8.00 p.m. 18 th July 2010 Annual General Meeting.

8.00 p.m. 18th July 2010

Annual General Meeting

AGENDA1. Apologies2. Minutes of Previous Meeting 3. Matters Arising from Previous Meeting 4. Chairman’s Report 5. Chief Coach’s Report6. Honorary Treasurer’s Report 7. Budget & Membership fees 2010/11 8. Election of Officers and Management

Committee 9. AOB

1. Apologies

Apologies- Bob Duck- Keith Smith- David McCoubrie- Helen Rogers

2. Minutes of Previous Meeting

3. Matters Arising fromPrevious Meeting

Life Members – Graham Holt Club SecretaryCurrently there were currently 8 Life Members: Pauline Adams, Herbie Adams, Ken Guy, Neil Holloway, Andrew Lane, Giles Evans, Mo Timbrell and Karen Payne. However, the term “Life Member” is not defined in the constitution We need to amend the constitution to reflect what Life Members

are i.e. - Members of the Club who have been awarded the role of Life

Member at an AGM - They have their Annual Membership fees paid by the club but they

must still pay their monthly training fees if applicable.- They are entitled to attend management committee meetings but

are not entitled to vote unless they are an elected committee member

4.Chairman’s Report 2009/10

What the Club is all aboutMission- To be a highly competitive swim club that brings on local

talent.

Vision-To be an enduring club with a highly valued team spirit

competing at the highest levels after achieving sustained improvements in the performance of our local swimmers through excellent coaching, sound management and improved facilities.

Aim- To be the top swimming club in the Bristol area

What the Management Committee doesPosition the club for growth Engage and energise our membership

Demonstrate operational excellence

What the Management Committee doesPosition the club for growth- Ensure long term financial strength- Increase coaching/teaching capacity.- Increase land training opportunities - Increase pool time for our swimmers.- Improve swimmer dietary and self-

motivation education.- Campaign for improved local swimming

facilities.

What the Management Committee doesEngage and energise our membership

- Implement an effective web based communication process

- Develop the parent education process- Create a social, fun, open and inclusive

environment

What the Management Committee doesDemonstrate operational excellence

- Achieve and maintain Swim21 accreditation

- Maintain short term financial strength- Run efficient and effective home Gala’s.- Increase club profile to attract

commercial sponsorship.- Deliver best practice squad training

programmes.

Review of the 2009/10 SeasonPosition the club for growth

What We Said What We Did

Get better at applying for grants & sponsorship

Grant income £9,900 (land training £6,000, other training & equipment £2,850, CSTC £200, YTC £250)

Run a Level 1 Coaching/Teaching course

Took place at YLC in February/March – 6 new Level 1 Coaches.

Support David McCoubrie to achieve Level 3

David has one final module to complete.

Increase land training for the squads and integrate with the swim training programme

Sessions set up for all training groups.

Source additional pool-time for our top swimmers

Tues/Weds mornings extended by 30 minutes.Additional sessions added : Tues at Bath, Tues at Winterbourne

Engage more with YLC to ensure we get the best support for the Club

PA systems “fixed”. Sourced poolside storage equipment and post-box.

Review of the 2009/10 SeasonEngage and energise our membershipWhat We Said What We Did

Re-launch the website and give more access to our members

New website launched with a relatively smooth transition. Updating site now shared amongst a number of Club members.Text alerting and e-mail alerting services introduced.

Have more socials and parent/swimmer education sessions

Presentation Evening at Chipping Sodbury Town Hall very well organised and attendance substantially increased.More sessions for parents needed.

Review of the 2009/10 SeasonDemonstrate operational excellenceWhat We Said What We Did

Maintain Swim21 accreditation Accreditation has been re-validated.(Subject to National ASA approval.)

Keep a tight grip on the finances of the Club

Monthly treasurer updates.Quarterly budget reviews.Much better understanding of levers/drivers.

More press coverage of Club achievements

A tough ask! Lots of articles in the local press. But some competition from Severnside!

Support the coaches in delivering the training programme

More needed here.

Objectives for the 2010/11 SeasonPosition the club for growth

What We Aim To Do

Continue to improve our approach to applying for grants

Get more sponsorship!

