ANNUAL GENERAL MEETING
Minutes of the Annual General Meeting Held on 29 June 2012
PRESENT:
Rob Logan / Charlie Helyer / Matyn Harvey / Matt Reynolds / Richard JonesPeter Simm / Sue Ansley / Jackie Daw / Jackie Brooks / Michelle Judge
Phil Wright / Andy Watson / Denise McMahon / Martin Stoneman / Andrew Harvey
Peter Filewood / Roger Triscott / Alan Coulter / Mike Daniel / Karen Dutton
Mike Dutton / Tom Spencer / Paul Earnshaw / Peter Hodge / Keith Dingle
Andy Rowe / Paddy Porter / Sam Tallowin
APOLOGIES:
Simon West / Andrew Bell / Graham Doney / Danielle Bunt / Bill GoodridgeAnn Read / Julia Gill / Sue Sharland / Pete Brooks / Graham Smith
1. / The President, Paddy Porter, welcomed everyone to the AGM / Proposer/Seconder
2. / MINUTES OF LAST MEETING
Read and approved. No matters arising
3.1
3.2
3.3
3.4
3.5 / REPORT – Treasurer Report – Steve Pearce
This year has again seen the continued financial growth of DHUA with turnover again growing from £20k in 10/11 to £21k in 11/12.
We have continued to implement the appointment fees charging system in line with individual Club status for the winter season but still maintain the £5 flat rate for the Exeter and Plymouth summer leagues.
The web site has allowed for a much more comprehensive record of games “appointed to” and hence enabled the billing of fees to be much more straight forward and accurate. This has increased our income from games and allowed us to ascertain true costs involved in such appointments. To date we have already received over half of our invoiced fees for appointed games and I thank all those who have responded in record time. The counter point to this is that umpires now have a ready made record of their meandering journeys across Devon and hence expense claims have increased markedly. This has occurred when other associations have implemented similar systems and so was to be expected.
With such a new system there have been, understandably, varying degrees of success in using the claim system and I have, and will continue to, happily assist anyone in getting it right if they so wish.All substantial outstanding expense claims were settled at the end of financial year and further payments have just been made- all claims are now settled but I would please ask that claims are made at end of season asap so that the amounts due are included in the correct year’s figures
Some of you have may have ended up overpaying subs and for those affected I have repaid such sums within expenses claims
we only had a few outstanding expenses not claimed and I thank you all for helping to achieve this. Many thanks to those who have patiently waited for their expenses having claimed successfully, all outstanding monies will be settled after this AGM.
I have attached a summary of the audited income and expenditure statement for the year end to 30th April, the headline excess expenditure needs further explanation and I will attempt to reconcile here.
The web system had an initial upfront cost of over £4000 and ongoing maintenance costs of £500 per year. Following Paddy Porter’s (PP) generous offer to financially back the implementation, the association has paid £2060 to Tex Solutions with the balance being paid by Paddy as a ‘loan’ to the association..
Several additional features have been added to the system the costs of which were again settled by PP with the net effect that DCHUA has an outstanding commitment to PP of just over £2900. The intention is to repay this loan over the next 2 years. Please also note that the loan figure includes the sum of £795 which represents the insurance costs for the season which was again covered by Paddy as no treasurer was in place when it became due. This sum will be repaid along with other expenses this period.. Summarising the financial position for the year, I note:
- We have a healthy bank balance and have not needed to rely on any sponsorship
- Income from clubs via appointment fees of £16.1k (an increase of 2.3K) was offset against travel expenses for umpires & coaches of £12k. Please note that £2.5k of this amount is in the current year’s accounts due to late claims submission etc). The large excess here has occurred due to the increase in fees charged for B&C clubs coupled with over a thousand pound decrease in the amount of expenses actually claimed by members- an interesting development in the current financial situation! Many thanks to those members who continue to donate both their time and money to supporting the association.
- Membership receipts of £3.8k closely matched the total admin costs of the association i.e. insurance, web costs and general operation of the association. We have pitched individual charges for Level 1 courses so that it covers the cost of arranging & holding them, so these break even.
- The deposit account,h which willholds the underlying balance of our funds minus an operating float in the current account last year.- currently stands at just over £4950. This account is currently generating almost no interest so we should consider other ways we could invest this money
- The net worth of the association stands at £18100 to year end April 10, with a net income of £6000 for year, although it should be remembered that , as above, there are over £2500 of costs for 10/11 in current year’s accounts and the true value is circa £15k
- Average winter league appointment costs are running at approx £9-10 per appointment.
- Beyond the standard expenditure for appointment expenses, the following activities have had substantial figures invested in them:
- £900 in development costs- for coaching, mentoring supporting of members.
- £1100 in web site costs (Module to appoint club umpires, improving functionality plus annual support and costs of league collaboration).
