Annual General Meeting of Auckland Underwater Hockey Incorporated (AUH Inc.)

Transcription

1 Agenda Annual General Meeting of Auckland Underwater Hockey Incorporated (AUH Inc.) Date: Saturday 3 rd March 2018 Time: 9 am Venue: Leanne s Kitchen, Unit C, 6 Cryers Road, East Tamaki (2nd driveway on the left from Allens Road intersection, and back unit) Chairperson: Emma Rae, outgoing President, Auckland Underwater Hockey Inc. Apologies No Apologies have been received. Minutes and matters arising Minutes of the Annual General Meeting held on 20 th May 2017 are attached to this agenda. The minutes were accepted as a true and correct record by the Executive Committee of AUH Inc. at the meeting of 3 rd July Matters arising: o There was one Action agreed at the AGM of 20 th May 2017: It was agreed that AUH must review the structure of the hockey played on Wednesday, Thursday and Sunday evenings. Emma requested that documented proposals be prepared for the next Executive Committee meeting, to help this discussion toward a resolution. Motion: That the Executive Committee of AUH Inc. be authorised to approve the Minutes of the 2018 AGM of AUH Inc. at the next Executive Committee meeting. President s report Emma Rae to present the annual President s Report (attached to this agenda) Q&A Acceptance of the report Motion: That the President s Report for 2017 be ACCEPTED. Treasurer s report and Annual Financial Statements. Raelene Lock to present the annual Treasurer s Report including the Annual Financial Statements (attached to this agenda) Q&A Acceptance of the report Motion: That the Financial Statements as presented in the Treasurer s Report be ACCEPTED. Motion: That the annual subscription of AUH Inc. for 2019 is APPROVED by the meeting, as proposed in the Treasurer s Report. Motion: That the Treasurer s Report be ACCEPTED. Auckland Underwater Hockey Incorporated PO Box 25618, St Heliers, Auckland 1740

2 Election of Executive Committee members Election of Officers o President: Nominee: Allan Bullot As only one nomination was received for the position of President, the nominee is automatically elected until the next AGM. o Treasurer: Nominee: Raelene Lock As only one nomination was received for the position of Treasurer, the nominee is automatically elected until the next AGM. o Secretary: Nominee: Shayne Blake As only one nomination was received for the position of Secretary, the nominee is automatically elected until the next AGM. Election of Executive Committee members o There are six (nine less three Officers) remaining Executive Committee positions to fill. o By the close of nominations, nominations had been received for: 1. Karl Brooks 2. John Cole 3. Samantha Kemp 4. Frankie Mcgill-Bannan 5. Gabrielle Perry 6. Steve Turner 7. Jango Van Rijk 8. Christie Whitehead o As the number of correctly nominated and eligible candidates exceeds the number of vacancies, Clause 12.3 of the Constitution applies: 12.3 If the number of nominations exceed the positions to be filled then a show of hands or in cases of a request, a secret ballot shall be taken at the Annual General Meeting. Member Motions No Notices of Motion from were received by the deadline date, therefore none will be considered at this meeting. General Business General Business may be raised by Members for discussion. S Blake Secretary Saturday 24 th February 2018 Auckland Underwater Hockey Incorporated PO Box 25618, St Heliers, Auckland 1740

