhatsApp chat of the event after 9 holes.

Rejected

Mayoor proposes that he be given the role of Entertainments Manager and he will organise two or three social events in the year. However, he doesn?t want the role to be part of the Committee. The events will hopefully raise funds for both the Society as well as charity.

Agreed

Viraj - I propose that the score card be filled in with numbers of strokes ONLY.

All other details to be filled in remains the same.

For all Rubym competitions.

Computer to calculate the stapleford points and the 6?s.

This will help with speed of play.

Stop silly mistakes and DQ?s.

Neater score cards.

No one will know 1st 2nd and 3rd or 6?s winners. Hopefully more members will turn up at the presentation.

Make an interesting presentation.

Mak has to load the scores anyway so why not try for next season and we can always change it next year.

Buy new software if needed for 6?s new HC calculations etc

The committee not to announce scores and winners at golf course and wait until presentation or be fined or miss next competition

Scorecard for 2022 to only have numbers of strokes was approved.

Members also approved the use of Game Book (Box to send details to the committee) in 2022 so that we can switch to digital in the future subject to AGM approval.

YB - As a society member I believe a large aspect of socialising amongst members is lost due to the length of the presentations at Dinner.

Many members use the presentation ending as their cue to leave and for some that can't be helped but for those that stay and wish to enjoy the evening, too many times non committee members are stepping forward and prolonging the presentations with their own agenda/topics.

I believe in Charity as most do but that is where the line must be drawn. No personal speeches. Let's keep this about golf and raising money for those less fortunate. Keep it minimal to committee members talking during presentations.

__________________________

Prize Giving:

Monthly events -

£10 taken out of the prize money for each par 3 and (if played) nearest to the pin in 2

The remainder of the prize money to be awarded as follows:

1st 60%

2nd 25%

3rd 15%

____________________________

FedEx & Sunny Prize money:
£400 per competition (depending on the number of members )to be split as follows-
1st 50%
2nd 30%
3rd 20%

Agreed

_________________________________

Approved

_________________________________

Approved

_________________________________________________

2020/21 AGM cancelled due to COVID restrictions - following voted via email.

Dear Member,

As advised, we are emailing documents and a voting slip to enable the Committee to carry out the responsibilities of the Society during 2021. Please find the enclosed:

a. Chairman?s Report

b. Captains Report

c. Accounts for 2020

d. Election of Officers (Officers elected unopposed)

e. We need to set membership fees for 2021 and the Committee recommends the same level as 2020 as follows:

Full membership - £125 with an early bird discount of £25 if paid by 28 Feb 2021

Social membership - £20, only applies to existing members who want a year out due to work or health reasons. This membership is open for one season only.

Past members of Rubys who are over the Government pension age can play as guests but on payment of the members fee.

New member joining at the beginning of the season to pay £471 (£100 joining fee, £125 membership fee for 2021 plus share of Society funds as at end of 2020 season)

You are invited to reply with the voting slip by no later than 7th of Feb to approve accounts and membership fees for 2021.

Your committee

=====================

Hello Members,

I hope you and your families are all safe and well during these difficult times. The committee worked hard for last season to ensure we played every single event albeit bunched up at the Masters......only option available. On that note, I would like to thank all the committee members who worked tirelessly to ensure we maintained our programme throughout the season. The forthcoming season will also present a challenge as the future looks very uncertain but rest assured we will work for you to the best of our abilities to ensure another full season. Please consider there may have to be last minute changes enforced on us.

Firstly, I would like to pay a special tribute to our Captain Nainash Patel who has decided to stand down this year. His unwavering dedication throughout his tenure has ensured that we find the society in a much much better place.....all the bitterness and in fighting of the previous years are a distant memory. I thank you from the bottom of my heart.

Secondly, I would also like to acknowledge the sterling work carried out by our treasurer Nipul Adatia who has also decided to step down this year. Your efforts in all the years that you have served on the committee has not gone unnoticed. You will be sorely missed.

And lastly, I would like to thank the rest of the committee who as usual are unflinching in their efforts to make your day as smooth and enjoyable as possible. Three cheers to the the committee ??????.

It is always great to see new members on the committee therefore I urge all of you to think and stand for any of the elected positions. New faces and new ideas are always welcomed.

To conclude, I would like to thank each and every member for your support over the past two decades and long May it continue.

Keep Swinging

Chairman

Umesh Jivraj

==========================

Dear fellow Swingers

I have had five wonderful years as Captain, I feel it?s now time for a change and it gives me great pleasure to hand over Captaincy to Shaggy.

I would like to take this opportunity to thank the Committee and indeed you the members to have made the last five years truly memorable.

When I took over as Captain, the challenge was to leave the society in a better shape than it was. Looking back over the last five years I believe I have successfully achieved that. The highlight being our 20th Anniversary which we were able to deliver with a large subsidy and by all accounts was enjoyed by all. The season before I took over our average attendance per event was 19, last year our average attendance was 25. I believe the numbers bear out the fact that our society has gone from strength to strength. I have every confidence that with the help and support of Committee and you the members, Shaggy will carry on and take us to greater heights.

You would have heard by now that Nipul has decided to stand down as Treasurer, I would like to thank him for the tremendous hard work and dedication he provided to the Society.

All that remains to be said is that I would like to thank the Committee for their hard work through the five years and I can?t wait to see all of you out on the golf course soon.

Regards

Ninks

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Election of Officers for Rubys Golf Society 2021

The following have beeb elected as Officers of the Society unopposed.

Chairman

Umesh Jivraj

Captain

Shakeel Butt

Vice-Captain

Treasurer

Communications Manager

Ajay Sodha

Course Manager

Nainash Patel

Handicap Secretary

Mak Nahal

Website Manager

Madhu Saigal

The posts of Vice Captain and Treasurer had no nominations so the Committee will either fulfil those tasks or opt someone in till the next AGM.

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Minutes of Ruby?s Golf Society AGM on 24th of November 2019

Present:

Madhu, Hitesh, Parag, Jay T, Dave, Paresh, Ramesh, Shaggy, Ninks, Umesh J, Mak, Ajay, Nipul, Anil, Viraj, Hari

Apologies:

Dinesh, Menz, Moj, Umesh T, Daljet, Raj, Prem, Prakash, Ben, Bipin, Sudhr, Girish, Manu, Max, Arun, Locksmith, Leftfoot, Sticks, Chico, Dilesh, Jay S, Sunil

Meeting commenced at 16.25.

Chairman welcomed members to the AGM. He said that we played some excellent courses this year and the handicap system is spot on as the monthly prizes as well as the main competitions were spread out amongst the members. He thanked the Committee members for their hard work and support.

Captain in his report said it was an honour to be the Captain for the third year. This year was more challenging and saddened that some senior members resigned earlier this year. He feels that foul language is part of normal life and something difficult for the Committee to police. The 20th Anniversary Tour was exceptional and thanked UJ for organising it. Masters had the best turnout for several years and the subsidy meant more members could attend. Refreshments at some courses were welcomed by the members and hopes to arrange next season too. He apologised on behalf of the Committee for the mess up on the Uniforms and will get it right next season. He thanked the other Committee members for their continued hard work. Finally, he asked members to continue to provide feedback, good or bad. Only way we can improve.

The Treasurer began by giving the major prizes for the year.

Singles ? Rambo (£125 as winner) and Girish (£55 as runner up)

Fedex ?Anil and Ninks (£80 each as joint winners) and Kaka (£20 for 3rd)

Sunny ? Kaka (£115 as winner), Ajay (£55 as runner up) and Moj (£20 for 3rd)

He said sponsorship money from AJ Travel (£3000) is due next week. Therefore end of year balance will be £8,738.

