WEDNESDAY 20 NOVEMBER 2024
2024 ANNUAL GENERAL MEETING MINUTES
1. OPENING
David Carpenter called the meeting to order at 11:05, welcomed attendees to the Grounds Management Annual General Meeting and introduced those who joined him online, Geoff Webb, Chief Executive Officer of the GMA, David Carrington, Financial Controller and Company Secretary. David also welcomed Ruth Dorans, Auditor from Sherwoods.
David stated that the AGM is an important Event in our calendar, that it is a legal necessity, it has statutory standing and is an important opportunity to provide an update on GMA governance, strategy, policies, actions, people, and purpose.
David outlined the order of the meeting; that following his update, Geoff will give his update, followed by a financial update provided by David Carrington and Ruth Dorans.
David highlighted that this past year has been all about strategy implementation; our influence with our partners has further increased, the Pitch Advisory going from strength to strength and has recently moved in Wales. SALTEX continues to attract key buyers and the GMA, as a not-for-profit industry body has been able to reinvest to the benefit of the industry.
David reminded the meeting that only questions submitted in advance would be taken during the formal part of the meeting, questions would not be taken on an adhoc basis.
2. APOLOGIES
Apologies were received from the members below.
Will Brockbank
Dean Hogan
Peter Henderson
Kevin Duffill
Lynda Mercado
3. CONFIRMATION OF VOTING DETAILS
Nick Darking
Andrea Pickerin
Jo Langston confirmed that there were 10 attendees that were eligible to vote. Jo advised the meeting on the voting process.
4. MINUTES AND MATTERS ARISING FROM THE 2023 AGM TO BE APPROVED BY THE MEETING
The minutes from the AGM held online on Wednesday 22nd November 2023 were accepted as a true record unanimously, with no matters arising.
5. RESOLUTION 1
To ask the meeting to approve the proposed changes to the Articles of Association.
For: 7 Against: 0
Abstain: 1
Resolution 1 was carried.
6. STATEMENT ON THE ANNUAL ACCOUNTS AND BALANCE SHEET FROM
THE AUDITOR
Ruth Dorans reminded everyone that her responsibility was to the GMA members and not to the Board or the GMA staff.
Financially, 2024 was on the whole a successful year. Income increased, though not as sharply as the prior year, which really was a continuation of the ‘bounceback’ from the COVID restrictions. In 2024, Membership income increased by 4%, SALTEX by 0.5%, Learning (was exceptional) by almost 34%, Turfcare Advisory income was reduced by just over 4.5% but that was largely due to additional projects completed in 2023, which had been deferred from earlier periods.
Gross surplus (being total operating income minus direct costs) increased by just over 3%.
Total overheads increased by just under 11% due to additional staff numbers and investment in IT and communications to support ongoing projects.
When budgets for 2024 were finalised at the end of the 2023 financial year, a material deficit was expected, and though the GMA has a policy of VERY prudent budgeting this does mean that actual results have vastly exceeded those expected.
The balance sheet at March 2024 continued to reflect the financial stability of the organisation. Tangible fixed assets have changed little and continue to be represented by the long lease on the Milton Keynes property and office and IT equipment. The investment portfolio continues to perform well, the funds being held in a mix of shares, unit trusts, treasury stock and others. The revalued total in the Balance Sheet is cumulative and after some very material fluctuations in the last five years is now levelling out and close to original cost.
The GMA finance management policies have always favoured low risk, and minimal external debt and this has not changed in 2024.
Total net assets, which have increased by just over 4%, provide a more than adequate safety net and platform from which the GMA can continue with its
planned projects and fund new initiatives for the benefit of the members, the organisation, and the industry.
Ruth concluded that her audit report is unqualified, meaning that from the work she has completed, the information she has accessed and the explanations she has received, she is wholly satisfied that the financial statements do represent a true and fair view of the results for the year ending 31st March 2024 and of its assets and liabilities at that date.
David Carpenter invited David Carrington to give his update.
David Carrington commented on the financial impacts of the five-year strategy. The five-year strategy includes three further years of losses, including the current year 2024/25. Including the current identified extra costs, such as the November 2024 employers NI changes, we expect the accumulated loss to be comfortably accommodated for by our cash balance before returning to surplus in 2027/28.
The strategy will see annual turnover increase by 25%, which will provide additional gross profit to cover the extra overheads included in the strategy, plus a modest annual surplus.
A key element of our revised strategy is the new contract for the Pitch Advisory Service, which has been providing a vital service to grassroots sports clubs for over a decade. Despite this having to be tendered for as a service provider, the new arrangements, which started in April 2024, have the potential to provide significant financial support in helping the GMA build towards its medium to long term goals. The PAS Management and their highly skilled teams are, therefore, an essential part of the GMA’s future success.