3 Minutes Annual General Meeting of Auckland Underwater Hockey Incorporated (AUH Inc.) Date: Saturday 20 th May 2017 Time: 9 am Venue: Glendowie College Staff Room Chairperson: Emma Rae, President, Auckland Underwater Hockey Meeting commenced at 9:10am Present: Emma Rae, Raelene Lock, Shayne Blake, Steve Turner, John Cole, Kieran Hill, Pierre Burgers, Christie Whitehead, Allan Bullot, Karl Brooks, Rob Tinkler, Rachel Arbuckle, Ben Forman. Apologies Apologies were received from: Tracey Stevenson, Samantha Kemp, Grabrielle Perry, Tony Colquhoun, Campbell Blake, Naomi Rowley. Minutes and Actions arising As this is the first Annual General Meeting of the society since incorporation, there were no Minutes to consider and approve, and no matters arising. Motion: That the Executive Committee of AUH Inc. be authorised to approve the Minutes of the 2017 AGM of AUH Inc. at the next Executive Committee meeting. Moved Emma Rae, Seconded Allan Bullot. PASSED. President s report Emma Rae presented the annual President s Report (attached to these minutes), followed by a short discussion. Motion: That the President s Report for 2016 be ACCEPTED. Moved Shayne Blake, Seconded Allan Bullot. PASSED. Treasurer s report and Annual Financial Statements. Raelene Lock to presented the annual Treasurer s Report including the Annual Financial Statements (attached to these minutes agenda), followed by short discussion and Q&A. Motion: That the Financial Statements as presented in the Treasurer s Report be ACCEPTED. Moved Christie Whitehead, Seconded Allan Bullot. PASSED. Motion: That the annual subscription of AUH Inc. for 2017 are APPROVED and RATIFIED by the meeting, as presented in the Treasurer s Report. Moved Allan Bullot, Seconded Christie Whitehead. PASSED. Motion: That the annual subscription of AUH Inc. for 2018 are APPROVED by the meeting, as proposed in the Treasurer s Report. Auckland Underwater Hockey Incorporated PO Box 25618, St Heliers, Auckland 1740

4 Moved Shayne Blake, Seconded Allan Bullot. Passed. Motion: That the Treasurer s Report be ACCEPTED. Moved Allan Bullot, Seconded Ben Forman. Passed. Election of Executive Committee members Election of Officers o President: Nominee: Emma Rae As only one nomination was received for the position of President, the nominee was automatically elected until the next AGM. o Treasurer: Nominee: Raelene Lock As only one nomination was received for the position of Treasurer, the nominee was automatically elected until the next AGM. o Secretary: Nominee: Shayne Blake As only one nomination was received for the position of Secretary, the nominee was automatically elected until the next AGM. Election of Executive Committee members o At the time of closing of nominations, nominations had been received from: Allan Bullot John Cole Steve Turner Christie Whitehead o As the number of nominees was less than the number of available vacancies, the above nominees are automatically elected to the Executive Committee until the next AGM. Call for Nominations for the remaining two vacant positions: o As there are two remaining vacant positions on the Executive Committee, further nominations were accepted at the meeting: Rob Tinkler Karl Brooks o No further formal nominations were received therefore Rob Tinkler and Karl Brooks are elected to the Executive Committee until the next AGM. o Ben Forman and Rachel Arbuckle expressed their interest in participating in the Executive Committee and will be included in Committee communications and meetings along with outgoing Committee members Pierre Burgers and Kieran Hill. Member Motions No Notices of Motion from were received from members. Auckland Underwater Hockey Incorporated PO Box 25618, St Heliers, Auckland 1740

