International Club of Estepona

The "ICE" Club

A Social and Cultural Club for English Speaking People.

 

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ICE_July-August 2021.1

MINUTES OF THE AGM OF THE INTERNATIONAL CLUB OF ESTEPONA HELD ON THURSDAY 25 MARCH 2021 AT THE CLUBHOUSE

Membership was represented by 46 members present and 19 postal votes

 

Management Committee Present:    Sue Potter (President), Ted Lunniss (Treasurer), Margaret Whittley (Secretary), Julie Wood (Estepona), Brenda Taylor (Catering Manager), Wilma Keeley (Welfare), Sheila Fox (Member), Ian Horwood (Bar Manager)

 

Apologies: Diane Hackett (Housekeeper)

 

Agenda

 

President’s Welcome

Minutes of the last AGM

Matters Arising from Minutes

President’s Report

Auditor’s Report

Financial Report

Bar Report

Catering Report

Maintenance Report

House Manager’s Report

Membership Fee for 2022

Elections

AOB


PRESIDENT´S WELCOME

 

Welcome everyone to this AGM and thank you for taking the time to attend, it’s good that some of us are able to attend this year. Please make sure all mobile phones are switched onto silent as we don’t want any vaccine appointments to be missed.  You should have all been given voting papers.  Now would be a good time to remember all those members who we have had to say our final goodbyes to since the last AGM.

 

MINUTES OF THE LAST AGM – The minutes were posted in the Club premises for the required 90 days during which time members were requested to read same.

 

MATTERS ARISING 

 

Joe Thorley had asked for clarification as to why membership numbers and monies received did not balance in the Financial Report.  It was pointed out that Joe had divided the income by 35€ per person and not 30€ which was the current amount for the period mentioned.  The increase to 35€ did not come into effect until 1 January 2020.

 

There being no other matters arising the Minutes were passed by Richard Wood (2000017) and seconded by Robert Potter (2003011)

At this point Founder Member Anne Hardwick (1990011) stated how happy she was to see so many members present in these difficult times and heartened that the Club was still so successful after over 32 years.  She thanked Sue Potter for everything she had done for the Club during her time as President.

 

PRESIDENT´S REPORT - Sue Potter (2003012) is attached

 

At the end of her Report Sue announced that Honorary Membership is offered to Wilma Keeley in recognition of all her hard work as Welfare Officer.

 

AUDITOR´S REPORT Doug Mitchell (2006152) is attached

 

FINANCIAL REPORT - Ted Lunniss (2006177) - Treasurer

 

I do not think anyone needs to be reminded what a disaster year 2020 has been.  The deadly Chinese virus has, and is, killing millions/thousands.

 

The pandemic restrictions to contain the virus have had a severe economic effect on all countries.  The closure of businesses has had a catastrophic effect on incomes without an equal reduction of overheads.

 

Unfortunately the Club has also been badly affected; income down by 66% but overheads only by 31.6%.

 

Fortunately the strong liquid position of 2019 has enabled us to weather this downturn reasonably well with end of year liquid resources being 21,000€.  However income from our depleted activities and events has also reduced by 43.7%.

 

Electricity, security and cleaning cost were all reduced although maintenance increased.

 

Membership is slightly down from 409 to 383.

 

The future event figure is negative because we are still owed a 2,000€ deposit by the Granada Hotel.

 

There are some refunds still to be paid in respect of cancelled events and these are approximate to the hotel refund.

 

Of the total deficit 2,180€ is depreciation which is a non-cash item affecting fixed assets only.  We are a socio-cultural organisation and are not liable for IVA, which we neither charge nor reclaim.

 

I´m sure we are all hoping for some sort of return to normality in 2021, and the Club can extend its activities into the evening and re-commence trips.

 

I have not received any questions or queries regarding the accounts but if anyone has one I will try to answer it now, but if unable to do so, will research and reply later.

 

Lastly I would like to thank Vic Loughran for all his past deputizing and Doug Mitchell for his prompt auditing.

