Annual General Meeting of Three Rock Rovers Hockey Club Wednesday 20 th April 2016 at 7.30pm in the Clubhouse, Grange Road.

Transcription

1 Annual General Meeting of Three Rock Rovers Hockey Club Wednesday 20 th April 2016 at 7.30pm in the Clubhouse, Grange Road. Andrew Walker opened the AGM. John Findlater, President, welcomed members to the AGM. He asks that we remember past members who have passed away this season with special mention to Donal Fleming and David Judge. A moments silence was taken to remember both Donal and David. 1. Agree minutes of the last AGM The minutes of last year s AGM have been circulated prior to the meeting. Andrew Furlong acknowledges that there were no issues and he proposed that they be adopted. This was seconded by Grace O Malley. The minutes were accepted by the room. 2. Honorary Secretary s Report read out by Barbara Snow A big mention to the committee and council members for their continued hard work and commitment that they have shown throughout the past year. There are a lot of club members that deserve a special thanks Bernie Keogh, Club Manager; JJ, Sylvie and Solo for looking after the complex; Phil Ryan, cafe; Ali Keogh and Grace O Malley for the newsletter; Aideen Dowling, Emma Hogan and Becky Dawson, social committee; Stephen Findlater and Naomi Whittle, registration secretaries; Scott Williams and Maeve Galvin, fixtures secretaries; and Stephen Findlater and Siobhan Matthews, results officials. Congratulations to all TRR members that have represented Leinster and Ireland this season. A special mention to Rick Johnson for all his organisation at last season s successful EHT tournament hosted by the club. Andrew Furlong would like to see the Vets festival mentioned in the secretary s report. BS accepts this and will include it from now on. Orla McKeown proposes the secretary report, David Costello seconds reported accepted by the room. 3, 4, 5. Honorary Treasurer's Report and Annual Accounts, Accounts of the Joint Executive Committee and Council and the Report of the Honorary Auditor. John Findlater took over from Rob Johnson as Treasurer due to Rob s IHA commitments. John presented the accounts with Shane O Brien. JF states that the primary target is to produce a surplus of 45,000 each year. In mid 2014, there was a severe leakage of cash from the club which continued through to The accounts for last year were re-audited as some figures were found out to be fictional. Accounts needed to be re-issued. 10k pitch rentals were partly fictional pitch income 10k less than stated. Bar area there was an extra loss of 6k. There was a lot of credit due back to TRR from suppliers but that too was fictional. The re-stated accounts result in a loss if 56k. John states that this year we are on the road to recovery with the help of a 32k surplus.

2 Council accounts presented by John Findlater. Points to note: - Pitch rental income has increased due to clients Stillorgan Rugby Club and the Dublin Rebels. There was an expense of 2,500 to remove the cricket pitch. Stephen Findlater had set up Google Calendar to assist in pitch bookings going forward. - Mast Rentals. David Costello has been working on securing the licences as these are a valuable source of income. David Drummond has been of great assistance. O2 have taken over by Three which will result in the mast becoming decommissioned. Unsure of when we will lose the mast but the income will decrease when that occurs. - Clubhouse Hire includes income from Slimming World, the cafe and the Royal Irish Horticulture Society. - Advertising and Sponsorship have seen an increase due to a big initiative led by Simon Walker. The initiative is to give value to sponsors by giving them something to offer. Companies paid for pitch side advertising for the season, which spans two financial years. Donations of 9,560 is from the EHT which were made by generous former members. - Total Council Income has increased by 60,640 from 101,903 to 162, Upkeep of grounds has increased to 13,781 due to the removal of the cricket pitch ( 2,500) and maintenance of the grounds. - Accident Insurances has increased to 12,335 due to increase in player numbers. The council are looking into ways to decrease the cost for next season. - The Council Operating Surplus for the year ending 29 th February 2016 is 22,664 versus a deficit of 23,697 for the previous year. There has been a budget drafted at council to achieve a surplus of 45,000 for next season. Committee accounts presented by Shane O Brien. Points to note: - Subscriptions increased from 67,753 to 82,466 (22% increase). Relates to increase headcount and helped by the introduction of My Club Finance in getting the subs in. - Tournaments and Functions increase of 18% from 7,107 to 7,901 from Vets festival and Super Cup. - Fundraising increased by 575% from 1,170 to 7,901 due to dinner, cocktail party, table quiz. This figure includes last year s dinner fundraising amount as the year end is February. - Coaching expenditure has decreased by 20% from 54,404 to 43,625. This is as a result of better control of costs. - Complex hire of 12,500 paid to council. - Personal accident insurance increased by 25% from 5,280 to 6,615 due to the increase in headcount. - Hockey equipment and clothing increased by 48% from 2,521 to 4,852. This includes the purchasing of goal keeping kit for the junior section and men s 1 st squad gear. - Team travel and entertainment has decreased from 16,201 to 2,488. This figure includes food for travelling teams after EYHL games. In previous years this figure has included youth but now has a separate expenditure.