Discussion took place on supporting Bal Gopal more, we should get more members to attend their functions. We donated a total of £1,500 this year.

Accounts were approved unanimously.

Elections of Officers ? There being only one nomination per post, the nominees were duly elected for 2020. The following are the Officers for 2020

Chairman ? Umesh J

Captain ? Nainash

Vice Captain ? Shakeel

Treasurer ? Nipul

Comms Sec ? Ajay

Handicap ? Mak

Website ? Madhu

Course Manager - Nainash

Membership fees ? There was a lengthy discussion on why the Committee had proposed the changes and how this might affect some of the members individually. The Committee being mindful have therefore suggested we remove Senior membership as not only do most of those not play regularly so inviting them to play as guests at a member rate will ensure they do not suffer financially. It was further agreed that the Senior category be from age 67 as per the current national retirement age. The proposal was voted in unanimously. Joining fee will be revisited once AJ Travel money is in.

In summary, the membership fee for 2020 is £125 reduced to £100 if paid by 31st of January 2020.

Social membership fee will be £20.

Seniors, over the age of 67, can play with the Society as guests at a member?s rate.

Prize money ? In light of the increased membership fees, members voted to adopt the Committees recommendation on entry fees and prize money split. Discussion took place on the new proposed Doubles competition with the following criteria added:

£10 subscription, pot to go to the winners.

Minimum of 8 pairs to make the competition viable.

Buyer must sell shares to the players prior to the first match, 50% or third to each if the players wish to participate.

AOBs

As the FUN group has been the centre of much of this year?s criticisms, it was decided that it should be a FUN group with no relationship to Ruby?s. Members may join or withdraw as they wish. Non-members will be allowed access if they wish to join it as it has nothing to do with Ruby?s Golf Society as of 24th of November.

Renewal criteria shall remain minimum of 2 rounds. As members who have not played the two rounds, the meeting agreed to remove their right to vote at the following AGM as they would be voting on changes that affect the rest of the membership.

Chairman to set the agenda was approved.

The meeting approved the introduction of the new golf etiquette rules.

Registration for each event to remain at 7 days prior. Late registration will was voted in at £10.

Payments to be received into the Society account by midnight 7 days prior to the event or as advised by the Comms Sec. Fines for late payment shall remain at £10.

New shirt will be sourced. Parag will source as well and inform the Committee on the result of his investigation.

The proposal to make the Event Day an all-in package was defeated. However, members after lengthy debate reduced the discount for not attending dinner to £10 based on the fact that green fees plus breakfast was generally greater than £55 this season. And will be so again next year.

The proposal to mandate a winner to attend dinner to claim his prize was defeated. Each member not attending dinner should nominate someone to collect their prizes in case they have won something. The Committee will not be responsible to monitor who collected the prize money.

Being at the dinner venue early was accepted as wise and members will be encouraged to do so next season.

It was agreed to remove proxy votes by 16 votes to 4.

The proposal for ?no preferred groups? was defeated. The Committee will make every effort to manage issues but the draw will be random in the first place.

In case of any disagreements, members are encouraged to resolve their issues in their 4-ball. However, if they are still not happy, it can be escalated to the Committee but all 4 should attend a Committee meeting to discuss. The Committee being mindful about strong personalities will be manage the meeting carefully so there is no potential for bullying.

All winners plus the Committee will be invited to a round as a season opener. No wives and no subsidies.

Masters for 2020 was voted for ?overseas? (Threcian Cliffs as preference) by 16 votes to 4. As we normally have one Rubys round at the Masters, next year?s will have to be a separate monthly event.

The new version of Fedex points was approved on basis of ?In Mak we trust?.

On sight AOBs included a comment from a member that the Captain?s comments re the FUN group were inappropriate.

Slow play was considered as intolerable and all cards must have start and finish times. The Committee will review the times after each round and identify and speak to members who are slow.

Last group must not allow club members through. If they have lost distance to the group before them, they must speed up.

The Committee will email those who failed to reach the minimum criteria of 2 rounds to alert them that automatic renewal is not guaranteed.

Proposal to increase the renewal criteria will be put at next year?s AGM.

Members were reminded that they should have personal golf insurance.

Ruby?s Golf Society Competitions and Prize monies aproved by AGM 2019

Competition

Sponsor or subscription

Prize money split

Singles

Prize money of £430 from the members funds

50% to winner

30% to runner up

20% for winner of 3rd place playoff

Fedex (naming rights to Parag at present as Jitu Trophy)

Prize money of £430 from the members funds

50% to winner

30% to runner up

20% to third

Golfer of the Year (naming rights to Sunil as Sunny Trophy)

Prize money of £430 from the members funds

50% to winner

30% to runner up

20% to third

Masters

Prize money of £500 from the members funds

a) £300 for winner £125 for runner up £75 for third

Monthly events

Subscription from Event Entry

£75 for winner

£40 for runner up

£20 for third

Each 6

Subscription, £5 per member

Winner of each 6 holes takes the pot. The pot will be divided as £1.50 for first 6, £1.50 for second 6 and £2 for the last 6.

Hole in One

£1 from each member?s subscription for an event will be allocated to this pot.

Winner will receive 50% of the pot. The remaining 50% will be put behind the bar for drinks for members present.

Current fund as at end of 2019 stands at £369

In the event that the pot grows to £1,000 without a winner, then £500 to be reverted to the Society funds and the fund reduces to £500.

Doubles

Pick your own partner by 1st event of 2019.

Subscription of £10 per player.

Each pairing will then be offered at an auction. Amount bid will be added to the final pot on offer.

A player (or both) can negotiate with the buyer of the pairing to share the bid and therefore the share of the pot. The buyer must sell to the players on request before the first round. Either 50% or a third each.

Pairs registered by 15 March.

Bidding to take place over dinner at the first event of 2020.

Draw to take place immediately thereafter.

Minimum of 8 pairs to make this viable

Total pot of bids will be shared as follows:

Winners (person who has bought the pairing) will get 50%

Runners up (person who has bought the pairing) will get 30%

20% go to the buyer(s) of playoff winner for third place

The subscription pot of £10 per player will go to the winners.

The meeting ended circa 10pm.

Minutes of the AGM held on 9th of Dec 2018

Attendees:Raj, Dinesh, Dave, Arun, Menz, Shaggy, Jay T, Sticks, Chandra, Madhu, Nipul, Nainash, Umesh J, Ajay, Anil, Viraj, Hari, Sunil, Paresh, Mak, Parag

Apologies:Prem, Manu, Daljet, Hitesh, Moj, Ben, Bill, Chico, Dilesh, Jay S, Mayoor, Mitesh, Prakash, Ramesh, Leftfoot, Locksmith, Umesh T, Girdharbhai.

The Chairman thanked members and the Committee for making 2018. Very successful year.

The Captain said the year had been a success with only one issue, that of fines, to be ironed out later in the meeting.

Treasurer confirmed that the Hole in One pot stood at £189. To reconfirm that the Hole in One pot is shared 50% by the first member to get a hole in one in a Society event, with the balance going behind the bar for members drinks.

He mentioned that some courses were more popular than others and that we should look at booking venues which members will look forward to attend.

The AGM approved the Accounts as presented.

With no new nominations those standing for elections were elected. Chairman ? Umesh J, Captain ? Nainash, Treasurer ? Nipul, Comms ? Ajay, Course Managers ? Nainash and Mak, Handicap ? Mak, Website ? Madhu.

Membership fees were confirmed as £100 (reduced to £75 if paid by 31 Jan 2019), £20 for seniors and social memberships. New member joining fee to be reconfirmed after 2 Feb 2019.

20th Anniversary Fund stood at £28,514 as at today. I was agreed that the 2019 membership fees will be added to the pot on 2nd of Feb 2019.

