Members present. Cathy Tuddenham (President), Tony Taylor (Chairman), Alan (Secretary), Chalkie (Treasurer), Sue Smith, Emma, Becki, Jo White, Darren, Tony New, Caroline Robinson.
Invited guests. Jo Barker, Chris Humphreys & Tracey Gullick
There were no apologies for absence.
The minutes of the last AGM had been circulated to all members via the club web site. Printed copies were passed round for reference.
Before the start of proceedings Tony Taylor introduced Cathy to the new people attending, then each of the existing committee introduced themselves.

Matters arising.
The trial period of issuing award certificates at no extra cost had been an overwhelming success. It was suggested that this be put before the new committee with a view to continuing.
Pool changing rooms. As there was an on going problem with either the state of the changing rooms or the pool staff insisting on cleaning them when still in use it was agreed that parents be encouraged to report any problems as and when an issue was raised so it could be taken up with the pool management.

Chairman's Report
Firstly Tony explained the unusual events that had forced a compromise solution to this year's gala, the results of which are displayed on the club web site. He said that this would not be allowed to occur again and apologised for any disappointment that may result from the late change. He emphasised that under the proposal to spread the gala over 2 normal weekly session may in fact give more children a chance to compete.
Tony T said it had been a difficult year as there is an acute shortage of teachers and helpers at some sessions so the children could not receive appropriate instruction on all occasions. He thanked Jo White and Carol Cook for the excellent contribution made during the year. Polo and Synchronised swimming were on the agenda for as many sessions as possible. The personal survival course would start in the weeks after the Gala, which although noisy was a very popular part of the annual program.

Treasurers report.
Chalkie presented the final audited accounts for the year ending 28th February 2010.
Cash in hand £3.97, Cash in Bank £3319.62, Cash in Building Society £10005.11. a total of £13328.70
This meant the club had an overall cash deficit for the year of £1180.71.
This figure is largely due to a decrease in average membership over the year compared to the previous year (116 down to 110)
However the cash surplus still compares reasonably well to previous years when in 2008 £13424.66, 2007 £13043.49, 2006 £10916.25.
At the moment there are 107 paying members but could be less due to other potential leavers.
However at current level of subscriptions, 107 members would provide an annual income of £11556. Our main area of expenditure, Pool Hire will probably be in excess of £9500/annum.
Other areas to note are that the cost of putting on the gala and presentation evening disco were covered by the income from these events in the form of raffle ticket sales, donations and sponsorship.
Other purchases and teaching costs were down while admin costs and the purchase of badges have risen.
Regarding the various ASA fees, there has been a substantial rise in the cost per member for Insurance, from £4.25 to £6.75.
The Southern ASA affiliation fee per member has stayed about the same.
It has been club practice in the past to charge an administration/joining fee for each new member. This is usually twice the amount charged by the ASA to cover insurance and membership. As a result we currently ask for an £8.50 joining fee per new member (being 2x£4.25)
I would recommend the AGM approve a rise in this joining fee to reflect this increase to £13.50 (2x £6.75) The club bears the cost thereafter.
This may also be a good time to consider raising the monthly subscription to £10 per member.
As an example this would produce say
110 members @ £9/month = £11880/year
110 members @£9.50/month = £12540/year
110 members @£10/month = £13200/year
(See the web site for a breakdown of accounts for the year ending 28th February 2010)

Small Pool Report
Sue Smith stated that this time last year saw the introduction of the new ASA Stages. It was evident part way through the year that the syllabus for Stage 4 was not suitable for the children to complete the new standards in the small pool. As a result and with much planning and reorganisation the decision was made to move the Stage 4 children to the main pool. Despite teething troubles I feel the children are becoming more efficient swimmers, in readiness to move up to the advanced stages. This of course made the numbers in the large pool large with less children in the 2nd group in the small pool. This has an advantage that they can be given more individual attention and reduces the bottle neck caused by moving them to the main pool.
Badge nights were held as well as the annual survival courses, which are always popular with the children. I am always amused by how much they remember, which of course is a good thing.
Carol Cook now works on the main pool coordinating the 7.30pm session. I also officially welcome Jo White who has joined us on the committee and is a regular helper poolside.
There is still quite a long waiting list for the small pool.
Can I just finish with a big thank you to everyone involved in running the club over the last year and giving their time freely to keep us a successful club. Don't forget if anyone has any concerns or problems to contact any one of us on a Thursday evening.

