Club Management

All committee members are volunteers. If you would like to help out in the management of the club - even in a very small way - we would be delighted to hear from you. Please get in touch!

Committee meetings are on the second Monday of every month, in the clubhouse at 7:30pm

The following roles remain unfilled. All roles can be "team" roles rather than the responsibility of a single individual. Please get in touch if you feel able to support one of these roles:

• Sponsorship Officer(s) - maintaining relationships with existing sponsors and identifying new ones.
• Social Secretary(ies) - planning and running social events
• Phoenix Representative(s) - giving input from Hockey to Phoenix council
• DBS Officer (Ladies section) - initiating DBS checks from time to time
• Umpire Co-ordinator - arranging umpires for upcoming fixtures.

The roles and responsibilities of each committee position are described in the following document:

Privacy and confidentiality: the minutes are provided in full, but this site is publicly accessible, therefore confidential information related to 3rd parties and any personal information will be redacted.

Minutes from the most recent committee meeting are posted as DRAFT, subject to agreement at the next meeting.

December meeting cancelled due to low availability

December meeting cancelled due to adverse weather.

Minutes of the 2020/2021 AGM were approved at the 2021/2022 AGM.

The club elects a President in recognition of their long standing commitment to the club. The role of the President is honorary and focussed primarily on fund-raising activities.

The club also elects Vice Presidents in recognition of their long-standing commitment to the club and outstanding contributions to the development of Wilmslow Hockey Club. Our current Vice Presidents are listed below.

Our two trustees look after Wilmslow Hockey Club's interest in Wilmslow Phoenix Astroturf LImited (WPAL), the business which manages the operations, maintenance and renewal of the astroturf pitch at Oakwood Farm. Each of them has signed a Declaration of Trust such that they hold shares in WPAL on behalf of the club and take direction from the Club Committee.

The role of the Trustees is described in the Constitution.

Wilmslow Hockey Club is separate to but closely associated with Wilmslow Phoenix Sports Club (WPSC) and Wilmslow Phoenix Astroturf Limited (WPAL). The governance relationships between all three are summarised below.

The relationship between Wilmslow Hockey Club (WHC), Wilmslow Phoenix Sports Club (WPSC) and Wilmslow Phoenix Astroturf Limited (WPAL) are defined in the following documents.

Constitution (of WHC)

WHC is a Membership Organisation and not incorporated as a Company. WHC is also a Community Amateur Sports Club (CASC) which gives it tax benefits from HMRC provided certain requirements are met. The consitution of WHC defines the purpose and governance of WHC, including how the committee works, obligations as a CASC, arrangements for Annual General Meetings and the role of WHC Trustees in relation to WPAL.

NB WPSC has its own, separate Constitution.

Declarations of Trust from Trustees

Section 5 of the WHC Constitution establishes Trustees as Nominee Shareholders of WPAL (since WHC is not incorporated). There are 2 Trustees who represent WHC in WPAL AGMs, both of whom have signed a Declaration of Trust. Trustees are volunteers and gain no personal benefit from being shareholders: they earn no income, dividend or salary and they cannot sell or transfer the shares or pass them on in their estate. Shareholders (trustees) are registered at Company's House and on the government Trustee Registration Service.

Facilities Agreement (between WHC and WPSC)

The Facilities Agreement defines the fee that WHC pays to WPSC for the provision, maintenance and use by all WHC members of shared facilities at Phoenix, such as the clubhouse, bar, car park and grounds. The Facilities Agreement and the fee payable is reviewed from time to time.

Memorandum and Articles of Association of WPAL (Registered Company number 5067728)

WPAL is a company registered in Company's House under the Company's Act 1985 and 1989. The Articles set out the purpose and obligations of WPAL, including operating the company as a commercial, profit-making organisation. WPAL earns income from external pitch hire but also from hire of the pitch to hockey and lacrosse. Although the pitch was fully financed by hockey, hockey still pays to hire the pitch - funded from a match fee levied on all members whether they play home or away.

WPAL bears the costs of maintenance of the astro pitch and makes a healthy profit. The profit is used only to build a "sinking fund" for the purpose of replacing the astro carpet once in due course. This means there is no need for new fundraising efforts when the carpet needs replacing; the company and the pitch are therefore financially sustainable in the long run.

Joint Venture Agreement (between WHC, WPSC and WPAL)

The Joint Venture Agreement (JVA) is a legal document originally agreed and executed in 2004 when the astroturf pitch was first laid. The JVA defines the ownership of WPAL as 90% WHC and 10% WPSC. Hockey and Phoenix are required to have 2 shareholders each. These shareholders are Trustees of WHC and WPSC respectively. The JVA defines the objects of the company ownership, governance and obligations of the three parties. The JVA does not require any payments between the parties.

Sublease (allowing WPAL to use land)

WPSC holds the lease for all the land at Oakwood Farm, which is ultimately owned by Cheshire East Council. WPAL agreed a sublease with WPSC to allow it to use the land where the astro is situated. The sublease does not require any payments between the parties, however WPAL pays WPSC "royalties" of 10% of income from external hirings and contributions to WPSC for insurance and waste.