Club AGM 2020

The Clontarf Golf and Bowling Club
Draft Minutes of the Annual General Meeting (AGM) held in
the Clubhouse on Friday, 31st January 2020 at 7.30pm

 

The President, Tommy Cooke, acting as Chairman as per clause 25.12 of the Club Constitution.
Attendance: 91 as per the signed record.

1. Introductory Remarks:
The Chairman opened the AGM of the Club and advised the Meeting of some housekeeping matters. He also
informed those present that the Meeting was only open to Ordinary Members of the Club.
All in attendance then stood for one minute’s silence in memory of deceased Members.
2. Notice Convening the Meeting:
In accordance with the Club Constitution adopted on the 5th May 2017, and amended on 25th January 2019,
where the Notice convening this Meeting was issued to Members by email, text messages sent to Members
who had not provided email addresses, displayed on the Notice Board and Club website, the Chairman sought
and was granted approval, by a show of hands, to take the Notice Convening the Meeting as read.
3. Adoption of Standing Orders:
The recommended Standing Orders under Rule 26.1, which had been circulated with the Notice convening the
meeting were, with the approval of the Meeting, taken as read. On the proposal of A. L Mulhall, seconded by
P. Mulvey, these Standing Orders were adopted by the Meeting.
4. Items for Any Other Business:
Those present were invited to put forward any items they wished to raise under Any Other Business. The
following items were noted Any Other Business.
• Taimse O’Leary – Approach to 3rd green and coffee machine
• Michael Tyndall – Club Governance and Captain’s Dinner
• Jason McLoughlin (Course Officer) – Hedge on 18th hole
• Michael Murphy – Communications and Catering
5. Draft Minutes of the Annual General Meeting held on 25th January 2019:
The Chairman sought and was granted approval for the draft minutes of the Annual General Meeting held on
25th January 2019 to be taken as read. As there were no comments or amendments in relation to these draft
minutes, they were put to the Meeting for adoption on the proposal of M. Tyndall, seconded by A.M. Dufficy,
and formally approved. They were then signed by the Chairman of the Meeting.
6. Annual Reports of Committees:
The Chairman advised the Meeting that there were six reports namely, the Management Committee Report
2019, the Course Report 2019, the House & Social Report 2019, the Men’s Club Report 2019, the Ladies’
Club Report 2019 and the Bowling Club Report 2019. These six reports, having been previously displayed on
the Club’s website and made available for collection by Members, were, with the approval of the Meeting,
taken as read. The Chairman advised the Meeting that the reports were presented for information purposes and
that they were not required to be adopted by the Meeting.
However, he invited the Chairman of Management Committee, Ian Maguire, to speak in relation to the
Management Committee Report.
The Chairman of Management Committee outlined the main points in the report as follows:
• Membership numbers held up well in 2019 and we were fortunate to recruit more than enough
replacement new Members to finish the year ahead of 2018.
• Thanks to Course Officer Jason, General Manager Pat, Course Committee, Darragh and his course staff
for the work they have done in protecting the Course; in keeping to the STRI maintenance and
development programme and in keeping disease at bay while mentioning that we are already facing
challenges with the banning of certain fertilisers and herbicides.
• Thanks to Ray Maguire and his course volunteers, and that includes our President Tommy, for the
wonderful work that they did last year and which will continue for 2020.
• House upgrades included new carpets in the Concourse and in the Locker-Rooms, a new TV in the back
Bar, a new projector and screen in the West Wing and the refurbishment of most of the main Lounge
seating furniture.
• Thanks to Dave Dalton who steps down as House and Social Officer after six years in the role, and to
Peggy Vather and Jean Farrelly who are stepping down from the Social Committee after five years
each.
• Our extensive Member survey undertaken in 2020 was very positive and gives us a very good
benchmark against which to measure the results of future Member surveys. Our thanks to all those
who participated in the survey.
• I should also add that Clontarf Golf and Bowling Club recognises its obligations relating to inclusion and
diversity in all its dealings with Members, Employees and Visitors and we may from time to time
propose some amendments to the Club Constitution to give effect to these obligations.
• The service that we, and our friends and guests, receive here is of a high standard and that is reflected
in the recent winning of the Lux Distinction “Golf Club of the Year” award for Superior Customer
Service and the 2020 Golfers Guide of Ireland “Golf Restaurant and Quality Service Award”.
