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ESSEX STRAGGLERS ORIENTEERING SOCIETY ANNUAL GENERAL MEETING 2014 MINUTES V3 – Meeting Monday 20

th October 2014 held at 7.30pm at Tiptree United Reformed Church Chapel

Road Tiptree CO5 0HP

Present: Colin West (Chairman), John Russell (Vice Chairman), Nancy Powell Davies (Retiring Treasurer), Julie Laver (Development) part time, Eddie Banks (Current Fixtures Secretary), Geraldine Russell (Membership Secretary), Kevin Machin (Mapping Officer), Lyn West (Welfare Officer), Jack Isbester, Steve Partridge, Veronica Machin, Dave Skinner, David Lumby, Simon Clamp, Les Childs part time, Chris Childs (Secretary).

No Item Action

1.00

1.01

Apologies Apologies for absence were received from, John Collyer (Future Fixtures Secretary), Jenny Collyer (Club Captain), John LeSeve, Amanda, Victoria and John-Henry Love, Derek Keeble, Mark Lyne, Rachel Archer, Peter Warland, Julie Pringle, Richard Barker, & Tracey Apperley.

2.00

2.01

Minutes of 2013 Annual General Meeting The Minutes of the Annual General Meeting held on 21

st October 2013 were

approved by the Meeting and signed by Colin West (Chairman) as a correct record. Copy http://www.stragglers.info/resouces/#governance

3.00 3.01

Matters arising from the Previous Minutes None

4.00 4.01 4.02 4.03 4.04 4.05

Chairman’s Report The Chairman noted another active year for SOS expressing his thanks to all volunteers and Committee Members for their time and effort with a special thanks to Nancy Powell Davies for her time as Treasurer. The Club held a total of 16 events this year and 19 since the last AGM which is a considerable commitment for a club of our size. The Club entered junior teams for the Harvester and Yvette Baker events with some success for St Andrews, Ramsey and Hedingham schools at BSOC. John Williams was congratulated for winning both the Winter and Summer series Street O’ events. John has now moved away and the Chairman has written to John to express the Committee’s appreciation for his contribution to the club. Lyn West was also congratulated for her podium finish in the event in Portugal and maps of the event were on hand for view. Chairman’s full report Appendix 1

5.00 5.01

Treasurer’s Report The Treasurer presented her report (Appendix 2). The Annual Accounts as presented were proposed for acceptance by Colin West and Seconded by John

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Russell and agreed by the Meeting. The Club has expended about £11,000 over the year and currently retains about £5,000, which is the Club’s normal level of reserve, but nearly £2000.00 of this is the remains of the Club & Coach grant which it is hoped will be spent on training courses for our coaches. This possibly leaves the general reserve rather low. The Club should perhaps consider the adoption of a reserves policy. £1,500 has been spent on the Colchester map although it is hoped that this will be recovered from the forthcoming urban event. The Club has also spent about £1,000 on a new printer. The Hatfield Forest event had been the most profitable and £530.00 was made.

6.00 6.01

Subscription Rates for 2015 It was proposed that Membership subscriptions for 2015 should remain at their present level - Adults £5.00 Juniors £0.00. Proposed by Nancy Powell Davies, seconded by Geraldine Russell and approved by the meeting

7.00 7.01 7.02 7.03 7.04 7.05

Election of other Office Holders Colin West agreed to continue in the role as chairman. There were no other nominations. Chris Childs agreed to continue in the role as secretary. There were no other nominations. Perry Mole has agreed to undertake the role of Treasurer. Proposed by Nancy Powell Davies, seconded by John Russell and agreed by the meeting. All other officers have agreed to stand again and were therefore appointed unopposed. A full list of elected Officers Appendix 3.

8.00 8.01

Amendments to Constitution

A revision to the Constitution is required to satisfy the requirements of Sport England so as to ensure that such assets pass to a ‘charitable organisation’. Proposed revision to Item 15 (d) of SOS Constitution 2012:-

15. In the event of the winding up of the club, the Treasurer shall:

a. return any unspent cash from lottery grant funding to the body that made

the cash award, then

b. clear any outstanding debts, then

c. ensure that mapping assets are passed to the East Anglian Orienteering

Association, then

d. the remaining assets of the club shall be assigned to the East Anglian

Orienteering Association.

The amendment was proposed by Steve Partridge, seconded by Lyn West and approved by the Meeting.

9.00 9.01

Any Other Business Details are to be confirmed but the Winter Street Orienteering series is being run again this year.

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Events provisionally agreed to date:- Wed 29

th October John & Jenny Collyer

Wed 12th November Sue & Simon Clamp

Wed 28th January John LeSeve

Wed 25th February Julie & Alex Laver

Wed 25th March David Lumby

Wed 22nd

April Colin & Lyn West Anyone wishing to add a further event is welcome to do so. Discuss with Chris.

10.00 10.01

Presentation of Awards

Nancy Powell Davies presented the Mike Powell Davies trophy to Kevin Machin for services to the Club.

The Meeting closed at approximately 20.15 hrs

Appendix 1

Chairman’s Report to Essex Stragglers’ AGM

October 20th 2014

An active year has once again enjoyed by the club and its members, for which thanks

are due to all volunteers at events, all committee members for their time and

especially to retiring treasurer Nancy Powell Davies.

