EGM - 17th May 2020

Hello everyone,

I’d like to give notice of an EGM that will take place on the 17th May at 2pm. The meeting will be facilitated via a conference/video call and the details will be published here in the coming days.

The only matter for discussion will be the presentation of the 2018/19 AEBBA accounts for discussion and sign off.

Any supporting documents will be emailed to County Secretaries next week.

Many thanks,

Lorin

[daveuk1]

Hi Lorin,
I just wondered when we can expect to see the accounts published? We are hoping this will be well in advance of the egm to allow people time to digest them prior to the meeting.

Thanks in anticipation of your help.

Stay safe

Dave

[daveuk1]

Any news?? We need time to pass the documentation around our members and get feed back

May 8, 2020 8:27:40 GMT daveuk1 said:

Any news?? We need time to pass the documentation around our members and get feed back

Issued today, Dave.

Please find details of the call/video conference below:
Topic: AEBBA EGM - 2018/19 Accounts
Time: May 17, 2020 02:00 PM London

Join Zoom Meeting
us02web.zoom.us/j/89315681227?pwd=V1JqOHE2cTFYSzF4OUViNnBxa2RBdz09

Meeting ID: 893 1568 1227
Password: 518801

[daveuk1]

Re affiliation fees.
You state £300 affiliation fees paid
Only £150 appear in the accounts, plus another £120 detailed as paid after the year end. This only totals £270
Where is the missing thirty pounds?

May 8, 2020 12:41:31 GMT daveuk1 said:

Re affiliation fees.
You state £300 affiliation fees paid
Only £150 appear in the accounts, plus another £120 detailed as paid after the year end. This only totals £270
Where is the missing thirty pounds?

Thanks for your query. Whilst I do not know the line item detail of the accounts - I’m sure Gerry will either respond here or on the call next week.

Lorin

[daveuk1]

May 8, 2020 23:34:41 GMT @reformedcharacter said:

May 8, 2020 12:41:31 GMT daveuk1 said:

Re affiliation fees.
You state £300 affiliation fees paid
Only £150 appear in the accounts, plus another £120 detailed as paid after the year end. This only totals £270
Where is the missing thirty pounds?

Thanks for your query. Whilst I do not know the line item detail of the accounts - I’m sure Gerry will either respond here or on the call next week.

Lorin

Thanks Lorin, this is just one query, but it clearly shows the accounts are incomplete and inaccurate, as such they cannot be signed off.

[Chris]

Sorry Dave

Where does it state £300 paid re affiliation fees ? Maybe just being thick here ?

It states those paid and those outstanding which does come to £270, just don't see where it says the £300

Thanks
Chris

[Chris_Sav]

Page 2 shows nine receipts, £270 in total, final page lists ten counties paid for £300, In addition the rather late payment by Cambridge mentioned on the board by Lee is not listed by the treasurer as an out of period receipt  though it was now three months ago. 

[Chris]

Oh then sorry I don't know

but Hants also paid I believe out of Financial Year

Chris

[Pete S]

To save time at the EGM could those intending to represent their league let me know so I do not have to establish it on the day.

Thanks for your cooperation

Peter

[curtd]

I’m going to try and be there for TW

[jordans]

Should be there for Wycombe

[daveuk1]

Is the egm still going ahead? If so I will try to be there but as I have already stated the accounts given to me, have errors, are incomplete and inaccurate and therefore can not be accepted.
I have not received any amended versions so I can only assume that things are still the same

Dave

[triplex]

I will be representing Northants

[curtd]

May 16, 2020 8:45:24 GMT daveuk1 said:

Is the egm still going ahead? If so I will try to be there but as I have already stated the accounts given to me, have errors, are incomplete and inaccurate and therefore can not be accepted.
I have not received any amended versions so I can only assume that things are still the same

Dave

I haven’t been told it isn’t and the chairman put a request on here only yesterday about it .
If you have any questions for the treasurer about the accounts I would suggest you take part and have your say.
From your previous post we are talking about a £30 query I believe ??
I’m sure there will be a very sensible answer so I don’t think there should be any probs.
After the discussion we can then all vote on the accounts and go from there ?

