Aberdeen Squash and Racketball Club MINUTES OF ANNUAL GENERAL MEETING

Transcription

1 Aberdeen Squash and Racketball Club MINUTES OF ANNUAL GENERAL MEETING Thursday 21 August 2014 ASRC Lounge MEMBERS PRESENT: Ian Smith, Paul Duncan, James Brownhill, Andy Reader, Dick Bird, Alan Wallace, Jock Latham, Graeme Davidson, Martin Drummond, Chris Leiper, George Burnett, Paul Charlton, Russell Henderson COMMITTEE MEMBERS PRESENT: Mike Hegarty - Captain, David Ireson - Secretary, George Tierney, Sam Peacock, Chris Shinnie APOLOGIES: John Darybshire, Boyd Wright, Gary Hance, Rosey Leiper, Blair McKenzie, John Gauld, Bruce Stuart, Jacquie Forbes, James Bromley, Steve Swindell WELCOME AND CONSTITUTION OF MEETING: Mike Hegarty, Chairman noted the required notice dated 1 st August had been given to members and noted there were sufficient voting members present and declared the meeting duly constituted. CAPTAIN S REPORT: As you know, this is the committee s first year in its current format. This year has been a year of improvements to the club, with a focus on building the community feel and social atmosphere of the club. The way we have tried to do this is by organising a programme of events for members to both participate in and enjoy watching. Outwith the events we have hosted historically, we also hosted a number of different events which have included: A big push to get more players involved in Grampian League Increased squash and racketball mini league participation by +25% 100th Year Anniversary Celebratory Dinner was a great success and attended by many old and new faces The Masters Home Internationals came back to ASRC for the first time in many years and was hailed as a great success by the participants ASRC Registered the North of Scotland Open as a PSA $5k event. This is the first PSA event to be held in Scotland in over a decade. This also featured a highly successful graded tournament which featured 3 grades as well as the pro event. We provided courts for the hosting of the Ladies League for Grampian Squash Summer Camps were successfully held over the summer with a strong Polish contingent in attendance We have begun catering in house both at events and for Grampian League, and there are plans to develop this further Pilates classes are due to start in September, as well as the ongoing Yoga class held on Saturday mornings We have also made significant inroads into improving the playing facilities of the club, although this is far from finished: Reception has been completely upgraded there are still a number of finishing items that need to be carried out but these are being planned for the near future New improved online booking site and integrated website have been implemented and are working well and have vastly streamlined processes at the club The front door has been replaced and is now ready for the fitting of a door entry system which should be fitted around November time once renewals have been completed The club has recently added BT Sport package to the Bar and we will be opening the bar from 12pm on Saturdays Extra cleaning provision has been provided and cleaning is now occurring twice per day Page 1 of 6

