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General Information & AGM minutes for 2011

Warren & Hilliard League

Minutes of the Annual General Meeting held on Saturday 8th October 2011 at Kingswood Golf & Country Club.
 
Present:         Colin Griffith    - Chairman of the meeting
                     Richard Carr    - Vice Captain
                     Geoff Hubbard  - Vice Captain
 
The meeting was attended by another 23 members from Banstead Downs, Betchworth Park, Chipstead, Coombe Wood, Coulsdon Court, RAC, Effingham, Kingswood, Leatherhead, Redhill & Reigate, Reigate Heath, Shirley Park and Wimbledon Park.
There were no representatives (or they just did not sign the attendance book) from Croham Hurst,Cuddington, Purley Downs or Woodcote Park.
 
Item 1 - Notice calling the meeting. Colin confirmed the notice was sent to all SWL/HL league members on 22nd August 2011.
 
Item 2 - Apologies for Absence. Colin reported that no apologies had been received.
 
Item 3 - Minutes of the last AGM. Colin confirmed that these had been posted on the WL website on 15/10/2010 and were still displayed there.
 
Item 4 - Matters arising from last years AGM not covered by other items on the agenda. It was agreed that the 2012 dinner seating plan would seat everyone with who they played with rather than with members of their own club. Secondly it was agreed that we would show on the website examples of the courtesy shots to save any confusion. Colin reported that both of these points had been addressed.  
 
Item 5 - Accounts for 2010/2011. A statement of the accounts was available for each attendee at the meeting. Colin ran through the numbers indicating that income was very similar to last year from subscriptions (unchanged) and dinner income being very slightly down. Expenditure was also very similar with dinner costs and engraving charges lower but a slight increase was reported on expenditure for prizes. Overall we had made a loss of £13.44 on the year and our total balance of monies held at HSBC was now £ 1,707.48. This is a very healthy state of affairs and it was agreed the subscription level would remain unchanged.
 
Item 6 - Competition results. Although they would be announced over diner it was agreed they would be listed in the AGM minutes and are as follows:
 
Warren league final: Won by Leatherhead who beat Wimbledon Park -- 3 matches to 2.
 
Hilliard league final: Won by Wimbledon Park who beat Leatherhead -- 2 matches to 1.
 
Warren league plate:  Won by Woodcote Park with 48 points. Second Shirley Park with 46 points. Wooden Spoon was won by Chipstead with 33 points.
 
Hilliard league plate:  Won by RAC (on a count back) from Leatherhead both with 44 points. Wooden Spoon was won by Coulsdon Court with 30 points.
 
Item 7 -- Administration issues.  In general this was much better in 2011, correct tees being used, result reporting much quicker tha last year and normally by both sides as requested. However one problem that happened on a number of occasions was that the two completing clubs had different times of matches or even days they were due to be played on which had lead to a number of problems. Accordingly the WL Captain and Vice Captains had met and suggested a new rule to overcome this issue which had been sent to all member clubs along with the notice of the AGM in August for them to fully consider before the AGM. The proposal was:
 
From 2012 onwards all clubs must send in writing a list of all their WL and HL fixtures (this should include the date, opponents, venue and time of match) for that year to  the WL Captain by the last day of February latest. The details of all matches will be listed on the WL website and it will be the responsibility of all organizers to check all these details and report any dicrepancies.
 
In addition if clubs are unable to agree the result of a match they must refer the matter to the WL Captain immediately.
 
This proposal was agreed by the meeting and will be added to the WL and HL rules for 2012.
 
Item 8 - Any Other Business. Three items were discussed under AOB, being:
 
a/ Should there be a limit on the number of times any member could represent his club during the year?
After considerable discussion it was agreed that in the Warren league no member (including the club organizer) could play in more than 4 of the 8 matches during the year. It was also agreed that this new rule did not apply to the Hilliard league because there were more problems fielding teams.
 
b/ How should the composition of the leagues be determined every two years?
After considerable discussion it was agreed that the WL Captain should switch 3 teams only between the two Warren and Hilliard leagues every two years. He should also take account of who had played each other historically with the objective that over time every club plays the other 17 clubs both home and away.
 
The rules of the WL league will be amended to take account of these two points prior the 2012 season.
 
c/ Should Juniors be allowed to play in Warren and Hilliard league matches?
Although all clubs strongly supported their Junior sections it was agreed that they could not play in Warren League matches -- one reason being fast changing handicaps at that age. However by the time they got down to a handicap of 12 or lower their handicaps were much more stable. The other important issue was who would be responsible for looking after the junior during matches (especially away games) and the possible need for CRB and other checks being in place. It was agreed that the Captain and Vice Captains would consider the matter further and report back with a recommendation.
 
Item 9 - Date of the next meeting. This would be held at Kingswood Golf & Country Club on Saturday 13th October 2012.

Colin Griffith

Warren League Captain

21/10/2011