 

Thank you all for your kind attention.

 

John Murray (2012005) asked what the current membership stood at – 140.  It was noted that many members had not yet had the opportunity to leave either their municipality or home country to come to the Club to pay their annual subscription and it was hoped this figure would increase during the year.

 

Proposed by John Murray (2012005) and seconded by Angela Bladen (2008066)

 

BAR MANAGER´S REPORT – Ian Horwood (2019039) is attached

 

CATERING MANAGER`S REPORT Brenda Taylor (2009047) is attached

 

At the end of the Report Joanna Mitchell (2006151) queried why a vote for Wilma Keeley as Catering Manager needed to be cast as she was already a Committee Member.  Joanna thought that the Welfare Officer´s post should be voted on as in her opinion that was more important than Catering Manager.   Sue pointed out that should Wilma not be elected as Catering Manager and then relinquished the post at a future date but wished to remain on the Committee, there may not be a Committee position available for the appointment of a new Catering Manager which was a necessity for planning purposes.  Doug Mitchell (2006152) disagreed with this explanation.

 

MAINTENANCE REPORT – Doug Mitchell (2006152) is attached

 

HOUSE MANAGER´S REPORT Diane Hackett (2013067) is attached

 

MEMBERSHIP FEE FOR 2022

 

This will remain at 35€ per member.

 

As the UK has now left the EU the Club´s bank now makes a charge of 18€ per transaction on any monies sent by transfer from a UK bank.  The Club will therefore have to pass this charge this on to members over and above any monies sent (for membership fees or ticket purchases etc) if using a UK bank.  This rule will come into effect today and it was suggested members made arrangements to make these payments either through an EU bank account or via friends.

 

NOMINATION OF COMMITTEE POSITION

 

  • Sheila Fox (2014074) had completed the appropriated nomination form by the due date and was sponsored by Sally Holloway (2013073)

  • Wilma Keeley (2013063) (current Committee Member)

  • Alan Lucas (2020011) had completed the appropriate nomination form by the due date and was sponsored by Robert Potter (2003011)

  • Daniel Hackston (2021006) had completed the appropriate nomination form by the due date and was sponsored by Robert Taylor (2009046)

 

    Voting took place with the following results:

 

FOR

AGAINST

ABSTAIN

Sheila Fox

63

0

1

    (President due to Sue Potter relinquishing this post)

Wilma Keeley

60

1

1

(Catering Manager due to Brenda Taylor relinquishing this post)

 Alan Lucas

61

1

1

 (Committee Member)

Daniel Hackston

61

1

1

(Committee Member)

As Margaret Whittley (2010040) Secretary, and Julie Wood (2000016) Member, were unopposed to stay on the Committee a vote was not necessary

 

AOB

At the end of the Meeting, Sue was presented with flowers, cava and a card in recognition of all her work during her time as President.

There being no other business the Meeting closed at 11.55am

 

 

Signed ____________________________

 

Date ____________________________

 

PRESIDENT´S REPORT

What a strange year it has been and the first 3 months of this year too, how long before we return to normal I wonder.  I would like to thank you all for adhering to the Covid rules and I hope that what we have put in place makes you feel safe.

 

Before I continue with thanking everybody I would like to inform you that we now have 294 members on our FB page, not all members, so it is a good tool to advertise our Club. Those of you that follow us I hope you all find it of use.

 