- £1300 in running Level 1 courses (EH packs, room hire, tutor costs).
- The running of the association (bar web site) £2700 representing travel, room hires, admin & postal costs, new rule books & insurance.
- In light of all the above, proposals for next year’s fees, charges and expense rates will be tabled.
Nearly all invoices for the season have been fully paid and I commend all of these clubs who have paid up promptly and, as of today, only 3 significant accounts are outstanding. Invoices for the second half of the 10/11 season have been issued in the last few weeks and payments have been coming in promptly, thanks to all clubs who have responded in such a timely manner.
Lastly I note that due to our success in increasing umpire numbers our accounts grow inexorably each year. I had been conscious for a while that I was unable to devote the time I should to fulfilling the role competently and hence resigned my post in January with the hope that a suitable replacement could be in place by now. Alas this has not been the case and is a pressing need for the continuing operation of the association.
Steve Pearce resigned
Peter Hodge spoke to report
Invoices sent out 9th June
Any members not paid contact DHUA
Vote of thanks to Steve Pearce
Peter Filewood asked consequence of D club status
Not much as £25 charged if they request any umpires
Club UDOs meeting in September. Charges to be an item on agenda
Thanks to Peter Hodge
REPORT – Membership Secretary – Denise McMahon
Facts & Figures – as at 28 June 20122010/11 / 2011/12
Vice Presidents / 3 / 4
Members / 192 (including 1 x L3 & 4 x L2) / 452 (all groups)
Devon Umpires (L1 qualified & above incl U21 & U18 umps) / 264 / 325
Neutral Pool / 50 (inc.1 National Badge, 14 x Level 2’s) / 59 (inc.1 National Badge, 3 x L3, 23 x Level 2’s)
Registration Only - Level One / 3 / 2
Resigned/Retired L1 / 13 / 11
Non Member (Aspiring Umpire) / 75 / 97
Level One Candidates (Part Qual) / 78 / 60
Transferred / Out 7; In L1’s - 7 L2’s - 1 / L1’s Out 7; In - 6
Level 1 Qualified (Visitor) / 2 / 2
Foundation Umpire (Adult) / 6 / 8
Young Umpire U21 (Foundation Award & Candidate) / FUA -37 (inc U18) / 13 (FUA)
32 (L1C)
Young Umpire U21 Level 1 / 19 (inc U18) / 14
Young Umpire U18 (Level 1 Qualified) / 2
Young Umpire U18 (Level 1 Candidate) / L1C 70 (inc U21) / 40 (FUA)
16 (L1C)
Young Umpire (Aspiring) / 13 / 8
Unpaid Membership fees
There are still 6 unpaid memberships outstanding for last season. I will chase these when dealing with next seasons renewals. 5 umpires had their membership terminated after no contact.
New Umpires:
We have a new system now on the website that alerts me in the admin area when a candidate has been qualified. I then apply to EH for a registration number/pack. This saves on time, paperwork and emails.
New Umpires = 31 (Summer Leagues = 11); Re-assessment – 1
4 umpires have been qualified this summer already but not included in these figures.
Activity Sweep: 11 have been made inactive and membership terminated.
Level One Candidate Expiry (over 2 years) = 48
Contacted these and advised that their qualifying period was due to expire and advised them that their candidate status would expire and they would be unable to umpire lower league matches. As a result - 6 had extensions to their qualifying period, 1 has resigned and 4 are no longer in Devon.
Transfers
In = 8 Out = 7
Female Numbers
National Badge – 1; Level 3 – 1; Level 2 – 2; Adult L1 -56; U21 L1 – 9; U18 – 18
Registration Number Sweep
Contacted EH re several registration numbers not on the website and duly updated – at least 10!!
It also came to light that one Exeter Univ student who thought he was qualified had only an old preliminary qualification so he has been added as a Foundation Umpire.
Vote of thanks to Denise
EHA to review Level 1 status
REPORT – Appointments Secretary – Graham Woolcock
Firstly apologies for not being available tonight but I will be thinking of you all from a sunny Tunisian beach!Well this year has been a really good year, BUT not as good as last year. We have appointed to a total of 1362 league games against last year’s total of 1505 appointments being made. I am hoping to see the old regulars fit and ready to umpire in September as well as some more new Level 1 umpires making themselves available to the Neutral Pool. Thanks as always must go to Paul Earnshaw and Paddy for appointing to the Cup games and the summer league fixtures in Exeter and Plymouth.
The title of Captain Scarlet is shared this year, being jointly won by David Woods and Maurice Salzmann.
I have also had the pleasure of seeing some remarkable things on and around the hockey pitches this year. Andy Harvey doing a “Dickie Bird” with a light metre, Mike Daniels forgetting his boots and having to wear a pair of flippers as replacements and Graham Smith trying to drink a cup of coffee with 2 lids.