All monthly events will be £65 per event. This is due to the savings to be made through One Golf. At least 2 events will be booked in South London, ideally on Sundays so travel would be easier. If possible, Coaches should be considered to make transport easier.

Sunny Trophy shall be 6 best scores out of 8 events.

The proposal for a doubles event was voted down.

It was agreed that 2 peer events should be played each year.

Groupings to be mixed from low and high handicappers. Random draw and people requesting a buggy will not be switched around, instead having to look at their group to find someone to share with. The proposal for a 2-tier league was also defeated.

Masters had been voted at the AGM in 2017 to hold it in Thailand, but this was overturned. Masters to be 4 rounds over 3 days on the same course and for 2019 to be held ideally on 21-23 June. The venue to be a better-quality course than in the past and the Committee asked to suggest a subsidy from the Society Funds as appropriate.

We will revert to nearest to pin at par 3s only (if 5, but one nearest to pin in 2 if only 4 par 3s at the course).

Sponsorship will be voluntary as the Society will not need additional funds.

The 20th Anniversary Fund share was discussed and reconfirmed that the share of those members not going on the trip will be converted into Society funds for the benefit of all members.

A discussion took place on increasing the fines to £30, however, this was defeated, and It was agreed that the registration and payment deadline will be 7 days before an event. Late bookings will be accepted by the Committee in exceptional cases only. No refunds will be given if a member cancels his booking within the 7 days, however, again considered by the Committee in exceptional cases.

It was agreed to obtain new 20th Anniversary shirts, hats, top and personalised golf bag. The uniform for the Society will be tee-shirt and top (if cold). Hat will be optional.

The members agreed to fund £15 per person, per meeting for a Committee Member attending a Committee Meeting. The annual contribution of £150 for the Committee was cancelled as a result.

It was agreed that members should be committed to the Society and so must play 2 rounds per annum. If a member does not achieve the minimum required, they will need to re-apply to the Committee to remain as a member in the following season.

Prizes for Singles, Sunny and Fedex were given out by the Treasurer.

Minutes of the AGM of Rubys Golf Society held on 12 November 17

Attendees:

Menz, Ben, Bipin, Sticks, Jay T, Nainash, Nipul, Ajay, Umesh J, Madhu, Mak, Manu, Moj, Shaggy, Hitesh, Anil, Umesh T, Viraj, Chandra, Mayoor, Rambo, Dave, Raj.

Apologies:

Prem, Jay S, Chico, Girdharbhai, Daljet, Dilesh, Hari, Mitesh, Parag, Prakash, Sachin, Sunil, Rupen, Sanjay LS, Sanjay LF

Chairman?s report

Chairman welcomed everyone to the AGM and highlighted the good attendance at each event. He thanked the Committee for their hard work.

Captain?s report

The Captain reported another excellent year for the Society and admitted that the Committee made a couple of mistakes and will do better next year.

Treasurer?s report

The Treasurer reported that the cash held by the Society increased by nearly £5,000. We made charitable donations of £2,900.Ring fenced amount for the 20th Anniversary is now £19,123.00 which was approved by the meeting. He proposed that the accounts be approved and were unanimously by the members.

Elections of Officers

No further nominations were received and therefore all nominated were elected unopposed. The Committee for 2018 is

Chairman - Umesh J

Captain - Nainash

Comms Sec - Ajay

Treasurer - Nipul

Handicap - Mak

Website - Madhu

Membership fees

Membership fee was voted as recommended at £100, with a discount of £25 if paid by 31st of January 2018.

Senior membership was voted at £20

Social membership was voted at £20. After a discussion, the meeting agreed that this category is only open for existing members for one year only where they are unable to play more than 2 events in the year. This will avoid anyone taking unfair advantage.

New member joining fee was approved at £100 plus £503.23 if they wish to participate in the 20th anniversary pot.

20th anniversary pot

The meeting reiterated that if a member does not attend the event, then their share of the pot will go into a new pot for the benefit of all members.

At the end of the 20th anniversary, the following AGM will decide how the pot will be accessed by new members.

Competitions and Prize monies approved by AGM 2017

Competition

Sponsor or subscription

Prize money split

Singles

Subscription, £10 per person

70% to winner

30% to runner up

Fedex (naming rights to Parag at present as Jitu Trophy)

Subscription, £10 per person. Sponsor fund goes to Society coffers

60% to winner

30% to runner up

10% to third

Golfer of the Year (naming rights to Sunil as Sunny Trophy)

Subscription, £10 per person. Sponsor fund goes to the Society coffers

60% to winner

30% to runner up

10% to third

Masters

Society funds

£250 for winner

£100 for runner up

£50 for third

Monthly events

Subscription, £85 for Cat A and £75 for Cat B. Guests pay an additional £10

These events are sponsored and sponsorship money goes into the Society coffers

£75 for winner

£40 for runner up

£20 for third

Each 6

Subscription, £5 per member

Winner of each 6 holes takes the pot. The pot will be divided as £1.50 for first 6, £1.50 for second 6 and £2 for the last 6.

AOBs

1. Whilst members have been happy with the venue and quality of food, the issues were around timing and quantity. It was agreed that we shall have 6 starters (3 veg / 3 meat) and only biryani for mains. The committee will speak to AJ about the issues raised on their side but members have to arrive for starters at the time stipulated. If they arrive late, they may receive cold starters or none at all.

2. The committee will discuss with AJ about storing our boards and trophies at Club 182

3. The meeting agreed to ignore other Society handicaps. The Committee will review handicaps at the end of each year and anyone failing to score 34 points or more during the season (min 4 events), may have their handicap raised by 1. Maximum handicap of 24 remains.

4. Proxies can only be given up to the commencement of the meeting. A member may hold multiple proxies and can vote according to their wishes. A member may vote on a specific item on the agenda in advance by an email to the Comms Sec but then cannot give a proxy as well.

5. Whatsapp group for the Society to be for official business only. A fun one will be created to allow members to exchange jokes etc. Any member posting a message on the Official group will be fined £5 which will go into the ring-fenced account.

6. After a lengthy debate, the 20th anniversary budget constraints were agreed as

UK - none, only size of the pot

EU - £950 including pot. The proposal shall include flights, golf, hotel and transfers.

LH - £1,800 including pot. The proposals shall include flights, golf hotel and transfers

LH = Long haul

7. New rules of the R&A applicable from 2019 will be effective with our Society from 2018. The Comms Sec will send a reminder of the new rules to members before the first event in 2018. The additional READY PLAY ideas are also to be encouraged. In addition, members agreed to reinstate a flight captain to help with timings and rulings during the round. The Committee will appoint a flight captain, not necessarily the lowest handicapper.

8. If a member overpays, then the Treasurer will not refund. If the member underpays, then they will be chased and charged a further £10 fine. The Comms Sec to be specific about the amount to be paid for those not staying for dinner after the event.

9. Members have to pay for each monthly event by 2 days before the event. Fines as approved will be made on late payers.

10. Members wish to play nearest to pins on all holes. The additional sponsorship was agreed (for £40 per event) by Stanmore Boys, Dave, Moor Park Boys, Menz, Nomads, Pinner boys, Sodha bros and Umesh/Ajay.

11. The Course Manager was thanked for excellent selection for 2017. For next year a number of courses were suggested by members. He will advise destination for Masters for 2018 soon.

12. Prize money was voted by the members as per the attached annex.

13. Hole in One pot was discussed and voted in. The Treasurer will account for £1 for each player at an event into a separate pot. The eventual winner shall put 50% up for drinks for members.

14. The Chairman in his closing remarks asked members to consider events which can raise additional sums for the 20th anniversary. And he asked for members to sponsor our events as well.

15. The Captain in his closing remarks asked members to be aware that he is only the messenger for the Society when coming round to collect the fines!

