{"id":1998,"date":"2017-10-23T17:51:11","date_gmt":"2017-10-23T16:51:11","guid":{"rendered":"https:\/\/www.tudorsquares.org.uk\/?page_id=1998"},"modified":"2018-11-09T15:18:31","modified_gmt":"2018-11-09T15:18:31","slug":"agm-2017","status":"publish","type":"page","link":"https:\/\/www.tudorsquares.org.uk\/?page_id=1998","title":{"rendered":"AGM 2017 Minutes & Reports"},"content":{"rendered":"

Annual General Meeting 2017<\/u><\/strong><\/h1>\n
\n
\n
\n

MINUTES OF TUDOR SQUARES AGM<\/strong>
\nHeld on 19 October 2017 at Nash Mills Village Hall<\/p>\n

1. Welcome and Apologies<\/p>\n

The meeting commenced at 8.50pm with Dave Greenwood welcoming everybody. There were 55 members present.<\/p>\n<\/div>\n<\/div>\n

\n
\n

Committee Present:<\/p>\n

Chair o Dave Greenwood
\nTreasurer o Colin & Tracy Hawkins<\/p>\n

Secretary o Andrew Agathangelou<\/p>\n

Advanced and Challenge Representative o Linda Gill
\nCallers Representative o Simon Kelly for Susie<\/p>\n

Mainstream Representative o Brian O\u2019Ready
\nPlus Representative o Elena Hadaway<\/p>\n

Apologies:<\/p>\n<\/div>\n<\/div>\n

\n
\n

Apologies were received from Mick West, Sandra Morley, Linda Tomkinson, Paul Mackness, Jennifer Bates, Dora Bargent, Michael Ross, Susie Kelly and Alan & Jean Jackson<\/p>\n

\n
\n
\n

2. Minutes of Previous AGM held on 13 October 2016
\nThese were accepted unanimously as a true record of the meeting.<\/p>\n

3. Matters Arising
\nThere were no matters arising.<\/p>\n

4. Chair Report (attached)
\nIn summary, the salient points of the Chairman\u2019s address are as follows:<\/p>\n

    \n
  1. At the last count Tudor Squares was the biggest square dance club in the country with a membership of 130, including 118 paying members. Since then numbers have fallen, particularly at Mainstream, so this section would appreciate support from other dancers.<\/li>\n
  2. The success of the club overall is dependent upon members attending regularly. Recruitment is also crucial, to provide a continuous stream of new dancers into the club. So, when the current Beginners graduate we will recruit a new group of students.<\/li>\n
  3. The role of the Chairman has been split, so that other members can take responsibility for some of the duties normally undertaken by the Chairman. Members who\u2019ve agreed to take on these roles are:<\/li>\n<\/ol>\n<\/div>\n<\/div>\n
    \n
    \n

    o Events\u2019 organiser\u00a0Brian and Pauline O\u2019Ready<\/p>\n

    o Public Relations Officer Terry Thirlwell<\/p>\n

    Michael Ginger o Beginners\u2019<\/p>\n

    d. The club also successfully ran several events for members,in addition to the two club socials and the two public dances, with special thanks given to the following people for organising the events:<\/p>\n<\/div>\n<\/div>\n

    \n
    \n

    Spring Walk\u00a0Anne Reardon & Grant Thorne
    \nSummer garden Party Summer Outing\u00a0Simon & Susie Kelly, Andrew Agathangelou Andrew Agathangelou<\/p>\n<\/div>\n

    \n
    \n
    \n
    \n

    e. Due to falling numbers, the New Year\u2019s Eve Dance will not take place this year.<\/p>\n<\/div>\n<\/div>\n

