Newmarket Rugby Union Football Club

NEWMARKET RUGBY UNION FOOTBALL CLUB

Notice of the Annual General Meeting Wednesday 4th June 2014 at 1930 hours at The Clubhouse

AGENDA

Apologies for absence.

To approve the minutes of the AGM 2013.

To receive and approve the Chairman’s report.

To receive and approve the Honorary Treasurer’s report, including a proposal on Subscriptions for the 2014/2015 season.

Nominations for Honorary Life Vice-Presidents.

Election of Officers.

See attached list

Any other business notified to the Honorary Secretary, at least 3 days before the meeting on 4th June 2014.

Robert Voss

(01638) 669596

Minutes of the Annual General Meeting, Wednesday 22nd May 2013, held at 1900 hours at The Clubhouse.

1.Present:See attached list.

2.Apologies:See attached list:

3.To Approve the Minutes of the AGM 2012 :

The minutes of the AGM held on 16 May 2012 were accepted as a true record of the proceedings.

Acceptance of the minutes was proposed by Adrian Green and seconded by Neil Osborne – accepted by the meeting.

On the matter of the proposal to amend Rule 6 of the club’s constitution, as detailed below:

The term of office shall be for a period of 2 years. The elected member has a right to stand down at any time within this 2-year period and also has the right to stand for re-election at the end of the 2-year term. The elected member cannot face a challenge for the position before the expiry of the 2-year term of office. The committee, however, has the right to stand down the elected member for reasons of impropriety; bringing the Club into disrepute, or any other act not fitting within the rules of the club, this being in accordance with the constitution as currently written.

No comments were forthcoming and acceptance of the amendment was proposed by Ron Walker and seconded by Simon Daines.

To Receive and Approve the Chairman’s Report:

Neil Richardson, Club Chairman, addressed the meeting: the detail of his report is as follows:

At this AGM, several long serving committee members will step down, in particular, Jim Paxton, who after many years of commitment in a variety of roles stepped out of retirement at short notice when the club needed a treasurer, also stepping down are Ron Walker and Raymond Richardson who have both undertaken several roles in recent seasons and I would like to offer my personal thanks and those of the club for the work they have done.

The season that has just finished has seen the club stabilise on the playing front, the first team had a decent season and in truth third place in the league was probably the ideal result, as their remains work to do before we can expect to secure a long term in the London Divisions and yo-yoing between the leagues will not be of benefit.

The second team secured their by now almost traditional spot in the Greene King Cup final, narrowly losing to March but this shows as a club we remain competitive at this level.

Much of the thanks for the on-field performance must go to the work Gareth has put in as Director of Rugby, he will I am sure testify to the necessary demands on time and energy levels to fulfil this crucial role so well so it is understandable that he has chosen to stand down. Between them Liam Cocks and Matt Carter have also worked hard to fill the void which would usually be filled by a coach, and once again the evergreen and perennially retiring Lee Pooley has ensured the second team continue on a successful course after Raymond’s initial work before Christmas to make sure the club fielded a second team whenever possible.

Off the field the challenges remain, for the time being the club remains secure at Scaltback and Suffolk County Council have stated that they are committed to turning over the site to community use and favour the NSDA and Rugby Club to provide the focal point for the future. Some of you will have seen mention in the press about a potential free school in Newmarket, at this stage Suffolk County Council have said that they have not received an application nor has any interest in Scaltback as a potential site been discussed.

Over the past six years I have been part of the group that has worked towards securing the future of the club, those also involved have all committed significant amounts of their time to meetings with council officials, potential benefactors, the RFU, sport England and many others, I would like to thank Ian Harkin; Adie Green; Robert Voss and particularly Jim Paxton for their efforts over all this period and more recently John Bradshaw; Pete Noone and Ian Pountain have also joined the group and provided fresh impetus to the process.

Those of us with memories of the attempt in the eighties to move the club to Lambton Field know that nothing is ever one hundred percent certain until a long-term lease is signed but we can at this stage be optimistic about the future of the club at Scaltback.

Junior rugby has continued to thrive; all our thanks should go to Andy Baldwin who has put in a tremendous amount of effort to ensure that this remains the case, taking on a variety of roles with little if any support. I feel that in some ways the success of Junior rugby over some many years has resulted in complacency within the club, Andy deserves much more support than he has been given, I hope that this changes for next season.

