Watlington Memorial Club AGM 25 Sept 2014

Committee Dave Parkes - Vice-Chair Graham Smith – Treasurer Helen Batten – Secretary George Bruce – Bowls Chair Mike Staples – Tennis Chair Howard Griffiths – Squash Chair Pam Mundy – General committee Robin Holmes Smith – General committee Paul McKnight – General committee Chris O’Sullivan – General committee

Agenda 1. Apologies for Absence 2. Minutes of AGM 26 th September Matters Arising 4. Chairman’s Report 5. Treasurer’s Report and 2014 Accounts 6. Update on change of status to Charitable Incorporated Organisation 7. Section Reports 8. Any other business 9. Date of 2015 AGM

Apologies for Absence Minutes of AGM 26 th September 2013 Matters Arising

Chairman’s report

Achievements Good progress made on transition to a Charity Commission CIO – further info to follow New name of “The Watlington Club” approved as of 1 st Jan 2015 Project to look at club maintenance resulted in the following: We decided to outsource this to professionals Spoke to four companies and awarded a 1 year contract to maintain and manage the main club building only Best protects valuable club assets Avoids unnecessary accidents and repairs Uses local suppliers and existing partners

Achievements (cont.) No bed flat full refurbishment completed at a cost of £22k Performanze dance school moved into old Snooker room and 5 year lease agreed Music & Travel signed new 5 year lease for business offices Cloud based document storage and tracking implemented for all committee members Rear wall repairs finally funded and completed New website launched

Current priorities Many issues with main club roofing mean that we need to undertake major repairs and maintenance We need to raise funding or get grants to accelerate maintenance and growth plans Business development plan in place to increase revenues and membership levels One flat and two offices are currently empty and on the market Membership process being reviewed with plans for new on-line system and payments

Current priorities (cont.) We need to get younger members and reach out to the wider community – suggestions welcome! Development of links to school, councils and other public bodies Function room under utilised – any ideas? First Facebook page in draft and will launch in line with new name

Committee vacancies We need to recruit a Relationship/Alliance specialist to optimise links to councils, school and other public bodies We need to recruit a Marketing specialist to optimise branding/advertising/PR We need your help to find local people with these skills!!

Treasurer’s Report and 2014 Accounts

Overview of audited accounts Hard copies of our complete accounts are available today but I would just like to go through the key points in this presentation These Accounts are for the year ended - 31 st March 2014 Our accounts contain two sets of numbers One for the main club One for the whole charity including sections Three years of financial data are shown for comparison

Independent Examiners Report - Page 1 This is confirmation from our auditor that the accounts have been examined by him and that they are a true and fair view of the financial status of the charity. He can only formally sign them once they have been approved today signed by the Trustees I have written confirmation that he has completed his review and will sign them after they have been approved at this meeting

Main Club – Profit and Loss - Page 2 Income The biggest worry is the continued reduction year on year (this year caused by the shop and flat at no.18) Expenses £33k on maintenance & renovation (previous year £12k) – refurbishment of flat 18 and 20 (£25k) and roof (£4k) Loss for year of £7k – first one in five years but we are investing for future

Main Club – Balance Sheet – Page 3 Assets Despite losses we still have cash in the bank Rental debtors are all cleared Liabilities Creditors at normal level since mortgage paid off in 2012

Charity – Profit and Loss – Page 4 Income Again, the biggest concern is the continuing reduction year on year but as discussed previously, we have plans to reverse this Expenses £46k on maintenance & improvements (previous yr £25k) Tennis – new table tennis table and petanque - £3k Squash – low energy lighting - £4k Bowls – lawn mower – £5K

Charity – Balance Sheet – Page 5 Assets Despite losses our cash reserves have increased Liabilities Creditors at normal level The whole Charity does have money but we need to spend large sums to bring our facilities up to standard in order to generate more income to safeguard our future

Notes to Accounts – Pages 6 to 9 Accounting policies This is the basis on which are accounts are prepared Main Notes 2 and 3 Fixed assets 4 - analysis of debtors 6 LTA loan – interest free 7 – analysis of creditors 13 – insurance valuation of £3.5m

Questions & Vote Any Questions? Vote To approve our Financial Statements for the year to March 2014 and authorise Trustees to sign them

Financial Controls & Thank You We have put in place controls to safeguard our assets (cash) and financial future All cheques need two signatures Detailed monthly accounts produced 3 year cash forecast updated every month We endeavour to pay all supplier within terms I would like to thank the section treasurers for their continued support and for making my life easier Tennis – Ken Squash – Pam Bowls - Peter

Update on change of status to Charitable Incorporated Organisation (CIO

CIO Transition to a Charity Commission CIO approved unanimously at special meeting on 24th July 2014 During the detailed application stage it was clear that our current governance/constitution was insufficient. The process of moving to a standard CIO has already improved the way we will run the charity All Trustees of the CIO will need to sign a ‘Trustee Declaration’ Our CIO will have a policy on safeguarding ‘Vulnerable Children’ Our application was submitted on 8 th Sept 2014

CIO - Timetable Approval for CIONov 2014 Open new CIO bank accountDec 2014 Launch of New Charity Jan 2015 Transfer assets/leases from existing CharityFeb 2015 Notify suppliers of changesFeb 2015 Dissolve existing charityMar 2015

Section reports Bowls – George Bruce Squash – Howard Griffiths Tennis – Mike Staples

Any Other Business?

End of presentation