• Thanks and best wishes to Tony O’Donnell who will be finishing up at our Club on 14th February, after
26 years’ Catering service to Clontarf Golf and Bowling Club. We have been working to recruit a new
franchise Caterer for our Club.
• We received a large number of responses to our advertisement and we hope to make an appointment
in the near future.
• Thanks to the many Sponsors here at our Club for their generosity and support.
The Chairman finished his summary by thanking all the members of the Management Committee for their hard
work and dedication, President Tommy, Vice President Andy and Trustees Éamonn, Gilbert and Siobhan for
their contributions and advice, members of the Men’s Club, Ladies’ Club and Bowling Club Committees, and
the various sub-committees for all they have done for the Club.
There were no questions or comments on the Annual Reports.
The Chairman of the Meeting thanked Ian Maguire for his Report, Dave Dalton for completing his term of
office and the 2019 Captains (Ray Bergin, Anna Tyndall, Derek Kirwan) for preparing the various reports and
for the tremendous amount of work they all put in during the past year on behalf of the Club.
7. (9 on Agenda) The audited Financial Statements and the Treasurer’s Report for the year ended 31st
October 2019.
As these had been previously displayed on the Club’s website and made available for collection by Members,
approval was obtained from the Meeting to take them as read as permitted by Rule 27.7.7.
The Club Treasurer, M.F. Murphy, then made a brief presentation on the audited Financial Statements for the
year ended 31st October 2019 and drew the attention of the Meeting to the salient features in them. In
particular, he highlighted the following:
• Subscription income grew from €1,096k to €1,158k in 2020 and total income grew only from
€1,245k to €1,318K.
• Operating expenditure was under control and, while up on last year, there was some exceptional
expenditure during the year.
• The balance sheet remains strong with monies invested in long term deposits as before.
• If the Club continues to increase revenue and control costs in the future, it will remain in good
financial health.
• Challenges for the next three years include growing recurring income, less operational
expenditure to in excess of €100k pa., review subscriptions during the year and achieve necessary
Capex funding levels, maintain control of overheads and grow income to allow ongoing capital
expenditure.
A.L. Mulhall asked if the contribution by the Caterer should be looked at going forward. I. Maguire
commented that the Caterer, in addition to the fee, also pays a contribution to overheads and after surveying
other clubs, we are getting good value when other clubs are finding it difficult to retain Caterers.
M. Tyndall said that he was very pleased that the Club is striving for high standards in all that it does but
that regrettably the Financial Statements document fell short of a high standard. He said that the
Management Committee is responsible for the Financial Statements which, unfortunately, contain
numerous spelling and typographical errors. Furthermore, the Financial Statements were not approved
within the timeframe set out in the Constitution. He commented that the layout was poor in places and
that there were errors in some of the notes and various mistakes and differences in the presentation of
some of the figures. He emphasised that he was not suggesting that there was anything wrong with the
financial numbers and that he was not questioning the financial position as set out in the Financial
Statements. It was just that, in his opinion, the presentation was not up to standard. He suggested that, if
the Management Committee feels that it does not have the necessary wherewithal to improve the
document, it should consider appointing a Finance sub-committee this year to assist it.
M. Tyndall went on to say that he didn’t think that the Members were fully aware of the financial
situation. The Club’s cash balance had reduced by €134k in the last two years and the estimates for 2020
to 2022 will result in a further decline of around €250k unless radical remedial action is taken.
There were no further comments in relation to the audited Financial Statements or the Treasurer’s Report for
the year ended 31st October 2019. Accordingly, on the proposal by Martin Kelly, seconded by David Byrne,
they were put to the Meeting and adopted.
8. (7 on Agenda) To receive and adopt the draft 3-year Rolling Course Development Plan.
M. Tyndall commented that we should not adopt the 3-year rolling plans as we cannot afford them.
9. (8 on Agenda) To receive and adopt the draft 3-year Rolling House Plan.
A.L. Mulhall commented that we should look at the cost going forward into the 3-year plans.
10. To receive and adopt the Financial Estimates for the year ending 31st October 2020 and the draft 3-
year Financial Plan for 2020 – 2022
M. Kelly commented that, while the costs look to be under control, we need to look at the challenges of
Income and the proposed subscription increase of €40, and that this should increase significantly over the next
few years. We need to continue to attract new Members and work to maintain overheads and move to
significantly increase subscriptions.