5 General Business Several items of General and Committee business were discussed: Emma Rae talked through the AUH draft strategy and draft 1 year business plan, and invited discussion. Key points arising from the discussion: o Grading of Schools teams / competition. Alternative draw and grading structures were brainstormed. Suggestions included A/B grade for Seniors (mixing SO and SG teams in each grade) to provide more even games. Similar for Juniors. Championship / Social grading split. Shayne noted current plans were to likely: (i) go to A/B grade split for Seniors in 3 weeks time; (ii) consider (at a meeting of schools) A/B grade split for Juniors in Term 3; (iii) Have an end-of-season review and plan for draw structure / grading for 2018 season. o Have-a-Go and introducing new schools / intermediate schools / adults to the sport. This was extensively discussion, with many worthwhile suggestions including: Karl Brooks is approaching a North Shore school about a 3 week programme of UWH introduction. This is a repeat from a few years ago, driven by Murray Brooks. Promoting the Water Safety element, and trying to like UWH have-a-go with school water safety programmes. Re-introducing University UWH teams / competition, as a way of introducing new players to the sport and also for assisting with retention post-school. Reviewing the playing pathway to adulthood from schools, to emphasise a Social element to balance the current emphasis on Elite. o Coach shortages and development. Suggestions included: Providing an AUH fee discount or rebate to coaches. Linking AUH support funding directly to the coaching (and other) contribution made by the individual players. Emma noted that she plans to run a Coach development session towards the end of the year aimed at novice coaches, with or without new UWH NZ supplied resources. o Level 1 Referee training and Rules Training. Comments noted: L1 Referee course is not appropriate and not well supported by teams. Revamp required. Beginners Rules evenings held by AUH could be replaced with self-help rules training which should be Coaches responsibility. Rules training could be enhanced using a You Tube channel showing video clips of fouls, rules explanations etc. Noted that there are many video clips available from past collections / attempts to develop such training (ref. Rob Tinkler, Liam Watson, Karl Brooks) o Increased parent participation was discussed, with suggestions including holding a parent / child competition, parent have-a-go nights etc. o Auckland Club hockey structure. It was agreed that AUH must review the structure of the hockey played on Wednesday, Thursday and Sunday evenings. Emma requested that documented proposals be prepared for the next Executive Committee meeting, to help this discussion toward a resolution. ACTION: Shayne to include in the Agenda for the next meeting. Auckland Underwater Hockey Incorporated PO Box 25618, St Heliers, Auckland 1740

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7 President s Report February 2018 It has been another good, yet challenging, year for Auckland UWH. We continued to see strong participation at school, club and regional tournaments across the year, with the highlight being the great success from our Northern U18 teams at the National Interzone Championships in December, where both A teams won their divisions and both B teams put in a very creditable performance. Although performance of the Auckland region at school and club tournaments was mixed, the results of our representative teams at U18 and open levels show that our region is continuing to produce quality players and teams. Over the past year, the AUWH committee has continued to explore ways to invest in our hockey community and to help promote sustainable growth of the sport. Key activities have included the following: We have purchased a stock of full team gear kits for use at have a go days outside the school season, and to be available as team kits that can be lent to new schools to help them get established in their first years in the sport. The last of this gear is due to arrive this month, ready for the first have a go day of the year which we are currently planning. We are currently working on an initiative to provide support to schools who are in need of additional resources, which we will finalise and make public before the start of the 2018 school season. Workshops were held with coaches before the start of the Auckland U18 training season, in an effort to start providing some additional support to the coaches of our up and coming age group representatives. We have started working on transition planning for the organisation of Auckland schools underwater hockey, as various volunteers are moving on to new challenges. We are continuing to seek expressions of interest from keen people who are willing to put up their hands to assist with this very important part of our sport. Business as usual has continued with ongoing admin, maintenance of equipment, and coordination of our various regular hockey activities. Going forward, our challenge remains to grow our sport and to continue to take steps towards our threeto-five year vision increasing numbers and performance outcomes at both adult and school level, building our support structures by actively developing and assisting our coaches and referees, and attracting the new volunteers we need in all areas of the sport. A few words of thanks to the committee a huge thank you to both Shayne Blake and Raelene Lock for your ongoing stellar efforts to drive us in the right direction, and to Shayne in particular for the enormous work you have put into the schools programme in recent years. To the rest of the committee, along with our committed volunteers, thanks for everything you do to keep our sport growing and succeeding. All the very best to the incoming president and committee good luck for a successful Emma Rae President Auckland Underwater Hockey Incorporated auwh report 2018.docx