    \n
    \n
      \n
    1. In response to a request from a club member, Dave Greenwood confirmed that the club had spent nearly \u00a3800 in free events for club members, which included two social Saturday night dances for club members only, and the Summer garden party.<\/li>\n
    2. A special thank you was given to Linda Gill, who is standing down as the Advanced representative. She has been an active and devoted member of club committee for many years. Nick Bedford was thanked for taking over Linda\u2019s responsibilities for the A section.<\/li>\n
    3. A special thank you was also given to Alan Jackson, who is recovering from health issues, for his longstanding service to the club.<\/li>\n
    4. Thanks were given to all the callers of the club \u2013 Phil, Debbie & Becky Peel, Simon & Trudy Fielding, Simon & Susie Kelly, Andrew Agathangelou, and Alan Jackson (recorded dances). Debbie Peel was also further thanked for agreeing to teach the next intake of student dancers.<\/li>\n
    5. Thanks were also given to Michael Ginger and Paul Beddall for their unstinting support at the beginners\u2019 section of the club, and Michael Ginger in particular for stepping in and running the recorded dances at the Challenge section of the club.<\/li>\n<\/ol>\n

      5. Treasurers Report (attached)
      \nColin and Tracy Hawkins distributed copies of the balance sheet as at the end of August 2017. Thesalient points are as follows:<\/p>\n<\/div>\n<\/div>\n

      \n
      \n

      Overall there was a small surplus of \u00a388.75. This is a significant improvement over the last year, when a loss of \u00a31043 was reported at the previous AGM.<\/p>\n

      The breakdown for the various sections is setout below;<\/p>\n<\/div>\n<\/div>\n\n\n\n\n<\/colgroup>\n\n\n\n\n\n\n\n\n\n
      \n
      \n
      \n

      Section<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      Profit\/Loss 2017<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      Profit\/loss 2016<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      \n
      \n
      \n

      Beginners<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a3919<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a3357<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      \n
      \n
      \n

      Mainstream<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      \u00a3515<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      \u00a31,330<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      \n
      \n
      \n

      Plus<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      \u00a31,463<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      \u00a31,642<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      \n
      \n
      \n

      A<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a352<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a3329<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      \n
      \n
      \n

      C<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a3184<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a3475<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      \n
      \n
      \n

      Club general<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a31,596<\/p>\n<\/div>\n<\/div>\n<\/td>\n

      		\n
      \n
      \n

      -\u00a32,853<\/p>\n<\/div>\n<\/div>\n<\/td>\n<\/tr>\n

      <\/td>\n<\/td>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
      \n
      \n

      The income has increased by circa \u00a32,800, largely as a result of the increase in the number of paying members from 87 to 118.<\/p>\n

      Expenditure has increased by circa \u00a31600 ,as a result of the increase in the hall hire expenditure, and an increase in caller fees.<\/p>\n

      The above figures indicate that there has been a significant fall in the number of \u00a0members attending the mainstream section of the club, which has reduced the profit by nearly 2\/3rds.<\/p>\n

      The number of dancers attending the Plus section of the club has also fallen, albeit by a smaller amount.<\/p>\n<\/div>\n<\/div>\n

      \n
      \n

      There were no questions arising from the accounts.<\/p>\n<\/div>\n<\/div>\n

      <\/div>\n<\/div>\n
      \n
      \n
      \n

      6. Section Reports<\/p>\n

      o Beginners
      \no Mainstream
      \no Plus
      \no A1\/2
      \no C1
      \no Nothing to report from the callers\u2019 representative<\/p>\n

      7. Other Reports (included in Chairman\u2019s Report)<\/p>\n

      o New Year\u2019s Eve party o Walk
      \no Barbeque
      \no Outing<\/p>\n

      8. Election of Officers, and
      \n9. Election of Committee
      \nSimon Kelly took over as temporary Chairman.<\/p>\n

      Single nominations had been received for all posts. It was suggested that all serving and new committee members be elected en bloc. This proposal was agreed unanimously. The following committee members were voted en bloc, with a unanimous show of hands (no objections):<\/p>\n<\/div>\n<\/div>\n

