SPECIAL GENERAL MEETING INFORMATION PACK 24TH SEPTEMBER 2020 - Killarney Golf ...
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SPECIAL GENERAL MEETING
INFORMATION PACK
THURSDAY
24TH SEPTEMBER 2020
EST D 1893 KILLARNEY
GOLF & FISHING CLUBCOLLECTIVE VISION 5
CONTENTS MISSION STATEMENT 7
CONTENTS
GOVERNANCE 9
GOLF COURSES 11
MANAGEMENT COUNCIL UPDATE 3
CLUBHOUSE & FACILITIES 21
A NOTE FROM THE TRUSTEES 4
MEMBERSHIP 23
MOTION 1 5
MARKETING & COMMUNICATIONS 25
MOTION 2 7
HUMAN RESOURCES 27
MOTION 3 9
CUSTOMER JOURNEY 29
QUESTIONS 15
FINANCE 31
HOW THE SGM WILL RUN 18
CONCLUSION 33
INDEPENDENT ADJUDICATOR 19
THE CONTENTS OF THIS DOCUMENT ARE PRIVATE & CONFIDENTIAL
KILLARNEY
GOLF & FISHING CLUBSPECIAL GENERAL MEETING MANAGEMENT COUNCIL UPDATE Dear Member, We hope you and your families have been keeping safe and well throughout this difficult period. In advance of the Golf Club’s Special General Meeting being held on Thursday, 24th September 2020 we are presenting this information pack to you. We encourage all Members to carefully read this pack and we invite any questions you may have. As you’ll be aware, current Government and Golfing Union Guidelines do not allow us host a normal Special General Meeting. As a result, signing in and voting for the Special General Meeting will be held via a digital platform, the full details of which are contained herein. As Management Council, we are taking a responsible, proactive and prudent approach to managing and securing the Golf Club’s financial future. The measures outlined are brought forward to protect the integrity of the Golf Club’s business and to continue with the huge strides we have made over the past 18 months. The decision to bring forward motion 3 has not been taken lightly, we appreciate fully the difficulties being experienced by some of our Members. Unfortunately, the reality remains that Covid 19 has and will continue to have a very significant financial impact on the Golf Club. While we remain in these uncharted waters with much is unknown about the future, we must put measures in place to ensure the Golf Club’s interests are protected. We kindly ask all Members to support these 3 motions and enable us to progress through these times with greater certainty and security. Yours in golf, Adrian Brennan Adrian Brennan Chairman Management Council 2020 SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 3
SPECIAL GENERAL MEETING A NOTE FROM THE TRUSTEES To the Members of Killarney Golf & Fishing Club, We write to you today amidst the backdrop of what has and continues to be a truly unexpected crisis. At this moment, we hope you and your families are keeping safe and well. In advance of the Golf Club’s Special General Meeting being held on Thursday, 24th September 2020 we thought it important to communicate with you. We recognise that this has and continues to be a difficult time for many of our Members, the Irish economy has slipped into recession, there is great uncertainty ahead for businesses across the country including our own Golf Club. It is our understanding that all outside sources/avenues of extra funding have been explored and exhausted and hence the request to the members from the Management Council to provide extra financial support in the best interests of the club and ultimately the members. The motions being proposed by the Management Council are each of great importance to the future of the Golf Club. The measures proposed in motion No.3 are necessary to ensure the Golf Club remains on a strong financial footing and can continue to improve for the benefits of its Members. These tough but necessary measures will help to protect the future of the Golf Club and we are calling on all members to support this motion and help guide the Golf Club into a stronger and brighter future. Yours in golf, Barry Duggan Katie O’Connell Paul Coghlan Kieran O’Connor Trustee Trustee Trustee Trustee SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 4
CONTENTS
COLLECTIVE VISION 5
MISSION STATEMENT 7
GOVERNANCE 9
GOLF COURSES 11
CLUBHOUSE & FACILITIES 21
MEMBERSHIP 23
MARKETING & COMMUNICATIONS 25
HUMAN RESOURCES 27
MOTION 1
CUSTOMER JOURNEY 29
FINANCE 31
CONCLUSION 33SPECIAL GENERAL MEETING MOTION 1 EXPLAINED MOTION 1 The Management Council are proposing that the Captain, Lady Captain and President of the Club will serve in their current positions again in 2021. On the 24th September, you will vote YES to pass this motion or NO to defeat this motion. OVERVIEW As a result of Covid 19, 2020 has been a year with severe disruption. All major golfing events at the Club were cancelled most notably Captain’s Prize, Lady Captain’s Prize, Presidents Prize, R&A Boys Home Internationals, Ladies & Gents Interclub Events etc…. It is fair to state that the Captain, Lady Captain and President of the Club have not had a year that they would have expected or liked to have had. As a result, this motion is brought forward to allow them serve in their current capacity for one additional year. WHAT DOES THE CONSTITUTION SAY? 7. THE PRESIDENT 7.1 The Club shall have a President, nominated by the outgoing President, and elected at a General Meeting of the Joint Club. The President shall remain in office for one year. The nominee must be an Ordinary Member who has served in the office of Captain of the Men's Club or the Ladies' Club. The office of President will be held by a nominee of the Ladies’ Club once in every three years. The nominee selected by the Ladies Club shall be nominated by the outgoing President. SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 6
