Carterton Swimming Club Inc. 105 th. Annual Report and Statement of Accounts

Transcription

1 Carterton Swimming Club Inc 105 th Annual Report and Statement of Accounts

2 Patron: President: Vice President: Secretary: Treasurer: Race Secretary: Club Captain: June Pinfold Barbara Smith (Resigned Aug 15)/Vacant Russel Geange Jayne Irving (Resigned Aug 15) /Bronwyn Johnson Karen Rogan (Resigned Aug 15)/ Dean Adams Rik Anderson Justin Edge Committee Members: Co-Opted members: Coach: Len Burland (Absent last 7 months) Tracy Duthie Justin Edge Rick Swaneveld Parry Hallett (Absent last 6 months) Lisa Younger - Fundraising Paul Younger - Fundraising Jayne Irving Fundraising & Projects Andy Lowe Projects Mike Duthie - Projects Russel Geange Life Members: L.J. Fairbrother H.G. Hughan L.D. Jensen J.A.B. Lawrence R.R. Eagle (SW 2008) J. Pinfold I.B. McPhee J.T. Young R.G. Geange A.J. Pinfold P.D. Ray Y. Ray (SW 1991) Honorary Members: Chris Gray Jan Gray Ruth Bucknell Margaret McGregor Janice Slater Maree Hammond Trin Peterson

3 Another season has come and gone and we saw a new group of swimmers enter into the more vigorous, demanding type of training, our senior squad. We have said farewell to our last remaining senior swimmer, Jacob Smith back in August. Jacob is furthering his studies and swimming in Kentucky, USA.Jacob has represented Carterton Swim Club since 2012 and has been a valued member of the Club. Over the past season we have been able to slowly rebuild our senior competitive group with a young and enthusiastic group of swimmers. This has been developed around the remaining three swimmers from last season. Samantha, Kobe and Hannah. All of these swimmers have gelled into a happy and cohesive group who are a pleasure to coach. And we have a great group of new swimmers, who are working hard and on the cusp of competitive swimming. Our young swimmers are developing through the metro competition, and are participating at a good level against local clubs and teams. As always, there are many highlights during any season and this season has been no different. Our annual camp in Marton that was held in January was certainly a highlight for me. All swimmers and parents who were involved made it a huge success. Without the contribution of those parents, these activities are unable to happen, so a huge thanks to all who took part. Winning the Sue Keltie and Yule cups, was clearly a sign of our success as we rebuild The Wellington Long Course Champs was another highlight this season with many swimmers competing in their first major swim meet. This enabled these swimmers to gain valuable racing experience. The Wairarapa Champs was yet another opportunity for our swimmers to get a real sense of competing at a higher level. Samantha Duthie and Kobe Edge represented the club at the New Zealand Age Group Swimming Championships in Wellington. Both performed exceptionally well with Kobe achieving 9 th place in the 200 Backstroke final and also swimming the 100m bk holding his seeded place and doing a PB in the 50m bk. Samantha swam in the 100m and 200m Butterfly events placing 4 th in the 100m final in what was an extremely close race all four first swimmers finishing within 300 th of a second in what was the closest race in the session, Samantha just missing out on a medal. It was evident that Samantha still had something to give and she gave her best performance of the meet by winning Gold in the 200m Fly in the next session. A thoroughly deserving win in a time of 2:32:52; a 0:04:41 which was her third consecutive PB improvement in that event. Along with the rest of their team members, they have trained very well and deserved the success they achieved. It has been a pleasure to have coached all of the club members this season. They have all contributed in their own way to the continued success of the club. Many thanks to all parents and committee members who have stepped up and helped to continue to move our club forward.

