PHUKET EXPAT GOLF SOCIETY 

Annual General Meeting Minutes - for the year ending December 31^st December 2010

Date and time – March 31st 2011 6.00pm

Venue – PCC Phase 2 – Swan Terrace function room

1) President – Lindsey Wallace opened the meeting and nominated David Brook to organise the election of a meeting Chairman.

            David Brook proposed Lindsey Wallace/Seconded Frank De Punder    

Carried unanimously

2) The Chairman requested that the members in attendance indicate their presence by signing the register – 33 names were recorded, checked and accepted.

3) A Quorum of members was confirmed as being achieved in line with the Constitution allowing the meeting to continue.

4) A motion to accept the minutes of the 2009 meeting was put to the meeting

            Moved – Mitch Payne/Seconded Paal Myrvold

5) Lindsey Wallace presented the President’s report by referring to his written document outlining the year in review and commenting on the new initiatives that were implemented throughout the period. He concluded by thanking the outgoing committee for their support which allowed PEGS to grow to another level in its organisation and service to members.

The President thanked Frank De Punder for his tireless efforts throughout the year and awarded him – The President’s Service Award

Paal Myrvold - Moved that the Presidents report be accepted

Seconded – Patrick Holland                        Carried unanimously

6)     David Brook presented the Financial report and spoke in support of the written commentary and Balance sheet. He indicated that the committee considered the financial state of the Society to be sound and that the funds remain positive and sufficient to cover necessary expenditures should they occur and maintain the Society in a positive and solvent situation.

Chris Cleet – Moved that the Financial report be accepted

Seconded – Mitch Payne                  Carried unanimously

7)     Amendments to Constitution – certain house-keeping items were needed to bring the Constitution on line with current dates and payments, plus some correction to item numbering. Proposed changes to the copy on the website and the hard copy version were presented and propsed to members.

Tim Willis - Moved that changes to the Constitution be approved

Seconded – Patrick Holland                        Carried unanimously

8)     Election – President – not required as the incumbent was mid way through  a two year term.

9)     Election – Committee Members - the following committee members have stood down as required by the Constitution and are offering themselves for re- election –

David Brook/Paal Myrvold/Richard Burke/Howard Gross

Their election was proposed, seconded and carried unanimously

The following members were nominated for the Committee

Peter Child/Wayne Farrell

Their election was proposed by Scott MacDonald – seconded by Richard Stowell and carried unanimously

Frank De Punder continued to offer his services to the Committee in an ex-officio capacity

Philip Evans offered his services in an ex-officio capacity while the Handicapping and scoring responsibilities were assumed by another committee member. Phil also offered his services to be responsible for the 2011/1012 Matchplay event.

10) The Chairman thanked the members for their attendance and closed the meeting at 7.00pm

PHUKET EXPAT GOLF SOCIETY 

PRESIDENT’S REPORT to the AGM of the Society – for the 2010 calendar year

It gives me pleasure to welcome all our members to this the 2010 AGM of the Phuket Expat Golf Society.

Your committee’s primary objective for the 2010 year was to further develop the ideas and initiatives that were put in place during 2009 with a view to providing members better organised Tournaments and more value from their membership fees.

My direction to the incoming committee was that for me to perform the role of President within the limited time constraints that we all had, I wanted their commitment that we communicate with the same voice to the members and that if a task or responsibility was accepted that it would be carried out to conclusion.

While there was no formal reporting at each Committee meeting, as most items were of an organisational nature to occur within the month, each meeting was presented with a formal financial report that allowed committee members to assess the various income and expenditure items that had occurred, allowing future purchase decisions to be made.

To a large extent I believe that we have successfully maintained the growth and stability of the Society and developed a series of new initiatives that have enhanced PEGS and provided a series of tangible benefits for our members.

If we briefly look at the year in review we can report as follows – the committee members involved in each area of activity are mentioned at the start of each item.

1)   Membership – David/Frank/Phil/Lindsey during the year under review the committee undertook the major task of renewing the memberships until December 2013. This required a new membership card to be designed and sourced, a new photograph of the holder and the allocation of new membership numbers to prevent the problems that previously occurred with membership number issuance. This was a major task and consumed a significant amount of time in the second quarter of the 2010.

2)   Tournaments – Frank/Howard/Richard/Paal/Phil/Lindsey - your committee organised during the year 12 end of month Tournaments, 11 mid month events plus a 6 day golf trip Hua Hin. Our end of month Tournaments regularly attract 60 to 80 players and the mid month events 35 to 50 players.