CONTENTS
COLLECTIVE VISION 5
MISSION STATEMENT 7
GOVERNANCE 9
GOLF COURSES 11
CLUBHOUSE & FACILITIES 21
MEMBERSHIP 23
MARKETING & COMMUNICATIONS 25
HUMAN RESOURCES 27
MOTION 2
CUSTOMER JOURNEY 29
FINANCE 31
CONCLUSION 33SPECIAL GENERAL MEETING MOTION 2 EXPLAINED MOTION 2 The Management Council are proposing that the year 2020 does not count as a service year for the Men’s & Ladies Club Committees. This means that Members of the Committees may serve again in 2021 without exceeding the 5 Year maximum as outlined in article 8.2 of the Club Constitution. On the 24th September, you will vote YES to pass this motion or NO to defeat this motion. OVERVIEW As a result of Covid 19, the normal operations of the Men’s and Ladies Golf Club have been severely disrupted. It is being proposed that 2020 does not count as service year for those currently on the Men’s and Ladies Club committees. This means that in 2021 if any member of the Committee was entering their 6th year of service, they would be entitled to do so as 2020 will not count as a service year. WHAT DOES THE CONSTITUTION SAY? 8.2 Committees of the Men’s and Ladies’ Clubs 8.2.1 Each Committee shall comprise twelve members, elected annually: Captain, Vice-Captain, ExOfficio Captain, Secretary, Treasurer, Handicap Secretary, Competitions Secretary and five other members. The Committee may by co-option fill any vacancies during a particular year and may appoint Sub-Committees. Members of the Men’s Club Committee who have served for five consecutive years may not stand for re- election until a further period of at least three years has elapsed. Members of the Ladies’ Club Committee who have served for five consecutive years may not stand for re- election until a further period of at least three years has elapsed. The above time limits shall exclude periods as Captain, Vice-Captain and Ex-Officio Captain of the Men’s and Ladies’ Clubs Respectively. The above time limits shall exclude the part year served by a member co-opted as a member or office holder of a Committee. SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 8
CONTENTS
COLLECTIVE VISION 5
MISSION STATEMENT 7
GOVERNANCE 9
GOLF COURSES 11
CLUBHOUSE & FACILITIES 21
MEMBERSHIP 23
MARKETING & COMMUNICATIONS 25
HUMAN RESOURCES 27
MOTION 3
CUSTOMER JOURNEY 29
FINANCE 31
CONCLUSION 33SPECIAL GENERAL MEETING
MOTION 3
MOTION 3
The Management Council have reviewed the Golf Club’s financials, taken feedback from Members and now
seek approval for the introduction of a “Covid 19 Emergency Support Levy”.
On the 24th September, you will vote YES to pass this motion and proceed to the 3 available options or NO to
defeat this motion.
VOTING YES – 3 OPTIONS
*Upon Motion 3 being passed, the most popular of the 3 payment options below will be enacted for all
Members (excluding juniors).*
Option 1
It is proposed that a €250 Covid 19 Emergency Support Levy will be paid by all Members (excluding Juniors)
on or before the 31st December 2020.
Note: The Management Council will also continue with the standard €20 per year increase across relevant
membership categories from the 2021 AGM onwards. Spousal rates will be calculated at 1.5 times. Direct
debit payment options will be available.
Option 2
It is proposed that a €125 Covid 19 Emergency Support Levy will be paid by all Members (excluding Juniors)
on or before the 31st December 2020 and a further €125 Covid 19 Emergency Support Levy will be paid by
all Members (excluding Juniors) on or before 31st December 2021.
Note: The Management Council will also continue with the standard €20 per year increase across relevant
membership categories from the 2021 AGM onwards. Spousal rates will be calculated at 1.5 times. Direct
debit payment options will be available.
Option 3
Each year, our standard annual Membership increase across the relevant Membership categories is €20. It is
proposed that our standard rate of annual Membership increase changes from €20 to €40 per year for each
of the next 5 years (excluding Juniors).
Note: No upfront levy applied, however Ordinary Members currently paying the top membership rate of €1,200
annually would pay the above increases as a levy for the 5 year period before reverting to their €1,200
subscription at the end of this 5 year period. Spousal rates will be calculated at 1.5 times. Direct debit payment
options will be available.
SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 10SPECIAL GENERAL MEETING
MOTION 3 EXPLAINED
MOTION 3
The Management Council have reviewed the Golf Club’s financials, taken feedback from Members and now
seek approval for the introduction of a “Covid 19 Emergency Support Levy”.
On the 24th September, you will vote YES to pass this motion and proceed to the 3 available options or NO to
defeat this motion.
OVERVIEW
As we continue to navigate through this global crisis, we observe with caution the recent return to lock down
of counties Kildare, Laois and Offaly. As Covid 19 case numbers continue to rise, we cannot rule out a return to
total lock down as has been experienced by many cities around the world. The Management Council, together
with the Trustees, are taking a responsible, proactive and prudent approach to the management of the Golf
Club amidst what has been a life changing year for us all.
Covid 19 has had a significant negative impact on our financials, primarily due to lack of overseas travel. We
are heavily reliant on our international guests and in their absence we experience shortfalls. We envisage this
negative impact will continue throughout 2021 and possibly into 2022.
We are kindly asking Members to approve Motion 3. This will strengthen the foundations of our Golf Club and
help us navigate through these very tough times. Upon this motion passing, the most popular of the 3
payment options will be enacted for all Members (excluding juniors).
WHAT DO THE FINANCIALS SAY? - INCOME
• Instead of achieving significant profits in 2020 circa +€240,000, we are projecting losses of -€54,989.
Without the Government Temporary Wage Subsidy Scheme losses would have been circa -€325,000.
• Overall Income will be down circa -€892,500 on budgeted projections.
• Membership Income has performed well but will still be down by circa -€55,000 on budgeted
projections.
• Green Fee Income (Including Driving Range) will be down by circa -€700,000 on budgeted projections.
• Ancillary Income from Golf Shop, Buggies, Trolleys, Food & Beverage has been significantly impacted
and will be down by circa -€137,500 on budgeted projections. Synergy Golf continued to pay their full
rent on the Golf Shop despite period of closure during lockdown and their own income being
significantly impacted by Covid 19.
• All our stakeholders have been impacted by Covid 19. Synergy Golf, Mark Heinemann, Paul Cotter (The
Chapel) and Truffle Honey. Each partner has been very supportive in what has been a very difficult
season for everyone.
SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 11SPECIAL GENERAL MEETING
FINANCIAL UPDATE 2020 - 2022
WHAT DO THE FINANCIALS SAY? - EXPENDITURE
• Costs have been tightly managed in 2020 and will be reduced by circa €581,500 on budget.
• The Government Temporary Wage Subsidy Scheme (TWSS) along with tight staffing controls allowed
us to reduce payroll costs by circa €350,000.
Note: We availed of the Government’s Temporary Wage Subsidy Scheme from 1st April to 31st August 2020.
This covered approximately 70% of our payroll costs for this period. We received a “TWSS Compliance Check”
request from Revenue on 30th July 2020. Formal approval of our eligibility for the TWSS was confirmed by
Revenue on 1st September 2020. Until this confirmation was received, it was not best practice to
communicate the financials.
Important: Although we have registered for the new Employee Wage Subsidy Scheme (EWSS), current criteria
means we are illegible for this support. The criteria for qualification states turnover must be down by over
30% in the months September – December 2020. As this is traditionally our quiet period, we do not project
being down by this margin, therefore ruling us out.
• All staff pension contributions have been paused since 1st April 2020.
• Staffing levels have been kept to a minimum throughout the season despite the golf courses
experiencing unprecedented demand for play. We employed 1 short term staff member in August. This
enabled us to better deal with the high volume of calls (over 1,400 per week) coming into the venue. It
also provided cover for staff members who were out on sick and maternity leave.
• We have communicated regularly with all staff members in relation to the seriousness and the
uncertainty that the impact of Covid 19 brings to the Golf Club.
• Our course maintenance costs have been reduced by circa €55,000. Despite this, and the
unprecedented demand for golf, our team have produced all courses in magnificent condition
throughout the season for the benefit of Members.
• The majority of the Capital Expenditure work was completed during the winter months to ensure it was
ready for the beginning of the season. The cost of these upgrades was circa €134,000.
On page 13, we have presented 9 month actual accounts, projected 12 month accounts for years ending
2020, 2021 and 2022.
SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 12SPECIAL GENERAL MEETING FINANCIAL UPDATE 2020 - 2022 NOTE: BUDGET 2021 & 2022 ASSUMES NO MEMBERSHIP LEVY, NO ADDITIONAL LOCKDOWN PERIODS, NO WAGE SUBSIDY SUPPORT FROM GOVERNMENT
SPECIAL GENERAL MEETING
FINANCIAL UPDATE 2020 - 2022
FUTURE CONCERNS
The Covid 19 Pandemic is something we now all have to live with, it is not going away any time soon and we
must adapt alongside it. As Management Council, we outline our future concerns.
