Annual General Meeting Minutes
At Headley Village Hall, Headley on Monday 25th February 2008
Present: M.Pickard (President), A.Pickering (Chairman), P.Briggs (Pavilion Secretary), A.Clarke (Treasurer), A.Patel (General Secretary), P.Ashley, J.Pickard, K.Mitchell(Captain 2nd Team), T.Collett (Bar Secretary)
The President opened the 115 th Annual General Meeting and welcomed members in attendance.
Minutes of 2007AGM
The minutes of the 2007 Annual General Meeting were read and approved.
Treasurer’s Report
The Treasurer presented his report for 2007 and gave a very positive account of the Club’s financial situation at the AGM where he reported a record surplus of £1,081.
Special mention was made of the following:
> Major contribution to the funds by the Vice-Presidents (record £3,425)
> The Annual Dinner raised a record £1,821 – enormous thanks to Barny Harrison for his efforts in organizing the event and fund raising events during the Presidents Day.
> Subscriptions were down and concern was expressed about 2 players who still had not paid their 2007 subs. The individuals involved would be expected to pay their 2008 subs up front as well as clear the backlog.
> Playing memberships were down with only 21 playing members (down from 26 the previous year). President commented that the lack of playing members is the biggest concern facing the club.
> Social membership was also down and this is to be viewed in conjunction with Ground Collections which are no longer carried out on a Sunday. It was declared that if ground collections were to re-start, then the club would be better off around £300 p.a. in terms of both monies collected and new social members signed up.
> Match Fees were also down as early season matches were lost due to weather (also noted that there was no match fee for youngsters). Treasurer questioned whether adequate collections were taking place after the games. Nomadic clubs would this season be notified in advance that a match fee is due.
> Bar profits were down compared to previous year although this year no inventory was taken and “stock in hand” reported as nil which accounted for the majority of the difference. A recurring problem is that people simply do not spend enough time in the bar after games. Consequently, Sunday games will now start at 1:30pm in order to get the game finished a little earlier to encourage people to spend more time in the bar.
> Teas margins held up and this was due almost exclusively to the efforts of the Sunday side and their families and this was applauded.
> Fixtures Card costs were nil thanks to David Hufton again paying for the printing. Thanks were again expressed to him.
> Two major donations were made to the club by Phil Chapman and the Wates family, the latter being used for the repairs to fencing and pavilion as well as the new 8000 litre water tank and practice net. Thanks were expressed to both Phil and the Wates family. President indicated that a plaque would be organised and placed in the pavilion in remembrance of Lady Wates and as thanks to the Wates family for their contribution.
> Ground costs were up by 10% on the previous year but the appointment of the new groundsman would likely see costs fall in the coming year. Not only are the rates lower but he is not required to be VAT registered and will not be charging the Club VAT.
> £845 was raised through ground hire to Ashtead U13 and 3rd teams and one corporate event thanks to the efforts of Andy Pickering and family. Chairman indicated that ground hire would only increase in the coming year to include the Ashtead U13, U14 and U15 teams. Importantly some of these juniors are joining and playing for the Headley.
> The Club won £200 (second prize) in the “Best Kept Ground” competition.
> Playing equipment expenses were practically all on cricket balls. Planned expenditure in the coming year would be higher due to replacement of old equipment.
> Electricity is still being billed on estimates which do not account for the lack of use in the winter. Treasurer will ensure readings are passed to the utility company.
> Thanks were expressed to George Nixon for organising the Clubs insurance.
> Treasurer confirmed that the fees for hiring the Headley Village Hall have always paid when an invoice had been received.
The surplus of £1,081 does not include CASC rebates for donations made by Chapman or the Wates family. Approximately £2,600 will be claimed back (but entered in the 2008 accounts). President will also approach Vice Presidents to inquire as to whether they would be objectionable to the Club claiming a (CASC) tax rebate on their donations for the coming year.
The Club’s reserves in the bank and on deposit remain strong at about £21,534 comprising £2,934 in the Bank and £18,600 in investments.
The President, subject to re-categorising the Vice Presidents contributions as donations rather than subscriptions, proposed the Financial Statements for adoption.
Financial statements were unanimously adopted.
Subscriptions & Match Fees for 2008
The Committee’s proposals for subscriptions and match fees were as follows:
Annual Subscriptions
Playing Member £70.00
£60.00 (if paid by 1 June 2007);
£30.00 (for first year of membership)
£30.00 (full-time students)
Non-Playing Member
£10.00 (non-playing)
All subscriptions to be halved for new members joining after 1st July.
The Committee’s proposals for subscriptions and match fees were unanimously adopted.
A further proposal was adopted in that a playing member that had not paid subscriptions would no longer be selected until all outstanding subscriptions had been paid.
Election of Officers
The committee’s nominations as per the AGM Notice were put to the meeting and approved – the only amendments are in bold:
President Sir Michael Pickard
Chairman Andrew Pickering
Saturday 1st XI Captain Tom Haywood (OF)
Saturday 1st XI Vice-Captain Mark Hopper
Saturday 2nd XI Captain Kean Mitchell
Saturday 2nd XI Vice-Captain David Hammond (OF)
Sunday Captain Philip Chapman
Sunday Vice-Captain Josh Pickering
Fixture Secretary Andrew Pickering
General Secretary Anjai Patel
Pavilion Secretary Paul Briggs
Bar Secretary Tim Collett
Fund Raising Secretary Barny Harrison
Treasurer Alan Clarke
Dinner Committee Barny Harrison & Grant Waller
Bar Committee Tim Collett, Paul Briggs, Kean Mitchell
Child Welfare Mike Denison
Groundsman John Vaughan-Davis
Other Business
> The low member turnout to AGM could in part be down to the “early” 7:30pm start, so next years AGM would start no earlier than 8:00pm
> A 6 month TV licence should be purchased for the pavilion in case a portable unit is brought into the clubhouse on the odd occasion.
> The kitchen refit will be the major project for 2008 (approx. £2000). A proposal that the refurbishment of all the rear windows should be included was adopted. PAshley suggested he might be able source the windows at cost.
Anjai Patel
General Secretary
1st March 2007