Arrange for more coaches to attain Level 2 Coaching/Teaching

Support David McCoubrie to achieve Level 3

Integrate land training with the swim training programme

Work more closely with other local Clubs to improve training opportunities for local swimmers

Engage more with YLC to ensure we get the best support for the Club

Objectives for the 2010/11 SeasonEngage and energise our membershipWhat We Aim To Do

Maintain the website and give more access to our members

Keep the Noticeboard up to date and interesting!

Have more socials

Provide more information and help to parents. Main focus will be on parents of swimmers moving up from Swim Development.

Objectives for the 2010/11 SeasonDemonstrate operational excellenceWhat We Aim To Do

Maintain Swim21 accreditation

Keep a tight grip on the finances of the Club

Get wider press coverage for the Club

Get more people involved in running the Club. Don’t have to be a coach, or an official or be on the committee. Help is needed in lots of areas – poolside , admin , fundrasing.....

5. Head Coach’s Report 2009/10

Coach’s Report - Overview Clubs and coaches are always judged on their performances

and it is often the few top swimmers that stand out and get noticed. The pleasing thing about this year is the broad increase in performance levels across a wide number of swimmers and age groups.

It was going to be difficult to follow last year’s excellent performance especially the Southern Junior League Performance and Arena League promotion. However, the season got off to a great start with a fantastic Arena League 4th place finish in Division One as a newly promoted team.

We had a great Club Championships with many more swimmers getting qualifying times for the County Championships than before. The County Championships themselves saw us increase our medal haul over last season with a larger range of swimmers gaining top places. The 2010 Southern Junior League again saw good performances and we finished up with a top 10 finish ahead of our local rivals.

Coach’s Report - HeadlinesThe headlines for the year are:4th Place finish in Arena League Division One WestIncreasing the number of swimmers at the County

Championships and our medal tally.Nine swimmers qualifying for the Regional Age Group

Championships.Nine swimmers at the Regional Youth Championships.Two Swimmers attaining National Qualifying Times.Good team performances at the South West Region

Relays.Ten swimmers selected for the Gloucestershire County

Team.Top 10 finish in the Southern Junior League.Land Training provided for all swimmers in the

Competition Groups

Coach’s Report – Why we have been successful Performances have improved through the hard work and dedication

of many people throughout the Club. We lost John Britton’s coaching efforts before Christmas and David McCoubrie slotted well into the Assistant Coach role in addition to the other hard work he does for the Club.

We need to thank Holly again for running the Learn to Swim and Swim Development Groups. The skill standard of swimmers moving from Swim Development is improving and hopefully will improve further in the coming year creating a good long term swimmer feed for the Club.

We made a major stride in providing land training for all competition swimmers this year, led by Caroline. I think this has contributed to the improvements this year but a single session of conditioning per week needs to be supplemented by work at home between the coached sessions for real benefit.

Fundraising has been good with numerous new initiatives and ideas by the “Friends of Southwold” Committee and other individuals. This has resulted in the Club being able to provide a team polo shirt for all next season which should look great.

Coach’s Report – What next?Are we there yet? of course not, and the Club still needs to

work at improving in all areas. It needs to revitalise Swim21 planning efforts, gaining more pool time resources and expand the numbers further to increase the base. All this takes resources and effort and we have to find ways of funding expansion without significantly increasing training fees, or compromising quality.

There is still work to do in improving the commitment of parents and swimmers to the sport. It is a tough sport, and to be your best you have to spend lots of time training, commit to numerous competitions and sacrifice other family and social activities. But the rewards are there if you work for them, not just in being better swimmers, but in general lessons that you can learn and apply for the rest of your life.

KEITH SMITH

HEAD COACH

6. Treasurer’s Report 2009/10

Treasurer’s Report – 2009/10 Overview

The main purpose of this presentation is to bring the members up to date with the financial position of the club as/at the end of the 2008/2009 season and as/at today's date.

At last year's AGM I could only give a projection as to the state of the club's funds at the end of the 2008/2009 season as the year end is actually after the AGM. Now that these figures have been finalised, I can report that the club made a small deficit of £224 leaving club funds standing at £17,572 as/at 31 August 2009.

For this 2009/2010 season, my latest projections show a small surplus of £71. This would give the club funds of £17,643 to carry forward into next year. The final figures for the current season will be reported to you at next summer's AGM, but I can use the projection to give you an idea of how the club's funds have been spent this year.

Treasurer’s Report – 2009/10 Overview

On the detailed schedule over, I have put in the budgetted figures for 2009/2010 as they were presented at last year's

AGM and compared them to the projections. As you can see, there has been a claw back of approximately £3,500 of funds over the year as the original deficit was budgetted to be £3,460.

