The following summary of the 2021 AGM (a copy of which appears in the Shere Parish Magazine) has been kindly provided by Marion Taylor-Cotter:
Just fewer than 30 members attended including Trustees.
Chairman David Roe opened the meeting when the officers were confirmed to enable David to continue as chairman. Unfortunately there was a problem with internet connection for David and we were very grateful to Rosemary Carr for allowing David to decamp to her home.
Steve Moggs gave an interesting report on the pool operation through the year.
We would like to thank members for accepting the challenge of the Covid restrictions. .Steve reported an unfortunate incident with a tree located in Shere School playground taught us all the intricate nature of Insurance companies and their ways of getting out of paying. Fortunately no one was hurt in the incident but the pool had to fund the necessary repairs.
Roger Troughton’s report gave an insight into pool usage during the year giving details of pool usages throughout the time the pool was open.
David Roe gave details of a proposed ratification of changes to the constitution, this was approved
Amanda Hall gave the Treasurer’s Report including Trustees Annual Report, adoption of the accounts and appointment of Auditor for 2022. The accounts look in good order. All approved
Election of Trustees: at every Annual General Meeting of a CIO the Charity Commissioners require that one third of the elected charity trustees shall retire from office. Those retiring may stand for re-appointment. Ian Allen, Steve Moggs, Clive Stevens, Roger Troughton, indicated that they are willing to stand for re-appointment. This was approved unanimously.
Martin Knights reported on stage 2, changing room rebuild. The rebuilding of the changing rooms will be taking place over the winter. Planning permission has been granted and a builder has been appointed. Martin was thanked for his hard work on the project.
Jenny Kingcome spoke of the survey and results. Proposed Pool Operations for 2022 taking the response and comments into account, we propose that for the 2022 season we trial a combined system. We anticipate lane bookings being retained for all swims with the exception of the following times when members can turn up and swim without a booking
Monday – Sunday 6am – 7.30am
Saturday and Sunday: 2pm – Close:
Lane markers will remain in place during the free swim period.
A review of this split will be made in May 2022.
David Roe then spoke about the proposed heating systems upgrade and fundraising.
All Reports are available to view here
AGM Invitation - the following was sent to the membership by email
Whilst we were planning to hold the AGM back at the Tanyard Hall we felt that, depending upon how many members were to attend, the room could get rather cramped which might not be very sensible under the current circumstances, so reluctantly the Trustees have decided that it would be more prudent to resort to Zoom again.
Hence you are cordially invited to attend our ZOOM based Annual General Meeting (AGM) on Monday 15 November at 8pm prompt. Instructions to register are provided below.
Now that we are a Charitable Incorporated Organisation (CIO) of which you are the members, we need approval of the Trustees Annual Report and Accounts at our AGM. So we are very keen for you to join us if you can and you will be most welcome to take part in the discussions.
AGM REGISTRATION INSTRUCTIONS
Please register in advance for the meeting using the following link:
After registering, you will receive a confirmation email containing information about joining the meeting. All attendees will initially go into the "waiting room" after which Steve Moggs, one of our trustees (as the "host") will admit you onto the call.
If you haven't used Zoom before, then please go to https://zoom.us/test and click JOIN to join a test meeting and it will automatically download any software it needs. You need to confirm that you are willing to allow Zoom to access your computer’s camera and audio and that should be it.
It would very much help towards the smooth running of the meeting if you could submit any questions in advance to the Secretary. (email@example.com )
However, if you do wish to raise a question during the AGM, the best way will be to type it in using the Zoom Chat function and to direct your question to “Everyone”.
Voting arrangements will be briefed at the time - as the features available through Zoom have changed over the last year.
We are including for your information:
1) The AGM Agenda – also available are the Draft Minutes of Last Year’s AGM
2) The Trustees Annual Report (TAR) (8 pages) and Accounts, for the year ending 30 September 2021, including accompanying notes and the Examiner's Report.
The Accounts have been approved by the Trustees and reviewed and certified by our Examiner, Julie Dudley thus complying with the Charity Commission requirements.
You, as members of the club are asked to review and approve the TAR and Accounts via attending the AGM.
KEY MESSAGES AND ACTION REQUESTED
In addition to reviewing the TAR & Accounts we would like to mention:
Changes to the Constitution
The Charities Commission has approved two minor changes to our Constitution, which as members of the Club you need to ratify at the AGM, please (highlighted in blue):
1) Objects - Section 3, Page 3.
The objects of the CIO are:
The promotion of community participation in healthy recreation for the benefit of the inhabitants of Shere Parish and the surrounding neighbourhood, by the provision and maintenance of swimming facilities, as well as facilitating the provision of swimming activities and support services.
This change is simply to broaden our objects so that we can readily facilitate activities which enhance participation in and enjoyment of swimming at the pool and/ or promote competence, such as putting on swimming events and providing lessons, if members support provision of these activities.
2) Benefits in kind Section 6, Pages 5/6
No charity trustee or connected person may:
(a) buy or receive any goods or services from the CIO on terms preferential to those applicable to members of the public, with the exception of their own membership subscriptions, as allowed for and explained in (2) below
(2) Waiver of membership subscriptions for trustees and the pool rota team
The annual membership subscription for the trustees and the pool rota team is waived, in recognition of the substantial time commitment they make each year to the running of Shere Swimming Pool Club and the operation of the pool itself, as all such services are freely given.
It has long been the practice of the Swimming Pool Club to waive these fees, before we became a charity, but this now needs regularisation within the more stringent regulations applying to charitable organisations. It is hoped that members appreciate the efforts of the volunteers who act as trustees and support the smooth running of the pool, so will support this concession continuing.
The Constitution has also been provided with an index to ease consultation (so this addition and renumbering are also highlighted in blue).
After three years Trustees need to stand down each year in rotation, though they may stand again for re-appointment at the same AGM.
This year it is the turn of the four trustees listed below under 2021 to stand down, as they have been on the committee the longest. The years in which each trustee is due to stand down are set out below:
|Ian Allen||Marion Taylor-Cotter||Jenny Taylor (Secretary)|
|Steve Moggs||Betty Fitzpatrick||Amanda Hall (Treasurer)|
|Clive Stevens||Barry Arnfield||David Roe (Chairman)|
|Roger Troughton||Rosie Williams *||David Pryor (Membership Sec)|
All of the four trustees due to stand down are willing to stand again.
* Rosie Williams has decided to stand down due to other new commitments, otherwise all other trustees have signified their willingness to continue in their trustee roles. We are looking to keep the number of trustees to around 12 in order to keep the administration manageable.
Membership subscriptions were increased last year. We are not proposing to increase them again this year.
Changing Room Rebuild
The rebuild of the changing rooms should be commencing shortly. Details of the project scope and timescales will be given at the AGM.
If you would like to view the architect's plans you can find them here on our website.
(sent on behalf of)
David Roe. Chairman