In calendar 2014, the club has already staged sixteen events, and this number rises to

nineteen in the twelve months since the last AGM: a creditable total for such a small

club.

In addition to these local activities, the club has seen members travel far to events,

including teams at the Harvester and Peter Palmer relays, and, following victory in the

regional round, a trip to the final of the Yvette Baker Trophy. Our second place in the

regional round of CompassSport Trophy was enough to see us through to the final

which will be held in December.

It is the juniors again who have won honours in the field for the club this year:

at BSOC, the prizes kept flowing: St Andrews taking the Primary school

championship with 2nd

in Girls Y5 and 1st in Boys Y5; Hedingham School with 2

nd

Girls Y8; Ramsey with 2nd

in Girls Y9 and 3rd

in Boys Y7, and 3rd

in their school

category of small secondary. Daisy Partridge had a good day to finish 3rd

in Girls Y8.

Congratulations also to Winter Series winner John Williams, and to Summer Series

winner… John Williams. The committee asked me to write to John to express our

thanks for his commitment to the club and his input and enthusiasm, which I duly did.

John appreciated the thought, and responded that he hoped to find a club as good as

Stragglers near to his new home.

Finally, congratulations on the first podium position of her orienteering career: Lyn

West was third in the City Race Europe in Porto earlier in October.

ESSEX STRAGGLERS ORIENTEERING SOCIETY

INCOME AND EXPENDITURE ACCOUNT FOR YEAR TO 31 AUGUST 2014

Previous year

Receipts

£451

4,396

858675

----

12

16

6,407

Payments

£

1332,741

1,813

550

1,796

-

452

-

-

376

7,862

Net

£

318

1,654

(956)

124

(1,796)

-

(452)

-

12

(360)

(1,455)

2012/13

£

10,755

(1,455)

Membership

Events

Competitions

Development

Club & Coach

Equipment

Mapping

Grants

Clothing

Interest and Admin

Total

CASH BALANCE

Balance b/f

Net receipts (payments)

This Year

Receipts

£476

5,210

863

215

38

400

76

11

7,287

2013/14

£

9,300

(4,016)

Payments

£150

2,806

2,014

595

1,658

245

3,230

214

393

11,304

Net

£

326

2,404

(1,151)

(380)

(1,620)

(245)

(3,230)

186

76

(382)

(4,016)

9,300 Balance in hand 5,284

All held in Co-operative Bank current account

/ have examined the above accounts which are in accordance with the records and books produced to me. js j-

Stragglers Events - Year ended 31 August 2014

Prior Baddow Hatfield Danbury High Winter Summer

Year Broaks Wivenhoe Ridge Fordham Forest Common Wivenhoe Woods Night O Series TOTAL

06/10/2013 24/11/2013 01/01/2014 19/01/2014 09/02/2014 18/05/2014 15/06/2014 06/07/2014

IncomeEntry Fees

Car Parking

Other

Total

Expenditure

Brit 0 Levy

EAOA Levy & SI

Controller's expenses

Organiser's expenses

Planner's expenses

Land Access/Donation

Miscellaneous

Facilities/Car Park Hire

Equipment eg Toilets

Fabian 4 charge

String

84.00 732,00

98.00

84.00 830.00

110,00

124,50

17.50 7,90

16.75

50,00

150.00

392,50 125.00 420.50 1,301.67 590.60

154.50

392.50 125.00 420.50 1,456.17 590.60

72.00 40.00 79.00 216.00 86.00

74.50 81.70 214.85 98.30

33.00

8.99 20.00 20.75

-

50.00

10.92

200.00

15.00 180.00 192.00

587.00 187.50 258.00 278.50 4,957.27

252.50

-

587.00 187.50 258.00 278.50 5,209.77

90.00 36,00 82.00 85,00 896.00

97.10 40.75 731.70

30.00 63,00

40,00 41.00 48.50 31.00 235.64

16.75

100.00

10.92

350.00

15.00 402.00

•

-

Total 17.50 459.15 172.42 40.00 349.69 925.85 205.05 272.10 117.75 130.50 116.00 2,806.01

PROFIT-LOSS 66.50 370.85 220.08 85.00 70.81 530.32 385.55 314.90 69.75 127.50 162.50 2403.76

SOS Club Officials

Essex Stragglers Orienteering Society Appendix 3

Club Chair

Vice Chair

Club Secretary

Club Membership Secretary

Club Treasurer

Club Fixtures Secretary - Future

Club Fixtures Secretary - Current

Development Officer / Head Coach

Club Results Secretary

Club Publicity Officer

Club Mapping Officer

Club Equipment Officer

Club Webmaster

Club SI Co-ordinator

EAOA Representative

Club Welfare Officer

Junior Captain

Colin West 362262

John Russell 415612

Chris Childs 467191

Geraldine Russell 415611

Perry Mole 443411

John Collyer 149291

Eddie Banks 468491

Julie Laver 453811

Andrew Cordle 249251

Rachel Barford 461841

Kevin Machin 141921

John Russell 415612

Andrew Cordle 249251

Peter Warland 276991

Lyn West 362261