Notice of Annual General Meeting of The Clontarf Golf and · PDF file · 2018-01-12Notice of Annual General Meeting of The Clontarf Golf and Bowling Club ... 8. To receive and adopt

Notice of Annual General Meeting of

The Clontarf Golf and Bowling Club

Dear Member, Please note that the Annual General Meeting of The Clontarf Golf and Bowling Club will be held in the Clubhouse on Friday, 26th January, 2018 at 7.30pm. Details of the Agenda for the Meeting, Notices of Motions duly lodged, Nominations for Committee and Trustee positions duly lodged, a Summary of the Audited Financial Statements, Financial Estimates and the draft 3-year rolling Financial Plan (encompassing the draft 3-year rolling Course Development Plan and draft 3-year rolling House Plan) are posted in the Members’ section of the Club’s website. Full details of the Audited Financial Statements, Club Treasurer’s Report, Annual Reports of Committees and Draft Minutes of the Annual General Meeting held on Friday 27th January 2017 and Special General Meeting held on 5th May 2017 are posted in the Members’ Section of the Club’s website and also available at Club Reception Desk on request. A copy of the Club Constitution, the Rules and Regulations of the Men’s, Ladies’ and Bowling Clubs are also available on request.

Seamus Smith __________________________

Seamus Smith Club Secretary, 11th January 2018

Annual General Meeting of

The Clontarf Golf and Bowling Club

Friday, 26th January 2018

AGENDA

1. Introductory Remarks

2. Reading of Notice convening the meeting

3. Adoption of Standing Orders

4. To consider and adopt the draft minutes of the Annual General Meeting held on

27th January 2017

5. To consider and adopt the draft minutes of the Special General Meeting held on 5th May 2017

6. To receive the following Annual Reports – the Management Committee Report, the

Course Report, the House & Social Report, and the Reports of the Men’s Ladies’ and Bowling Clubs

7. To receive and adopt the audited Financial Statements and the Club Treasurer’s

Report for the year ended 31st October 2017

8. To receive and adopt the Financial Estimates for the year ending 31st October 2018 and the draft 3-year Financial Plan for 2018 – 2020

9. To consider Notices of Motions duly lodged with the Club Secretary and posted on the Club Notice Board.

10. To elect Office Bearers

11. To elect Honorary Members

12. To appoint Auditors

13. Any other Business

THE CLONTARF GOLF AND BOWLING CLUB

Recommended Standing Orders for General Meetings (As referred to in Rule 26 of the Constitution)

1. The Conduct of Business

1.1. The Chairman of each General Meeting shall conduct the business of the meeting in accordance with the Constitution and these Standing Orders.

1.1.1. The ruling of the Chairman on procedure and all points of order shall be final. 1.1.2. All persons present shall accept his/her rulings and cease speaking at his/her request. 1.1.3. Any person present and entitled to speak may raise a point of Order. 1.1.4. The Chairman shall decide same before proceeding with the business. 1.1.5. If the Chairman rises to speak, all other Members shall be seated immediately. 1.1.6. The Chairman shall have the right to require any person who is causing a disturbance or is generally

disrupting the proceedings of any meeting, to leave and to adjourn the business of the meeting until the person does so.

1.1.7. Each speaker shall stand when speaking and address his/her remarks to the Chairman. 1.1.8. When speaking to a Motion, each speaker shall confine his/her remarks to the Motion under

discussion. Otherwise the Chairman shall rule him/her out of order and refuse to hear him/her further.

1.1.9. Each person entitled to be present and speak shall be allowed to speak once only on each Motion under discussion for 3 minutes, unless, under the direction of the Chairman in reply to a specific question, when he/she shall confine his/her remarks in reply to that question.

1.1.10. The proposer of a Motion shall be afforded an opportunity to speak for a maximum of 10 minutes in favour of the Motion. 1.1.11. The Chairman, at his/her discretion, may allow the proposer to speak for a longer period. 1.1.12. The proposer of a Motion shall be allowed 3 minutes to reply to any points raised in the course of the general discussion of the Motion. Such reply shall be made immediately after all other persons have spoken in accordance with this Order. 1.1.13. The Chairman, without further delay, shall then put the Motion to the Meeting. 1.1.14. Notwithstanding what is stated above, the Chairman may, at his/her discretion, allow an Officer of

the Club or other Member presenting a report to reply to any points raised in debate arising out of such report.

1.1.15. Unless otherwise provided for in the Club’s Constitution, all decisions shall be by simple majority of those present and with voting rights. 1.1.16. In the case of an equality of voting on any question, whether on a show of hands or as a result of

secret ballot, the Chairman shall have a deliberative vote and a casting vote.

2. The Handling of Motions and Amendments

2.1. Motions and Amendments must be submitted in accordance with the provisions of these Standing Orders. 2.1.1. A first Motion or Proposal shall be called ‘the original Motion’, and having been duly proposed and seconded

shall be discussed by the Meeting. 2.1.2. Any counter proposals shall be called ‘Amendments’ and shall be duly proposed and seconded and shall be discussed together with the original Motion. 2.1.3. Any number of Amendments (except a direct negative) may be introduced to the original Motion and the

Chairman shall first put the last Amendment in point of time to the Meeting for a decision, and if then passed the amended original Motion shall be put to the Meeting for confirmation in place of the original Motion, and if passed shall become a duly passed Motion of the Meeting, and the original Motion and the other Amendments shall not be proceeded with.

2.1.4. If the last Amendment in point of time is rejected by the Meeting, the second last Amendment shall then be put to the Meeting and disposed of in the same manner as the last Amendment. If that Amendment is rejected by the meeting, the remaining Amendments shall be dealt with in reverse order in a similar manner until either an Amendment to the original Motion is accepted or all of the Amendments in question have been rejected. If all Amendments are rejected the original Motion shall then be put to the Meeting, and if accepted, shall become a duly

passed Motion. 2.1.5. No further discussion on any Motion shall be allowed after the Meeting has given its decision on that Motion. 2.1.6. A mover of an Amendment to a Motion shall not have a right of reply. A Member may only propose one Amendment. 2.1.7. The Chairman shall not accept an Amendment to a Motion to alter the Rules of these Orders unless the

Amendment is of a minor nature that does not conflict with the sense and meaning of the Motion. 2.1.8. No Motion or Amendment, which has been accepted by the Chairman, shall be withdrawn without the consent

of the majority of those present at the Meeting and entitled to vote.

