AGM 2017/8 minutes

MINUTES OF THE EAST LOTHIAN JUNIOR GOLF LEAGUE – AGM – 2018

SATURDAY 12th JANUARY 2019 @ 1400 HOURS AT CRAIGIELAW CLUBHOUSE

1. Welcome and Apologies. Present were: David Warren, (Secretary and Treasurer DW), Jenni Ray and Frances Hall (EL Girls JR and FH) Pam Wilson and Craig McLachlan (Castle Park PW and CMc) Lynne Malcolm (Glen LM) Brian O’Connor and Sheila MacCallum (Gullane BoC and SM), Gareth Jack and Maree Rudd (Longniddry GJ and MR) Shona Paton (Gifford SP) John Barber (Dunbar JB) Gordon Smith (Craigielaw GS), Dave Parker and Steve Austin (Haddington DP and SA) Kate Green (Development Officer, ELC KG) Apologies were received from Ric Foulner (West Links) David Noon (Musselburgh DN) Mark Lucas (Gullane) Chris Stirling (Kilspindie) Lesley Nicholson (SGL LN) Dave Northcott (Dunbar DN) John Hall (Lothians) Diane Sheffield (Winterfield) Alistair Davie (Royal Musselburgh) DW apologised for the delay to the date of the AGM – claiming the volume of work with the Watson Cup, and planning for the Pinehurst Trip in 2019, was exceptionally heavy.

2. Pre-meeting action points.  There were 9 Clubs (10 Teams – Gullane have 2) in the League in 2018. SP stated that Gifford are joining the League in 2019. CMc and PW stated that Castle Park are joining the League in 2019. That meant that 11 Clubs (12 Teams) confirmed their full participation in 2019. DN of Dunbar had indicated that they were rebuilding their Junior Section and were hopeful of having a full Team more often in 2019. But DN of Musselburgh, had indicated to DW they were unlikely to have sufficient numbers of Players with Handicaps until later in 2019 and they were looking to compete fully again in 2020. DW had agreed with him that if space in MD draws later in the 2019 season allow, then some Musselburgh Players will be invited to play as guests with priority.* Royal Musselburgh and Winterfield had intimated they were not ready yet to rejoin the League. East Lothian Ladies (JR) indicated they wished to enter a Girls Team in the 2019 season for a trial year and outlined the reasons for the request. JR explained the several reasons for this request. DW pointed out that the EL Girls had successfully held 2 of their annual Girls meetings on the same days as 2 of our Match Days, with increased participation. DW pointed out that acceptance of the application from EL Girls would require a change in the Constitution before they could join the League.  The Lists of Junior Opens and ELJGL events in 2019 were circulated, and all such events are on the Calendar on our website.

3. Constitution – DW distributed the Constitution with several proposed amendments. The main point, 2b, proposed that Membership would be extended to “other Golf Organisations based in East Lothian, whose constitution or rules include a Junior Membership category, and whose application to join the League is accepted.”  There was some debate. A vote was taken and the result was unanimously in favour of this change. GS then asked if, to be gender neutral, a Team from Lothians Boys could apply to join as well. DW pointed out that as there was no equivalent Mens Golf association in East Lothian, that would not be possible. Later, BoC asked if the reserves at any MD could form an extra team. DW pointed out this would be extremely difficult to control as such a team would frequently change personnel. The present system of filling vacancies with reserves gave them a chance of winning MD and OOM prizes. The other minor changes suggested to the Constitution were all approved by a majority. Note – After this Constitutional change, the ELLGA became Members of the League, our 13th Team. So a Team of Girls representing them can compete in ELJGL events. Such Girls have to be members of East Lothian Golf Clubs. In order to assist the growth of the game in our County, and to ensure that the Girls can field a full team, other Convenors were asked to be magnanimous and consider releasing those Girl Players who might prefer to compete for the Girls Team in 2019. In future years, these Players can revert to competing for their other Clubs if they wish. In any case, no Player in any League Team is “Cup Tied” and may represent a different Club in the Team Strokeplay or County Cup events.

4. Disclosure PVG Child Protection (CP) etc – Dave stressed that with the help of Lesley Nicholson, the League is now registered and able to request enhanced checks on our volunteers. This only applies to overseas trips and UK tours and matches involving Leaders of Teams representing the ELJGL. DW is now the CPO for such instances. It is still the responsibility of host Clubs to have a CP Policy and have a CP Officer for any issues arising at their home MD. The League, however, has a duty of care to ensure that there is CP Policy in place at each venue for our events, together with a named and a qualified CPO.

5. The Contacts list was circulated and updated. The changes will be made to the website version. Email addresses will be excluded from the website version.

