AGM MINUTES

FLORESTA PARQUE GOLFE CLUB

MINUTES OF THE 2021 ANNUAL GENERAL MEETING

Held in the O Parque Restaurant 14th January 2022

Present: Geoff Harnett Chairman, Mary Berry Captain, Peter Noone Vice Captain, Rod Smith, Giles Fox, Mike Abbott, Linda Anthony, Brian Newsham

32 members in attendance.

The meeting commenced at 6.30

Geoff Harnett opened the meeting by welcoming the members and thanking them for attending. He then requested that the members took a moment to remember Derek Hill and Brian Marsh.

Apologies: Bob Hart.

1.     Matters arising from 2020 officer’s reports.

There were no matters arising.  For the record there was no AGM for the year 2020 due to Covid restrictions.

2.     Chairman’s Report

Good evening, everyone.

 

This is the last report I will give as club Chairman. Having done the job for 6 years I felt it was time to step down and ask another member to take the reins.

However, before I do that, it is my pleasant task to give you a general update on the club’s activities over the last year.

Although our year was once again affected by the Pandemic, things were thankfully better than 2020 and we were able to enjoy more golf and even a few social events.

More detailed reports will, as usual, be forthcoming from the Handicap secretary, Treasurer and Captain shortly.

Our golf club continues to flourish despite the pandemic and the continued plight of GSA thanks to the resilience and enthusiasm of our members although, due to continuing travel restrictions and testing requirements, many of our regular members felt unable to be here as much with the result that we had a much-reduced number of members in 2021, a point I am sure our treasurer Foxy will talk about in his report.

 

 

GSA

 

The situation with GSA continues to cause concern, as underinvestment in critical infrastructure such as buggy maintenance, means that members have often been asked to use (and pay for) equipment that is beyond its useful life.

There is finally a glimmer of hope, as the Administrator has at last launched the resort sale process through adverts in the international press. Initial bids for the assets have been invited with a closing date of February 25th.

At this point we have no indication of the level of interest the Administrator has received, but we will keep pressing for any information we can get, and pass any news on as soon as possible.

In the meantime, Nigel Glaister, who owns property on Phase 3, is currently looking into the viability of an Owner / Member led consortium to purchase the assets ourselves. Again, we will keep on top of any progress and keep members informed as soon as possible.

 

Before I go on to thank the people who keep our club going, I would like to mention two members of the club who passed away this year,

Derek Hill & Bryan Marsh.

 

Derek had been fighting cancer for some while whilst Bryan was a victim of Covid 19. Two more delightful people you would be hard to find. They were both stalwart members of the club & will be sorely missed both on the course & the terrace.

 

I am not going to talk about the club’s financial health as Foxy will be giving his report shortly & he is far more qualified to do this.

 Suffice to say the club is in a robust & healthy position financially.

I would, on behalf of us all, like to thank Foxy for all the hard work he has done during these last 2 very difficult years & I would ask you all join me in congratulating him on a job well done. Well done Foxy!

 

Another committee member who deserves our thanks is Michael Abbott who yet again has managed the handicaps extremely well, especially with all the problems the new World Handicap System has thrown up. He also took on the role of maintaining the club website & is responsible for the personalised emails all members receive on regular basis telling us any news including The Captains Blog & other information the committee needs to tell you about.

Thank you, Michael.

 

I would also like to thank an unsung member of the committee.  Linda Anthony who does a great job as our club secretary Thank you Linda

We have a new Captain in Peter Noone who is officially taking over the reins from Mary Tomorrow. I would like to welcome him to his new position & assure him of the committee’s full support during the tenure of his captaincy.

 

I would now like to thank our outgoing captain Mary Berry. I know you will all agree with me that she has done a stellar job during her year which was beset by difficulties posed by the Pandemic. She was totally supported by her husband Mick, another club stalwart, who organised the club marker rota for the last 4 years.

She set out to play with as many members as she could during her tenure as captain & managed more than 80 of you, quite a result.

All the events she was able to organise within the difficult parameters dictated by the government due to the pandemic were very well attended & a lot of fun. One of Mary’s many triumphs was her Captains Away Trip to Spain which was one of the best in recent memory. Brilliantly organised & incredibly well supported by the members. Thank you, Mary.

 

This year the members of the committee finishing their 3 year term of office are Myself, Linda Anthony, Giles Fox, Michael Abbott & Rod Smith all of whom, with the exception of myself are offering themselves for re-election & have been duly proposed & seconded.

