FARNHAM TRIATHLON CLUB

Transcription

1 FARNHAM TRIATHLON CLUB Annual General Meeting 19.30, Friday 4 November 2011 at The Windmill Public House, Ewshot Minutes Apologies Nicola Vaughan Simon Vaughan James Long Karl Chandler Kate Devereux Chris Ogilvie-Thompson Phil Jackson Mark Passmore Ali Wigg Helen Kennedy Present Claudia Shand John Bennison Gemma Bray Ian Bromley Steve McGeown Tim Ansell John Nicholson Steve George Andy Pickup Sue Graves Derek Graves David Wyatt Arthur Donnelly John Timmins Paul Smith Dan Middleton Ross Dunbar Marian Chittenden Steve Riley Tom Rogers Kate Paterson Chris Beadsmoore Ian Wilson Elaine Wilson Alison Richardson Mark Richardson Geoff Hancox David Anderson Simon Cutmore Katie Stanley Helen Kennedy (part of the meeting) Gillian Barrett Cathy Roberts Sue Tiplady David Tiplady Chris Roberts 1 Minutes of the last meeting were agreed and accepted 2 Treasurer s Report was presented by Geoff Hancox who has stepped into the Treasurer s role, Nick Harker having moved to the USA. Farnham Triathlon Club Accounts 2010/11 1 October 2010 to 30 September Summary of Accounts & Cash Flow Income and Expenditure vs. Budget The Club recorded a gain for the 2010/11 year of 1,788 ( 1,218 above budget). Receipts Budget Adjusted vs Budget Actual Total Receipts 35,000 23,750 (11,250) Total Outgoings (34,430) (21,963) 12,467 Net Surplus 570 1,788 1,218 This over-run was the result of 5 main factors: After significant re-stocking last year, Kit recorded a net income of 1,128 Membership income increased one again to 4,712 ( 212 above budget) Savings from Coaching, Club Racing (the Club entered less events entered than planned), Social, and BTF subsidies (discontinuation of paper BTF form led to withdrawal of FTC subsidy)

2 were partially offset by increased PayPal fess (introduction of online FTC membership) and unbudgeted internet hosting costs (kindly paid in the past by the Richardsons). Training sessions once again lost money; a loss of 1,307 vs a breakeven budget. This number was artificially improved by 1,400 due to accruals carried in from last year: Farnham Pool did not charge for first month of re-opening, and Aspire did not charge for track use due to issues with the facility. Cash Flow The Club s cash position improved by 311 over the course of the financial year. A more detailed summary showing both income/expenditure and cash flow is shown at the end of this report. 2. FTC Token Sales 01/10/ /09/2011 Bank 9,072 9,269 Cash PayPal 0 0 Post Office 3,603 3,729 Total 12,715 13,026 Change: 311 The club sold 10,160 of tokens during the year, of which 3,833 were estimated to remain unused at the end of the financial year. Split of sales remained similar last year, with the majority (46%) of tokens being sold at training sessions. The proportion of sales via PayPal increased by 6%, whilst sales with membership renewals dropped by around the same amount: The club incurred PayPal costs of 303 and token printing costs of 92 relating to the 2010/11 year. It should be noted again that the move to online membership, whilst extremely convenient and popular with members, also increased PayPal fees. 3. Other Business The financial principles by which the club is managed are re-stated below. In line with these, the Club s accounts will be audited and the opening and closing bank balances independently verified after the AGM. 4. Budget 2011/ /12 Budget Total Income 23,500 Total Expenditure (22,900) Net 600