2 Items that members may have not seen: Membership Database has been completely overhauled and has now integrated with our club mailing system allowing us to better target mailings to the appropriate individuals New hot water tank and heat exchanger has been replaced on the system as well as a significant amount of pipework replacements Significant work has been completed on the roof to make water tight although there is still additional work to be completed Car park has been cleaned and patching is ongoing on a regular basis We are working to bring back the club shop this season, and are working closely with George Burnett from Thistle Sports to make this happen We have spent a large amount of time on clearing out various parts of the club, in particular the office which has taken a significant amount of time to complete Conferences are now a regular feature in the function suite during the day We have restarted a school links with Harlaw Secondary School, and are looking to extend this to Aberdeen Grammar in the near future Next things that are due to take effect this season: Coaching Provision we anticipate that we will be in a position to offer Junior Coaching classes for beginners starting in September The door entry system should be fitted and operation in early November We are planning to commence court refurbishment on a rolling basis to ensure that our facilities are of a high standard The $5k PSA event that we ran last year has upgraded to a $10k PSA event for 2015, which should result in a higher calibre of athlete coming to ASRC many thanks go to TRAC Oil and Gas for their generous sponsorship In addition to the above the 2014 / 2015 season looks to be the biggest Grampian League season in terms of ASRC representation in recent years. We have entered 2 extra teams in Division 4, plus an additional Vets team. We would like to thank our club sponsors: Thistle Sports, Ingen, TWMA, Xodus, AW Autotech, IFB, Senergy, SKN, Orion, Trac Committee: I would like to extend my thanks to all are volunteers that give up a significant portion of their time to assist the running of the club. We always welcome offers of help especially volunteer hours. In particular Paul Duncan (general), Jamie Gordon (cleaning), Mike Bruce (trophies), and Chris Leiper (general) are due a special mention. Competition: Grampian League: ASRC won Div 1 and 2, and the VETS league National League: Men 3 rd, Ladies 2 nd National / International Representation: Chris Leiper Aspire, Scotland 6 nations tests in Andorra and U20s Youth, Richard Hollins Scotland, U18 Y Tests and U17 Euros, Won Irish Junior Open Masters: O35s Mike Black, Blair McKenzie; O40s Keith Simpson, Pete Buchan; O60 Alex Sinclair, Ernie Cowell; Ladies O35/40s Helen Nicol APPROVAL OF MINUTES: AGM 2013 The Minutes of the Annual General Meeting of 22 August 2013, a copy of which had been sent to all members, were proposed by Ian Smith and seconded by Dick Bird. Minutes approved. TREASURER S REPORT: Unfortunately Blair McKenzie (Treasurer) was unavoidably stuck at work. David Ireson gave a brief run through of the accounts. Blair advised that if there were any questions from the floor, he would respond to individuals via . There were 2 questions raised by the floor: 1) Query about staff wages despite no manager in place Paul Charlton 2) Query about Net Wages line on the balance sheet Paul Duncan The Accounts for the year to 30 April 2014 were proposed by Jock Latham, seconded by Paul Charlton. Accounts approved. Please refer to Appendix 1. Page 2 of 6

3 MEMBERSHIP FEES: It was explained that the increase in fees are as a result of increased costs. It was noted that for Corporate Members the increase in fees would be staggered over 2 years (e.g. for unlimited - 2k in year 1, 2.4k in year 2 this will be advised in letters to Corporate Members prior to renewals dates). It was also advised that the first 5 members on the respective Corporate Memberships get individual bar credit (i.e. per person, not per corporate card). The membership fees were approved by the AGM. Proposed by Jock Latham, seconded by Paul Charlton. ELECTION OF OFFICE BEARERS & COMMITTEE MEMBERS: Those individuals nominate in accordance with the constitution were all accepted onto the committee: David Ireson Secretary (Nominated by Mike Hegarty) (Year 1 of 2) Blair McKenzie Treasurer (Nominated by Mike Hegarty) (Year 1 of 2) Jacquie Forbes Retiring Steve Swindell Retiring Other continuing Members: o Mike Hegarty Captain (Year 2 of 2) o George Tierney Ordinary Member (Year 2 of 3) o Sam Peacock Ordinary Member (Year 2 of 3) o Chris Shinnie Ordinary Member (Year 2 of 3) A plea was made from Mike for volunteers for the committee or to assist in specific duties around the club. CONSTITUTION AMENDMENTS: David Ireson explained reasoning for Constitution Amendments. All Constitution changes were approved. Please refer to Appendix 2. AOCB: There was a query from Jock Latham about the quality and maintenance of the gym equipment. The committee advised that this is on the agenda for the start of next season. Ian Smith suggested that the minutes of committee meetings and updates on club activities (such as maintenance) plans could be circulated to members. Committee agreed to circulate with weekly newsletter A request to give the Corporate (Unlimited) Members voting rights given the increase in fees. The committee and floor agreed this would be appropriate and will ensure it is proposed for either an EGM or at the next AGM. There being no other competent business the meeting was closed at 8.45 pm. Page 3 of 6

