CARLISLE GOLF CLUB MINUTES OF THE 107th ANNUAL GENERAL MEETING HELD IN THE CLUBHOUSE ON THURSDAY 28 th JANUARY 2016 The Captain, Mr. N. Murray welcomed everyone to the meeting. He proposed that the voting for the rule changes be done by ballot rather than by a show of hands as he felt this would give a more accurate count if the result was close. This was seconded by John Willis and approved by majority. He then asked the members present if it was their wish that the President, Mr. D Gray, chair the meeting. This was agreed unanimously. The President then took over as Chair of the meeting. The President then proposed appointing Miss Jo Kyle Club Secretary and Mrs Mary Bellingham Membership Secretary as tellers for the evening. An objection was made to this on the grounds that they were not independent however the President pointed out that neither the secretary nor the membership secretary were on the committee and that this had been normal practice for many years now. No other objections were made and so the President stated that the proposal would stand and that Jo and Mary would act as the tellers with himself acting as scrutineer he then asked for a volunteer from the membership to act as an independent witness and Mr Tom Boyd volunteered. He then asked those present to take a moment to contemplate the members who had passed away during the previous year. These members were: Mr Tony Armstrong Mrs Sheila Athey Mr P J S Browne Mr Jack Dalton Mr John Edgar Mr Noel Lancaster APOLOGIES FOR ABSENCE Various apologies had been received including proposed committee member Mark Nield. 1. To adopt the Minutes of the 106 th Annual General Meeting held on Thursday 5 th February 2015. Bob Hobbs proposed adoption of the minutes of last years 106 th meeting and Judith Clifford seconded that the Minutes be accepted as a true record of the meeting. They were duly accepted by a unanimous vote. 2. To approve the Accounts for the year ended 30th September 2015 and receive the Annual Report from the Committee of Management. The President asked if there were any questions relating to the accounts. No questions were forthcoming. Ian Haymes proposed adoption of the accounts and annual report and Tony Brown seconded that the accounts and annual report be accepted. They were duly accepted by a unanimous vote. 3. Revision of Club Rules: Revision of Club Rules 14, 15 & 16 en-bloc 3, 21, 24, 25 & 31 The President explained that as these were rule change a 2/3rds majority would be required. Rules 14, 15 & 16 The Treasurer then explained the rationale behind the decisions from the CASC point of view
He explained CASC stands for Community Amateur Sports Clubs which the club has been a member of since 2002. The benefit of being a member of CASC was an 80% reduction in rates last year worth 28,791, equivalent to a levy of 50 per member. The Treasurer explained that the eligibility criteria for the CASC scheme have changed and the club currently fails to meet the following 3 revised regulations: 1. The maximum non-member income (including visitors fees) is restricted to 100,000. 2. Clubs with membership costs above 520 a year must make provision for people who would find these costs a significant obstacle, to enable them to fully participate in the sport for no more than 520 a year (equivalent to 10 a week). 3. Applications for membership should not have to be proposed by 2 existing members. Clubs must be CASC compliant by 1 April 2016 or will be excluded from the scheme. The Treasurer explained the committee s proposal to meet the new regulations are: The club should incorporate as a company (limited by guarantee) in order to facilitate a VAT group with a new trading subsidiary. A new trading subsidiary, wholly owned by the club be formed to run the bar and catering and could also contain green fee income from corporate bookings. He explained there would be additional set up costs of 3-4,000 and ongoing additional annual administration and accountancy costs of approximately 4,000. The Treasurer explained that a company (limited by guarantee) is a method adopted by nonprofit organisations when they need to incorporate and stated that Ulverston and Workington golf clubs have been operating in this manner for a number of years. He clarified the club would remain a members owned club still governed by the club rules and would remain non-profit making, with surpluses used to maintain or improve the club s facilities and that any profits from the trading company would be gifted back to the club. The Treasurer then said to satisfy the second criteria that in accordance with HMRC guidelines, a new category of membership for the financially less well-off be introduced at 495 per annum with no joining fee. People in receipt of Jobseekers Allowance, Pension Credit Guarantee or Income Support would be eligible for this category which would be a 5-day membership from Tuesday to Saturday inclusive. He explained that finally that membership application requires a simple change to the rules and application form. The Treasurer summed up by explaining that the committee s proposals are in line with HMRC guidelines and that advice had been sought from England Golf, Golf Club Managers Association and Cumbria Union of Golf Clubs and that the proposals are following the recommendations of the club accountants after a detailed report was commissioned from them. He stressed that numerous meetings and discussions had been held with the other 8 clubs in the county affected by the changes and that all clubs involved are recommending similar steps to their membership and that Penrith have already had unanimous approval to set up the limited company structure and are in the process of implementing this. The Captain then took over. He explained that the committee had considered, but decided against the introduction of an annual levy to cover the loss of CASC benefit as they felt this then created a subscription gap between ourselves and other clubs in the county thereby creating an