Meeting closed at 10pm-ish

Point from AGM

Action required

Owned by

Voted for 3 veg and 3 non-veg starters. Mains to be Biryani (veg and meat) plus raita, salad and naans

To negotiate with AJ

Captain?

Timings for starters and mains to be rigidly adhered to

To advise AJ

Captain?

Review handicaps for 2018

Handicap Sec to advise Committee who needs adjustment

Committee decision?

Whatsapp group for fun messages

To set up group

Comms Sec

(already done)

Masters for 2018 venue

To source and advise venue and costs. Local or EU?

Course manager

20th Anniversary event to be long haul and include Masters

To provide alternatives for members to vote on. Max budget to be £1800 to include flights, golf and accommodation

Course Manager / Committee

New R&A rules / Ready play

To implement in 2018

Comms Sec to inform members before each event

Flight Captain

To reinsert flight captains

Captain

Late or underpayment payment fines

To add to ring fenced account

Treasurer

Hole in One pot

To create a record and advise before each event

Treasurer / Comms Sec

Sponsors for 2018

To seek sponsors for all events

Committee

Minutes of the AGM of Rubys Golf Society held on 4th of Dec 2016

Present: Chico, Mitesh, Jay T, Chandra, Ben, Dave, Ramesh, Parag, Shakeel, Nipul, Umesh J, Mak, Nainash, Ajay, Bill, Mayoor, Dilesh, Sachin, Girdharbhai, Umesh T, Raj.

Apologies from: Viraj, Rupen, Prakash, Moj, Menz, Manu, Harvey, Hari, Daljet, Anil, Hotesh, Jay S, Prem, Sunil, Sanjay, Madhu

The Chairman commenced the meeting at 11.10am

The Chairman welcomed the members and thanked them for their participation in the Society?s events during the year. He alos thanked the Committee for their sterling work.

The Captain spoke of the committee?s aim to treat all members equally and work for the benefit of the Society as a whole. He noted that the attendances at the events had improved markedly this year and hoped that this trend will continue into next year.

The Treasurer then presented the accounts to the meeting and identified a few key changes and highlighted how we had achieved our surplus this year. Total Society funds stand at £15,435 at the end of October with £11,568 being ring fenced for the 20th anniversary pot.

The members voted to approve the accounts. The Treasurer thanked Jay T for his help.

Membership fees were approved by the members as following:

Full - £100 with an early bird discount of £25 if paid by 31 Jan 2017.

Senior - £20

Social - £20

New member joining would pay £100 plus an optional £328.75 if they wish to benefit from the 20th anniversary pot.

It was agreed to transfer £4,815 to the 20th anniversary pot. The pot now stands at £11,568.

As there were no other nominations, the following were automatically elected:

Chairman ? Umesh J

Captain ? Nainash

Treasurer ? Nipul

Communications Manager ? Ajay

Course Manager ? Umesh

Handicap Secretary ? Mak

Website Manager ? Madhu

AOB

1 It is proposed that only those that attend the Masters event should decide where to play. The proposed dates for 2017 are 18 to 22 May. Those that register will then decide where to play. We suggest that people vote on the basis that the cost will be circa £400. Registration and payment of deposit of £50 by 31st of Dec 2016.

Decision: The meeting asked the Committee to review the Masters competition to see how we can encourage additional participants. Ben has offered to organise a survey to get members views. Potentially, we will aim for the bank holiday weekend 27 to 29 May.

2 It is proposed that we increase the cost of the events by £10 to £75 for category B and £85 for category A. Guests to pay an additional £10 to the member fee. This will enable us to a) play better courses in high season and b) contribute towards the food costs which have risen considerably.

Decision: After a constructive debate, members decided to raise the event cost by £5 to £70 for category B and £80 for category A.

3 It is proposed that the amount of discount if a member does not attend dinner in the evening be reduced to £10.

Decision: The members voted to increase the cost of dinners to £20, the full amount to be refunded to any member who books for golf only.

4. It is proposed that we confirm AJ Travel as our headline sponsors for 2017. [Captain to confirm that they will pay £3,000 this year too].

Decision: Captain confirmed the amount and the meeting noted the sponsorship.

5. Uniforms will be organized by the Committee for use in 2017. Details will be forwarded as soon as they are available

Decision: Noted and welcomed by members

6. It is proposed that we confirm Bal Gopal Foundation as our Charity and that all members will commit to supporting the Foundation at their golf, cricket and other events.

Decision: Approved. The Captain asked for active participation from the members. After some debate, it was left to the committee to propose a subsidy from the Society for the Bal Gopal events to encourage more members to attend. Details will be sent early with frequent reminders.

7. It is proposed that we dine at Ruby M?s after each event where possible.

Decision: Raj will speak to his contact at 182 and Ben will chat with Karahi King. They will report back to the Committee by the 31st of Dec and the Committee will make a decision. Rubys will be our fall back if the other two do not work out for any reason.

8. Registration for all events will continue to have a 7 day cutoff as we need to confirm numbers to the golf courses and restaurants. Payments for the events need to be in the Society account by midnight two days prior to the event day.

Decision: Approved

9. Additional conditions to Social Membership

1. In future it will only be open to full members who for work or health reasons are unable to play regularly.

2. They will qualify for any subsidies for uniform and overseas trips

3. Will not be liable to pay a joining fee when they revert to full membership.

   Decision: Approved

   10. As we now account for membership fee differently from previous years, the Committee will agree to top up the 20th Anniversary Fund with any excess funds from the surplus, if any.

   Decision: Not approved. Members would prefer the golf to be self-financing including the membership fees. If there is a surplus, then the next AGM will consider a proposal from the Committee.

   11. Jitu Trophy was a confused event in the end in 2016. The Committee proposes that this remains a Fedex Style competition and the cutoff will only be at the last event. The top 12 qualifying players will battle it out. However, should anyone who qualified does not play the final event, then the next one down i.e. the 13th will take over the slot so we will have 12 players competing.

   Decision: Approved.

   12. Members didn?t quite understand Peer Leagues and recommend we discontinue it in 2017

   Decision: Approved

   13. The Committee proposes a new competition (Eclectic Competition) which does NOT require additional golf matches. Only those who register with a £10 entry fee qualify. Winner to get 75% of the pot with the runner up taking the remaining 25%.

   Decision: Approved

   14. (on the AGM notes) there is no mention of the question raised about the 20th anniversary funds. If you recall the question was if someone leaves or cannot make the anniversary trip, do they get a pro-rate of the funds given to them. I believe Nipul raised the question. We also agreed that any new member will have to pay a pro-rate ?Joining fee?. This is also missing from the minutes but Dilesh (I believe) has paid extra payment when he became a member.

   Decision: After a rigorous debate, the meeting approved the following

1. Any member leaving will not have any right to the Society funds

2. New members will be treated equally as existing members

3. The 20th Anniversary Fund shall be divided by the number of members and each member will be offered the amount as a subsidy for the anniversary trip. If a member is unable to come on the trip, the subsidy for that member will become Society funds for future use by the Society.

   15. To save money for the Anniversary year etc. Why not now start giving out trophies instead of cash for 1st / 2nd / 3rd - think of the money saved - £70 for 1st prize when you could get trophies worth £20-£30 -

although keep the cash for N/pins.

Decision: Not approved. Members wished to retain the cash prizes.

16. Captain and Ben have proposed to organise a Valentines function in support of Bal Gopal Foundation. Details will be sent to members as soon as available.

17. A member proposed scrapping the last 6, this was rejected by the members.

18. All members remembered Sublaa with a round of applause.

Meeting finished at 3pm.