      \n
      \n

      Officers:<\/p>\n

      o Chair:\u00a0Dave Greenwood<\/p>\n

      o Secretary:\u00a0Andrew Agathangelou<\/p>\n

      o Treasurer:\u00a0Colin and Tracy Hawkins<\/p>\n

      Committee:<\/p>\n

      o Mainstream Rep:\u00a0Brian O\u2019Ready<\/p>\n

      o Plus Rep:\u00a0\u00a0Elena Hadaway<\/p>\n

      o A Rep:\u00a0\u00a0Nick Bedford<\/p>\n

      o C Rep:\u00a0\u00a0Linda Gill<\/p>\n

      o Caller Rep:\u00a0Susie Kelly
      \no PRO & Webmaster\u00a0 Terry Thirlwell<\/p>\n

      10. Annual Subscriptions and Weekly Fees<\/p>\n<\/div>\n<\/div>\n

      \n
      \n

      A vote was passed unanimously at the meeting to make the following changes to the fees charged by the club:<\/p>\n

        \n
      1. Annual subscription \u00a35 (no change from previous year)<\/li>\n
      2. Weekly fee \u00a34 (an increase of 0.50p from the previous year)<\/li>\n<\/ol>\n

        11. Any Other Business
        \nNone.
        \nThe meeting finished at 9.45pm.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n

        \n
        \n
        \n
        <\/div>\n

        Chairman\u2019s Report<\/strong>
        \nTudor Squares Annual General Meeting 19 October 2017<\/p>\n

        Tudor Squares continues to be the biggest square dance clubs in the UK. This is in large part due to the callers who provide their services to the club week by week, which enable the club to offer the range of dance programmes from Basic through to Challenge and the regular of recruitment of new students.<\/p>\n

        At the last national count in January the club had 130 members, including the callers. However, since then at least a dozen members have stopped dancing, mainly due to ill health. So, continual recruitment of new dancers is vital.<\/p>\n

        Therefore, hopefully, most of the Beginners will be ready to graduate in December. Then we can recruit a new group of students from January, to be taught by Debbie Peel who has done an excellent job with the current group.<\/p>\n

        The club is dependent on the membership to enable it, as a whole and each section in particular, to thrive. Members\u2019 enthusiasm and the expertise of callers have meant that the club has been able to run and host two public dances, plus club socials and a variety of non-dance activities.<\/p>\n

        The club held its annual Plus and Mainstream dances, in October and March respectively. The Mainstream dance with Trevor Day calling attracted enough dancers for six squares, while there were nine squares for Cliff Anderton and Gene Turner calling Plus. Also, in February, Tudor Squares again did the catering for the second Winter extravaganza charity dance in aid of Prostate Cancer UK.<\/p>\n

        The section representatives were supported by numerous club members in organising these dances. And a great team, primarily from the Plus section, produced 150 ploughman\u2019s lunches, made drinks and set up and packed down the hall for the Winter Extravaganza.<\/p>\n

        Other events included the:
        \nNew Year\u2019s Eve party \u2013 Although there were enough people for three squares, most of the evening only two squares were on the floor for Susie & Simon Kelly and Andrew Agathangelou calling Basic through to Advanced. The popularity of this dance has declined, so when the committee reviewed it we decided not to hold one in 2017.<\/p>\n

        Spring Walk, 6 May \u2013 Again Ann Reardon and Grant Thorne volunteered to organise a spring walk, which was centred on Potten End, finishing at Martins Pond, where walkers assembled for lunch. 35 members came and appreciated the fine weather and the scenery during the walk.<\/p>\n

        Garden party, 11 June \u2013 Although numbers were relatively small with two squares, it was a good opportunity for members to relax on a summer afternoon and enjoy some dancing, called by Susie & Simon Kelly and Andrew Agathangelou. Members brought their own food with the club providing cakes. However, it was unfortunate that there was a delay in being allowed in due to the hall making an error in booking.<\/p>\n<\/div>\n<\/div>\n<\/div>\n