obstacle in attracting new members. He also stated that due to declining membership and rates increases this 50 levy could increase significantly over the years. The Captain then went on to say that CASC was not the only issue the club faced but that the declining membership situation also needs addressing. He said the committee felt that the rules regarding membership hampered the committee in its recruitment initiatives as at present any recruitment incentives that the committee wanted to try would need the ratification of the membership at an AGM or EGM. The Captain then stressed the committee felt it imperative to be in a position to reinvest in the infrastructure of the clubhouse and course year on year without putting undue pressure on fees. The Captain said the committee had spent a great deal of time researching and discussing these issues as well as consulting with many professional bodies to come up with a strategy not only to remain in CASC but also to come up with solutions to reverse the declining membership problem. He said the committee urged the membership to support the proposed changes to rules 14, 15 and 16. The President then asked for questions from the floor It was questioned why rules 14, 15 and 16 had been voted en block and not individually. The Captain explained that the committee felt that these rules were inextricably linked with the CASC and declining membership issues previously explained and had therefore felt they should be an en-bloc vote. It was then questioned if the removal of the entrance fee was only applicable to the new affordable 5 day membership and it was clarified that it was the intention of the committee that this would be the only category where no entrance fee was payable. There was then a comment made that there were too many rules grouped together and that if these rule changes were to go through then the power of running the club was in the hands of the committee rather than the membership. The Captain responded saying the committee are elected by the membership to manage the club on a day to day basis and that members do still have the final say. Further discussion ensued with the President finally saying it was time to let other members voice their questions or comments. It was then asked if a member of the financially less well off category in receipt of a benefit then had that benefit stopped due to a change in circumstances would they then be liable for the entrance fee. The Treasurer clarified that they would by then be members of the club so no entrance fee would be applicable but that they could not then continue in this category and would then have to start paying the full fees if they wanted to remain in the club. It was questioned as to whether the new category members counted towards the total maximum capacity of the club. The Treasurer responded saying they would be full members so would count towards total maximum capacity. A member then stated that he felt the committee should be given every support in making innovative changes and decisions in these difficult times, especially with an ageing membership.
It was then clarified that the existing categories although being removed from the rules would instead be included in the bye-laws and that the categories for members up to the age of 25 would remain. It was then also clarified that any parts of rules 14, 15 & 16 remaining unchanged would remain in the rules. It was questioned as to whether the seniors discount would still apply and it was clarified that it would remain unaffected. Rule 3 The Captain explained the committee felt that Immediate Past Captains should no longer by included as Officers of the Club as they are the only officers not re-elected by the membership at the AGM. It was then clarified that they would remain on the general committee. Rule 21 The Captain explained that the committee had concluded that in this day and age postal and e- mail voting should be an option to better reflect the view of the majority of the membership. He stressed that the revision of this rule to allow for members unable to attend to vote in person had been requested numerous times by members over the years. The President again asked for questions from the floor. Concern was expressed that members not attending the meeting did not get to hear the arguments from both sides. The Captain stated that he felt that as long as the proposals were sufficiently advertised to the membership in advance this could in part be addressed. A suggestion was also made that a question and answer forum could be established to enable members queries to be dealt with and counter arguments made. It was questioned as to whether there would be a timing element to votes accepted by post or e- mail and it was clarified there would be. It was then questioned as to the actual mechanics that would be used to police this. It was explained that the actual operating system had not yet been decided as initially the committee were keen to get the rule changed before looking into the operating process itself. The Captain did then state that England Golf were going to give us information on systems currently utilised at other clubs. There was a comment made that members were being asked to vote on a system not yet developed and that the system should have been in place first. The Captain countered saying a system fit for purpose would be established if the rule amendment was approved.. Rule 24 The Captain explained that currently the election of proposed officers of the club are made by the committee and voted on but not before members at the AGM are asked if there are any other nominations. The committee feel that not only is this inappropriate as members would not then have had time to consider additional nominees but that also no other proposals on other matters are accepted on the evening itself so this is not in line with this.
