2022-12-31-accounts - Sherwood Archers

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Minutes of Sherwood Archers Annual General Meeting

held at Lower Kirklington Road Southwell NG25 0RR on

SATURDAY 11TH FEBRUARY 2023 at 2pm

Present:

Mario Stankovic (Chairman), Andy Tomalin (Vice- Chair), Brian Palfreyman (Vice-Chair), Jane Burton (Secretary), Susan Stankovic (Membership Secretary), Gareth Fuller (Jnr Representative), Martyn Smith (Voting Member), Stephen Hughes (Voting Member), Leigh Davis (Voting Member0

Lee Waterfield, Mark Burton, Marie Davis, Paul Woods, Paul Moran, Jeanette Fuller, Callum Fuller, Jason Millard, Amy Sykes, Peter Waring, Stuart Rolfe, Paul Riley, Stephen Lamb, Mike Brooks

Present via Google Meet link:

Serena Lamb, Sallie Seymour, David Seymour

1) President’s Address:

Please accept my sincere apologies for my absence. My health has caused me several problems this year and as a result I am unable to attend today, but my thoughts are with you all as you listen to the various reports and elect a new Committee for the coming year. I have enjoyed my very nearly 29 years as President since first being elected on 7th July 1994, but sadly now feel the time is right for me to relinquish the role and so I will not be standing for re-election this year. I do, however, hope to join you all again on the shooting line very soon.

2) Apologies for Absence:

George Brown (President), Linda Telford (Treasurer), Roger King, David Salmon, Alison Salmon, Malcolm Douglas-Kellie, Serena Lamb

3) Acceptance of the minutes of last AGM held on Sunday 20th March 2022:

These were accepted as a true record of the last AGM by all present having been proposed by Martyn Smith and seconded by Susan Stankovic

One objection was raised in terms of the accounts, due to inaccuracies on the balance sheet and recording of certain items. These will be raised with the Treasurer over the coming weeks to obtain clarification.

Officers Reports:

4) Chairman:

My thanks to all members of the retiring committee for their hard work throughout the last year. My thanks also to all the members who have supported both the club officers in their endeavours and all of the events and tournaments we have hosted during the last year. Going forward we still have a number of things still to be sorted in order to secure the clubs longer term future, these will also require the support of the membership as well as the committee to bring them to fruition.

I am willing to stand for re-election if required.

5) Vice Chairmen:

Our thanks to all those who have kept the Club up and running during the past year.

6) Secretary:

As I look back over the last 11 months, I note that we have, yet again, been busy in terms of background Club business with the continued review and update of several policies and procedures within the Club. My thanks go to the various members who have worked hard and continue to give their time to ensure we keep up to date with the latest requirements and guidelines issued by AGB, and which in turn enable us to run an efficient and professional style Club run by our numerous volunteers for the benefit of all our members..

AGB have, along with several policy changes, also updated their website and members portal which you have all, hopefully, been able to access and make use of - there will doubtless be more updates in the coming months as they continue to progress to a more online focussed platform to communicate with their members. If you have any problems accessing the portal, which is where your personal and contact information is stored by AGB, then please let either the Club secretary or membership secretary know and they will be able to assist you.

At a Club level, we, the members of your committee strive to enable you to get the best from both your archery and the Club. That said, we are always open to new ideas and fresh eyes, so if you have any comments or thoughts on how we currently run or would like to offer ideas that may improve your experience as a Club member then please speak to any member of the committee.

7) Treasurer:

Please also see the attached balance sheet.

My apologies for not being at the meeting in person. The accounts have been prepared and audited by David and Alison Salmon. My thanks to both of them. I am assured by David that he will bring some copied of the Balance Sheet with him for the meeting

If you have a copy of the Balance sheet in front of you I will go through the Income side (left hand side) then I will go through the Expenditure.

Affiliations. Happily the income from Affiliations continue to grow with the number of Members to match this. We now have 107 seniors and 15 juniors. The number of

members continues to grow which is essential if we are to become self-sufficient using the income from members alone.

