Paviors Rugby Football Club

Annual General Meeting

Tuesday 7th July 2015 7.00pm

VENUE: THE CLUBHOUSE

MINUTES.

AGENDA;

To record any apologies for absence received, remember absent friends.

To consider and approve (with or without amendment) the minutes of the 2014 Annual General Meeting held on 1st July 2014 and matters arising.

Chairmans Report

Treasurers Report

Match Tax T consider the future of Match Tax

Annual Subscription. To consider & vote on Annual Subscriptions for 2015/2016

To Elect the Board for 2015/16

Election of Honorary Vice Presidents

To appoint independent examiners { Auditors} for 2015/16

Any other business for consideration of the Board but on which no voting shall be allowed

{1} APOLOGIES FOR ABSENCES NOTIFIED:

A Gough, J Dickinson, R Clements, BJ Cast, R Rusdale,

I Wigglesworth

Absent friends;

F Posaner, K Robinson,P Ward.

A period of reflection was observed.

Present; P Molyneux, B Ratcliffe, C Holdrick, G Turner, S Stirland, A Pearson, R Garden, J Bell, D Tilford, R Stoneman, D Robinson, in,

P Laplanche ,PBillam, S Digweed, J Digweed

2} Minutes of 2014/15 were considered. They were deemed to be a true reflection of events. On a vote Proposed by B Ratcliffe, and seconded by P Molyneux, they were duly signed off.

3}Chairman’s Report:

To be added as an addendum to minutes.

4}Treasurers Report

To be added as addendum to minutes

5} Match Tax.

It is proposed that match tax be abolished.

Bob Ratcliffe moved, Jarrod Bell Seconded. Unanimously carried.

6} ANNUAL SUBSCRIPTIONS.

There is a proposal to increase the rate this year to £100 for full voting membership, £50 for Students in full time education, Family Membership £155. It was proposed we continue to offer monthly payments where members preffered.

On a vote proposed by Phil Molyneux and seconded by Pete Laplanche annual subs were increased as above.

7}Election of Board Members

The following incumbents indicated they would stand for election and were duly appointed on a vote.

President--- Bob Ratcliffe

Chairman ---

Treasurer--- Phil Molyneux

Secretary------Chris Holdrick

Director Of Rugby…… Pat Billam

Role of Chairman was left vacant.

Graham Turner was added to the board of Rugby Club

Bob Ratcliffe stood down as Chairman and indicated he would stand as President taking over from Paul Stirland who stood down after 3 years in post.

Above proposed by Rob Stoneman, Seconded by Richard Garden.

8} Honarary Vice Presidents.

Graham Turner proposed Tim Combellack and ` Jane Sudbury.

Tim has in the past and continues to supply the lighting and electrical equipment through his company ERF Electrical

Jane Sudbury served alongside Mel Sudbury when President fulfilling several roles not only supporting Mel but helping out with the shop etc It was felt this honour was long overdue.

Chris Holdrick to inform both formally by letter.

Proposed by Graham Turner, Seconded by Phil Molyneux

At the request of the board all existing Vice Presidents were elected en bloc

9} Independant Examiners.

Brookes Mayfield will be asked to do this work.

10} A.O.B

Proposal to introduce Rugby into local Junior School, St Wilfreds Calverton by Jarrod Bell

Rugby World Cup events being planned by G Turner and Neil Kendrick to coincide with home nations participation. Bodies will be required when programme rolls out.

No fixtures planned for 31st October RWC Final.

M/J Return 30th August

Kit supplier will be O Neills, orders online.

Meeting closed 20:39

5} Subscriptions;

The Committee recommended an increase to the Annual Subscription.

The proposal in the information pack was discussed at length with varying opinions as to the efficacy of such an increase in current economic climate.

However the committee was keen to point out that even with the proposed increase we are still value for money in comparison to other sports clubs. However, it was noted by the Chairman, that not all senior playing members were contributing to the running of the club and avoiding paying was seen as a “game”.

Whilst non payment of “subs” was a contributory factor to the income shortfall, it would have been significantly higher but for the Chairman chasing serial non payers.

A policy, yet to be finalised with Director of Rugby, Senior and Lead coaches for next season, will require payment of “subs” by a certain date,{ 1st November?} for players to be eligible for selection.

PROPOSALS FOR 2013/14

FULL SUBSCRIPTION MEMBERSHIP (VOTING)

£84 FOR MONTHLY PAYMENT OF £7
£80 FOR ONE LUMP PAYMENT

THIS MEMBERSHIP IS FOR THE FIRST MEMBER OF THE FAMILY (PARENTS/GUARDIANS PLUS U18’S) WHETHER THAT MEMBER IS A PARENT OR A CHILD U18.
ALLOWS THE MEMBER TO PLAY RUGBY AND BENEFIT FROM THE CLUB FACILITIES

REDUCED SUBSCRIPTION MEMBERSHIP(VOTING OR PROXY VOTING)

£48 FOR MONTHLY PAYMENT OF £4
£45 FOR ONE LUMP PAYMENT

THIS IS THE SAME AS A FULL MEMBERSHIP IN TERMS OF BENEFITS TO THE MEMBER.
ELIGIBILITY IS BASED ON THE FOLLOWING:-
- FULL TIME STUDENT 18 YEARS OF AGE.
- UNEMPLOYED
- 2ND FAMILY MEMBER (WHETHER PARENT/GUARDIAN OR CHILD U18)

3RD FAMILY MEMBER SUBSCRIPTION (PROXY VOTING)

£12 FOR MONTHLY PAYMENTS OF £1
£10 FOR ONE LUMP PAYMENT

FULL BENEFITS

FAMILY MEMBERSHIP (2 PARENTS/GUARDIANS + ALL CHILDREN)

£144 FOR MONTHLY PAYMENTS OF £12
£135 FOR ONE LUMP PAYMENT

FULL BENEFITS FOR ALL FAMILY MEMBERS INCLUDING PROXY VOTING IF APPROPRIATE.

