PEMBROKE AND DISTRICT AMATEUR SWIMMING CLUB Annual General Meeting Agenda 27 th of January 2016 Pembroke Suite, Pembroke Leisure Centre 7:00pm 1. Present: Trina Bowen, Phill Thomas, Hilary Edwards, Anna Williams, Alanna Sturley, Anna Shiels, Michaela Sloan, Catherine Cumine, Laura Lewis, Coral Howlin, Ceri Wilson, Faye Omnet, Eunice Willis, Lyn Tobin, Dorothy Morgan, Ruth Williams, Dani Busby, Colin Griffiths, Nicola Griffiths, Helen Hillary, Tania Rogers, Quintin Fitzsimmons, Jamey Williams, Tracy John 2. Apologies: Larry Jones, Helen Thomas, Jenny Llewellyn, Gill Orchard, Nicky Shanklin, Alan Jones, Jane Lee, Allison Williams, Francis Bunker, John Bird, Sarah Greenwood 3. Approval of minutes from last meeting: The minutes from the AGM held on the 28 th of January 2015 were presented and proposed by Phill Thomas as an accurate reflection of the meeting and seconded by Keith Thompson. 4. Chairman s report: Phill Thomas welcomed all present to the meeting. The members of the committee were introduced to attendees and Phill acknowledged the encouraging number of new faces in the room. He then proceeded to take members through the key points of his prepared speech.
Good Evening fellow members. May I on behalf of the committee welcome you all here to the Annual General meeting of Pembroke and District ASC. It has been a very busy 12 months at club with all squads actively competing around Wales and I am pleased to report that the club has had an exceptional year. I am sure our head coach will expand on the various cups and shields that have been won in his report. Through the year the club has managed to ensure that all our volunteers have completed the safeguarding and welfare course to make sure our children are able flourish in their chosen sport in a safe environment. We are the only club within the county to achieve one hundred percent compliance within this area. May I thank Lyn Tobin and Ruth Williams for arranging the courses as our club welfare officers. We have invested heavily in our coaching team this year with at least 12 volunteers completing the IOS Level 1 coaching qualification. This can only have a positive long term effect on the standard of swimmers within the club. It should be noted that we still outperform the other county clubs for swimmer selection to the county squads and this has been the case for the last 8 years, something the club is very proud of. Our national governing body Swim Wales has like other sporting bodies brought changes to the constitution under the direction of Sport Wales and all Welsh clubs had been asked to review and accept a new version. As a club we have spent several months reviewing the details and following much discussion agreed a new constitution with several amendments, which have now been accepted by Swim Wales. It is felt by the committee that this new revised constitution will now work best for the club and we recommend as a committee that it be agreed for adoption at this Annual General Meeting. Looking at the club as a whole we remain a friendly and well run club which is catering for the needs of its membership and offering the membership
opportunities to progress within the sport be it as swimmer, multisport athlete or as a trained volunteer. Numbers remain at around 90 with at least 12 learn to swim swimmers coming towards the end of a 4 week trail and hopefully looking to join the club. I should like to see numbers up towards 100 going in to March 2016. Looking forward our priorities must be to: -Continue the recruitment drive of new swimmers, in particular boys -Recruitment of new parents to assist with the club as part of our succession planning -Fundraising will be vital this coming year so that we can continue to our investment in both our swimmers and team of volunteers -We must continue to work closely with Learn to Swim and School programme to ensure a steady feed of appropriately taught children are encouraged to join club -A land based training programme that supports our swimmers long term athletic development. This year we say goodbye to two of our committee members that have played vital roles within the clubs development and I would like to say a huge thank you to Kate Radmore Membership Secretary and Anna Williams Club Secretary for their dedication to club. I should like also to thank all members of the committee for their work that enables this club to function as a well oiled machine and for the opportunities they have provided for the children over the last twelve months. I should also like to thank our Head Coach Mr Keith Thompson and the coaching team for their efforts and the results that our club swimmers have enjoyed as a result of good quality poolside coaching Pembroke and District ASC Chairman Mr Phill Thomas
The Chairman then proceeded to confirm the election of officiers for the forthcoming year as follows: Election of officers Nomination Proposed Seconded President Trina Bowen Phill Thomas Keith Thompson Vice President Dorothy Morgan Phill Thomas Keith Thompson Chairman Phill Thomas Tania Roger Keith Thompson Vice Chairman Keith Thompson Phill Thomas Hillary Edwards Treasurer Hillary Edwards Michaela Sloan Tracy John Secretary Alanna Sturley Tania Rogers Michaela Sloan Competition Secretary Kirsty Thomas Michaela Sloan Tania Rogers Head Coach Keith Thompson Phill Thomas Hilary Edwards Child Safety Officers Lynne Tobin Ruth Williams Michaela Sloan Michaela Sloan Tania Rogers Tania Rogers Membership Secretary Coral Howlin Michaela Sloan Tracy John
Committee members Tania Rogers Sarah Greenwood Anna Shiels Catherine Cumine Ceri Wilson Jenny Llewellyn Laura Lewis Tracy John Anna Williams Colin Griffiths Nicola Griffiths Helen Hillary Michaela Sloan Jamie Williams Dani Busby Phill Thomas Keith Thompson 5. Constitutional changes: The Chairman presented to members the background and history to the constiutional changes that Swim Wales wish all swimming clubs in Wales to make. He explained that the committee had spent a considerable amount of time discussing and liasing with Swim Wales regarding some of the proposed changes. Members were presented with the summary of the proposed new constitution that the committee recommend as a club we adopt and attendees were given an opportunity to question the recommendations. Trina Bowen asked the Chair whether as a club we were happy to adopt 17A which allows Swim Wales to merge clubs. Phill explained that he had been assured by Swim Wales that this would only be done with prior and extensive consultation and this would not imminently be an issue for Pembroke and District. Hillary Edwards also explained that following financial advice received we also needed to add to the constitution that we are a non-profit organization in order that the club is protected from HMRC liabilities.
