Reading Hockey Club Annual General Meeting 13th May...

Reading Hockey Club

Annual General Meeting

13th May 2015

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

Chairman’s remarks on a page …

1. Overall season rating

2. Medium term strategy

3. We need more help

Agenda




Finance report


FMU costs

Playing reports

Men

Ladies

Colts

GARC



Any Other Business

Actual Financial Performance

11 months (May 2014 to March 2015)

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.

(1 of 3)



Income – key items

Actual Budget Variance Notes

Member Subscriptions £93.1k £85.7k £7.4k Subs increase, Pitchero

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

(2 of 3)

(net of Pitchero costs)



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

(3 of 3)

Budget

(May 2015 to April 2016)

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).

(1 of 2)

Budget

(May 2015 to April 2016)

Income – key items

Budget Actual Variance Notes

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.

(2 of 2)

(YTD Mar 2015)

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.

Agenda




Finance report


FMU costs

Playing reports

Men

Ladies

Colts

GARC



Any Other Business

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.

Subscriptions Proposal Subs are to be paid by 30 Sept 2015

MEMBERSHIP

BANDS 1 2 3 4 5 6 7

£210 £180 £135 £110 £100 £80 £30

Adult Playing

Member

GK

Age 19-25 Playing

Member

GK

Student Student GK

U12-U18 Playing

Member

- GK

- 3rd Family

Member

U8-U10 Playing

Member

- GK

- 3rd Family

Member

U6 Playing

Member

- GK

- 3rd 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 3rd 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

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 2015-16 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

FMU - Cricket section proposal

Modify split to 80% Hockey and 20% Cricket based on

Membership numbers

Usage during the season

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

• 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

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%)

Agenda




Finance report


FMU costs

Playing reports

Men

Ladies

Colts

GARC



Any Other Business

Men’s Section Report

Men’s Awards 2015

Performance player of the year: Dan Shingles

Young player of the year: Peter Scott

Most Improved: Adam Waldron

Player of the season: Ian Tomlinson

Club man of the Year: Mark Mundell

Team of the year: Refills

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

CLUB OF THE YEAR 2015 London League

Mixed Hockey Team

England Hockey Mixed Plate – Still going . . . . . .

Under leadership of Alys Richards:

Next Round: Quarter Finals

Sunday May 17th at Sonning Lane

Come and watch!!!

Ladies Section Summary

1st XI: 4th place Investec Women's Hockey League Premier Division

3rd place Investec Women’s Hockey Championships

5th Indoor Hockey 5’s

Represented England at European Indoor Finals

1A XI: Amazing support for the 1st XI with more players moving up than for many years

7th place South Clubs Women’s Hockey League

3rd round 2nd XI Cup – lost on penalties

2nd XI: 2nd place TrySports Premier 1 League (12 points above next club, goal difference of 71)

2A XI: 8th place TrySports Premier 2 League

3rd XI: 7th place TrySports Division 1 League

3A XI: 11th place TrySports Division 1 League (moving 6 players up the club, relegated)

4th XI: Champions TrySports Division 5 (promoted)

Ladies Summary of 2014/15

Performance Player of the Season: Susie Gilbert

Club Player of the Season: Alys Richards

Young Player of the Season: Kymran Shergill

Club Member of the Year: Anna Jukes

Team of the Year: 4th XI

The Holt Cup for Significant Contribution

over a number of years: 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

Thanks to . . . .

Chris Withers

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

In total, we managed to find umpires for 184

matches, and in total we had 67 umpires covering

219 umpiring slots!

Jo and Sue Newman

For driving external pitch hire

For helping to arrange all Fixtures

For managing all the pitch

allocations

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 - 3rd/8

Dev: Mercian League - 4th/8

GU18: Prem team: EH Plate - R/ups; HCGL 2nd/7

League team: HCG League A – 5th/6

GU16: Prem team: EH Champs West League – winners; EH nationals – Bronze medal; HCG Prem

League – 2nd/7

League team: HCG League F: 5th/6

Dev team: HCG League E 5th/6

GU14: As: EH Cup West League 4 – R/Up; EH West Regionals – R/Up Pool A; HCG League B 1st/6; Reached QFS

of League Play-offs

Bs: HGC League E 1st/5 - Reached QFS of League Play-offs

Cs: HCG League G 3rd/5

Dev: HCG League C 5th/7

Minis Section Summary

BU12: In2Hockey County winners; Plate Semi-finalists.

Reading 3s - Havant Tournament 4th/9 (NB Yr 6s vs Yr7s)

GU12: In2Hockey County winners; Semi-finalists at Regionals

HCG League B - 2nd/5

Havant Tournament winners

BU10: A&Bs: In2Hockey – County winners and R/up;

As: Regional Cup – R/Up

GU10: A&Bs: In2Hockey – County winners and R/up;

As: Regional Plate – R/Up

U10 Mixed: A team: Wallingford Tournament – Winners

Dev Team: Wallingford Tournament – Quarter-finalists

BU8: John Wright Tournament – Winners

GU8: John Wright Tournament – Winners

(TVMs not recorded)

Colts Summary of 2014/15 – Awards and

the section

Performance Colt of the Season: Peter Scott

Club Colt of the Season: Grace Mitchell

Most Improved Player: Katie Goddard

Young Leader of the Season: Philippa Burns

Team of the Season: GU16 – Bronze EH Cup

Coaching Team of the Season: GU14/U10s

Big thank yous:

Olie Brown - YL leader, umpiring & GU14 Dev coach

Sue Mitchell – Hungry Hut supremo

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.

Agenda




Finance report


FMU costs

Playing reports

Men

Ladies

Colts

GARC



Any Other Business


Hockey Role Nomination

Chair Tim Mann

V-Chair Nick Barton

V-Chair Liz Spencer

Secretary Karen Dixon

Treasurer Vacant (Steve Twigge to continue until replacement found)

Membership Secretary Rachel Mann

Ladies’ Captain Rachel Mann (Vice Capt: Georgia Boother)

Men’s Captain Sam Howells and Rob Farrow

Performance Captain Vacant

Vets’ Captain Nick Barton

Colts’ Captain Judith Barton

Welfare Officers Simon and Sarah Rooke

Commercial / Sponsorship Co-ord Richard Dixon

Functions, Bar and Catering Bar - Phil Bastian Functions & Catering - Vacant

Ladies’ Membership Secretary* Fran Harvey

Men’s Membership Secretary* Vacant

Colt’s Membership Secretary* Vacant

Fixtures*

External Pitch Bookings

Pitch Manager

Jo and Sue Newman

Vacant

Vacant

Umpire Coordinator* Chris Withers

*Playing Committee Roles

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)


Tim Codling

Alex Danson

Roger Wall

Any Other Business

Reading Hockey Club Annual General Meeting 13th May...

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