HARTLEPOOL WADOKAI
Minutes of the AGM held on
Monday 18th February 2008 at Hartlepool Divers Club
PRESENT:Carl JorgesonLynne JorgesonMichael Jorgeson
Amy CoulsonVicky DawkinsJulia Gowland
Julie SalmonsSue WhiteIan White
Liz GrayJulie CrosbySamantha Younger
Debbie MuldownPaul MuldownDiane Wilmott
Stephen Wilmot
1APOLOGIES:Vince DawkinsScott Crosby
2MINUTES OF PREVIOUS MEETING
N/A
3WELCOME
The meeting was opened at 6.15pm and chaired by Carl Jorgeson. The main purpose of the meeting was to hand over some control of the club to a voted committee due to CJ and AC going to Japan for a year. Also this was the closing of the clubs original 5 year plan, to which all goals have been far exceeded.
4CHAIRMANS REPORT (CJ)
As attached for your reference. (read in meeting)
5TREASURER’S REPORT (AC)
Summary of accounts attached for your reference. (as shown and read in meeting)
6CHIEF INSTRUCTOR’S REPORT (LJ)
As attached for your reference.
This also included the following items:
It was discussed within the Chief Instructors Report that HVDA would be approached for some assistance in obtaining funding for future expenses within the club DM noted that as the club is financially stable this would possibly not be the best option.
A quarterly newsletter to all parents was unanimously voted for. This would help with communication to parents who are not as actively involved as the committee. This would include as much information as possible regarding the club and would be created after each quarterly meeting.
(Post meeting note) SW has kindly agreed to make this newsletter.
Grading criteria was discussed as Lynne felt saddened recently having to tell two students they were unable to grade, due to a slight lack of attendance. A copy of the clubs grading policy is available on the web site for any inspection. Both students’ parents were present and agreed that everyone has to have rules and they have to be adhered to. These students have now both successfully graded.
“Way to Excellence” due to an amendment by the association and governing bodies this was discussed at some length as CJ LJ MJ and AC do not agree with the new route - in short the three current brown belts are looking at an approx cost of £1000.00 each to attend the required courses (min 6 over 1 year) to accumulate points to then enable them to take the grade at the end. CJ has written letters and is having a meeting to explain the club is not in favour of these changes.
This will be discussed at future meetings and is ongoing, to be included in the next meetings agenda.
7CONSTITUTION
Various amendments are having to be put in place due to the election of a committee and a full copy is available for download from the web site.
8ELECT TWO ACCOUNT AUDITORS
It was agreed that JG and VD would undertake these positions.
9NEW FEES PROPOSAL
It was discussed that as the club had now been active for 5 years and had only had one previous price increase we were long overdue a rise. Therefore all new fees (50p per hour increase) were passed and are as per attached sheets. These new charges will be effective from the new financial year April 2008.
a)In House Grading
It was agreed by all that no further grades would take place during a training session (Tuesday/Friday). The instructors feel that not enough time was being spent on the grade as after the warm up etc. it was all a bit rushed. All future grades are to be taken by a third party and only after completion of a two hour training session. These dates are to be pre-arranged and training will be open to all students. These sessions are very costly to set up and perhaps this would be a way to encourage more to attend these very valuable opportunities, as once again it is the same core students who attend regularly.
The price increase’s for grading were eventually agreed but the cost would include a new belt (previous cost £2.50) for all students successfully grading.
10SELF LICENCE PROPOSAL (see attached sheet)
This was discussed at some length with lots of ideas. There have been many problems lately with postages etc. which has left some students without a current valid licence in their possession. This will be ongoing as CJ will also be discussing this further with the association during his forthcoming meeting.
Some ideas were:DMBlock sending recorded delivery by the club on a monthly basis.
LJParents would not check and the club would still be chasing them.
CJIt should be the parents responsibility, if not in possession of a
current up to date licence they should not be allowed to train as they are not insured.
