Gloucester Ski Club

 

Annual General Meeting – 7 May 2006

 

Apologies:

 

Mr & Mrs Goddard

Mr & Mrs Hatcher

Mr & Mrs Wyer

Mr & Mrs Straw

Mr & Mrs Stewart

Di Haines

Isobel Tustin

Dill Vernon

Jon Brough Snr

 

Previous Minutes

 

Unfortunately these were not available, but those that attended last year confirmed that the main issue was to elect new club committee officials; discuss membership cost (which has now increased to £3.00 per session) and thank the retiring committee/officials for all their hard work during their term

 

Chairman’s Report – Kevin Garraway

 

  • Transitional year with many changes
  • The club membership has grown
  • The club has attracted 2 further quality coaches and have recently have been contacted by 2 other coaches offering their services to the club
  • Snowsport England have revamped the administration requirements of English clubs, taking up a tremendous amount of David Tustin’s time – many thanks for David’s hard work.
  • 2 committee members are leaving – Di Haines and StJohn Milton – wish to thank them both for their input
  • The club ran a successful summer camp and intend running another camp this year, probably the week beginning 14 August 2006 – further details to follow.
  • Good summer race league, with over 30 racers – intend entering 3 teams this year – full details can be found on the website.
  • Both snow and dry slope circuit results have been very good
  • The club has been running adult training sessions once a month which are proving popular.
  • The club has just concluded the Winter Race League – thank you to all those that helped in particular, Paul Williams, Mark Linley and Steve Dannatt.  Special thanks to Steve Whittaker, SkiWest for sponsoring the event.

 

 

Coaches Report – Hedley Bevis

 

  • Thanks to the committee for their support during the year
  • Just completed a good winter season.
  • Thanks to Austin, Ian and Karl for ‘holding the forte’ in the UK whilst many of the club members/racing were racing/coaching in France.
  • Angela Hiller has recently returned from a winter season coaching in Canada.  Successfully completing her level 2.  Pleased to have her back, but would not be surprised if she if off again next winter season.
  • Alice Williams and Tash Linley spent considerable time with the British Ski Academy and were joined by Lucy and Flora Peel a little later.
  • Ian was asked by the Dragon’s ski club to assist their coaching team in Puy St Vincent, which proved successful, joining myself and 9 other club members.
  • In total 14 club members took part in the English and British Championships – an excellent endorsement to Gloucester Ski Club.
  • Congratulations to Flora Peel who return from both championships with medals.
  • Congratulations also to Lucy Peel  and Tash Linley for being select to take part in the British Children team trails.
  • The plastic races are underway, with the first being held in Chatham – a number of good results there also.
  • Thanks to Steve Whittaker for the gillets, available to registered races promoting Gloucester Ski Race Squad – presenting a professional image.

 

 

Treasurers Report

 

  • With the membership increasing and the slightly increased training session fee the club books remain healthy.  Noting that the club national is of particular benefit to the club’s finances.
  • A number of new purchases have been made – poles and camera – poles are a large but essential expense for the club.
  • For historic reasons the club has 2 bank accounts – suggested that the dormant account is closed as it serves no purpose.

 

 

 

  • Currently many members pay the training fees bi-monthly, which adds to the club’s administration and obviously, can affect cashflow – suggested that the committee should consider the fees being paid in cash at each session attended.
  • Request that the future AGM’s are held in the second week of May to allow more time to collate the financial date necessary – Chairman, acknowledge this.

 

 

Membership secretary/Administrative officers report

 

1.1. Membership at December 31st 2004 was 147 members on the books of which 74 were adult and 73 junior categories for the purpose of Snowsport Insurance.

 

1.1.1. Of this 147, 15 adults and 4 juniors did not rejoin

 

1.2. After last years AGM we moved the date of rejoining to window between October 1st and December 1st, which meant that at December 31st 2005 we had on the books 128 fully paid up members.

 

1.2.1. This meant that we paid Insurance to Snowsport for 128 registered members and claimed back from Snowsport a difference between 147 and 128 of 19 members that had not rejoined of £57.60.

 

1.2.2. This means that GSC has had to pay Snowsport England a sum of £456.80 for Insurance and registration since we have only paid for those who were members for the year 2006, on December 31st 2005. Where as last year we paid over £600, since we paid for all on the books at December 31st, because fees were not paid until January 31st.

 

 

2.1. Membership as of May 7th 2006 stands at 170 paid up members, of which 67 are adults and 86 are juniors for the purpose of Snowsport Insurance.

 

2.1.1. We have therefore through our publicity and other efforts made up the deficit in numbers, and this will be adjusted as of December 31st 2006 when we need to pay our Snowsport Insurance.

 

2.3. On the carry over from last years membership we have had 12 adults and 18 juniors who did not rejoin, but neither have we paid any insurance monies out on them, unlike in previous years.

 

 

3.1. Trial sessions have proved popular, we have used over 45 application forms for the trial session insurance cover since January 1st, what we have not been able to do is to turn all of these into full memberships.