4 During swimming season the Carterton Swimming Club participated in over 47 events at local, regional and national level. Through participation in these events as well as our usual club events our swimmers amassed a total of 897 personal best times. An increase of 300 from last year. Initial fundraising efforts allowed the club to significantly reduce the costs of Swim camp 2016 additional fundraising activities at a 4X4 event saw a good stream of cash come into the club. Grants through EECT, Polaris and Trust House created a fund that is about to see the replacement of the Diesel heating system 100% funded and completed. Our other event fundraising, allowed us to cover the operating costs of the club. And we wish to thank the fundraising committee (Lisa Younger & Jayne Irving), all the parents and swimmers and friends for their efforts in supporting our BBQs and raffles. The Metro competition and rules changed this season and that ensured a greater level of participation throughout. This made our Metro team very strong in 2016 and Carterton won both the Yule Cup and the Sue Keltie Cup. The meet learning opportunities (MLO s) continued and the development of the transition plan further supports those young club swimmers, move into the competitive arena. Each of these initiatives has continued to be received favourably by our membership. Whilst there was some turbulent times early on in the year, the club is experiencing a period of tremendous support, with excellent turnout for all club nights and willing helpers on the pool deck. With a focus on future development our current committee has worked hard towards supporting the current membership, growing the next generation, identifying funding, and developing pathways for our swimmers. We have also begun a Governance review as part of a Swim Wellington initiative and have done some great work with 5 IOTs now under formal training. Our ability to deliver good events both at our pool and within the wider region couldn t be done without the ongoing support from club stalwarts Ruth Bucknell and Janice Slater We d also like to acknowledge the ongoing advice and support from Trin Petersen previous President of the club and the arrival of the club noticeboard sponsored by Kleenaz Windows (from Jess and Tiaki Whyte). We are though, heading onto the next real challenge - the facility, the pool and its upkeep. Serious work needs to begin now, to ensure that we leave this club in a better place than when we picked it up. In fact to ensure that we can have a facility available to the South Wairarapa 365 days a year for another 25 years we need to really take this seriously. We are now (thanks to the previous committee) a Charitable Trust, and this actually opens up access to a greater pool of financial support but we need a plan and we need people dedicated to that plan. Carterton Swimming Club Highlights NZ Age Groups Wairarapa Championships Wellington Long Course Champs Wellington Short Course Champs PCA Div III Winners - Yule Cup Winners - Sue Keltie Record/s 1 individual record was broken during the season. Wairarapa 10/U 50 Fly by James Church National top 10 place getters (NAGS April 2016) Samantha Duthie (Gold Medallist) Kobe Edge (Top 10)

5 No CATEGORY Sub Category TROPHY Winner 1 Challenge Cup (Club Events) Most PB s 2015/2016 Season AJ Parton Cup (91) Jorja Younger 2 Non Competitive Swimmer PB Times -3 rd Place Bronze Medal (23) Anita Lyford 3 Non Competitive Swimmer PB Times 2 nd Place Silver Medal (28) Macy Lyford 4 Non Competitive Swimmer Most PB s Gold Medal (45) Jack Younger 5 Most PB s (21) Wellington Champs Olphert Trophy Samantha Duthie 6 Medley Trophy Outdoor Champs AJ Pinfold Cup (34 Pts) Jorja Younger 7 Medley Trophy Outdoor Champs Runner Up (30 Pts) Ryan Irving 8 Long Distance H/Capped Outdoor Champs Sorenson Cup (16 Pts) James Lowe 9 Long Distance H/Capped Outdoor Champs Runner Up (14 Pts) Kobe Edge 10 Freestyle H/Capped Outdoor Champs King Rosebowl Ryan Irving 11 Freestyle H/Capped Outdoor Champs Runner Up Ella Fenwick 12 Fastest 100m Freestyle Outdoor Champs Lawrence Cup Kobe Edge 13 Fastest 100m Freestyle Outdoor Champs Runner Up Samantha Duthie 14 9 & Under Boys Champion Indoor Champs Roma Barnes Memorial Cup Jack Younger 15 9 & Under Girls Champion Indoor Champs M & N Banks Cup Mya Anderson 16 9 & Under Girls Runner Up Indoor Champs Annabel McQueen Boys Champion Indoor Champs McPhee Cup James Lowe Boys Runner Up Indoor Champs Coby Neilson Girls Champion Indoor Champs CASC Girls Championship Cup Jorja Younger Girls Runner Up Indoor Champs Bridget Allan Boys Champion Indoor Champs Eagle Cup Kobe Edge Boys Runner Up Indoor Champs Maddex Anderson Girls Champion Indoor Champs H. Callender Cup Samantha Duthie Girls Runner Up Indoor Champs Ella Fenwick Boys Champion Indoor Champs CASC Cup Ryan Irving Boys Runner Up Indoor Champs Not Awarded