 

Rui Gloria has continued to be very capable as golf manager of GSA & we are lucky to have a good working relationship with him. We are all aware of the financial restrictions he has to work under and the committee will continue to support him over the coming year.
We also enjoy a good working relationship with Nelson & the ground keeping staff. The course has, by & large, been in excellent condition all year. And GSA has had yet another very good year in terms of rounds sold.
Mario & the team in the Spike bar & restaurant looked after us very well during the year when the pandemic allowed with some very good catering at our events.
My final ‘Thank You’ tonight is as always threefold,
Firstly, to all the members of the committee who give up their time to make sure all our members have a great club to play at.
Secondly, to all of the volunteer members who give up their time to ‘do the cards’ so that our competitions are expertly administered – with a particular thanks to Mick Berry for managing the rota over the last few years  & to Mike Evans who is taking over the role from him

And finally, a huge thanks to you, our members, – you continue to play your role in making our club the great place it is. You are the single biggest asset we have. Thank you so much.

There will be plenty of opportunity for questions later, so for the moment I will hand over to Michael for his report and wish you all a Happy, Healthy & Prosperous 2022.

 

Thank you

 

 

3.     Handicap and Membership Secretary’s Report

It’s been a tough year with the new handicap system being introduced and not only for members but the handicap committee and the FPG have had setbacks and difficulties implementing the system.

The biggest problem has been unifying handicaps from other countries with Portugal. When the WHS was introduced in Portugal initially, the system wouldn’t accept international scores. Until this was rectified, we have accepted a current international handicap record and changed the handicap index manually. Whether your handicap is lower or higher, the most current handicap is ALWAYS the one that should be used. Players should NOT have 2 handicap indexes. We will input any player who is a member of 2 or more clubs (overseas) last 20 stroke differential scores (if available) into the system and this will give players their updated exact FPG handicap index the following day. If players do not provide this information to the committee and are playing off a wrong handicap, we will take action.

We also have advised during the year that members put in as many extra scores as possible, this will give you a true reflection and a more accurate handicap index. Players can as previously mentioned introduce scores on my.fpg.pt if they have an FPG member marking their card.  In club competitions cards can only be recorded if the committee deem it as a qualifying tournament. The my.fpg.pt platform is designed so that players can manage their handicap. You can enter and view results, check your handicap index daily, calculate your playing handicap, update your personal information, and obtain your handicap certificate.

As we don’t play enough qualifiers and members don’t introduce enough extra day scores the General play rule has been used accordingly and will still be going forward. The handicap committee can and will use this when they feel necessary.

The committee have also raised the maximum handicap limit in competitions and hopefully this will encourage more members to play qualifying rounds.

As always, ALL members are responsible for their own handicap. It is up to each member to inform the committee of any changes and provide a record so we can address it accordingly, whether your current handicap is lower or higher. It’s a difficult task to get it right all the time as we are not always given the correct information or sometimes no information at all.

All the information and help you need on handicaps and the my.fpg.pt is still posted on the FPG website, there is also an English option.

I would also like to add that as the monthly single qualifying competitions are managed by the data golf FPG system all none federated members will play as visitors as of the 1st of April 2022.

 

4.     Treasurer’s report.

I will start with a brief overview before looking at specific figures to give everyone a good understanding of where the Club Finances stand. I have today closed the year so the figures are totally up to date and ready for scrutiny. Should there be any requests for further information it gives me time to respond fully and accurately prior to the AGM on the 14/1/22. Prior to the AGM I will send out another document covering any questions that Members might raise together with the relevant explanation

  • Unsurprisingly, owing to the disruption that Covid has caused, Membership fell to 166 paid up Members, 5 Honorary Life Members and 5 new Junior Members. This obviously brings a reduction in income for the Club. I am, however, very optimistic that Membership will again increase as we all adjust to the challenges of Covid and the disruption this has caused to people’s ability to travel. We continue to recruit new Members from other clubs and from the Burgau Sports Centre Golf Society who play at Golfe Santo Antonio. They play their competitions every Thursday and, like us, welcome guests. Many of our Membership already play in their Thursday competitions on a regular basis. In return golfing enthusiasts in their Society have joined FPGC to get Federated handicaps, access to the CNIG card facility and to play in our competitions. Long may this mutually beneficial relationship continue.
  • We have Federated 5 FPGC Juniors this year and have started to introduce them to play in selected Club competitions as their skills have improved. Any of you playing in the Texas Scramble on Sunday 2nd January next year will see them in action. My thanks to Rui who has done such a remarkable job with this group. We are now embarking on a new recruitment drive to attract more players to the training group, especially as the older ones will begin to play more regularly amongst us. Rui and his Tigers are a force for good to the future of our club.
  • As reduced Membership and the curtailed amount of golf we have been able to play through this year has reduced income we have been careful to adjust expenditure accordingly. We have again generated a modest surplus this year and maintain asset reserves above the targeted level of €15K. This leaves us in a position, as Covid distancing conditions relax, to increase the social calendar back to what it was, maintain the CNIG card benefit for next year and restart the free water supply from the shed as soon as conditions allow. Your club is financially stable and ready to serve the needs of the Membership into the future.

