Reading Hockey Club Annual General Meeting 13 th May 2015

Transcription

1 Reading Hockey Club Annual General Meeting 13 th May 2015

2 Agenda Apologies for absence Last years minutes and matters arising Chairman s remarks Finance report Subscriptions and Match fees proposal FMU costs Playing reports Men Ladies Colts GARC Election of Officers Proposal for Vice Presidents Any Other Business

3 Chairman s remarks on a page 1. Overall season rating 2. Medium term strategy 3. We need more help

4 Agenda Apologies for absence Last years minutes and matters arising Chairman s remarks Finance report Subscriptions and Match fees proposal FMU costs Playing reports Men Ladies Colts GARC Election of Officers Proposal for Vice Presidents Any Other Business

5 Actual Financial Performance 11 months (May 2014 to March 2015) (1 of 3) Summary Operating surplus, at 12k, is in line with budget. This is after a 19k depreciation charge and a facilities charge of 31k. Operating cash flow before the depreciation charge is 31k. Member Subscriptions, the single most notable revenue item for the club, continue to increase year on year. The introduction of Pitchero this year has made paying subs easier and administering the membership database more efficient. The 2.9% commission cost is more than offset by increased income. Bar and catering have underperformed, generating revenues to date 6k under budget and a margin of only 27% (target = 50%). Playing costs, the largest controllable budget spend, have been well controlled and are forecast to not exceed the 43k budgeted for the full year. Positive cash generation have enabled the transfer of 20k of operating cash flow from last year and 20k from this year to be transferred to the Asset Replacement Fund, which currently stands at 92k.

6 Actual Financial Performance 11 months (May 2014 to March 2015) (2 of 3) Income key items Actual Budget Variance Notes Member Subscriptions 93.1k 85.7k 7.4k Subs increase, Pitchero (net of Pitchero costs) Match Fees 35.7k 27.6k 8.1k Summer league, Colts, improved collection Bar and Catering 18.8k 24.9k ( 6.1) Lower sales Astro hire 17.3k 17.0k 0.3k Coaching Camp 8.1k 14.0k ( 5.9k) High forecast, 10k target for full year

7 Actual Financial Performance 11 months (May 2014 to March 2015) (3 of 3) Expenditure key items Actual Budget Variance Notes Playing Costs 39.4k 39.4k 0.0k Indications are that actual expense will be within the full year budget of 43k Bar and Catering 18.8k 20.0k 1.2k Costs high relative to income. Net position is Nil. Bar and Catering Margin 27% 50% (23%) Could be a positive stock adjustment. Cricket achieve 51%. Astro Depreciation 19.0k 19.0k 0.0k Full year charge is 20.9k. Facilities Charge (FMU) 31.2k 31.2k ( 0.0k) Is full year charge

8 Budget (May 2015 to April 2016) (1 of 2) Summary A conservative budget based on 2014/15 experience, adjusted for specific known changes, Target: An Operating Surplus of 5.5k, with Operating cash flow of 24.1k, Opportunity to exceed these targets, Risks: Any adjustments to Facilities charges for hockey will increase expenditure. The current assumption is that 67% of the total budgeted FMU cost of 42.8k will be charged to hockey, Also playing income at risk of changes in membership (no evidence of numbers decreasing) and variation in number of games played (weather dependency).

9 Budget (May 2015 to April 2016) (2 of 2) Income key items Budget Actual Variance Notes (YTD Mar 2015) Member Subscriptions 96.0k 93.1k 2.9k Match Fees 32.2k 35.7k ( 3.5k) Subs and match fees combined budgeted to marginally increase improved collection Donations (non-arf) 6.0k 3.5k 2.5k Additional funds to be diverted to Ladies & Men s training Astro hire 23.5k 17.3k 6.2k Summer hire Bar Income 9.1k 7.7k 1.4k Improved margins Expenditure key items Playing Expenses 45.6k 43.0k ( 2.6k) Increased General training Water 9.6k 5.1k ( 4.5k) Actual charge to Dec.