The SMT are focused on increasing both revenue and surpluses from all its products and services. They are confident of being able to manage the revised strategy, and future plans, within the confines of the overall investment that the board has approved.
The challenge as the new team is now largely in place is to bring forward the increases in turnover to reduce the forecast losses.
The GMA’s commitment to this ongoing strategy is crucial to the future success of the organisation.
7. RESOLUTION 2
To ask the meeting to formally approve the accounts.
For: 9
Against: 0
Abstain: 1
8. RESOLUTION 3
Resolution 2 was carried.
To ask the meeting to approve Sherwoods as the appointed auditors for the ensuing year.
For: 10
Against: 0
Abstain: 0
Resolution 3 was carried unanimously.
9. UPDATE FROM THE CHAIR AND CEO
David Carpenter announced the outgoing Board members, thanking them for their time and contribution.
Adrian Kay, Grounds Manager at York Racecourse, is standing down after completing the maximum term of three years. Adrian has made a valuable contribution and has been the GMA link to horse racing where we are very strong in terms of membership and education;
Dr. Peter Grant, an independent expert on not for profit and charities, is standing down after six years;
Kimiyo Rickett, representing Local Government, served on our Board for seven years and stood down on health grounds during the year;
Carol Doran, Voluntary Sector, is standing down on personal grounds after serving for six years but hopes to be able to return at a future date.
David added that the GMA Board will be evolving over the next five years as almost all of the current Board will complete their term of office or retire, and we will be looking for new members who are keen to contribute.
David stated that the following new Directors have been appointed;
John Coleman
Deborah Cox
Paul Hagon
Claire Waldron
Martyn Ward
David Withers
The Board also asked Geoff Burgess to become Vice Chair until November 2025, in the absence of David Carpenter on compassionate and health grounds for a short period in 2024.
David invited Geoff to give his update.
Geoff welcomed the new board members and announced that there would be information on each member made available on our website.
Geoff highlighted that during the last year, we have expanded our membership base, created a new user-friendly website, and successfully launched a new membership offer.
Our new membership offer has been simplified into three categories; Corporate Supporter, Organisation and Individual. This has given us the opportunity to align our benefits, introducing a well-being package that is available to all members, and offers health and wellbeing support, including mental health support. We now offer free student membership and continue to offer subsidised training and education to our members.
We continue to advance the Grounds Management Framework – launched in March 2023; the GMF allows professional and volunteers grounds managers to benchmark their pitches against a sliding scale of criteria. The Football Foundation uses the GMF criteria for their funding, making taking courses in sports turf management mandatory as a condition of grant. We are pleased to announce that we are also in discussions with professional leagues which will further accelerate the principles of the GMF to continue to help raise standards and best practice.
The Pitch Advisory Service (PAS) has assessed circa 50,000 pitches in England since 2014 and we very recently expanded the programme into Wales; we have successfully converted thousands of pitches from ‘poor’ to ‘good’, helping to increase the quality of play, reduce cancellations and increase participation. The PAS has also generated opportunities for our Corporate Supporters to supply equipment into the club network through the Football Foundation grant schemes.
Our Young Board was recently relaunched as GMA NextGen with GroundsWeek becoming a regular feature in our calendar, taking place in March each year; enabling our industry to engage and generate huge interest across regional and national media.
The women in grounds showcase was another highlight of the year, helping to raise the profile of the grounds management industry.
We strive to continue to represent our members’ interests and advocate for them, providing a platform for meaningful discussions and debates with stakeholders and employers.
The last 12 months have been one of internal growth, focusing on building our staff team with new roles being introduced and appointments being made as we restructured the team at the GMA. We have also continued to update the CRM system alongside the new website functionality.
SALTEX continues to deliver, both in terms of brands associated with exhibitors and the quality of visitors who attend the exhibition.
Moving into 2025, we will continue to improve and innovate, continuing to raise the profile status and standing of all those who represent the phrase ‘making sport possible.’
10. RESOLUTION 4
To ask the meeting to approve the annual report
For: 9 Against: 0
Resolution 4 was carried unanimously.
Abstain: 0
11. ANY OTHER BUSINESS AND CLOSING REMARKS BY INDEPENDENT CHAIR
David stated that at the AGM last year we talked about Strategy Re-set. This year we have spoken about strategy implementation; it has been a real challenge, but we have made excellent progress in many areas.
David thanked the Board Members for volunteering and rising to the challenge and thanked the Executive team for always going the extra mile.
David thanked the members for their support of the GMA, thanking them for attending today.
The AGM closed at 11.45am