Our beginners Courses have doubled in Income this year to £5059.42 along with bow hire which is £985.

We received another grant of £1000 which is being used to purchase better equipment for the new members as they progress.

We received a final payment from the Council for the Building Grant. This was transferred from the HSBC Bank into the Business Reserve £2131.49.

We also transferred £20,000 from the Current Account into the Business Reserve .

Our Expenditure in Affiliation fees have increased because the membership has increased . AGB Fees was £5318.00 and £914.50 to Notts and EMAS who have resumed with their

portion of the fees.

As Beginners Courses have increased, the spending on equipment has increased £2242.85 being spent

Sadly we have seen increases in expenditure on Electricity £464.06. The club house expenses include expenses to our electrical system and the repair to the box down the field. Indoor shooting started very slowly this year and for many weeks we did not cover our costs. We opened up our Indoor venue to Burton Joyce archers and now each week we cover the hall fee with a surplus of £20 - £30 per week

The very hot weather this year resulted in a reduction in the field cutting to £1476.60 but we spent £484 on having the field sprayed

The coming year will hold a number of changes but hopefully if we can retain the current field it might be a brighter future than we anticipated 6 months ago. We anticipate a rise in the field rent wherever we are. When we know what that rent might be we will have to look at the club fees

Our total assets stand at £32,090.76 I would be willing to carry on if required

8) Membership Secretary:

All renewals have been processed in a timely manner and our current membership stands at 114 with 3 new members still awaiting committee approval. Personal details have been updated as and when I have been given any changes.

I am willing to stand for re-election if required.

9) Records Officer:

During the last year I have received and recorded 313 outdoor scores, 52 of which were club records, 53 clout scores of which 7 were also club records. 21 indoor scores

I have kept the notice board up to date every month, the problem I have is there are so many now I have had to reduce the print size to fit them all on.

Considering the entries for local tournaments were a bit hit and miss, we as a club had members at most of them. We also had members shoot as part of the county squad. At our own tournaments our members gave a good account of themselves.

The golden arrow: we won the recurve team trophy, the bronze arrow, the robin hood trophy, the Mackness quiver, the bath and west horns trophy, and the stygian award amongst other handicap trophies, pretty much everything going.

The day After saw the 2[ nd ] league and Oregon shoot where we had members make the compound and recurve teams.

Also a few of the new members shot at these tournaments and did seem to have a good time and to be fair they shot quite well considering their experience.

Hopefully all members would have read their email about the changes to AGB handicaps and classifications which unfortunately means all our previous efforts have been wiped, and we all have to start from scratch this year by shooting 3 scores to gain an initial handicap and classification.

I can confirm that the 2 dozen and 3 dozen rounds are back on the handicap tables the details of which I will put on the noticeboard. This also means frostbites are included too. 252 rounds still do not count towards handicaps.

I am led to believe this will also affect the indoor handicaps and classes at the end of the indoor season

However, everything is in place to start recording outdoor scores and as the changes are to be applied to scores from jan 1[ st ] if you already have one score in it has been recorded accordingly.

I am happy to announce I can give out most of the handicap awards this year, I have also emailed them to AGB to hopefully be included in the next magazine.

They are as such

Senior best first handicap

Mike Brooks - 49

Senior most improved handicap

Paul Woods with an impressive – 13 from 48 to 35

Junior best 1[ st ] handicap Nathan salmon – 58

Unfortunately, I cannot award the most improved junior

I also have classification badges to award, some of you may have already received their badge

Bowman, is the highest I as records officer can award, Paul Moran Mark Burton 2[ nd ] class Marie Davis Paul Riley Paul Woods Danny Smith Nathan Salmon 3[ rd ] class Rebecca Brown Amy Brown Sam Hall Alison Salmon Mike Brooks

Congratulations to all, I think we can all look forward to another successful outdoor season

I am happy to carry on as records officer for the coming season

Finally, I would just like to add my personal thanks to the plan b members for the many hours of work they have spent in the pursuit of a new venue this year. Your efforts and dedication are not lost on me. Thankyou

10) Tournament Officer:

Last year was again a bit of a mixed fortunes for the tournaments the club hosted, some were well supported and others had to be cancelled due to lack of support. All of those that went ahead did bring an income to the club, again some more than others. We reviewed the tournament list at a committee meeting and decided to go ahead with the following shoots: The Double 70m/60m/50m on 4[ th ] June

The Golden Arrow & the 2[ nd ] League shoot – 10[ th ] /11[ th ] June

Double National – 25[ th ] June

Archery England Longbow Championships – 8[ th ] July (assuming they wish us to host it again) 2 & 3 shoot – 30[ th ] September

Longbow/Barebow/American Flat bow shoot – 1[ st ] October

Pie & Beans – 22[ nd ] October

For the next indoor season we have again been asked to host the EMAS Indoor Championships in November.

Although as tournament organiser I have taken the lead of most but not all of the above shoots I need to stress that they cannot go ahead without the support of the membership to not only shoot in the competitions but also to act as work party so can I ask that you add these dates to your calendars and hopefully you will be able to give your support to at least one of the above during this coming season.

I appreciate that it is a full calendar of events particularly when you add in the beginners courses, taster sessions etc. but all of these events generate income over and above our membership fees which gives us the opportunity to improve our facilities for the membership to use.

I am willing to stand for re-election if required.

11) Junior Representatives:

The junior contingent of the Club has received a steady boost this year with each beginners course providing new members resulting in a total of nine under 18’s joining the Club over the last year. Of the current junior Club membership, totalling 14 young archers, around half are benefitting from regular coaching at Club sessions with three also attending the Notts junior Winter training programme due to finish in March. The addition of a new club session on Saturday morning’s at the field is also proving popular having been instigated at the request of several juniors who expressed a preference to a weekend daytime session instead of Friday evenings. The bow rental scheme is also well used initially within this group of members and with the aid of the intermediate kits is enabling their progression and development of the sport to a greater degree.

We would also like to thank the Committee and numerous members who have offered us assistance at several shoots, including the club clout sessions this year. Also, thank you for your hard work in trying to find us a new field

12) Equipment Officer:

This year has been a challenging year on a personal level, meaning that for most of the year we have not actually been at home.

This has meant that the burden of the Equipment officer role has fallen on others, to whom I am immensely grateful. Whilst there have been many people involved, I thank you all, there are 2 individuals that have helped me directly.

Lee Waterfield has embraced the role of Club Fletcher, and this is a report of his contribution:

Over the last season I have repaired, re fletched, re knocked around 400 club arrows. Some were existing club arrows but most were donated either by club members or other generous friends of the club,

All of these arrows continue to be club arrows and are used for have a goes, beginners courses or are loaned out with hire bows to new members as part of the bow hire scheme. Over the year, I have sourced extra fletching jigs from members and a couple from eBay to make the job a bit more efficient. Paul Moran also made me an arrow spinner and I have had the use of his arrow saw to help make up full sets. I do have a few odds and ends of arrows, not enough to make into sets but they will be used in the future I’m sure to replace bent or broken arrows

Now that the major job of getting them all sorted it's just now a case of keeping on top of the odd repair, nock or fletch which I am happy to carry on doing. Lee

Thank you Lee, your assistance has saved the club money, and also assisted greatly with the effective running of the Courses and HAG’s during the year.

Mark Burton, has taken the beginners bows, and prepared them before the beginners courses, matching all of the other equipment too, to ensure that the courses run effectively. He has also been scouring tirelessly for grants and other opportunities to gain money for new equipment. This includes an upgrade to the Hire Bows,to allow new archers a more substantial bow for them to progress with.

Unfortunately due to the passing of club member, Fred Kirkham, and Former member’s family member, Julie Bancroft’s Step Father Steve, we have also been the recipients of quite a substantial amount of equipment that has been put to good use for the beginners and Have a go events.

As I say, without the huge levels of support that has been provided, (for which I will be forever grateful on a personal level) the equipment could have been a stumbling block this year. As a result, I have taken the decision that it is not right for me to continue in the position, therefore I am not standing for re-election, but will remain available if I can assist in any way.