M. Tyndall questioned the estimates and stated that it is not acceptable to continue with the erosion of our cash
reserves and we should cut back on our tree programme, and course and house capex expenditure, and produce
a budget that is close to cash neutral for 2020.
J. McGuinness commented that we need to look outside the Club for business, set up a marketing committee
and market our Club and clubhouse. We need to look to generate income from outside the Club.
D. Gilroy asked what is the next step; that the Management Committee call a Special General Meeting to agree
the budget and future estimates.
M. Tyndall asked the Management Committee to return to a Special General Meeting with a cash neutral
budget.
P. Fagan commented that we need to continue with our plant replacement going forward and if
replacements/work is needed, it will only be deferred and not cancelled.
When put to the meeting on the proposal of P. Bergin, seconded by R. Gaine, Items 8, 9 and 10 on the
Agenda were not approved.
It was then agreed on a show of hands that the Management Committee should prepare a revised budget,
as close to cash neutral as possible, for presentation to a future Special General Meeting.
J. McMahon asked the Management Committee to take away the feeling of the meeting when reviewing the
budgets.
The Chairman of Management Committee indicated that it may not be possible to achieve a cash neutral
budget in one year and agreed to issue a revised budget for a Special General Meeting.
11. To consider Notices of Motion and Special Resolutions duly lodged with the Club Secretary and
posted on the Club Website and Notice Board.
Special Resolution 1: (2/3 majority required)
Proposed by: Fergus Murphy Seconded by: Ian Maguire
That the following amendments be made to Rules 40.2.5, 40.2.7, 40.2.10 and 40.2.11 in the Club Constitution
(Annual Subscriptions and Levies):
Current wording Proposed wording
40.2.5
The annual subscription for Five-Day Members shall
be 68% of that determined for Ordinary Members.
40.2.5
The annual subscription for Five-Day Members shall be 70%
of that determined for Ordinary Members.
40.2.7
The annual subscription for Retired Five-Day
Members to whom Rule 35.7.3.1 applies shall be
48% of that determined for Ordinary Members.
40.2.7
The annual subscription for Retired Five-Day
Members to whom Rule 35.7.3.1 applies shall be
52.5% of that determined for Ordinary Members.
40.2.10
The annual subscription for Lady Members shall be
58% of that determined for Ordinary Members.
40.2.10
The annual subscription for Lady Members shall be 60% of
that determined for Ordinary Members.
40.2.11
The annual subscription for Retired Lady Members
to whom Rule 35.8.3.1 applies shall be 42% of that
determined for Ordinary Members.
40.2.11
The annual subscription for Retired Lady Members to whom
Rule 35.8.3.1 applies shall be 45% of that determined for
Ordinary Members.
The Special Resolution was carried by a show of hands.
Special Resolution 2: (2/3 majority required)
Proposed by: Ian Maguire Seconded by: Seamus Smith
That the following amendment be made to Rule 40.4 in the Club Constitution
Current wording Proposed wording
Rule 40.4:
Life Honorary Members who do not play golf or
bowls and Elected Honorary Members referred to in
Rule 35.20 shall be exempt from payment of the
annual subscriptions, levies and charges for bar
and/or catering credit.
Rule 40.4:
Life Honorary Members who do not play golf or bowls,
Elected Life Honorary Members referred to in Rule
35.6.3.3 and Elected Honorary Members referred to in Rule
35.20 shall be exempt from payment of the annual
subscriptions, levies and charges for bar and/or catering
credit.
The Special Resolution was carried by a show of hands.
MOTIONS
Motion 1 (Simple majority required)
Proposed by: Fergus Murphy Seconded by: Ian Maguire
That for the year ended 31st October 2020, the annual subscription for Ordinary Members shall be a core
subscription of €1,445 plus a Bar Credit Levy of €200 or, alternatively, if an individual Ordinary Member so
elects, a core subscription of €1,445 plus a convertible amount of €80.
M. Kelly commented that he believed that €40 was not enough and believed the budgets to be reasonable if we
are to maintain and not affect our standards. If this is the case, and we want to increase our reserves, we need
to increase our subscriptions.
P. Fagan, commented that we are coming out of a recession, that we had years of no subscription increase and
we need to continue the good work and keep our standards.
D. Gilroy agreed with P. Fagan and stated that any matter dealing with a further increase in subscription
should be brought to a Special General Meeting.