MOTIONS

Motion 1 (2/3 majority required)

Proposed by: Peter Fagan Seconded by: Seamus Smith Add new Rule 35.11.4 to the Club Constitution to read:

“On the recommendation of the Men’s or Ladies’ Junior Convenor and the Club Professional, the Management Committee may upgrade a Probationary Junior Member to the category of Junior Member prior to the completion of his/ her period of Probationary Junior Membership.”

Motion 2 (2/3 majority required)

Proposed by: Turlough Considine Seconded by: Peter Fagan In Rule 40 of the Club Constitution (Annual Subscriptions and Levies) amend as follows:

Current wording Proposed wording

40.2.5 The annual subscription for Five-Day Members shall be 62% of that determined for Ordinary Members.

40.2.5 The annual subscription for Five-Day Members shall be 65% of that determined for Ordinary Members.

40.2.6 The annual subscription for Clerical Five-Day Members shall be 42% of that determined for Ordinary Members.

40.2.6 The annual subscription for Clerical Five-Day Members shall be 45% of that determined for Ordinary Members.

40.2.7 The annual subscription for Retired Five-Day Members to whom Rule 35.7.3.1 applies shall be 38% of that determined for Ordinary Members.



40.2.8 The annual subscription for Retired Five-Day Members to whom Rule 35.7.3.2 applies shall be 52.5% of that determined for Ordinary Members.

40.2.10 The annual subscription for Lady Members shall be 52% of that determined for Ordinary Members.

40.2.10 The annual subscription for Lady Members shall be 55% of that determined for Ordinary Members.

40.2.11 The annual subscription for Retired Lady Members to whom Rule 35.8.3.1 applies shall be 32% of that determined for Ordinary Members.




Motion 3 (Simple majority required)

Proposed by: Turlough Considine Seconded by: Peter Fagan That, until otherwise determined at an Annual General Meeting of the Club,

the Annual Subscription for Junior Members be set at 12.5% of the Annual Subscription for Ordinary Members, and

the Annual Subscription for Bowling Members be set at 25% of the Annual Subscription for Ordinary Members, and

the Annual Subscription for Intermediate Bowling Members be set at 50% of the Annual Subscription for Bowling Members, and

the Annual Subscription for Junior Bowling Members be set at 50% of the Annual Subscription for Bowling Members.

Note that this motion merely confirms the existing percentages that applied in 2016/2017.

Motion 4 (Simple majority required)

Proposed by: Turlough Considine Seconded by: Peter Fagan That for the year ended 31st October 2018, the annual subscription for Ordinary Members shall be a core subscription of €1,370 plus a Bar Credit Levy of €200 or, alternatively if an individual Ordinary Member so elects, a core subscription of €1,370 plus a convertible amount of €80.

On the assumption that Motions 2, 3 and 4 are passed as proposed, the subscriptions payable in 2017/2018 by the Members in the various categories will be as follows:-

Option 1: Pay the Bar Credit Levy

Option 2: Pay the Convertible Amount

Membership Category

% of Ordinary Subscription (unless otherwise stated)

Core Sub

Bar Credit Levy

Total amount

Core Sub

Conver-tible

amount

Total amount

€ € €

€ € €

Ordinary 100% 1,370 200 1,570 1,370 80 1,450

Ordinary Retired 62% 850 120 970 850 50 900

Ordinary Retired (2) 75% 1,028 120 1,148 1,028 60 1,088

Five-Day 65% 891 120 1,011 891 52 943

Five-Day Retired 43% 589 120 709 589 34 623

Five-Day Retired (2) 52.5% 719 120 839 719 42 761

Five-Day Clerical 45% 617 120 737 617 36 653

Lady 55% 754 120 874 754 44 798

Lady Retired 37% 507 120 627 507 30 537

Lady Retired (2) 45% 617 120 737 617 36 653

Ordinary Country 50% 685 120 805 685 40 725

Five-Day Country 50% of Five-Day 445 120 565 445 26 471

Lady Country 50% of Lady 377 120 497 377 22 399

Inter Country 50% of Inter 274 120 394 274 16 290

Intermediate 40% 548 120 668 548 32 580

Intermediate Student 25% 343 120 463 343 20 363

Junior 12.5% 171 0 171 171 0 171

Clubhouse 15% 206 *130 336 206 *130 336

Clubhouse Retired 60% of Clubhouse 123 *130 253 123 *130 253

Clubhouse Retired (2) 75% of Clubhouse 154 *130 284 154 *130 284

Bowling 25% 343 120 463 343 20 363

Bowling Retired 60% of Bowling 206 120 326 206 12 218

Bowling Retired (2) 75% of Bowling 257 120 377 257 15 272

Intermediate Bowl 50% of Bowling 171 120 291 171 10 181

Junior Bowling 15% of Bowling 51 0 51 51 0 51

Golf/Bowling 15% of Bowling 51 0 51 51 0 51

Life Honorary Ord. 25% 343 120 463 343 20 363

Life Honorary 5-Day 25% of Five-Day 223 120 343 223 13 236

Life Honorary Lady 25% of Lady 187 120 307

187 11 198

Life Honorary Bowl 25% of Bowling 86 120 206 86 5 91

Life Honorary Clubhouse

25% of Clubhouse 51 *130 181 *130 181

Life Honorary (non golf or bowls)

0

0

0

0

0

0

0

Bar Credit Levy / Convertible Amount Ordinary Members may pay the Bar Credit Levy of €200 (Option 1) or alternatively pay a Convertible Amount of €80 (Option 2) in addition to the core subscription.

