Club AGM – Tuesday 11th April, 7 p.m. in the Parish Hall, Queen Street. Please come along to support your club, hear our news and give your opinions. A copy of the Agenda is below, followed by a copy of last year’s minutes . Hard copies will also be available on the night.
2017 Agenda
1 Welcome and apologies
2 Minutes of previous AGM
3 Treasurer’s Report and finances
4 Secretary’s Report
5 Estate Manager’s Report
6 Reports from Squash/Racketball, Tennis and Keep Fit sections
7 Update on clubhouse extension, repainting of tennis courts, new flooring/walls for squash courts, gymnasium (equipment, painting), car park resurfacing etc
8 Election of Office Bearers
9 Fund Raising and Social Activities
10 Any other competent business
2016 AGM Minutes
Minutes of the seventh Annual General Meeting of Stewartry Community Sports Club held on Thursday 7th March 2016 in the Castle Douglas Parish Church Hall, Castle Douglas.
Present (16): Colin Kennedy, Doug Walker, Eric Fenwick, Geoff Legg, Eileen Legg, Colin Davies, Lindsay Kennedy, Gordon Neil, Paul Cresswell, Derek Williamson, Steve Smith, Alastair Burns, Craig Reeves, Euan McConnell, Callum Wilson and David McBeth
Apologies: Alison Cresswell
Minutes of the previous AGM: These were taken as read and approved and matters arising were deferred to general business as they appeared on the agenda.
Treasurer’s Report and Finances: (see page 4 for Balance Sheet, page 5 for Income and Expenditure account and page 6 for 7 years comparative Income and Expenditure account) EF presented his financial statement consisting of an Income and Expenditure Account for the year ending 31/12/15 and a Balance Sheet as at that date. Separate accounts in the required regulatory format had been prepared and submitted to OSCR (charities regulator in Scotland).
EF said that the most notable feature of the accounts was the increase in subscriptions income from £13,647 in the previous year to £21,129 due to an increase in membership numbers and an increase in fees. He referred to the 7 year comparative accounts to say that the subscription income in 2009, the year the club was formed, was £7,499 then.
The club generated a surplus for the year of £2,468 and this was after substantial items of expenditure which won’t recur – the new fence and the sealing of the car park which cost £15,683. This was also the last year in which the depreciation of tennis courts will be provided for in expenditure, the last £2,374 of write off taking the improvements balance down to zero.
The major costs for the year included gas and electricity £4,267, building repairs and new equipment £2,270, cleaner’s wages £2,155 (cleaner’s hours had been increased), administration £1,586 (Colette had spent considerable time on this, particularly in getting the entry system and admin working) and insurance £1,525.
On the income side, apart from subscriptions, the main sources were grants of £5,500 (for the new fence), squash court fees at £3,979 which were over £1,500 up on the previous year, and a new item Gift Aid £2,978 (the basic rate tax paid on members interest free loans can be reclaimed from HMRC). We have received about £750 more of Gift Aid since the end of the financial year (relating to the car park resurfacing which was donated) but this item will not recur unless any further gifts are made in the future.
The balance sheet shows fiixed Assets of £343,161 and £8,238 in the bank at year end. EF indicated that since year end the bank balance had improved steadily and currently stood around £11,000. The only long term liabilities were members interest free loans with a balance of £35,400 outstanding at year end. The annual repayments of £3,000 would continue for a maximum of 9 more years for the bulk of the loans and £600 per annum for 4 years for a smaller loan but our cash/bank position is so healthy we are in a position to pay back these loans before the original loan period.
EF concluded by saying that the club is in a good, strong, sound financial position. The increase in fees in 2015 and the increase in membership has been the main contributor to this.
Secretary’s Report:
GL indicated that 2015 marked the end of our building project with the new fence erected in April and the car park sealed in the same month. The grand opening by Judy Murray on 5th May went extremely well with over 85 youngsters and over 20 coaches/volunteers as well as parents and members of the public turning out to see the sessions she and Kris Soutar ran. The entry system was eventually up and running after the installation of broadband which provided a stronger and more stable link between the club and Montpelier office where Colette administers the system.
The increase in membership fees took a long time to effect, the main problem being in getting all members paying by standing order to change their mandate with their bank. This has now largely been resolved and in the month before the meeting we were in receipt of 209 automated payments including 60 families and 140 seniors and country members. Some members and juniors not in family memberships are still paid by lump sum.
In view of our strong financial position reported by the Treasurer GL submitted 2 possible future projects to the meeting – a ‘lean to’ extension at the side of the clubhouse to enable an aerobics/fitness room to be added to the gym and resurfacing of the tennis courts. The meeting unanimously approved further investigation being undertaken by the committee.
