Aire Valley Archers Committee Meeting – Sat 7 February 2015

Attendees -John, Adam, Gill, Martin, Mick, Helen, Paul, Andy & Georgina

Apologies –Bev, Tracy & Alan

1) Amendments from last minutes – Beginners course is for adults only, Outdoor session to follow afterwards

Xero – Done

Mailchimp – Done

Indoor boss – arrived

Grants – Community Chest not opened yet, missed the deadline for the postcode lottery.

Adam is to send the electronic audited accounts to John.

Paul has requested an email address ‘treasurer@’ – this is to be set up

Keighley News have contacted Adam as they want to do a report and photo on the funding for the club. Adam is to contact them to discuss.

To do list – this is still to do!!

Archery Appreciation – this has happened and went well. Great feedback was received and they may consider doing it again.

Work Party – Invites to go out along with the AGM invites.

Christmas Party Shoot – No further action this year – will look at Dec 2016.

Double Portsmouth –Suggested 13/20 Dec as an external competition. Andy advised he went to one last week with 10 bosses. Martin queried if this would be feasible count wise with 60 people. John suggested charging £10/£12 per person.

John is to talk to Greenhead re costs for hiring the venue.

Adam suggested buying used goods after the Yorkshires competitions. Andy advised that the indoor Yorkshires was coming up, however Alan said it was only the outdoors comps that

John is to email Andrew Neal to register an interest to buy bosses after the competitions.

Andy suggested a fun shoot up at the outdoor range, 10 targets with 4 per boss. Agreed no further action at the moment, we will look at starting comps in 2017 with everything currently going on.

2) Finance update – Paul is finalizing the accounts, we have not touched the savings. There is approx £3 - £3,500 in the bank and spending for this year has been around the same as last year. We need to be careful wit spending until all beginners fees are received.

Insurance is around £600 pa which is paid up until June when it will become due. Portaloo is £105 pa and indoor costs are £300 per month for 6 months a year.

Gill advised that we did not need any new kit for beginners this year, and Adam confirmed we had plenty of Danage to keep us going.

Paul reminded us that we only get income once a year from the beginner’s fees and this should all be profit; however there are not as many beginners this year.

Post AGM Adam advised we need a projection of spending. Beginners are self funding as there fees pays for the kits.

Adam queried if the accounts are to be audited – Paul confirmed yes this will be done.

Adam & Paul both confirmed that we did not want to be handling cash payments anymore. It was agreed that have a go weekends would have to be cash, however no other cash payments to be accepted. Subs to be paid by BACS where possible. If not we will accept cheque. Any expenses are to be invoiced to the club and then BACS payments will be made. Chairman (Adam) will need to approve all payments.

Paul discussed the option of standing orders so members can pay monthly, but this would be more difficult to manage. We would need to remember that money was coming in monthly and it was subs so was not income to spend otherwise there would be issues when paying out to bodies etc. Would also need to pay in advance so paid in full by the time the subs are actually due. This option is to be delayed to allow time to get the system set up and fully running, and this can be considered in the future.

3) Project update – Project has been delayed due to the architect having to take temporary leave due to family illness. He is now back at work so will hopefully receive draft drawings shortly.

Since the meeting – these have been received,

4) Beginners course – February course is fully booked (and now under way) No family members took the places so this went to others on the list. The April course was offered to family members also - spaces as follows:

4 Pre-teens – 3 places booked

4 Teenagers – all available

32 Adults – 1 place booked

There are 168 on the waiting list. Gill was concerned that juniors went on the list as 11yr olds and have been waiting 2 years. There is a large block of juniors waiting to join. Andy suggested running a course exclusively for juniors. Gill advised we would need to look at the equipment to see if we had sufficient suitable for juniors.

There will be 150 on the waiting list after the course, and we are getting an average of 3-4 enquiries per week. It was suggested that we could run an evening course during the summer. This would reduce the waiting list and increase the income.

Paul queried how many juniors shoot on a Thurs night? Average of 10

Adam suggested doing a course for juniors on junior night. Existing juniors can still shoot, if we use 2-3 bosses for them and the rest for beginners – 6 bosses @ 4 per boss.

This would be run by Bev & explored further – would be subject to equipment & coaches.

5) Membership –Martin advised there had been issues with membership for Ian & Renee last year. The money had gone into the AVA account but had not been paid to Archery GB. The Archery GB money is to be refunded to them, and an apology to be made.

Adam mentioned Archery GB looking at the club with regards to the Grant.

Adam advised that some other members also wanted this looking into and this was not a problem

Helen is to check Martin’s membership list against the Archery GB list.

Helen questioned whether the Face book page was a good thing – as we have the AVA webpage to update people did we need face book as well as this could be used disruptively. Andy suggested that we delete any derogatory posts; however Adam thought we might be criticized for this. Paul & Gill felt that the page should be used for celebration. Georgina suggested that we update the page so that it is a private page and no one can comment on it. Adam suggested that we pin a message to the top of the page with ground rules, and advising that anything deemed inappropriate will be removed.

6) AGM – Date agreed as 26 March 2015, 7.00 – 9.00pm at the Bronte Hotel, Haworth.

It was suggested that they could offer food if required, however as we cant guarantee numbers and it would come from the club account it was felt this was not viable.

Discussion around who wanted to stand down from their roles:

Georgina – happy to continue

Andy – happy to stay on committee however doesn’t want Equipment Officer Role

John – happy to continue

Helen – happy to continue

William – happy to continue

Paul - happy to stay on committee however doesn’t want Treasurer Role

Martin – will open the post to others, however if no takers, will continue

Gill – happy to continue

Adam – undecided

Tracy – not standing

Alan – not standing

Other members preferences were unknown.

It was suggested that the Equipment Officer role should manage a group of people to do specific jobs due to the amount of work involved.

If the Treasurer was to change, then we would need to ensure that the Funding were aware of the change.

7) AOB –

Bev mentioned that last year we agreed she could sign up for Archery GB Progress Award Scheme. It didn’t happen last year as it was late in the year; however are we all still agreed for this year? Joining costs £10 and badges are £2.

Question was raised as to how many juniors would join and how many badges per junior? We would need to explore further the total cost involved. Gill suggested that we are a budget for this.

Andy reminded us that once the portaloo has gone, this will save us £105 a month.

Georgina advised that some juniors were nervous of entering external comps, and suggested running some sort of training in the club to prepare them for this. It was suggested that junior nights could be used to run practice comps to help prepare. Gill queried if we would need to run this by juniors to see if they were happy with this? Adam advised Georgina is representing the juniors. Gill was concerned that if juniors turned up for a fun night they might be disappointed if a competition was set up. Georgina is to talk to the juniors at the outdoor session to gauge interest.

Next meeting – 28 February at Knowles Mill, straight after beginner’s course.