6. Format and numbers of League Match Days. It was agreed in 2017 that no further changes in format would take place for the 2019 season.  The increase of Member Clubs from 9 to 12 (13 Teams = max of 78 Players) is a significant and welcome move in the right direction to get more Juniors playing competitive golf. However, Musselburgh will not be competing in the early MDs. So this would bring the number of competing Teams down to 12 which requires 11 MDs, an increase of 2 on previous years. Castle Park’s home MD will be slotted in to our fixture list and may incorporate our first ever 2-tee start. Gifford’s home MD is already fixed. Flexibility will be required there to get up to 78 Players in 13 Teams round our first 9 hole venue! Lunches after 9 holes? The new routing at Haddington might also cater at their “Halfway House.” Discussions are underway with Musselburgh to still host a Match Day, which may become a nominal “Home” MD for the Girls Team. So other fixture dates will now be sought, and the note of the changes, and the changes to the Rules of the League, will be sent out to each Convenor for discussion and thereafter, publication on the website. DW suggested that obtaining an increase of from 20 tee-times to 26 tee-times at a few Clubs might be an issue. If no increase was granted, then Teams could be reduced to 5 Players in MDs at such venues. Changes to the format of the OOM will be required. DW asked that the deadline of notification of Teams for MDs be given to him on the Sunday, one week before the next MD. This was agreed.

7. Future venues for League events to 2025. This was circulated. However, the advent of 2 more course owning Member Clubs means the rota will have to be altered to make it fair and ensure that every one of our course owning Club hosts our three major events within the rotational cycle, now of 12 years.

8. Catering at Match Days – DP asked how other Clubs fund their responsibility to cater for visiting Teams at their home MDs. The Consensus was that the catering was paid for out of Club funds. DP pointed out that at Haddington, payment – some £300, had to come out of Junior funds allocated to him, monies he would prefer to use for coaching etc. There was a discussion about the merit of any catering. BoC stated that the social aspect of Players taking a meal together in their playing groups is part of the game. Buffets are a desired catering method but portion control must be monitored! FH said that unless a home venue and catering arrangement with Musselburgh is reached, that the Girls Team Players would probably donate £5 each to the Host Clubs for their meals. Team sheets can be adapted so that Convenors can record whether the Players are staying for a meal and have to indicate their choice, unless a buffet is going to be available. Once each Team has teed off, the Convenor must lodge the Team sheet and food choices, (and any allergies) with the League Secretary. 

9. The 2017 AGM minutes had been circulated. There were a few matters arising – It was reiterated again that all Member Clubs should consider having a 5 year plan for growth of membership and participation, and have a Team of Convenors thus ensuring succession planning. Convenors were asked to further promote “Ready Golf.” DW thanked the meeting for the kind offer by Member Clubs to provide a four- ball time to him. DW used this kind offer at 6 Clubs in 2018. The consensus of the meeting was that if DW wished to have one four-ball game at any of the Member Clubs in 2019, he would be welcomed. DW would contact the Convenor concerned first. Acceptance of the minutes was proposed by GS and seconded by GJ.

10. The Secretary’s report had been circulated. There were no matters arising. A copy is on the website.

11. The Treasurer’s report had been circulated and had been audited by GJ. The surplus for the year was £418.03. The bank balance at 7/11/18 stood at £7,169.07 after allowing for any liabilities for ring-fenced items like coaching and trophies, disbursements to be refunded to the Secretary, and outstanding vouchers of £1,010. DW explained that the large bank balance contained donations from US Kids and others for funding Overseas Trips, and monies held on deposit for costs for the Watson Cup trip, but these were kept in separate spreadsheet accounts to the usual income of the League. DW detailed the various items on the Expenditure and Balance sheets and the “ring-fenced” amounts being carried over. If any Teams who are not in the 2019 League enters Teams for either the Strokeplay or the County Cup events, the entry fee per Team will now be £40 and £30 respectively. Winterfield has £40 of credit as they entered, but did not play, in the Strokeplay in 2018. The subscription to the League for any 2nd Team from the same Club will be £150 but excludes entry to the County Cup and Strokeplay.  The Secretary’s Honorarium was reviewed, and given that the volume of his work had increased dramatically in the last 2 years, after a proposal by GS, seconded by GJ, it was agreed to double it to £200 and DW expressed his thanks. Adoption of the Accounts was proposed by GJ and seconded by DP and were adopted. A proposal by DW to retain the subscriptions at £250 was carried.

12. 2019 fixtures for all the events in the League, Junior Opens, Stephen Gallacher, East Lothian Girls, ESGGA etc all appear on the website calendar. The following were intimated by DW and discussed:-