Minutes of the Ruby M?s Golf Society AGM held on 29th of November 2015 at Ruby M?s Restaurant

Present: Sticks, Jay T, Menz, Umesh T,Dave, Ben, Viraj, Nipul, Shakeel, Chandra, Umesh J, Nainash, Mak, Chico, Hitesh, Hari, Anil, Mayoor, Manu, Viraj, Madhu.

Apologies: Ajay, Sunil, Subhash, Locksmith, Leftfoot, Rupen, Raj, Prem, Prakash, Moj, Harvey, Daljet, CEO, Rambo, Mitesh, Parag, Satish, Bill

The Chairman began the meeting at 11am with a welcome address, he thanked the members for a successful year.

The Captain then chaired the meeting

Accounts: the accounts of the Society for 2015 were distributed. The Captain thanked Mitesh for his work over the year. A varied discussion took place on the accounts including clarification on money still to be collected from sponsors and payment for the AGM meal.

The accounts were unanimously approved.

Election of Officers: The Captain thanked Mitesh and Prem for their efforts during 2015. He asked for volunteers to the posts still vacant. Nipul volunteered for the Treasurer role and Umesh volunteered for the Course Manager role, they were both duly elected. Dave had volunteered for the Course manager role but only if there were no other volunteers. No volunteers for the vice-captain role. The elected officers are:

Chairman

Umesh J

Captain

Nainesh

Vice Captain

Treasurer

Nipul

Communications

Ajay

Course

Umesh

Handicap

Mak

Website

Madhu

Membership fees: Following fees were agreed:

Full membership - £100 with an early bird discount of £25 if paid by 31 Jan 2016

Senior membership - £20

Social membership - £20

Courses: members to send their suggestions to the Comms Manager by the end of Dec 2015.

20th Anniversary event: It was agreed that money collected for sponsorship, betting and profit on members fees since 2014 until the Anniversary event would be put aside for the 20th Anniversary event. We will need to set up a sub-committee to organise the event.

Golf Society name: As RubyM?s no longer sponsors our society, it was agreed that the society name be changed to Rubys Golf Society.

New Sponsors: Members were informed that Rubym?s will no longer sponsor the society. Members were given the option of choosing either Breakspear Arms or Circle Lounge. After a long discussion on the merits of each establishment Breakspear Arms was voted in as the venue for 8 Society events.

Breakspear Arms will sponsor the society for £1500, meal cost will be £19 per person.

Their logo will be included on the new shirts along with the change from Rubym?s to Rubys.

Singles/Doubles events: It was agreed that we will no longer run the Doubles event. There will be no extensions allowed for the singles matches.

A proposal to make it compulsory for Event winners to attend the evening meal was voted down.

Xmas Event: ? to be arranged at Breakspear arms ? partners not allowed.

Questions from members:

Member

Point(s)

Action

Nainash

Last group should not let anyone through. They should keep up with speed of play and ensure they are close behind the group ahead.

All agreed that last group should keep up with the group in front. Committee allowed flexibility to arrange groups to ensure slow players are not in the same group.

Nainash / Committee

Propose that we create two new categories of membership :

Junior (under 16) £20 per annum membership

Student (fulltime education) £20 per annum membership

Members voted against a Junior membership

Shaggy

Evening meals ? Too often (on the times I?ve attended) meals are being served much too late. Having the main meal at 10:00 or later is not suitable for the majority of members. I?ve noticed none of the committee want to take charge when meals are served late or are not informing the members. I cannot see any reason why meals are served late other then the society finishing late on the course, which is understandable. We have a time for starters and main meal, if members arrive late the others shouldn?t be kept waiting for a few who cannot keep time. Can you please have the meals served at the time indicated by the committee for the day.

Agreed that the main meal will be served within 2hrs of the starters being served.

Shaggy

Green Fees ? Over the last couple of years we seem to be playing less golf for more money. Paying £75 for green fees & a meal seems very high. If we were playing 27 holes with light lunch and evening meal, £75 is great value. Also, some of the places we?ve eaten have been disappointing. Can we not keep firmed up places like Ruby?s & Breakspear Arms? These 2 can be our bases. Although I couldn?t attend I was informed Breakspear was a great success

A proposal to play 27 instead of 18 holes was voted down.

Shaggy

Costs in General ? In order to keep the costs low (and spending a little more on green fees) how about introducing a ?Winners Cup?. This is awarded to the winner each month and he keeps it until the following month (winners names engraved). Win the cup 3 times and you keep it. Only have nearest to the pin (nearest to pin in 2) where cash is awarded. We can have a much bigger cup for the Masters where the winner keeps it for a year. This would save the society quite a lot each month and much more at the masters. If anyone wished to bet for 1,2,3 they can pay Madbrooks just like the last 6

Proposal to change the current prizes was voted down.

Shaggy

It?s not often that any member/s acknowledges a job well done. We are happy to complain but not too eager to pat someone on the back. Last year, as you may be aware, I was moving house and couldn?t attend many of the events. This year I?ll be attending all, Inshallah. On the days I did attend, I found a much relaxed society then it has been prior to Ninx becoming Captain. So I?d like to take this opportunity to say well done to the Captain on a difficult job. . . . your round ?

Acknowledged.

Committee

FedEx scoring: it is proposed that we implement a cut off system after the 4th event, cutting the field by 25% for the 5th event and then again for the 6th, 7th and 8th events.

If there is a membership of 40, only the top 30 would qualify and stay in the FedEx competition for the 5th event, 23 would qualify for 6th event, 18 would qualify for the 7th event, 14 for the last event.

Proposal accepted by the members.

Nipul

To hold the 2016 Masters at Threcian Cliffs

Proposal for Masters to be abroad carried. Umesh to get quotes.

Ajay

Propose that we cancel doubles competition as too many people have difficulty in managing 4 people?s diaries.

Proposal carried ? doubles cancelled.

Ajay

Propose that instead of doubles, we have leagues, up to 6 people in each league based on peer groups. Everyone to play each other in their league over the season and the winner takes the £60 in the pot for their league.

Proposal carried.

TThe meeting ended at 4pm with a late lunch.

Minutes of the Ruby M?s Golf Society held on 16th of November at Ruby M?s Restaurant

Present: Raj, Ben, Umesh J, Ajay, Parag, Shakeel, Ramesh, Umesh T, Mahendra, Chandra, Chico, Hitesh, Mitesh, Mak, Viraj, Alpesh Sticks, Madhu, Nainesh, Moj, Sanjay LF, Anil, Dave, Nipul, Manu (Doc), Mayoor, Alpesh CEO, Sanjay LS, Prem

Apologies: Jay Soneji

The Chairman began the meeting at 12noon with a welcome address (text attached)

Shakeel responded with his statement (text attached)

The Captain then chaired the meeting

Minutes: The Captain introduced the minutes of the last AGM. They were approved by the meeting as a true record.

Moj enquired if the offer of a free round to Masters Qualifiers was correct. The Captain confirmed it was approved by the AGM last year and the following will get a free Cat B round next season: Jay T, Ninks, Anil, Viraj, Umesh J, Mayoor, Ajay and Moj. Ajay said that this was not well thought out as the potential loss to the Society could have been as high as £1300. He has declined to accept the free round as not good for the Society.

Accounts: The Treasurer then tabled the accounts of the Society for 2014. He showed a breakdown by event to demonstrate how our income flowed through the year. A varied discussion took place on the accounts including cost of coach to Magnolia, cost of events and minimum numbers required for each course booked, cost of playing 27 holes and numbers of members who attended the events and impacts on the finances. Doc thanked Mitesh for his excellent work. The accounts were unanimously approved.

