AGM 2016 - Minutes | United Retriever Club

HAMPSHIRE & SOUTH WEST AREA

Minutes of the Annual General Meeting held on Sunday 7 February 2016

at the Tyrrell Ford Country Inn, Christchurch, at 4:30 p.m.

1. APOLOGIES FOR ABSENCE & REMEMBRANCE

Apologies are listed in the Attendance Book and those present have signed the Attendance Book.

A minute’s remembrance was held for those who passed away during the year.

2. MINUTES OF THE PREVIOUS YEARS ANNUAL GENERAL MEETING – 8 February 2015

The Minutes were agreed as a true record of the Meeting, proposed by Judy Venables and seconded by Gill Yates

3. MATTERS ARISING

No matters arising.

4. CHAIRMAN’S REPORT

Nick Coates gave thanks to all the land owners & helpers for the past year and to the Committee for their support as we had a great year, well supported and attended by the members.

Nick thanked the Committee for organizing last year’s events & running the tests. Nick reminded the floor that we are to host the URC Area Finals this year as well as a Novice Field Trial and would like members to come forward and offer their help.

5. ELECTION OF OFFICERS.

President Mrs Muriel Iles is returned unopposed

Vice President Mr Robert Atkinson is returned unopposed

Chairman Mr Nick Coates is returned unopposed

Secretary Mrs Suzanne Hickling is returned unopposed

Treasurer Mrs Judy Venables is returned unopposed

Working Test Secretary

Training Coordinator Mrs Jane Manley is returned unopposed

Newsletter Editor Mrs Mary Hogg is returned unopposed

Trophy Steward Mr Peter Leyden is returned unopposed

General Committee – The following offered themselves for re-election

Committee Mr Keith Broomfield

Mr Dave England

Mrs Elsie King

Mrs Jane Mann

Mrs Henrie Fletcher

Mr Ken Green

Miss Gill Yates did not offer herself for re-election. Nick gave Thanks to Gill for her support over the years.

Nominations were received from

Sarah Winter – proposed by Suzanne Hickling & seconded by Jane Manley. Sarah will act as Working Test Secretary

Lyndsey Grimwade – proposed by Suzanne Hickling & seconded by Jane Manley

Paul Urquhart – proposed by Suzanne Hickling & seconded by Jane Manley.

All officers and members were elected en bloc, proposed by Antony Lynn, Seconded by Nikki Urquhart.

Nick Coates advised that he would be standing down as Chairman at next year’s AGM.

6. FINANCIAL REPORT

The overall financial position of the Branch continues to improve - total Assets have increased by £1611.94 being the surplus made over the year on our activities.

Working Tests - Working Tests made an overall surplus of £510.60, an increase from 2014 (£391.24). But members will recall that in 2014 we cancelled ND/NH, Jnr Handler, and Puppy Tests due to lack of entries so not an exact comparison.
Income: Entry Fees - Entry Fees were £1424.00 representing 178 entrants across all Tests (2014 - £912.00/114 entrants).
Expenditure - total expenses across all categories was £913.40 (2014 - £520.60)
Training – all training classes and events were well supported this year and the overall surplus was £935.56 (2014 - £412.01). Although numbers dropped away at the Hampshire training classes as summer progressed, more folk attended the later classes in comparison to the same period in 2014. This may have been attributable to the new ground being used. Both the Woodland and Water training events were, once again, well attended and together made a surplus of £600.00 (Woodland - £260.00; Water - £340.00). The Dorset training at Bloxworth was very successful and was well attended - it made a surplus of £165.00.
Membership Quota - the increased sum for our Membership Quota reflects the increase in overall membership subscription; the element for the Branch has increased from £2.00 to 3.00. We received £756.00 = 252 ordinary members (a reduction of 31 members from 2014). I have asked the Main Body Treasurer whether this reflects a number of people who have chosen not to rejoin, or whether a significant number of folk have not paid the increased membership sub and are therefore no longer classed as members.
Miscellaneous Expenses – these are detailed in the Notes to the Accounts.

INDEPENDENT EXAMINERS REPORT

TO THE MEMBERS OF

THE UNITED RETRIEVER CLUB (HAMPSHIRE & SOUTH WEST)

"I have completed an independent examination of the financial statements of The United Retriever Club

(Hampshire & South West) (the “Club”) for the year ended 31 December 2015, which comprise the

Income & Expenditure Account, Balance Sheet and related documents [Bank Statements, Receipt Books,

Statements for Working Tests and Trainers Fees].

My examination has been undertaken so that I might state to the Club’s members those matters that

would be stated to them in an auditor’s report, and for no other purpose. To the fullest extent permitted

by law, I do not accept or assume responsibility to anyone other than the Club, for my examination of

the Financial Statements, for this report, or for the opinions I have formed.

