ADMINISTRATION
Waterloo Pool League AGM
Minutes of Waterloo Pool League AGM - Tuesday 19th September 2023
Meeting opened at 7:20pm
General
Chairman post vacant (incumbent from 2019 no longer a member) - meeting chaired by Registrar Alan Day by committee co-option.
1. Introductory Business
a) Steve Burke and Bradley Burgess appointed as Counting Officers
b) Members in attendance:
Committee - Alan Day (Registrar), Chris Hobbis (Tournament Director), Nigel Smith (Secretary).
Members - Alex Lawrence, Arif Salih, Bradley Burgess, Charlie Donaldson, Charlie Mehmet, Chris MacKenzie, Frankie Gillen, Glen Rawle, Henri Linnainmaa, Roy Overton, Steve Burke, Tomas Read.
David Dean from 7.33
2. Apologies
Matt Hilborn, Ollie Lowe, Mark Knevett sent their apologies to the committee.
3. Minutes of the last meeting (2019) and matters arising
Provided for the floor’s perusal.
Approved unanimously
4. Secretary’s Report
The League is recovering well from the COVID interruption
Postponements have been a big issue. Fielding 4 players shouldn’t be a struggle out of a possible squad of 10/12
Postponements will only be permitted in extreme circumstances going forward, as and if agreed by the committee.
Otherwise all good, teams and player numbers growing.
Approved unanimously
5. Registrar’s Report
2019-20 season - abandoned due to the arrival of COVID restrictions.
2020-21 season - nothing permitted due to restrictions.
2021-22 season - interrupted part-way due to temporary closure of Spots. Finally completed October 22, so no summer season.
No team or player registration fees were collected for this season, due to the fees collected 2019-20 season.
Registrations increased to 11 teams & 103 players.
2022-23 season - Registrations increased to 13 teams & 116 players - all going well.
Approved unanimously
6. Presentation of Accounts
Proper accounts not available due to issues with changing over from former treasurer, who resigned for personal reasons in 2021 - no candidate has yet come forward to take up the reins.
As an interim measure AD has been keeping a simple cash flow from late 2021 to current date. This cash-flow was made available to the floor.
Further discussion regarding this situation will come up in Motion 2 shortly.
7. Submitted Motions
Motion 1
Proposed by Tony Griffin
Seconded by James Jones
That Home Teams to provide half-time food at League matches only.
It was pointed out that this issue was not actually a constitutional matter, therefore shouldn’t require a vote.
This was followed by some discussion, primarily along the lines that other leagues approach the matter of food at league matches differently.
The general consensus was that the provision of food should be up to team preference rather than obligatory.
SB asked where a vote would actually happen if not at an AGM.
Members wishing to pursue the issue should approach the committee to consider changing the League
playing rules to include this.
Motion 2 (a)
Proposed by Alan Day
Seconded by Standing Committee
That all serving Committee members be added as signatories to the League bank account.
Rationale:
The League currently holds a business bank account, set up by a past Treasurer.
The banking organisation this account is held with has proved to be extremely inflexible!
The nature of the account consists of just one signatory - the Treasurer at the time the account was set up. This Treasurer resigned from the post at some point in 2021, for understandable personal reasons.
The nature of the particular account made it virtually impossible to change the signatory, it also took nearly a year to eventually set-up on-line banking for the account.
The intention is to set up an alternative account, an account much more suited to the type of organisation we are - these relatively new accounts appear to be called ‘community accounts’ by some banks, others refer to them as ‘clubs and societies’ accounts.
These accounts allow for multiple signatories, usually serving committee members - and, most importantly, they have provision for these signatories to be changed (as and when committee members are voted in/out) relatively easily
In order to ratify the creation of a ‘Community Account’ with a bank (or it might also be called a ‘clubs and societies’ account) the organisation will firstly need to minute the members approval at an AGM.
The AGM would need to approve minimum 2, up to all 4 of the following officers as proposed signatories to the account, these being the Chairman, Secretary, Treasurer and Registrar.
The reason for this proposal is that part of the requirements to set up one of these accounts is that an organisation must produce minutes from an AGM where these committee banking arrangements are agreed by the members.
Approved unanimously
Motion 2 (b) (Should 2 (a) carry
Proposed by Alan Day
Seconded by Standing Committee
That the Waterloo Pool League Constitution (known locally as the Articles of Association) be amended to reflect this change in banking arrangements.
Approved unanimously
8. Election of Officers (Committee members)
Committee positions come up for election every 2 years on a staggered basis
Since the start of the COVID Pandemic, no AGM has been held. As such, no committee positions have been re-elected.
To return to the staggered election system, the following positions would be due for re-election at the 2023 AGM:
Chair
Treasurer
At the commencement of the meeting there had been no nominations for either post, so these will continue to be co-opted as required by the committee.
Approved unanimously
9. Re-affirmation of Officers (Committee members)
To bring the other 3 Committee members back in line with the 2 years staggered re-election period, due to the time passed since the last AGM it is required that the remaining members are re-affirmed for a 1 year period
Secretary (incumbent Nigel Smith, nomination confirmed)
Registrar (incumbent Alan Day, nomination confirmed)
Tournament Director (incumbent Chris Hobbis, nomination confirmed)
Approved unanimously
10. Any Other Business
DD asked about upcoming season - specifically if there were any changes to structure etc.