3 - Hockey Expenses had decreased from 3,329 to 1,215. This includes the cost of a new camera. In 2015, this expense included the cost of bringing over the two South Africans to play for the ladies 1XI. - Youth expense of 1,038 to cover the cost of coaching, events, registrations and trophies. - Bank fees have increased from 261 to Employment licence of 500. Discussion of Accounts: - Andrew Furlong: How come the transfer of the sinking fund is not shown as an expense? John Findlater explains that it is a Capital Expense and not a Revenue Expense. Shane O Brien adds that the land is worth more than its value but we are not allowed to value it more. - Andrew Furlong asks about the leakage that has occurred. Do we have any insurance in place to cover this? Are the Gardai involved? John Findlater says that a thorough investigation has been done. The difficulty is that we don t have the records backed up therefore it was difficult to reconstruct accounts. There has now been an independent audit of accounts. We will approach our legal advisors and look at the next steps that we can take. Andrew Furlong hopes that we can reclaim any of our loss that we can. He wishes that best to everyone looking into this issue. Siobhan Madeley thanks John Findlater for his efforts in trying to resolve this issue. Andrew Walker mentions from a Captains point of view that John has put in a tremendous amount of hours along with the club manager, Bernie Keogh. Andrew Walker thanks John and Shane for putting the accounts back in order. - John Findlater thanks everyone for their help from club members to suppliers. He wishes to thank the Keogh family; Emer, Alison and Bernie for their help and support. - Andrew Walker proposes accounts. Andrew Furlong seconds. Agreed by room. 6. Report of the Chairperson of the Council, John Findlater Barbara Snow has given a summary in her report so John would like to mention a few points. There was a phenomenal amount of work put in at the EHT led by Rick Johnson. Vets Festival as always in an incredible money spinner lead by Natalie Rule. John is looking forward to that and will ensure that the bar is fully stocked. John thanks Brona Kernan for introducing MyClubFinances and Stephen Findlater for introducing Google Calendar. Alison Keogh mentions that Stillorgan Rugby Club will be using the grounds for a few more seasons and the Dublin Rebels have extended their contract. They bring in 8,000. Both clubs wish to use the bar more. John is trying to make a profit from the bar. Last season it was running at a loss but this season it has produced a profit. Currently unsustainable and is trying to simplify stock. Derek, the previous barman, will return for club events.

4 John thanks Stephen Findlater for the Olympic brochures. He mentions that the British Olympic Museum are looking for a copy. Andrew Furlong asks how much money has been generated by this brochure? John explains that this is not a fundraiser, just an incentive to keep numbers in hockey. 7. Election of a) Officers, Council and Committee Trustees: Kara Browning - John proposes, Mandy Bools seconds. Tony Nicholson - John proposes, Siobhan Madeley seconds. Council: Committee: Simon Walker John proposes, Grace O Malley seconds. Derek Squire - John proposes, Alison Keogh seconds. Karl Mc Bride - John proposes, Andrew Walker seconds. Pauline Corrigan, Vice President Alison Keogh proposes, Siobhan Madeley seconds. John Findlater, Treasurer Shane O Brien proposes, Kara Browning seconds. Club captains no nominations at present. Emer Keogh, Ladies Vice Captain Alison Keogh proposes, Barbara Snow seconds. Club Secretary no nomination at present. 8. Motions: 1. It is proposed that an increase of 20 be applied to subscriptions of Youth members; Junior Membership For the season: U18-U U8-U12 Siobhan Madeley explains that the club are changing the Junior kit. The increase is to include a new hoody with sponsors name on it. Next season is longer therefore we need to pay coaches for longer. John Findlater mentions that our rates are still below average. Siobhan hopes that it doesn t impact too much on numbers. Andrew Walker proposes, Siobhan Madeley seconds. Room in favour. Motion carried.

5 2. It is proposed that an increase of 10 be applied to subscriptions of Adult, Veteran, Student and Youth members, who do not pay through My Club Finance; Full Membership If paid full or in part by 30 th September If after 1 st October Student Membership If paid in full or in part by 30 th September If paid after 1 st October Junior Membership For the season: U18-U U8-U12 Vets Membership For the season: Women Men John Findlater explains that this increase of 10 is to encourage members to use MyClubFinances. There is a lot of hard work involved for volunteers to get accurate records of membership when the member can use MyClubFinances. 87% of club members are already using MyClubFinances. Andrew Walker mentions that it is a good way to check is players are insured. Juniors will use MyClubFinances from next season too. Garry Ringwood asks why the student membership doesn t see an increase if membership hasn t been paid by September 30 th why should students be exempt? Alison Keogh says

6 that it will be looked into next season. Mandy Bools asks about a family membership. Alison Keogh acknowledges that a family membership is included in the 5 Year Plan. David Costello proposes, Shane O Brien seconds. Room in favour. Motion carried. 9. Any other business. - John Findlater explains there is an issue with the back pitch lights. They need to be repaired or replaced. The Club gets 30,000 income from back pitch rentals. 23,000 to repair with no warranty; 55,000 to replace with a 10 year warranty. At council it was proposed to fully replace the lights this summer. Siobhan Madeley mentions that Musco lighting do a grant. Siobhan is going to talk to Musco lighting to see what they can offer. John states that as per Rule 28 of the club rules the council need the club member s approval for the 55,000 expenditure. There is currently 96,000 in the Sinking Fund. Alison Keogh says that it is important that we keep getting a stream of income from back pitch and therefore it is important that we replace the lights. Barbara Snow proposes, Mandy Bools seconds. Room in favour (24). Motion carried. No other business. John Findlater thanks everyone for coming and closes the meeting.