AGM 2009 is scheduled for Thursday Oct 15th, 2009 7:00pm at the soccer office.
These meeting minutes are not official until approved at the 2009 AGM
CUSC AGM
Date: October 16th, 2008
Time: 7:00 pm
Present: Peter McFarlane, Martin Fleming, Rob Mills, Annette Schneider, Christine Thomson, Tracy Atkinson, Aileen Kelly, Jerome Wihby, Peter Van Boxmeer, Darryl Beveridge, Tracy Tupker, Geoff Tupker, Kerri Parent, John Botelho, Don Evans, Susan Botelho, Dana Calder, Danielle Mottram, Kathy Bourbonnais, Peter Sammon, Sherri Banks, Vince Schneider, Kathie Ondercin, Anthony Griffiths, Hugh Dooley-Phillips, Shelly Matthews, Richard Baker, Steve Lewis, Jenn Field, Jocelyn Arnold, Scott Thomson, Graeme Buckrell, Scott Clair, Allan LaChance, Maxine Watt-Van Boxmeer, Andy Dunwoody, Frank Delisimonovic, Brad Hooper, Darren Ford, Charlotte Ratza-Squires, Sean Danaher, Seanagh MacDonald, Barry MacDonald, Josie Sammons, Melissa Mills, Rob Bramwell, Steven Sammons, Kevin Gosselin, Sean Lawes, Alex Aitken, Keith Currie, Colin Wills, Chris Bowins, Patty Mitchell
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Call to Order: Meeting called to order @ 7:15pm
Roll Call: Confirmation of roll call.
Welcoming Remarks – With the large number of people here I would hope that everyone is here to support soccer in the community. There have been people playing soccer in the community up until last night. This year the Collingwood Classic and the youth House league tournaments were a great success. We are aware going forward that there are things that will need to be changed.
A comment came from the floor thanking the current board for all their hard work and dedication.
Peter McFarlane introduced the current board to all parties present.
Confirmation of Notice – the notice of the AGM has been advertised on the website as well as in the parental newsletter and the local media.
Confirmation of Chair – this informs the attendee’s that as President Peter McFarlane, will assume the role of chairperson. There were no objections.
Approval of Agenda: For the CUSC AGM
Motion: To accept the agenda 1st Sherri Banks; 2nd Dana Calder
Discussion – the only comment was asking about a time frame to get to the voting. At this point there is idea as to how long it may take.
Motion – Passed
Treasurers Report – This year we have moved forward with our accounting and purchased the simply accounting program. There are a few areas that will need to change going forward. People are going to need to be more accountable. We currently have 47,974 in the bank and $50,000 divided into 3 GIC’s.
This year the house league registration fees were not quite up to budget. The fall league still coming in and the indoor league also needs to come in.
The Collingwood United invitational was a fantastic tournament. There were 81 teams that participated and it is expected to hit 100 teams next year. The town hit us with a very large user fee this year that was not expected.
For sponsorship there is still about 10-13,000 owing.
Camp - hoping to grow next year.
Fundraising – the Toronto FC tickets that were auctioned off online did very well.
Advertising – In the past we have mailed forms out to all participants. This was not done this year and was exchanged for more advertising.
Equipment – The club was not expecting to have to replace all the coaching bags this year.
Fines – there was a lot spent in fines. This included meetings that we were fined for not attending. At the current gas prices the fine is the same or cheaper than paying the gas mileage for a representative to attend these meetings.
Uniforms – we were over budget this year but there are full sets of uniforms ready for next year.
Outstanding expenses – There was a number of expenses from the end of the 2007 year that got carried over to this year. This accounted for approximately $50,000. There was $17,700 for adult and youth registration fees from the town, $2,900 for canopies for the tournaments, $5,000 for buses, $1,300 for rep trophies, $2,400 for rent, $4,400 for Huronia district registration fees, $2,500 in administration fees and $1,600 for coaches clinics. Last year the town bill and Sinton transportation came in late. For this year we do not have any large expenses that are expected to come in.
This year there is a loss of approximately $45,000 and $15,000 outstanding income still to come in. This is a total loss of $30,892 based on all income and expenses. The books have been reviewed. To have the books fully audited will cost approximately $2,000.
There is a concern that we are down $100,000 from this time last year, but we are not carrying any large expenses forward.
We are a not for profit organization and we would like to develop the sport of soccer in the community.
There was a comment from the floor regarding how we ensure that members stay within their set budgets. The simply accounting program has a very good break down of the expenses will make for an easier time budgeting next year.
There is a concern that the $20,000 that was spent on buses did not have the value with it. Others have commented that the buses are very valuable especially for long trips that have late start times.
There is a suggestion that we look at the GST program.