 

 

 

 

3.2. The new web site has proved popular in attracting members to the club. The website links to me have worked well, and has enabled me to link in with the coaches to arrange proper trial sessions, and to advise potential members of what we do and expect.

 

3.2.1. I have put together an Internet pack that I can send out to potential members when an enquiry is made. This is much easier than dealing with queries on the phone since often it ids a child that rings and just asks if they can come and ski.

 

3.2.2. It would therefore be helpful if a membership enquiry is made to anyone in the club that the enquiry could be directed to me or the website links as this is much the easier method of dealing with recruitment.

 

 

4.1. Snowsport England imposed various requirements upon us last year n order to maintain our insurance.

 

4.2. These requirements have made it necessary to impose a charge for the trail sessions, and for potential members to fill in the application form, so that these persons can be recognised as temporary legal members of the club.

 

4.2.1. This was because our coaches can now only work, under our insurance policy, with bone-fide members of the Club.

 

4.2.2. This charge has been set at £5 and the membership forms have been amended to take account of this. It is made up of £2 Insurance and £3 Coaches fees. This charge is deducted from their first annual fee if they decide to join the Club.

 

4.5. In order that coaches and other officials know who is a bone-fide member, membership cards which are issued to all members upon payment of their annual fee.

 

 

5.1. Further changes to our insurance took effect in January 2005.

 

5.2. Snowsport England required us to appoint a Child Welfare Officer. I was that person and have received appropriate training from Snowsport England, and have been acting fully as Child Welfare Officer since November 2005.

 

5.3. Our Child Protection Policy has been published in line with Snowsport England requirements, as have all the pro-formas for coaches, adult helpers and reporting instances of Child Abuse.

 

5.3.1. As required by Snowsport England this information has been published in the public domain on our Website.

 

5.3. As a consequence of this legislation we have been required to keep a register of Coaches and Trainers Paper work, which I hold.

 

5.3.1. We have been required to carry out Fully Enhanced CRB’s on all coaches and persons working with the members under the age of 18.

 

5.3.2. I can now report that all of our coaches now have Fully Enhanced CRB’s, and that their paperwork is in line with Snowsport England requirements.

 

 

6.1. Further changes which have been implemented because of advice from Snowsport England.

 

6.2. All application forms now carry declarations for Photography, Child Protection and Safety. It is now mandatory that these be signed as required before a prospective member is accepted into the club.

 

6.2.1. This information is collected via the membership form and is kept on the Clubs Computer database.

 

6.2.2. Any bone-fide member of the club can ask to see the data that is held on them.

 

 

7.1. We have also implemented a system to allow volunteer staff to work on the slope as gate judges etc, but not require a full CRB Check.

 

7.1.2. This is the Volunteers Declaration Form and is a self-declaration form that is completed and held by The Child Welfare Officer.

 

7.2. Since the coaches are very busy on the slope on training nights we have made use of volunteer help by training up several parents as First Aiders. So that we now have a cohort of First Aiders, who are not coaches.

 

7.3. We need more volunteers so if anyone is interested in signing a Self Declaration Form please just ask for a form.

 

 

8.1. Organisation of membership and the changes required by Snowsport and the insurers have made, together with the training for and the introduction and immediate implementation of the Child Welfare Policy has made this last year particularly hard work, especially when paperwork is returned in an incomplete manner.

 

8.1.2. Can I remind all adults that if they are making application for a junior membership the first part of the form is for a responsible adult to fill in NOT THE JUNIOR MEMBER.

 

8.1.3. It would also be very helpful if members could keep the information up to date so if for instance members register with Snowsport ***** they give me a copy of their registration number etc, since this then helps the coaches in team maintenance etc.

 

8.1.4. Also if address, phone numbers or e-mails are changed or amended it would be very helpful to know.

 

 

9.1. Finally, I have enjoyed managing the Club Data Base, setting up the Child Welfare protocols and policies, but if anyone else wants to have a go they are welcome, otherwise I am very willing to continue for another period of time.

 

 

Election of Officers

 

  • John Hallett proposed by Ross Lambden as the new Treasurer and seconded by Kevin Garraway – all agreed.
  • Alison Peel, Secretary, would like to step down, but as no one came forward to take over the role will continue.
  • Mark Linley stepped down from the committee mid term.
  • All other officers and committee members globally reappointed by AGM.
  • No new committee members stepped forward, but should anyone wish to join the committee at a later date please contact the Secretary, Alison Peel via the website
  • Ross Peacock, Ross Lambden and Lorraine Garraway will work together to collect the training fees at each session.

 

 

2006/07 committee

 

Chairman:                              Kevin Garraway

Treasurer:                              John Hallett

Secretary:                              Alison Peel

Administrative Officer:          David Tustin

Committee members:          Steve Dannatt

                                                Lorraine Garraway

                                                Ross Lambden

                                                Ross Peacock

                                                Isobel Tustin

                                                Dill Vernon

                                                Steve Whittaker

 

Club National/Inter Regional Race

 

  • Kevin Garraway advised that David Manns is organising the events and is looking for about 30 volunteers to assist with gate judging, bib issue, timing etc.  David will be at the club on 11 May 2006.