As usual I would like to take this opportunity to thank the many volunteers who ensure the smooth running of the Club and although they haven’t had to do so much recently I do appreciate their help and commitment to the Club.  Firstly the ticket ladies Maggie Whittley, Jackie Simmonds and Fran Horwood. Thank you to Maggie who also does a sterling job at secretarial duties.  Thank you to Rachel Lucas who has had a hard job collecting the revenue for the advertising in the magazine.  I am pleased to say that she has managed to persuade some new advertisers which you will probably see in our May magazine.  Please remember to use our advertisers where you can and mention you saw them in our magazine.  Thanks to Cindy Holmes for the upkeep of the DVD library and to David Hackett for running the lottery every week, Peter Galloway for maintaining the book library, we have had so many books given to us that I would ask that for now, please do not leave any more books.  Thanks to Betty Fooks who edits the magazine and the production of which has not been easy, one minute going to the printers and then not as we are locked down again.  Thanks to Sally Holloway for the collection of membership fees and updating computer records.  To Vic Loughran, Terry Smith, Sheila Fox and Maggie Whittley for printing posters, tickets and restaurant vouchers, sometimes at very short notice.  Thanks to Vic Loughran who is in charge of updating the website, Ian Horwood and his brigade of volunteers who help run the bar, Doug Mitchell for maintenance and audit, Diane Hackett for housekeeping duties, Ted Lunnis our Treasurer who always makes sure we have a healthy balance in the bank although that has been hard in 2020 with more monies going out then income received..  Thanks to Julie Wood for organising ladies lunches I think we did have a few last year, and to Brenda Taylor and her group of volunteers who produce such lovely meals on a Thursday and on special events and to Maureen Baldwin Winkle, Stephanie Monahan and Aileena Maffezzini for selling lunch tickets.  Last year we only organised two trips, one by me to Malaga and the other by Diane Hackett to Jimena, they were both successful so thank you.  What a shame we had to cancel Granada, hopefully we can re-instate it as soon as the regulations allow us.

 

Thanks to Wilma Keeley for welfare, what a great job she has done especially over the past year when it’s not been easy to contact a doctor.

 

Please can I remind you that we do not know of people’s special birthdays or anniversaries so please inform Brenda so that we can help celebrate.  Birthdays to celebrate are 80, 90 & 100. Anniversaries are 40, 50, 60, 70 & 75.  Thanks also to Maureen Baldwin Winkle and her group of volunteers doing the meet and greet at the front door every Thursday.  Thanks are due to the organisers of all our regular events, Art group and classes, bowls, bridge, canasta, drama, film night, gardening club, genealogy, golf, History, Krafty Club, Mah-jong, Quiz, Rambling, Songs of Praise, Spanish, Whist and Yoga.  I would like to thank all of the Committee for their help and support over the past year. If I have forgotten anyone I apologise, as you have heard, to run a successful Club with a variety of interests we need so many volunteers, we all pay our fees yearly but still volunteer to go that extra mile. Without you all, the Ice Club wouldn’t exist.  I’d like to thank all the members for their support of myself and the Committee at any of the events and trips we did manage to organise.  Last but not least I would like to thank anybody that has been on the Committee during my term of Presidency, I couldn’t have done it without you.

 

Maintenance of club premises and equipment is always ongoing, if you see anything that needs repairing please inform Doug Mitchell or one of the Committee.

 

The Committee have already got lined up for you many exciting events and hopefully some trips all with safety in mind.

 

As you know I am standing down as President but I hope you will continue to support your new President and Committee and if you have any ideas for events or trips please do let them know.

 

Margaret Whittley will stay as Secretary and Julie Wood will stay as organiser of Ladies Lunches and Wakes and we thank them for all their hard work .  Brenda Taylor will take on the role of House Manager, Diane Hackett will become Welfare Officer, we thank them both for all the work they have done in the jobs that they are leaving.

 

Sheila Fox is standing as President and I wish her well, I am sure she will find it very rewarding but with no Vice President she will need help from the Committee and all the members

 

Wilma Keeley is standing as Catering Manager; I hope that Wilma manages to recruit some more chefs and helpers as they are sorely needed.

 

Alan Lucas and Daniel Hackston are joining as new members, it is good to see new members put themselves forward and to work for the Club.

 

I am not leaving the Club, Rob and I will continue to work in the bar, kitchen and run various events and activities and of course I will keep you all up to date on FB and Website with the new Covid regulations.

 

It just leaves me to wish the new President and Committee a very successful year.

 

What a strange year it has been and the first 3 months of this year too, how long before we return to normal I wonder.  I would like to thank you all for adhering to the Covid rules and I hope that what we have put in place makes you feel safe.