3 The budget for 2011/12 is presented in detail below for information. Any questions about spending plans should be taken up with the Committee. Farnham Triathlon Club Budget 2011/12 Income Budget 2011/12 Membership Fees 4,500 Assumes 225 Adult member equivalents Hart Tri Marshalling 500 Kit 2,500 Assumes Kit breakeven (conservative, given recent re-stocking) Lanzarote ,000 Token sales 11,000 Assumes sessions breakeven Interest 0 Total Income 23,500 Expenditure Budget 2011/12 SessionCosts (11,000) Assumes sessions breakeven Operations Club racing (700) Membership Cards (150) Admin & Postage (150) Internet Hosting (250) Club Affiliations (200) PayPal Fees (300) Token Postage (0) Voucher printing (100) (1,850) Youth (0) Coaching Courses (1,500) Other coaching (250) (1,750) Social Aw ards Dinner (0) Trophies (500) Hart Tri BBQ (200) Club Races, Club Nights (100) (800) Kit (2,500) Assumes Kit breakeven (conservative, given recent re-stocking) Lanzarote 2011 (5,000) Total Expenditure (22,900) Net 600 Nic Harker Outgoing Farnham Triathlon Club Treasurer, 18 th October 2011 FTC Financial Principles The Club holds funds on behalf of the membership and consequently has a duty to demonstrate to the members the financial governance under which The Club is managed. The Club has always been run along these lines however, for clarity, these three common sense principles are: The Club will continue to be adequately funded. The financial standing of The Club will be transparent. The Club will be run on a sound financial basis. Examples, not an exhaustive list, of what these principles mean in practise are: The Club will continue to be adequately funded: A positive bank balance will be maintained.

4 Ongoing activities will generate positive cash-flow. The financial standing of The Club will be transparent: The Club Accounts are available to any member to review at any time by reasonable arrangement. The Club Accounts will be subject to an annual independent audit. The Club will be run on a sound financial basis: The annual budget will be presented to the membership. Accounts will be presented to the membership annually. As a minimum, free cash balances equivalent to 3 months fixed expenses will be maintained Expenditure will be approved by the committee. Detailed Accounts: 2010/11

5 Farnham Triathlon Club Accounts 2010/2011 Budget Year: 1 October 2010 to 30 September 2011 Position at 1st October 2010 Bank 9,072 Cash 40 PayPal 0 Post Office 3,603 Opening Balance 2010/11 12,715 Receipts Budget Actual Accrued Accrued Adjusted from LY to NY vs Budget Actual Membership Fees 4,500 4, (220) 4, Up from 4426 in 2009/10 Hart Tri Marshalling Kit 2,500 2, ,454 (47) Lanzarote ,000 3,235 1, ,885 (8,115) Club simply collects and then pays out monies Lanzarote ,996 0 (96) 1,900 1,900 Club simply collects and then pays out monies Session Receipts 14,500 10,407 2,582 (3,833) 9,156 (5,344) Interest From Post Office (multiple years!) Total Receipts 35,000 23,600 4,298 (4,148) 23,750 (11,250) Outgoings Budget Actual Accrued in Accrued out Adjusted vs Budget Actual SessionCosts (14,500) (11,661) 2,890 (1,692) (10,463) 4,037 Notes Club Racing (700) (1,150) (350) not 2 sets of realys entered Membership Cards (180) (56) 0 (100) (156) 24 Admin & Postage (80) (157) 0 0 (157) (77) Internet Hosting 0 (242) 0 19 (223) (223) BTF Subsidy (400) 34 (148) 0 (114) 286 Paper form ended by BTF; subsidy discontinued Affiliations (250) (165) 0 0 (165) 85 PayPal Fees (140) (303) 0 0 (303) (163) Online membership costs not budgeted for Token Postage 0 64 (11) (53) (0) (0) Voucher printing (80) (126) (92) 126 (92) (12) Operations (1,830) (2,102) (251) 792 (1,561) 269 Youth Kit Kit sales Youth Grants (177) (78) (78) 177 Youth funds carried forward to next year Youth Equipment Youth Other 0 (22) 0 (22) (22) Children's Tri (129) 0 0 w aiting for bill from BTF Youth (306) 0 0 Courses (1,500) (1,475) 195 (1,280) x L1 to pay ( 300), 1 x L2 already paid ( 495) Shirts (150) None purchased Other coaching (100) None used Coaching (1,750) (1,475) (1,280) 470 Awards Dinner (100) Raffle sales Trophies (430) (494) 0 (494) (64) Hart Tri BBQ (220) (124) 0 (124) 96 Club Races (cake!) (100) More cake needed next year Social (850) (556) 0 0 (556) 294 Kit (2,500) (1,325) (1,325) 1,175 Lanzarote 2011 (13,000) (4,478) (400) 0 (4,878) 8,122 Club simply collects and then pays out monies Lanzarote (1,900) 0 (1,900) (1,900) Club simply collects and then pays out monies Total Outgoings (34,430) (23,290) 2,338 (1,011) (21,963) 12,467 Net Surplus ,636 (5,159) 1,788 1,218 Position at 30th September 2011 Bank 9,269 Cash 27 PayPal 0 Post Office 3,729 Closing Balance 13,026 TRUE Memo: net figures Budget Actual Accrued Accrued Adjusted from LY to NY Actual Budget Remaining Kit Net 0 1, ,128 1,128 Sessions Net 0 (1,255) 5,472 (5,524) (1,307) (1,307) Lanzarote 2011 Net 0 (1,243) 1, Lanzarote 2012 Net (96) Head Coach s Report We have continued a good year with the development of the coaching team. Dan Middleton has joined the team starting coaching this year. A number of coaches have continued to develop their coaching levels