All other Members (other than Juniors, Clubhouse, Golf/Bowlers and Life Honorary {non golf or bowls}) may pay a Bar Credit Levy of €120 (Option 1) or alternatively pay a pro rata Convertible Amount (Option 2) in addition to the core subscription. The pro rata Convertible Amount is calculated by reference to the core subscription payable by each membership category; expressing that core subscription as a percentage of the core subscription payable by an Ordinary Member; and then applying that percentage to the Convertible Amount of €80. Bar and Catering Credits (Clubhouse Members only): *€130 – Clubhouse Members (all categories) are required to purchase a Bar and Catering Credit of €130.

Committee & Other Nominations The following valid nominations have been received by the due date and time:

Nomination for Management Committee

Position Nominee Proposed by Seconded by Club Treasurer Fergus Murphy Anthony Fitzgerald Gerry O’Sullivan

Other Nominations

Position Nominee Proposed by Seconded by Trustee Siobhan Fallon Mary Coffey Dolores Farrell

Non-gender positions

DRAFT Minutes of Annual General Meeting held on Friday, 27th January 2017

Attendance: 203 as per the signed record.

1. Introductory Remarks:

The President, S. Carroll, opened the 104th A.G.M. of the Club at 7.35pm He then advised those present of some

housekeeping matters. All in attendance then stood for one minute’s silence in memory of deceased Members.

The Chairman also advised the meeting that another motion had been added to the list of motions for discussion, and

this motion was displayed on the overhead screen as Motion No. 10.

2. Notice Convening the Meeting:

The Chairman sought and was granted approval to take the Notice Convening the Meeting as read.

3. Adoption of Standing Orders:

The draft Standing Orders, which were distributed in advance, were, with the approval of the Meeting, taken as read.

On the proposal of J. Higgins, seconded by B. Curran, these Standing Orders were adopted by the Meeting.

3.1 Items for A.O.B. Those present were invited to put forward any items they wished to raise under A.O.B. and J.

O’Connell indicated her wish to raise the matter of the high number of Ordinary Lady Members reverting to Five-Day

category.

4. Draft Minutes of the Annual General Meeting held on 29 January 2016:

The Chairman received approval for the draft minutes to be taken as read. As there were no comments or amendments

in relation to last year’s A.G.M. draft minutes they were put to the Meeting for adoption on the proposal of D. Killen,

seconded by J. McMahon, and formally approved. They were then signed by the President.

5. Annual Reports of Committees:

The various Annual Committee Reports, having been previously displayed on the Club’s notice board and available on

the Club’s website, were, with the approval of the meeting, taken as read.

At this stage, the Chairman of the meeting presented the six reports to the Members present for information purposes

and then called upon the Chairman of Management, P. Fagan, to speak in relation to his report. The Chairman of

Management outlined the main topics of his report:

Membership: He advised that the amended Constitution is nearing completion and that an SGM should be called

within the next few months to discuss and vote on it. He said he recognised that he has been repeating the same

message for the last three years in that the trend of Ordinary Members transferring to the Five-Day category continues

and that Ordinary membership is 9% down and is impacting on income and the running of the Club. He highlighted

the fact that 58% of our members are now over 60 years of age.

He noted that costs are rising with the changed accounting policy relating to VAT. Insurance increased by 16% in

2016 and we face a near 40% increase this year and Dublin City Council is seeking a 25% increase in rent. He

advised that the Management Committee has been working very hard looking at various models for financing the Club

and stated that it’s an issue we must face at this A.G.M. and hence the reason for the proposed motions, as we must

have everyone contributing something.

Course: He referred to the changes made on the 13th hole at the start of the season and expressed the belief they have

greatly alleviated the difficulties previously identified. He stated that the course had improved over the season and that

the investment in a semi-rough cutting mower has provided greater definition.

House: He reported that the house was externally painted during the year and new security external cameras were

added and that the Photo Gallery of winning teams, housed in the TV room, was a great source of interest.

Clanmoyle Road Flood Alleviation Scheme: He noted that the Club had engaged with DCC in mediation in recent

weeks and that the job is practically complete except for a few outstanding items that will be addressed in the coming

weeks.

He thanked the outgoing members of the Management Committee and wished Anna and Arthur good health and

happiness in their imminent retirements.

As there were no comments or questions on the reports for Course, House, Men’s Club, Ladies’ Club or Bowling

Club, the Chairman thanked the authors of the six reports.

6. Club Treasurer’s Report, Financial Statements, Financial Summary and Financial Estimates for 2017:

As these had been previously displayed on the Club’s notice board and available on the Club’s website and posted out

to members (Financial Summary and Financial Estimates), approval was obtained from the meeting to take them as

read.

The Club Treasurer, T. Considine, then made a presentation of the Financial Statements for the year ended 31st

October 2016 and drew the attention of the Members to some of the key issues. He highlighted the following points in

the Financial Statements:

It was identified at the 2016 AGM that Total Income, after Operating Expenditure, had become insufficient to

fund the level of Capital Expenditure required to maintain the current standard of the overall Club facilities.

The Budget for 2016 was prepared on the basis to breakeven in terms of cash spend in the year, and that

measures to address the financial needs of the Club for the coming years would be developed and brought

forward to the next AGM.

In 2016 the budgeted outcome was achieved. Total Income was €1,246k v Budget of €1,210k, with Operating

Expenses at €1,130k v Budget of €1,106k, and Capital Expenditure was €110k v Budget of €103k.

Overall this yielded a Cash Surplus of €6k against a Budget of €1k in the year.

Influencing factors in the year were;

- Subscription Income, at €1,000k in 2016, has fallen steadily since 2012 €1,052k, and now appears to have

stabilised. It is accepted, however, that there is no capacity to grow membership numbers further at this

time, evidenced by timesheet pressures and the time needed to play a round.

