THE INTERNATIONAL CLUB OF ESTEPONA (SIBERME)
MINUTES OF THE ANNUAL GENERAL MEETING HELD IN THE CLUBHOUSE BAHIA DORADA
ON THURSDAY 6 MARCH 2008.
First call 1000 hours. The Meeting started at 1030 hours.

CLUB COMMITTEE
President...................Christina Woodward
Vice-President............Joan Thompson
Secretary...................Barbara Salisbury
Treasurer...................Sue Potter
Catering Manager.......Eric Brocklesby
Social Secretary.........Noreen Cook
House Manager..........Audrey Jinks
Welfare.....................Gillian Wilson
Editor........................Brian Buckley Creaser
Committee Member....Peter Brown
Committee Member....Doug Mitchell

NON-COMMITTEE MEMBERS HOLDING OFFICIAL TITLES
Bar Manager..............Rob Potter
Ass. House Manager...Peter Thomas

The Agenda for the Meeting had been published in the February edition of the Club Magazine and is as follows:- President’s Welcome
Minutes of last AGM
Matters arising from Minutes
President’s Report
Financial Report
Bar Report
Catering Report
House Manager’s Report
Membership Fee for 2009
Elections
Any other business

PRESIDENT’S WELCOME:- The President welcomed fellow members of the Club and then asked Members to reflect and remember friends who have died since the last Annual General Meeting. Christina went on to report that her second year in office had been as busy and exciting as her first. ICE membership spreads from San Roque to Marbella and the Club is well known along the coast ; a Club to be proud of and of which she has pride in representing at outside events. One event in which she takes pride in representing is the Foreign Residents’ Association which hold a fair twice a year in the Palacio de Congreso where ICE take part by having a stand, usually serving refreshments and offering home-made produce for sale. Unfortunately, last Christmas due to bad organisation by the Ayuntamiento, information about the event came too late and so the ICE Club were unable to take part. Christina put in an appeal to Members to support the new event at the Palacio on the 6 April by providing provisions and by manning the stall.
Many improvements have taken place through the year including a new sound system, more air-conditioning, new floor downstairs, sliding glass doors at the top of the stairs and new patio furniture. Renewing the upstairs floor and windows is now in the pipeline.
Forty seven loans have been re-paid which leaves 46 remaining.
The social events during the year have been many and varied including trips to Granada, Morocco and Madrid and day trips to Ronda, Cartama (two visits), RAF Gibraltar, The Lakes, Fuengirola and Mijas, Jerez, The Horse Stud and Rute.
The clubhouse hosted many parties: Joan’s Birthday Party, St Patrick’s and St George’s nights, the Easter Tea Party, Barbeques, Welcome Back Parties and Christmas and New Year get-togethers.
There have been two successful theatrical performances by our own ICE players.
Outside social events were the Summer and Christmas Balls, the former at Estepona Golf and the latter at El Paraiso Golf Club and the celebration of the Club’s 19th Birthday at Mama Pacos where Fernando ably replaced Dimitar who had been called away.
Thanks were extended to all Committee members plus their partners, ticket sales ladies,hostesses, the membership secretary, monitors of the library DVD’s and videos, golf organiser, kitchen workers and members who organise activities.
See attached full report