Respective responsibilities of members and the independent examiner

The Club is responsible for preparing the financial statements, for completing physical checks of cash,

bank and trading stocks at the year-end, and for maintaining the accounting records that support them.

My responsibility is to examine those financial statements, and to report to you my opinion as to

whether the financial statements give a true and fair view of the financial position of the Club.

Basis of opinion

My examination included scrutiny of evidence relevant to the amounts and disclosures in the financial

statements. It also included an assessment of whether the supporting records were adequate, that

accounting policies are appropriate to the Club’s circumstances, and that such policies had been

consistently applied.

I planned and performed my independent examination so as to obtain all the information and

explanations which I considered necessary in order to provide me with sufficient evidence to give

reasonable assurance that the financial statements are free from material mis-statement, whether

caused by fraud or other irregularity or error. In forming my opinion I also evaluated the overall

adequacy of the presentation of information in the financial statements that were examined.

Observations

There are no observations to be made in respect of the financial statements for the period ended 31

December 2015.

Opinion

I have examined the financial statements of The United Retriever Club (Hampshire & South West) and,

based on the information provided to me, I believe them to be a true and fair record of the state of

affairs of that Club as at 31 December 2015,"

JULIE STANTON

ACMA, Cert. Ed

20th January 2016

35 Clandon Drive, EASTLEIGH, Hampshire SO50 4QQ

Telephone 07795 817 852 Email: juliestanton@ntlworld.com

UNITED RETRIEVER CLUB (HAMPSHIRE & SOUTH WEST)

Income and Expenditure Account for Year Ended 31 December 2015

31-Dec-14

£ - p INCOME £ - p £ - p £ - p

1.59 Bank Interest & Tax Refunds 2.18

570.00 7. Area Quota 756.00

571.59 758.18

Surplus/Loss on Events Inc £ Exp £ Net £

210.66 1. Novice Test 408.00 220.89 187.11

123.80 Open Test 192.00 195.51 - 3.51

- ND/NH, SP & Brace 448.00 136.65 311.35

94.00 Int and Veteran 176.00 105.25 70.75

- 37.22 Walked-Up Test 200.00 255.10 - 55.10

- URC Area Finals - - -

- Southern Inter Club Match - - -

391.24 Totals for Events 1,424.00 913.40 510.60 510.60

Other Income

1,815.00 3. Training 2,260.00

- Miscellaneous/Eye Clinic -

- FT/Working Tests - Misc Income -

330.00 Raffles 409.00

- Shop – Sales -

7.40 Donations/Cake Sales 36.00

2,152.40 2,705.00

3,115.23 TOTAL INCOME 3,973.78

EXPENDITURE

211.55 5. AGM Expenses 170.96

220.12 4. Miscellaneous Expenses 470.32

34.80 Working Tests - General Expenses -

1,402.99 3. Training Expenses 1,324.44

6.00 Raffle Expenses -

- 2 . Team Expenses - Area Final 303.87

36.00 2. Team Expenses - Southern Inter Club 92.25

48.00 2. Team Expenses - Sherborne Fair -

144.05 6. URC Field Trial -

- Shop - Cost of Sales -

2,103.51 TOTAL EXPENDITURE 2,361.84

1,011.72 Trading Surplus/Loss for the year 1,611.94

- less Depreciation -

1,011.72 Total Surplus/Loss for the year 1,611.94

UNITED RETRIEVER CLUB (HAMPSHIRE & SOUTH WEST)

BALANCE SHEET AS AT 31ST DECEMBER 2015

31-Dec-14

£ - p FIXED ASSETS (at Written Down Value) £ - p £ - p £ - p £ - p

- Trailer Tent -

5.00 Radios 5.00

5.00 Total Fixed Assets 5.00

Current Assets

27.19 Cash 59.45

1,229.31 Bank Account 1,906.76

- Add Deposits Not Yet Credited -

3,935.65 Business 30 Day Notice Account 4,693.83

- Shop Float -

- Closing Stock (at Cost) -

5,192.15 Total Current Assets 6,660.04

Less Current Liabilities

144.05 Cheques Still to Clear -

144.05 Total Liabilities -

5,048.10 Net Current Assets 6,660.04

5,053.10 TOTAL ASSETS 6,665.04

Represented By

4,041.38 Members Equity b/fwd 5,053.10

1,011.72 Plus Surplus for Year 1,611.94

- Less Deficit for the Year -

5,053.10 MEMBERS EQUITY c/fwd 6,665.04

Notes to the Accounts

1. Working Tests. The programme of Working Tests made a surplus of £510.60. (2014 - surplus of £428.46).

2. Representative Teams. URC(H&SW) ran teams in the Southern Inter-Club Match, and the URC Area Finals hosted by URC Essex Area.

3. Training. The various training classes made an overall surplus of £935.56 (2014 - surplus £412.01)

4. Miscellaneous Expenses - 2015. Miscellaneous expenses include: auditors fee (£60.00); rosettes (£203.45); and training equipment (£177.60).