- Green Fee Income, at €58k in 2016, grew €6k in the year. Measures to grow the income are being pursued

actively to get back to pre-Wad project levels, i.e. €69k in 2012.

- Competitions and Sponsorships Income, while flat in the year at €35k, is a key source of income and

appreciation of sponsors support was expressed.

- Entrance Fee Income, at €124k in 2016, (up on €72k in 2015), has fallen from the levels enjoyed 2003 to

2012 which averaged €290k pa / totalling €2.9m in the period. This is the key influencer on the Club’s

shortfall in Income now being experienced.

Demand so far this year is significantly down on 2016. Income in 2017 is estimated at €75k, and may well

prove to be a challenge to achieve.

- Operating Expenses at €1,130k in 2016 have been tightly controlled/reduced for over 8 years from

€1,168k in 2008 which in reality has been the result of efficiencies and savings achieved during the

period.

- Capital Expenditure, at €110k in 2016 is below the level needed to maintain the standards of the Club.

The Balance Sheet may be considered strong, with good reserves and no borrowings. Cash at bank and in

hand at €506k in 2016 is marginally up from €487k in 2015. Creditors’ liability at €203k in 2016 and is well

covered by Cash. A Cash Reserves policy governs €340k of the €506k balance in 2016, with €125k to cover

future Wad flood events, and €215k to fund any other major unforeseen costs. The policy is due for review in

2017.

Under questions or comments on the Financial Statement for 2016, D. Gilroy referred to the Club Lotto Income, €4k

in 2016, and how it used to be the case that lotto income was used to fund specific projects, such as, audio system

replacement or ball washers and bins for the course. He felt that members were more favourably disposed to support

the Lotto where they see it supporting a particular project. He also referred to the cash reserve policy as noted in 1(h)

page 4 of the published accounts and suggested that enhancements to the course should be regarded as development

and paid for out of this fund. He mentioned that course directional signs or the enhancement of the stone-bed at the 6th

green, by using coloured stone, could be considered.

As there were no further comments or questions, the Financial Statements 2016 were adopted.

Estimates 2017: The Club Treasurer noted that there were a number of membership issues that needed to be

addressed.

The number of Ordinary Members has dropped by 9% over the last four years, but has now stabilised. Pressure for

playing time on weekends, with tight capacity issues on timesheets, indicates there is no ability to increase Ordinary

membership numbers. Few Five-day are transferring to Ordinary membership.

Subscriptions Income therefore will not grow organically.

Entrance Fee income will remain flat as is being experienced this year. This is, in part, driven by lifestyle and financial

demands on under 40’s, and is evidenced in the aging profile of the Club’s adult playing membership. Currently there

are only 20% of our members aged from 20-49, 21% aged from 50-59, with a majority of 59% in the age bracket of

60->80+. Over 80% of Total Incomes come from Subscriptions and there is little scope to seriously increase other

income sources

-Green Fee business, although rising back to pre-Wad Project level, is facing severe competition from commercial

clubs

-Entrance Fee Income has fallen significantly from pre-2012 levels. Competition in the market is showing that this

source of Income is likely to remain static, at best, for years to come.

-Costs Inflation is now becoming evident. For instance, Insurance will increase 38% this year, while DCC are seeking

a 25% increase in Rent. Overall, in 2017 an increase of €41k in Operating Costs to €1,171k is estimated.

-Capital Expenditure required for the coming 5 years has been calculated at €155k p.a. on average. This

amount is purely for renewals and replacements that will arise, and does not include funding for any facility

improving projects, or out of course costs that might arise. The necessary planned renewals for 2017 total

€141k.

In summary, the Estimates for 2017 are showing a cash deficit of (€103k) in the year. Projections for the following 4

years 2018-2021 also show that this level of annual Cash deficit will continue, without an increase in the annual

Subscription.

The level of annual cash deficit now arising, estimated at €103k 2017, is not bridgeable with normal Subscription

increases as heretofore, and can only be achieved by a rebalancing of the Subscription charge to all categories of

membership. This is proposed in the motions before the AGM to follow.

It is proposed to increase the Subscription to Ordinary Members by €50, with rebalancing of the charging rate to other

categories of membership, followed by a pro rata application of the €50 increase to each category.

Should the proposals be accepted by the members an additional c€70k will be generated, which is approximately

twice the amount that would be achieved without rebalancing the categories.

A shortfall of €33k will still arise in the year, to be funded exceptionally from the current cash funds on hand

€506k. Measures to fully balance the Income/Cost gap will be explored in the year for next year’s AGM.

It was noted that the current funding problem would have come to the fore earlier but for the exceptional funds

received in relation to the Wad project.

In closing his presentation, the Club Treasurer set out his key messages for 2017 as follows:

Inflation will continue to add to our cost base

We must attract new members to maintain our current numbers, ideally in the 20-39 age bracket

Capital Estimates are based on having the additional projected income c €70k and part use of deposit funds of

c €33k

Under current method of charging subscriptions a reasonable increase in the subscription of €50, will not

generate, on its own, sufficient additional income to meet the Cub’s current and future needs

The load has to be more equitably shared.

He then requested comments or questions from the floor on the Financial Estimates for 2016/2017.

Questions and comments from the floor concerned; (a) J. Hynes suggested that it might be reckless of the meeting to

approve the budget estimates before seeing how the proposed motions go. (b) A. Magill asked if a breakdown was

available for competition fees and sponsorship and what % goes back in prizes and how were we going to generate

extra competition fees. He also felt that photographic costs of €3k incurred were excessive in light of the current

income gap, and he also queried why the cost of covering the snooker tables at €2k are in the estimates when the work

is complete.

In response, the Chairman advised that the Estimates are for consideration and not approval. The Club Treasurer said

he agreed to some extent with J. Hynes’ suggestion, in as far as, in the same way we restricted Capital Spend in 2016

to the level of funds that were generated in the year, ‘we may have to cut our cloth again to its measure in 2017’.

