HAMPSHIRE & SOUTH WEST AREA
Minutes of the Annual General Meeting held on Sunday 19 February 2017
at the Bisterne Village Hall, Bisterne, at 2:00 p.m.
1. APOLOGIES FOR ABSENCE & REMEMBRANCE
Apologies are listed in the Attendance Book and those present have signed the Attendance Book.
The Committee had not been notified of any members who have passed away but a minute’s remembrance was held for those who had during the year.
2. MINUTES OF THE PREVIOUS YEARS ANNUAL GENERAL MEETING – 7 February 2016
The Minutes were agreed as a true record of the Meeting, proposed by Jackie Davis and seconded by Ken Green.
3. MATTERS ARISING
No matters arising.
4. CHAIRMAN’S REPORT
Nick Coates thanked both David & Suzanne for their support to the Club over the years and also 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 which included the Area Finals& a Novice Field Trial.
Nick reminded the floor that we need to remind members to ‘give a little back ‘and encourage members to be more involved with the Committee and events.
5. TREASURERS REPORT
The Treasurer reported that the overall financial position of the Branch continued to improve - total Assets have increased by £784.52 being the surplus made over the year on our activities.
- Working Tests – The normal programme of Working Tests made an overall surplus of £597.93, an increase from 2015 (£510.60).
- Income: Entry Fees - Entry Fees were £1198.00 representing 151 entrants across all Tests (2015 - £1424.00/178 entrants).
- Expenditure - total expenses across all categories was £600.07 (2015 - £913.40)
- Area Finals – the Club subsidised the Area Finals by £803.43 and we are extremely grateful to the Landowner, Hallam Mills, and his Keeper, Rupert Brewer, for their support of this event both in terms of letting us have the ground and also for donating the use of their quad bike and generator.
- Training – all training classes and events were again extremely well supported during 2016 and the overall surplus was £1304.07 (2015 - £935.56).
- Membership Quota - £732.00 was received which represented 8 fewer members for the Area.
- 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 2016, which comprise of 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 and related documents 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
The following observations are made:
(i) The invoice from Sporting Saint (PV6), for the purchase of starting pistols and accessories, included a charge of £24.00 for gift vouchers. The Club’s Treasurer has agreed to review the transaction, and make any necessary adjustment in the 2017 Financial Year.
(ii) The total for fixed assets reported on the Balance Sheet is £5.00, and relates to Radios. This balance has been unchanged for several years. It is recommended that the Club:
a. Writes-off the £5.00 balance, for Fixed Assets on the Balance Sheet;
b. Treats the relatively small and infrequent purchase of equipment as an expense in the year it is incurred;
c. Maintains details of equipment holdings, which have a life expectancy greater than 12 months (i.e. radios, pistols, training equipment, etc), on the Club’s Inventory rather than an Asset Register; and
d. The Club’s Inventory should be checked and agreed, at least once every 12 months.
Such a check does not have to form part of the year-end process. However, members may see that as the most appropriate time to complete the check.
There are no other observations to be made in respect of the financial statements for the period ended 31 December 2016.
Opinion
I have examined the financial statements of The United Retriever Club (Hampshire & South West) and, based on the information and answers provided to me, I believe them to provide a true and fair record of the state of affairs of the Club as at 31 December 2016.
JULIE STANTON ACMA, Cert. Ed
29th January 2017
UNITED RETRIEVER CLUB (HAMPSHIRE & SOUTH WEST)
BALANCE SHEET AS AT 31ST DECEMBER 2016
31-Dec-15
|
£ - p
-
|
FIXED ASSETS(at Written Down Value)
Trailer Tent
|
£ - p
|
£ - p
|
£ - p
-
|
£ - p
|
|
5.00
|
Radios
|
|
|
5.00
|
|
|
5.00
|
Total Fixed Assets
|
|
|
|
5.00
|
|
|
Current Assets
|
|
|
|
|
|
59.45
|
Cash
|
764.04
|
|
|
|
|
1,906.76
|
Bank Account
|
2,025.85
|
|
|
|
|
-
|
Add Deposits Not Yet Credited
|
-
|
|
|
|
|
4,693.83
|
Business 30 Day Notice Account
|
4,696.00
|
|
|
|
|
-
|
Shop Float
|
-
|
|
|
|
|
-
|
Closing Stock (at Cost)
