Minutes of the Annual General Meeting of

MARLBOROUGH SOFTBALL ASSOCIATION Wednesday 27th July 2016 at 7.00pm - A & P Park

Attendance: Lynne Grant, Grant Bavin, Terry Hoggart, Karl Turvey, Arthur Clyde, Vicki Nalder, Barry Anderson, Di Tulloch, Julia Healy, Christain Farrow, Lorraine Farrow, Murray Wisdom, Mark Andrell, Denise Andrell, Nathan Gill, Matt Rowe, Ian Ditfort, Peter McRae Apologies:

Joe Kelly, Leighton Shearer, Tracey Wearing, Steve Healy, Kylie Hurren, Kere Watson Barry moved that apologies be accepted: Seconded: Mark Carried

Minutes of last Annual General Meeting The minutes of the 2015 Annual General Meeting were approved as a true and correct record with the correction of the U17 rep fees from $220 to $320. Moved: Julia Seconded: Mark Carried Correspondence: Inward:  Bank Statement  MDC letter – as attached Outwards:  Emails to MDC on Lansdowne Park Moved that the inward/outward correspondence be accepted: Di Seconded: Barry Carried Finance Report: Inwards:

$2,000

Cheques to be paid: $273.00 $1,587.00

Lion Foundation

Coaching facilitator

Nicola Evans FH Sports

Administration Caps

Annual Accounts: Julia (Treasurer) presented the annual unaudited accounts as per attached. She thanked Denise for preparing the draft set of accounts for the auditor. Marlborough Softball Association really appreciate the time and effort Denise still put into us. The unaudited accounts and all the books have gone into Angela McLay at Crowe Howarth. They will start on the accounts on 1 August 2016 and will take approximately 3 weeks. Annual Accounts Overview: as per attached Vicki moved that the cheques be ratified & the finance report be accepted: Seconded: Murray Carried

MSA Minutes of the AGM on Wednesday 27

t h

July 2016 Page |2

Chairman’s Report: Attached as a PDF Vicki moved that the Chairman’s report be accepted: Seconded: Julia. Carried

Election of Officers: Position Chairman Secretary Treasurer JAB Rep School Development Officer Fundraising Officer Chief Umpirer Chief Scorer Grounds Person Club Delegates

Person Vicki Nalder Lynne Grant Julia Healy TBA TBA TBA Mark Andrell Di Tulloch Karl Turvey Terry Hoggart – Wairau TBA – Saints TBA – Centrel

Nominated by Barry A Vicki N Mark A

Seconded Mark A Di T Lynne G

Grant B Ian D Nathan G Vicki N

Di T Mark A Grant B Di T

Carried

JAB Rep It is crucial that we find someone for this position. Email to be sent out in search of someone to take on this role. Two persons have come forward to help on a Saturday, so JAB rep is more of a co-ordination role. Fundraising Officer: Steve MacDonald has expressed interest in this position, confirmation will be required. School Development Officer: This position could be covered by administration. Subscriptions for 2016/2017 Season Looking over the MSA fee’s budget we have enough money from player subs to cover the basic running of softball, audit fees NZS affiliation fees etc. However we do rely heavily on funding for rep travel costs, uniforms, gear and equipment, also administration costs. Softball NZ have advised that affiliation fees will remain the same as last year. The committee considers that we should keep the fees as last year. This also takes into account that there are no increase in facilities at Lansdowne Park.

MSA Minutes of the AGM on Wednesday 27

t h

July 2016 Page |3

Julia moved that the player/team subscriptions remain the same as the 2015/2016 season: Mens and Women Grade College and Senior Reserve Grade U13 Grade U11 Grade U9 and U7 Grade

$1,200.00 per team $80.00 per player $70.00 per player $60.00 per player $50.00 per player

Seconded: Mark, Carried

NOTE: If a player plays in two grades then the subscription paid is the higher of the two. Costs for Representative Players Julia moved that the following fees are set for Representative Players to cover costs for attendance at tournaments this season. U15 boys and girls (Dunedin)

$420.00 per player

U17 boys and girls (NSN & CHCH)

$340.00 per player

Mens and Women (CHCH)

$120.00 per player

Seconded: Di, Carried General Business: 1.

Proposed Start Dates for 2016/2017 Season Senior Grades Junior Grades

2.

1st October 2016 15th October 2016

Muster Day Sunday 11th September 2016 10am – 12noon venue TBC

3.

New Team Proposed Wairau – Mens Grade Contact: Terry Hoggart

4.

Slow Pitch MSA are looking to bring in a Slow Pitch competition, we are looking to profile softball as an easy game to play and hope that more people will become involved in the senior competition. We are seeking a co-ordinator to oversee this.

5.

U15 Grade Mark suggested that the U15 grade be reinstated in the Saturday competition. College Grade would remain on Friday night – this is to go back to the committee level from discussion.

MSA Minutes of the AGM on Wednesday 27

6.

t h

July 2016 Page |4

Meeting on the vision for Softball at Lansdowne Park 10th August 2016 5.30pm at Scenic Circle Hotel. This meeting will be facilitated by Geoff Canham and will be setting out a blueprint for the next 10 years. Vicki outlined what we are expecting to achieve at this meeting.

7.

Schools and sponsorship Peter McRae suggested that we look at the schools getting sponsorship for their teams to assist with uniforms etc. this is to go back to the committee level for discussion Meeting closed at 8.33pm Next meeting for new committee will be held on Tuesday 17th August 2016 7pm at A&P Park

MSA Minutes of the AGM on Wednesday 27

t h

July 2016 Page |5

MSA Minutes of the AGM on Wednesday 27

t h

July 2016 Page |6

MSA Minutes of the AGM on Wednesday 27

t h

July 2016 Page |7

FINANCIAL STATEMENT continued Annual Accounts Overview: The income from last year is down due to the funding grants, only $5,000 was granted for the administration position 2016 financial year compared to $10,000 for the 2015 financial year. MSA had a great response from the charity trusts and in particular Pelorus and Pub Charity. MSA is extremely grateful for all these grants as could not function easily without them The total income for 2016 $59,896 compared to 2015 $63,885 so down approx. $4,000. This was mainly due to player subs being down about $1,400 and the biggest difference is the BBQ sales down $2,500 due to very limited parent help and lack of facilities at the park. Rep player fees up due to U15 girls and a woman’s team attending the Jubilee tournament, also the U17 boys extended their tournament from a 2 day to a 4 day trip therefore costs went up. Total expenses for 2016 were $51,052 compared to $52,863 for 2015 so down about $1,800. This year $3,000 more was spent on uniforms, about $15,500 spent on the extra tournament as already mentioned above. No money spent this year on development officer as no one was available until now, thanks to John Lowes. Total profit this year $8,844 compared to $11,022, so we are down about $2,000 but overall very similar. NOTE: All out goings are covered by incoming funds.