10 Other matters 25 year combined GARC/RHC plan for GARC investor repayment and SLS pitch transfer Aim: Derive a 25 year plan covering two carpet replacement cycles and the repayment of GARC investors within the first carpet replacement cycle to enable Hockey to own the both pitches and repay GARC investors. Target: Generate 20k cash from operations (after FMU charge) and 10k of ARF fundraising per year for a decade to achieve the aim. We are currently on target to meet this requirement and are budgeting to meet this target in the future. Challenges: Meet budgetary targets, develop a summer hockey festival to replace RAAJ. Card payments Initial investigations are looking into the value of enabling card payments for bar payments and potentially other sales.

11 Agenda Apologies for absence Last years minutes and matters arising Chairman s remarks Finance report Subscriptions and Match fees proposal FMU costs Playing reports Men Ladies Colts GARC Election of Officers Proposal for Vice Presidents Any Other Business

12 Subscriptions & Match Fees Proposal Subscriptions & Match Fees Proposal Strategy: Reduce the number of subscriptions to allow for easier administration One subscription level for colts All players pay the same match fee to play in adult hockey games (note 1) Continue to use Pitchero as the primary subscription collection mechanism Match fees for Men s & Ladies matches: 10 per player Match fees for Colts games (note 2): 5 if tea is served 3 if no tea Notes: 1. Normal club hardship rules apply. 2. Match fees apply to U12s to U18s including league, friendlies, tournaments, festivals and indoor matches and tournaments but excluding all U12 Thames Valley Mini monthly festivals (TVMs). 3. Match fees to do not apply to U8 and U10 TVM but 3 MF applies to tournaments and festivals where an entry fee has been paid.

13 Subscriptions Proposal Subs are to be paid by 30 Sept 2015 MEMBERSHIP BANDS Adult Playing Member GK Age Playing Member GK Student Student GK U12-U18 Playing Member - GK - 3 rd Family Member U8-U10 Playing Member - GK - 3 rd Family Member U6 Playing Member - GK - 3 rd Family Member Social Member Social Member DISCOUNTS available to playing members: Paying by 3 instalments will be available (for bands 1-5), if first payment is PRIOR to 30 September 2015 GK discount given to GK s using own kit or contributing to purchase of kit Student rate applies to Over 18 s in full time education with University named on membership form. No family discount given to Student. Family discount applies to 3 rd family playing member of lowest cost category and only applicable to Under 18 s (ie Player 1 pays full, Player 2 pays full, Player 3 pays discounted rate). Social members not eligible for family discount. All age related discounts require date of birth and full membership details on club database. No GK and family discount given to same individual All membership to be paid by 30 September 2015 or 30 uplift per member applied

14 FMU costs - As is Split 66% Hockey and 33% Cricket based on a deal brokered in 2006/7 Based on possession of the Clubhouse with Hockey from September to April (8/12 months) and Cricket from May to August (4/12 months) Paid by cheque from each section into FMU during the season FMU budget for is currently 43,509 with Hockey carrying 29,007 and Cricket 14,502 Excludes the FMU Replacement Fund which is taken from each section on demand Lift repairs in 2015

15 FMU - Cricket section proposal Modify split to 80% Hockey and 20% Cricket based on Membership numbers Usage during the season

16 Our response Naturally paying another 5,800 to the FMU would distract from playing costs and asset replacement revenue, which makes it unattractive upon first consideration But reducing FMU costs is appealing to both sections Counter offer renovate the flat and let it on a commercial basis, with that income reducing the overall FMU costs, then the Hockey section will consider the different split Budget 2015/16 Hockey Cricket FMU 43,509 29,007 (66%) 14,502 (33%) Flat income (annualised) 7,200 Revised FMU 36,309 29,047 (80%) 7,262 (20%) Next steps confirm that this is viable, determine required renovations, agree governance and operational management approval via General Committee Overall direction of travel is to protect playing costs and to reduce FMU costs