 

Before I continue with thanking everybody I would like to inform you that we now have 294 members on our FB page, not all members, so it is a good tool to advertise our Club. Those of you that follow us I hope you all find it of use.

 

As usual I would like to take this opportunity to thank the many volunteers who ensure the smooth running of the Club and although they haven’t had to do so much recently I do appreciate their help and commitment to the Club.  Firstly the ticket ladies Maggie Whittley, Jackie Simmonds and Fran Horwood. Thank you to Maggie who also does a sterling job at secretarial duties.  Thank you to Rachel Lucas who has had a hard job collecting the revenue for the advertising in the magazine.  I am pleased to say that she has managed to persuade some new advertisers which you will probably see in our May magazine.  Please remember to use our advertisers where you can and mention you saw them in our magazine.  Thanks to Cindy Holmes for the upkeep of the DVD library and to David Hackett for running the lottery every week, Peter Galloway for maintaining the book library, we have had so many books given to us that I would ask that for now, please do not leave any more books.  Thanks to Betty Fooks who edits the magazine and the production of which has not been easy, one minute going to the printers and then not as we are locked down again.  Thanks to Sally Holloway for the collection of membership fees and updating computer records.  To Vic Loughran, Terry Smith, Sheila Fox and Maggie Whittley for printing posters, tickets and restaurant vouchers, sometimes at very short notice.  Thanks to Vic Loughran who is in charge of updating the website, Ian Horwood and his brigade of volunteers who help run the bar, Doug Mitchell for maintenance and audit, Diane Hackett for housekeeping duties, Ted Lunnis our Treasurer who always makes sure we have a healthy balance in the bank although that has been hard in 2020 with more monies going out then income received..  Thanks to Julie Wood for organising ladies lunches I think we did have a few last year, and to Brenda Taylor and her group of volunteers who produce such lovely meals on a Thursday and on special events and to Maureen Baldwin Winkle, Stephanie Monahan and Aileena Maffezzini for selling lunch tickets.  Last year we only organised two trips, one by me to Malaga and the other by Diane Hackett to Jimena, they were both successful so thank you.  What a shame we had to cancel Granada, hopefully we can re-instate it as soon as the regulations allow us.

 

Thanks to Wilma Keeley for welfare, what a great job she has done especially over the past year when it’s not been easy to contact a doctor.

 

Please can I remind you that we do not know of people’s special birthdays or anniversaries so please inform Brenda so that we can help celebrate.  Birthdays to celebrate are 80, 90 & 100. Anniversaries are 40, 50, 60, 70 & 75.  Thanks also to Maureen Baldwin Winkle and her group of volunteers doing the meet and greet at the front door every Thursday.  Thanks are due to the organisers of all our regular events, Art group and classes, bowls, bridge, canasta, drama, film night, gardening club, genealogy, golf, History, Krafty Club, Mah-jong, Quiz, Rambling, Songs of Praise, Spanish, Whist and Yoga.  I would like to thank all of the Committee for their help and support over the past year. If I have forgotten anyone I apologise, as you have heard, to run a successful Club with a variety of interests we need so many volunteers, we all pay our fees yearly but still volunteer to go that extra mile. Without you all, the Ice Club wouldn’t exist.  I’d like to thank all the members for their support of myself and the Committee at any of the events and trips we did manage to organise.  Last but not least I would like to thank anybody that has been on the Committee during my term of Presidency, I couldn’t have done it without you.

 

Maintenance of club premises and equipment is always ongoing, if you see anything that needs repairing please inform Doug Mitchell or one of the Committee.

 

The Committee have already got lined up for you many exciting events and hopefully some trips all with safety in mind.

 

As you know I am standing down as President but I hope you will continue to support your new President and Committee and if you have any .

 

Thank you once again everyone for all your support.

 

 

Sue Potter   2003012 

President  I.C.E. (Siberme)

 

AUDITOR´S REPORT

I have audited the ICE Club accounts from January to December 2020.  In general the accounts continue to be monitored and presented in a professional manner and the annual balance sheet accurately reflects the financial position of the Club as of the 31st of December 2020.