3)   Sponsorship – Lindsey - five organisations have sponsored PEGS end of month Tournaments. The package of exposure opportunities that PEGS are able to provide our sponsors, including access to our membership email data base, makes the Society an increasingly powerful marketing tool which is being recognised by the golf clubs in Phuket and those companies associated with the golf industry nationally. To further strengthen our role in golf on the Island we are planning a meeting with all the Directors of Golf, Marketing Managers and Teaching Pro staff from the Courses in Phuket in the next two months to outline what PEGS is and what our plans are for the future, with a view to also putting together an annual Phuket Golf Calendar.

I would like to like to thank all the Golf courses for their support this year, in particular Blue Canyon who allowed significant PEGS Tournaments to be played at their two courses during the year.

To our sponsors Tai Pan, HotelTravel.com, BitSiren, Tamarind Villa Phuket and Skippers our well patronised food and presentation venue – on behalf of the PEGS members thank you – we trust that you generated some tangible benefit from your investment in PEGS.

4)   Special school funding – Ken – the second year funding of the Paklok special school and Old Folks home – achieved by levying Baht 100 per playing member for each EOM Tournament that produced an excess of funds. In the 2010 year Baht 20,245 was collected and expended and I have a brief report on the activities of the funding.

5)   Handicapping and Tournament scoring – Phil/Paal/Frank - the CONGU system inputs were modified during the year to enable movements in handicaps both up and down to be more reflective of scores, but the Competition Standard Scratch still plays a role in preventing wild swings in handicaps. Computerised scoring is done at each event now, which enables scorecards to be checked and the Order of Merit updated. The website recognition of Tournament winners has expanded and is updated every month.

6)   PEGS apparel – Paal/Lindsey - a new range of caps, towels, socks, shirts and umbrellas (with sponsors logos) were designed and manufactured for sale to members in the latter half of the year, all incorporating the new PEGS logo colour.

7)   Website – Lindsey - this electronic medium continues to be the best method we have of communicating with our members and our list of improvements is nearly at end. A Calendar tab and some refinements to the tee times booking which will enable score cards to be printed directly from the database of players entered for Tournament will save further time when organising events.

8)    Latest News – this is a section of the website that I write following Committee meetings, where we try to keep members informed of future activities. It is supplemented by a direct email of the same information to all members

9)   Equipment – a new card printer and communicators were purchased during the year to enable smoother running of Tournaments and reduce the delays in publishing results and handicaps both on Tournament days and subsequently.

10)  The Tournament Organising Group (TOG) - is the key to our event management, from course bookings and trophy purchasing to on-the-day activities. It is in this area where our failures can be obvious. But with a growing level of sophistication in our planning and operating procedures and a great team of enthusiastic individuals we believe that members appreciate the tangible improvements in our event organising that have made PEGS Tournaments more enjoyable.

11)  The Committee - being a member of the PEGS committee or the Tournament Organising Group is voluntary role and those guys who I will refer to in a moment gave of their time freely to enable the Society to promote golf in what we hope in 2010 was an enjoyable way.

Almost all of the committee members carry out some form of business activities in their own right and therefore the time that individuals could allocate to PEGS activities was limited – I include myself in this category and therefore as I mentioned at the start of my report if we were to function effectively as a committee, when members were allocated and accepted a task it was their responsibility to find an alternative if for one reason or another they could not carry out the task. This was especially so in 2010 as we ended up two elected committee members short.

To David Brook, Phil Evans, Paal Myrvold, Richard Burke, Howard Gross, my elected committee in 2010, thank you for your untiring efforts and at times challenging input, I enjoyed working with you all during the year and in my opinion the outcome of all our combined efforts enabled PEGS to grow to another level in 2010.

Frank De Punder continued with the committee as an ex-officio member and has been an exceptionally valuable resource with Tournament organising and communication to members. To be honest much of the smooth running of our Tournaments on-the-day can be thanks to Frank’s tireless efforts.

Frank was presented with the President's Service Award.

Recognition should also go to Peter Davies, who as an ex officio member organised all the trophy purchases from our supplier in Bangkok.

Dave Kelleway for organising the Match Play Cup and Plate event.

Liam Stewart for organising and captaining the International Challenge event successfully.

To the members, we have enjoyed serving you thank you for your attention and may I ask that my report be accepted.

Lindsey Wallace – President PEGS 2010