6 Girls Champion Indoor Champs L.J. Fairbrother Cup Ashley Lowe Girls Runner Up Indoor Champs Hannah Moore 29 Senior Boys Champion Indoor Champs M & A McPhee Cup Not Awarded Runner Up 30 Senior Girls Champion Indoor Champs Hughan Rosebowl Not Awarded Runner Up 31 Most Improved Backstroke CSC Cup Kobe Edge 32 Most Improved Freestyle CSC Cup James Lowe 33 Most Improved Butterfly CSC Cup Bridget Allan 34 Most Improved Breaststroke Peter Ray Memorial Cup Maddex Anderson 35 Most Improved Swimmer 12 & Under Joe Saba Challenge Trophy 36 Most Improved Swimmer Over 12 Beryl Matson Memorial Cup Jorja Younger Ashley Lowe 37 Most Improved Swimmer Junior Boy Bucknell Boys Trophy Coby Neilson 38 Most Improved Swimmer Junior Girl Eketahuna Swim Club Trophy Mya Anderson 39 Breaststroke at National Events Jodi Smyth Trophy Jacob Smith 40 Highest Fina Points Female Percy Hammond Memorial Trophy 41 Highest Fina Points Male Percy Hammond Memorial Trophy Samantha Duthie Kobe Edge 42 Most Consistent Male Swimmer CSC Trophy Kobe Edge 43 Most Consistent Lady Swimmer Eleanor Stubbs Cup Samantha Duthie 44 Best Team Mate Smylie Award Ashley Lowe 45 President s Trophy C & R Bucknell Trophy Dean Adams & Bronwyn Allan 46 Swimmer Of The Year L.J. Fairbrother Cup Samantha Duthie Personal Bests 2015/ Eli Adams Personal Bests 2015/ Maia Adams Personal Bests 2015/ Bridget Allan Personal Bests 2015/ Maddex Anderson Personal Bests 2015/ Mya Anderson Personal Bests 2015/ Tessa Champion Personal Bests 2015/ James Church Personal Bests 2015/ Samantha Duthie Personal Bests 2015/ Kobe Edge Personal Bests 2015/ Ella Fenwick Personal Bests 2015/ Neve Hopman

7 Personal Bests 2015/ Ryan Irving Personal Bests 2015/ Ashley Lowe Personal Bests 2015/ James Lowe Personal Bests 2015/ Anita Lyford Personal Bests 2015/ Macy Lyford Personal Bests 2015/ Roan Mabey Personal Bests 2015/ Hannah Moore Personal Bests 2015/ Annabel McQueen Personal Bests 2015/ Coby Neilson Personal Bests 2015/ Evie Nightingale Personal Bests 2015/ Genevieve Nightingale Personal Bests 2015/ Sorcha O Donoghue Personal Bests 2015/ Skye Ryan Personal Bests 2015/ Grace Tanner Personal Bests 2015/ Mya Whyte Personal Bests 2015/ Zavier Whyte Personal Bests 2015/ Jack Younger Personal Bests 2015/ Jorja Younger Supporting Carterton Swimming Club Supporting Carterton Swimming Club Supporting Carterton Swimming Club Supporting Carterton Swimming Club 2015/2016 Appreciation Certificate Janice Slater 2015/2016 Appreciation Certificate Cynthia Lowe 2015/2016 Appreciation Certificate Mr & Mrs Whyte (Kleenaz Windows) 2015/2016 Appreciation Certificate Ruth Bucknell