8 ` Treasurer s Report Auckland Underwater Hockey Inc. ANNUAL GENERAL MEETING Saturday 3 rd March 2018 Auckland Underwater Hockey Incorporated has had another busy year. Our role as a committee is to enable Auckland Underwater Hockey Incorporated achieve is purposes including to promote and organise the sport of underwater hockey in Auckland. I would like to acknowledge the work of my fellow committee members and in particular Emma Rae as president and Shayne Blake as secretary who donate their time each month to not only attend meetings, but also to do all of the behind the scenes work required. Many hands make light work and I urge those of you who haven t put your names forward for nomination this year please consider doing so for next time. There has been an increase in the cost of pool hire during the year and we continue to try to access additional pool time if it becomes available. Another important financial function of the Annual General Meeting is to approve the Auckland Underwater Hockey Incorporated (AUH Inc) Annual Subscription. As players you will be aware of the fees you play to your clubs, most of which is passed on to Auckland Underwater Hockey. There are three components to the fee passed to Auckland Underwater Hockey: 1. UWH NZ Affiliation Fee which is passed through to UWH NZ 2. Standard season pool hire charge. 3. Annual subscription to AUH Inc. Please find below a table summarising the actual Annual Subscription for 2017, the Annual Subscription confirmed at the last AGM for 2018 and the proposed Annual Subscription for 2019 to be approved by this meeting. Auckland Underwater Hockey Inc. Annual Subscription School Student Membership $20 $20 $20 University Student Membership $90 $90 $90 Adult Membership $90 $90 $90 Non Playing Membership $20 $20 $20 Life Membership Recommendation: I recommend that: (i) (ii) (iii) the attached financial statements be accepted; the proposed 2019 annual subscription be accepted; and this Treasurer s report be accepted. Raelene Lock 24 February

9 Prepared for the AGM of Auckland Underwater Hockey Incorporated Performance Report 2

10 Contents of Performance Report Directory 2 Statement of Operating Receipts & Payments 3 Statement of Resources & Commitments 5 Notes to and forming part of the Performance Report 7 3

11 Directory As at 31 December 2017 Nature of Business Incorporated Society Incorporation date 3rd October 2016 Incorporation number Executive Committee Emma Rae President Shayne Blake Secretary Raelene Lock Treasurer Allan Bullot John Cole Stephen Turner Christie Whitehead Bank ASB Bank 2 4

12 Performance Report for the twelve months ended 31 December 2017 Statement of Operating Receipts & Payments Operating Receipts Auckland Underwater Hockey Club 12 months ended 12 months ended Budget 12 months ended 31/12/ /12/ /12/2018 Subscriptions Fins Club 10,070 18,085 12,770 Subscriptions Pakuranga Club 14,318 14,915 14,000 Miscellaneous Income 1,506 (50) 200 Cost of Operating Receipts 25,894 32,950 26,970 NZUWH Affiliation Fees - Clubs UWHNZ Affiliation Fees Fins Club 1,881 2,411 1,700 UWHNZ Affiliation Fees Pakuranga Club 2,621 3,640 2,782 4,502 6,251 4,682 Gross Surplus 21,392 26,699 22,288 Less Operating Payments Regional Costs 1,986 2,700 4,000 U18 Boys & Girls 4,000 3,900 4,000 NZ Squad Members 0 3,100 0 General Expenses Repairs Manurewa Pool Tuesday 1,065 2, Manurewa Pool Thursday 5,699 6,210 5,700 Manurewa Pool Repairs Henderson Pool - Wednesday 6,400 3,100 9,564 Henderson Pool not charged (5,814) 0 Glen Innes Pool Income (2,735) (2,340) (3,000) Glen Innes Pool Hire 4,850 4,875 5,940 3 This Performance Report is to be read in conjunction with the accompanying Notes. These statements have been compiled without undertaking an audit or review engagement. 5

13 Performance Report for the twelve months ended 31 December 2017 Auckland Underwater Hockey Club 12 months ended 12 months ended Budget 12 months ended 31/12/ /12/ /12/2018 Referee Course Income (2,070) (1,350) (1,000) Level 1 (a) 2, Level 1 (b) 1, Total Operating Payments 23,735 18,397 27,834 Other Receipts Income Equipment Hire Preseason Games for Schools 720 Gear Sales 2,330 1,726 0 Interest Income ,818 2, Net Surplus/(Loss) 1,476 10,584 (5,246) 4 This Performance Report is to be read in conjunction with the accompanying Notes. These statements have been compiled without undertaking an audit or review engagement. 6

