Gosport Borough Hockey Club

Gosport Borough Hockey Club

Club chairperson: - MrSteve TomsClub secretary: - Mr Luke Tickner

Fun hockey for all ages and abilities

Website:

E mail:

Facebook:

Twitter: @gosporthockey

AGM Minutes for Friday 25th April 2014. Held at Gosport Cricket Club

Present: Steve Toms, Luke Tickner,Terry Coughlin, Gaynor Toms, Simon Atherton, Michelle Dean, Rachael Johnson, Andy Johnson, Steve Eversfield, Dom Wilson, Sam Mitchell, Ian Richardson, Amanda Cree, Ian Young, Nadia Moore, Mark Shaw, Karen Thomson, Kiera Thomson, Steve Loneragan, Jack Johnson, Kim Denecia, Kate Crees, Phil Crees, Rannoch Foster, Crawford Foster, Angus Foster, Gemma Mckain, Zoe Flanahan, Alex Cornborough, Laura Cornborough, Sam Clelland, Sophie Philcox, Karlie Palmer, Steven Philips, Paul Webb, imogen demetriou,Daniel Brettell, Rob Forrest, Matt Forrest, Robin White,Dean Elsom,Richard Astbury,Mike Higgins, Louise Higgins, Natasha Hurst,Sophie Phenna, Adrian Snell, Gaia Hayes, Thea Pawley, Katie James, Geogina Davies, Steve Holyer

1. Apologies – Alan Higgins, Sander Meyson, Alan Walker, Alistair N

2. Minutes of the previous AGM / Meeting: matters arising

No matters arising.

3. Chairperson Report

Welcome to the joint AGM /Presentation Evening for Gosport Borough Hockey Club

Firstly my thanks go to the Cricket Club and Joy for their continuing support throughout the season. It is my view that the base that we have in the Cricket Clubhouse will provide a good footing for future years.

It has been a busy year for the Club – in my report I would like to highlight to you the successes and then we can cover some important Club business.

Team Success

Part of the Committee’s objective for the season was to consolidate and maintain our league positions throughout the senior section.

It was with pleasure to say for all the Ladies teams have maintained their League status:

Ladies 1st XI – 4th Hampshire Div 2 with 27 points and Lou Brackstone top scorer with 7 goals

Ladies 2nd XI – 3rd Hampshire Div 5 with 32 points and Nadia Moore top scorer with 8 goals

Ladies 3rd XI – 11th Hampshire Div 6 with 13 points with Izzy Watts top scorer with 9 goals.

It is really good to see how the new ladies squads within the Club are flourishing – with the L3’s showing some real improvement over the course of the season and that the L2’s continue to go from strength to strength with their commitment to having fun both on and off the field.

In relation to the Mens section there has been mixed success within the squads.

After promotion from last year the Men’s 1st XI have maintained their league status in Hampshire Division 1 finishing 9th with 25 points – and from what I have been told this is the first time the Mens 1’s have maintained their status after promotion into Division 1 – well done to all the squad of players used during the season.

Mens 2nd XI finished a credible 7th in Hampshire Div 5 with 22 points.

Regrettably the 1898’s finished 9th in Hampshire Div 8 and will be relegated to Div 9.

This is the second season now that the 1898’s have been relegated and the Club will need to initiate a strategy to reverse this trend, as ultimately it impacts on the future of all the Mens sections.

Fund Raising & Sponsorship

This season has seen a huge investment in money in obtaining new playing kit for all the senior teams within the Club through the sponsorship from “iPAYE” and “aerial direct”.

The Club is really appreciative of the investment that those companies have made in the Club.

This would not have been possible without the assistance of Ian Richardson and I would like to thank him on behalf of the Club for the work that he has done in facilitating the kit for all the teams.

Other fundraising highlights include

The Tesco bag pack with Jo Wilson and Steve Eversfield organising it – raising £325.

The Fashion Show – raising £100 – thank you AJ

The lovely cakes sold at the Mini Fest / Club Day – raising just short of £70 – well done to the chef’s!

Participation

As a result of the success of theB2H campaign last season – the Club supported a further campaign during last summer to re-enforce and develop numbers for the new L3 team. From the way that team have gelled and developed over the season – it is clear that this is big success and all involved with that team particularly; Kate Crees, Simon Atherton, and Gaynor Toms.

The Club also have tried to increase the numbers in the Mens section by introducing a “Rush Hockey” programme and some coaching days provided by Steve Eversfield. Although participation was good on the days, unfortunately it was difficult to maintain support for the Rush Hockey programme during the summer and this may be something that can be re-visited during this summer.

From the efforts made the membership of the Club has seen it increase to 137 members. Over the course of the season 53 new members have joined the Club – 17 directly from the B2H campaign and another 36 new members outside of that, which is fantastic.