M. Kelly proposed, and seconded by R. Gaine, that the motion be amended from €40 increase to €100
increase. The amendment was put to the meeting and defeated by a show of hands.
The original motion was then put to the meeting and adopted by a show of hands.
12. To elect Office Bearers
The Chairman complimented the two outgoing Golf Captains, Ray Bergin and Anna Tyndall, and the Bowling
Captain, Derek Kirwan, on their successful year in office during which they represented the Club with great
dignity and gave as much as they possibly could to the Office of Captain of their respective Clubs. On behalf
of all Members, he thanked them and wished them well for the future.
The Chairman advised the Meeting that Dave Dalton, having completed two terms of three years as House
and Social Officer, was retiring from office. He acknowledged the fantastic job that he had done and thanked
him for his hard work.
House and Social Officer:
As there was only one nomination for House and Social Officer, John Delaney, proposed by D. Dalton and
seconded by B. Leech, was duly elected.
The Chairman introduced the incoming Golf Captains, Brian Leech and Anne Gardner and he wished them
both well for their year in office. The 2020 Captains then joined the top table.
13. To elect Honorary Members
The Chairman proposed the following persons as Honorary Members of the Clontarf Golf and Bowling Club
for the current year.
• The Archbishop of Dublin and Primate of Ireland – The Most Reverend Diarmuid Martin
• The Archbishop of Dublin and Bishop of Glendalough – The Most Reverend Michael Jackson
• Church of Ireland Archdeacon of Dublin – The Venerable David Pierpoint
• Professional Golfer, triple major winner and Ryder Cup Captain of the European Team for 2020 –
Padraig Harrington,
• Professional Golfer and Captain of the European Team that won the Ryder Cup in 2014 – Paul
McGinley, and Professional Golfers and major winners – Shane Lowry, Darren Clarke, Graeme
McDowell and Rory McIlroy.
The Chairman commented that Shane Lowry presented the Club with a signed copy of the 18th hole flag
following his victory in the British Open Championship at Royal Portrush last year – and that is now framed
and hanging alongside the flags signed by Padraig Harrington, Graeme McDowell, Darren Clarke and Rory
McIlroy after they each won their first major title.
The Chairman proposed, and Ian Maguire seconded, Dermot Gilleece as a Life Honorary Member of The
Clontarf Golf and Bowling Club in recognition of the wonderful contribution he has made at home and
internationally as a Golf Correspondent, and notably as author of the Club’s Jubilee Book (1987) and
Centenary Book (2012).
This was passed unanimously by a show of hands.
T. Crawford congratulated D. Gilleece on his election and was delighted to have proposed him for
membership of the Club in 1984.
To appoint Auditors
On the proposal of M.F. Murphy, seconded by I. Maguire, FMB Chartered Accountants were appointed as
auditors for 2020.
14. Any Other Business
T. O’Leary asked that the Course Committee look at the approach to the 3rd green and at moving players to the
right of the green to improve the surface.
In relation to the coffee machine, Dave Dalton commented that coffee is available from the Bar when the
Restaurant is closed.
M. Tyndall suggested that a new sign be placed near the 2nd tee at the new tee box sign as the sign that is
currently on the fence cannot be seen and is ineffective. He also suggested that the old signage on the
11th, 12th and 13th tee boxes be removed. J. McLoughlin said that a warning sign will be put in place on the
2
nd when the sponsors’ signs go in place.
M. Tyndall went on to comment that while we are firstly a Golf Club we are also a business, and he
suggested that the structure put in place in 2007 may not be fit for today’s purpose; that the structure of
the Management Committee should be changed to include the necessary skills and the Management
Committee should look at the recommendations of the C.G.I. and benchmark against this.
I. Maguire commented that we may need to change taking into account the trends in changes in organisational
structures generally and the views of the meeting.
M. Tyndall asked that the Men’s Committee review the Captain’s Dinner and try to get the numbers back
to where they were in the past, reduce the number of speakers, and the length of speeches, and the
structure of the night. He also commented on the noise that came from the back of the room during the
speeches and for the Members to see the night as an occasion to honour the Captain.
J. McLoughlin (Course Officer) proposed that the height of the hedge on the right of the 18th be reduced to
4.5/5 ft.
D. Byrne commented that he was happy with the proposal and we should look at a proper pathway to the
Practice Ground in the Garden.