17 Agenda Apologies for absence Last years minutes and matters arising Chairman s remarks Finance report Subscriptions and Match fees proposal FMU costs Playing reports Men Ladies Colts GARC Election of Officers Proposal for Vice Presidents Any Other Business

18 Men s Section Report

19 Men s Awards 2015 Performance player of the year: Young player of the year: Most Improved: Player of the season: Club man of the Year: Team of the year: Dan Shingles Peter Scott Adam Waldron Ian Tomlinson Mark Mundell Refills

20 Veterans Section Report 2015 SuperVets (led by Adrian Robertson) won the London League Super Vets Div 2 Redsox come 3rd in Vets Division 2 Rustlers retained their League 1 crown with a spectacular win on the last day of the season Over 40 s won through to the semi-finals of the National Cup Over 50 s went one better defeating Harleston Magpies 3-0 in the National Cup final at Lee Valley to be crowned CHAMPIONS

21 London League CLUB OF THE YEAR 2015

22 Mixed Hockey Team England Hockey Mixed Plate Still going Under leadership of Alys Richards: Next Round: Quarter Finals Sunday May 17 th at Sonning Lane Come and watch!!!

23 Ladies Section Summary 1 st XI: 4 th place Investec Women's Hockey League Premier Division 3 rd place Investec Women s Hockey Championships 5 th Indoor Hockey 5 s Represented England at European Indoor Finals 1A XI: Amazing support for the 1 st XI with more players moving up than for many years 7 th place South Clubs Women s Hockey League 3 rd round 2 nd XI Cup lost on penalties 2 nd XI: 2 nd place TrySports Premier 1 League (12 points above next club, goal difference of 71) 2A XI: 8 th place TrySports Premier 2 League 3 rd XI: 7 th place TrySports Division 1 League 3A XI: 11 th place TrySports Division 1 League (moving 6 players up the club, relegated) 4 th XI: Champions TrySports Division 5 (promoted)

24 Ladies Summary of 2014/15 Performance Player of the Season: Club Player of the Season: Young Player of the Season: Club Member of the Year: Team of the Year: The Holt Cup for Significant Contribution over a number of years: Susie Gilbert Alys Richards Kymran Shergill Anna Jukes 4 th XI Sue Newman Turnout to training remains strong in the ladies, especially in the club teams. Special thanks to the coaching & support teams for all their efforts: Jo Newman, Chris Withers, Merijn, Damon, Yvonne, Bev, Em, Tino as well as DJ and Laura Craston Proposal for next year is to run the section with a leadership team of 4, with an increased contribution from members within the teams

25 Thanks to.... Chris Withers Jo and Sue Newman Special mentions to the following for blowing : Nick Salter: 22 Jo Newman: 13 Hugh Rogers: 13 Alan Wade: 12 Oli Brown: 11 Huw Richards: 10 Liz Spencer: 9 Peter Turbo Day: 8 Johnny Downer: 6 Richard Higginson: 5 For driving external pitch hire For helping to arrange all Fixtures For managing all the pitch allocations In total, we managed to find umpires for 184 matches, and in total we had 67 umpires covering 219 umpiring slots!

26 Colts Section Summary BU18: As EH Cup - Q/Fs; Mercian League NE - Winners; League Finals R/up Bs Mercian League NW - 4/5th BU16: As Mercian League West - 3rd/7 BU14: As EH Champ West League winners; West regional Cluster Pool B R/up; Mercian League West - 3 rd /8 Dev: Mercian League - 4 th /8 GU18: Prem team: EH Plate - R/ups; HCGL 2 nd /7 League team: HCG League A 5 th /6 GU16: Prem team: EH Champs West League winners; EH nationals Bronze medal; HCG Prem League 2 nd /7 League team: HCG League F: 5th/6 Dev team: HCG League E 5 th /6 GU14: As: EH Cup West League 4 R/Up; EH West Regionals R/Up Pool A; HCG League B 1 st /6; Reached QFS of League Play-offs Bs: HGC League E 1 st /5 - Reached QFS of League Play-offs Cs: HCG League G 3 rd /5 Dev: HCG League C 5 th /7