1. 1. ELJGL Team visit to Pinehurst 7th – 17th Feb 2019. DW outlined the Team Lunch Jan 13th. Sponsorships, equipment etc.
   2. Junior Opens – DW urged Convenors to register these as Daily Telegraph qualifiers.
   3. US Kids 28th to 30th May 2019. DW would be seeking Volunteers from Convenors and from recent, or older, Junior Players. 
   4. ELJGL County Cup –  In 2019, there will be a draw soon after the AGM. Teams will organise their own matches April through September. A redraw will be made after each round. The final will be played at Musselburgh on Sunday the 22nd September 2019.  Rule changes have been made.
   5. ELJGL Championships (Boys and Girls) – FRI 9th Aug, The Glen. (*Proposed rule change for possible Watson Cup selection – “A” Girls 36 holes, or just double the score in relation to CSS?)
   6. ELJGL Team Strokeplay – Fri 2nd Aug, Kilspindie. 
   7. ELJGL Match Days – all will appear soon on website Calendar. 
   8. Stephen Gallacher Events – all now on website Calendar.
   9. National events locally in 2019 – European Tour Scottish Open at Renaissance 8th – 14th July. LET/LPGA Scottish Open at Renaissance 5th – 11th August. Volunteers?
   10. EL Ladies – Their 3 Girls events in their season will be combined with our Match Days.
   11. County/Friendly matches– These may again include Florida Juniors (Duffers Travel), Spanish U16 Team, Exchanges etc
   12. JTG Home Nations – we no longer support this event.
   13. Scottish Junior Team Championship – Sept 29th 2019 Kilmarnock. DW has applied for a Lottery grant. Our League winners, and perhaps a Girls Team from the County, will be invited to compete.
   14. Watson Cup – ELJGL Team of  4 for the visit by South Carolina in July 2020 at Royal Burgess and Muirfield – with a reciprocal visit to the USA in Oct 2022. The SCJGA may bring 2 Girls to increase their Team to 10. Committees are required. DW proposed that both he and RF sit on main Committee + 2 from the Edinburgh JGL. DW asked if GJ and BoC were prepared to sit on the sub-committee to organise the Match at Muirfield and they agreed. If Girls are involved in the Matches, then FH will be asked to become involved on Committee. All 5 will decide qualification criteria for ELJGL players. EJGL will form a separate Committee for Royal Burgess. DW is trying to arrange a visit by the SCJGA to St Andrews on Monday 29th June 2020.
   15. Golf Foundation “GolfSixes” – DW succeeded in obtaining a grant of £1400 from the GF which was used as prizes and trophies in the OOM, and for a League banner.  DW needs ideas from the GS on how to use the remaining £272 for GolfSixes which events are regarded as being successful in concept, and may well provide a flow of Juniors to join our Golf Clubs. So Convenors need to get more Teams and more young golfers involved in GolfSixes. UPDATE – Lesley says there are 7 Teams in the GolfSixes in 2019. With one more they can form 2 Leagues which would be perfect. Takers?
   16. Inter Club friendly matches – in 2016/7 these involved our youngest Players from Haddington, West Links, and Craigielaw but seems now to have been subsumed into GolfSixes.

13. The website continues to be the main communication medium with Convenors and Players but DW now has all League Players e-mail addresses. Thanks are due to David Hillson our Webmaster for his support.

14. Coaching – DW outlined the coaching delivered in 2018 at Archerfield and stated that he would be looking to change to a different local coach in 2019, perhaps with Martyn Huish. Some of the carried over funds may be used for coaching for Girls in Pinehurst in Feb 2019. Convenors are still reluctant to meet any requests from the Lothians GA regarding coaching squads as no feedback is ever received. Convenors suggested that the Lothians “come and see” some of our MDs or view the published results of MDs and OOMs.

15. DW will be on holiday for the MDs at West Links and Longniddry. He will prepare the material required for these dates, and give access to our “Intelligent Golf” software for scoring and handicapping etc. 

16. Changes to the Rules of Golf – Recent changes to the R&A Rules of Golf will of course, be implemented in our Competitions. Our Match Days, Championships and Team Strokeplay are all “Qualifying Rounds” so these will not be affected by any “Local Rules” about “Penalty Areas” which may be in force at any venue. DW is willing to meet with Juniors at your Clubs and discuss the new rules if there is nobody else available within your Clubs to do so.

17. The Secretary/Treasurer has to step down every year under the Constitution, and he did so. He offered himself for election again  and DW was proposed by GS and seconded by GJ. There being no other nominations for the post, DW was elected unanimously to the post for his 15th year in that position. DW reiterated that he wanted to serve until Nov 2020 if he is elected again, and then consider retirement.

18. AOB 

1. KG of the ELC gave a report on her work with ClubGolf and Schools, PAiS and Winter Competitions. etc. The League continues to support KGs work by providing some prizes and funding for coaching. In addition the GolfSixes events will be held, where possible, at adjacent venues to our MDs, e.g. at the short courses at NBGC, Gullane, Musselburgh and Craigielaw. Such Players may see their progression into the League structure. UPDATE – LN has informed DW that they have 7 Teams lined up for GolfSixes in 2019 and are hopeful of an 8th, making up 2 Leagues. We are keen on the participation of any of KGs Players with CONGU handicaps in our U12 Championships at The Glen in 2019.
2. GS suggested that the Girls’ contribution of £5 for food at MDs could be passed to Haddington to defray their costs. This was not the consensus view.
3. Thanks were offered to Craigielaw for the use of their facilities and refreshments. There being no other business the meeting was closed at 1610.

Correct at 25/1/19