Crowborough Rugby Football Club

AGM Minutes 2014

Date: Friday 27th June 2014

Venue: Crowborough Rugby Club, Steel Cross, Green Lane, Crowborough, TN6 2XB

Time: 8.00pm

MINUTES

  1. Attendees.

The following attended the AGM:

D Clark / E Bridges / D Pass / P Gray
A Nicoll / L W Frank / K Carruthers / D Carruthers
R Howe / J Sayer / J Wilmshurst / D Pogson
S Davies / G Callard / D Bennett / R Lambert
T Rons / S Griffin / T Radford / B Kaine
S Beamish / I Geering / D Shortland / G Richardson
  1. Apologies for Absence.

Apologies were received from:

Mick Wilcox / Penny Willcox / Nigel Brookes / Steve Edwards
Graeme Pratt / Clive Duncan / Bill Preece / Sarah Preece
Gavin Ross / Linda Callard / David Callard / Frances Davies
Tim Davies / Peter O’Sullivan / Garry Llewellyn
  1. To approve the minutes of the AGM held on 27th June 2013.

Proposed: David Pass

Seconded: Brian Kaine

The minutes were approved.

  1. Report from the President: David Clark

The report from the President contained the following key messages:

  • At the start of the season, Club feelings were dominated by the uncertainty of having lost our coach of several years and some key players to leagues above ours where there is clearly a 'pro-am' culture. Whilst the Club has nothing against other clubs choosing this ethic, CRFC are firmly in the amateur world which we think serves our
    members and the local community more appropriately.
  • The President expressed his pride in the Club in finishing the season so well and more or less mid-table for the 1st team. This success has been the result of hard and dedicated work by our new coach Richard Siggs, leadership from the more senior players and the development of younger players. This achievement bodes well for the future.

Crowborough RFC Annual General Meeting 27th April 2014
  • The Senior, Junior and Mini teams are coping with higher levels of play and opposition well, but the most telling characteristic is the enjoyment being derived from playing the game and belonging to a club that looks and feels like a club. Our touchline support at all levels is envied by many of our competitor clubs - even if our exuberance overwhelms from time to time!
  • The President acknowledged the significant contribution made by our volunteers to the success of the Club and the need to recruit more volunteers, especially those with specialist skills.
  • The President noted that the Clubhouse is now a star attraction and a venue of repute for many events. He highlighted the need to leverage the use of the clubhouse to generate additional revenue to underpin the financial strength of the club. He acknowledged the excellent work being done by Sandy and her Team.
  • The President acknowledged the work done by Simon Davies in controlling the distribution of International Tickets.
  • The President informed the AGM that John Hackworth’s book on the history of Crowborough RFC would be published in July and that the book would be available to purchase at the first League Lunch next season.
  • The President acknowledged the work done by the Executive, and expressed his delight that Graham Callard has agreed to stand again as Chairman.
  1. Report from the Director of Finance: Richard Lambert

Richard Lambert presented the Financial Statement and the un-audited Financial Statement for the Year Ended 30th April 2014 was distributed to those present [See Appendix 1].

The report from the Finance Director contained the following key messages:

  • It has been a disappointing year financially for the Club with the excess of income over expenditure falling from £36,419 in 2013 to £13,376 in 2014. This was primarily due to the weather in January and February that, effectively, closed the Club and resulted in the cancellation of a Mini Festival that would have generated c£6,000.
  • Revenue from the Bar fell by £30,017.
  • Revenue from Catering Services held steady at £31,432 and generated a profit of £12,000 significantly higher than the £700 generated when CRFC franchised out the catering operation.
  • Other income grew by £4,097 (2014: £72,608. 2013: £68,511) despite a decrease in the revenue generated from Donations and Patrons (2014: £6,507. 2013: £21,039). The increase was underpinned by an increase in Sponsorship (2014: £14,500. 2013: £6,969), Social Events, Raffles and Auctions (2014: £8,779. 2013: £4,442) and Hiring (2014: £7,042. 2013: £3,100).
  • CRFC now rents a house near the Wolfe Recreation Ground to accommodate ‘out of area’ players. This costs the Club £7,000 per annum with players paying rent to CRFC for their accommodation.
  • CRFC still owe Dorrill & Son (Builders) £5,000.
  • The need to generate additional revenue was highlighted as we now require in the region of £6,000 per month to run the Club
  • The repayment of our loans is progressing well and in line with the projections in the original Business Case. On completion of the new Clubhouse CRFC owed £300,000. At the end of this financial year this had fallen to £204,000.
  • The work done by Simon Davies to collect the Annual Subscriptions was acknowledged.