8 Carterton Swimming Club AGM 2014/2015 held at the Carterton Events Centre on the 7 th of June at 4.30pm 1) The president opened the AGM at 4.35pm and welcomed all attendees. 2) In Attendance were: Andy Lowe, Cynthia Lowe, Kathy Anderson, Jessica Whyte, Lisa Fleming, Russell Geange, Dion Hunter, Jayne Irving, Karen Rogan, Rick Swaneveld, Lisa Swaneveld, Dave Smith, Jacob Smith, Tracy Duthie, Michael Duthie, Justin Edge, Lenard Burland, Trin Petersen, Maree Hammond, Taylah Mawson, Michelle Mawson, Rik Anderson, Dean Adams, Parry Hallett & Barbara Smith. 3) Apologies were passed for: (1) Yvonne Ray (2) June Pinfold (3) Chris Hicks (4) Janice Slater (5) Ruth Bucknell (6) Bob Eagle (7) Helen Hammond Minutes of Previous AGM 4) The minutes of the previous meeting were read and confirmed as a true and accurate record several items were to be discussed in later, 3 items were resolved: a) Charities Register Parry was thanked for his work. It was advised our Charity Status was the driving force behind constitutional change earlier in the year and the additional changes to be discussed today. b) CSC Guide for members To be released in July of this year for new members. c) Website Update Completed and ongoing work done. Matters Arising from Previous AGM 5) Matters raised were passed to general business as remits & recommendations. Reports 6) Barbara presented the Presidents Report (attached) 7) Russell Coaches Report i) Demise of Snr swimmers to academic endeavours has led to a loss of senior swimming talent in the club. ii) A process has been advised/introduced for swimmers if they wish to move up to the next level. iii) Concentrating on building the next group of champion swimmers iv) Thanks to Barbara and the committee for their support and the work being done looking at improving/upgrading the pool thanks also to CDC for their support. v) Thanks to the support crew Lisa, Rick & Cynthia with the junior swimmers through RGA. 8) Treasurers Report (attached) Remits & Recommendations 9) Honorariums a) In previous years Honorariums have been paid at $100 to the President, Treasurer, and Race Secretary Confirmed by all attendees/unanimous. VOTE: All in favour b) Parry Hallett requested that his Honorarium be donated back to the club. VOTE: All in favour c) Len Burland put forward a motion that membership fees paid by Barbara and Dave Smith for their own membership during 2014/15 be reimbursed by the club.

9 VOTE: All in favour 10) Subscriptions a) Current Subscriptions will be retained at the 2014/2015 rates and are i) Non Competitive - $74.50 ii) Competitive - $ b) Members joining after 31 December pay 50% of club portion of the annual subscription i.e. any subscription reduces by $ There is no reduction in the Swimming NZ or Swim Wellington portion of the subscription at any time. VOTE: All in favour Remits & Recommendations - Changes to the Constitution 11) Various discussions were held on the changes to constitution, the attendees voted on each amendment all of which were subsequently passed. A summary of the changes is as follows: 12) Update Rules: 2(d), 2(f), 3, 4.2, 4.3, 12.1, 14, 27, 31 i) Remove all references to New Zealand Swimming Federation and replace with Swimming NZ 13) Update Rule 4(d) Membership i) Current Wording (d) Administrator and parents Shall be those not participating in competition swimming but shall have paid a subscription ii) Proposed Wording Administrator and parents or guardians Shall be those not participating in competition swimming but shall have paid a subscription 14) Update Rule 5 Headquarters With Amendment - Trin Petersen advised that the address for Wollerman Cook is now Memorial Square, Carterton. i) Current Wording The Headquarters of the Club shall be at Wollerman Cook and McClure, Ballinger Place, CARTERTON Or as such other place as the Committee shall from time to time determine (NOTE, - The address of actual premises is required. A Post Office Box is not sufficient by may be added optionally for mail purposes) All Correspondence to be mailed to PO Box 98 CARTERTON ii) Proposed Wording The Headquarters of the Club shall be at Wollerman Cook and McClure (renamed WCM Legal in 2006), Memorial Square, CARTERTON or as such other place as the Committee shall from time to time determine. All Correspondence to be mailed to PO Box 98 CARTERTON iii) Rationale Aligns our constitution with the legal name of Wollerman Cook and McClure. Remove text which appears to be part of the original template rather than a requirement of the constitution. 15) Update Rule 7 Management i) Current wording The management of the affairs of the Club shall be vested in a Committee of 7 members. These together with the Officers, shall be elected at the Annual General Meeting of the Club Centre means the Wairarapa Centre/Regional Association of the New Zealand Swimming Federation (Incorporated) The Committee may appoint any financial member to fill any casual vacancy among its members or to fill any office of the Club that may become vacant, and such appointment shall hold good until the next Annual General Meeting of the members