Curt

[daveuk1]

Hi Curt, I agree that query was just thirty quid, but it stuck out like a saw thumb. I did what I was asked and copied the accounts to other Suffolk members and that was one thing most picked up. I asked for a solution but have heard nothing, this means if we hear the reason tomorrow I will not have chance to report back to others.

[curtd]

Why not ask the others to take part in the conversation as well ?

If there is a sensible answer to the question you have . Why can’t that be accepted and then we can move on. I’m sure “the others “ will except your explanation whatever it may be. As I’m sure “the others “ all respect your opinion enough to be the voice of your county. This really doesn’t have to be difficult.

Anyway. See u tomoz

Curt

[Chris_Sav]

The accounts! The accounts! I have put off posting this for a week hoping for a report from the Treasurer would appear in time for members to digest it before tomorrow’s meeting. It has not, so to save me a lot of time tomorrow:

Historically, I was instrumental in having the accounts rejected in 2011, in the face of hand written receipts from Bournemouth with missing amounts and incomplete accounts. Much was run through a slush fund with no invoices and the association had to write off a considerable missing sum. I had been tasked with the investigation and subsequently took over as treasurer to put the association’s finances in order.

I instigated dual signature on-line authorisation in the account for BACS payments, did away with the unregulated petty cash fund and made sure every payment was properly authorised. All trading went through the bank account for complete accountability. The following year AEBBA moved from a deficit situation to being self-sufficient. Budgeting became possible and financial forecasts were available for AEBBA. Chrissie maintained the system in her term until she resigned.

In late 2019 it became evident that Bournemouth 2020 bookings were not functioning well. Chrissie approached me and we ran Bournemouth through the most turbulent year ever known! Accounting for Bournemouth, I discovered to my surprise that I was still an owner of the AEBBA account and that has given me a unique insight into this year’s accounts.

The Treasurer should be the financial controller for the association. Unfortunately, the association has drifted back into running a major petty cash slush fund last year, in which thirteen autumn 2018 AEBBA competitions were run without paying a penny into the bank until July 2019. Invoices were paid out of petty cash without the financial control of being authorised by anyone on the account.

The first accounts finally appeared in January, but there were problems, a second version appeared nearly three months later and this has been circulated. The examiner, Paul S, commented that it was impossible to fully analyse the conjoined AEBBA competitions in the time he had allowed for the independent examination.

Shortly after publication it emerged that three invoices from a year ago, paid out of petty cash, had not been reimbursed.

Comments on version 2 (circulated) of the accounts:

• No reimbursement for trophies invoice for Bournemouth 2019 for £381.32 paid March 2019.
• No reimbursement for flowers invoice at Bournemouth 2019 for £100 paid March 2019.
• No reimbursement for trophies invoice for England V Guernsey for £192 paid June 2019.
• Van MOT paid £982 No invoice? What was it for?
• Affiliation fees list do not balance £270 one side £300 the other.
• Cambridgeshire delayed affiliation is not included.
• No Bournemouth 2019 breakdown. There is only a single entry under expenditure and that is for rooming, nothing for trophies, prizes, raffle costs, sponsorship, fuel, entries etc. (also commented on by the examiner).
• There is only one deposit for all the autumn 2018 AEBBA competitions and a second for all the relevant 2019 competitions, no individual profit/loss, though Lorin compiled one.
• Several AEBBA entries paid direct into the account were also paid in error under the petty cash fund.
• AEBBA entry fees have also been collected through what I believe is a PayPal account. There is no reporting for this account.
• It has been announced that two more tables have been purchased by AEBBA, these do not appear on the accounts.
• Almost no sponsorship, and there was much sponsorship, is listed as income or what it was used for.
• Tony J. paid in £650 for Bournemouth 2019 two days before the financial period started, this is included in the opening £ 14334.35 balance and not shown as Bournemouth income.
• Hastings uncollected £240 rental at end of period, still remains unpaid to this date.