The resolution to approve the Financial Statement was:

Proposed by: David Pass,

Seconded by: Simon Davies

Passed unanimously.

Crowborough RFC Annual General Meeting 27th April 2014

Graham Callard recognised Richard Lambert’s significant contribution to the Club in his role as Finance Director and the President called for a vote of thanks to Richard Lambert for the work he had put in on behalf of the Club.

Peter Johnstone has now taken over as Finance Director.

  1. Report from the Director of Rugby: Paul Gray

Paul Gray started by recognising the significant contribution made by Richard Siggs since he took over as the Club’s Head Coach at the start of the season.

The report from the Director of Rugby contained the following key messages:

  • CRFC 1st XV:
  • We are in the process of rebuilding the 1st XV following the loss of players at the end of the 2013/14 Season. Despite this setback the team performed well to retain their place in the London South East 2 League.
  • Renting the property at the Wolfe Recreation Ground enabled us to attract ‘out of area’ players to the Club and this will continue to be important in the 2014/15 Season.
  • Our key strength is our ability to bring on players from the Junior sides to play in the Senior Teams and this development is being supported by an increasing number of Senior Players getting involved in the coaching of the Junior sides.
  • CRFC 2nd XV:
  • Despite facing strong opposition the 2nd XV did well to retain their position in Sussex 1 League.
  • Next season Dan Moore will become the dedicated 2nd XV Coach.
  • CRFC 3rd XV:
  • The 3rd XV finished 6th in the Sussex 2 League and retains its strong ‘social’ ethos.
  • Paul Gray gave a vote of thanks to Mark Wilson, who stood down as the Captain this season, for the significant contribution that he has made to the success of the team both on and off the pitch.
  1. Report from the Director of Junior Rugby: Gavin Richardson

The report from the Director of Junior Rugby contained the following key messages:

  • The 2013/14 Season was a successful season for the Club
  • We had 318 Mini and Junior players registered at the Club which was a 16% increase on the 2012/13 Season
  • We now have 53 Coaches with more individuals being trained to take on a coaching role at the Club.
  • We won more trophies than last year.
  • The Club hosted the biggest Mini Festival ever run in Sussex attracting over 1,000 players, 16 Clubs and 98 teams. Gavin Richardson praised the army of volunteers who supported this event making it such a resounding success.
  • The Club will host another Harlequins Summer Camp that should generate £1,000 for the Club.
  • The Club had a stand in Crowborough High Street during the Crowborough Fun Day. A large number of enquiries were made about joining the Club and this will, hopefully, be reflected in an increase in membership at the start of next season.
  • The Mini Tour was a great success with over 80 players going on tour.
  • Gavin Richardson announced that Tracey Radford would be taking over as Mini Chairman at the start of next season with Jonathan Fairy taking on a caretaker role as Junior Chairman until a permanent replacement can be found

Crowborough RFC Annual General Meeting 27th April 2014
  • The only negative was the poor weather in January and February that resulted in no Mini and Junior rugby being played at the Club for 7 to 8 weeks. In addition the weather resulted in the loss of a Mini Festival which should have generated at least £6,000
  1. To confirm the election of Gavin Richardson as an Honorary Vice President

Proposed: John Wilmshurst

Seconded: Simon Davies

Passed unanimously.

  1. To approve a Resolution temporarily varying the Rule 4.2.2 of Crowborough RFC Ltd to allow for increasing the amount that the Club may borrow from £100,000 to £500,000 for a period of five years from the date of this AGM (27th June 2014). This increase in borrowing is specifically for the purpose of building a new Clubhouse

Proposed: David Clark

Seconded: Graham Callard

Passed unanimously

  1. To elect the President for the 2014/15 Season

The AGM was asked to elect David Clark as the President for the 2014/15 Season:

Proposed: David Pass

Seconded: Eddie Bridges

Passed unanimously

  1. To elect the Officers for the 2014/15 Season
    The AGM was asked to elect the following individuals, by block vote, as the Officers for the 2014/15 Season.
  • Chairman - Graham Callard.
  • Director of Rugby - Paul Gray
  • Director of Governance & Secretary - David Bennett.
  • Director of Finance - Peter Johnstone.
  • Director of Marketing - David Shortland.
  • Director of Mini & Junior Rugby - Gavin Richardson