10 ii) Proposed Wording The management of the affairs of the Club shall be vested in a Committee of not less than 4 members. These together with the Officers, shall be elected at the Annual General Meeting of the Club Centre means the Regional Association of Swimming NZ The Committee may appoint any senior financial member or parent or guardian of a financial member to fill any casual vacancy among its members or to fill any office of the Club that may become vacant, and such appointment shall hold good until the next Annual General Meeting of the members iii) Rationale The current constitution wording in circular in reference to rules 7 and 10. Rule 7 refers to a committee of 7 members plus officers defined in rule 10. Rule 10 includes committee members as officers. Remove the reference to Wairarapa Centre as the centre no longer exists. Current wording does not allow for parents of senior swimmers to participate in the management of the club at a committee level. 16) Update Rule 10 Officers Remove Committee Member from the list of officers. i) Rationale Committee members are defined in rule 7 as members of the management outside of the named officers. 17) Remove Rule 27 i) Rationale The committee feels it is no longer required. Prizes are awarded based on guidelines defined by precedent and confirmed by the committee of the Carterton Swimming Club in each year. 18) Update Rules: 16, 17.4, 19, 20.1, 20.2(c), 21, 22, 24.1, 30.1 Remove references to Hon Secretary and replace with Secretary i) Rationale Recent amendments to the constitution removed the title Hon from the role of Secretary. 19) Update Rule 21 Special General Meeting i) Current Wording A Special General Meeting of members may be called at any time by the Committee or by requisition signed by not less than 15% of financial Senior members. The requisition shall be addressed to the Hon Secretary and shall set our specifically the business for which the Special General Meeting is required. Upon receipt of such a requisition the Hon Secretary shall forthwith take the necessary steps to convene the meeting. The notice to members of a Special General Meeting shall be the same as that prescribed for the Annual General Meeting ii) Proposed Wording A Special General Meeting of members may be called at any time by the Committee or by requisition signed by not less than 15% of financial members. The requisition shall be addressed to the Secretary and shall set our specifically the business for which the Special General Meeting is required. Upon receipt of such a requisition the Secretary shall forthwith take the necessary steps to convene the meeting. The notice to members of a Special General Meeting shall be the same as that prescribed for the Annual General Meeting iii) Rationale The reference to financial senior members currently accounts for 3 club members being swimmers over 15 years of age. Extend the requirement to call a meeting to include any member (including a parent or guardian of a junior member). 20) Update Rule 24 Quorum Redefine the percentage required for quorum based on change to rule 21. Various discussions were held and it was agreed that a Quorum would consist of 40 percent of financial membership. i) Rationale Align with rule change 21 ii) Two motions were put fwd firstly; (1) 51% - votes in favour 4, (2) 40% - votes in favour 14,, THE MOTION PASSED THAT 40% OF PAID MEMBERSHIP BE CONSIDERED A QUORUM

