Date: Friday 28th April 2017, 8:00pm
Location: Deer Park School Atrium
Present: Becki Gray, Mark Hawksbee, Jo Hawksbee, Kirsty Winders, Katie Jones, Justine Savage, Helen Taylor, Chrissie Kenning, Dorcas Garlick, Stuart Harragan, Charlotte Cunningham, Sandy Mace, Clair Mace, Angela Vizor, Melloney Underhill, Jessica Marriott, Alison Hiscock, Emma Urquhart, Andy Finlayson
Apologies: Claire Marriott, Claire Watt, Jennie Niccoll
Approve last year’s minutes
Last year’s minutes were approved by Sandy Mace and seconded by Angela Vizor
It has been a very busy year with a number of changes within the committee, Sandy stood down as chair at the last AGM after a number of years of dedicated service to the club. I stood forward as a temporary chair which was made permanent later in the year. Stuart Harragan stood down as Welfare officer and was replaced by Andy Ewing who also took on looking after the Health and safety at the club. Later on in the year Hazel Ford stood down as treasurer after ensuring that all finances were in a good position and we were delighted that Angela took on the role. Vikki continued as HR consultant although has recently resigned and is currently serving her notice period. We are delighted to have secured a HR consultant to undertake an audit of roles and responsibilities within the club and produce a report for the committee to support our future aims.
We have also had a busy year outside of the committee with successes at external competitions that Claire will mention, our first gym club tour to the London Festival, another great Christmas display and Club Championships, an increase in Club membership that Charlotte will mention and a successful year financially that Angela will mention.
Our coaching team has also expanded and many of the coaches have gained additional qualifications last year with more courses already booked for 2017. A huge thanks to our coaching team without whom there would be no gymnastics!
We have been hugely supported by our newly formed events team comprising of Emma, Jennie, Jo, Dorcas, Sally, Jill, Hannah, Claire and Chrissy who have helped to organise and coordinate additional help for the Club Champs, Presentation Evening and Xmas Display.
At Christmas a number of the committee got very excited that we may have found new premises, sadly it was not as suitable as we had hoped but the investigations into it highlighted a number of areas within the club that we need to address before our dream to move into new premises can become a reality. Part of this will be to change the legal structure of the club so that it can obtain a lease in its own right and the other part is for the club to have a clear management structure that can withstand growth and increased hours. Many people have come forward to offer support in order for this to happen and we are hopeful that this coming year will see progression in these areas. The first part as I have mentioned is for an audit of current roles and responsibilities and the creation of a new Club Manager role which will be a paid position and hopefully advertised before the summer break.
In October we held a Special General Meeting to change the constitution with regard to the number of committee member but most importantly to make the change to monthly payments. This has not been as smooth as we would have liked as we were trying to merge it with the new legal structure but monthly payments will start from June 1st and there will be a new payment policy issued to all members in May outlining the changes.
Our dream is still to have our own premises but we are keen to ensure that we go about it in the correct way. Firstly we are committed to improving our provision to existing members through better coaching via new session structures and increasing the qualifications of our coaches. This will be through increased monitoring and reporting back to parents of progress and targets through Watching Weeks and more regular badge feedback and finally more streamlined fees and admin processes with our new database.
The second step in this is to increase our membership by setting up additional sessions where we have most demand namely pre-school and FreeG. This increase in membership will not be possible without a clear management team supported by a committee or trustees and additional support such as our events team.
When these two areas are complete then our hunt for premises can begin. I am very excited to be part of this club at such an exciting time and our aim is to continue to listen to feedback from parents and gymnasts to improve our provision and ensure that we continue to make gymnastics fun for all.
2017 has been a fantastic year for our coaching, we have worked together effectively and positively to ensure we continue to offer quality fun coaching to all our gymnasts.
We continue to educate our coaches and send them on coaching courses when they are available. The coaching team has been developed over the past 12 months and we now have a strong Level 2, Level 1 and junior coaching team. In 2017 we will further develop this with 2 of our existing team attending Level 2 courses and most of the coaching team attending the BG Fundamentals course. We have also increased our expertise in FreeG.
Our Men’s Artistic coaching is gaining strength with the boys now training on more equipment and attending more competitions.
In 2017 we would like to get the rings fitted for the boys to use.
I would like to thank all our coaching team, of which we have more than 20, for all their hard work. We will continue to work together to ensure gymnastics is ‘Fun for All!’