Proposed: David Pass

Seconded: Eddie Bridges

Passed unanimously

  1. Meeting Closed: 8:28pm

Appendix 1: Financial Statement

Crowborough Rugby Football Club Limited

Financial Statements

Income & Expenditure for the year ended 30th April 2014

Income and Expenditure

Income / Notes / 2014 / 2013
Bar and CateringTrading
Sales - Bar / 81,432 / 111,449
Sales - Catering / 31,432 / 32,634
Less: Cost of Sales
Opening Stock / 4,102 / 3,332
Purchases - Bar / 34,444 / 40,138
Catering - Costs / 19,320 / 22,028
Wages / 20,806 / 20,707
78,672 / 86,205
Less: Closing Stock / 5,244 / 4,102
73,428 / 82,103
Gross Profit / 35% / 39,436 / 43% / 61,908
Other Income / 1 / 72,608 / 68,511
112,044 / 130,491
Expenditure
Equipment and ground
maintenance / 2 / 53,144 / 51,616
Rates / 1,619 / 2,139
Light and heat / 9,348 / 10,540
Insurance / 3,465 / 3,465
Printing, telephone and
stationery / 971 / 920
Subscriptions & Donations / 1,029 / 2,840
Depreciation / 5,270 / 8,068
Equipment Hire / 1,311 / 1,424
Sundries / 6,254 / 3,169
Interest paid / 76909,516 / 9,891
Wolfe Cottage Costs / 6,741 / 0
98,668 / 94,072
Excess of Income over
Expenditure / £13,376 / £36,419

Crowborough Rugby Football Club Limited

Financial Statements

Balance Sheet as at 30th April 2014

Balance Sheet

Fixed Assets / Notes / 2014 / 2013
Land and buildings / 3 / 724,172 / 723,793
Land improvement - Drainage / 49,830 / 49,830
Less: Depreciation / 25,616 / 24,214 / 22,294 / 27,536
Fixtures fittings & equipment / 47,459 / 47,459
Less; Depreciation / 36,417 / 11,042 / 34,469 / 12,990
759,428 / 764,319
Current Assets
Bar and Catering Stock / 5,244 / 4,102
Debtors and prepayments / 2,100 / 800
Balances at bank / 5 / 10,375 / 12,118
Cash in hand / 831 / 1,057
18,550 / 18,077
Less: Current Liabilities
Trade creditors / 8,049 / 6,555
Sundry creditors & accruals / 2,318 / 5,000
10,367 / 11,555
Net Current Assets / 7,193 / 6,522
Long Term Loans / 4 / 204,484 / 228,080
Total Assets / £562,137 / £542,761
Financed by:
Share Capital / 30 / 30
Unsecured Loan Notes / 81,000 / 75,000
Reserves brought forward / 467,731 / 431,312
Excess Income for the year / 13,376 / 36,419
Total Capital / £562,137 / £542,761

Crowborough Rugby Football Club Limited

Financial Statements

Notes to the Accounts for the Year ended 30th April 2014

Notes to the Accounts

2014 / 2013
1 Other Income
Subscriptions / 22,388 / 23,766
Match fees / 2,999 / 2,000
Less: Match expenses / 690 / 24,697 / 2,704 / 23,062
RFU Grants / 330 / 330
Donations and Patrons / 6,507 / 21,039
Social events/fund raising / 4,269 / 2,521
Raffles and Auctions / 4,530 / 1,921
Bank interest received / 2 / 1
500 club / 2,133 / 2,334
Sponsorship / 14,500 / 6,889
Advertising / 7,507 / 6,969
Hiring / 7,042 / 3,100
Exceptional item / 1,091 / 345
£72,608 / £68,511
2 Equipment & ground maintenance
Maintenance: Premises & sundry / 2,872 / 925
Ground / 9,058 / 8,105
Playing equipment, training costs, trophies / 34,810 / 36,351
Refuse collection & cleaning / 6,404 / 6,235
£53,144 / £51,616
3 Land and buildings
The land and buildings were valued by a
Chartered Surveyor at £510,000 prior to
The building of the new clubhouse.
4 Loans
TSELF – 10 years / 105,000 / 120,000
RFU – 15 years / 86,672 / 93,336
Shepherd Neame – 10 years / 12,812 / 14,744
£204,484 / £228,080
5 Balances at bank
Current account / 9,647 / 11,000
Deposit account / 38 / 56
500 club account / 649 / 971
Mini account (Shirt Sponsorship) / 41 / 91
£10,375 / £12,118