Election of Officers: The Captain thanked Dave and Chico for their efforts during 2014 in the Committee. He informed the meeting of those nominated and asked for volunteers to the posts still vacant. He suggested that members reflect on the issues at hand and then decide to put their names forward. The elected officers (including the ones who put their names forward at the end of the meeting) are:

Chairman

Umesh J

Captain

Nainesh

Vice Captain

Mayoor

Treasurer

Mitesh

Communications

Ajay

Course

Prem

Handicap

Mak*

Website

Madhu*

* Elected with full voting powers but not required to attend Committee meetings

Questions from members: There followed a lengthy debate on the questions presented by members. A number of lessons to be learnt were from lack of communications with the members and transparency on decisions of the Committee. The Committee minutes will be posted on the website for members to see what issues have been debated and decisions made.

[Post AGM note ? Parag kindly offered to sponsor, but as Sunil has confirmed sponsoring the Sunny Trophy next year, Parag will sponsor the Fedex, now to be called Jitu Trophy. This means there is no subscription for joining the Jitu (Fedex) Trophy. Girdharbhai and Ajay Sodha will continue to sponsor the June event for the Shantaben Sodha trophy. If any member would like to sponsor an event in memory of a loved one, please speak to one of the Committee members. Cost is £175]

Resolutions of the AGM: The members then voted on the issues at hand and approved as per the attached list.

Winners of 2014: The Captain announced the winners of the major annual trophies:

Sunny

Anil and Daljet tied (£175 each) Ben 3rd (£50)

Fedex

1st Anil (£150), 2nd Chandra (£80), 3rd Ninks (£50)

Singles

Sunil (£180)

Doubles

Doc and Mayoor (£90 each)

The Captain congratulated the winners.

The Captain thanked everyone for their support in his role as Captain for the last 3 years. The Chairman thanked Ben for his efforts for the Society with applause from the members.

The meeting ended at 4.15pm with a late lunch.

Items approved by the AGM on 16th of Nov 2014

1. Membership

1.1 The membership fee for the 2015 season shall be £100

1.2 An early bird discount shall be given to members paying their dues by 31st of January of £25

1.3 New members shall be required to pay an entry fee of £100

1.4 The maximum number of members for 2015 will be unlimited.

1.5 Members do not have to play any number of stipulated rounds.

2. Funds

2.1 Society funds will be used for event days, prizes and Masters Weekend.

2.2 A special fund will be created to celebrate the 20th anniversary of the Society.

2.3 Half the dinners will take place at Ruby M?s and the other half at alternative venues agreed by the committee.

3. Events

3.1 The Committee will arrange 8 event days for the Season, one for each month.

3.2 Events Days will take place on a Thursday or Friday in the 3rd or 4th week of each month except for Sept and Oct to accommodate Masters Weekend and any overseas trips.

3.3 Three Event Days will take place on Sundays.

3.4 Each Event shall include breakfast, 18 holes golf and dinner. Members can book for breakfast and golf or breakfast, golf and dinner.

3.5 Any member booking dinner within 7 days of the event will pay a late booking fee of £5.

3.6 Each event will commence at 1pm (time permitting ? daylight, travel time etc)

3.7 Three of the event days will be Category A

3.8 Category A event days shall cost members £75 or any such amount as approved by the Committee.

3.9 Category B event days shall cost members £65 or any such amount as approved by the Committee

3.10 Four of the event days will be ?local? i.e. within a short driving distance and avoiding the need to take the M25

3.11 A Masters Weekend shall be arranged in the UK

4. Competitions

4.1 Apart from a monthly event day, the Committee will arrange singles and doubles competitions. Members will be free to enter the competitions, with an entry fee of £7.50.

4.2 The Committee will run a ?Fedex? Competition. Members to pay £10 entry fee [No subscription as Parag has agreed to sponsor this trophy, now to be called the Jitu Trophy]

4.3 The Committee will run a ?Sunny? Trophy sponsored by Sunil.

4.4 A Masters competition over 4 days shall be played in September.

5. Prizes

5.1 Monthly event day prizes shall be £75 to the winner, £40 to the runner up and £20 to the third placed member.

5.2 Nearest to the pin on 5 par 3s will be awarded, the prize shall be £10 to the winner. If there are only 4 par 3s, then a nearest to the pin in 2 shall be selected by the Committee. If there are more than 5 par 3s, then the Committee can decide action required.

5.3 The prize money for Singles will be the pool of the £7.50 per member entry fee with the pot shared with 70% going to the winner and 30% to the runner up.

5.4 The prize money for the doubles trophy will be the pool of the £7.50 per member entry fee with the pot shared with 70% going to the winners and 30% to the runners up.

5.5 The prize money for the Jitu Trophy will be £75 for the winner, £40 for the runner up and £20 for third. [see 4.2 above]

5.6 The prize money for the Sunny trophy shall be £75 for the winner, £40 for the runner up and £20 for the third place member.

5.7 The prize money for the Masters trophy shall be £250 for the winner, £100 for the runner up and £50 for the third place member.

5.8 Members can play the last 6 holes competition at each Event Day by paying their entry fee of £5. Only those who paid their fee are eligible to win the prize. The winner(s) will be with the highest total stableford score for the last 6 holes.

5.9 Masters Qualifiers will not get a free round in 2015

6. Fines

6.1 Members will be penalised £10 for not wearing the Society attire on an Event Day or Non payment of Event Day fee by day before the Event.

6.2 Members failing to pay the fine before the following Event shall pay an additional penalty of £10. If the fine is still outstanding at the Event after, then they will be ineligible to play until the fine is paid.

7. Uniform

7.1 Members approved new attire

7.2 It will include shirt and jumper

7.3 Committee will revert with costs and subsidy from the Society

8. Members Christmas Party on 13 Dec ? Committee to revisit and advise members on new date and format.

9. [Members can sponsor an event in memory of a loved one for £175]

RubyM's AGM minutes held on Sunday 17th Nov 2013.

The Captain opened the meeting at 12.09pm. Out of the 44 members, apologies were received from 14, 2 no replies and 27 attended the meeting with 1 no show.

1) Minutes of the AGM for 2012 were approved by the members.

2) The accounts presented by the Treasurer, Mitesh, were approved.

3) After a healthy discussion as to what constituted a Chairman's role, the membership voted that the Chairman's role should remain unchanged as it has worked well in the past and there was no need to fix something that was not broken.

4) There was a vote taken for the Captains role as Nainash Patel had put his name forward. Ben Parmar was voted in to carry on the good work he has done for the last 2 years by a vote of 18 to 10.

5) Similarly, a vote for the Treasurer's position was taken as Nipul Adatia had put his name forward. Mtesh was voted in to carry on by a small margin of 14 to 13.

6) Madhu Saigal had decided to step down from his role as Comms Secretary and as there was only one nomination for this role, Dave Joshi was elected.

7) Mak Nahal had decided to step down from his role as Handicap Secretary and as there was only one nomination, Ajay Sodha was elected.

8) Dave Joshi had decided to step down from his role as Course Manager and as there was only one nomination, Chico Mehta was elected.

At this point, it would be remiss of me as Chairman not to acknowledge the dedication, diligence and honesty with which the above members have tirelessly worked for the members over many years. A Big Thank you to all of you and welcome to the new members to this year's committee.

9) We discussed in great detail with regard to upgrading our Website and what the cost/benefit analysis would be on embarking such a project. It was eventually decided by the members that the new committee will undertake a root and branch analysis and report back to the members.

10) The members decided by a healthy majority that from next season we would only play 18 holes as opposed to the current 27 holes. This would benefit us in many respects - cost, timing etc. At this point the members felt that we had lost the 'fun' element over the past few years. To redress the balance a couple of proposals were made, namely that we would re-introduce the 'Chilly Award' and the responsibility for that would be the starters appointed for the day. This has been one of our USP's and I for one am happy to see its re-instatement. Anybody failing to adhere to this would be fined to add to Ruby Ms GS funds. Moreover, it has been clear that there are 'Clicky groups' within the society and therefore it was decided that you MUST sit at the dinner table with 3/4 ball played that day. This should help us to integrate more.

