HAZEL GROVE AND BRAMHALL ASC

ANNUAL GENERAL MEETING

MONDAY 14 MARCH 2016

7.00 – 8.30 PM, COFFEE LOUNGE, WESLEY STREET METHODIST CHURCH

MINUTES

Present: Alison Nuttall (AN), Georgina Goodwin (GG), Nigel Hallows (NH), Kevin Nuttall (KN),Mark Dalton (MD), Pete Sudlow (PS), Jen Holden (JH), Rick Kelly (RK), Diane Partridge (DP),Gillian Webster (GW), Sarah Cook (SC), Jane Dodds (DJ), Phillippa Nuttall (PN), Michael Cropper (MC), Bob Charlesworth (BC), Bob Greenhough (BG), Fiona Watson (FW), Liz Douglas (LD).

Action
Record of those present and apologies for absence
Apologies received from John Norcross (JN).

Chair’s Opening Remarks

General welcome and words of thanks to volunteers without whom the club could not survive.
Resignation of Simon Robinsonand Chris Jones announced and their services acknowledged.

Minutes of the last meeting & action points arising not covered by the agenda

Agreed as a true record and signed off.
Digital lock to be fitted to secure storage box to hold emergency contact details. RK to action. / RK
Head Coach’s Report
Usual thanks to the terrific team of coaches, teachers, committeemembers and officers, all of whom give their time so generously to the club.
Sarah Cook, Zoe Wagstaff, Mark Corcoran, Steve Cooke and Leighton Holtam were very welcome additions to our teaching staff this year. Thanks also to our new Welfare Officers Fiona Watson and Martin Lister and to Jane Dodds for running the swim shop.
Special thanks to PS for the Intertown League team management and Mavis Wallis Gala and to AN, PN and CN for coordinating the Tadpoles Galas and the three internal galas we host (SS, CC, small pool gala).
The starting blocks have also been refurbished thanks to RK who has also offered his support to the Sharks Club and Life Leisure with repairs to their disabled hoist. RK has also maintained our starting blocks and PA systems.
We were again successful with the swim21 revalidation coordinated by AN. This accreditation attracts a welcome grant of £500 towards staff workforce development.
Congratulations to all the staff who have gained qualifications this year.
  • Michal Stankowiak, L2
  • Olivia Kelly, L2
  • Leighton Holtam, L1 and 2
  • Mark Corcoran, L1
  • Sarah Cook, L1
  • Lauren Jackson, L1
  • 11 of our in water helpers also completed their ASA Aquatic Helpers course delivered in-house by facilitators: PN, CN and KN.
  • FW completed the Safeguarding and Time to Listen courses.
  • 8 people completed the recent water test run by Life Leisure, which saves the club having to pay for lifeguards.
  • 6 people completed their ASA Officials Timekeepers and/or Judges courses.
  • Several swimmers have also been supported with their DoE awards through volunteer work. Many of these swimmers go on to support lessons beyond the requirements for their award.
Over the year our teams and individuals have continued to bring great credit to the club and their families. Rio Olympic trials are next month and we wait eagerly to find out if Lauren Quigley will qualify for the GB Team.
Kevin Nuttall
Head Coach
Proposed, seconded and carried.
5. / Hazel Grove and Bramhall ASC (Saracens) Treasurer’s report for the year ended 31st December 2015
General Account
The club continues to do well with waiting lists for places.My thanks to AN and MD for managing the membership and subscription collections.
We did this year change the way we collect the fees for the small pool so that instead of collecting every quarter this is now done to coincide with the three school terms. I understand this is working well for us and parents.
The funds we have enable us to provide our Chief Coach with the tools he needs to continue to do a superb job. We spend money on new equipment, repairs as needed to starting blocks, enhanced speaker system for galas and as ever we provide funds that allow our teachers, coaches and helpers to become better qualified. Our teams are treated to luxury coach travel to away galas and I believe a Saracen swimmer gets as well looked after as at any club in Stockport.
We had to look for extra water time last Summer when Stockport Grammar closed for a while so my thanks to Cheadle Hulme school for helping us out.
We had another successful Presentation Evening which is in a small way funded by the club.
Expenses remain well controlled and despite a further freeze on subscriptions the balance at 31st December slightly increased to £62,017.36.
JD has done a very good job in her first year running the Swim Shop. The aim as always is to provide a service to swimmers and hopefully show a small profit.
Commenting on my other role as President of the club I would like to thank all those who have served on the committee this year. We are small in number and new faces who would like to help are always welcome.
Committee recommended subscriptions for 2016
The committee accepted my recommendation to keep subs at 2015 level:-
  • Large pool swimmers £155 or £82 half yearly January and July payable.
  • Second and subsequent swimmers £125 or £67 half yearly.
  • Small pool swimmers £67.50 per school term (15 weeks/term).
  • Squad swimmers £55 to include Cat 2 ASA fees.
  • Students living away from home £30.
  • Masters £70.
  • Non-swimming members £2.
We are offering in 2016 the option of payment of subs by direct transfer which is being managed by the membership officers.
Proposed, seconded and carried.
6. / Appointment of Auditors
6
NH reported that Suzanne Rooney Accountants of Hazel Grove has audited the accounts and recommended that will continue with this organisation.
Proposed, seconded and carried.
7. / Membership Secretaries’ Reports
Main Pool and Masters Membership Report for 2015/2016 (MD)
As of 13th March 2016 we have 44 Monday Masters and 186 Main club members, including 2 students and 9 squad swimmers.
Main / Masters
2008/2009 / 253
2009/2010 / 228
2010/2011 / 178 / 48
2011 / 218 / 39
2012 / 227 / 48
2013 / 223 / 37
2014 / 215 / 50
2015 / 186 / 44
Over the year we have had 52 new members (including 35 from transition) and 48 have left (including 10 from transition and 2 other members who joined this year).
This is the first year where I have been membership Officer that we have not had to close the membership for part of the year.
In the Monday Masters 6 new members joined over the year whilst 15 members have left
The recording of attendance on a Thursday is now normal practice.
Average attendance across the groups for the past year is:
Group / Attendance / Change on Last Year
1 / 60% / -4%
2 / 52% / -1%
3 / 52% / -2%
4 / 36% / -1%
Opportunities / Issues to be addressed during the New Membership year 2015:
  • Attendance Lists - The next stage would be to take registers on the other sessions, this is more complicated as the structure that applies to a Thursday (where swimmers are in a specific lane at a specific time) does not apply to any other session.
  • Medical Information and Emergency Contact Data - Membership contact data is available through a google account set up to enable an SMS system, for important announcements. This information has not been made available to the coaching staff. Medical Information and Emergency Contact data is still not available as a way to make the information available whilst maintaining privacy has not yet been determined. Information to be kept in the locked store cupboard once the digital lock has been fitted.
Small Pool Membership (AN)
  • Average of 148 members on roll at any one time.
  • Start age reduced to 4 years of age, but numbers in the beginners’ classes are limited to accommodate the level/age of these members.
  • Waiting lists for those not yet old enough looks reasonably healthy. Enquiries for places are frequent and assessments take place throughout the year. Spaces are backfilled as they become available.
  • Renewals are now sent out by email and this method is working well.
  • Payments accepted by cheque, cash and from March 2016 by bank transfer. Parents will be encouraged to opt for the latter as this will streamline the system and reduce the administration of payments and visits to the bank, especially for the later payers.
  • AN recorded thanks to MD and RK for setting up the “text groups”.We have made use of the system on several occasions, ie to notify pool closures (of which there have been several this year), reminders about deadlines for entries to galas, etc.
  • Cheadle Hulme School pool was used over the summer when Stockport Grammar pool was closed for refurbishment.
  • Another very successful Mini Gala took place in early July. This was well attended and it was pleasing to see so many of our senior swimmers helping out. This has now been established as an annual event.
Proposed, seconded and carried.
8. / Team Managers’ Reports
PS:
  • The club has had another successful year in the Inter-Town League winning the juniors and celebration gala. The seniors were runners up this year.
  • PS informed the club that he would be unable to organise the Inter- Town galas on his own this year, as he would be away for a long period, JH and RK said they would be willing to support.
The committee thanked PS for his hard work over the last 21 years.
Proposed, seconded and carried.
9. /