PMSend all parents a letter telling them to produce a valid licence at the beginning of the next session, or tell them when to renew.
This information and the importance of having a up to date licence will be included in the newsletters to parents.
MJContact details need to be updated.
CJAll consent forms etc. are all due to be re-sent and completed by all parents in the very near future.
This will be ongoing and is to be included in the next meetings agenda.
11VOTE FOR COMMITTEE POSITIONS
All positions were voted and seconded as per attached sheets.
Squad ManagerThis position is currently on hold.
AC to continue with accounts mainly done via e-mail etc. with LJ.
Vince and Vicky Dawkins are both attending a computer training course to assist them with the future responsibilities of their positions.
CJ to amend bank accounts as MJjnr is included and is no longer a member of the club.
Student RepsStudents are currently voting to nominate a candidate likely to be from the more experienced junior class. - Ongoing to be included in the next meetings agenda.
12ANY OTHER BUSINESS
a)First Aid Course
CJ hoped that all committee members would be interested in this course. JS to enquire re: costs, availability, dates etc.
J. Salmons S. White V. Dawkins all expressed interest.
b)Club Competitions
1st June 2008 was the agreed date for the annual club competitions, brought forward from October due to CJ and AC departure.
c)Club Camping Trip/Sponsored Walk
JS to canvas ideas from other non-attending parents. £1500.00 (no pressure Julie) is required to hold club comps, so any ideas would be gratefully received.
(Post Meeting Note) A flyer will be posted with dates for May 2008 parents will be asked which of these dates they could be available for a camping trip and the most popular will be booked.
d) Club Xmas Party
The Schooner – Seaton has been booked once again, as it is now felt that the children have outgrown The Divers Club and Lynne, Michael and family can enjoy these evenings rather than being bar tenders etc. This will be funded by the weekly raffles done by JS and the format will be discussed at a future meeting.
e) Committee Meetings
It was agreed that future meeting’s will be held on Monday evenings in The Divers Club at 6pm on a quarterly basis for all voted committee members. If any member has anything they want included on the Agenda for the next meeting please see JG otherwise a standard format will be used.
f)Fund Raising
This will be ongoing with JS and her weekly raffles, prizes are always gratefully received, please give to JS or Sue W. If anyone has any other ideas for fund raising please see JS.
g)Charity of the Year
The Air Ambulance was discussed to be the charity for 2008, but it was decided that as most fund raising fell to the usual people it would be them forking out for this too. Therefore “Make a Child Smile” was agreed to be undertaken at Xmas. It was felt that the children had enjoyed doing this in a previous year. Sue W will make a poster and display early to mid September with a view to having all items in by mid November at the latest to enable a smoother handover of gifts.
h)Responsible Roles of a Committee Member
As the majority of members are new to committee procedures DM put forward an idea for people to do a “skill share” training course to enable the correct re-direction for the club. It was decided that this would be reviewed in the near future.
i)Adult only Events
It was agreed by all that we are long overdue another Adult only event. These could include Quiz / Bingo / Race Night / Bowling. The Divers Club could be used FOC for these events. Any ideas please see JS.
13CLOSING BUSINESS
Carl reminded us that he and Amy will be setting up a web site etc. to keep in touch with us all during their Japan adventure!! LJ expressed a concern that there would be a lack of interest from the students and that numbers may fall during CJ and AC’s absence. This would be reviewed at future meetings and monitored.
Carl closed the meeting at 8pm and thanked all who attended.
Future Committee Meeting Dates
All Voted members to attend – please give any apologies to a fellow committee member.
MONDAY19.05.08
MONDAY08.09.08
MONDAY24.11.08
TUESDAY 03.02.09All committee members names and positions to be displayed on club notice board and web site. Any member not wishing to stand for 2009 or any new member wishing to take up a position must state their intention on this. This notice must be present at the pre-agm.
MONDAY 16.02.09Pre AGM
MONDAY 09.03.09AGM