AGM

Ampleforth College
Golf Club

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PRESENT: Chairman, Secretary and 18 Members

1.	APOLOGIES:

President, T Berriman, A Bucklee, P Fisher, R Fisher, P Hoyland, R Illingsworth, C Itthurralde, P Kent, G Todd

MINUTES:

The Minutes of the previous year’s Annual General Meeting held on Monday, 11th February 2008 had been circulated to members present, and were approved as a correct record.

1.	MATTERS ARISING:

There were no matters arising, which did not come up in the course of the Agenda.

REPORTS:

(i)

Captain: The outgoing Captain, Lawrie Hill, thanked his Vice-Captain, Morris Raine for his support and the help he had received from so many members, including the Lady Captain and Vice-Captain.
He reported that the result of the matches had not always been favourable, but on the other hand had always been enjoyable. The Captain’s Day and Invitation Day had been the highlights of the year, and he wished to record his thanks to all the members who had helped with the preparations on Captain’s Day, and to the support he had received on Invitation Day, when on a particularly pleasant day, the Club and course had been shown off to our visitors in its best possible light.

(ii)	Lady Captain: The outgoing Ladies Captain, Aileen Chisholm thanked the ladies for their friendly support, and her Vice-Captain, Doreen Berriman, for her help during the year, and wished her well in her captaincy next year.

(iii)

Secretary: The Secretary, Michael Wilson, reported that membership stood at 235 at the end of the year, compared to 242 at the end of the previous year. The turnover of members in 2008 had been 18%, which was the same as last year, but unfortunately there had been a net loss of seven members during the year. The Secretary emphasised that the retention of members and the recruitment of new members was essential to the success of the Club, and reported that all Clubs were finding difficulties in maintaining their membership.

(iv)

Handicap Secretary: The Handicap Secretary, Ian Wilson, reported that 113 male members had handicaps and 18 lady members. In general, the participation level in competitions was good, but the weather towards the end of the year did not help. Ian reported in detail the number of changes that were occurring to the handicap scheme in the course of the next 18 months, and these will be reported in detail, with a notice on the notice board, and on the web site. These changes will involve the introduction of supplementary scores, when members can mark cards for handicap purposes outwith competitions, and the introduction in January 2010 of active/inactive handicaps, when if a member does not participate in at least three competitions or contribute three supplementary scores their handicap will be deemed inactive. The practical effect of this will be the inability to participate in open competitions, but the retention of a handicap for club golf.

(v)

Juniors Organiser: The Juniors Organiser, John Wilkinson, reported that seven juniors had enrolled for the lessons from the Club Professional, Ken Howarth, but attendance had been sporadic during the year. The timing of these lessons is being reconsidered for 2009, with a view to concentrating the lessons in the school holidays. Monthly competitions were also held for the Juniors on a Saturday morning through the summer. Sam Taylor had been the winner of the Juniors Cup.

(vi)

Financial Report: The Treasurer, Michael Wilson, presented the Receipts and Payments accounts for 2008, and these are appended to the Minutes. A small loss had been incurred of £110, against a balanced budget. This had only been achieved through savings on replacement machinery, as there had been a shortfall on both green-fee income and subscription income. The other items of income and expenditure had all been close to the budgeted figures, apart from a windfall refund of over £400 on Gift-Aid. After answering questions, the Treasurer moved the adoption of the Accounts and they were accepted unanimously.

The Chairman thanked all the Officers for their work during the year and for their reports.

1.	SUBSCRIPTIONS:

The Treasurer presented the Budget for 2009/10, which is appended to the Minutes, and explained that he anticipated problems with membership during the year as there was no tangible progress on the construction of a Clubhouse. He also anticipated quite severe competition from other clubs in the area, who were all experiencing similar difficulties, and in the circumstances he felt, and the Committee agreed, that there should be no increase in the fees in 2009/10. He proposed, on behalf of the Committee, that:
“There be no increase in subscription rates or green-fees in 2009/10.”
The recommendation was approved unanimously.

1.	COURSE REPORT:

A detailed written report was presented by the Secretary on behalf of the Green-keeper, Tom Berriman, who was not present. The report is attached as an Appendix to the Minutes. In summary, the course has remained in very good condition throughout the year, and the completion of the bunker work on the 4th and 5th holes, has been a big achievement during the course of the year.

The Meeting acknowledged the tremendous work which had been done by Tom Berriman, and his assistant, Alan Ward, over the course of the year, and in particular in coping with the vagaries of ageing machinery, which could break down at the most inconvenient time. Members asked the Secretary to convey the Meeting’s thanks to Tom Berriman.

1.	PAVILION PROGECT:

The Secretary explained the background to the work that had been done since August, when the Abbey Trustees had agreed to consider alternative options for changing rooms, showers, office, etc, situated in the area opposite the existing car-park. Estimates had been obtained for the construction of timber buildings, which would be smaller, and less expensive. The traditional build by the side of the 18th green had the significant disadvantage of being on a sloping site and more difficult to service. A further estimate had been obtained for a traditional build of the same size on the alternative site and there was no significant difference in the cost of the two builds, timber and traditional. In the circumstances, draft plans had been developed for a traditional build on the site, and Ron Illingsworth, one of our members, who is an architect, had kindly drawn up the plans. These were examined carefully and received the approval and grateful thanks of the members present.
It was agreed that a survey should be conducted of the trees in the area to ascertain where the Pavilion could be sited, given the constraints imposed by planning restrictions when building near trees. Authorisation was given for expenditure on such a survey if necessary. The meeting agreed that the Committee could take the detailed proposals forward for discussion with the Abbey Trustees in due course.

1.	ANNUAL DINNER – FRIDAY, 27th MARCH 2009:

The Chairman reported that a small group had looked at the alternative to a Speaker, and engaged an experienced caller to lead a traditional Ceilidh. He looked forward to a successful evening, and the Secretary reported that ticket applications were going well at this early stage.

1.	CALENDAR OF EVENTS:

The draft Calendar was circulated, and provisional approval was given to the Calendar, and the Secretary asked all members to check for errors and omissions and inform the Secretary before the end of the month.

1.	ELECTION OF OFFICERS:

The following members were elected or re-elected to take office from 1st April 2009.

Chairman Richard York Secretary & Treasurer Michael Wilson
Captain Morris Raine Vice-captain Ken Harris
Ladies Captain Doreen Berriman Ladies Vice-captain Angela York
Handicap Secretary Ian Wilson Juniors Organiser Steve Hutchinson

1.	ELECTION OF COMMITTEE:

In addition to the Officers, who are ex-officio members of the Committee, the following were appointed or reappointed:

Shan Gallagher, Steve Hustwick, Ron Illingsworth, Adrian Smith, Margaret Warriner, Ian Warriner

In addition, Alan Harrison was co-opted to represent an interest not otherwise provided for on the committee

1.	ANY OTHER BUSINESS:

There was no other business.

Michael Wilson
Hon Secretary

AMPLEFORTH COLLEGE GOLF CLUB

MINUTES OF ANNUAL GENERAL MEETING
HELD ON MONDAY, 17TH FEBRUARY 2009 AT THE FAIRFAX ARMS, GILLING