13) Development Officer:

Membership development

a. Contact was made with the Duke of Edinburgh Award scheme regional officer to promote archery and to seek ways in which those participating in the scheme could engage with the club. Discussions are ongoing. Plans are in place to contact the DofE co-ordinators

at secondary schools in the immediate area. One club member is currently taking part in the Award scheme. Three club members previously expressed an interest but have not taken it further.

b. Contact was made with Steve Attwood to discuss how the Club might work with the Brackenhurst Campus (NTU) and the NTU Archery Club to promote local archers to attend the Club. No update from NTU to date.

c. An updated Club membership application form was produced that was sent to AGB for confirmation prior to issue.

2. Club development

a. It was proposed that the Members Handbook should be reviewed and updated. No

action to date.

b. The beginner’s course information was updated last year.

c. Plan B work was carried out during the last year and remains a priority.

3. Future proposals

a. It is proposed to contact those who do not renew their membership this year to seek their feedback and encourage them to reconsider.

b. For those who attend this year’s beginner’s courses but do not convert to membership:

a questionnaire aimed at ‘improvement on our part’ and ‘could we do more to get you to join…’ will be sent to follow up.

c. It is suggested that the questionnaire feedback, and last year’s planning and delivery documentation including ‘lessons learned’ are collated and stored for use in the lead up to this year’s event. It is proposed that those who took part in beginner's courses in the last 12 months but did not join the club are personally invited by email to attend this year’s event.

d. Further work is subject to the outcome of the current Plan B work. Regardless of the outcome it is proposed that a capital asset review should be undertaken to identify long-term depreciation/capital costs in order to schedule revenue allocation in support of budget planning.

14) Coaching Co-ordinator:

It has been another busy year for the Sherwood Archers Coaches. As well as the traditional Friday night sessions, Beginners Courses and Have-a-Go’s etc. an additional Saturday morning club session has been added to the regular schedule which is becoming more and more popular. I would like to take this opportunity to thank all those coaches and helpers involved in all of these activities, which are a big drain on everyone's time. Your support is much appreciated.

Some Sherwood Archers Coaches have also been busy away from the club, forming part of the coaching teams for the Notts Senior Winter Indoor, Notts Junior Winter Indoor along with the Staffs ATC over in Stoke. These sessions provide vital development opportunities for those coaches that attend.

Last year Archery GB updated their policies which means that anyone wanting to help on the line at Beginners Courses, Have-a-Go’s etc, must have as a minimum, a Safeguarding Qualification. To that end the club paid for a course to be held at the club for those members interested. A number of members attended the course so we have a nice healthy pool of talent to call upon.

I would like to welcome Paul Woods to the team who has recently successfully completed his Session Coaching Qualification. Jane Burton and myself also completed the Development Coach Course.

The club is always looking for members to join the coaching team. If you are interested in starting your coaching journey please do not hesitate to contact me and I will be happy to discuss this with you.

In the summer we were successful in obtaining a £1,000 grant from Arnold Clarke Motors, this, along with the extreme generosity of some club members, has enabled us to put together a number of ILF intermediate kits to be added to the bow hire scheme for use by Club members. This has enabled us to take some of our beginners to the next level and is already starting to bear fruits in terms of archer progression and membership retention. As usual I would like to end this report with the reminder that if you feel you need a little help, please do not hesitate to contact myself or one of the coaching team, anything from a one off piece of advice to a full coaching programme, we are here to help.

15) Safeguarding Officers’:

Both Jane and myself have both tried to be regularly available at all Club sessions throughout the year and are happy to chat to anyone at any time if they have any concerns around the safeguarding of any of our members, not just the younger ones.

Following new guidelines from AGB which requested that anyone who is directly involved in beginners courses, taster sessions and have-a-go’s should hold a current safeguarding certificate, the Club recently put on a safeguarding course which was successfully attended by 17 club members. It is hoped that this will be repeated every three years going forward to maintain this training.

We have had no incidents to report this year.