So here are the actual figures.

Income & Expenditure        
           
Income          
  Membership 9966.00      
  Federation 9255.00      
  Batista Sponsorship 0.00      
Entry Fees Comps 12403.00      
  2`s 9290.00      
  Charity Account 6800.95      
  Other Income 0.00      
          47714.95€
 

Expenditure

         
  Federation Fees 9683.00      
  Federation Admin 1300.00      
Vouchers Comps 8879.00      
  2`s 7467.00      
Events AGM 0.00      
  Captain V’s Vice Captain 0.00      
  Captains Changeover 228.00      
  Club Championship 0.00      
  Past Captains Day 225.00      
  Members Day 300.00      
  Captain’s Day 280.00      
  Christmas Hamper 2339.79      
  Sagittarius Trophy 0.00      
  Bank Charges 111.23      
           
1 Computer/Stationery 843.84      
2 Comp/Trophy Boards 25.00      
3 League Fees etc 0.00      
4 League shirts 90.00      
5 Charity Account 6500.00      
6 Treas/MemSec golf fees 2600.00      
7 Junior Golf 1250.00      
8 Refreshments 723.98      
9 CNIT Card & Sundries 1530.00      
10 PT/Telecom 627.73      
           
Total Expenditure         45,003.57€
           
           
    Surplus / Deficit   2711.38€

 

I would like to provide some explanations and details in certain areas,

Charity Account – This reflects the support provided to NECI through our relationship with Baptista, Madrugada and Kelvin Whittaker’s Charity Walk for the Pink Ribbon fund.

Refreshments – This reflects the dinner the previous Captain hosted at the beginning of the year to say thank you to the Ground staff and the Golf Shop Staff for their support in 2021 together with the Interclub matches played at home this year and Committee Meeting refreshments throughout 2021.

Computer/Stationary – This figure is significantly higher than normal but represents the payment in advance for the next 3 years web hosting and website back up facilities together with licences for the continued use of Microsoft 365 software.

Sundries – Includes the cost of the CNIG cards and the purchase of Covid tests that at one stage were required at one of the first social events held this year.

 

Statement of Assets      
       
Assets      
       
Bank Balance & Cash 29386.10    
Deposit Account      
       
       
Total Current Assets     29,386.10 €
       
       
Liabilities      
       
Vouchers owed 5000.00    
Charity Account 4629.54    
       
       
       
       
Total Current Liabilities     9,629.54 €
       
Net Assets     19,756.56 €

 

Again, some explanations.

Bank Balance & Cash – Very little is held in cash and what money is in the bank cannot currently be held on deposit for any gain.

Vouchers – The club’s exposure to vouchers has greatly reduced over the last couple of months. This figure is normally around €8-9k.

 

Should anyone like more specific information or explanation please submit your request in writing to the Chairman by Jan 7th 2022. The Committee meets again before the AGM where these questions can be addressed and it will give me time to prepare the document to send out to the Membership with full explanations for any issues raised before the AGM. It will not be my intention to take questions from the floor that evening unless it is for thoughts and suggestions on how we can further develop and improve the Club. A greater use of technology into the future perhaps?

At the last AGM meeting held the question of governance over the accounts was raised. I prepare every month the Income/Expenditure and Balance Sheet report you see above and this is shared with every Committee Member. This is accompanied by a ledger that records all income, all expenditure and the accrual accounts for the vouchers and charity fund line by line. This is further enhanced by a projection report for the whole year to guide the Committee so we can react to situations to ensure we reach the end of the year with a surplus and sufficient reserves. To date no one has requested to look at the accounts but should anyone want to do so I am more than happy to schedule an appointment, at any time before the AGM, in the shed for anyone to inspect the records I keep and to review the whole process with me.

Finally, my thanks to you all for your encouragement and support, it is very welcome. Let us hope next year offers a much improved environment so we can all enjoy our wonderful Club and golf course together. I trust you all enjoyed a very Happy Christmas and let us all hope for a much less socially restricted New Year.