11) There was a proposal to cut down the number of events from 8 to 6. Again after much discussion, the members voted to retain the 8 events.

12) We needed to address the issue of what was seen by many as 'cherry picking' the courses during the season. As it transpires, Ruby Ms GS made a loss this year largely due to the high turnout for one of our events, namely The Grove. It was felt to eliminate the cherry picking we would implement a two tier system whereby the cost of Cat A courses would be £95 and Cat B courses £65. We had hoped to avoid this situation but alas the facts were plain to see for all.

13) A proposal was made to re-introduce the trophies for our events, the members decided that the current system of Cash prizes is working well and felt there was no need to change.

14) A very interesting and rather radical proposal was made to change the Masters to 4 separate events. After looking at all the Pros and Cons of this, the members decided to retain the current form of Masters as it was and is our PREMIER event of the season. We also discussed the fact that a lot of people were left with some or no interest in the Masters after 2/3 rounds as it was likely that only the top 4 would generally be in contention. After a lot of thought and discussion, the committee's proposal of awarding the QUALIFIERS after the cut off of a 'Free round' for the following season was carried. It was also decided that the other competition for the Plate would self-funded by the participants.

15) One of the proposals was to play the Masters abroad. The vote was carried by a majority that it should remain in the UK, one of the main reasons being the cost element.

16) A two division society with promotion and relegation was also proposed. There is a lot of merit in this suggestion but the members felt that the current system has been working well on the whole and felt there was no need to change. A two division society would eventually create a them and us situation which was felt detrimental to the progression of the society.

17) There was also a proposal to introduce 'Part Membership' for those who could not play majority of the season. The committee's view was that this should not be implemented. After a healthy debate, it was decided that should a member have a particular reason for not attending majority of the events and felt that there should be ground for a reduction in their annual fees, it would be the members responsibility to bring the case to the committee who agreed to look at each individual cases on their merits. There is always room for compassion in our society. We also voted to retain the current level of membership for the following season, however we decided that any new member joining would have to pay pro-rata debenture in future on top of their membership subscription.

18) A new rule was introduced by a majority that all members are required to play at least 4 events(50%) per season. Failure to do so will be punished by revoking their membership for the following season. Again the committee appreciate there may be extenuating circumstances in some cases but it relies on its members to highlight this fact to the committee.

19) Some members felt that we should eat at the clubhouse after our round. The membership decided to stay at Ruby Ms as this has been our home for the last 14 years. During the season, the committee had a meeting with the management of Ruby ms to discuss the timeliness, quality and variety as there had been a few complaints from the members. It was felt that that after our chat, the standards and quality had improved markedly. Moreover, Ruby Ms are one of our major sponsors and it would have been disastrous had we changed the venue. At this point, Ruby ms management have asked to increase the price to £18 per head as there have been no increases for the past 4 years. It was left to the committee to agree a price and the level of their sponsorship for the following season and report back to the members.

20) It was felt that currently there is no succession planning in place for the posts on the committee, particularly that of the pivotal role of a Captain. A proposal was made that we should have a Vice-Captain in place but he should have 'no voting' rights until such time as he becomes a Captain. In that regard, it was decided to carry that motion but with a proviso that at the following AGM, a vote off should take place automatically to either retain the current Captain or promote the Vice-Captain. This was deemed satisfactory for the purposes we were trying to achieve.

21) With regards to the Vice-Captains role, as there was disappointingly no members present who wanted to accept the challenge, the members decided to vote Nainash Patel in his absence as he had already shown his desire to serve on the committee by his nomination for Captainship. Should Naiansh decline the offer, the committee will approach suitable candidates outside the agreement at the AGM.

22) The question of sponsorships was raised by the committee who were seeking each and every member?s assistance in finding sponsors for the next season. We sincerely hope that all members will indeed help us to grow our funds so that in the future we could be in a position, say 4/5 years? time to organise an event where each and every member who attended that event would be totally subsidized without having to pay a penny. We urge the members to their best and have every confidence that with your efforts we will get all 14 sponsors on board.

23) The last 6 holes prizes seem too unfair in as much as the podium finishers could not qualify for this prize. The members decided that everybody should be eligible for this prize regardless of their finishing position.

24) The members voted to opt out of inter society matches in future after this year?s debacle. The committee feel that the good name of Ruby Ms GS has somewhat been tarnished this year and would not like to repeat this situation again. The committee appreciates that a few members would still like to participate in the 'DOGO MEMORIAL' and we will endeavour to facilitate this to the best of our ability.

25) Having had a bedding period over 2 years, the members voted that the fines for non-payment on time which was proposed by the committee will be forcefully enforced, if you fail to pay your fees on time there will be a £10 fine and if you keep offending we will double up and if you fail to pay, then you will be DQ?d from playing the next event. In that regard, Naiansh Patel as the Vice-Captain (assuming) will be 'The Enforcer'. Please respect him as he is only carrying out his duties.

26) Under AOB, Rupen was appointed the official photographer and the wooden spoon 'hat' will be re-introduced. Failure to wear the hat by the Wooden Spoonist will incur a £10 fine.

27) The members voted to continue with the current dress code and review the situation next year.

The meeting was officially closed at 4.54pm.

Ruby?s AGM Meeting Minutes held on 04 November 2012

Finances was discussed , Mitesh gave the breakdown of figures and after some questions regarding a few figures the accounts was endorsed and carried.

Current Committee post

With the resignation of Hitesh as Social Secretary his role was added with the Course Secretary.

And also no new nominations were received and the current committee less Hitesh was carried forward

Chairman ? Umesh Jivraj

Captain ? Ben Parmer

Handicap Manager- Mak Nahal

Treasurer ? Mitesh Joshi

Course/ Social Secretary- Dave Joshi

Comms ? Madhu Saigal

The Chairman and Committee thanked Hitesh for all his previous hard work and commitment mentioned and the Members showed their appreciation

Courses for Next year no nominations received and the Following courses booked this year was carried forward to next year s deposit was paid.

Several courses were the shouted around and noted Boring and Stately in Reading, Lambourne , Bearwood Lakes, Brocket Hall to name.

Also the treasure pointed out that if it was not for the sponsorship then we would have made a loss of about £20000 and the current payment of average £65.00 was not enough coverage to play top courses and it was felt that we have to increase the subscriptions to pay for this, 1 way was to increase the membership by £10.00 per each month to average up to £75.00 or 2 pay the same and when playing the expensive course pay the difference when you play this.

The extra £10.00 a month was carried forward

Also mentioned was that when we get the 2 or 4 ball free vouchers to try the course for booking them prior to our event, should this be used by the committee only or should they be passed on to the members .

General census was that we should advertise this to the members but no vote was taken on this.

Dave also said we are trying to do Golf insurance for the Society it would work on individual membership and the Society would get a kickback from the insurance company.

It works like this we send email address of all the members to the Insurance company that will they will then send an email to each member to join the scheme on individual basis and get a special rate of £22.50 and if the member then takes on the offer the member has to advise Dave Joshi who will be coordinating and monitoring the emails, if the member then advises Dave that he has taken on the offer Dave will then check with the insurance company, who will then send £5.00 back to Ruby M?s Golf Society coffers.

Online payments this is causing the Treasurer and Comm?s Secretary the most headache.

Comm?s Manger to try a new registration form that will only be accepted by email , this way the trail can be checked when the person has registered ,at the moment people say they have registered and their name is not on the list, there is no way of checking if the member had registered or not or just saying that.