5. AGM Costs. The costs of the 2015 AGM were £170.96. (2014 - £211.55).

6. URC Field Trial. URC(H&SW) was not required to host a Field Trial in 2015.

7. Area Quota. In line with the increase to the Membership Fees wef 2015, the Area Quota was increased from £2 to £3 per member (252 for Hants & SW).

Auditors Statement

Signed on Original 20 Jan 2016

J Stanton ACMA

Judy Venables invited questions from the floor – there were none

It was proposed by Gill Yates, seconded by Susan Wood and agreed unanimously that the Reviewed Accounts should be adopted as shown.

7. APPOINTMENT OF INDEPENDENT EXAMINER OF THE ACCOUNTS

Julie Stanton ACMA has agreed to examine the accounts again for a fee of £60.

Proposed by David England & seconded by Peter Leyden.

Judy thanked Julie for her work & support, past, present & future.

8. WORKING TEST SECRETARY’S REPORT

Training Report 2015

Our Training programme this year proved very successful. We were lucky enough to have the use of two venues, Bloxworth and Wimborne St Giles, which both offered a variety of ground enabling us to provide members with many challenging scenarios to develop potential in both dog and handler and it was gratifying to see improvements manifest themselves in results at Working Tests through the year.

The Mini Test and BBQ finished the summer season and gave an opportunity to present The Sportsmans Shield to Roland Stacy who, in the trainer’s opinion, had shown the most improvement over the course of summer.

Our two Training Days, one in Woodland and one on the River Avon, both on the Avon Tyrrell Estate, were well attended and provided members with an opportunity to address issues they had with these environments.

Training Programme 2016

Training Days:

March – date to be confirmed- Hills and Dales

To be held near Bowerchalke and to focus on all aspects specific to working your dog on steeply undulating terrain.

April – date to be confirmed – Woodland Training

Our ever popular day dealing with all aspects of working in the woods to include jumps and ditches etc. Held on Avon Tyrrell Estate, Christchurch.

July – date to be confirmed – Water Training

Again to be held on the Avon Tyrrell Estate, using the River Avon. This day will address all aspects of working in and over water.

Dates will be confirmed from February and will appear on the website. To book a place and for more details please email: Jane Manley, jandkmanley@hotmail.co.uk or phone 01425 673108

Weekly Training Sessions.

These will run as two blocks of four evenings, cost is £5:00 per dog

Bloxworth, Bere Regis at 6.30pm.

Wed 4^th May

Wed. 11^th May

Wed 18^th May

Wed 25^th May

Wimborne St Giles, nr Verwood at 6.30pm

Wed 1^st June

Wed 8^th June

Wed 15^th June

Wed 22^nd June

Wed 29^th June – end of season Mini Test and BBQ

All the club training is open to Puppy, Novice and Open standard dogs and handlers but we ask that members uphold the criteria of Working Test definitions when signing in, e.g. A Novice dog is novice until it has gained an award in a Novice Test.

For more information on any of the above please contact Jane Manley, Training Co ordinator, details above.

We look forward to seeing you all; keen to forward the aims of the Club.

9. PRESENTATION OF ANNUAL CUPS

Medallions are issued by the Main Body and to be used at the discretion of the Area Committee. The committee wishes for them this year to be awarded to the team that represented us at the Area Finals:

Gill Yates, Keith Broomfield & Ken Green. The medallions were not available to present but will be forwarded in due course.

The Taylor Woodrow Cup is awarded to the highest placed member of the team which represented our Area at the URC Area Finals; Gill Yates

The Calcot Trophy is awarded to the dog gaining most points during 2015 in BOTH Show and Field events. There were no nominations.

The Sportsman Shield is awarded to the dog and handler who made the most progress at our training classes during the year. It was awarded at the last evening of training to Roland Stacey.

10. ANY OTHER BUSINESS

The Area Newsletter will be e-mailed to H & SW members – please will you contact Mary Hogg if you require a hard copy – or to notify her of a change to your e-mail address.

mary.c.hogg@hotmail.co.uk Tel: 01329 832121

Date of next year’s AGM = Sunday 19^th February 2017

Venue & Time = Avon Tyrrell Country Inn, Christchurch @ 16:30

There being no further business Nick declared the Meeting closed at 5.00 pm.

Afternote. It has been confirmed by the URC Membership Secretary that there were 27 non-payers and 9 resignations for our Branch making a drop of 36, but we had 5 new members during the year so the net total reduction in our membership is 31. The Membership Secretary went on to say that “…It does seem a big drop but this was the year we changed banks and increased the subs . Because members had to fill in a new standing order it made them realise they were still members but they did not go trialling or picking up any more so did not pay. I had several phone calls like this and it was quite sad…”