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Reading Hockey Club Annual General Meeting 13Th May 2015 Agenda

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Reading Hockey Club Annual General Meeting 13Th May 2015 Agenda 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 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 Actual Financial Performance 11 months (May 2014 to March 2015) (1 of 3) 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. Actual Financial Performance 11 months (May 2014 to March 2015) (2 of 3) Income – key items Actual Budget Variance Notes Member Subscriptions £93.1k £85.7k £7.4k Subs increase, Pitchero (net of Pitchero costs) 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 Actual Financial Performance 11 months (May 2014 to March 2015) (3 of 3) 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 Budget (May 2015 to April 2016) (1 of 2) 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). Budget (May 2015 to April 2016) (2 of 2) Income – key items Budget Actual Variance Notes (YTD Mar 2015) 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. 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 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 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 1 2 3 4 5 6 7 BANDS £210 £180 £135 £110 £100 £80 £30 Adult Playing GK Member Age 19-25 Playing GK Student Student GK Member U12-U18 Playing - GK Member - 3rd Family Member U8-U10 Playing - GK Member - 3rd Family Member U6 Playing - GK Member - 3rd Family Member Social Social Member 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 Budget 2015/16 Hockey Cricket FMU £43,509 29,007 (66%) 14,502 (33%) Flat income £7,200 (annualised) Revised FMU £36,309 £29,047 (80%) £7,262 (20%) • 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 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 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 London League CLUB OF THE YEAR 2015 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
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