14 Performance Report for the twelve months ended 31 December 2017 Statement of Resources & Commitments Auckland Underwater Hockey Club Budget As at As at As at 31/12/ /12/ /12/2018 Money Held or Owed to the Incorporated Society BNZ 00 Account 0 32,760 BNZ 02 Account (0) 4,588 BNZ Term Deposit 0 8,533 ASB 00 Operating Account 2,270 34,888 ASB 01 Gear Sales ASB 02 Under 18 Girls Squad ASB 03 Under 18 Boys Squad ASB 04 0 ASB 05 Auckland Regional Squad 2,014 2,014 ASB Term Deposit 40,474 46,511 45,881 38,655 Other Resources Prepayments - Manurewa Pool 729 Sundry Debtors 1,794 1,794 Interest RWT Other Resources 2, ,047 Barriers Henderson 3,200 3,200 3,200 Goal Bin Moulds 1,000 1,000 1,000 Goal Bins Sacred Heart Goal Bins Manurewa Goal Bins Mahurangi Goal Bins 2,840 2,840 Gear Kit Commitments of the Incorporated Society 9,340 5,540 9,340 Sundry Creditors (2,610) 0 0 Net Held by the Incorporated Society 55,288 52,149 50,042 5 This Performance Report is to be read in conjunction with the accompanying Notes. These statements have been compiled without undertaking an audit or review engagement. 7

15 Performance Report for the twelve months ended 31 December 2017 Statement of Resources & Commitments Auckland Underwater Hockey Club Budget As at As at As at 31/12/ /12/ /12/2018 Retained Funds 52,149 41,566 55,288 Under 18 bank accounts introduced 1,663 Current Earnings 1,476 10,584 (5,246) Retained Funds 55,288 52,149 50,042 6 This Performance Report is to be read in conjunction with the accompanying Notes. These statements have been compiled without undertaking an audit or review engagement. 8

16 Notes to and forming part of the Performance Report Statement of Accounting Policies Reporting Entity This is the Performance Report of Auckland Underwater Hockey Incorporated (AUH Inc.). The incorporated society was established and domiciled in New Zealand by a constitution registered on 3rd October This Performance Report is intended only for the use of the executive committee. The accounting policies adopted are not in conformity with Generally Accepted Accounting Practice in New Zealand (NZ GAAP). Accordingly the Performance Report should only be relied on for the expressly stated purpose by those to whom the Performance Report is intended. Statement of Compliance and Basis of Preparation The accounting principles recognised as appropriate for the measurement and reporting of the Statement of Operating Receipts and Payments and Statement of Resources and Commitments on a historical cost basis are followed by the incorporated society. The information is presented in New Zealand dollars. Specific Accounting Policies The following specific accounting policies which materially affect the measurement of the Statement of Operating Receipts and Payments and Statement of Resources and Commitments have been applied: (a) Revenue - Interest income is accounted for as received. (b) Expenses - Expenses except for pool fees have been recorded on a cash basis. (c) Income Tax - the incorporated society is not subject to income tax pursuant to the Income Tax Act 2007 (d) Goods and Services Taxation (GST) - Receipts and payments have been recognised in the financial statements inclusive of GST. (e) Comparatives - Certain comparatives have been recorded on an accruals basis consistent with their presentation last year. (f) Changes in Accounting Policies - This year the Performance Report has been prepared on a cash basis with the exception of pool fees. Also the Under 18 bank accounts have been included in the accounts. There have been no other changes in accounting policies. 7 This Performance Report is to be read in conjunction with the accompanying Notes. These statements have been compiled without undertaking an audit or review engagement. 9

17 Notes to and forming part of the Performance Report Events Occurring After Balance Date There have been no events subsequent to the balance date which require disclosure in or adjustment to the Performance Report (2016 Nil). Contingent Liabilities The trust has no contingent liabilities as at 31 December 2017 (2016 Nil). 8 This Performance Report is to be read in conjunction with the accompanying Notes. These statements have been compiled without undertaking an audit or review engagement. 10