Answered that exact details would be decided when number of teams are confirmed.
Meeting closed at 7:44pm
Meeting opened at 7:20pm
General
Chairman post vacant (incumbent from 2019 no longer a member) - meeting chaired by Registrar Alan Day by committee co-option.
1. Introductory Business
a) Steve Burke and Bradley Burgess appointed as Counting Officers
b) Members in attendance:
Committee - Alan Day (Registrar), Chris Hobbis (Tournament Director), Nigel Smith (Secretary).
Members - Alex Lawrence, Arif Salih, Bradley Burgess, Charlie Donaldson, Charlie Mehmet, Chris MacKenzie, Frankie Gillen, Glen Rawle, Henri Linnainmaa, Roy Overton, Steve Burke, Tomas Read.
David Dean from 7.33
2. Apologies
Matt Hilborn, Ollie Lowe, Mark Knevett sent their apologies to the committee.
3. Minutes of the last meeting (2019) and matters arising
Provided for the floor’s perusal.
Approved unanimously
4. Secretary’s Report
The League is recovering well from the COVID interruption
Postponements have been a big issue. Fielding 4 players shouldn’t be a struggle out of a possible squad of 10/12
Postponements will only be permitted in extreme circumstances going forward, as and if agreed by the committee.
Otherwise all good, teams and player numbers growing.
Approved unanimously
5. Registrar’s Report
2019-20 season - abandoned due to the arrival of COVID restrictions.
2020-21 season - nothing permitted due to restrictions.
2021-22 season - interrupted part-way due to temporary closure of Spots. Finally completed October 22, so no summer season.
No team or player registration fees were collected for this season, due to the fees collected 2019-20 season.
Registrations increased to 11 teams & 103 players.
2022-23 season - Registrations increased to 13 teams & 116 players - all going well.
Approved unanimously
6. Presentation of Accounts
Proper accounts not available due to issues with changing over from former treasurer, who resigned for personal reasons in 2021 - no candidate has yet come forward to take up the reins.
As an interim measure AD has been keeping a simple cash flow from late 2021 to current date. This cash-flow was made available to the floor.
Further discussion regarding this situation will come up in Motion 2 shortly.
7. Submitted Motions
Motion 1
Proposed by Tony Griffin
Seconded by James Jones
That Home Teams to provide half-time food at League matches only.
It was pointed out that this issue was not actually a constitutional matter, therefore shouldn’t require a vote.
This was followed by some discussion, primarily along the lines that other leagues approach the matter of food at league matches differently.
The general consensus was that the provision of food should be up to team preference rather than obligatory.
SB asked where a vote would actually happen if not at an AGM.
Members wishing to pursue the issue should approach the committee to consider changing the League
playing rules to include this.
Motion 2 (a)
Proposed by Alan Day
Seconded by Standing Committee
That all serving Committee members be added as signatories to the League bank account.
Rationale:
The League currently holds a business bank account, set up by a past Treasurer.
The banking organisation this account is held with has proved to be extremely inflexible!
The nature of the account consists of just one signatory - the Treasurer at the time the account was set up. This Treasurer resigned from the post at some point in 2021, for understandable personal reasons.
The nature of the particular account made it virtually impossible to change the signatory, it also took nearly a year to eventually set-up on-line banking for the account.
The intention is to set up an alternative account, an account much more suited to the type of organisation we are - these relatively new accounts appear to be called ‘community accounts’ by some banks, others refer to them as ‘clubs and societies’ accounts.
These accounts allow for multiple signatories, usually serving committee members - and, most importantly, they have provision for these signatories to be changed (as and when committee members are voted in/out) relatively easily
In order to ratify the creation of a ‘Community Account’ with a bank (or it might also be called a ‘clubs and societies’ account) the organisation will firstly need to minute the members approval at an AGM.
The AGM would need to approve minimum 2, up to all 4 of the following officers as proposed signatories to the account, these being the Chairman, Secretary, Treasurer and Registrar.
The reason for this proposal is that part of the requirements to set up one of these accounts is that an organisation must produce minutes from an AGM where these committee banking arrangements are agreed by the members.
Approved unanimously
Motion 2 (b) (Should 2 (a) carry
Proposed by Alan Day
Seconded by Standing Committee
That the Waterloo Pool League Constitution (known locally as the Articles of Association) be amended to reflect this change in banking arrangements.
Approved unanimously
8. Election of Officers (Committee members)
Committee positions come up for election every 2 years on a staggered basis
Since the start of the COVID Pandemic, no AGM has been held. As such, no committee positions have been re-elected.
To return to the staggered election system, the following positions would be due for re-election at the 2023 AGM:
Chair
Treasurer
At the commencement of the meeting there had been no nominations for either post, so these will continue to be co-opted as required by the committee.
Approved unanimously
9. Re-affirmation of Officers (Committee members)
To bring the other 3 Committee members back in line with the 2 years staggered re-election period, due to the time passed since the last AGM it is required that the remaining members are re-affirmed for a 1 year period
Secretary (incumbent Nigel Smith, nomination confirmed)
Registrar (incumbent Alan Day, nomination confirmed)
Tournament Director (incumbent Chris Hobbis, nomination confirmed)
Approved unanimously
10. Any Other Business
DD asked about upcoming season - specifically if there were any changes to structure etc.
Answered that exact details would be decided when number of teams are confirmed.
Meeting closed at 7:44pm