 

2020 started out very well from a financial position, but we all know what happened in March.

Our income dwindled to almost nothing but due to some decisions taken in 2019 we managed to reduce our overheads.

 

As you can see from the balance sheet we are still in a good financial position to weather whatever 2021 throws at us.

 

Doug Mitchell 2006152

 

BAR MANAGER´S REPORT

My new role started ONE day before the club was shut down due to the current pandemic! which meant that I didn’t really get started until September last year when we re-opened the Club fully to members.

 

During that initial 5 month closure we lost quite a bit of stock due it going out of date, and therefore bad stock. This was especially true with the draught beer with the decision to NOT replace it until we had a clearer idea of improved sales.  However, I did provide canned Victoria for those members that prefer it to San Miguel.  We will not return to draught beer until we can justify it due to increase demand in beer.

 

We also made a conscious decision to reduce the amount of stock held so as to minimize further loss due to out of date stock, and wastage due to low sales.  This included the decision not to sell Peñascal by the glass until demand has increased. 

 

In total we managed to reduce stock value held by nearly 25% whilst still trying to meet the changing demands due to the ongoing lockdown rule changes.

 

I rotate all stock on a weekly basis and ensure that I only purchase what we need to meet the immediate known demand (Thursdays and Sundays mainly due to the lack of other club events) however, we are slowly increasing stock levels to meet the increased demands seen over the last few weeks.

 

As a point of interest - the best sellers at the bar are the bottled water, and the coffee.

 

On a positive note: We now have large wine glasses as per the feedback from members, with the Committee reviewing and agreeing to the proposed solution.  This change has been met very positively by the members.

 

We also have a good level of bar volunteers with quite a few new(ish) members coming forward, although we have had challenges due to the start/stop nature of the lockdowns, and the fact that quite a few volunteers are NOT in Spain at the moment due to the pandemic.

 

The bar takings have been down on what would normally be expected, especially for the Sunday Bar and Tapas sales, BUT we have continued to provide a full service whilst ensuring that we comply with the necessary COVID restrictions, such as masks being worn at all times by bar volunteers, and by members at all times when NOT sat down with a drink.

 

I would like to take this opportunity to personally thank all the Bar Volunteers for their support and efforts over the last year.  It is very much appreciated by all the members of the Committee.

 

Ian Horwood  2019039

 

CATERING MANAGER´S REPORT

Today is my last day as Catering Manager and I hope you will all support Wilma who is taking on this role. 

I would like to thank all the cooks and their helpers, also Maureen and Stephanie for selling the tickets and of course all of you that have bought meals every Thursday.

I will still be doing cooking on Thursday and will be there to help Wilma in anyway I can.

I am now looking forwards to  taking on my new role a Housekeeper.

 

Brenda Taylor 2009047

 

MAINTENANCE MANAGER´S REPORT

Not much to report as the Club was closed for most of the year, a few light bulbs have been replaced as have the batteries in the microphones

The leaking valve on the coffee machine was repaired but we still have some issues with it

The lift has had an upgrade so that it complies with current safety standards i.e. a telephone has been installed.

 

Doug Mitchell (2006152)

HOUSE MANAGER´S REPORT

Well, what a challenging year it has been and not one that any of us want to repeat.  When the Club was allowed to open we all took the regulations seriously and everyone stayed within the social distancing allowed, and members and guests used the sanitizers provided for hands and also for wiping down tables and chairs, and I am very happy to say that the results of this were excellent and Covid 19 did not seem to penetrate our Club, and I thank you all for that.

The items I was buying for the Club were so vastly different from the normal run of the mill toilet rolls and paper tissues; I think shares in Mercadona must have increased immensely with all the sanitizer etc.

After 6 years this will be my last Housekeeper’s report as I am handing it over to the very capable hands of Brenda.

Thank you all!

Diane Hackett 2013067