TRIAL MEMBERSHIPS

SOCIAL/NON-PLAYING MEMBERSHIP (NON VOTING)

£35 ONE LUMP PAYMENT

USE OF CLUB FACILITIES
NO OTHER BENEFITS – EXCEPT IN CLUB OFFERS.

SUMMER MEMBERSHIP (2014) – MAY –END AUGUST (NON VOTING)

£15

A standing order / direct debit system to be offered to spread cost.

As ever we reiterated that any person/s having difficulty meeting the costs of being a member they are encouraged to speak to any committee member.

Clarification was sought ref Horns players, who are associate members via their offspring, a proposal of £10 match tax was mooted by Dave Tilford. Discussions will be ongoing.

Bob Ratcliffe has secured funding for a membership card which it is envisaged will encourage payment of “subs” as some special offers ref bar, kitchen, shop will run during season on production of valid card.

Simon Stirland asked whether a Tie for social members might encourage more people who are not currently members to contribute to the club.

The proposal was proposed by Simon Stirland and seconded by Pete Laplanche and passed on vote from floor with 1 vote against.

6} Match Tax;

In light of current financial climate it was deemed there should be no increase in the levels of Match Tax. The collection of Match Tax is seen as an issue to be tackled at Team Manager level.

Clarification of what match tax covered; Laundry, referee, provision of playing surface, opening of facility etc.

Proposer Will Oates, Seconded Andy Pearson.

NB Cost of Society Referee for coming season will increase to £40 per game.{ 8.6%} with pro rata rates for Second XV and Junior games.

7} To Elect the Board and Management Committee for Season 2013/14

The following were elected to the Board;

Position / Current office holder / Committee Nomination / PROPOSER / Seconded
EXECUTIVE BOARD / DIRECTORS
President / Paul Stirland / Paul Stirland / Will Oates / Ken James
Chairman / Bob Ratcliffe / Bob Ratcliffe / Elizabeth Stirland / Rob Stoneman
Club Secretary / Chris Holdrick / Chris Holdrick / Steve Taylor / Ronald Clements
Club Treasurer / Phil Molyneux / Phil Molyneux / Pete Laplanche / Andy Pearson
COMMITTEE MEMBERS / Current
Post Holder / Committee Nomination / Proposer / Seconder
Director of Rugby / Pat Billam / Pat Billam
Chairman (Juniors) / Ken James / Tracey Cranmer
Vice Chairman (Juniors) / Andy Pearson / AndyPearson
Chairman (Girls) / Maggie James / Ken James
Chairman (Mini’s) / Steve Taylor / Simon Stirland
Vice Chairman (Mini’s) / Ian Wigglesworth / Ian Wigglesworth
M & J Secretary / Chris Holdrick / Chris Holdrick
OTHER KEY ROLES
Membership Secretary / Sue Arnold / Sue Arnold
Fixture Secretary / Pete Laplanche / Pete Laplanche
Fixture Secretary - Minis
- Jrs
- Girls / Anita Garden
Anita Garden
Ken James / Anita Garden
Anita Garden
Ken James
Coaching Coordinator / Dave Robinsonl / Dave Robinson
Equipment Manager / Will Oates / TBC
Shop Manager / TBC
Referee Coordinator Senior
Referee Coordinator Junior / Ronald Clements
Graham Turner / Ronald Clements
Graham Turner
Rugby First Coordinator / Ken James / Bob Ratcliffe, Sue Arnold, Chris Holdrick
Club Volunteer Coordinator / Bob Ratcliffe / Bob Ratcliffe
Communications Manager / TBC
Players Discipline Rep / TBC
Social Secretary / TBC
Safe Guarding Manager / Maggie James / Tracey Cranmer
Maggie James
RFU/NLD Registration Officer / Dale Baldry / Ken James
School Liaison Officer / Stu Bell / Dave Robinson.

There are several positions, which as yet are unconfirmed with post holders, however as these are secondments they are not needed to be voted on and will be confirmed when suitable candidates come forward. The above posts were elected en bloc on show off hands.

8} Election of Honarary Vice Presidents.

Committee asked for current Vice Presidents to be re- elected en bloc.

Proposed by Steve Taylor, Seconded by Rob Stoneman.

The following were nominations for new Vice Presidents which the Committee would like to recommend.

Chairman, Bob Ratcliffe, explained the criteria behind the nominations.

Nominations:

Tracey Cranmer, Maggie James, Anita Garden, Chris Holdrick.

The above were awarded volunteer certificates at the Paviors Volunteer Award evening but require ratification of membership.

Proposed by Ronald Clements, seconded by Richard Garden

9} Appointment of Independent Examiners 2013/14;

Brookes Mayfield.

10}A.O.B

A} Presentation of Cliff Moakes Trophy to Pete Laplanche for his continued unstinting efforts as senior fixtures secretary

B} Chairman announced recipient of Pete Evans award, player of the season, Gareth Briggs.

C} Ken James presented with glasses and decanter on behalf of NLD for his services to Girls Rugby

2014 AGM DATE TBA