Donabate Portrane Tennis Club Annual General Meeting 21 November, 2016
Agenda 1. Minutes of the prior AGM and matters arising 2. Chairperson’s Report 3. Secretary’s Report 4. Treasurer’s Report and Annual Accounts 5. Budget and Plan for Succeeding Year 6. Ratification of Proposed Constitution Updates 7. Management Committee Elections 8. AOB
Main Events since Nov 2015 AGM Appointment of Project Manager/Technical Supervisor Planning Permission Completion of Memorandum of Agreement with DGC Completion of Lease Agreement with DGC Registering of Lease Agreement Completion of Tender Documents Confirmation of award of Sports Capital funding for DPTC DPTC Brochure Awarding of the Contract to Emerald Turning of the First Sod 18-May-16
Main Events since Nov 2015 AGM (cont.) Completion of Courts 8-July-16 Summer Tennis Camps 18-July-16 Open Day 24-July -16 Court Booking System Adult Coaching and Friday Night Social Tennis Summer Music and Dance Night 13-Aug-16 Installation of Floodlights Pathway to courts Round Robins Entry into Winter League
DPTC Subcommittees 2016 Junior Captains Club Development Membership Fundraising and Social Corporate Sponsorship Grants Facilities Recruitment
Membership Update Current Membership Key focus for next year – retention and expansion Membership No. No. of No. of Type Adults Children To date total number of members 63 65 is 323 10 yr. Family 32 Our target for year 1 is 100 2 0 10 yr. Adult 2 families and 50 adults Family 40 80 77 Promotional Activities Adult 21 21 0 Supervalu Stand Junior 11 0 11 “Try Tennis” Event Special 6 month Offer Senior 3 3 0 PRO/Marketing Role Student 1 1 0 Member introduce a member Total 110 170 153
Junior Development 153 Juniors Summer Camps/Mid-term camps Social Tennis for 9y.o.+ Junior Coaching Parent and Child Coaching Junior Competitions Junior Captains Child Protection Future plans: Competitions Round Robins Leagues participation Working with Schools
Captains’ Update 170 Adult members Captains Committee Social Tennis Friday Night Ladies’ Tuesday Morning Men’s Social Tennis Evening Round Robin Competition Dublin Lawn Tennis Council Leagues Adult Coaching Cava Christmas – December 9th, 8:30 pm
Treasurer’s Update – 2015 Financial Year 2015 concluded with funds of € 34,710 and owing € 2,898. 1/1/2015 To 31/12/2015 2015 Income Fundraising 4,098 Grants Received 500 Total Income 4,598 Running Expenses Professional Fees 516 Miscellaneous 120 Bank Charges 20 Total Expenses 656 Other Income Interest Income 11 Total Other Income 11 Income less Expenses 3,953
Treasurer’s Update – 2016 Financial Year Construction of Courts & Other Income and Expenses Income € Construction Costs € Running Expenses € 217,440 247,508 6,155 Continuous Development of Club Facilities Security System Fence for Access path Club Signage Viewing Cabin Seating/Storage WC Facilities at Courts Build Courts 5 & 6 Bike Rack
Our Sponsors The Club are very grateful to all our Sponsors Court Sponsors Other Sponsors
Constitution Update Original constitution drafted for Limited Company in 2014 2016 Updates include: Simplification and alignment to Companies Act 2014 Revenue Specific requirements to reflect not-for-profit nature of the Club (inc. Audit requirement) Inclusion of Child Protection Statement Process for establishing Rules and Regulations Management Committee elections Role and Powers of the Management Committee Updated Draft is available on Club’s website: http://donabatetennis.com/about-us-2/agm/2016-agm/
Management Committee Elections Chairperson Secretary Treasurer Ladies' Captain Men's Captain Public Relations Officer/Marketing Coordinator Child Protection Officer Junior Coordinator Club Development Coordinator Facilities Coordinator and Golf Club Liaison Minutes Secretary Membership Secretary Fundraising and Social Coordinator Other roles required (subcommittees): Second Child Protection Officer Communications coordinator (Website/Facebook updates) Graphic Designer
AOB
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