No questions from the floor were received. Rule 25 The Captain explained that currently no rule can be amended or repealed without 2/3 of the members present and voting being in favour. He explained it was the committee proposal that this be replaced with a simple majority vote. The Captain did stress that a simple majority vote was good enough in deciding upon the future of the United Kingdom. He stressed that again the committee felt this would then give a better reflection of the wishes of the majority of the membership and that it was a more democratic way on deciding the outcome of any vote. There were then comments made from the floor both in favour and against the proposal. Rule 31 The President explained this rule change was merely administrative and would mean the club rules and bye-laws would be published on the club website as well as exhibited in the clubhouse. No question were received from the floor. The Captain then formerly proposed all the rule changes as detailed in the notice of resolution. This was seconded by the Treasurer. The meeting was then adjourned to enable all full members present to complete their ballot paper. The meeting re-convened and the President read out the results of the ballot. Rules 14, 15 & 16 approved by a majority of 95 in favour 12 against Rule 3 approved by a majority of 99 in favour 9 against Rule 21 approved by a majority of 83 in favour 24 against Rule 24 approved by a majority of 100 in favour 8 against Rule 25 approved by a majority of 80 in favour 28 against Rule 31 approved by a majority of 102 in favour 6 against The Captain thanked the members for supporting the committee s proposals. The Chair then announced that next year s junior captain was Sam Minns. He informed members that Sam drives into office on the 16 th April and asked members to come and support him if at all possible. 4. To Elect: The Vice Presidents Dorothy Dalton proposed that the Vice presidents be re-elected on bloc, Ann Fearn seconded the proposal. There were no other nominations and the motion was duly carried unanimously. The Men s Captain - The retiring Captain, Mr Neil Murray, said what an honour and privilege it had been being Captain for 2015 and he thanked everyone for their support over the year. He then said he was delighted to propose Mr Tom Doig as Men s Captain for 2016. Stewart Long seconded the proposal at some length! There were no other nominations, the motion was carried, and Mr Tom Doig was duly elected Captain unanimously. The newly elected captain thanked Neil and Stewart and said he was humbled and thrilled to be Men s Captain for 2016. He assured the members that he would give his best efforts in serving the club at all time.
The President then presented the Captain and Immediate Past Captain with their ties. The Men s Vice Captain The Captain said that he was very pleased to propose Mr Barry Hickie as Men s Vice Captain. He explained that he felt Barry was ideally suited for the post as he had been a member for many years and had great business acumen. Mark Gilbertson seconded the proposal. There were no other nominations and Mr Hickie was duly elected unanimously. The Vice Captain thanked the Captain and his seconder and stressed he would do his very best to support the Captain during his year in office. The Lady Captain The retiring Lady Captain Susan Wilkinson thanked everyone for their support over the year and said how much she had enjoyed her year and what an honour and privilege being Lady Captain had been. She then thanked her Vice Captain for all her help and support. She said it was a great pleasure to propose Miss Lesley Wilkinson as Lady Captain for 2016. Jean Crossley seconded the proposal, there were no further nominations and Miss Wilkinson was duly elected unanimously. The Past Ladies Captain presented the Lady Captain with the Lady Captain s Brooch. The Lady Captain thanked Susan for her proposal and said she was delighted and very proud to be elected as Lady Captain and that she promised to carry out this role to the very best of her abilities. She thanked Susan for her leadership and guidance and said she hoped she had provided all the support needed. She then thanked Susan for being such an excellent Lady Captain. The Lady Captain went on to say she still believed Carlisle Golf Club to be the most prestigious club in the county with many traditions and said that although this must remain the priority sometimes it is essential to introduce changes if the club is to evolve and continue to grow. Finally the Lady Captain congratulated Tom on his election and said she knew they would work well together. The Lady Vice Captain - The Lady Captain said it was with great pleasure that she proposed Mrs Lisa Anderson Ward to be her Vice Captain. She said she had know Lisa for over 15 years and that Lisa is an extremely well organised, driven and professional lady who she knows will make an excellent Lady Vice Captain. Bill Crossley seconded the proposal. There were no other nominations and Mrs Anderson Ward was duly elected unanimously. The Past Lady Captain read a statement from Lisa who first apologised for not being in attendance but explained she was abroad on a trip that had been booked for over a year. She said she was immensely proud and honoured to be nominated as Lady Vice Captain and looked forward to working hard with the committee to take the club forward and supporting the Lady Captain. The Treasurer John Willis proposed that Tom Ogden be re-elected as Treasurer. Ken Sutherland seconded the proposal. There were no other nominations, the motion was carried and Mr Tom Ogden was duly reelected unanimously.
The Auditors - Tom Boyd proposed that Armstrong Watson be re-elected. Mary Bellingham seconded the proposal. There were no other nominations, the motion was carried and Armstrong Watson were duly reelected unanimously. 6. Election of Committee To appoint 4 members of committee:- 2 nominations have been received. The President welcomed back onto the committee Mr Paul Ashley MBE who was re-standing and Mr Mark Nield who had sent his apologies. Mr Paul Ashley MBE and Mr Mark Nield were duly appointed to the general committee for a 3 year period. 7. Presentation of Slater Trophy The President then explained that the Slater trophy, named after JW Slater was presented to a member who had contributed greatly to the club either on or off the course during the previous 12 months. The President explained that this year he was delighted to present the award to Miss Jenny Bland for all her hard work over the year. The President explained that not only had Jenny worked extremely hard on 3 sub committees, chairing one of them, but that she had also attended an England Golf rules school for the benefit of the club and passed a very difficult exam. Jenny said she was delighted to receive the award and thanked the President. 9. Any Other Urgent Business No urgent business was raised. The meeting closed at 9.15 pm J Kyle Secretary/Clubhouse Manager 29 th January 2016