AUDITOR’S REPORT :- Alan Atkinson reported that he audited the books on a monthly basis and praised Sue Potter on her professional approach to her work. The Profit and Loss and Income and Expenditure Accounts show a true and fair view of the Club’s position for the year. The Balance Sheet again reflects a true and fair view of the finances of the Club and indicates that the Club is in a strong financial position. He recommended that the loans be paid off as soon as possible.
TREASURER’S REPORT :- Sue Potter thanked Alan Atkinson for his work as auditor which he always carried out with promptness. Sue went on to thank Vic Loughran for his assistance and Audrey Jinks for her help in collecting money during her absence.
47 loans were repaid this year leaving 46 outstanding.
See attached detailed report.
Sue then formally presented her figures for approval and adoption. This motion was proposed by Charles Holmes (22081) and seconded by Ray Oldfield (88016) and accepted unanimously.
See attached Report and Accounts.
BAR MANAGER’S REPORT :- Rob Potter began his report by thanking all bar volunteers for their work in the Club, but more volunteers were needed with training given. Prices for drinks had increased but this increase had not been passed on to the members therefore there was a slight reduction in profit. The equipment is still in working order due to maintenance. Bar catering and tapas were very popular on Tuesday and Sunday. The Bar is now open from 1530 hours to 1930 hours on Mondays.
See attached full report
CATERING MANAGER’S REPORT:- Eric Brocklesby reported that profits for the last year were slightly down, but this was due to higher food and fuel costs. Many improvements had been made in the kitchen by additions and maintenance. Eric concluded his report by thanking his assistant Dorothy and all his kitchen helpers.
Full report attached
HOUSE MANAGER’S REPORT:- Before giving her report Audrey Jinks held up a cushion from upstairs where a spillage had occurred but not properly cleaned. She appealed to members to treat the Club as they would there own homes. In her report she listed new improvements : new chairs and cushion for upstairs, 2 new ovens, 3 air-conditioning units, glass screen, steel door and roof to make safe the alley, upgraded alarm system with smoke alarms and fire extinguishers, new tables and chairs for the downstairs terrace, repair of some electrical equipment, re-routing of drainage pipes to prevent overflowing and a new sound system. Planned for the future are new windows and a new floor upstairs.
Thanks were extended to her assistant Peter Thomas for helping on a regular basis and Peter Brown for cleaning the windows and Pat Brooks, Carin and Ake Gustavson for the gardening. Also thanks were extended to Terry Byrne and Jimmy Slack for their work with electrics and painting.
George Woodward (98027) Requested that the notices be removed from the outside of the door toilet doors and put in the inside. Facetious remarks followed. Notices to be moved inside.
Full report attached
MEMBERSHIP FEES:- The President announced that Membership Fees were voted by the Committee to remain the same but the Joining Fee to be increased by 10 euros making the Joining Fee 20 euros.
This motion was voted upon and passed with a majority vote and 5 abstentions.
After the vote a point on membership was raised by Tony Shine (26061). He thought the membership too high and should be restricted. The Club had insufficient seats for the Thursday meetings.
Christina justified keeping the membership open as there is always a natural loss and the situation in Spain means there is always a movement of people and membership numbers are on the whole constant.
Other suggestions followed to create more space by using the plastic chairs available on the terrace and moving the tables to create more space. It was pointed out that the tables were required for the Bridge on a Thursday night.
Sue Potter stated that it would be difficult to enforce a restricted membership as often new people join throughout the year and if a ceiling figure is reached it would be difficult for existing members to rejoin on their return to Spain if the membership is closed.
Rosemary Ferguson (97019) made the point that during some periods the downstairs terrace is often over-peopled but appreciated that everybody did not attend the same functions.
George Woodward (98027) expressed the opinion that membership should not be restricted as the Club had such a lot to offer new people to the coast.
Joan Thompson (88018) agreed with the above comment and further stated it was the ideal meeting place for like-minded people and that, if this Club was not there, some people might return to England disappointed with Spain.
John Ferguson (98017) agreed with an open membership stating people come and go and are not here for the whole year in a majority of cases.
Brian Buckley (20082) stated the membership figures are fairly constant so there is no need for restrictions.
Eric Brocklesby (21079) thought restrictions would be impossible with the Club offering 3 visits to try before you join and then because of the limit denying membership.
Ray Oldfield (88016) said this is an old problem brought up many times and there has always been a good turnover of members and the price increase should not be a deterrent.
Anne Hardwick (90011) asked the members to compare the Club fees to that of Golf Fees. She had never seen or heard anyone not joining because of costs.
With extra accommodation in mind other considerations were suggested with regard to extending out onto the terrace upstairs
Audrey Jinks (20033) stated permission from the Communidad as well as complying with building regulations to close in the terrace upstairs would be difficult to obtain from both bodies.
John Coverdale (25013) confirmed the rules of the Communidad are that property should be kept in the style of the 1970’s. He did mention that glass curtains are regarded as ‘temporary’ fitments.

ELECTIONS :-
The following members are due for re-election under the terms and conditions of the Constitution and have indicated their willingness to continue to serve on the Management Committee :- Sue Potter (Treasurer), Audrey Jinks (House Manager), Noreen Cook (Social Secretary) and Eric Brocklesby (Catering Manager) and as no other nominations have been received for the positions the aforementioned hold they are automatically re-elected under the terms and conditions of the Constitution.

One nomination had been received from Doug Mitchell to sit on the Management Committee and Keith Rumsey (21992) spoke on his behalf highlighting his background and work in industry, market research and organising training programmes under government services. Keith considered that Doug would be a great asset to the Committee and Club as with his experience he would be able to contribute a great deal to the benefit of the Club.
After a majority vote Doug Mitchel was duly elected on to the Management Committee

ANY OTHER BUSINESS:-
John Coverdale (25013) reported on the ‘Theme’ evenings which had took place in the Clubhouse each month for the past year. The reason for these suppers were to provide a pleasant ambiance and create an enjoyable experience when eating with a group of friends. The Chefs on these evenings were not professionals just good cooks wanting to provide good local or national food for an intimate group of people, the number of tickets for these evenings to be decided by the organiser.
Leif Bank-Jorgensen (261144) stated that the above ‘Theme’ evenings have to provide extra meals for the helpers as well as to members who buy tickets.
Anne Hardwick (90011) Thanked John Coverdale and the group of organisers of the ‘Theme’ evenings, who had provided an extra dimension to the Club providing people with the opportunity to get to know each other within a small group. The whole exercise had been a great success.

Sue Potter (23012) spoke on behalf of Rob, and brought up the subject of smoke alarms. On the occasion of the recent alarm nobody moved from the building. Rob felt it was important that fire drills should be arranged at intervals thoughout the year.
Diane Berns (25064) stated she and her group of friends had tried to get out of the Clubhouse, but there was too much confusion.
Brian Woodward (99113) thought there was confusion when the alarm went off and perhaps an extra alarm bell could be installed.
Rob Potter (23011) said he was extremely concerned, but he had noted all the comments from the floor but the matter needed to be discussed and planned carefully with the Committee so that the decided plan complies with the insurance.

116 persons in attendance with 16 proxies.

The meeting closed at 1155 hours.

................... President .................... Date