Minutes

Western Sydney Region Veteran Golfers Association

Minutes of the Ninth Annual General Meeting held on Wednesday, 25 October 2017 at Leonay Golf Club

1. PRESENT: 

GLENMORE - John Lovatt 

LEONAY - Chris Holden, Noel Rowsell

PENRITH - Ian Forrester

RICHMOND - Noel Byles (VP), Peter Naylor

SPRINGWOOD - Nil

STONECUTTERS - Kim Stockbridge (VP)

WALLACIA - Mick Toohey

DUNHEVED - Greg Burke, Doug Tillinghast

PRESIDENT - Les Knox

SECRETARY/TREASURER - Chris Evans (12 members present)         

APOLOGIES:   
Malcolm Dean, Greg Williams, John Baker, Jim Lyons, Martin Berg, Richard Doyle.It was moved Ian Forrester, seconded Peter Naylor and carried, that apologies be accepted.

President Les Knox welcomed all Delegates to the AGM and declared the meeting open       at 2.05pm. He thanked his Executive, all Delegates and Member Clubs for their efforts throughout 2017 and declared that this had been yet another outstanding year for Western Sydney. 

2. MINUTES OF THE PREVIOUS AGM
The Minutes of the previous Annual General Meeting held on 16 November 2016 were tabled and taken as read. It was moved John Lovatt, seconded Noel Byles and carried unanimously that these Minutes be adopted as written.

There were no matters in the Minutes of the Previous AGM raised for discussion.

3.EXECUTIVE REPORT:

Les tabled his President’s report and it was moved Noel Byles, seconded John Lovatt and carried that his report be ‘taken as read’. Les’ report is attached to these Minutes.

Chris indicated that the Group 20 Report to NSWVGA would go out on the evening of Monday 30 October after the last Interclub Event at Wallacia on the same day.

Les informed the meeting that Madelyn and Mike from Jayco were uncertain about sponsorship for next year. They wanted more opportunity to display their products. They suggested that we might display their coasters in the week leading up to each Interclub Event. Kim raised the issue that a $170,000 Van (on display at each golf venue) was beyond the price of most Veterans and that Jayco would be better to display a smaller, cheaper option. Les will continue discussions with Jayco on this matter.

Les indicated that he and Chris had had a meeting with our new Webmaster, Michelle May, and our new Web Administrator Russell Cruickshank (Penrith). The new website is under development, with more pictures, a scroll-down option for mobile phone ease of use and a facebook facility. Richmond Club (and Joel McMurtrie) have been thanked for their significant efforts to date. The meeting agreed that more relevant and timely information would lead to ‘more hits’ on the website.

It was moved Noel Byles, seconded Greg Burke, and carried that the Executive Reports be accepted.

4. ADOPTION OF AUDITED FINANCIAL REPORT:

Chris spoke in detail to the tabled Financial Report developed in collaboration with our Auditor, Mick Toohey. He referred to the Auditor’s written declaration that the accounts and the financial statement for the year ended 30 September 2017 provided a true and accurate record of the income, expenditure and the financial position of the WSRVGA.

Chris thanked Mick for his diligent review of the books and accounts, and for his formatting of the final report which outlines our financial history over the last eight years. Mick is a huge asset to our organization.

After hosting the State Championships for the last four years, the accumulated surplus for this account is $12,294.13. Chris suggested that we now need to place half of these funds into a Term Investment account.

It was then moved Chris Evans, seconded Peter Naylor, and carried that $6,000.00 from the State Strokeplay account be invested in a Term Investment account.

Total Accumulated Funds as at 30/09/17 are a healthy $36,475.65

Chris then invited Mick to address the meeting. Mick informed the meeting that the current surplus in the State Strokeplay account is largely the result of a strong sponsorship support program, particularly in the first year of operation. He also pointed out that as two Clubs (Richmond and Springwood) had held 2 Events each within the 2017 financial year period, their sponsor grants from the Association were higher than other Clubs. He suggested that he and Chris would review the State Strokeplay account earlier in 2018 to make the audit process more efficient.

Les commented that the State Strokeplay Administrative Fee (for withdrawals) introduced this year was well accepted by players and added significantly to our bottom line, but also created some headaches in the refund process.

It was moved Noel Byles, seconded Ian Forrester, and carried unanimously that the Audited Financial Report be adopted.

5. ELECTION OF THE EXECUTIVE

Les declared all Executive positions vacant. He handed the meeting over to Secretary Chris for the elections of the Executive.

Secretary Chris indicated that as all five members of the previous WSRVGA Executive had re-nominated to serve the Association, and that as there were no additional nominations received by the closing date for nominations on 27 September 2017, then no formal voting process was required.

Chris indicated that Les Knox had nominated for the position of President.

It was moved Greg Burke, seconded Noel Byles and carried unanimously that Les Knox be elected as President for the 2018 season.

The meeting carried the nomination with acclamation.

Chris passed the meeting back to President Les.

Les declared that as there was only one nomination for Secretary/Treasurer, Chris Evans be appointed as Secretary/Treasurer.

Acclamation.

Les declared that as there were only three nominations for Vice President,

Noel Byles, John Lovatt and Kim Stockbridge be appointed to these positions.

Acclamation.

Les noted that the position of Senior Vice President would be discussed at the next Executive meeting and endorsed at the next Council meeting in 2018.

On behalf of the meeting, Les congratulated all Executive appointees for 2018.

6. ELECTION OF AUDITOR

It was moved Chris Evans, seconded John Lovatt and carried unanimously that Michael Toohey be appointed as Auditor to the Association for 2018.

7. OPEN FORUM

Noel Rowsell raised the issue of adding photographs to the website gallery.

Following discussion about the new website processes, it was moved Chris Evans, seconded Les Knox and carried, that Noel Rowsell (Leonay) be appointed to the position of first Publicity Officer for the Association. Noel warmly accepted this position.

Kim asked when the Council meeting dates for 2018 would be finalized?

Chris responded that he would send out proposed dates for 2018 with these Minutes. He suggested that the first Council meeting could be held on Wednesday 7 February 2018, a week before the first Interclub Event at Stonecutters on 14th February 2018. The meeting agreed with this date.

Mick informed all present how the carts were distributed for the Wallacia Event. Walkers were allocated holes nearest the Clubhouse, private carts to the extremities of the course, and Wallacia carts to the middle reaches.

Kim asked when he could send out information and nomination forms for Stonecutters?

Les suggested mid-January. Chris indicated that our Club Contacts for 2018 would be listed in the NSWVGA Fixture Booklets that would be mailed to Club Contacts in December this year.

Chris indicated to the meeting that the Windsor Vets Secretary, Rod Ledgar, had nominated to WSRVGA about 135 male Veterans for the 2018 season so far. Chris said that we would charge the old fee ($5 / $2) to Windsor as NSWVGA fees don’t increase till 1 October 2018.

Ian asked “what if Windsor come back?”

Les replied that we would consider 2 Divisions and might offer Fox Hills the opportunity to be the 10th Club.

Mick suggested that we could consider two events per Club per year?

Chris Holden reminded us that all Member Clubs must attempt to fill their quota of players as a condition of membership.

In closing the meeting at 2.50pm, Les Knox thanked all for their attendance and wished all present a safe and happy festive season. He invited all to the lounge area for afternoon tea.

The first Council meeting next year will be held on Wednesday 7 February 2018, commencing at 2.00pm at Leonay Golf Club.

Chris Evans

Honorary Secretary

25/10/17