MELBOURNE RFC ANNUAL GENERAL MEETING
HELD AT THE MELBOURNE ASSEMBLY ROOOMS –14th June 2016
PRESENT-: Peter Ilott, Tom Williams, Ian Lucas, Steve Hollingsworth, Julia Saunders, Crawford Fisher, Olly Page, Dave Smith, Nick Brown, Tim Wilbraham, Mick Suddaby, Dave Porter, Tim Doyle
APOLOGIES-:Gary Rudkin, Ann Marie Toplis, Colin Toplis, Jo Mallard, Ian Mallard, Will Judge, Morris Hall, Gary Fawcett, Tess Gaunt, Mark Gaunt
Meeting opened at 8.10chaired by Ian Lucas
Ian welcomed those present to the 2016 AGM.
AGM 2015 minutes had been published and circulated prior to the meeting.
Minutes accepted - Proposed:Dave Smith, Seconded: Julia Saunders
No matters arising
Chairman’s Report
Delivered by Peter Ilott
On the playing side the club have had a successful season this year again. Despite suffering a series of injuries early season, and a poor start, the 1st XV recovered to finish a creditable 7th in the league using nearly 50 players in the process. The development XV never really got going with multiple clubs failing to raise a side, but they did play a few games. The Stags won their pennant league. The U17 colts endured a difficult season with a lack of opposition on a regular basis. There seems to be a lot of clubs struggling with colts, U17s rugby. There was no cup success this year with the 1st XV playing in a higher tier of both cups. The club had 2 Derbyshire representatives and 1 NLD U20 representative. Discipline was excellent this year with no ‘red cards’. The coaching side remains ‘best standard’ with Matt Derbyshire undergoing his level 3, Tim Wilbraham as assistant and Steve Grainger joining from Matlock. Charlotte provided the physio support and Matt Dalton strength and conditioning. Gary Rudkin of the RFU has again been invaluable in his support of the club from 1st XV right down to U17 and U16s.
The coaching team put on a couple of masterclasses towards the end of the season which were well attended and that is something we will be looking to do in the future. Will Judge took on the role of fixture secretary this year and I would like to thank him for his help. The 1st XV fixtures are already out for next season with a tough list of competitors. The first home league game is against Matlock on 10th September, which will tie in with the MSP opening. We have not entered the National cup, but will be entering NLD cup and possibly 2 or 3 teams entering the Derbyshire competition. The club intend to run 3 regular senior Saturday sides next season – 1st XV, Development XV in their own league and the Stags. On top of this there will be an U18 Colts league on Saturday too with our U18 and U17s integrated. Tim Wilbraham will be the Academy manager as head coach, with the Academy being U19-U17 with the aim of introducing players to senior rugby in a phased and controlled manner. Matt Derbyshire has already informed players of the start of preseason, with a guest coach early on. Will Judge is already working on re season fixtures. We are healthy with kit with 4 complete sets now. Dave Porter secured £1000 from Sainsburys which virtually funded 2 sets of Canterbury shirts. Both Morris and Dave Lowson did very well with subs and match fees again and thanks to both
The pitches remained problematical this year and the club were lucky to be supported by Gary Rudkin and the RFU in obtaining regular use of Derby 3G for Knights and senior games. This is not easy and involves permission from league secretary and opposition on a weekly basis. As a club the we can however pre-request to all the league opposition at the start of the season which may be worth considering this coming season. There is currently work being undertaken on our pitch and remedial work being planned on the council pitch. The AGP became invaluable in January and February albeit expensive.
Steve Rudd and Tess Gaunt have managed a very successful season of CPD and as a club we perform very well. With Nick Woodlands management of the girls, the touch rugby and other ongoing projects, we, as a club are very proactive in bringing anybody and everybody to the game of rugby. The club also received our reaccreditation from the RFU this year. The website is well used and Nick Woodland has also been involved with Twitter and facebook feeds. The facebook pages are well supported.
With the continuing progression of the MSP, we have phased down the maintenance of anything but the pitches. There have been a few episodes of vandalism at the changing rooms, the most recent one being a couple of weeks ago Steve, Tom, Pete, Crawford etc have all being very proactive with the MSP. Ian and Nick are working towards social groups, events, sponsorship etc.