MEMBERSHIP & FEDERATION FEES 2022

It is time to pay your Membership and Federation Fees for 2022. These fees are unchanged from last year and remain €60 for Club Membership and €60 for the Federation Fees for each individual. You can make payment either in the Golf Shop or alternatively you can also pay online direct to the Floresta Parque Golfe Clube bank account:

IBAN No: PT50 0035 0861 0000 7693030 38

SWIFT Code: CGDIPTPL

If you choose to pay online, please make sure your surname is used as a reference in the transfer so we can readily identify where the payment has come from and please send an email to confirming what you have paid and which individuals you are paying for. If any of your personal details, such as email addresses or phone numbers change, please let us know.

 

Giles Fox stated that this report had already been circulated to the members and various queries raised had been responded to and these were recorded in the Committee minutes on the 7th January 2022. He also stated that as of lunchtime on the 14.01.2022 the club now has 156 members, 23 of whom are new.  These new members have been recruited from the Burgau Sports Club, by Rui and his team in golf reception and from the Juniors section of the club. In view of the fact that the number of juniors playing at the Club is increasing Giles Fox proposed that a junior membership category be created with membership being €10 a year for players under 18. 

This was formally proposed to the meeting and the resolution passed. Proposed Giles Fox, seconded Frank Finan.

 

5.     Captain’s Report

Good evening, everyone,

It has been my privilege to be Captain of Floresta Parque Golf Club for this past year. It has been another year affected by the pandemic which has presented some challenges but I have always felt the support of the people around me – the committee, the staff and you the members and your partners.

 

I would just like to mention some of the high points and low points of the year.

My Captaincy began with a lockdown which meant we had to delay the celebration of the handover and were unable to recommence club competitions until April 7th. Happily, we were then able to continue playing golf competitions regularly throughout the year.

The celebration of the changeover was held in June and was combined with the delayed Ralph Griffin trophy.

The evening prior to the changeover celebration was probably my lowest point when we had to face the possibility of cancellation due to last minute changes to the regulations.

The day itself was marred by a buggy accident causing a worrying injury to one of our members but we were able to have an evening function with some sense of normality.

On my Captains Day, I was delighted that several members of my family were able to come over from England and Scotland and enjoy the day and help to make the event go smoothly.

In September, we were able to use the dates left open by the cancellation of the GSA Autumn festival to arrange a series of golf events including, Captain v Vice Captain; Taca da Liberdade; Past Captains and ending with the Club Championship. All of these events had been postponed by the pandemic.

I would like to congratulate our Club Champions, Darren Devlin, Sara Webb and David Walling.

In early November, I was delighted that we were able to go ahead with my Captains Away Trip to Montecastillo and that the weather stayed kind. It was heartwarming that so many people joined me.

I would like to thank Mike Eden for helping with the arrangements for my away trip and Ann de Jongh for holding the early morning exercise sessions to prepare us for golf.

The Christmas Hamper competition was a high point towards the end of my year.

The auction after the Christmas Hamper competition helped to boost the donation to my main charity, Madrugada, to €3000 in the year. My thanks go to auctioneer and bingo caller extraordinaire Ian Galloway for helping to achieve this.

At the end of the Advent Festival, on a personal note, I celebrated winning the Sagittarius trophy alongside my husband.

At the very end of my year, we came very close to achieving promotion in the Algarve Interleague, missing out by 2 points. I am pleased to report that, in the ten matches that the team played, we utilized 25 different players, including eight ladies. Rie Cherubini was one of the ladies who helped to get the season off to a great start and I hope and pray that Rie will be back representing the club in the coming season.

 

We are lucky as a club to be served by such a loyal staff; out on the course, in the golf shop and here in the bar and restaurant.

I would like especially to thank Mario and also Pedro, who stood in for Mario during a particularly difficult time.

As Geoffrey has mentioned, I have enjoyed playing golf with over 85 different members during the year and I wish I could have played with more. My thanks to you all.

I would like to thank Geoffrey and the committee for their support and advice during the year.

I would like to thank the card rota team especially Mike Evans for helping to coordinate the team.

My thanks to Mick, without whom I could not have done this job.

Finally, I would like to wish Peter, as your incoming Captain a very successful year.

6.     Approval of Vice Captain

Duncan Leopold was proposed as Vice-Captain by Peter Noone and seconded by Mary Berry. He was elected by the meeting.