6 taking additional courses and qualifications. This is supplemented by increased working together and also more formal CPD sessions. The latest formal CPD weekend run by Triathlon England South East Region last weekend. A cause for concern has been the continued low attendance and steps have been taken by the coaches to contribute to solving the issue. This includes some taking blocks of coaching to create consistency for the athletes. In addition to delivering coaching according to the schedule as normal the addition of Blackbushe for a Thursday evening intensity bike session has been very successful. The plans last year included consolidation of the coaching tem, CPD and sharing roles which have started to be put in place. Some of the other tasks such as regular meetings and creating a cohesive team of coaches have not been so successful. I am suggesting that the aims are still relevant and will continue to be at the heart of the coaching delivery for next year. One of the aims for the year was to use more equipment which has been done with the introduction of the Swim Smooth approach adopted by British Triathlon including their training aids. Additionally the increased use of cameras for observation, analysis and feedback has been seen at sessions. We have also reintroduced the coach s training notes for the membership these give coaching tips on training relevant to that particular time of the year. Our aims for next year continue to be: To allocate roles to share the workload Increase the CPD that we were not able to deliver this year Increase the use of tools to support coaching Include the opportunity for coaches to qualify in First Aid Have more regular meetings to share ideas Grow the individual coaching offering a more personalised advice to each athlete Focus on delivering 3 solid sessions and boot camps for the youth to support a racing programme for individual athletes To publish full annual plans Question from the floor: How does the club ensure that video footage taken by coaches of youth members is taken with permission of the parents and also the files correctly deleted. Answer: The parents of all youth members sign a permission form for video and photographic usage. All coaches follow BTF protocol and practice and delete all files when completed.

7 4 Chairman s Report Farnham Triathlon Club Chairman s Report 2010/2011 David Tiplady November 2011 Hello Everybody I d like to talk about just two things; Performance and the access the Club provides to Triathlon. As for Performance, for me, the 2011 race season is characterised by starting the way it ended with two hugely inspirational results. At the start of the year, whilst some of us were enjoying the Club s warm weather training camp in Lanzarote, on 5th Mar 2011, a Farnham Alumni won Ironman New Zealand. Sam Warriner came across the line in 9 hours 28 minutes after establishing an unassailable lead before exiting T2. What may be less well known is that Sam s race may have been won 13 weeks previously on 1st December 2010 when she underwent heart surgery for supraventricular tachycardia. (She also turned 40 on 1 st August this year.) Then, toward the end of the season on 8th Oct, nobody can fail to be moved, not just by Chrissie Wellington s 4 th Ironman World Championship win, but by the manner in which she won the race. Inspirational. Both of these are at the extreme of endurance and, it has to be said, at the extreme end of the performance spectrum. We have had our own inspirational results throughout the season: Some, at a point beyond Ironman endurance. In fact, 3 times beyond, with Carl Atkins overcoming not just the distance but also the physical trauma that level of endurance will inflict on your body. Staying with the endurance theme, we saw John Errington complete 10 marathons in 10 days in the Lake District and later in the season Mark Richardson cycle from the North Coast to the South Coast of France. If you can find someone to swim the channel perhaps you guys could put together a relay team? Happily, it s not necessary to race huge distances to set performance benchmarks to inspire the rest of us. We ve seen new club records set at the Club Olympic Triathlon Championship by both Jason Harris and Lucy Kershaw. Jason also set a new Club record for the Duathlon Championship Carl set new benchmark times for both the half and ironman distance bike at the ironman weekend. We saw Ellie Walton take bronze at the British Youth Elite Duathlon Championships and later in the year James Long take 1 st place at the Weymouth Classic Tri We took a double win at the Hart Sprint Tri with Ian White and Lucy Chittenden taking overall first places. Karl Chandler qualified for the GB National Age Group team as well as winning the Club Season Long. And what drama the Season Long competition became ending in a stewards enquiry!! (Perhaps, best to note that it wasn t winning the season long that qualified Karl for the GB team) With a list like this I will have missed more than one event and someone s hard won achievement and for that I apologise. What s is definitely missing from this list are the athletes in the Club who set and exceeded their own goals through the year. On behalf of the club I would like to say well done and congratulations. On Access: The great news is that membership remains high, in excess of 250 members at this point. However, while the club s financials have remained strong over the last year, the incoming committee may want to consider ways to build involvement at certain training of our sessions where demand has, historically, been greater than it is currently. Similar to my notes on performance I am going to miss out something important but I would like to note a small number of the many highlights through the last year.