Fund raising was poor this season. The pram push and Santa’s sleigh both did well. Dean Sylvester was involved with the Pram push and this was well supported by the players. Gary Lakin took on the Santa’s Sleigh and thanks again. Tommy has been helping on the social side. We had 1 successful marquee event and thanks to Ian for the marquee, with one also being postponed by the weather. Fund raising will need to be reassessed for the future as the club will still need to raise it own capital funds. The rotary have pulled out of doing Santa’s Sleigh and MRFC will be looking to take this on as well as the pram push, cricket matches and quizzes etc. Unfortunately, we lost one of our corporate sponsors this season. Sponsorship will be high on the agenda in the future and Nick Brown and Ian Lucas are working on this already. Jake Oxspring continues to do a fine job with the corporate sponsors as well International ticket management which are always well subscribed.
Succession remains important. The club remains reliant on volunteers and with the exciting times of the MSP coming up, this is going to become more important. The club is still struggling to attract volunteers though.
Finally I would like to thank the senior officers who help make this role more manageable. Steve as Treasurer and MSP maestro at the moment. I could not do this role without the assistance of Tom. He is always available if there are any problems for which I am very grateful. Julia has taken to the M&J chairperson role enthusiastically and it is has been a pleasure having her assistance this season. Dave Smith has continued to support me and the club and did another fine job with the annual dinner this year. Finally, my thanks to all the directors of the club and John James as club secretary.
M&J’s Chairman’s Report
Delivered by Julia Saunders
Firstly it has been a privilege to take over as Chairman from Nick Brown, who together with Tom Williams, has done such an excellent job of getting enthusiastic and committed Committee members in place over the past three years or so. Both of them deserve huge thanks from the club and from myself as they continue in key roles both in the minis and juniors and the club as a whole. I have to say it hasn’t been until this last year that I have really appreciated the extent of the hard work that is carried on by our volunteers behind the scenes.
The M M and J has what the RFU calls best practice in most areas. The coaching co-ordinators work hard to provide or find courses locally to keep our coaches up to date, we have targeted getting coaches through Level 1 and 2 of the RFU courses for both coaching and refereeing and I believe that we have reached that target. Safe guarding is well in hand with up to date working procedures in place.
My thanks to all members of the M M and J’s Committee who turn up month after month to make sure that we can run the section with input from all areas and age groups.
Registration went well in September and we maintain close to 300 registered players. In spite of some pre season concern for some age groups we have effective teams at all boys age groups with some swelling their numbers considerably. We have teams at all but one of the girls age groups and are affiliating with another club next year to ensure we can offer all age groups to our girls as they come through.
The coaches and children have come together to train across neighbouring age groups, a strategy which has resulted in an exchange of ideas between coaches, a way of sharing the new resource of the All weather pitch at Cockshut Lane when it never stopped raining in January and for the children different people shouting at them.
Our teams have taken part in Tigers tournaments such as the Prima and Land Rover cup and local Festivals where there have been trophies, all be it in the spirit of the game for sportsmanship rather than winning!! All the children have had fun and learned to support their mates. I must mention the U15’s who won the NLD Plate and the U13’s who won the Buxton 10’s.
We have been pivotal in the RFU All Schools Programme, and particular thanks to Steve Rudd for co-ordinating this with John Welland from Derby RFC and Gary Rudkin from the RFU. After a series of sessions at Chellaston School we picked up quite a few new players but also gave some children who would never have normally come across rugby an insight to our game. One lad from a local school said he was really enjoying himself because he didn’t usually “do sport Miss”
The Minxes section of the club continues to thrive under Nick Woodland, his enthusiasm knows no bounds. But I am pleased to say that he is gathering around him a team of helpers and coaches who share his passion for girls rugby and will help take the section forward. The Minxes have enjoyed days out to Twickenham, a tour and of course the Minxes Fun weekend which continues to grow in numbers and in reputation. With the facilities at Cockshut Lane available next year the event promises to be even larger!!
Our association with Chellaston School is strong, we have made contact with the new headmaster who is keen to keep up the relationship. We have one or two changes ahead, with the Club house cabin at the school being withdrawn from our use and a need to sort catering facilties next year but I am sure that these things can be ironed out.
I was able to go to all three Presentation evenings at the end of the season which were a huge success. It is very gratifying to see our boys and girls celebrated for their achievements. I especially enjoyed the Minxes movie making!!
We also look forward to the Academy, which is designed to incorporate the U16’s upwards as they head toward Colts and the Senior Club. The main aim is to keep as many of our young men involved in rugby as possible. I am sure that there will be some teething problems but with everyone committed to the boys and their rugby we will be able to make it work. Thanks to Tim Wilbrahim and the coaches of the relevant age groups for taking this on.
There will be a few changes from next year. It is exciting to think of the new facilities at Cockshut Lane and the difference that will make to all our age groups, but especially the older ones. I am always keen for everyone to know that they are part of a far larger club than just the MM and J’s and I think the new facilities will really help with that.
