Oxfordshire Foursomes League

Minutes of Annual General Meeting

Held 21st November 2011 at Frilford Heath Golf Club

Meeting Chaired by John Summers

Item	Notes	Action By	Action Due
1.0	Clubs Attending & Apologies
1.1	The Following Clubs were in attendance at the meeting  Badgemore Park, Bicester, Buckingham, Burford, Carswell,  Chipping Norton, Drayton Park, Ellesborough, Feldon Valley, Frilford Heath, Hadden Hill, Magnolia,  North Oxford, Oxford City, The Oxfordshire, Studley Wood, Tadmarton Heat, Waterstock and Witney Lakes	N/A	N/A
1.2	The following clubs were not in attendance and had apologised for not attending  Chiltern Forest	N/A	N/A
2.0	Secretary’s Report
2.1	Kirtlington withdrew from the league before the start of the season which resulted in clubs had been asked to vote of how to reformat the league for the 2012 season, which resulted in the decision to go to 3 leagues of 7 clubs each at that time.    After the season had started Shrivenham Park also announced their withdrawal from the league as a result this year Section 4 only had 3 teams competing. With the winner being promoted to Section 2 and the other 2 clubs moving into Section 3 which will now have 6 teams rather than 7 for 2012.	N/A	Closed
2.2	During the season Carswell had received a penalty of 4 points in line with League Rule 8 for unnecessary postponement of a fixture. Owing to an administration error between Feldon Valley & Witney Lakes they had to play there final match on 12th Nov, after the normal season ended.  There were 6 late results received during the year. This was 2 up on last year, but none of which resulted in any penalties under the league rules.
2.3	There was one “Hole In One” noted on the results sheets during the 2011 season. Jason Kerrison from Ellesborough on the 10th hole at Bicester	N/A	N/A
2.4	The 2011 League champions were Section 1 – Burford                         Section 2 – Ellesborough    Section 3 – Oxford City                  Section 4 – Chilton Forest	N/A	N/A
2.5	Oxford City and Tadmarton Heath were thanked for hosting the semi finals of the KO Cup as was Burford for hosting the final between Feldon Valley & the Winners Tadmarton Heath.	N/A	N/A
2.6	The Presentation dinner for 2011 had been held at Studley Wood. Discussion on 2012 arrangements would be held as a separate item later on in the meeting.	N/A	N/A
2.7	Shrivenham Park had applied to rejoin the league for 2012 as they are confident in being able to raise a team. The league accepted them back for 2012	N/A	N/A
2.8	Rye Hill had also applied in last week to rejoin the league. However, the application was received after the application deadline for the 2012 season and the league were asked to consider the application. Before asking for a vote it was pointed out that if accepted into the league for 2012 in the current 3 section format that this would mean one section having 8 teams resulting in the need to play 14 league matches in the season for the section. The alternative if the application was accepted was to move back to 4 sections 2 with 6 teams and 2 with just 5. After discussion the league were asked to consider the application which was rejected but an invite to play in the 2012 Knock-Out would be maid and they would be considered as first applicants if any team pull out of league, or league re-structure back to 4 divisions it other clubs express interest.	SJ	31/12/11
2.8	Steve advised that a technical problem with web service provider had resulted in the disabling of the password logon function. Steve would be looking to get this up and running again over the winter. As result new ID’s & passwords may be issued. Steve would email clubs with update on this.	SJ	31/1/12
2.9	In concluding Steve’s report the clubs who had not yet done so were asked to register their 2011 club contacts via the electronic form available from the results page of the website by 31st December 2010.	ALL	31/12/11
3.0	Treasurers Report
3.1	Copies of the leagues income and expenditure were circulated showing an end of season balance of £2847.58 up £257.76 on the year.	SH	Closed
