Coronavirus Update - 18.03.20

Dear Member,

When I wrote to you on Monday I promised to keep you posted on developments, particular with effect to forthcoming events and the status of the course and clubhouse.  While I’m sorry for the length of this message, I feel it is necessary for the Board to keep you fully and candidly apprised of the latest position and decisions we have made in response to the pandemic.

The Board of Directors met last night to review the whole workings of the golf club in light of the latest Government advice and guidance.  We have also considered the latest guidance from across the golf community and reviewed the actions of local clubs, but these are incredibly challenging and volatile circumstances, so while the measures we have taken are valid today, they may need to be revisited and changed at any time.

First and foremost we take the health and wellbeing of our staff and members very seriously and this is our number one priority at this time.  Alongside this we are aware that members would wish to continue to avail themselves of the club’s services, so we have to ensure that every effort is made to keep the facilities as safe as possible.  With these as our key drivers we split the issues into three areas, Course/Comps; Clubhouse/Bar/Catering and Events/Functions.  The following bullets cover the decisions made and actions taken to meet these drivers:-

Course/Comps

In line with recommendations from golf institutions and specifically to improve hygiene on the course we will:-

·        Remove all rakes from the course and make all bunkers GUR.

·        Reposition the cups within the holes so the ball only drops a few centimetres below the surface.  Members will therefore not need to touch the pins, but can continue to complete the hole as normal and within the current rules.

·        Either remove (or cover) other items of course furniture which can be touched by members (ball washers, bins, water fountains, ball retrievers etc.).

·        Switch off the shoe-cleaning machine by the exit to the course.

·        Due to the difficulty with maintaining strict hygiene on them, the course buggies will remain out of commission until further notice.

·        Rope off the viewing steps on the 4th and 6th tees (members should ensure their area of play is clear before teeing off by walking up the fairway).

·        Remove the bells on 4th and 17th holes (members to follow process above).

Working with Matt and his team we will implement a range of measures to ensure the health and safety of the greenkeeping staff.  We will also develop a contingency plan should any of the staff become ill and revisit working patterns/structures to mitigate this.

While we haven’t started competitive play as yet, in preparation we will switch off the touch screen monitor in the clubhouse.  Over the next week we will liaise with both Comps Committees around the running of competitions, particularly the use of scorecards and recording of scores/results.

Clubhouse/Bar/Catering

As mentioned previously, the wellbeing of our staff is our priority, so with immediate effect we need members to:-

·        Keep their bar card charged for processing all payments within the clubhouse and when doing so use a contactless card.  This minimises contact between you and the bar/kitchen staff.

·        Try to avoid using cash at any point, for any purchase.

·        When wishing to make purchases give the bar or kitchen staff your membership number rather than handing over the card, further minimising contact. (You may need to remember your membership number as it is no longer detailed on your card).

·        Maintain strict personal hygiene, washing your hands frequently and thoroughly.

In order to provide as hygienic and safe an environment for our members we will undertake the following actions:-

·        Increase the signage around the clubhouse and course emphasising the need for strict personal hygiene.

·        Increase the level and frequency of cleaning throughout the clubhouse.

·        Regularly clean/wipe down the bar rail, door handles, toilets, tables etc.

·        Implement a cleaning rota for all bar and kitchen staff to facilitate the above actions.  Members need to show patience when service is affected by cleaning activity; clearly this is a priority and is what we need to do to keep the clubhouse open.

·        Reposition the tables within the dining and lounge areas of the club to facilitate greater spacing between customers when using the clubhouse.

·        Close the Halfway Hut indefinitely due to the difficulty with maintaining these strict hygiene conditions there.

As our two franchisees, we need to work closely with both Eddie and Darren over these new procedures, ensuring we have a consistent level of process and hygiene standards across our facilities.  We will continue to discuss with them how these new measures will affect their businesses and make any changes to operations in order to minimise the impact on them.  With that in mind the House Directors met with Eddie this morning and, as a result, the Kitchen will reduce its operating hours with immediate effect and open just 3 days per week at the following times:

Friday, Saturday and Tuesday only 10.00am – 2.00pm. There will, of course, be flexibility around these hours when there are special occasions/events etc.