4 Appendix /2014 Accounts: Income and Expenditure 30th April th April 2013 Inc ome Subscriptions Received 110, ,415 Shop Sales 5,987 6,338 Catering Income 0 Bar and Food Sales 102, ,655 Gaming Machine/Pool Table 0 0 Vendor Sales - - Functions/Deposits 650 1,235 Court Charges 3,421 6,049 North of Scotland Income 3,226 3,172 Physiotherapy Rental 8,118 6,300 Other Income 22,973 9,105 Legends of Squash Tournament 0 25,473 Bank interest received , ,743 Direct Expenditure Purchase of Goods for Shop 5,439 8,079 Catering and other purchases 7,651 6,442 Bar Stock Purchases 51,321 50,394 T.V. Expenses 6,984 5,769 Gaming Machine/Pool Table Expenses Fund Raising/Functions - 1,027 Door Entry System Team/Tournament Expenses 11,245 2,535 Premier Team Costs 1, Reception Wages/Paye/Ni 81,356 79,895 CCTV Expenses - - Gym Equipment Hire 1,344 1,920 Legends of Squash Costs - 26, , ,874 Overhead Expenditure Telephone 1,045 1,467 Advertising & Promotion - - Insurance 5,876 5,645 Electricity 9,543 6,685 Gas 12,342 9,590 Water 5,431 6,638 Printing & Stationery/post 876 1,070 External Professional Fees 2,854 4,080 Repairs & Maintenance 9,842 8,018 Coaching Costs - - Card Machine Costs Bank Charges & Interest 2,312 5,763 Cleaning Costs 9,744 6,032 Computer Costs 2,765 1,919 General Expenses 7,735 6,259 Capitation/Affiliation Fees 4,578 3,567 Newspapers etc - - Depreciation 10,923 8,011 Bad Debt Write Off - - Donations Paid Recognised in ,580 Corporation tax paid - - Unknown expenses relating to ,398 80,007 Surplus/(Deficit) for Year 4,246 8,863 Page 4 of 6

5 Balance Sheet Year ended 30-Apr-14 Year ended 30-Apr-13 Fixed Assets Property 290, ,849 Equipment, fixtures and fittings 29,956 14,892 Heritable Improvements 80,991 80, , ,732 Current Assets Stocks of Goods for Shop 1,000 1,000 Bar Stocks 3,500 3,500 Trade Debtors 9,286 15,286 Prepayments and other debtors 0 0 Cash at bank and in hand ,786 19,786 Liabilities Trade Creditors 18,530 11,530 Accruals and deferred income 14,352 24,105 Credit Card Swipe Account 0 0 PAYE and NI 1,345 5,659 Net Wages 1,165 0 Loans & Mortgages 66,916 50,164 Bank Account 8,651 11,521 VAT liability 1,872 5, , ,013 Current Assets less Current Liabilities (99,046) (88,227) Total Assets less Current Liabilities 302, ,505 Financed by Capital Acc ount At Credit Per Prior Years Accounts 268, ,198 Add (Less) Surplus/(Deficit) for Year 4,246 8, , ,061 Founder Shares 14,100 14, , ,161 Loans Loan Memberships 15,944 15,944 Other Loans ,344 16, , ,505 Page 5 of 6

6 Appendix 2 Constitution Amendments: AMENDMENT 1 - MEMBERSHIP 3 MEMBERSHIP 3.1 Categories Corporate Membership Corporate Membership can be offered on a group basis to a corporate group of no more than five individuals, all employed by the same employer. Three different categories of Corporate Member will be available: Unlimited, Off-Peak, and Lunchtime. The conditions and times during which courts are available to the different categories of Corporate Members will be as defined within the Club Byelaws. Reasoning: Corporate Membership structure to be amended to provide better choice and flexibility; pricing will be amended to reflect associated membership rights. 3.2 Membership Application, Suspension, Refusal or Termination For non-corporate Members the first Annual Subscription, such subscription being calculated on a pro-rata basis, based on the number of whole months outstanding until 1 October, the month in which the member joins counting as a whole month. Corporate Memberships are annual and are based on the date of application to membership. Reasoning: Update to reflect current practice Individual membership subscriptions are due prior to 1 st October each year. Excepting Temporary Members, membership subscriptions are annual. Members are required to join the Club for a 12 month period. On early termination of membership any outstanding membership subscriptions are payable to the Club. Corporate membership subscriptions are due by the last day of month in which they are due. Reasoning: Update to reflect current practice. Page 6 of 6