|
-
|
|
|
|
|
6,660.04
|
Total Current Assets
|
|
7,485.89
|
|
|
|
|
Less Current Liabilities
|
|
|
|
|
|
-
-
|
Cheques Still to Clear
Total Liabilities
|
41.33
|
41.33
|
|
|
|
6,660.04
|
Net Current Assets
|
|
|
7,444.56
|
|
|
6,665.04
|
TOTAL ASSETS
|
|
|
|
7,449.56
|
|
|
Represented By
|
|
|
|
|
|
5,053.10
|
Members Equity b/fwd
|
|
|
6665.04
|
|
|
1,611.94
|
Plus Surplus for Year
|
|
|
784.52
|
|
|
-
|
Less Deficit for the Year
|
|
|
-
|
|
|
6,665.04
|
MEMBERS EQUITY c/fwd
|
|
|
|
7,449.56
|
Notes to the Accounts
1. Working Tests. The usual annual programme of Working Tests made a surplus of £597.93. (2015 - surplus of £510.60).
2. Representative Teams. URC(H&SW) ran teams in the Southern Inter-Club Match, and in the URC Area Finals which we hosted.
3. Training. The various training classes, including the "specialist" training, made an overall surplus of £1304.07. (2015 - surplus £935.56).
4. Miscellaneous Expenses - 2016. Miscellaneous expenses include: auditors fee (£60.00); team livery not allocated to in- year events (£97.50) and a new trophy book (£5.00).
5. AGM Costs. The costs of the 2016 AGM were £95.83. (2015 - £170.96).
6. URC Field Trial. URC(H&SW) hosted a Field Trial in 2016 - the expenditure of £41.33 was for judges and helpers refreshments.
7. Area Finals. URC (H&SW) hosted this year's Area Finals at Bisterne. Total expenditure was £1379.93 off-set by a grant of £600.00 from the Main Body.
8. Equipment. Equipment purchased during the year included: a "wipe board" for WT results; dummies, starting pistols and blanks; new radios (x4); and a new cover for the trailer.
Examiner's Statement
Signed on Original 27-Jan-17
J Stanton ACMA
UNITED RETRIEVER CLUB (HAMPSHIRE & SOUTH WEST)
Income & Expenditure for Year Ended 31 December 2016
31 Dec 15
|
£ - p
2.18
|
|
INCOME
Bank Interest & Tax Refunds
|
|
|
|
£ - p
2.17
|
£ - p
|
£ - p
|
|
756.00
|
|
Area Quota
|
|
|
|
732.00
|
|
|
|
758.18
|
|
|
|
|
734.1
|
7
|
|
|
|
|
|
Surplus/Loss on Events
|
Inc £
|
|
Exp £
|
Net £
|
|
|
|
187.11
|
1.
|
Novice Test
|
288.00
|
|
161.81
|
126.19
|
|
|
|
- 3.51
|
|
Open Test
|
288.00
|
|
174.76
|
113.24
|
|
|
|
311.35
|
|
ND/NH, Special Puppy and Brace
|
396.00
|
|
157.74
|
238.26
|
|
|
|
70.75
|
|
Intermediate and Veteran
|
226.00
|
|
105.76
|
120.24
|
|
|
|
- 55.10
|
|
Walked-Up Test
|
-
|
|
-
|
-
|
|
|
|
-
|
7.
|
URC Area Finals
|
600.50
|
|
1,379.93
|
- 779.43
|
|
|
|
-
|
|
Southern Inter Club Match
|
-
|
|
-
|
-
|
|
|
|
510.60
|
|
Totals for Events
|
1,798.50
|
|
1,980.00
|
- 181.50
|
- 181.50
|
|
Other Income
2,260.00 3. Training 2,395.00
- Miscellaneous/Eye Clinic -
- FT/Working Tests - Misc Income -
409.00 Raffles 563.00
- Shop - Sales -
36.00 Donations/Cake Sales -
2,705.00 2,958.00
3,973.78 TOTAL INCOME 3,510.67
|
|
EXPENDITURE
|
|
|
|
170.96
|
5.
|
AGM & Committee Expenses
|
95.83
|
|
470.32
|
4.
|
Miscellaneous Expenses
|
174.50
|
|
-
|
|
Working Tests - General Expenses
|
62.40
|
|
1,324.44
|
3.
|
Training Expenses
|
1,090.93
|
|
-
|
|
Raffle Expenses
|
-
|
|
303.87
|
2.
|
Team Expenses - Area Final
|
-
|
|
92.25
|
2.
|
Team Expenses - Southern Inter Club
|
103.50
|
|
-
|
2.
|
Team Expenses - Sherborne Fair
|
-
|
|
-
|
6.
|
URC Field Trial
|
41.33
|
|
-
|
8.
|
Equipment
|
1,157.66
|
|
2,361.84
|
|
TOTAL EXPENDITURE
|
|
2,726.15
|
|
1,611.94
|
|
Trading Surplus/Loss for the Year 784.52
|
- less Depreciation -
1,611.94 Total Surplus/Loss for the Year 784.52
The Treasurer invited questions on the Accounts – none were raised.