Events/Functions

While we are taking every effort to keep the clubhouse open for members (while we are still allowed to) we have had to consider and make decisions on some of the activities planned for the next few weeks:-

·        Unfortunately we have had to postpone this weekend’s Captain’s Cabaret performance.  While it is pleasing to see so many members booking tickets, that makes it impossible to provide an appropriate level of spacing between members and guests.  The Board would like to thank all members of the cast and support team for all their efforts and we plan to book a suitable date later in the year when this event can be held (so your work is not in vain).

·        The two forthcoming matches organised by the Southport and District League have been cancelled and will not be rescheduled.

·        We have also decided to cancel this year’s Rosebowl.

·        Mel will be contacting all organisers of non-PGC functions between now and the end of May to advise them of our desire to postpone their event but offer them a future date if appropriate.

·        A similar contact will be made to Visiting Party organisers; however, we will try to work with them to retain their booking around the golf with limited catering/bar availability.

·        2020 AGMs – The rules of Penwortham Golf Club state that the inauguration of a new Club Captain has to be made and voted on at an official AGM.  On that basis we have a plan to achieve this without requiring significant numbers of members attending in person.  As part of your AGM pack (issued by Mel a couple of weeks ago) there was a Proxy form which enables you to vote in the forthcoming AGM without being present in person.  We need to have 50 votes (either in person or via proxy) to validate the AGM so should be able to complete this comfortably with your support.  Clearly the new Captain and President would like to receive their jackets in front of a fuller audience, but the situation requires we endeavour to limit attendance.  On that basis we would like to ask that, other than current officials, Directors and close friends of the Captain/President, all other members use the proxy vote on this occasion.  We will not be asking the Accountants to attend this year; however, you have seen the 2019 accounts and if you have any questions please e-mail them to Mel and we will ensure they get a response.  We would envisage the same position could be taken by the Ladies section for their AGM too.

·        2020 Sides Match – With the extra procedures we have put in place we are confident that we can hold the playing of this event as normal, with as many holes open as possible.  In terms of the evening meal we would like to use this as a barometer of the feelings of the membership in terms of visiting the clubhouse for such an event.  As a result there is a list on the notice board in the snooker room for all those who would still wish to attend the Sides Match meal.  We know how many people normally attend this event and can use the response level as an indication of your feelings about attending clubhouse events at this time.  We will review the numbers early next week in order to make a decision on which aspects of Sides Match go ahead.

·        2020 Ladies Spring Meeting – As above, due to the additional procedures in place we are confident that we can hold the playing of the event and also the afternoon tea following the golf, utilising the main lounge to increase spacing rather than the smaller dining room.  Please would Lady members therefore leave their name on the list if you intend to play and/or dine?  If not, please strike through your name or ask a Ladies’ committee member to remove your name. 

Hopefully you will see that a huge amount of effort has gone into reviewing the operation of the golf club (and these are only the headlines), so I’d like to thank the Directors for their endeavours in pulling this together so swiftly.  Clearly these measures (and any subsequent changes) will have a significant impact on the finances of the club, so there will be a separate group looking at how we mitigate these issues, revisiting the financial planning and forecasts, looking to minimise costs while income is down and prepare a recovery plan for when we can return to normal

Can I take this opportunity to reiterate the need for all members to consider your own health and if you start with a temperature or a new, continuous cough that you do not visit the club or course for a 7-day period (14 days if you live with somebody else). Should you subsequently develop symptoms we need you to let the Office know of this period of isolation, when you were last at the club and who you were in close proximity to?  This is extremely important for the ongoing wellbeing of our staff and your fellow members.

As the situation develops over the coming days and weeks, we are likely to have to impose stricter controls.  Can I ask you to be sympathetic to these changes should they be needed, but we have to follow the advice we are given and respond to specific instances within the club?  Your ongoing support and patience are appreciated, and we will keep you all regularly updated as there are any further changes to this situation.  Thank You.

Dave Brookes.

Chairman of Board of Directors