Also online payments are still not received a day before the event making it very difficult to then chase the members for payments, till well after the event, causing extra unnecessary work.

So a vote was taken to charge the £10.00 fine if the payment is not in the bank a day before the event and the motion was carried by the members .

Also the pint was raised about late registration after the registration dateline it was felt that if the groups and Course Manager can get them a tee off time then we can accommodate that then there will be a £10.00 extra charge for this , this was also carried.

Intersociety matches.

The Captain was not happy as members had voted to play 4 events last year with each member agreeing to play one event to make up the numbers, this did not happen and on 2 occasions we had to get outsider to make the numbers up and IT WAS NOT GOOD ENOUGH!

So the proposal was to only play 3 events next year and to drop out of the Guju cup.

This motion was passed and Guju cup was dropped from Next Year, Umesh to advise Guju committee of this.

AGM points raised by members

Our Monthly events to be switched from last Thursday to 3rd or 4th Week to 1st or 2nd Week , The membership voted against this, so last Thursday was voted for 3rd or 4th week of the Month.

Also a motion was raised to play Monday to Wednesday as we may get cheaper rates at courses this was voted for, Course Manger to check if cheaper rate available if so then to rebook earlier in the week.

Medal play it was felt that the purest form should be to finish the hole in whatever strokes it take s

As at the moment we have a cap on it due to timing issues, and also just play 18 holes to make this work, 2 events was suggested and play the purest form this was voted in. Then there was a discussion of how long it would take and with extra membership we were going to looking at 6 hours plus nd so another vote was held to have a medal round or stick to stableford in the end

Medal play was rejected and all events to be stableford.

Someone also mentioned eating at courses as it was too far way to come back to Ruby?s for meals and it was felt if the course is over an hour away and the food is good then we would check out and eat at course , vote was taken to eat at course or eat at Ruby?s, the members voted for eating at Ruby?s.

Also mention of timing of the food served at Ruby?s, it was decided that starter will be served at 8.00 pm and main meal at 9.00 pm.

Committee to pick the menu at committee meetings prior to playing our events.

Ryder cup somebody felt that we should have a Ryder cup style event at start of Season this was discussed and felt that we could not even fulfil our commitments to play the Intersociety events , then we would not be able to commit to this type of event and it was voted down.

Masters it was suggested by the Members that they wanted top play at the same venue, Course / Social secretary to check all relevant deals and then the Committed to decide for the members the best deal and pass it to the members.

There was also a discussion to move the event to Junes from September but the members voted for it to remain in September.

A point was raised that we don?t Honour the Masters and after the last event we just jump in our cars or Coach and then disappear and the Master is not honoured as this is our premium event.

One way round is to finish our event on Saturday and have the presentation and honour of Masters

On the dinner that evening , one way to do this I to have an extra day ie start our event on Wednesday and stay till Sunday this would mean that members would have to take an extra

Days holiday or the other proposal is to play an extra round on Friday ie play 2 rounds instead of one providing we can all get buggies and extra tee off time at the course.

This was voted and Course Manger / Social Secretary to look at this option with the courses booked.

Daljit the past Master wanted to know why we don?t have a floating trophy for the Masters instead of the Green Jacket and is happy to provide one and sponsor it .

A point was also raised as to why the Handicap secretary was always on the first group, and also felt that he does not start the cards in the system till the 3or 4th group coming in and that he is denying someone teeing off first

It was explained that he has to have a shower get the computer out of the card and have a drink before he can start which is usually when the 4th group come in.

Members were asked to vote and they did not object to him going first also it was decided the previous Months winner should also be teeing off in the 1st group this was carried.

Also mention of wooden spoon, winners of this must tee off wearing this and he may take it after that and also must wear this at the evening function at Ruby?s.

Prize winners for Singles and Doubles it was asked that the pot should be split 60/40 or 70/30 between the winners and Runners up, but the members decided that as the event is paid for by the members then the winner takes all this was voted by the members.

It was mentioned as the pot grows big that any new members joining in should not have a stake in it and to get around this is to split the pot by current members and whatever the amount is that should be added to the membership to pay, it was felt by the members that would create

A closed shop type of society and it was felt by the members that we should not have a big pot

And there was not enough money in there to worry about at present.

So motion passed that we should visit this next year.

A.O.B

Slow play this was to be looked at by the committee and shall be discussed and we may have to start penalising the offenders.

Apologies from the members who said they would be attending and then did not turn up, Umesh said they will be charged as he had ordered the food accordingly,

Madhu to check this out and advice.

No MAC TO TALK ABOUT the Federation cup and Chico keen to sponsor this Next year?s trophy and it was decided that the Birdie Trophy to be replaced by Federation cup this motion was carried.

Also the Longest drive to be replaced by nearest to the pin on 2nd shot ,this again was carried.

With this the meeting ended, with thanks from Committee to the members .

AGM Minutes 2011

AGM started at 12:15hrs.

Attending: Madhu, Shakeel, Hemant, Ajay, Anil, Ben, Subhash, Jay, Chico, Prakash, Mak, Alpesh, Bipin, Girdhar, Sanjay, Raj, Dave, Hitesh, Satish, Ramesh, Dipesh, Nainash, Umesh.

Apologies: Rupen, Mitesh, Viraj, Prem, Manu, Manoj, Parag, Rana, Sunil, Nimesh, Nipul

Statement of Accounts and Finances was approved by the members.

Committee Posts: A vote was taken and approved to cut the Committee positions from 11 to 7.

The new Committee positions are as follows:
Chairman - Umesh
Captain - Ben
Handicap Manager - Mak
Treasurer - Mitesh
Comms - Madhu
Course Manager ? Dave
Social Manager ? Hitesh

A vote was taken for the Captains position between Shakeel and Ben, this was won by Ben.

There was also a proposal for the Committee members to pay half of their membership fee (£50 instead of £100). This was approved by the members.

Sunny Trophy: A proposal to count all 8 event scores to decide the winner was also carried

We will also run a FedEx style scoring system in parallel.

Inter Society Matches: A vote was taken to play only 3 Inter Society matches next year ? Approved.

The members also voted on the commitment to play at least one Inter-Society match next year ? Approved.

Members will be paid a subsidy of £10 for taking part in the Inter-Society events and will also receive another £10 if they win their match and Rubym?s wins the event.

Courses: Dave is already looking to book The Grove, Chiltern, Silvermere and the Shire. Members were asked to email Dave if they have any suggestions for courses for next year.

Handicaps: A vote was taken to get rid of the Podium Chops ? Approved.

Bank account payments: Members to make the payment at the same time as they register for an event.

Sponsorship of Trophy?s: The current sponsorships have been in place now for nearly 10 years. Current sponsors and members have been asked to come forward and renew their sponsorship or provide new sponsors. The cost of sponsorship will be £125 for 1 year, £200 for 2 years and £275 for 3 years. Umesh to provide details of what the sponsors can expect in return for their sponsorship.

A vote was taken to have 2 medal competitions next year ? Approved.

The pre-season tour will be from Thursday 22nd March to Sunday 25th March. Hitesh will send out the details.

A vote was taken to stay in the UK for next year?s Masters Event 13th ? 16th Sep ? Approved.

A vote was taken to allow Buggies for all Rubyms events ? Approved.

A vote was taken to publish the groups for the Society days in advance ? Approved.

A vote was taken to come back for dinner at Rubyms for all events which are less than a 1hrs drive away. ? Approved.

A vote was taken to not increase the current charges for a society day. ? Approved.

A golf day is being arranged by Ajay on Monday 4th June for Girdhar Bhais 70th Birthday. Ajay to provide the details.

The committee to invest in a hat to be worn by the person who gets the Wooden Spoon.

AGM closed at 15:45hrs.

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