Andrew Wood proposed & Jackie Davis seconded - that the accounts be adopted as shown and all recommendations made by the Independent Examiner were agreed.
6. APPOINTMENT OF INDEPENDENT EXAMINER OF THE ACCOUNTS
.Julie Stanton ACMA has agreed to examine the accounts again for a fee of £60.
Proposed by Rupert Brewer & seconded by Geraldine Wood.
Judy thanked Julie for her work &support, past, present & future.
7.WORKING TEST SECRETARY’S REPORT
Suzanne read out Sarah’s report from the Committee Meeting held prior to the AGM
FTMS
All Working Tests are now available on FTMS and I will once again promote entering each test via FTMS before each event. Using FTMS certainly speeds up the process for the Working Test Secretary preparing the schedules for the day, If anyone would like to see how this is done, please let me know. An understanding of excel is needed.
Grounds
Dates and grounds are set for the main 2017 Working Tests. The Open Walked Up test is preliminary being held at Cranborne I am waiting for Ken Green to confirm. Once the ground has been confirmed then the judges for this test will be sorted; Colin Pelham has agreed to judge depending on his holiday.
Judges
When looking at the grounds and the judges that were put forward at the last committee meeting, it was apparent that some would have to travel huge distances. With this in mind some of the judges were changed for each test to ensure a judge would not have to travel great distances thus more likely to accept the request.
Expense forms have been received from the majority of the judges. These will be passed to the treasurer in due course.
The Working tests for 2017 are as follows:
NOVICE (AV) WORKING TEST
Following on from the Working Test Secretary Meeting, the date for this test was changed to the 1st April as it was free. URC Southern are holding their novice on the 2nd April so the move should help those who enjoy a test to enter both. It is now apparent that the URC H&SW Novice clashes with the IOW Open and Novice test. This may have an impact on the numbers that enter the URC H&SW Novice. Going forward, the dates for the IOW Working Tests should be taken to the WT Secretary Meeting in September.
Date: Saturday 1st April 2017
Location: Hawker Hill Farm, Shaftesbury
Judges: Mr Dave England, Mr Micheal Brown, Mrs Jennie Dimmock and Mr Frank Wright.
OPEN (AV) WORKING TEST
Once again, Mr Lindsay Marshall has been extremely generous to the club and has agreed to allow the club to return for the Open Working Test in April. A copy of the insurance has been sent.
Date: Sunday 30th April 2017
Location: Mount Farm, Lockerley by kind permission of Mr Lindsay Marshall
Judges: Mr Robert Worrall (3032), Mr Peter Castleman (1846), Mrs Wendy Glue
PUPPY/SPECIAL PUPPY/NOVICE DOG NOVICE HANDLER/JUNIOR HANDLER
Mr and Mrs Pelham have generously agreed for the club to return to the ground
Date: Saturday 3rd June 2017
Location: Cleeve Farm, Chillmark, nr Salisbury by kind permission of Mr and Mrs Pelham.
Judges: Mrs Annie Buckley, Mrs Julie Kelvie and Mrs Jill Gardner
INTERMEDIATE/VETERAN
Mr Hallam Mills generosity has extended his support to the club again this year and we will be returning to Bisterne Manor for the Intermediate/Veteran. Mr Mills has been in touch personally and the details are below.
Date: Saturday 1st July 2017
Location: Bisterne Manor, near Ringwood by the generous invitation of Mr Hallam Mills and by kind permission of the Keeper Mr Rupert Brewer
Judges: Mrs Gillian Yates, Mrs Judy Venables and Mr Peter Leydon.
OPEN WALKED UP ON FIELD TRIAL LINES
Once the ground has been secured I will confirm the judges.
Date: Sunday 13th August 2017
Location: TBC - Cranborne
Judges: Colin Pelham, Mrs Lindy Highman + 1 (John Stubbs)
Note: Please note this Working Test will be run on Field Trial Lines.