Treasurer’s Report – 2009/10 OverviewThe main differences from the original budget are:Income higher than budget - donations received/funds raised £2,270 (including £914

b/fwd from 08/09, Jollys event/donation £1,224) - grant income £9,900 (land training £6,000, other

training & equipment £2,850, CSTC £200, YTC £250, lane ropes £600)

- level 1 training course income £400Costs higher than budget - new session at winterbourne £2,079 - increased lane-hire including Bath £692 - new club kit £2,378 , training course costs £1,433 - extra equipment £869 , lane-rope spindle £690 - Christmas lottery/disco profit c/fwd £1,036

Treasurer’s Report – 2010/11 Overview

The working budget for the season going forward predicts a deficit of £4,859 at present. As usual, this is a fairly cautious forecast which assumes no grant income or funds raised. In reality, this is unlikely to be the case but it would be wrong to make assumptions about the level of income from these areas at this stage. The budget will be reviewed on, at least, a monthly basis throughout the season and any additional income or expenditure worked in.

Helen Hall, Treasurer 18-Jul-10

Treasurer’s Report – Comparison to previous budgets

AGM 2010 ***AGM 2010 AGM 2009

Budget Projected Budget ACTUAL ACTUAL ACTUAL

INCOME 2010/11 2009/10 2009/10 2008/9 2007/8 2006/7

Squad Fees £62,424 £58,483 £67,656 £58,039 £50,823 £30,264

Learn to Swim/Swim Development Fees £23,419 £23,831 £18,642 £18,907 £16,798 £14,958

Swim Shop £4,000 £3,226 £4,500 £4,342 £4,195 £3,676

Club Championships/founders gala £2,500 £2,098 £2,500 £1,916 £1,308

Open Meets £11,000 £9,984 £8,500 £8,128 £6,036 £4,742

ASA Fees £5,795 £4,190 £5,320 £3,485 £3,215 £18

Discos £2,000 £1,964 £600 £377 £510 £143

Gala Cash Receipts £1,000 £817 £1,000 £1,444 £145 £180

Refunded Travel Costs £400 £380 £400 £210 £190 £56

Donations/Funds Raised £2,270 £1,675 £1,414 £2,255

Interest Received £44 £119 £504 £465

Bath Training Contributions £664

Land Training Contributions £720

Grants £9,900 £3,109

Training Course Contributions £400 £3,295

Swim-camp Receipts £7,957 £8,857

£120,495 £126,444 £109,118 £105,046 £86,522 £56,756

*** Based on estimated figures as/at 18 July 2010

Treasurer’s Report – Comparison to previous budgets

AGM 2010 ***AGM 2010 AGM 2009Budget Projected Budget ACTUAL ACTUAL ACTUAL

EXPENDITURE 2010/11 2009/10 2009/10 2008/9 2007/8 2006/7Pool Hire Yate/Bradley Stoke £48,111 £48,863 £49,674 £45,075 £37,543 £35,295Pool Hire Winterbourne £5,429 £2,079 £5,704Pool Hire Bath £9,446 £8,325 £6,822 £6,060 £1,132Coaches Salaries £16,625 £15,337 £19,400 £16,611 £10,544 £9,265Swim Shop £3,500 £3,046 £3,000 £2,515 £4,253 £3,885Coaches Tshirts/ new club kit £300 £2,395 £300 £271 £370Land Training £4,410 £7,680 £9,117 £3,957 £1,853 £203Coaches Travel/Subsistence £2,000 £2,626 £3,220 £2,127 £1,301 £1,632Transport to Galas £800 £715 £800 £390 £770ASA Fees £4,500 £4,062 £4,160 £4,176 £4,149 £2,423Club Championships/founder's gala costs £2,426 £848 £500 £1,619 £687Open Meets £11,500 £10,799 £9,250 £8,515 £6,400 £4,956Trophies/Badges Learn to Swim £200 £352 £215 £142 £449 £670Discos/raffle costs £2,000 £1,884 £400 £185 £385Meeting Room Hire £150 £121 £150 £93 £81 £296Training Courses £2,500 £3,933 £2,500 £4,563 £3,397 £900Level 2 Course CostsPool Equipment £1,500 £1,869 £1,000 £2,769 £470Stationery/postage £200 £329 £160 £144 £133Software Licences £300 £251 £350 £185 £223Gala Hosting Expenses £1,200 £966 £1,200 £1,313League Entry Fees £150 £135 £160 £110 £180Club Calendar Costs £406New Printer £274Lane Ropes £690 £3,013Bank Charges £150 £111 £200 £273 £76Miscellaneous Expenses £661Bad Debts - Fees £100 £484Swim camp expenses £7,957 £8,857