In relation to the question on Competition Fees he said he hadn’t got specific figures available but following a

benchmarking exercise in early 2016 it was determined that the competition fees charged were less than that of other

clubs, and some rebalancing was then undertaken. In addition there is a broad agreement across both the Mens and

Ladies Clubs as to the level of payback of the competition entry fees by way of prizes.

At previous AGM’s the idea of having a photo gallery of winning teams was discussed and sentiment was favourable

to displaying the team photos. The display has been very professionally completed and well commented on.

The snooker tables were in need of recovering, and had to be completed for the interclub competition season now

commencing.

There were no further questions from the floor on the Financial Estimates for 2017. The Chairman thanked the Club

Treasurer for presenting the Financial Estimates for the consideration of the meeting and for all his work during the

year.

7. Notices of Motion:

The Chairman announced that in order to assist with the voting counts 4 enumerators have been nominated: P. Vather,

T. Sheridan, J. McGuinness & G. Gallagher

Motion No. 1 (2/3 majority req’d)

Proposed by: Peter Fagan Seconded by: Denis Lynch


24.4.

The Annual General Meeting of the Bowling Club shall

be held not later than the 31st October of each year.

24.4.

The Annual General Meeting of the Bowling Club, save in

exceptional circumstances, shall be held on the Friday of

the second full week in January of each year.

P. Fagan explained that the purpose of the motion was simply to bring the timing of the Bowling Club AGM in line

with those of the Golf Club. The motion was put to the meeting and was carried.

Motion No. 2 (simple majority req’d)

Proposed by: Turlough Considine Seconded by: Peter Fagan

“That the additional annual subscription for Golf/Bowling Members shall be reduced from €97 to €50 (15% of

Bowling Subscription).”

T. Considine outlined that the purpose of the motion was to encourage more golfers to play bowls following up on the

success of the Bowling Club in recruiting new members last year. D. Synnott queried the reasoning of reducing the

sub for some while increasing it for Ordinary Members by €50. The motion was put to the meeting and was carried.


In introducing the motion, the Chairman declared as it may be perceived as a potentially divisive issue, although he

hoped and expected that it would not be, that voting on the motion would be by secret ballot.

He proposed that as both Motion 3 and Motion 4 were interlinked that they may be discussed together although voted

on separately.


In Rule 34 (Annual Subscriptions and Levies) insert four new sub-clauses as follows:

34.2.15.

The annual subscription for Life Honorary Ordinary Members shall be 25% of that determined for Ordinary Members.

34.2.16.

The annual subscription for Life Honorary Five-Day Members shall be 25% of that determined for Five-Day

Members.

34.2.17.

The annual subscription for Life Honorary Lady Members shall be 25% of that determined for Lady Members.

34.2.18.

The annual subscription for Life Honorary Bowling Members shall be 25% of that determined for Bowling Members.

Existing sub-clauses 34.2.15. to 34.2.18 shall be re-numbered accordingly.

Motion No. 4 (2/3 majority req’d) (voted on before Motion No. 3)



34.4.

Life Honorary Members and Honorary Members

shall be exempt from payment of the annual

subscriptions.

34.4.

Life Honorary Members who do not play golf or

bowls and Honorary Members shall be exempt

from payment of the annual subscriptions.

After T. Considine had read the motions No. 3 and No. 4 and stated that as his earlier presentation had highlighted the

case for introducing the motions that the Chairman of Management would speak to the motions.

P. Fagan then seconded the motions. The Chairman advised that an amendment had been submitted, for clarification

purposes, by E. O Dulainn and M. Kelly which involved, inserting the words, other than those referred to in Clause

34.4, after the word Members, in each of the 4 sections of Motion No.3.

The Chairman of Management then outlined the reasons for the proposals:

He started his presentation by posing the question, how do we survive as a Club? He noted that the demographics have

changed and the way we do business must change. He referred to an overhead chart which showed our membership

costs, including the new proposed costs, compared favourably against our neighbouring clubs of Malahide, Forrest

Little and St. Anne’s. Based on our current baseline income, which is static, and our baseline costs of €640k

(excluding staff payroll) he suggested our subscription model is unsustainable. He stated that our course standard of

presentation is defined by staffing levels and that we have managed to maintain our level at 7 men for the summer

season and five for off season which is lower than five neighbouring clubs surveyed. He highlighted that 58% of our

membership are over 60 years of age, 18% are over 75 years of age, Ordinary Membership has reduced by 9% since

2012 and 9% of members are currently subscription free. In closing his presentation he stated that subscription levels

have not increased since 2009 and without change we are facing annual deficits in excess of €100k for the next five

years.

E. O Dulainn and M. Kelly formally proposed and seconded the amendment to motion No. 3.

Following a lengthy discussion with contributions from; M. Hughes, D. Gilleece, C. O’Rourke, D. Gilroy (who also

provided the Chairman with a written amendment to the motion), T. Cameron, A. Magill, D. Killen, J. Clancy, B.

Curran, M. Murphy, N. Clancy, M. Geoghegan, J. McGuinness, M. J. Kelly, A. Woods, and finally P. Fagan and T.

Considine replying as proposers, the Chairman then stated that as motion No. 3 and No. 4 were interlinked and that he

was going with a vote for Motion No. 4 first, which he then put to the meeting and it was carried on a show of hands.

He then read the written amendment to Motion No.3 (as shown below), proposed by D. Gilroy and seconded by N.

Gilroy and put it before the meeting and it was defeated by a big majority.

PROPOSED AMENDMENT OF MOTION NO. 3

That Motion No. 3 be amended as indicated by the bold underlined text below:

“In Rule 34 (Annual Subscriptions and Levies) insert five new sub-clauses as follows:

34.2.15

The annual subscription for Life Honorary Ordinary Members who play in weekend competitions shall be the same

as that determined for Clubhouse Members.

34.2.16

The annual subscription for Life Honorary Ordinary Members who play outside weekend competitions shall be

50% of that determined for Clubhouse Members.

