Minutes of the 2017 Annual General Meeting

1 Agenda.

Gord Bignell called the meeting to order at 10:05 AM on 10 October 2017 in the members lounge, Riverside Golf Resort. He noted that there were 14 members present (Appendix A) and this represented a quorum of members.

He drew attention to the draft agenda that had been circulated in advance of the meeting (Appendix B). 

Larry Rehaume  moved adoption of the agenda, seconded by Brian Devenish.  Motion approved by a show of hands.
2. MINUTES OF SPRING MEETING April 25, 2017 

Kirk Dawson noted that the draft minutes had been reviewed by the executive and circulated prior to the meeting and that additional copies were available at the desk if required. 
Roy Nelson moved adoption of the minutes, seconded by Rick Charter. Motion approved by a show of hands.
3. TREASURER’S REPORT
 
Rick Charter, on behalf of the treasurer Derald  Fretts, drew members attention to the financial report for the current year (Appendix C).
It was noted that adjustments had been made to expenditures to keep them in line with the smaller number of members than had been anticipated. The main saving had been as a result of FHSR covering the website costs.
Ken Munro asked about the club’s cash position given the deficit. Gord Bignell explained that while the exact cash position was not yet finalised he expected that the club we would have about $1400 at the start of next season. This was in line with the direction of the membership given 2 years ago to reduce its cash on-hand position following the decision of FHSR to collect and pay for member’s dues to the RCGA.
Randy Leskie moved acceptance of the report, seconded by James Kozlowski. Motion approved by a show of hands.
4. CAPTAIN’S REPORT

Gord Bignell reviewed the 3 objectives for the year that he had outlined at the spring meeting. Firstly to survive running the club. Since he was present at the meeting it could be assumed that the objective had been met. Secondly he wished to expand our membership given the slow decline that we had seen in recent years. While there had been an overall reduction in membership there had been an influx of new active members which was encouraging. His third priority had been to see the membership celebrate the success of members in the weekly games. He observed that he had heard little carping during the year, that people seemed to be enjoying the weekly club events, that participation in the weekly games , singles, annual horserace and the club championship had increased.  A view strongly endorsed by those present.
He reported that the use of the computer system for team selection and scoring had worked extremely well after a few teething problems. He thanked the 6 people who had worked with him over the year to do the draw on a Sunday morning and rotated through the desk to prepare results. He also welcomed the increase in number of members worked the desk each week collecting dues. While there had been a few challenges in introducing the software it had proven that given the correct inputs it made no mistakes.
He thanked Roy Nelson and his consultant for revamping the eclectic software for the upcoming season and hoped that Gottfred Meuller would be able to automate the transfer between our scoring software and the eclectic system over the winter.
He noted that the matter of doubles and consolidating dues as part of Other Business.
John Esler noted that the membership had done well keeping their handicaps current during the year, although some improvement in timeliness would be appreciated. He reminded members of the need to enter their scores for games played over the winter.
Brian Devenish reported that in general the singles had gone well this year, although not as well as the previous year. Those participating had enjoyed their games (if not the result). He wondered about changing the period for event completion and if a reduction would help on-time round completion. The doubles had not gone this year due to a lack of a minimum number of entries (8 teams).
Finally, Gord Bignell noted on behalf of Jim Broome that there had been no away days this year due to the lack of interest in participating. Ken Munro asked if cost was a factor in lack of interest. Brian Morton reported that in his view the costs were reasonable. For example Shadow Mountain had been asking $60 and they had a $55 regular event on Thursdays including, dinner, cart and prizes in which some people had participated. It was suggested that this subject be addressed again at the spring meeting.

5. ELECTION OF OFFICERS.

Gord Bignell thanked the retiring members of the executive. Specifically;  he thanked Rick Charter for participating as Past Captain for the past year where he had provided sage advice developed over his term as Captain; John Esler for his terms as Rules and Handicap both on the Executive and prior to that. John had brought a sense of fair play to the club in a straightforward manner; Finally Derald Fretts for his term as treasurer during which Derald had had to deal with significant health issues. 
Gord Bignell noted that in addition to electing replacements for both Treasurer and Rules/Handicap there was a need to elect a Vice Captain for the next year so that person was in a position to take over as Captain in a years’ time.
Gord reported that he had consulted with the executive and listened to suggestions from a number of members over the past few months. As a result, he was in a position to nominate James Kozlowski as Treasurer and Jim Broome as Rules and Handicap Chairman. James noted he was willing to serve as Treasurer and Jim Broome had expressed that willingness, in writing as he was unable to attend todays’ meeting. Kirk Dawson seconded these nominations.
Both nominations were approved by a show of hands.
With respect to the position of Vice Captain, Gord reported that 2 members had expressed formal interest in the position. Specifically, Roy Nelson and Derald Fretts wished to be considered (the latter in writing as he was unable to attend the meeting). Roy Nelson excused himself for the subsequent discussion and election. Kirk Dawson asked the membership if they wished to proceed by ballot or show of hands. No one requested a sealed ballot. Roy Nelson was then elected to the position of Vice Captain. The members expressed their thanks to Derald for putting his name forward in what was clearly a difficult time for him.