£125,354 £126,373 £112,578 £105,270 £80,097 £60,185*** Based on estimated figures as/at 18 July 2010

SURPLUS/(DEFICIT) -£4,859 £71 -£3,460 -£224 £6,425 -£3,429CLUB FUNDS £12,784 £17,643 £14,112 £17,572 £17,796 £11,371

7. Budget & Member Fees 2010/11

Principles used in setting the budgetPool-time:

Continue with same overall pool-time but make the most of it!Allocate more to committed swimmers and the younger squads

Land TrainingContinue broadly with level of Land training provided in

2009/10 but reduce number of sessionsTraining Group structure

Move to two 6 lanes Training Groups (Reds/Greens)to give greater flexibility

Each squad will have core sessions and invite sessionsHead Coach has authority to allocate swimmers to training

groups and to select swimmers for invited sessions.

Approach Used to Set The BudgetUse latest budget estimates from 2009/10 as a base plus

inflationHave modest allowance for training costs (£2.5k) and

equipment (£1.5k), assume bigger spend funded by grants, donations and fund raising

Hence no allowance for these in the budget (cf £10k 2009/10)Use best estimates for training group numbers- Reds/Greens/Masters 98 (cf 96 current )- Swim Dev 56 (cf 57 current )- LTS 32 (cf 34 current)

Budget Headlines (compared to 2009/10)

Costs (-£1.0k)Pool-time +£4.0k (inflation and time added in 2009/10)Land training -£3.3k (Reduced number of sessions)Coaches’ fees +£1.3k (Last season without an Assistant Coach

for a few months)

Misc Costs -£3.0k (Reduced allowance for training/equipment)

Income (-5.9k)Membership fees +£1.6k (covers ASA plus

contribution to overheads) Increase in fees +£3.9k (7% increase)Misc Income -£11.4k (No allowance for grants, fund

raising etc)

Surplus/Deficit (-£4.9k)NB Misc Costs have not reduced as much as Misc Income as

still have some training and equipment costs in the budget.

Session Times 2010/11Lane 1 Lane 2 Lane 3 Lane 4 Lane 5 Lane 6 LAND TRAINING

Sunday5.00 - 5.30

Swim Dev 2 Swim Dev 3 Swim Dev 4 4.45 - 5.45 LT1 

5.30 - 6.00 

6.00 - 6.30MASTERS Swim Dev 1 5.45 - 6.45 LT2 LT2

 6.30 - 7.00

 7.00 - 7.30

Greens 6.45 - 7.45 LT3 

7.30 - 8.00 

8.00 - 8.30

Reds 8.30 - 9.00

 9.00 - 9.30

Monday 7.00 - 7.30

Reds  7.30 - 8.00

  8.00 - 8.30

  8.30 - 9.00

Tuesday (PM) Winterbourne 5 lanes

Lane 1 Lane 2 Lane 3 Lane 1 Lane 2 Lane 3 Lane 4 Lane 5

Tuesday (AM) 6.00 - 6.45 Red InviteGreen Invite

7.00 - 7.30

Red Invite

Green Invite

  6.45 - 7.30 7.30 - 8.00

8.00 - 8.30Green Invite

8.30 - 9.00

Lane 1 Lane 2 Lane 3Wednesday (PM) BATH

Wednesday (AM) 6.00 - 6.45 Red InviteGreen Invite

Lane 1 Lane 2 Lane 3 Lane 4

  6.45 - 7.30 7.00 - 7.30

Red InviteGreen Invite

7.30 - 8.00

8.00 - 8.30 Green Invite

8.30 - 9.00

Lane 1 Lane 2 Lane 3 Lane 4 Lane 5 Lane 6

Thursday 6.00 - 6.30

Red Invite

Green Invite  6.30 - 7.00

  7.00 - 7.30Green Invite

  7.30 - 8.00

Friday 7.00 - 7.30  Swim Dev 1

Bradley Stoke

  7.30 - 8.00 Lane 1 Lane 2 Lane 3 Lane 4 Lane 5 Lane 6

  8.00 - 8.30

Greens

8.00 - 8.30

Reds  8.30 - 9.00 8.30 - 9.00

  9.00 - 9.30 9.00 - 9.30

New Fees for 2010/11

Notes.1.Swim Dev /LTS modest increases +2-5% to maintain competitive position against YLC. Fees can be reviewed again in December and March.2.Annual Membership fees increased to £50 (from £40)) and £15 (from £10) to ensure cover ASA fees and make some contribution to overheads.