34.2.17

The annual subscription for Life Honorary Five-Day Members shall be 40% of that determined for Clubhouse

Members.

34.2.18

The annual subscription for Life Honorary Lady Members shall be 30% of that determined for Clubhouse Members.

34.2.19

The annual subscription for Life Honorary Bowling Members shall be 25% of that determined for Clubhouse

Members.

Existing sub-clauses 34.2.15 to 34.2.18 shall be re-numbered accordingly.”

Proposed by: Dermot Gilroy Seconded by: Noel Gilroy

Explanatory Note:

The annual subscription for Clubhouse Members currently stands at €194 and if Motion 9 is passed this will rise to €201. If the

above amendments to Motion 3 are passed, the amounts to be paid by Life Honorary Ordinary Members who play in weekend

competitions would be the same as the Clubhouse Member rate and would therefore be either €194 or €201, depending on

whether the increase in subs being sought in Motion 9 are approved, instead of the €355 being asked for under the Management

Committee’s proposals.

The amounts payable by Life Honorary Ordinary Members who play outside weekend competitions, Life Honorary Five-Day

Members, Life Honorary Lady Members and Life Honorary Bowling Members would be 50%, 40%, 30% or 25% respectively of

the above Clubhouse Member rate as indicated in the previous paragraph.

The first amendment proposed by E O Dulainn and seconded by M. Kelly was put to the meeting and was carried.

The Chairman then put the amended original Motion No.3 before the meeting, by way of a secret ballot, which was

overseen by Captain J. McMahon.

While awaiting the result of the secret ballot for Motion No. 3 the meeting continued with Motions No’s. 5, 7 & 10.



‘That the annual subscription for Junior Members be reduced from 15% to 12.5% of Ordinary Membership

subscription; Junior Bowling Members to remain at 15% of Bowling Membership subscription and Intermediate

Bowling Members to remain at 50% of Bowling Membership subscription.’ (Sub-Clause 34.2.10.)

Without discussion from the floor Motion No. 5 was proposed and seconded, put to the meeting and was carried by a

big majority.

Motion No.7 (2/3 majority req’d)



11.9.1.

Intermediate Membership shall be open to Junior

Members of the Club who have reached the age of

18 years. Such membership may continue until the

31st October of the year following their 29th birthday

when they may offer themselves for election as

Ordinary or Five-Day Members, as appropriate.

11.9.1.

Intermediate Membership shall be open to Junior

Members of the Club who have reached the age of

18 years. Such membership may continue until the

31st October of the year following their 29th birthday

when they may offer themselves for election as

Ordinary or Five-Day Members, as appropriate.

Intermediate Membership shall also be open to

applicants, in addition to Junior Members of the

Club, who have reached the age of 18 years, and

subject to a maximum number as decided by the

Management Committee. Such membership may

continue until the 31st October of the year following

their 29th birthday when they may offer themselves

for election as Ordinary or Five-Day Members.

Such applicants shall be subject to an Entrance Fee

as decided by the Management Committee in

accordance with sub-clause 19.2.13.


big majority.


Proposed by: J. Sheridan Seconded by: M. Melligan

‘Smoking on the patio and the steps coming into the golf club, including their immediate areas, will not be permitted’.

In proposing the motion J. Sheridan, member of the Men’s Club Committee with responsibility for House matters,

outlined the reasons for bringing the motion including, interference with people having meals on the patio, smoke

coming back into lounge when patio doors are open in the summer months and the problem with groups of people

smoking in the porch at the entrance, when the smoking shelter is only a few yards away.

G. Gibbons in response stated that he understood the issues but sought definition on “immediate areas”.

M. Tyndall stated that in law, smoking should not take place within two metres of the clubhouse, while A. Cullen

suggested a total ban except in the smoking shelter.

J. Sheridan advised that the area in front of the ‘old pro-shop’ and the smoking shelter should be used for smoking and

that all the steps at clubhouse entrances should be non-smoking areas.

The motion was put to the meeting and was carried by a big majority.

Motion No. 3. RESULT: Following the completion of the secret ballot count, the Chairman announced at this stage

to the meeting that motion no. 3 is carried by 150 votes to 50.



In Rule 34 (Annual Subscriptions and Levies) amend sub-clauses as follows:


34.2.5.1.

The annual subscription for Retired Ordinary Members to

whom sub sub-clause 11.5.2.1 applies shall be 60% of

that determined for Ordinary Members.

34.2.5.1.

The annual subscription for Retired Ordinary Members to



34.2.2.

The annual subscription for Five-Day Members shall

be 60% of that determined for Ordinary Members.

34.2.2.

The annual subscription for Five-Day Members shall

be 62% of that determined for Ordinary Members.

34.2.3

The annual subscription for Clerical Five-Day

Members shall be 40% of that determined for Ordinary

Members.

34.2.3

The annual subscription for Clerical Five-Day

Members shall be 42% of that determined for Ordinary

Members.

34.2.6.1.

The annual subscription for Retired Five-Day

Members to whom sub sub-clause 11.8.3.1 applies

shall be 36% of that determined for Ordinary

Members.

34.2.6.1.




Members.

34.2.6.2.




Members.

34.2.6.2.




Members.

34.2.4.

The annual subscription for Lady Members shall be

50% of that determined for Ordinary Members.

34.2.4.

The annual subscription for Lady Members shall be

52% of that determined for Ordinary Members.

34.2.7.1.

The annual subscription for Retired Lady Members to



34.2.7.1.




34.2.7.2


whom sub sub-clause 11.7.3.2 applies shall be 37.5%

of that determined for Ordinary Members.

34.2.7.2




34.2.9.

The annual subscription for Intermediate Members

shall be as follows.

In the case of Intermediate Members who are not

students in full-time education, the annual subscription

34.2.9.

The annual subscription for Intermediate Members

shall be as follows.

In the case of Intermediate Members who are not

students in full-time education, the annual subscription


Members; and in the case of Intermediate Members

who are students in full-time education, the annual

subscription shall be 35% of that determined for

Ordinary Members and such subscription shall

continue to be applied to them until 31st October of the

year following their 26th birthday, provided they are

still students in full-time education.