The Junior section continues to increase in size with dozens of children now regularly turning up to training. The Club recognises that to continue to develop the youth section I am really pleased to say that Laura Cornborough and Sophie Phillcox have volunteered to assist Sander, Andy and Crawford in coaching this age group for next season. Thank you.

It should be noted the successes of our Junior’s this season with Rannoch Foster, Katie James, Gaia Hayes and Tom Clarke all successfully going through the JDC cycle – with Rannoch and Tom now entering the JAC cycle accessing quality coaching and peer game play to develop their skills to the next level that will benefit the squads for next season – excellent. To put this in context for you – percentage wise this is better than Fareham and Havant!

It is also worthy to note that 8 Juniors have been nominated to start the JAC cycle for this next season – good luck to all involved.

It is also fantastic to note that the Club now have 3 members who taken their coaching award and that 3 have also taken their umpire badges to help the Club.

I would like to thank all of you who have volunteered their time during this and last season to help the Club in some way – it really is appreciated.

4.Treasurer’s Report. (See Statements of Accounts March 31st 2014)

You will see from the accounts for the financial year that we have a made a profit – however, I would like to highlight the areas of note:

Again - astro and affiliation fees are covered by membership and match fees BUT the Club heavily relies upon the relationship with St Vincent. This was really particularly highlighted when the St Vincent was unavailable during January due to subsidence – resulting in us using other facilities where the costs were considerably more

Our income for this financial year comes with a health warning – the match fees figure incorporate match fees handed in after April last season and before September 2013 – and this was over £2800 – over the senior teams.

In relation to Subscriptions - £1300 of this was standing order collection prior to September and this impacts on the true figure for this season

As a result there will be no change in subscription fees for the next season:

Member Type / Description / Fee / Payment Type
Cash / Cheque / Standing Order*
Adult / Full Senior Membership / £120
Junior / Student / U18s & Full Time Students / £70
40-4-7 / £40 for 7 matches / £40
Mini-Micro / Under 6s / £35
Associate / Non Playing Members / £10
Other / Family Plan** / See below

It is really important for the future of the Club that it continues to grow and develop to maintain the future success of all the squads.

To support the continued development of the Club it needs to ensure that there is good governance for all – to maintain transparency and fairness – but also to provide structure to allow the Club to flourish. The use of the match sheets for all squads is an essential part in that process. These have largely been successful in assisting the Club develop. But their use has also identified areas that may need change and these are the challenges as a Club that we need to face to continue in the right direction. It is with that in mind that it would be appropriate to go onto the Motions proposed.

5.Motions:

Constitutional Amendments

See Appendix 1 with details in red.

6. Election of Officers and Roles

Executive officersProposed2nd
President - Carried
Chairperson - Crawford FosterGaynor Toms Mike Higgins
Honorary Secretary – Simon AthertonSteve TomsIan Richardson
Treasurer - carried
Club Captain – Nadine MooreSimon AthertonMichelle Dean
Fixtures Secretary – Luke TicknerTerry CoughlinMike Higgins
Club Development officer - Steve Eversfield Crawford Foster Mike Higgins
Social Secretary – Michelle DeanAndi JohnsonAlex Cornborough
Junior Liaison Officer – Laura Cornborough Nadia MooreSam Clelland

Committee Posts

Umpire Liaison Officer
Publicity Officer - Robin White
Fundraising Secretary – Michelle Dean
Membership Secretary – Mike Higgins
First Aid Co-Ordinator
Welfare Officer
Kit Co-Ordinator
Webmaster
Ladies 1st XI Captain
Ladies 2nd XI Captain
Ladies 3rd XI Captain
Mens 1st XI Captain
Mens 2nd XI Captain
1898’s Captain
Adults Coach – Mens **vacancy**
Adults Coach – Women **vacancy**
U16 Coach
U10 Coach
U18 Coach

7. AOB

Thanks to Nigel for his support over the years and also to Gosport Cricket Club and Joy for the use of the club house this season.

8. Close and Presentation of Trophies

Appendix 1

Motions for AGM 2014

Constitutional Amendments
Remove the post “Club First Co-Ordinator” from the constitution and references in the Club Rules – the role was created to assist in the Club First accreditation however it would seem that the responsibilities are distributed amongst the Executive Committee.
“Senior” members are included in the Constitution (Sec 3 Membership) but there is no membership category defined for it – nor is this defined within the rules. An adult is a senior member. Remove reference of senior member from the Constitution.

All in favour, 2nd Mike Higgins

Club Rules Amendments:
Section 1a “Membership – Categories”

40-4-7:

This membership category has been used to good effect to motivate adult members to try hockey and then to continue playing – and has supported a number of new members of the “Back2Hockey” campaign.