The above snag list points are only cosmetic to the best of my belief.

Allowing for the payments out of period, and those not included in the accounts, AEBBA barely broke even last year, no significant payment can go towards the van replacement fund and that is a serious shortfall.

Everybody who runs AEBBA is a volunteer, they are not professionals. Without Lorin and Dave this association would have been in dire straits this last year. Many will realise the time and effort that Dave has put into the tables for our competitions, but few will realise just how much, and the nature of which, Lorin has put into the association.

I propose, as a responsible account holder (albeit unknowingly), subject to a recommendation by the examiner, we accept these accounts and close this matter as best we can. Allowances from these snag points can be included in the current accounts. We can then move forward and will have the opportunity to propose financial rules at the AGM.



The future?

Worse still, AEBBA is heading for a major deficit this year. There was £15257 declared wealth at end of period, current balance is £11928 with an outstanding £411 bill still to pay for cloth, thus already there are £3700 less disposable funds than at start of period, with little prospect of further income before close of year at the end of August. The truck fund will be seriously eroded this year and AEBBA faces a future with No Dave A, no Lorin at the helm and no Bournemouth next year.

It is vital that AEBBA future finances are reviewed. Bournemouth has always contributed to keeping the loss making AEBBA competitions running, but that will be less this year with the extra expenditure and non-existent next year at present. Sponsorship contributed  brilliantly over £2k to the autumn AEBBA comps last year. They are unsustainable in their present form without this. We cannot engage a contract with the Queens without more favourable terms as there is a potential to bankrupt AEBBA if we cannot fulfill pre-booking the hotel which is required for the first time.

Closing Note: A third version of the accounts appeared a few days ago, too late to be circulated for presentation. These are the same as the circulated version with these minor cosmetic amendments:

• Affiliations altered but still do not balance with Northants listed as outstanding income but listed as having paid within period on the affiliation list.
• The three missing invoices are allowed for and have just been paid.
• Credit card payment receipt produced for the £982 payment.

[daveuk1]

I think the above post answers most of our questions but should raise some new ones

[SirKT]

I will be representing Worthing 🙂

[bigtj]

KT representing Worthing I shall log in as interested member as Chairman for Worthing League so just interested in discussion that takes place

Lorin Clough is inviting you to a scheduled Zoom meeting.

Topic: AEBBA EGM Take 2
Time: May 17, 2020 02:15 PM London

Join Zoom Meeting
us02web.zoom.us/j/81246433743?pwd=cnFRV1RWSU9FOVJQbnpPaGM4NEo0dz09

Meeting ID: 812 4643 3743
Password: 924024

Third attempt - apologies but there are some technical issues being experienced by Zoom users right now.

Lorin Clough is inviting you to a scheduled Zoom meeting.

Topic: Take 3!
Time: May 17, 2020 02:30 PM London

Join Zoom Meeting
us02web.zoom.us/j/84754082593?pwd=QWFkUHZ2YUF4WDdqQnpiS1QrNFAxQT09

Meeting ID: 847 5408 2593
Password: 157907

Still significant issues with Zoom - looks like we will need to reconvene.

I will keep trying this but it may take a little while to get you all in. I will invite you directly.

Please send me a text message with your email address:

My number: 07545 586740

Thanks

[Chris_Sav]

Join Zoom Meeting

us04web.zoom.us/j/76119530253?pwd=Ymlyd0VTWkl0dkZaeWMvdm1TV2p4QT09



Meeting ID: 761 1953 0253

Password: 7hD8kh






Try this and see if any better

[Chris_Sav]

nine on this meeting

[Chris_Sav]

meeting concluded 1525hrs

[gandalf the untidy]

tried to get involved but was unable to hear anything!