        \n
        \n
        \n

        Summer outing, 16 July \u2013 30 members went to Brighton for the day, going their separate ways on leaving the coach. They reassembled to return to Hemel having variously looked around the Royal Pavilion, shopped in the lanes, walked along the seafront and down the pier, as well as finding somewhere to have lunch and, possibly, an ice cream. The bonus was that it stayed fine all day!<\/p>\n

        The committee plan the club\u2019s annual programme, ensure that the club is solvent and organise the sections\u2019 dances and club socials, so without them the club wouldn\u2019t function. Therefore, I\u2019d like to thank my fellow committee members for all their hard work throughout the year. However, the committee can\u2019t do everything.<\/p>\n

        I\u2019d also like to thank members of the club for their readiness to undertake the weekly tasks that enable our sessions to run smoothly, for their willingness to help at events for the benefit of all club members and people\u2019s enthusiastic participation in the club\u2019s activities.<\/p>\n

        In addition, may I take this opportunity to thank all the callers for their commitment to sustaining square dancing and to this club, and you all personally for your support throughout the past year.<\/p>\n

        Finally, although at last year\u2019s AGM I said that this would be my final year as chairman, the committee were so concerned that no one else had expressed any interest in taking over, that we had a look at how the role could be reduced in scope. Consequently, the chairman\u2019s role has been pared down to its essentials while other facets have been redistributed. Thus Brian & Pauline O\u2019Ready are taking on events\u2019 co-ordination, Terry Thirlwell is adding publicity to his webmaster brief and Michael Ginger will be the lead support for new Beginners\u2019 groups. Given the reduced span of the role I\u2019m willing to continue as chairman for one more year.<\/p>\n

        \n
        \n
        \n

        Treasurers Report for AGM October 2017 (Financial Year 1Sep 2015 to 31 Aug 2017) Key Points<\/strong><\/p>\n

          \n
        1. Income less Expenditure shows an overall surplus of \u00a388.75. (last year showed a deficit of \u00a31043). A deficit of \u00a31750 was anticipated for this year, so this surplus is positive news.<\/li>\n
        2. The club continues to maintain a healthy level of funds \u2013 just over \u00a38k.<\/li>\n
        3. The net figures per section (excluding Club) are below:<\/li>\n<\/ol>\n<\/div>\n<\/div>\n
          \n
          \n

          Beginners \u00a3919 Mainstream \u00a3515 Plus \u00a31436 A Group \u00a352<\/p>\n

          C Group \u00a3184<\/p>\n<\/div>\n

          \n

          (last year \u00a3357) (last year \u00a31330) (last year \u00a31642) (last year \u00a3329) (last year \u00a3475)<\/p>\n<\/div>\n<\/div>\n

          \n
          \n

          The deficit for Beginners has increased considerably (due to a full year of sessions this year, compared to about 3.5 months of sessions during last year)
          \nMainstream and Plus continue to make a surplus, albeit much lower than last year. The deficit for A and C group is considerably reduced (C have voluntarily been paying \u00a34.00 per session for some months).<\/p>\n

          A reduced net surplus from all the sections (excluding Club) of \u00a3796 (last year \u00a31810).<\/p>\n

            \n
          1. The net figures for the Club section of the accounts show a reduced deficitof \u00a3707 (last year \u00a32853). Much of this reflects reduced expenditure of \u00a31050 on Hall Special, surpluses from socials and the club making fewer charitable donations.<\/li>\n
          2. Receipts from fees (\u00a312,788) are 15% higher than last year. This reflects an increased overall weekly attendance and is a welcome reverse on the decline in attendance experienced last year.<\/li>\n
          3. ReceiptsfromSubsincreasedto\u00a3590(reflectsincreaseofclubmembershipto118).<\/li>\n
          4. Regular Hall hire totalled \u00a35961 (a full year of Beginners sessions) and Caller Reg totalled \u00a35365. This is in line with the forecast made last year<\/li>\n
          5. 77% of total club expenditure this year (\u00a311,326) was from Hall Regular and Caller Regular. The main areas where increased Expenditure is expected next year are:\n