10A Wickliffe St, Mosgiel, 9024

 

Minutes of the Annual General Meeting held at the Selwyn White Pavilion

Wednesday, 31st July 2024 at 7:30pm

 

AGENDA:

1. Present and apologies
2. Confirm minutes from the 2023 AGM
3. President's Report
4. Treasurer's Report
5. Election of Officers for 24/25
6. General Business (see below)
7. Set date of first Committee Meeting

 

GENERAL BUSINESS:

1. Discuss what projects (if any) to focus on in the next 1-3 years ahead
2. Fundraising efforts: sparking our Tuesday group into action!
3. Sponsorship efforts
4. Incorporated Societies Act 2022, changes/updates
5. Number of committee meetings
6. Anything else?

 

1. PRESENT & APOLOGIES

Present:

• Alexis Robin
• Stephen Brenssell
• Ross Merrett
• Christine Theissen
• Mike Carter
• Katie Chalmers
• Peter Bathgate
• Steven Wilson (remotely)
• Keith Ruthven
• Darryl Reddington

Apologies:

• Ann-Marie Warman
• Peter Smith

 

2. 2023 AGM MINUTES REVIEWED

Reviewed by Alexis Robin

 

3. PRESIDENT’S REPORT

Prepared by Alexis Robin and Steve Wilson. Shown on screen at meeting. Emailed to members.

In summary:

• Quick review of our Mission, Vision, Values
• 23-24 Success Stories - big project completed: Book-A-Court
• 24-25 Plans – main two areas to focus on: Perimeter fence; Fundraising
• Vision board (2-5 years): outside accessible toilet
• Stats: members down a bit. Hot Shots BOOM; Revenue UP
• Social Media: growth in all areas
• Sponsors: grateful for our sponsors. Always looking for more
• Volunteers: thank you!!

Feedback from members present: good report!

 

4. TREASURER’S REPORT

Prepared and read by Treasurer Katie Chalmers. Shown on screen at meeting. Emailed to members.

Further commentary from the Treasurer:

• Accounts are audited
• New layout
• Revenue: 35% increase overall (on prior year)
• Expenses: 2% decrease overall (amazing, given COL increases; thanks to ClubSpark etc)
• Assets: 12% increase (mainly interest)
• Property/Plant: removed from books, as we don't own the land (accounting change)
• Accumulating funds: simplified
• Savings: Katie to look at options for better returns
• Happy with Target Accounting

 

DISCUSSION: STATUS OF COURT SURFACE:

• Ross: someone came to check the courts two years ago - Katie to check with Kelvin
• Keith: thinks it'll need to be done in 4-5 years
• Steve: quote for resurfacing: $150,000+

 

5. ELECTION OF COMMITTEE MEMBERS FOR 24/25

Positions, names, nominators/seconders - see separate news article.

• Ross: standing down, grateful for his Life Membership
• Stephen: also standing down
• Alexis: acknowledges and thanks both for all of their efforts over the years. Welcome to meetings any time.

 

6. GENERAL BUSINESS

 

6.1. Discuss what projects (if any) to focus on in the next 1-3 years ahead:

• Perimeter fence: Mike to be lead coordinator of project
• Grants: they wanna see we're making an effort via sponsorship/fundraisings

 

6.2. Fundraising efforts: sparking our Tuesday group into action!

• Alexis to discuss with Joy
• We need fundraising efforts this season, to get grants for the fence project (as noted in 6.1)

 

6.3. Sponsorship efforts

• Everyone to talk to business leaders

 

6.4. Incorporated Societies Act 2022, changes/updates (led by Christine)

• Christine: got until March 2026 to reregister
• Provisions take effect once we register
• Templates are up now, so now she can work through them
• Need procedure to resolve disputes between members
• Katie: accounts don't need to be audited based on our size, so it'd be good to make sure that's noted in the changes

 

6.5. Number of committee meetings (quarterly instead of monthly?)

• Christine: placeholding of all meeting dates, but only do it if we need

 

6.6. Other business:

• Keith: New Fire extinguisher bought
• Katie:  getting new quotes for insurance
• Mike: will donate a first aid as a part of Downer Project
• Downer Project: starting end of September
• Keith: has been taking buckets of sand off the courts
• Alexis: wants to add a working bee: before season starts
• Stephen: good numbers on Tuesdays: often 3-4 courts in action

   

First committee meeting to be held:   Wednesday, 28 August 2024, 7:30pm

 

Before first meeting:  Steve to email committee members to review membership rates etc

 

End of AGM:  8:47pm