Social Events Report

Annual Presentation Evening
The Annual Presentation evening was again the main event. It went very well and was well attended.
The hall and DJ have already been booked for this year’s presentation evening which will be slightly earlier this year (Friday 11 November).
AN said the committee would be willing to consider any other ideas for future social events as long as someone was willing to volunteer to organise these.
Proposed, seconded and carried.
10. / Election of Committee
Chair (officer) / Alison Nuttall
Treasurer (officer) / Nigel Hallows
Vice Chair/ Website / Rick Kelly
Minuting Secretary / Diane Partridge
Membership Officer / Mark Dalton
Medals/trophies / Bob Greenhough
Volunteer coordinator / Bob Charlesworth
Volunteer coordinator / Gillian Webster
Swim shop / Jane Dodds
Committee member / Georgina Goodwin
Committee member / John Norcross
Committee member / Liz Douglas
Committee member / Jen Holden
Committee member / Sarah Cook
Team Manager / Peter Sudlow
Welfare Officer
(non committee) / Fiona Watson & Martin Lister
Above were all proposed, seconded and duly elected.
11. /

Any Other Business

  • The welfare officer,FWthanked LM for her previous work in the role. During this last year there have been 2 incidents recorded, both had been partly or wholly resolved and need no further input.FW thanked the committee for their support, particularly AN and MD. Martin Lister (ML) has been appointed to the male welfare officer role and will undertake the relevant training courses as they become available.FW felt the roles of the welfare officers needs to be promoted. Information is on the noticeboard.
  • PS discussed the need for spectators to start paying when they were attending home galas (as is the expectations at away galas). This was discussed and agreed that printed programmes need to be available for sale at the start of the gala. Responsible adult needs to man the entrance/s to make sure people don’t slip in for free. GW offered to organise this.
/ FW
GW
12. /

Date of next meeting

Monday, 9th May 2016, 7 pm, Rm 4, Wesley Street Methodist Church.

/ Committee

There being no further business the meeting closed at 8.10 pm.

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