Estate Manager’s Report: CD reported that we now have excellent facilities which are being improved all the time. As previously mentioned the car park had been sealed, the outside walls were painted, gravel chips put at the side of the building, bike racks installed, extra power sockets were installed in the changing rooms allowing powered equipment such as running treadmill to be purchased and placed in these rooms, 4 hand dryers had been fitted in changing rooms and toilets, light scaffolding had been purchased which can be used for changing light fittings and painting, a new foldup table tennis and a water cooler had been purchased. Everything was now looking neater and tidier. After discussion the meeting approved the purchase of a new piece of apparatus for the gym to replace a broken machine. Ally Burns and Gordon Neil would co-ordinate this and organise for the gym walls to be repainted in due course.
After discussion it was also agreed that we need an extension to the doorbell so the bell can be heard in all parts of the building and a door or panel will be installed at the top of the stairs so the heat generated by the heaters on court 2 does not disappear into the rest of the building.
Reports from Squash/Racketball, Tennis and Keep Fit sections:
CD reported that we ran two squash teams; one in Division 1 and the other in Division 2. The Division 1 team recruited two players from Lockerbie and had an excellent season, finishing as runners up while the Division 2 team was hit by a number of injuries which meant full strength teams couldn’t be put out but they finished 3rd. David McBeth ran successful club nights during the season.
CD reported on how well the Greg Lobban/Alan Clyne squash day went a few months ago. Over 60 attended and some received coaching from Alan and Greg and then they played a 5 game exhibition match. Food was provided and a raffle was organised. A race night was also held to raise funds to cover the cost of this even. It was agreed that we should try to organise Greg and Alan to come back early in 2017 if possible.
GL/CK/ EL reported that men’s and ladies coaching on Monday mornings and junior coaching all had good numbers with very few sessions lost to the weather. These sessions would be continued in 2016 and the collection of £1 per head at coaching and club nights would as well. Richard Cunningham from Dumfries will again take all the junior coaching this year and Geoff Legg will assist. Junior Coaching is due to commence on Monday 18th April. Club night would start on Tuesday 12th April and Ladies coaching on Monday 11th April. League matches for the Men’s and Ladies teams will start on Wednesday 20th April.
In the leagues SCSC finished 2nd in both the Ladies and Men's leagues; the Mixed league team finished 3rd
GN/AB reported that the new gym was being used a lot and the addition of racks and fixing some equipment to the wall had been very helpful. The spin machine was broken and will be replaced as reported above. The addition of an aerobics.fitness room would be a very welcome addition. Due to higher demand it is already proving to be on the small side but this will be partly addressed by getting the loose weights off the floor with wall racks and fixed dumb-bells. The newly acquired equipment - Smith’s multi-gym, running treadmill, (plus table tennis table and squash/racketball balls and rackets) was being used extensively. Subsequent discussions will take place on where to best position each item of equipment.
Election of Office Bearers:
Colin Kennedy stepped down as Chairman after over 6 years in post since the club was formed in 2009. Doug Walker was unanimously elected to take Colin’s place and the meeting thanked Colin for all his hard work over the years. Colin agreed to stay involved by continuing in a Vice Chairman’s capacity.
Chairman - Doug Walker
Vice Chairman - Colin Kennedy
Secretary – Geoff Legg
Treasurer – Eric Fenwick
Estates Manager – Colin Davies
Committee – Lindsay Kennedy, Steve Smith, Gordon Neil, Paul Cresswell, Alastair Burns and Craig Reeves
Membership Fees:
It was unanimously agreed to not change the membership fees put in place on 1st May 2015:
Adult membership £10 per month or £120 by lump sum
Family membership £15 per month or £180 by lump sum
Junior membership £30 p.a. by lump sum
Country membership (residing outside the Stewartry) £6 per month or £72 by lump sum
Life individual £800 one-off lump sum
Life family £1,200 one-off lump sum
Fund Raising and Social Activities:
LK advised that she has arranged for a club Quiz Night to be held on Thursday 28th April in the Parish Church Hall. DW said he would check if the Merrick or Cairnsmore of Fleet sponsored climb was being held this year as there had been no announcement of date yet. Another race night will be organised as the first one was very successful in terms of numbers attending and funds raised.
Any other competent business:
DW gave a brief report on the ClubSpark management system which is provided by the Lawn Tennis Association as part of the benefits we enjoy for paying our affiliation to them via Tennis Scotland. It is a piece of software which contains different modules which we can use to suit. DW has worked on developing a booking system module for the squash courts. It is hoped to have this running soon. Members would be able to book courts remotely on their computers or smartphones and a keyboard and monitor would be installed at the club so bookings can also be made there. A new website using a ClubSpark module is also being investigated and it is possible to also use another module which could see all our membership records in a database with the added option to pay fees via a secure payment system.
There being no further business to discuss, DW thanked all those in attendance and closed the meeting at 8.35 pm.