J. McMahon commented that we should also pare back the hedge.
D. Gilroy commented that he supported the idea but it should get the backing of the membership.
M. O’Connor asked that the Course Committee look at a new access point to the Garden near the compressor
area.

M. Gardner agreed with the idea of reducing the hedge, but not during bird nesting season.
The meeting, by a show of hands, agreed to reduce the height of the hedge as proposed by the Course Officer.
M. Murphy asked that the Management Committee communicate with Members when the TV Room is
booked and to use the Restaurant on more occasions.
D. Gilleece, thanked the Club for the honour which it had bestowed on him and that he was very grateful to the
Club and to T. Crawford for his kind words.
The President, in closing the Meeting at 9.35pm, thanked the Members for their contributions and wished them
well for the coming year.

_____________________
Tommy Cooke
President Date: _______________________
Consequent to the Motions adopted at the Annual General Meeting held on 31st January 2020,
the subscriptions payable in 2019/2020 by the Members in the various categories are as follows:-
Option 1: Pay the Bar Credit
Levy
Option 2: Pay the Convertible
Amount
Membership
Category
% of Ordinary
Subscription
(unless
otherwise stated)
Core
Sub
Bar
Credit
Levy
Total
amount
Core
Sub
Convertible
amount
Total
amount
€ € € € € €
Ordinary 100% 1,445 200 1,645 1,445 80 1,525
Ordinary Retired 62% 896 120 1,016 896 50 946
Ordinary Retired (2) 75% 1,084 120 1,284 1,084 60 1,144
Five-Day 70% 1,012 120 1,132 1,012 56 1,068
Five-Day Retired 52.5% 759 120 879 759 42 801
Five-Day Retired (2) 52.5% 759 120 879 759 42 801
Five-Day Clerical 45% 650 120 770 650 36 686
Lady 60% 867 120 987 867 48 915
Lady Retired 45% 650 120 770 650 36 686
Lady Retired (2) 50% 723 120 843 723 40 763
Ordinary Country 50% 723 120 843 723 40 763
Five-Day Country 50% of Five-Day 506 120 626 506 27 533
Lady Country 50% of Lady 434 120 554 434 23 457
Inter Country 50% of Inter 289 120 409 289 16 305
Intermediate 40% 578 120 698 578 32 610
Intermediate Student 25% 361 120 481 361 20 381
Junior 12.5% 181 0 181 181 0 181
Clubhouse 15% 217 *130 347 217 *130 347
Clubhouse Retired 60% of Clubhouse 130 *130 260 130 *130 260
Clubhouse Retired (2) 75% of Clubhouse 163 *130 293 163 *130 293
Bowling 25% 361 120 481 361 20 381
Bowling Retired 60% of Bowling 217 120 337 217 12 229
Bowling Retired (2) 75% of Bowling 271 120 391 271 15 286
Intermediate Bowling 50% of Bowling 181 120 301 181 10 191
Junior Bowling 15% of Bowling 54 0 54 54 0 54
Golf/Bowling MC Decision 50 0 50 50 0 50
Life Honorary Ord. 25% 361 120 481 361 20 381
Life Honorary 5-Day 25% of Five-Day 253 120 373 253 14 287
Life Honorary Lady 25% of Lady 217 120 337 217 12 229
Life Honorary Bowling 25% of Bowling 90 120 210 90 5 95
Life Honorary
Clubhouse
25% of Clubhouse 54 *130 184 54 *130 184
Life Honorary (non
golf or bowls) 0 0 0 0 0 0 0
Bar Credit Levy / Convertible Amount
Ordinary Members may pay the Bar Credit Levy of €200 (Option 1) or alternatively pay a Convertible Amount of €80
(Option 2) in addition to the core subscription.
All other Members (other than Juniors, Clubhouse, Golf/Bowlers and Life Honorary {non golf or bowls}) may pay a Bar
Credit Levy of €120 (Option 1) or alternatively pay a pro rata Convertible Amount (Option 2) in addition to the core
subscription. The pro rata Convertible Amount is calculated by reference to the core subscription payable by each
membership category; expressing that core subscription as a percentage of the core subscription payable by an Ordinary
Member; and then applying that percentage to the Convertible Amount of €80.
Bar and Catering Credits (Clubhouse Members only):
*€130 – Clubhouse Members (all categories) are required to purchase a Bar and Catering Credit of €130.