Annual General Meeting Minutes
At Headley Village Hall, Headley on Monday 23rd February 2009
Present: M.Pickard (President), A.Pickering (Chairman), P.Briggs (Pavilion Secretary),M.Hopper (Vice Captain 1st Team), B.Harrison (Fund Raising Sec), G. Waller (Fund Raising Committee).
The President opened the 116 th Annual General Meeting and welcomed members in attendance.
Minutes of 2008AGM
The minutes of the 2008 Annual General Meeting were read and approved.
Treasurer’s Report
The Treasurer presented his report for 2008 and gave a very positive account of the Club’s financial situation at the AGM where he reported a surplus of £1,011.70.
Special mention was made of the following:
INCOME
> The Annual Dinner provided a much reduced contribution of £898.00, which is a very poor performance for the club especially when viewed against last year’s record. This was partly due to a reduced attendance and it was unfortunate that a number of senior members of the club were unable to attend due to business commitments. We did not have the benefit of a large annual event in 2008 and should put this right by doing something special in the 2009 season.
> Something that we did have though in 2008 which compensated somewhat for this was over £1,000 in ground hire income from Ashtead, and we should be grateful to Andy Pickering for making this possible. The idea is for us to continue to make this facility available in the school holiday months in 2009 when both Saturday league teams are using Freemens School pitch, therefore leaving our ground free.
> We had another very profitable raffle year again thanks to Barny Harrison’s efforts on President’s Day.
> Player’s subscriptions were slightly up on the previous year, even though we kept the annual dues as per last season; this was due to better control of this vital and necessary income stream.
> Social membership is a little up on last season but I think that we could do better here given the number of spectators that we get at the ground, especially on a Sunday – this is a potential untapped source of regular income.
> Once again the President has excelled himself this year in donation collecting, and we once again realise the indebtedness we owe to him in this regard, and of course to the vice presidents who support us every year.
> We have made a successful application to be registered as a Community Amateur Sports Club (known as a CASC) which means that we claimed a further 28% from the Inland Revenue as a tax rebate on Voluntary Donations for 2007 and 2008, which brought in a very welcome £3,641.57.
> Our Match Fees were up by nearly £500 on the previous season which is down to a better system of collection. Once again all of our nomadic opponents contributed to our costs by way of a small match fee of £25 and we were very dutiful in collecting £225 in 2008 against only £25 the previous season.
> The bar turnover showed a welcome increase of around £800 from the previous year, but because we do not separate the bar takings from things such as sausages, the occasional BBQ and Ploughmans lunch, this figure is probably inflated because of that. Bar costs went up this year in line with the increase in takings but we still showed a health profit of over £700 – Tim Collett should be thanked for his management of the bar.
> Teas turnover was a little higher than 2007 which is probably due to a larger number of Sunday matches being played - because the whole teas turnover is a Sunday affair which I must say is handled very efficiently by the captain and the players wives and girlfriends.
> Bank interest is no longer applicable on our small balance at the moment, so interest is nil.
> So even with a few negatives we had an overall increase in revenue mainly due to the CASC rebates of nearly £3,000 on 2007 which represents a reasonable contribution all round.
EXPENSE
> Thank you to David Hufton who once again kindly agreed to print the fixture cards last season. David did not charge the club for this.
> Telephone remains a necessity due to the poor reception for mobiles on our part of Headley Heath but this cost has been quite substantially reduced by moving to a new tariff that BT does not make you very aware of, called “low-usage”.
> Playing equipment expense was mainly cricket balls, and scorebooks. We have to buy Saturday league balls to a certain specification, and have two available per match. We decided to have an equipment clear-out last season and invest in some new pads, bats, stumps and other necessary equipment – for the first time in my memory.
> Pavilion and ground maintenance was well controlled by Paul Briggs, as was the cleaning and playing surface expenditure. We had a couple of extra items in 2008 namely a fence repair following a car crash on the main road, and we had to carry our some mole-repellent work. Again no amount of thanks can convey how much Paul & Kay do for the club in their stewardship of the pavilion.
> The insurance premium went up marginally from 2007 which we would expect, and the electricity bill went down considerably because we had the meter read!
> We appointed a new groundsman at the end of the 2007 playing season which resulted in a surprising increase in costs mainly due to unforeseen equipment hire.
MAJOR WORKS EXPENDITURE
> In the previous three seasons we have replaced the cricket square completely, had the outfield verti-drained, sprayed for moss control, and screened with 10 tons of loam to level the ground near the pavilion and in 2007 we decided to tear down the cricket net that has been by the side of the pavilion for at least 20 years, and re-site it in line with the pavilion. At the same time we dug a huge hole in the ground and installed a water tank to collect rainwater that we could use to irrigate the square and the outfield – for the foreseeable future, without using metered supply.
> In 2008 we embarked on a kitchen-replacement programme and have replaced all of the units, bought a new cooker & dishwasher, and upgraded the electrical supply. Many thanks again go to Paul Briggs who undertook the purchase of all of this, and also oversaw the installation.
FINANCIAL SUMMARY
> Finally, the club’s reserves have increased to around £22,400 in 2008, which is a small increase on 2007.
> So in summary, a successful year financially for Headley cricket club, with money in the bank, security for the future by way of growing investments.
The financial statements were unanimously adopted.
Subscriptions & Match Fees for 2009
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 2009);
£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.
Election of Officers
The committee’s nominations as per the AGM Notice were put to the meeting and approved
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 David Richardson (OF)
Saturday 2nd XI Vice-Captain Alan Clarke
Sunday Captain rotating match manager
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, Barny Harrison
Child Welfare Andrew Pickering
Groundsman John Vaughan-Davis
Conversion to a Limited Liability Company
The committee’s proposal to convert the club to a limited liability club was unanimously approved.
Other Business
> General Secretary tabled a motion to amend the Club Rules to add the Chairman position and remove the Assistant Treasurer, Team Secretary and Groundsman positions from the Committee as well as removing the need for an additional seven members to form the committee. Motion was unanimously adopted.
> Grant Waller offered to be Captain or Vice Captain of 1st XI in case Haywood was unable to fulfil the position.
> Barny Harrison reserved Friday 26th June for the Headley CC Barn Dance. No price as yet as catering needs to be determined.
> June 5th has been confirmed as the Headley Court day – 20:20 game with barbeque
> Grant Waller indicated the golf day would be deferred till September. The event is likely to be on a weekday and include a late afternoon tee off and a snack supper.
> The Chairman is dealing with the printing of the fixture cards (black and white)
> The Chairman suggested that either the General Secretary or the Treasurer look into arranging the nets if they are so keen.
Anjai Patel
General Secretary
8th March 2009