Competitions and Displays
We had a wonderful year competing, with success at Swindon School of Gymnastics, Fromeside, Forest of Dean and Baskervilles. Details on the CGC website. The annual Christmas displays included some of the most ambitious routines ever thanks to all the coaches and gymnasts putting in hard work in the Autumn term to make it happen.
The Club Championships was another successful week of competitions with a huge turnout it was lovely to see our gymnasts at every level taking part. They had the opportunity to show case individually what they learnt, experience competition and have the chance to win a medal.
We have a full calendar of displays and competitions pencilled in for the coming months so will look forward to reporting some success next year.
We would like to thank our Chairperson Becki for the hard work and support she gives us throughout the year. Also, the committee along with all the volunteers. There is so much organisation involved in the day to day running of the club along with all the events that take place. Without all the help and time they give up the club would not be as successful as it is today.
Finally thank you to all our gymnasts who are what makes CGC what it is today! Let’s look forward to what the next 12 months will bring!
TREASURERS REPORT AND CLUB ACCOUNTS
Following the resignation of Hazel Ford in July 2016, and my subsequent appointment as Treasurer, I am pleased to present my 1st set of accounts for Cotswold Gymnastics Club, for the year ending 31st December 2016 prepared by me (although processed during the year by Hazel and myself) and currently awaiting audit. There are no significant changes expected to the accounts. Once final reviewed, the accounts will be presented to the committee and will be available to Club members.
2016 accounts report an excellent position at the financial year end, an increased turnover to just over £140k for the year ending Dec 16 and finishing with an excess of income over expenditure of just over £30k, with cash in hand of almost £95k. The turnover evidences the size of the Club and number of current members.
Income streams for 2016 were primarily fees, with fundraising through Coffee Shop, Christmas Display, Presentation Event and Club Competition. In addition, a grant was received towards training.
The 100 Club, launched in 2014, raised £338 to Club funds in 2016 and continues to supply a small, but steady revenue stream. This is an increase on the 2015 figure. The fundraising team are always thinking of ways to promote this as an increase in members would not only generate a higher monthly prize, it could provide the club with £1000 approximately per year if it was fully subscribed. This is with minimal costs associated for the club.
We also received a grant from St James Place of £500. We have yet to spend this on training which it was intended for, but with courses booked for several coaches in 2017 this will be put towards these costs.
Cost wise, memberships and insurances increased, as would be expected with increased membership numbers. Hall hire rates increased during the period. The Club continued to invest in the development of the coaching team, with training costs of approximately 1.5k for the year. 2017 will see an increase in training costs as there are plans in place for a number of courses as mentioned above.
Overall coaching and admin costs increased in 2016 – this was as a result of increased coaching levels, pay increases as more coaching staff completed their qualifications and more volunteer coaches receiving some paid hours each. At the end of 2016 there were 22 paid coaches, along with employed hr, admin and support staff.
Some new kit was purchased, and repairs were also purchased.
2016 brought changes with a new Chair but along with the role changes, came a new database, new website and fees structure. These were only made possible by the huge number of hours donated by various people. If the Club had paid for all this work, it would have made a large difference to the overall profit for the year.
So as we move into 2017, behind the scenes the committee continue to invest the surplus funds back into the Club, as well as build reserves for the future and make improvements to the structure of the club in order to secure its future as well as provide the facilities to grow.
There are ongoing changes in employment laws which the Club must keep abreast of, and later this year the Club must offer a pension to all employees. There are also ongoing overheads incurred by the Club for kit maintenance, the replacement of items when needed and purchase of new equipment in order for the Gymnasts to progress.
Whilst 2017 opens in an excellent position, the Club cannot afford to become complacent and the committee continue to work together to keep the Club on a financial even keel.
A huge thank you is due to everyone involved in the Club, volunteers, committee, coaches, gymnasts and their families and friends who have all supported the Club and helped make it what it is today.
We have a fantastic and growing Events team who all donate a lot of time and effort in making all the Club Events a great success.
Prepared for the AGM Friday 28th April 2017
APPOINTMENT OF AUDITORS
It was agreed that we use a local auditor as recommended by Angela Vizor.
It has been a great year for Cotswold Gymnastics Club Events. These Events are lead and organised by a great team of people who give up many hours of their time in order to put on such successful events. It is lovely to see so many smiling Gymnast faces with medals around their necks and in turn happy parents at both the Club Championships and Presentation Evening. The feedback received after the Christmas Display is always great particularly from those new Gymnasts and Parents who haven’t experienced it before. It always manages to have the WOW factor even when we think the Coaches can’t raise the standard any higher than the previous year, they exceed expectations every year.