Members; and in the case of Intermediate Members

who are students in full-time education, the annual

subscription shall be 25% of that determined for

Ordinary Members and such subscription shall

continue to be applied to them until 31st October of

the year following their 26th birthday, provided they

are still students in full-time education.


big majority.



‘That the annual Bar Credit be increased from €150 to €200 for Ordinary Members and pro-rata for other categories of

Membership. That the convertible amount be increased from €60 to €80 for Ordinary Members not wishing to take up

the Bar Credit option and pro-rata for other categories of Membership.’

The Chairman advised that an enabling amendment for clarification has been proposed by E. O Dulainn and seconded

by M. Kelly. The amendment concerns the first part of the proposed Motion which deals with the bar credit. If the

proposed amendment was inserted the first part of the proposed Motion would read: That the annual bar credit be

increased from €150 to €200 for Ordinary Members and from €90 to €120 for all other categories except Juniors.

The amendment will not change the bar credit figures given in Motion 9. It just clarifies that they are not pro rata for

other categories of Membership.

E. O Dulainn and M. Kelly formally proposed and seconded the amendment.

The amendment was then passed and without further discussion the amended original motion was put to the meeting

and was carried by a big majority.



‘That the annual subscription for year ended 31st October 2017 shall be as follows:

Category of Membership 2015/2016

Subscription

2016/2017 Proposed

Subscription

Proposed % of

Ordinary

Membership Fee

Without

Bar

Credit

With Bar

Credit

Without

Bar

Credit

With Bar

Credit

Ordinary 1,350 1,440 1,420 1,540 100%

Ordinary Retired 810 864 880 950 62%

Ordinary Retired (2) 1,013 1,058 1,065 1,125 75%

Five-Day 810 864 880 950 62%

Five-Day Retired 486 554 540 630 38%

Five-Day Retired (2) 608 671 667 749 47%

Five-Day Clerical 540 606 596 682 42%

Lady 675 735 738 816 52%

Lady Retired 405 477 454 548 32%

Lady Retired (2) 506 573 568 656 40%

Country 675 735 710 790 50%

Intermediate 675 735 568 656 40%

Intermediate Student 473 542 355 455 25%

Junior 194 194 168 168 12.5%

Clubhouse 194* 324 201* 331 15%

Clubhouse Retired 116* 246 121* 251 60% of Clubhouse

Clubhouse Retired (2) 146* 276 151* 281 75% of Clubhouse

Bowling 338 413 355 455 25%

Bowling Retired 203 284 213 321 15%

Bowling Retired (2) 253 332 266 371 18.75%

Bar Credits:

Ordinary Member not wishing to take up the Bar Credit option shall pay the €80 convertible amount which is

included in the above Proposed Subscription for 2016/2017 (i.e. Member pays €1,420).

Ordinary Member may pay an additional €120 and receive a Bar Credit of €200 (i.e. Member pays €1,540).

All other categories pay the pro-rata rates with the exception of Juniors.

Ordinary Retired Member not wishing to take up the Bar Credit option shall pay the €50 convertible amount

which is included in the above Proposed Subscription for 2016/2017 (i.e. Member pays €880).

Ordinary Retired Member may pay an additional €70 and receive a Bar Credit of €120, (i.e. Member pays €950).

*Exclusive of €130 compulsory Bar and Catering Credit


big majority.

8. Election of Office Bearers

The President complimented the outgoing Captain, I. Maguire and Lady Captain, M. Quinn on a wonderful year in

which they represented the Club with great dignity, sportsmanship and commitment. He introduced the incoming

Captains, J. McMahon and D. Farrell and he wished them both well. The new Captains then joined the top table.

The following candidate for the position of House Officer was nominated unopposed and was declared elected:

Nominee Proposed by Seconded by

D. Dalton J. McMahon D. Farrell

The Chairman noted that there were two Trustee positions to be filled this year as both M. Geoghegan and B. Curran

are required by the constitution to step down having served their full five-year terms as Trustees with great diligence

and dedication. On behalf of the members he wished them a happy retirement from office.

The following candidates for the positions of Trustee were nominated unopposed and was declared elected:


E. O Dulainn S. Carroll M. Tyndall

G. Brosnan S. Carroll M. Tyndall

The following candidate for the position of Vice-President was nominated unopposed and was declared elected:


T. Cooke M. Tyndall S. Carroll

The Vice-President T. Cooke responded with a short speech.

The outgoing President then said a few words of thanks to the members and wished both the incoming President and

Vice-President every success during the next two years. He then introduced M. Tyndall as President and presented

him with his blazer and pin. After a short speech by M. Tyndall he presented the outgoing President with some

mementos of office and then took over in the chair and proceeded with the election of Honorary Members.

9. Election of Honorary Members:

The following Honorary Members were elected on the nomination of the President:

The Most Rev. Diarmuid Martin, Archbishop of Dublin and Primate of Ireland

The Most Rev. Michael Jackson, Archbishop of Dublin and Bishop of Glendalough

Intermediate Bowling 169 252 178 288 50% of Bowling

Junior Bowling 48 48 50 50 15% of Bowling

Life Honorary Ordinary 0 0 355 455 25% of Ordinary

Life Honorary Five-Day 0 0 220 327 25% of Five-Day

Life Honorary Lady 0 0 185 294 25% of Lady

Life Honorary Bowling 0 0 89 204 25% of Bowling

Life Honorary (non-golf or bowls) 0 0 0 0 0

The Venerable David Pierpoint, Church of Ireland Archdeacon of Dublin; and

Mr. Padraig Harrington, Professional Golfer.

10. Appointment of Auditors:

FMB Chartered Accountants were appointed as auditors on the proposal of T. Considine and seconded by P. Fagan.