Senior Club Treasurer’s Report
Delivered by Steve Hollingsworth
Loss of £1142 for the year. Spent £10500 on capital equipment leaving a real £500 loss for the year. Ideally need to generate a surplus though
Ground maintenance, utilities, insurance and cleaning will be MSP responsibility in the future. Services were a £6000 expense this year.
Loss of 1 corporate
Subs had a 50% increase this season
Donation from Charles Church (builder)
Summary
Did not bring a lot in this year compared to previous years especially fundraising events and less sponsorship.
Subs will have a slight increase to incorporate facilities and MSP fee.
Need to increase income from other sources
Accounts available on request
Mini & Juniors Treasurer’s Report
Delivered by Tom Williams
Loss of £9000 following £6000 gain previous year. Exceptional expenditure this year. Costs have gone towards ground development (RFU lights, training area etc) and equipment.
Dave Porter – is a festival a possibility next season – response was possibly a small one but more likely for 2018
M&J are looking for a room to use at Chellaston as have lost the clubhouse
Minxes made a slight loss for fun day.
Accounts available on request
ACTION - DIRECTORS TO APPROVE ACCOUNTS
MSP and Grounds update
Presented by Tom Williams
The project has progressed dramatically since last year
AGP has been built and has been in use since December 2015
Clubhouse is now in its final build stage and should be finished by July 22nd
Tennis courts with Netball facilities (floodlit) is on schedule for completion in July
The clubhouse should be functional and ready for the new season but various aspects will not be complete. These are being addressed and a clear picture should emerge within the month
Interviews for a part time facility manger are in progress
The next phase of the project is now vital : Rugby and cricket pitches must be drained and improved to an acceptable standard in keeping with the business plan for the sustainability of the clubhouse
The 3 member clubs will pay agreed fes to the MSP and in return the MSP will provide the facilities to allow the club to participate in their sporting activities
Thanks to Nick Brown for his leadership in the opening weekend
Membership
Presented by Nick Brown
11th September – official MSP opening. Events VOPS etc
10th September – normal sporting Saturday
Note - Need to address the non-parent who coaches and waive the fee. Most coaches will be parents so this will not be a common occurrence.
OFFICIAL Thanks to Pete Upe, Crawford |Fisher, Steve Hollingsworth, Tom Williams, Nick Brown and Ian Lucas for the work with the MSP over the last 10 years or so.
The membership category proposals were voted through.
PDF available on request
Election of Office Bearers - Directors
In accordance with Articles 42 to 45 of the Articles of Association, the following have been nominated and seconded for the offices set out against them below and the meeting has approved their appointment for the 2013/2014 season:
President: David Smith (appointed by Board of Directors)
Roles / Name / Proposed / SecondedChairman / Ian Lucas / Julia Saunders / Peter Ilott
Vice Chairman / Peter Crawford Fisher / Julia Saunders / Peter Ilott
Elected Director / Thomas Williams / Julia Saunders / Peter Ilott
Elected Director / David Ian Bonner / Julia Saunders / Peter Ilott
Elected Director / Peter Upe / Julia Saunders / Peter Ilott
Elected Director / Steve Hollingsworth / Julia Saunders / Peter Ilott
Elected Director / Ann-Marie Topliss / Julia Saunders / Peter Ilott
Elected Director / Peter Ilott / xxxxxxxxxxxxxxxxxxx / xxxxxxxxxxxxxxxxxxxx
Elected Director / Nick Brown / Julia Saunders / Peter Ilott
Elected Director / Julia Saunders / xxxxxxxxxxxxxxxxxxx / Xxxxxxxxxxxxxxxxxxxx
Election of Office Bearers – Senior Management Committee
Roles / Name / Proposed / SecondedChairman / Peter Ilott / Julia Saunders / Nick Brown
President / David Smith / Appointed by board of Directors
Secretary
Treasurer / Steve Hollingsworth / Peter Ilott / Crawford Fisher
Match/Fixture secretary / Will Judge / Peter Ilott / Tom Williams
Players Rep / Gary Lakin / Steve Hollingsworth / Tom Williams
Social secretary
Club Volunteer Co-ordinator / Conor Doneghan / Junior committee
Membership secretary / Christine Sinclair / Julia Saunders / NickBrown
Volunteers (not to be elected):
Senior CoachMatt Derbyshire
Assistant coachSteve Grainger
Head of AcademyTim Wilbraham
MSP working partyMSP Directors
International Tickets:Jake Oxspring
Web managerOlly Page
1st XV managerPeter Ilott
Development team managerGary Toplis/Jon Winter