Planning is well underway for the Presentation Evening later this year and the 1st meetings for the organisation of the Christmas Display will be upon us very shortly.
With all the changes in the Management team and Committee in 2016, there was not the same focus on Grant Applications as in 2015, however, the plan for 2017 is to revisit this process as it is a great way of raising funds.
Looking at the Coaching Team’s wish list of Equipment and the Coaching courses planned for 2017, hopefully if we can secure some Grant funds, it will be a great help with the costs that are anticipated during the coming year.
The Coffee shop continues to be a good way of raising funds and as it is again manned by volunteers, there are no costs involved apart from the stock. If anyone attends with their Gymnast on a Saturday and could sit by the Coffee Shop to read their book Etc. whilst enjoying a free cuppa which is a perk of helping out, we would be most grateful. We could do with a few more volunteers, even if you can’t offer your time every week.
Huge thanks to all the people that help with Events and Fundraising, it couldn’t be done without you all.
MEMBERSHIP AND WAITING LIST
Membership within the club has once again grown; in April 2016, the club had 381 active members our current active database stands at 427. The past 12-months have seen not only continued growth but also significant change in both our session structure and also our administrative process.
The autumn term saw the introduction of a more progressive session structure, offering specific beginner, intermediate and advanced sessions for the gymnasts to allow for a clearer development path. During this term, we also began to use a new system for our database management, fees and payment allocation; as with any new system, this was not without its challenges, however we hope that most of the teething problems have now been addressed, and that the system will enable more efficient processes and communication.
In the January term the new monthly, rather than termly fees were introduced, with this the cost of providing gymnasts with 39 sessions per year along with the club administration fee, were recalculated to be able to be covered by 12 equal monthly charges, rather than 3 termly charges. It had been hoped that this would coincide with setting up Direct Debits/Standing Orders for all gymnasts, however as you will be aware this has unfortunately had to be delayed, but is now expected to be up and running for June 2017.
The club continue to operate on Mondays, Wednesdays, Fridays and Saturdays with the latter two seeing both the gym and the hall being used to full capacity on both days. We operate within the limitations of the availability of the gym and the hall to us from Deer Park; the club continue to look for suitable premises to move into to offer us a permanent home which would increase our ability to offer more sessions.
An audit of the waiting list was carried out during last summer which enabled us to cull quite a few entries that had had a change of mind or moved away, however the waiting list has continued to grow and currently has over 400 gymnasts hoping for a place.
Moving forward we are looking forward to the continued administrative and communicative benefits of the new database system coupled with the standing orders for payments. We are looking at how we would be able to operate extra sessions either during the times we have Deer Park available to us or by the looking at satellite venues. Two of the areas we are very keen to expand on are our offering for FreeG and also re-introducing the much-missed pre-school sessions.
Having now been in place for 15 months, the HR role has encompassed a variety of elements and tasks over the last year;
Personal file audit
Personal file audit undertaken and areas identified and addressed where required.
Recruitment has occurred for the following positions;
2 x Set Up/Set Down Staff – Newly created positions which commenced in September 2016.
Treasurer – Replacement after the resignation of Hazel Ford in early part of Q3 of 2016
Front of House – A newly created position, which commenced at the started in January 2017, and is proving to be beneficial to staff, gymnasts and parents alike.
ASC Coaches - 3 ASC coaches commenced in January 2017
H&S – Initial recruitment activity was undertaken, however after a review of existing arrangements with H&S service provider Agility, this was put on hold for review in 2017.
An employee and volunteer Dropbox area is soon to go live. This will store key policies, procedures and documents such as the handbooks, holiday policy/forms Etc. and will ensure employees and volunteers have access to the most current documentation.
Job descriptions covering the roles and responsibilities of all positions are currently in the process of being developed and this task will be ongoing over the coming year. Positions recruited for have had this task undertaken as part of the recruitment process.
Policies & processes
Some new / formalised policies and processes have been proposed within a number of areas.
Training / Investment
Investment has been made in a number of training courses. This has been for a number of courses including ASC and level 1 & level 2 coaching.
Employee and CEP database
This is in the process of being developed to ensure it fulfils its requirements and allows ease when identifying employee reviews for a number of areas including CEP renewal/update, age related salary reviews Etc. training data.
Other areas for review / development have been proposed to the committee for consideration including an annual appraisal system with supporting documentation for both appraisers and appraises, and also succession planning to allow the development of both the club and its employees / volunteers.
ELECTION OF OFFICERS AND COMMITTEE