Scheduling book – As a cost cutting item it was suggested that the book could be eliminated. This would also be a time savings as well.
We always welcome suggestions that will help the club save money.
Fees – Last year the fees were raised as all members now get a full uniform. There was also a comment that not all players will need to be given a new ball. The players that will be playing in Simcoe County next year will experience a price increase to the level of the other rep teams. This will ensure that they are given a jersey and an alternate as well. They will be treated the same as all other rep teams.
We know that going forward we are going to be more fiscally responsible.
Uniforms – There was a question raised regarding the current contract with Umbro to supply the uniforms. It was thought that if we were to go with a different sponsor that we might be able to save more money. It is currently not known what the penalty would be if we were to break the contract with Umbro. When it was first looked at for the uniforms there were 5 quotes obtained. Umbro had the best offer.
Motion: To accept the budget; 1st Jenn Field; 2nd Sean Danaher
Discussion: None
Motion passed.
Motion: To appoint Gavallier and Company as the club auditors. 1st; Annette Schneider; 2nd Jenn Field.
Discussion: Annette is hoping to keep the books open for an additional two weeks to ensure that no extra expenses or income are missed. There was a question as to whether the audit was going to be for the next year or for this current year. The decision was that it was going to be for this year.
Motion: Passed.
Unfinished Business:
Sponsors – There was a comment from a sponsor present that they were not very happy with the logo positioning on the sleeves this year. This will be looked at next year as it also made it difficult for team photos. There was also a suggestion to have the logos placed on the back as they would be very visible there. The concern is that for team photos there would still be a major problem. Peter has guaranteed that next year the logos will be on the front of the jerseys
Executive: Currently we have 5 members of the executive and the current board passed a motion on December 3rd to have the executive elections bypassed for this year. This is for keeping consistency on the board. The current president and treasurer would remain in effect until 2010. We would like to have this ratified here at the AGM. There is a concern that this will be going against the constitution. A notice would need to be sent in two weeks prior to the AGM for this to take place. As chair, Peter was not able to make a motion.
Motion: To keep the current executive and not have the presidents and treasures position come up for election until 2010.
Discussion: This is in violation of our constitution and was not submitted two weeks prior to the AGM
Motion: As this was a change to our bylaws the motion is invalid.
Letter to membership. A letter from a member was read to the audience. This issue has been sent to Huronia District.
Motion: To have all executive members resign and stand for re-election if they choose. 1st: Geoff Tupker; 2nd John Botelho
Discussion: Peter McFarlane apologized and stated that the committee did not intend to target anyone. There has been a letter received from the district. This issue is still ongoing. The executive did make a mistake and actions are being taken to correct this and prevent any recurrences in the future. Tracy Atkinson (secretary) has been in contact with the district and will be attending the workshop on November 23rd for discipline. There was concern that the executive picked and choose which case to take action on. There were many other issues that although were not brought forward more publically were dealt with. A comment from the floor that this was one incident and the executive has admitted to making an error.
Motion: All executive members have declined resigning.
Motion: A discipline position to be placed on the board. 1st Geoff Tupker; 2nd Tracy Tupker.
Discussion: This has already been discussed and will be a valuable tool for the future.
Motion: Passed
Board – Peter would like to see the number of board members reduced. There are much larger clubs that have a smaller board. This would mean that there would be more work placed on the administrator. As the current constitution reads the number of board members can not be reduced and if a maximum number of 20 people wish to be a part of the board than that is what will be taken.
Break
Roll Call – Roll call was taken and confirmed with the list of people that signed in as they arrived. This confirms the number of people that will be voting. Ballots were distributed to all persons eligible to vote and confirmed if they were in possession of a valid proxy.
Election of Directors:
Ballots were submitted for names of individuals that would like to serve on the board for the 2009 soccer season. Due to a great turnout for the second time there were more ballots than there were open positions on the board. The positions of Secretary and both vice presidents were not up for election this year therefore they were automatically included in the new board. This would leave 17 spots open for the next board. The board positions belong to Vice president rep teams – Rob Mills, Vice president house league – Martin Fleming; Secretary – Tracy Atkinson
Recommendation: the representative from Huronia District has suggested that for continuity that only half the board would turn over each year.
Congratulations to the following new board members:
Peter McFarlane, Annette Schneider, Christine Thomson, Brad Hooper, Andy Dunwoody, Keith Currie, Allan LaChance, Darren Ford, Sean Danaher, Peter Van Boxmeer, Kevin Gosselin, Maxine Watt-Van Boxmeer, Patty Mitchell, Barry MacDonald, Sean Lawes, Darryl Beveridge, Melissa Mills
Motion: to destroy the ballots.1st Shelley Matthews, 2nd Keith Currie
Motion: Passed
Motion to adjourn – 9:05 pm
Next meeting –
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