Main pool report.
Tony Taylor said he had been working with the Stage 4 children for about 3 months and admitted it was hard work because of the very mixed abilities of that group.
By the 8.15 group for levels 6, 7 & 8 it was easier as streaming could be accomplished with more emphasis on tweaking stroke technique.
The 9pm group are brilliant being prepared to give anything a go. As they did not take part in the survival course they were always more that willing to assist at the earlier sessions helping the less experiences members.
Tony said the Polo sessions were always popular and quite competitive at times. He thanked the two professional players that often come along to give advice and instruction.

Secretary's report.
There were 6 committee meetings held during the year with good attendance at most of them. There was 1 additional special meeting called poolside on 29th April to discuss the Gala.
I sent out thank you letters to the 3 retiring committee members after the last AGM, I also sent a letter and flowers to Debbie thanking her for her continued hospitality in the use of The Racing Greyhound for our meetings.
We welcomed Jo White onto the committee but were sorry to lose Emma Warren due to ill health.
It was proposed that the club hold a sponsored swim to raise money towards new Goal Nets for the Water Polo sessions and for a designated charity. It was agreed that the sponsored charity would be to help club member, Maria Steffanini with her project to travel with the Guides on an International Service Project in South Africa.
The sponsored swim took place recently with an amazing amount of lengths swum. Sponsor money is still coming in and to date we have received just over £230.
The committee and teachers met for a meal at Lesters on 20th October which made for a pleasant social evening.
Despite many approaches to parents we were not successful in finding a replacement for Chalkie as Treasurer.
It was discovered after contacting the ASA that virtually all the CRB certificates had expired. I achieved almost 100% completion of new applications which were duly sent off. It now transpires that from July there will be a new body administrating CRB checks for every organisation in the country with the records held in some central location and yes we will all have to apply again.
I thank Darren for his regular support and all the work he does to maintain club records. Between us we have managed to keep on top of ASA requirements and orders for Swimming gear stocks, ie trunks & T-Shirts. We won't mention Fins as their availability has mysteriously vanished off the face of the earth! I also thank Emma & Becki for their help at the desk most weeks.
I have produced notices for display both on the pool club notice board and at the desk on a regular basis thus keeping interested members informed as far as possible with what is going on.
I did indicate that I would not stand as Secretary at this AGM, but having received assurances relating to my original reason for this decision I am now prepared to offer my services should they be required.

As required by the constitution all officers and committee then stood down.
Only 2 nomination forms had been received both proposing the re election of the committee as was. All except Chalkie offered themselves as being prepared to serve another term of office.
Tony Taylor said he was prepared to be treasurer but of course would not be available as chairman. One of the invited guests,Tracey Gullick said she was prepared to take on the roll of treasurer. Tony T proposed and Chalkie seconded that Tracey be accepted. As with all the following proposals a unanimous acceptance was registered by the other members. Tony Taylor was proposed to continue as Chairman, Sue White in her absences was proposed to continue as Vice Chairman, Alan was proposed to continue as Secretary and Darren was proposed to take over the role of Vice Secretary.
The existing committee were re elected on bloc, Caroline Robinson, Jo Barker, & Chris Humphries offered their services and were duly elected to the committee.
Matters for discussion were then put before the new committee.
The gala and presentation evening had been well covered earlier in the evening and there were no further additions to this.
Increase in Joining fee. It was agreed that the new rate of £13.50 plus one months membership be implemented immediately for new members.
Increase in monthly membership fee. The new fee was set at £10 per month and would be introduced in October 2010.
Sponsored Swim This deemed to have been a success. Sponsor money was coming in and we had a further 2 weeks to evaluate a final total. Although the original proposal was to divide the sum raised between the chosen charity and the purchase of new Water Polo Goal nets it was felt that if a sufficiently substantial amount was not raised, all of it would be given to Maria and the club purchase the new goals from funds.
Training courses for Poolside helpers a course at a venue and times suitable to Jo White & Tony New was still being sought.
CRB checks Several forms had been returned for various reasons but it was felt that as such a major change was imminent there was little point in resubmitting them. All helpers would be required to apply again anyway under the new system when it starts in July.
Issue of Awards and badges. It was agreed that the issue of these awards at no cost to the achievers continue for at least another 12 months.
Any other business An e-mail had been received from Mr & Mrs Somers offering their assistance as Disability Officer, they have one child on the waiting list. It was suggested that I invite them to come along on a Thursday evening for a chat.
The next committee meeting will be on the 22nd June at 7.30pm at the Racing Greyhound.
There being no other business the meeting closed at 9.15pm