Helpers
The search for helpers will start. I will contact the normal list of people and provide them with the dates to see if we can at least have some commitment early. The struggle to get helpers for working tests does appear to be normal across many clubs
Team Events
I have received the schedule for the Sherborne Castle Team Event. This is being held on Monday 29th May 2017. KG will organize.
8. Training Report
Jane Manley opened by thanking the Trainers and Land Owners for allowing us access to wonderful ground resulting in a very successful year.
Training Programme 2017
Training Days:
March Saturday 11th - Hills and Dales
To be held at Gurston Down and to focus on all aspects specific to working your dog on steeply undulating terrain.
May Saturday 27th – General Training
To be held at Shaftesbury & covering all aspects of training including water, jumps
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.
Bloxworth, at 6.30pm.
Wed 3rd May
Wed. 10th May
Wed 17th May
Wed 24th May
Avon Tyrrell at 6.30pm
Wed 7th June
Wed 14th June
Wed 21st June
Wed 28th June
There is no training Wednesday 31st May
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 or if you have any suggestions or comments, please contact Jane Manley, Training Co ordinator, 01425 673108.
We look forward to seeing you all; keen to forward the aims of the Club.
9. PRESENTATION OF ANNUAL CUPS
Presentation of Medallions to the team representing us at the Area Finals in 2015 (medallions were not available at the last AGM to award)
Ken Green, Gill Yates & Keith Broomfield
And for 2016
Keith Broomfield, Julie Kelvie & James Walsh.
Please note: the Committee have agreed from 2017 that the Medallions will now be awarded to the team that represents us at the Southern Inter Club Match
In 2016 the team was Judith Evans (Open), Karen Handley (Novice) & Camilla Heyes (ND/NH)
Taylor Woodrow Cup – is awarded to the highest placed member of the team representing the Area at the URC Area finals. (Julie Kelvie)
Calcot Trophy – is awarded to the dog gaining the most points during 2016 in BOTH show & field events. No Nominations received. Nick reminded the floor that as a Club we support both the Show & Working elements of Retrievers and would encourage anyone who has an interest in the Show side to consider coming forward onto the Committee.
Sportsman Shield – for the dog & handler making the most progress at URC training classes during 2016. This was awarded at our last training session at Wimborne St Giles to Karen Lester.
10. Elections
President Mrs Muriel Isles is returned unopposed
Vice-President Mr Robert Atkinson is returned unopposed
Chairman Mr Nick Coates is returned unopposed
Secretary Mrs Suzanne Hickling is standing down & does not seek re-election
Treasurer Mrs Judy Venables is returned unopposed
W.T Secretary Mrs Sarah Winter is returned unopposed
Newsletter Editor Mrs Mary Hogg is standing down & does not seek re-election
The present Committee have agreed to serve for the next twelve months:
Mr Keith Broomfield, Mrs Henrie Fletcher, Mr Ken Green, Mrs Elsie King,
Mr Peter Leyden, Mrs Jane Manley, Mrs Jane Mann, Mr Paul Urquhart.
All Officers & Committee were re-elected en bloc, proposed by Roland Stacey & seconded by Andrew Wood
Mr Dave England is standing down & does not seek re-election.
A Nomination has been received from Mr Ken Green to take on the Secretary
role, proposed by Suzanne Hickling & seconded by Judy Venables
We have FOUR vacancies – Nominations have been received from
Mrs Jackie Davis; proposed by Jane Manley & seconded by Keith Manley
Mr Rupert Brewer; proposed by Jane Manley & seconded by Keith Manley
Mr Roland Stacey; proposed by Jane Manley & seconded by Keith Manley
Nick advised that he would be standing down as Chairman at next year’s AGM.
All nominations were accepted, proposed by Andrew Wood & seconded by Geraldine Wood.
Nick thanked & welcomed the new nominees for coming onto the Committee.
11. ANY OTHER BUSINESS
The Area Newsletter will be e-mailed to H & SW members – newly elected Committee member Jackie Davis will be collating the Area information – please contact her for a paper copy & send her your achievements & photos to
email: info@classiceurosport.co .uk or contact 01425 674384
A small presentation was made to Dave England & Suzanne Hickling for their support to the Club over the years. Dave has also been nominated as an Honorary Life Member in recognition of his overall support to the URC.
In addition, a gift will be presented to John Field at the first working test in recognition of his support at the working tests.
Date & Venue of 2018 AGM – To be confirmed
There being no further business Nick declared the Meeting closed at 2:45 pm.