8 In no particular order, I d first like to mention the Club s staging of the Youth Triathlon at Eagle House School in Crowthorne. This was the final event in this year s SE Region Youth Series and the third time the Club has run the event. By all accounts a hugely successful event due in no small part to the hard work of Karen MacManus and her team. During the year the Club had a web site re-launch. I m sure you ll have noticed. We regularly get feedback on the professional nature of the site and how it represents the Club. The Club had an expose in Triathlete Europe In conjunction with the Camberley Cart Club The Club has introduced Thursday night track nights for off road bike training through the summer. Reports are that, not only are these great fun but immensely useful in building confidence in bike handling skills both for racing and, simply, riding on the road. In conjunction with the Farnham Sports Centre The Club ran its first indoor triathlon last year. A new feature of the Club s racing calendar. The club s Buddy Weekend run prior to the early season Hart Sprint Triathlon, aimed at informing those who may be nervous about taking part in an organised event, was well attended and very well received. The Club s Warm Weather Training Camp, in Lanzarote, now in its 5 th year, continues to be well supported and very much enjoyed by those who are able to make it. By being able to share accommodation and travel and train as a group the aim is to make this as accessible as possible. A change of format to the National Club Relay Competition made this year s event particularly difficult to organise but everyone who went agreed about the excitement and enjoyment the race generates. The Iron Man Training Weekend, now a key feature of the Club s early season training schedule, was, again, well organised and made a great event by all those in support and taking part in whatever discipline to whatever distance. Club kit is now available through Alton Sports in Farnham. Last but certainly not least there is a risk that we take for granted the full Club Race schedule of some15 Club Aquathlon, Club Duathlon and Club Triathlon events and this in addition to a full training week of 8 sessions per week each week, week in week out, all year. For my final point I d like to make a point of saying thank you to all those who took part and supported. Thank you That ends my formal statement for the AGM however, there are 3 things that I d like to mention before I close: First of all we have a preview of next year s race calendar. I m sure Steve will be all ears on your views of what when. Second, there s a few things that we ve found we ve talked about all year and not done a great deal about such as; Club Kit design, why don t more people where the cycling kit? The best way to keep in touch, ? IM weekend bike route, is it safe? Again, it d be useful to hear your views.

9 Third, I have the pleasure in being able to disclose the date for the annual awards dinner as Sat 25 Feb The venue is the Farnham Gold Club in the Sands. And finally, in saying a personal thank you to all of the outgoing committee I d like to single out Ali Richardson who, having chosen not to stand for re-election, will be missed. Thank you for all your time and hard work over these last years. David Tiplady Chairman 5 Questions from the floor regarding reports There were no questions from the floor 6 Election of the 2011/2012 Committee Proposals for officers all proposed by John Bennison and seconded by Alison Richardson a. Chairman - David Tiplady b. Secretary - Sue Tiplady c. Treasurer Geoff Hancox Election of Officers Chairman - David Tiplady Secretary - Sue Tiplady Treasurer Geoff Hancox All officers were elected unopposed Proposals for committee members all proposed by John Bennison and seconded by Alison Richardson Committee Members Claudia Shand Stephen Riley Nic Holmes Paul Smith Ali Wigg 7 AOB Cathy Roberts Election of committee members All committee members were elected unopposed. The club constitution requires 10 members of the committee including officers, the committee will recruit a 10 th committee member as soon as possible. John Bennison offered a vote of thanks to the outgoing committee and the coaching team for their work during London Marathon Draw We have been awarded 1 place in the 2012 marathon, the following names were drawn: Place: Ian Bromley, Reserve: Alex Connell.