16) Token Scheme Co-ordinator:

I have not had the time to do my usual review of the totals this year due to personnel issues over the last 4 months, sorry.

We have had a good year with lots of people helping and getting points for the first time. I am happy to continue with this post, but if anyone wants a role to get more involved, handing it over would not be an onerous task.

17) Webmaster:

The website is working well but is definitely lacking in content. We need to get more pictures and articles on there or it will not be relevant. Even links to the Facebook page or other items would be a start. I am a technical person and can assist, but I am not a creative sort.

I have carried out over 100 technical updates to the set over the last year and thanks to our hosting partner only had to deal With one issue which the service desk sorted within 2 hours. Security is holding well with about 300 attacks a week being prevented as well as numerous attempts to access the back end.

I am happy to continue with this post this year unless there is someone eager to take it off my hands.

Elections :

18) Election of Executive Committee: *The following nominations were received at least seven days prior to the AGM:

Role	Nomination	Proposer	Seconder
President	Mario Stankovic	Paul Moran	Mark Burton
Chairman	* Paul Woods		Mark Burton
Vice Chair	* Leigh Davis		Marie Davis
Vice Chair	Andy Tomalin		Martyn Smith
Treasurer	*Jason Millard		Paul Moran
Secretary	Jane Burton	Mario Stankovic	Susan Stankovic
Members Sec	Susan Stankovic	Mario Stankovic	Jane Burton
Voting member	* Amy Sykes		Jason Millard
Voting Member	* Martyn Smith	Jane Burton	Mark Burton
Voting Member	*Stephen Lamb	Jane Burton	Mark Burton
Junior Rep 1	*Gareth Fuller		Jeanette Fuller

There being no contested nominations all the above were agreed by those present.

19) Election of Club Officers:

Role	Nomination	Proposer	Seconder

Junior Rep 2	*Jane Burton	Marie Davis	Gareth Fuller
Junior Rep 3	Marie Davis		Jane Burton
Safeguarding Officer	Gareth Fuller
Safeguarding Officer	Jane Burton
Development Officer	Paul Woods		Martyn Smith
Coaching Organiser	* Mark Burton		Jane Burton

Equipment Officer	Mark Burton/ Lee Waterfield
Beginners Course Co-ord.	Nick Bennett
Groundsman	Jason Millard
Records Officer	Lee Waterfield
Token Scheme Administrator	Leigh Davis
Buildings Manager	Stephen Lamb
Webmaster	Malcolm Douglas-Kellie
Tournament Adviser	Susan Stankovic
New members Co-ordinator	Role to be discontinued
Public Relations/Social Media Officer	Callum Fuller
Social Secretary	* Marie Davis	Leigh Davis

The above roles were either nominated in advance (therefore showing proposer and second) or were offered from the floor on the day (hence no proposer or second)

All nominations were approved by those present.

All business being conducted successfully, the meeting was closed at 15.16pm

President SIgnature:

Mario Stankovic

Incom• 12.298.24 4.852. 8.c Inners CourM• Bow hlre 5,059.42 B¢M hlr• 13J.fy) 1 Courn• Lgwl Z CouTh• Co•¢hl 70.(YJ M•d•l• Clothln 19&59 1.139.WJ Indow SI0t F•• Shoots 5 107.41 1.864.40 H•v4 • Go Donatl¢)n• 327.87 56.75 Grant FweE 318. 1.476.ei) Fl•ld Flold Aknt ¥nt m•nl R•rt -Fhld A•t••. Gmund . W•t•r 113.37 El•¢t 561.05 Club Ex W•b Ho•tln Po•ts 345. 136.78 r•nt In¢om• Ex¢•u Ex Incom• ndsturn ov•r d 2921 •x 31411.08 22 6.98 nln 2022 2022 Cumnt A¢eounl 7 810.13 1.19924 20.711.12 7.745.25 1.49457 375. 0.17 1,869.74 24.267.23 4&33 24.310.56 202.35 16.(Kl 35.45 16.(Kl C Card CHECK Ca$h Ass•ts 85921 32.107.26 143.93