But my favourite things this year have been the sharp wit that some umpires have had with the players – here are some of my favourites from this year:-
Rob Logan “Why can’t players just get on with it? They fail to score no comment, you make a decision they don’t like WWIII breaks out. Game ends shake hands; oh no most of them walk off muttering. They then want you to try and remember a decision you gave in the first 5mins, I can’t remember the one I gave in the 70th!
Andy Harvey “A shot at goal going toward the roof of the net was deflected by the keeper onto the forehead of the umpire, asked "are you OK umpire" the umpire replied "Long Corner" to which a reply came back "he's hard"!
Pete Hammond when asked by a player to fetch the ball was heard to say, “nah, I am not your ball boy fella!
I would just like to end by saying thanks to all umpires who by managing their availability early on the website it makes my life so much easier!
Apologies again for my absence tonight.
Keith Dingle spoke to report
Vote of thanks to Graham
Thanks to Keith
REPORT – Chief Coach – Andy Harvey - Assistant to Chief Coach’s Report
(In the absence of Chief Coach Julia Gill I have pleasure in giving the following report)
The DHUA Selection & Coaching Committee (SCC) has met on four occasions during the 2011/12 season. At our initial meeting (held in August 2011) we indentified three groups of “Elite” umpires (men, ladies & young). These are umpires who have been identified as having the potential to umpire at a higher level while being coached within Devon. Unfortunately the events whereby the three “Elite” groups were to receive their coaching, only the Men and Young umpiring groups were a success due to the Ladies event being less than enthusiastic in supporting the organisation of the DHUA.
It was also identified that there were (in the past) some concerns within the membership of the association that there was very little being offered to its members for group events of coaching. As a result of this, the coaching committee set about drawing up an itinerary of events throughout the season whereby the whole of the membership have been invited to take part. Events have been well attended by those members who continue to support the association and essential links have been made with Exeter University and Plymouth Marjon (and their facilities), who have assisted the association in creating future umpiring development within Devon.
Throughout the season there have been Level One courses held in both Plymouth & Exeter; these have been well supported by Clubs. Several of those candidates have recently been receiving coaching during the summer leagues, with some at the at the point of being assessed for their Level One qualification. Four members are currently undergoing their Level 2 coaching award and are well into their requirements for this course, and should conclude in the forthcoming season.
In February this season an exchange took place between Kent & Devon Hockey Umpires’ Associations, whereby four members of our association travelled to Kent in the first of the two weekends, while a similar number of Kent members travelled to Devon the following weekend. On both occasions a coach and three umpires from each association were involved, gaining valuable experience in umpiring and coaching in different areas of the country. It is hoped that this will continue to be a regular event in the forthcoming DHUA calendar. My thanks to Peter Hammond, who made this successful event, happen!
I was privileged to be asked to attend the Plymouth Primary Schools Mixed Hockey event held at UCP Marjons in June. The association were asked to provide coaching to under-14 pupils who were umpiring at this tournament. It really was a fun day that was excellently organised by Jamie Oxley, his team of volunteers and UCP Marjons. The enthusiasm of the young umpires was very inspiring. Eagerness to do well was evident in the talent of the umpires who listened and put into practice the coaching that was given to them! Particular mention should be made to the success one of our young umpires whom two years ago also attended the Primary schools event, James Sinclair has now successfully achieved his Level Two umpiring qualification has also been recognised and is now included in the National Young Umpiring Panel List (NYUPL) all as a result of attending this event two years ago! As an association we look forward to his future success while he attends Reading University next year, and look forward to seeing him at future National hockey events ...... another DHUA success!
Events organised by the DHUA SCC have been:
26/27/28 Aug 2011 - Venue, Exeter University:
Three matches involving Exeter University (x 2teams) and Surbiton, held over three days. Appointments made by the Coaching Committee of the “Elite” men’s group of umpires with coaching provided.
3 Sept 2011 - Exe Ladies Tournament:
“Elite” ladies invited to be appointed to this event, with coaching being offered! Only one of the five umpires asked replied!
10/11 Sept 2011 - Venue, Exeter University:
A two day event involving teams from Exeter University & Bromley & Beckenham – Elite men’s umpires invited to attend. Unfortunately this event got cancelled; however another single match was arranged involving Exeter University & Whitchurch whereby the coaching committee arranged the appointed umpires for this match.
17 Sept 2011 - Venue, Plymouth:
Plymouth Marjon HC pre-season tournament held at three venues; the Elite young umpires were invited to attend along with other members of our association with coaching provided.
18 Sept 2011 - Venue, Exeter University:
Following the DHUA AGM there was a coaching day organised for all of the membership of DHUA watching the inaugural match of the National League, Exeter University v Reading. Groups of members of the association were assigned into small groups with a coach to discuss umpiring matters taking place on the pitch. The “Elite” umpiring group received separate coaching on the day.