Following much discussion the Chairman asked members to formally adopt the tabled constitution as recommended by the committee. Two members present abstained but the remaining majority voted in favour of formally adopting the revised constitution. 6. Treasurers report: The club treasurer Hillary Edwards proceeded to deliver her report to members which was tabled for perusal and summarized below. The accounts are being audited by Gill Orchard again this year, but haven t been finished yet due to her heavy work load at the moment. We must thank Gill for her vital support in this area. Income in the year was 15,400. The biggest income was from Gala Entry 6800 which was 676.00 up on last year Swim Wales membership 2900 The Swim Shop on Friday nights 2100 Club membership brought in 1000 Fundraising consisted of: 1. Bonus Ball raised 175.00 and a thank you Helen Townsend for continuing to run it. 2. Money collected from the door and Raffle money from club galas totalling 542.00 which covered our costs of hiring the pool on these occasions. Donations County Donation 1000 which was 100.00 up on last year. This will cover our volunteer WASA membership. We also received 100 from N Power. Expenses during the year amounted to 20, 200 Gala entry costs were 6200 which included Poolside passes 273.00 and relay entries of 240.00. Swim Wales fees 3800 300 for new equipment includes a tablet & TM Mobile Phone.
Kit purchased for the year totalled 3100 and we have 1006 of stock. Travel expenses just under 5000 which included the mini bus hire and petrol for the Long Course Meet and the hire of two coaches. Medal s and Trophies 300. Court and pool hire totalled 600 which included the 50m pool hire in Swansea, 25m pool for our Club gala s and sports hall for land training. Training Course which covered the Level one Coaching course just under 3000 and the Safeguarding course 300 Other costs include:- Bowling, Disco and food which came to 600 and the reminder was for sweets and drinks for our Gala s and 100 was from last year s Anniversary Buffet. Office costs were for printing and included web hosting of 165. As you can see from the hand out we have 6238.78 which is 1823 down on last year s total. I d like to thank Tracy and Tania for all their hard work on Friday nights and the others who step in to help when one of those are unavailable. 7. Coaches report: This was delivered by Keith Thompson to the meeting: Good Evening to you all May I first say a big thank you to all the coaches and helpers that have helped me and the club over the past year. I am fully aware that there would be no swimming club without them. 2015 was another very good year in the pool. As a team we again won the County Shield for best club and showed our continued good depth of swimmers winning the Tudor Shield relay event. Our juniors are showing very good promise and won the County RAOB event winning every trophy. Several of our swimmers have maintained their position within the County squad and more look as though they will join them this year. As things move on several
older male swimmers have moved on to Higher education and we must look to replace their quality swimming although they are a hard act to follow. A big thank you and well done to all those who helped at open meets, galas etc. The turnout at these meets needs to be maintained. The entries into the forth coming West Wales Championships looks to be low at first glance and need to be addressed. We need to make a big effort to get all our young swimmers into the West Wales no time gala or the effort from our coach team will be wasted. The club made a big effort this year to reinstate and run the Tudor Shield and RAOB events. This was a big success and those who have not seen these events before wanted to know why we do not have more of them. Our programme of long course training in Swansea continued over to 2015 and we hope to continue this at a future date, although no dates are in the diary. Thanks to Fay and Jenny for taking on this task. Our Coach team is still strong although I feel we never have enough coaches. We have few older swimmers helping in the coaching sessions and some have gained a coach/teacher qualification. The level one course went ahead as planned last year. Over the next year we must make a big effort to recruit more parents to help on poolside or the club will go into decline. I predict some of our coaching team will retire over the next year or so which means they must be replaced or sessions will be lost. We also need to get more parents involved as officials. The numbers of swimmers from the LTS programme has increased after we had included them in a planned inter club gala. As a successful club I feel we are at full strength within squads and we cannot take any more swimmers from other clubs unless they add to the quality of our own swimmers. Having said that I feel we should always be open to Pembroke LTS swimmers. Our Lane reel holder is in a bad state of repair and needs to be addressed ASAP. Our lane ropes/dividers are also in a poor state. I will suggest to the committee they look into repairing these and kept for competition only and a set of anti-wave rope divers be purchased for everyday use. New lane ropes seem to have a short life these days.
I feel our current sets of training sets are still valid and give a good balance of skill and distance work across the squads. Our squad system may need to be looked at in order to balance lane numbers and quality within each squad. We need to balance squads with who turns up regularly and those who do not while maintaining the quality balance. We may need to look at changing the squad layout or squad identification names to meet our current set of swimmers. With changes I feel we can do better for our up and coming young group of swimmers. Overall the future of the club from a coach view point looks good but we must keep on our toes if we are to maintain our very high standards. 8. Any other business: Keith Thompson wanted to recommend four current members of the club to become life members for exceptional services to Pembroke and District ASC. Carys Thomas, Dan Thomas, Lyn Tobin and Ruth Williams were unanimously accepted by members present. Dorothy Morgan sought clarification on what Life membership entitles currently and this was confirmed by Phill Thomas as club membership/ WASA fee being waived for members who were currently active and contributing towards club activities. Meeting closed at 8:30pm