• Projected budgets outline losses of -€257,500 in 2021 and continued losses of -€161,500 in 2022.
• The threat of further lock downs is very real and if it was to occur, it would have a further negative
impact on the Golf Club for the remainder of 2020 and into 2021 & 2022.
• Our monthly payroll, utility costs and outlays are significant, particularly when we have reduced income
during the winter period. This requires ongoing monitoring and review.
• Despite being down significantly on turnover, we do not meet the current criteria to qualify for the
Government Employee Wage Subsidy Scheme (EWSS).
• Overseas bookings remain fragile. We are overly reliant on international guests and in their absence we
experience financial shortfalls. We envisage this negative impact will continue throughout 2021 and
possibly into 2022.
• Business focus shifts to the Domestic Market for 2021 & 2022.
• The continuation of our goals and ambitions as set out in our Five Year Vision presented at the 2019
AGM.
OTHER SIGNIFICANT CONCERNS
• Aged Golf Course machinery fleet. Costs of repairs no longer economically viable. This poses a credible
risk to the quality of the golf courses.
• Aged Clubhouse, requires repairs in many areas to ensure its operational capacity is to an approved
standard.
• The Lagoon requires significant repair to ensure its operational capacity is to an approved standard.
• The Car Park requires significant repair to ensure its operational capacity is to an approved standard.
• The Golf Academy & Driving Range at Lackabane requires significant investment to ensure its
operations can continue.
• The Golf Course at Mahony’s Point requires significant development to enhance its reputation and
standards. This will allow for greater positioning in the domestic and international markets.
SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 14CONTENTS
COLLECTIVE VISION 5
MISSION STATEMENT 7
GOVERNANCE 9
GOLF COURSES 11
CLUBHOUSE & FACILITIES 21
MEMBERSHIP 23
MARKETING & COMMUNICATIONS 25
HUMAN RESOURCES 27
QUESTIONS
CUSTOMER JOURNEY 29
FINANCE 31
CONCLUSION 33SPECIAL GENERAL MEETING
QUESTIONS
Contact Management Council
Members can contact the Management Council by emailing council@killarneygolfclub.ie with any questions
they may have in relation the the Special General Meeting.
Contact General Manager
Members can also contact the General Manager by emailing gm@killarneygolfclub.ie with any questions they
may have in relation the the Special General Meeting.
Closing Date for Questions
Sunday 20th September 2020
SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 16CONTENTS
COLLECTIVE VISION 5
MISSION STATEMENT 7
GOVERNANCE 9
GOLF COURSES 11
CLUBHOUSE & FACILITIES 21
MEMBERSHIP 23
MARKETING & COMMUNICATIONS 25
HUMAN RESOURCES 27
HOW
CUSTOMERTHE
JOURNEY SGM WILL
29 RUN
FINANCE 31
CONCLUSION 33SPECIAL GENERAL MEETING
HOW THE SGM WILL RUN
OVERVIEW
At this present time, Government and Golfing Union restrictions prohibit us from hosting a physical Special
General Meeting. As a result, we will use a digital platform for the purpose of signing into and recording the
voting results on the 3 motions brought forward.
ON THE DAY - THURSDAY, 24th SEPTEMBER 2020
• Voting will open at 7.30am
• Members will be emailed a link to the Voting Platform
• Members can visit the Clubhouse and use the Voting Kiosk. Staff will be on hand to assist.
• Members will Sign In to SGM (A quorum of 50 Member Sign-Ins must be reached for SGM to be valid)
• Members will cast their votes on each of the 3 motions.
• Voting will close at 7.30pm
• Results of the Special General Meeting will be published on Friday 25th September 2020.
WHAT DO MEMBERS NEED TO VOTE?
In order to sign in to the Special General Meeting and register your vote on the motions, members will require
the following information.
• Name
• GUI / ILGU Number
• Date of Birth
• Phone Number
Please ensure you have this information as it will not be possible to sign in and register your vote without it.
WHAT WILL THE INDEPENDENT ADJUDICATOR DO?
It is the role of the independent adjudicator to ensure the following.
• Review SGM set up and voting platform.
• Verify that there are zero votes at the time the vote commences.
• Verify the number of votes at different points throughout the day.
• Verify voting choices by sampling certain members.
• Verify that voting closed at 7.30pm and results at that time.
• Publish a one page report of results on Friday 25th September 2020.
SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 18SPECIAL GENERAL MEETING INDEPENDENT ADJUDICATOR A note from David Geoghegan (BL, LL.B) who is acting as the Golf Club’s independent adjudicator. SPECIAL GENERAL MEETING INFORMATION PACK | SEPTEMBER 2020 19
KILLARNEY
GOLF & FISHING CLUB
CONTACT US
064 663 1034 council@killarneygolfclub.ie killarneygolfclub.ieYou can also read