However although offered and identified to new members this category is not defined within the rules. Subsequently this has identified to the Committee that this category requires definition to be able manage these members for the benefit of the Club.

To add:

“viii – 40-4-7: any new member who are trying hockey, the Club, or, returning to hockey after a prolonged absence. This category is only available once per Club member”

Section 2 “Subscriptions”:
Currently subscription are recognised on the Membership Form as:

This Table is not incorporated into the Club Rules:

All in favour, 2nd Crawford Foster

Amendment: To add the table from the membership form into the Club Rules into sec 2 – part “f”

Amendments to subscriptions:

Member Type / Description / Fee / Payment Type
Cash / Cheque / Instalments
Adult / Full Senior Membership / £120
Junior / Student / U18s & Full Time Students / £70
40-4-7 / £40 for 7 matches / £40
Mini-Micro / Under 6s (under 4s are free!) / £35
Associate / Non Playing Members / £10
Other / Family Plan** / See below

Mini Micro:

To encourage people to bring younger childrento try the Club - no charge is made until they start school (4 yrs and under) under the proviso that a Parent stays with any child under school age and is responsible.

This is due to the fact that very small children U4 may not truly appreciate the coaching or hockey that is provided to them and asking for payment may not encourage parents to “stick with it”.

Amend to ‘Early years, infant and Junior. Early years free, Infant £35, Juniors £70. This would be easier to follow through the school system and easier to understand for parents. All in favour

STANDING ORDER

Although the use of the Standing Order facility is a benefit for the individual member, in balance the management of the facility relies on a volunteer to account for the payment each month to ensure that the correct amount is being paid and that it is still being paid. This requires a lot of effort – particularly over the “off season”. Approximately 20% of the club use this facility.

From examining the accounts it appears that over £1300 of last season’s subscriptions are collected during the accounts used to budget for this season.

The Club also recognises that some of its members may find it difficult to pay their full subscription for the season – and the Club can be flexible for individual members’ needs.

However, for the Club to perform better on a financial footing it makes sense for it to know what money it will be getting in that season so it can correctly budget for it, and taking into the balance the needs of the Club – and its members as a whole – the Committee proposal is to remove the standing order facility, from the rules and to be replaced with (Section 2 c ii):

“Instalments - a maximum of 2 instalments to be paid, by the end of December of that season. These instalments can be paid by cash / cheque or credit transfer and must be completed by the end of December; the 1st instalment will be paid by the end of October”

Part 2 – Subscriptions: To amend the deadline for the payment of subscriptions (currently September) to allow more time for members to pay and the Committee to manage those payments, amend the following areas:

No decision was made and needs to be followed up in a future meeting. 11 voted for, 17 not in favour, 12 abstained, so motion not carried

Part b: From; “Due by the end of September each year.”

To: “Due by the end of October each season.”

Motion carried

Part d:From; “If payment has not been received by the end of September, or, an arrangement to pay has not been made, the person will be deemed to be unavailable for selection for any squad”

To; “If payment has not been received by the end of October, or, a concretearrangement to pay has not been made, the person will be deemed to be unavailable for selection for any squad”.

Motion carried

Part c ii: (as above Standing Order removed)

Not removed due to B standing order not being carried

Part c iii: From; “Other time period – In exceptional circumstances special arrangements can be made for payments to be spread over a period of time. This can only be by arrangement with the club treasurer / membership secretary and ratified by the club committee.”

To; “Other time period – In exceptional circumstances only, special arrangements can be made for payments to be spread over a period of time. This can only be by arrangement with the club treasurer / membership secretary and ratified by the club committee.”

Motion carried

Section 4 - Match fees
To add a definition of part time – that is currently omitted from the rules; but is required to enable the correct match fee to be paid for those members who work part time.

To add: “e. Part time is defined as working less than 20 hours per week (paid employment)

To go onto membership, To discuss maternity leave in future meeting and to define hours for part time.

Amend the following match fees:

Students / Juniors playing adult fixtures / Unemployed / part-time - £5 (from £5.50)

Juniors (playing in Junior League) - £5(from £4.50)

Motion carried

To ensure social / non-members do not avoid subscriptions:

To add: “b. If Social / non-members play they will be asked to pay an extra £3 to cover insurance costs to a maximum of 3 games per season

Motion carried

Where 40-4-7 members who reach their 8th gamethis will mean an additional instalment for their subscription will be required.

To add: “f. Once a 40-4-7 member has reached their 8th game they will pay the additional cost of subscription dependant on their category. If payment has not been received, or, a concrete arrangement to pay has not been made, that member will be deemed to be unavailable for selection for any squad”

Motion carried