6. OTHER BUSINESS

Gord Bignell raised 2 matters for the consideration of the membership over the winter with a decision to be taken in the spring meeting.
1)	Uniform Fees rather than a la carte fees. Specifically, he proposed that; a) the weekly game have a single levy rather than a levy for the game, kp and deuces with members able to opt in for one and not another. His rationale being that 1) the record keeping for who was entered into what component was insufficient to ensure that the correct people were paid and 2) it was always necessary to round off payments so that parts of collections for one component were often used in small part for another. (Those members present were strongly in favour of this change); b) the annual dues automatically include entry into skins and the eclectic competitions. Specific entry into the singles/ doubles and club championships would still be by separate payment. Many members, but not all, expressed the view that there should be a single membership fee that covered all events and completions organized by the club. 
2)	The future of the doubles competition remains an irritant. A minimum of 8 teams is required to make the event meaningful. But getting 4 people to appear on the same day appears almost impossible. There was a suggestion that we designate the third Tuesday of each month as the final day by which a doubles match must be played. Preferably it will have been played before then. If not on that day the participants would be expected to play their match. If only one team or member of a team turned up then that team was designated to have won. If only one member of team was there to play the other 2 members of the other team he could select an alternate for the missing member from those present with the caveat that the alternate would have to have a “similar” handicap to the absent person. 
This season there were few club dinners. This was a result of scheduling the Monthly Cup game at 8:59 in July and August instead of 12:01 as in previous years. Most members present wished to see a return to the monthly dinners and requested that the schedule be adjusted to that of prior years.
7. ADJOURNMENT
Roy Nelson moved adjournment of the meeting at 11:15, seconded by Randy Leskie.  Motion approved by a show of hands.

Appendix A.  Persons in attendance

Larry Rehaume
Randy Leskie
Greg Connery
Gord Bignell
Rick Charter
James Kozlowski
Kirk Dawson
John Esler
Brian Devenish
Roy Nelson
Beattie Ledingham
Garth Lillejord
Brian Morton
Ken Munro

Appendix B. Agenda
Riverside Men’s Golf Club
AGM, 10am Oct 10 2017
Agenda

1.	CALL MEETING TO ORDER - Gord Bignell
Quorum required 25% of Membership (9 Members)
Approve the agenda

2.	MINUTES OF SPRING MEETING April 25, 2017 - Kirk Dawson
Approval

3.	TREASURER’S REPORT Rick Charter (for Derald Fretts)
Review Financial Position

4.	CAPTAIN’S REPORT Gord Bignell
Review of year’s activities
Possible changes to be considered over the winter and decided in the spring.
Committee chairs to report as appropriate

5.	ELECTION OF OFFICERS – Gord Bignell
The position of Vice Captain is vacant. 
The term for the Treasurer and Rules Chairman expire at this meeting. Neither is seeking reappointment

6.	 OTHER BUSINESS

7.	 ADJOURNMENT

Please note the Men’s day game will take place today at Mountainside

Appendix C. Financial Report for 2017.

Riverside Men's Club Financial Report for 2017 	
								
Revenues:			Budget		Actual			
Social dues			 $   1,680 		 $   1,400 			
Competitive event dues			 $      496 		 $      556 			
Total Revenue			 $   2,176 		 $   1,956 			
								
Expenses:								
AGM			 $       60 		 $       60 			
Competitive events			 $      556 		 $      496 			
Social events			 $   1,275 		 $   1,150 			
Stationary/computer			 $      150 		 $      150 			
Member handbook			 $       50 		 $          - 			
Junior Program			 $      200 		 $      200 			
Banking fees			 $       35 		 $       15 			
Staff Gifts			 $      175 		 $      175 			
Member memorial			 $       25 		 $          - 			
Website			 $      150 		 $          - 			
G. Miller			 $       50 		 $       50 		 	
Total Expenses			 $   2,726 		 $   2,296 			
								
Surplus (deficit)			 $     (550)		 $     (340)			

Appendix D. Event Winners

Club Championship; Low Gross: Brian Devenish; Low Net: Scott Boyce
Senior Club Championship; Low Gross: Brian Devenish; Low Net: Kirk Dawson
Gerry Miller; Roy Barr
Eclectic; Low Gross: Gord Bignell; Low Net: Garth Lillejord
Baisley Singles; Wayne Geiger
Player of the Year; Jim Horne
Captains Award; Gottfred Meuller