2010/11 2009/10

Fee Levels

Monthly Training

Fees

Annual Membership

Fee Club Commitment

Range of Pool

HoursLand

Training

2009/2010 Group (Start

of season)

Monthly Training

Fees

Annual Membership

Fee HoursLand

Training

A £70.00 £50.00 min 3 sessions per week 11-14 1 A £67.00 £40.00 11.5 2.00

B £65.00 £50.00 8.5-10 1 B £62.00 £40.00 7.0 1.00

C £60.00 £50.00

min 2 sessions per week

7-8 1 C £57.00 £40.00 3.5 1.00

D £55.00 £50.00 4.5-6 1 D £52.00 £40.00 3.0 0.75

E £50.00 £50.00 2.5-4 n/a D £52.00 £40.00 3.0 0.75

Seniors £45.00 £50.00up to 3 sessions per week 2-5 n/aA & B Seniors* £42.00 £40.00 3.5 n/a

Masters £19.50 £15.00 1 session per week 1 n/a MASTERS £18.00 £10.00 1.0 n/a

Examples of Swimmer Fees for 2010/11

Reds - Fee Level AStart Time

End Time Duration Reds - Fee Level B Start

Time End Time Duration

Session Day H M H M Hrs Session Day H M H M Hrs

1 Sunday 8 0 9 30 1.5 1 Sunday 8 0 9 30 1.5

2 Monday 7 0 9 0 2.0 2 Monday 7 0 9 0 2.0

3 Tuesday - am 6 0 7 30 1.5 3 Tuesday - am 6 0 7 30 1.5

4 Tuesday 7 0 9 0 2.0 4 Wednesday - am 6 0 7 30 1.5

5 Wednesday - am 6 0 7 30 1.5 5 Wednesday 7 0 9 0 2.0

6 Wednesday 7 0 9 0 2.0 6 Friday 8 0 9 30 1.5

7 Thursday 6 0 8 0 2.0

8 Friday 8 0 9 30 1.5

Total 8 14.0 Total 6 10.0

Greens - Fee Level C Start

Time End Time Duration

Greens - Fee Level D Start

Time End Time Duration

Greens - Fee Level E Start

Time End Time Duration

Session Day H M H M Hrs Session Day H M H M Hrs Session Day H M H M Hrs

1 Sunday 7 0 8 0 1.0 1 Sunday 7 0 8 0 1.0 1 Sunday 7 0 8 0 1.0

2 Tuesday-am 6 0 7 30 1.5 2 Tuesday-pm 7 0 8 0 1.0 2 Tuesday-pm 7 0 8 0 1.0

3 Wednesday 7 0 9 0 2.0 3 Wednesday - am 6 0 7 30 1.5 3 Friday 8 0 9 30 1.5

4 Thursday 6 0 7 0 1.0 4 Thursday 6 0 7 0 1.0

5 Friday 8 0 9 30 1.5 5 Friday 8 0 9 30 1.5

Total 5 7.0 Total 5

6.0 Total 3

3.5

8. Election of Club Officers and Management Committee

2009/10

Executive Officers (2009/10 post-holder)

President Herbie Adams – Seasons 2010/11 & 2011/12 (Bob Duck - Seasons

2008/9 and 2009/10)

Chair Richard Tomlinson (Richard Tomlinson)

Club Secretary Graham Holt (Graham Holt)

Club Treasurer Andrew Newman(Helen Hall)

Management Committee (2009/10 post-holder)

Membership Sec Juliet Jones (Juliet Jones)

Competition Sec David McCoubrie (Jacqui McCoubrie)

Championship Sec Sue Robinson/Sarah Bennett (Sue/Sarah)

Officials Coordinator VACANT (Jason Moore)

PR Officer Brian Hamilton (Andy Cox)

Welfare Officer Helen Rogers (Helen Rogers)

Committee Members - David Lowther- Mark Aris

9. AOB