11. Any Other Business:

J. O’Connell asked for the Management Committee to put in place plans to examine the many issues that are driving

Ordinary Lady members to revert to 5-Day membership and noted a drop of 20% since 2012 while the number of 5-

Day Lady members had increased by 50%.

She pointed out some of the implications including; the impact it has on the decision making process given that 5-Day

members have a sizeable majority over Ordinary Lady members, causing more members of the Ladies’ Club to

consider the logic of continuing as Ordinary members as well as the loss of revenue to the Club of over €500 when an

Ordinary Member reverts to 5-day membership.

She requested the Management Committee to give all these matters active consideration leading to a resolution of this

ongoing and growing problem for Ordinary Lady members.

The Chairman of Management noted the concerns raised by the speaker, and advised that membership issues are

always under review and that the issues raised by her will be taken on board by the Management Committee.

The President, in closing the meeting at 10.51p.m., thanked the members for their contributions and wished them well

For the coming year.

------------------------------

Michael Tyndall,

President Date:

Draft Minutes of the Special General Meeting held on Friday, 5th May 2017 Attendance: 37 as per the signed record.

1 Introductory Remarks: The President, Michael Tyndall opened the meeting at 8.00pm which was adjourned from Friday 28th April 2017 because a quorum was not present. It was noted that at the appointed time for this meeting (7.30pm) a quorum was not present, and in accordance with Sub-Clause 25.12.1. of the Club Constitution the meeting commenced at 8.00pm with those present constituting a quorum for the purpose of considering and otherwise dealing with the business set out in convening the meeting. 2 Notice convening the Meeting: The Notice convening the Meeting was taken as read. 3 Standing Orders: In Part 2 of the Standing Orders (the Handling of Motions and Amendments) it was agreed unanimously to adopt parts 2.1.1, 2.1.2, 2.1.5, 2.1.6, 2.17 and 2.1.8 and amend parts 2.1.3 and 2.1.4 for this Meeting as follows: Part 2.1.3: Any number of amendments (except a direct negative) may be introduced to the original Motion and the Chairman shall put each Amendment in the sequence in which it has been proposed to the Meeting for a decision. Part 2.1.4: The original Motion as amended by all Amendments which have been passed by the Meeting shall become the amended Motion and shall be put to the Meeting for confirmation in place of the original Motion, and if passed shall become a duly passed Motion of the Meeting and the original motion shall not be proceeded with. If the original Motion as amended by all Amendments which have been passed by the Meeting is not passed, the original Motion without any Amendments shall be put to the Meeting for confirmation and if passed shall become a duly passed Motion of the Meeting. 4 Notices of Motion: Motion 1: “That the Chairperson of this meeting be and is hereby instructed that, in the matter of Motion no. 2, no amendment thereto (other than a mere clerical amendment to correct a manifest error) may be considered or voted upon.” The Motion was withdrawn. Motion 2: Proposed by the Management Committee, it was agreed unanimously to adopt the revised Club Constitution with the following amendments included: Proposed by: Frank Maguire Seconded by Tommy Cooke:- Rule 14.12.1.14: The last two words (i.e. “for information”) be deleted and be replaced by “for its approval”. Rule 14.13.1.6: The last 35 words (i.e. “as well as the preparation of a draft 3-year Rolling Course Development Plan for consideration by the Management Committee with a view to their presentation to the Annual General Meeting of the Club for information”) be deleted and be replaced by:

“as well as the preparation of a draft 3-year Rolling Course Development Plan for approval by the Management Committee with a view to its presentation to the Annual General Meeting of the Club for its consideration”. Rule 14.14.1.6: The last 34 words (i.e. “as well as the preparation of a draft 3-year Rolling House Plan for consideration by the Management Committee with a view to their presentation to the Annual General Meeting of the Club for information”) be deleted and be replaced by: “as well as the preparation of a draft 3-year Rolling House Plan for approval by the Management Committee with a view to its presentation to the Annual General Meeting of the Club for its consideration”. Rule 28.1 : The second sentence (i.e. “A Special General Meeting of the Club shall be convened if at least 10% of the authorised Ordinary Membership requisition such a Meeting in writing to the Club Secretary.”) be amended to read as follows: “A Special General Meeting of the Club shall be convened if at least 10% of the Ordinary Membership as at the end of the most recent financial year requisition such a Meeting in writing to the Club Secretary.” Rule 29.32: The third sentence (i.e. “The proposer and seconder shall each have at least 10 years Ordinary Membership of the Club, subject to Rule 2.9.”) be amended to read as follows: “The proposer and seconder shall each have a combined aggregate of at least 10 years membership between Ordinary, Lady and Five-Day Membership (a maximum of 5 years Five-Day Membership may be taken into consideration for the purposes of making up the combined aggregate of 10 years).” Proposed by Gilbert Brosnan Seconded by Michael Geoghegan:- “That the words ‘on or before 28th April 2017’ be deleted from Rules 35.6.3.6, 35.7.4.4, 35.8.4.4 and 35.12.4.4. Proposed by Michael Geoghegan Seconded by Martin Kelly:- Rule 14.5: Amend to read: “The schedule for retirement of Chairman, Club Secretary and Club Treasurer shall be organised, as far as possible, so that only one of these positions is vacated in any one year. In situations where any two of these Officers vacate their position in any one year, the Management Committee may, in the interest of maintaining continuity, propose the extension of the tenure of one of the two Officers concerned for a further year subject to that Officer’s agreement and approval of the Members at the Club’s Annual General Meeting.” Before closing the Meeting at 8.25pm, the Chairman paid special thanks to the Constitution sub-committee comprising Dermot Gilroy (chair), Andy Cullen, Frank Maguire, Jennifer O’Connell and Seamus Smith for the great amount of work and research by them over the past two years in preparing the revised Constitution. Signed: _______________________ Michael Tyndall, President

Documents

Notice of Annual General Meeting of The Clontarf Golf and · PDF file · 2018-01-12Notice of Annual General Meeting of The Clontarf Golf and Bowling Club ... 8. To receive and adopt