3.2	Simon proposed that league membership fees for the 2012 season would remain at £50 with a volunteer £10 entry fee for the KO club per club. Simon also proposed as has been tradition in past years that the league funds the cost the Guest Speaker and the cost of the dinner to the amount of £5 a head for the first 10 heads per club.	ALL	Closed
3.3	The clubs were asked to vote on accepting the accounts as made available and the fees proposed for 2012 voted in favour of this.	N/A	N/A
3.4	Invoices would be emailed out to league reps in December or January 2011	SH/SJ	31/1/12
4.0	League Sponsorship
4.1	John believed confirmed Shaw Gibbs have agreed to continue their sponsorship into the 2011 season.	N/A	N/A
5.0	Rules and Proposed Rule Changes
5.1	No Rule changes had been proposed prior to, or at the AGM, so the 2012 Season rules will be as 2011. SJ will update on the website to confirm this.	SJ	31/12/11
6.0	League Dinner
6.1	The following offers for the presentation dinner were tabled for consideration  Venue Cost for Dinner Optional Cost for Golf Chipping Norton £16 £9 Drayton Park £22.50 £7.50 Frilford Heath £19.95 £20 Magnolia Park £20 £5 The Oxfordshire £25 £30 Whitney Lakes £18 £15	N/A	N/A
6.2	It was agreed that Stephen would email clubs with details and that each club would discuss internally their 1,2 3 preference and the location decided on an alternative voting system over the next few weeks.	ALL	6/12/11
6.3	If was agreed that the club who won out on the vote would coordinate the numbers of attendees, although as in previous years numbers will need to be submitted via a link on the website by the Sunday evening before the event. Clubs were asked to also confirm via that link if they were not able to attend.	ALL	Closed
6.4	SH confirmed that as in past years the first 10 places per team would receive a £5 a head subsidy.	ALL	Closed
6.5	Entertainment was discussed and given the good state of the league funds it was agreed that up to £1000 would be spent on a speaker for the 2012 presentation dinner	SH/JS	Closed
7.0	Formation of Committee for 2012
7.1	John Summers was at the end of his 3rd year of his 3 year appointment as league Chairman. John confirmed he was willing to continue and was elected to the for a further 3 year term.	N/A	N/A
7.2	Simon Hopkins was at the end of his 3rd year of his 3 year appointment as league Treasurer. Simon confirmed he was willing to continue and was elected to the for a further 3 year term.	N/A	N/A
7.3	Steve Jackson was at the end of his 1st year of his 3 year appointment as league secretary and would continue for a further 2 years.	N/A	N/A
7.4	John asked for volunteers to act as section reps. The following appointments were confirmed. Section 1 Co-ordinator – Dan Knight Section 2 Co-ordinator – Adam Wade Section 3 Co-ordinator – Shaun Smith	ALL	Closed
8.0	Any Other Business
8.1	John asked the each section winners and the KO winners to confirm the names to him of their respective 2010 by the end of January so they could be announced at the presentation dinner. These clubs were reminded that they will be presented 10 individual trophies with additional trophies available at cost.	Burford Ellesborough Oxford City Chiltern Forest Tadmarton Heath	31/12/11
8.2	John thanked  Tadmarton Heath, Chipping Norton, Buckingham, Hazlemere and Frilford Heath for returning the league trophies & KO Cup at the AGM	N/A	N/A
8.3	The date for the 2011 KO final was set for Saturday 3rd November 2012. Again the final to be held on neutral venue and Buckingham, Feldon Valley and Oxford Golf Club indicated that were willing to act as the neutral venue.  The final selection will be based on who plays in the final and SJ asked that the clubs who were willing to have the final reserve tee times accordingly.	Buckingham Feldon Valley Oxford Golf	Closed
8.4	The first round draw would be published in 1st Week of April following receipt of all subscriptions and the volunteer entry fee for the KO.	JS/SJ	6/4/12
8.5	There being no other business SJ confirmed the  last day of the 2012 season would be Saturday 27th October 2012. As in past years all clubs will be asked to play there final match by way of blind draw. John/Simon proceeded to draw these matches and the meeting closed and clubs arranged their 2012 fixtures and return their completed fixture forms to Steve before departure	All	Closed