11 21) Update Rule 11 Election of Officers i) Current Wording No member whose subscription is in arrears or who is not a financial member may be elected to the Committee or to any office in the Club ii) Proposed Wording No member whose subscription is in arrears or who is not a senior financial member or parent or guardian of a financial member may be elected to the Committee or to any office in the Club iii) Rationale Current wording does not allow for election of parents of senior swimmers without them having paid a personal subscription to Carterton Swimming Club. 22) Update Rule 23 Voting i) Add Clause 3. Elected officials or committee members who are not a parent or guardian of a financial member under the age of sixteen shall be entitled to vote. ii) Rationale Current wording does not allow committee member or officers who are parents of senior financial members the option to vote at either committee or general meetings. 23) Update Rule 12.4 as follows: i) Current Wording The Annual General Meeting in each year shall appoint an Auditor to audit the accounts of the Club and to certify the Annual Balance Sheet. No person shall be elected to hold office as Auditor who is a member of the Committee. ii) Proposed Wording The Annual General Meeting in each year shall appoint an accountant to review the annual financial statements of the Club (the Reviewer). The Reviewer shall conduct an examination of the accounts with the objective of providing a report that nothing has come to the Reviewer s attention to cause the Reviewer to believe that the financial information is not presented in accordance with the club s accounting policies. The Reviewer must be a suitably qualified person, and must not be a member of the Committee. If the club appoints a Reviewer who is unable to act for some reason, the Committee shall appoint another Reviewer as a replacement. The Committee is responsible to provide the Reviewer with: (a) Access to all information of which the Committee is aware that is relevant to the preparation of the financial statements such as records, documentation and other matters (b) Additional information that the reviewer may request from the Committee for the purpose of the review; and (c) Reasonable access to persons within the club from whom the reviewer determines it necessary to obtain evidence. 24) Update Rule 12 Duties of Officers i) Current Wording The duties of the Treasurer shall be to attend all General Meetings of the Club and all committee meetings, to receive monies due to the Club and to place the same to the credit of the Club s banking account, to sign all cheques for disbursements in conjunction with the other Club member appointed for that purpose to keep proper books of account to prepare and submit to member of the Club the Annual General Meeting a duly audited statement of the financial affairs of the club. ii) Proposed Wording The duties of the Treasurer shall be to attend all General Meetings of the Club an all committee meetings, to receive monies due to the Club and to place the same to the credit of the Club s banking account, to sign all cheques for disbursements in conjunction with the other Club member appointed for that purpose to keep proper books of account to prepare and submit to member of the Club at the Annual General Meeting an accurate statement of the financial affairs of the club. iii) Rationale Current process does not include an audit process. The club has accounts reviewed however accounts have not in recent years been audited as per the constitution. There is no requirement under the Charities Commission for audited accounts.

12 Remits & Recommendations -Appointment of a Reviewer 25) It was proposed that the CSC appoint a Reviewer of the Accounts: Proposed: Tim Dudson, Dudson & Associates -Tim Dudson is a current key-holder who uses the pool on an almost daily basis, he has agreed to review accounts annually at no cost to the club. Other Business 26) Operating Costs: General discussion from Russell around operating costs for the pool, and how close to the breadline the pool is operating. Also how tenuous the condition/state of the facilities are. 27) Friends of Carterton Membership: Rik Anderson proposed a $2 membership for those wishing to contribute in a formal capacity to the CSC but not as swimmers. Note: The current constitution documents acceptance of any membership is at the discretion of the committee. Appointment of the Committee 28) The following appointments were nominated and confirmed as the 2015/2016 Carterton Swimming Club Committee: a) Barbara Smith President b) Jayne Irving Secretary c) Karen Rogan Treasurer d) Rik Anderson Race Secretary e) Len Burland f) Tracey Duthie g) Justin Edge h) Rick Swaneveld i) Dave Smith j) Parry Hallett AGM Closed 29) The AGM was closed at 6.35pm. Finance Report 2015/2016 (attached)

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