27 Minis Section Summary BU12: In2Hockey County winners; Plate Semi-finalists. Reading 3s - Havant Tournament 4 th /9 (NB Yr 6s vs Yr7s) GU12: In2Hockey County winners; Semi-finalists at Regionals HCG League B - 2nd/5 Havant Tournament winners BU10: GU10: U10 Mixed: A&Bs: In2Hockey County winners and R/up; As: Regional Cup R/Up A&Bs: In2Hockey County winners and R/up; As: Regional Plate R/Up A team: Wallingford Tournament Winners Dev Team: Wallingford Tournament Quarter-finalists BU8: GU8: John Wright Tournament Winners John Wright Tournament Winners (TVMs not recorded)

28 Colts Summary of 2014/15 Awards and the section Performance Colt of the Season: Club Colt of the Season: Most Improved Player: Young Leader of the Season: Team of the Season: Coaching Team of the Season: Big thank yous: Olie Brown - YL leader, umpiring & GU14 Dev coach Sue Mitchell Hungry Hut supremo Peter Scott Grace Mitchell Katie Goddard Philippa Burns GU16 Bronze EH Cup GU14/U10s Sue Perkins mammoth administration for 3 years (sometimes of over 150 colts) let alone their parents. The Colts & Mini s section: >/=500 colts; 40+ coaches; 10 administrators; Head of Minis Nick Hooper; Welfare officers - Sarah and Sumo; Head of Colts Me; Camps Andy Watts; Indoor Jeremy Sandell.

29 Agenda Apologies for absence Last years minutes and matters arising Chairman s remarks Finance report Subscriptions and Match fees proposal FMU costs Playing reports Men Ladies Colts GARC Election of Officers Proposal for Vice Presidents Any Other Business

30 Agenda Apologies for absence Last years minutes and matters arising Chairman s remarks Finance report Subscriptions and Match fees proposal FMU costs Playing reports Men Ladies Colts GARC Election of Officers Proposal for Vice Presidents Any Other Business

31 Election of Officers Hockey Role Chair V-Chair V-Chair Secretary Treasurer Membership Secretary Ladies Captain Men s Captain Performance Captain Vets Captain Colts Captain Welfare Officers Commercial / Sponsorship Co-ord Functions, Bar and Catering Ladies Membership Secretary* Men s Membership Secretary* Colt s Membership Secretary* Fixtures* External Pitch Bookings Pitch Manager Umpire Coordinator* Nomination Tim Mann Nick Barton Liz Spencer Karen Dixon Vacant (Steve Twigge to continue until replacement found) Rachel Mann Rachel Mann (Vice Capt: Georgia Boother) Sam Howells and Rob Farrow Vacant Nick Barton Judith Barton Simon and Sarah Rooke Richard Dixon Bar - Phil Bastian Functions & Catering - Vacant Fran Harvey Vacant Vacant Jo and Sue Newman Vacant Vacant Chris Withers *Playing Committee Roles

32 Keys Roles to be filled (Further details on request) Role: Functions and Catering: To liaise with the catering staff to ensure that teas are booked for the weekend hockey games and to check the booking of hours by the catering staff To manage the bookings of outside and hockey functions Role: External / Weekday Pitch bookings: To manage and book the external hires for the pitch Send invoices and manage queries and contact point for bookings Role: Pitch Manager: Responsible for ensuring the pitches are in playable state cleaned / watering Liaise with the pitch contractors Fix and monitor the safety of pitch furniture (Goals / gates / Dugouts etc) There are other roles within the sections that need to have a representative: Comms, Membership, Social and Fundraising, Administration (Please speak to your Section Captain for more information)

33 Proposal for Vice Presidents Tim Codling Alex Danson Roger Wall

34 Any Other Business