Duncan Leopold thanked Peter Noone for choosing him to be his Vice Captain and said he was looking forward to the year ahead.

7.     Nominations and Election of the following committee members.

  1. Secretary – Linda Anthony
  2. Treasurer – Giles Fox
  3. Handicap and Membership Secretary – Mike Abbott
  4. Chairman – Rod Smith

Geoffrey Harnett thanked Brian Newsham, who retires from the committee this year, for his valuable input over the last three years.

There being no other nominations for the committee post A B and C these posts were voted in by the members.

Giles Fox proposed Rod Smith as the new Chairman, this was seconded by Peter Noone. Rod Smith voted in as the new Chairman.

Geoffrey Harnett congratulated Rod Smith on his election and handed over the chair of the meeting to him.

Rod Smith then continued the meeting with a tribute to Geoffrey Harnett.

I would like to briefly pay tribute to Geoff as outgoing Chairman. He took on the role 6 years ago when Jim Reid stepped down and at a time when almost all of us were new to the golf club committee. The job of Chairman is necessarily lower key than other committee roles – but it is the Chairman who is the members advocate on the committee, and he is the first port of call for members to challenge or praise what the club is doing.

He has been passionate and committed in the task of keeping the club within the remit provided by the members – he has listened and acted when members have expressed concerns, he has stood up for his committee when he believed it was justified, he has made sure that AGM’s and other meetings have been conducted fairly and openly and he has been a steadying hand during some very difficult times.

On behalf of the Committee and the entire membership I hope you will show your

appreciation to Geoff for a job well done.

 

8.     Green fee subsidy approval

Rod Smith stated that it was believed that this had been done two years ago at the 2019 AGM but a query has been raised about this so the memberships’ approval is being sort again.

By way of explanation GSA subsidises the Captain’s Green fees and buggy and the buggy fees for the Vice-Captain.  The Club has subsidised the Treasurer’s green fees for years as this role receives no external help.  The role of the Handicap and Membership Secretary is explained below

  • Administration of Handicaps
  • Liaison with the Portuguese Federation – not just handicaps but also medical certification negotiations and any other Portuguese specific requirements
  • Website updates – competition results, notices, events, etc
  • Regular meetings with Greenkeeping staff – club requirements of the course.
  • Regular meetings with Golf Director
  • Building and maintaining relationship with sponsors – Baptista, etc. Including negotiating prize vouchers, wines, etc
  • Building and maintaining relationship with charities – arranging payments, receipts, etc
  • Trophies for our comps, ie Club Championship
  • Liaison with local suppliers – competition sheets, vouchers, honours boards, etc
  • Any interaction with anyone else where Portuguese language is required – eg MEO, GNR, Covid rule clarifications, etc
  • Any other task not covered by other committee members

 

Cost of subsidy of green fees for this role is nett 1300 euro per year, this equates to 25 euro per week after the GSA contribution to CNIG cards is factored in. It is, along with the Treasurer’s role, the most time-consuming role on the committee.

We recognise that a lot of these tasks are hidden from members as they take place behind the scenes, but we see the value and support the continued subsidy of the role.

 

Rod Smith proposed that these subsidies should continue, seconded by Geoffrey Harnett, motion carried.

9.      AOB

Peter McDonagh thanked Geoffrey Harnett for his time as Chairman and his support when he was Captain.

Frank Finan congratulated the committee on the fantastic job they do and thanked Geoffrey Harnett for all his hard work as Chairman.

Jim Brennan raised a query about the pin positions.  Would it be possible to liase with the green staff through Rui about this matter. Mike Abbott works hard with Rui on such matters and will continue to try to get more understanding on suitable pin positions.  Frank Finan suggested that instead of pin positions being A or B the flags could be red, yellow or blue which would indicate their position on the green and give more flexibility.  This idea was greeted with enthusiasm and will be looked into.

Janice Galloway raised the question about the full results of singles competitions being published and why they weren’t. Rod Smith explained that some members are sensitive about having their results published for all to see.  The matter was put to a vote at the meeting and the majority voted in favour of the full list of singles competition results being published.  The committee will ascertain that this does not contravene any of Portugal’s strict privacy laws before implementing this.

A question was raised by a Lorraine O’Connell about the possibility of having more drawn competitions to encourage more integration of members. Rod Smith replied that, in the coming year, the committee will be looking at ways to update and modernise the Club’s booking systems and the way competitions are organised.

 

 

The date of the next AGM is Friday 13th January 2023.

The Chairman thanked the members for attending and closed the meeting at 19.30

 

About Giles Fox