CM Chapter 4 Roles

By DG - June 2 2012





The General Committee is responsible for the management of ARCOT HALL GOLF CLUB in all its functions.


The Greens Committee is responsible for the detailed management of the Golf Course, including planning of maintenance and development programmes aimed at agreed performance objectives, along with development of equipment and manpower plans, and obtaining General Committee agreement when required.


The Head Greenkeeper is responsible for constructing a plan of action that will ensure that these objectives are met and will attend and report to the Greens Committee on progress against these objectives. He is responsible for the implementation of this Policy in all its aspects - planning of maintenance schedules in relation to fixture lists; liaising with the Secretary/Manager on any problem areas; machinery maintenance; planning and long term budget strategy; schedules and records; personnel education; training; discipline; application of the Club’s Health and Safety Policy; fertilisers and chemicals; storage and safety; ecology. The keeping of records is of the utmost importance in order to monitor progress towards the set objectives. See appendix 7.


The Secretary/Manager is the Head Greenkeeper’s line manager and will establish appropriate management controls to monitor progress against the objectives set by the Committee, ensuring correct management practices are followed. Variations from budget and deviations from policy will be investigated and brought to the attention of the Greens Committee. He will co-ordinate the AHGC Fixture List with the Vice Captain, considering all work in progress on the course, and communicate all alterations and changes.


Timing of the work on the Course


Much essential work on the course must be completed before a certain time of the year. It will be the aim of the Head Greenkeeper, in his regular discussions with the Chairman of Greens or his representative and the Secretary/Manager, to plan this work well in advance so that the periods in which the work has to be done can be agreed, taking into account the golf program. Members will be informed of any planned work projects.




STAFF - The agreed staffing level is currently agreed as follows:-


Head Greenkeeper

1st Assistant

2nd Assistant

Assistant Greenkeeper

Trainee/Assistant Greenkeeper


Total 5

There is a commitment to training and education of staff who are all encouraged to obtain City and Guilds in Green keeping to the maximum of their abilities.  Staff are to be encouraged to become members of BIGGA and to attend discussion groups organised by this Association and to attend the various trade fairs in order to keep abreast of modern developments.


Financial - The General Committee are committed to the allocation of sufficient funds to achieve the policies set out in this document.




In September in each year the Secretary/Manager, Greens Chairman and the Head Greenkeeper will prepare a budget including a list of replacement machinery in line with the five year plan, requirements for fertilizer and other chemicals, top dressing, seed etc. This will lead to a definitive budget for the financial year for capital and revenue expenditure. These will be discussed in Finance Committee and, when agreed, recommended for final approval to General Committee.


A monthly review of actual expenditure, compared with the budget will be made and any significant differences explained.




The Head Greenkeeper will maintain an inventory of all course machinery and each year update the 5 year equipment plan based on needed replacements and/or additions, for approval by the Greens Committee and then to the General Committee for incorporation into the Clubs Financial Plan.


The Head Greenkeeper is responsible for keeping himself and the staff up to date with developments in golf course machinery and to bring his recommendations to the Greens Committee when discussing the five year plan.


He is also responsible for the maintenance of all machinery in all its aspects - records of use, preventative maintenance, major servicing, adjustments etc. He and his staff must recognise the heavy investment which has been entrusted to his care out of the Club funds and prudently preserve these investments




On behalf of the Captain, the following officers are authorised to open or close the course – Head Greenkeeper (or his nominated deputy), Secretary/Manager, Chairman of Greens, Head Professional (after consultation with any of the previous named officers).


The Decision of the Head Greenkeeper, being ultimately responsible for the condition and presentation of the course, should not be over-ruled. He must, however, take into consideration the commercial implications before making a final decision to close the course.


The course should be closed during unusual weather conditions when damage to the course is likely to occur if play were to be permitted. Such conditions would exist if the greens were waterlogged, the course was flooded or in the case of severe frost or snow.


In summer a decision to close the course may be rescinded if, after the conditions which closed the course have ceased, and after an inspection of each of the 18 holes on the course. In the case of the Head Professional or the Captain, he should attempt to contact the Head Greenkeeper, the Secretary/Manager or the Chairman of Greens. When the Head Greenkeeper or his deputy has closed the course, he will communicate to the Professional the possibility of opening the course if conditions improve. If, in the opinion of the Head Greenkeeper or his deputy, the course should remain closed for the day, then the decision cannot be rescinded, except in exceptional circumstances.


In winter the definition of "Frost" should be taken that if there is a hoar frost i.e. there is a white frost but the plant tissues are not frozen, then play can be allowed without serious damage. If the ground is frozen but there is no frost on the plants, then play may be allowed without serious damage. However, if the plant foliage is frozen, then the course should be closed until the frost has cleared from both the foliage and the ground.


The course may be closed early morning for frost; however the course will be re-inspected at 11:00 am and may be opened for afternoon play, providing there will be no damage to the course.


During a competition, the course may be closed by any of the above named authorized officers, the captain, or the person supervising the competition, if in their opinion the course has become unsuitable for play due to adverse conditions.


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