Looking to the future, it is imperative that we all work together as a club, that we put aside any personal egotism if things are not exactly how we would wish them to be and get behind the new committee that will be elected shortly, I am sure that there will be future successes but these need to be consolidated rather than undermined if we truly wish to build this club.

We all understood as players, the time would come when we no longer remained effective or contributed to the team and it would be time for younger people to step forward, the same thing can also be said about coaches and I strongly believe that the same applies to administrators as well, it can be all too easy for us to convince ourselves that we still have something to offer, or to be persuaded to continue through the lack of an obvious alternative. We all have a shelf life beyond which we are less effective and if we hang around indefinitely we can become a hindrance to the continued development of the club.

This season I feel that I have been less than effective as Chairman, to do this job properly requires a significant commitment in terms of time and importantly energy, both of which I have found in short supply and for all these reasons I decided at Christmas that I would not offer to stand again.

Before I conclude, I would like to thank all those who have contributed during my time as Chairman, this club has over the years provided me with some good friends and some happy memories so it was a privilege to be given the opportunity to put something back. The new Chairman and committee will also need help and assistance to move the club forward and I would ask as many members as possible to volunteer in some way to spread the load.

Adrian Green, former Club Chairman, on Neil’s retirement, stated that the role of Chairman is not an easy job, and gets progressively harder! He proposed a vote of thanks to the outgoing Chairman, accepted by all.

The membership, in general, proposed a vote of thanks to all outgoing officers, with a special thanks to Gareth Godfrey for his efforts – accepted unanimously.

There were no questions of the chairman; acceptance of the report was proposed by Ian Pountain and seconded by Neil Rodman – accepted unanimously.

To receive and approve the Honorary Treasurer’s Report, including a proposal on the Subscriptions for the 2012/2013 season.

The Treasurer presented a summary of the accounts for the year, the salient points of which are given below.

The senior section accounts record a net surplus of £1,378, whilst the junior section recorded a net surplus of £2,577. Whilst pleasing to record a surplus, there are some worrying trends which need to be addressed:

Main areas being:

REDUCED income from junior subscriptions £1,600

REDUCED income from sponsorship – Junior £3,400 and Senior down £5,300

Some saving have been recorded:

Coaching and child protection costs reduced

First aid training down

Senior coaching costs down.

Whilst always nice to reflect prudence when income is falling, we need to question as to whether these are the right areas to make savings.

The Club Accumulated fund now stands at £50,195 (2011/12 £46,433)

The treasurer, again, highlighted the substantial costs of putting on senior rugby: direct costs £281 and indirect costs £38 per paid-up member, total £318. The average number of players used was 60, giving an average total cost per player of £239 per year. The annual subscription reflects the continuing policy of subsidising certain playing expenses by donations, therefore making rugby affordable. The consensus of opinion, therefore, is that the Annual subscription is good value for money. The club ethos is that no one is debarred from playing due to the inability to pay but those who can pay, must pay: paid senior playing membership is up slightly, despite fielding the same number of teams, albeit on a less regular basis: we do not have 25 players on welfare! On a more positive note, income from junior subscriptions has increased significantly for the second successive season.

The treasurer reminded the membership that the standing order for subscriptions is spread across the whole 12 months of the year, not just for the playing season and the £192 fee includes club membership at £50.

Much discussion took place on the low membership numbers: a paid-up members list should be issued to the committee on a regular basis. This is current practice but not being enforced. The “No Pay, No Play” message was again raised; will it ever be enforced?

It was agreed that captains should not be required to collect and chase subscriptions; this job would be left with the team managers, where they exist! It was noted, however, that it was in the Captains’ interest to be aware of non-paying players.

General questions included:

Lewis Smith: Players need to know how much it costs to provide rugby throughout the season, maybe in a newsletter? All players should contribute.
Mark Christy: Is there a record of Junior subscriptions – need to know who is not paying?
Rob Nash: Sponsorship opportunities for youth rugby are there – need focus and a package. This is a vital area and needs full time attention.

Neil Osborne made a proposal for the acceptance of the treasurers’ report, subject to the accounts being formally audited; seconded by Neil Rodman.

A copy of the audited accounts for 2012/13 is set out on the next page:

NEWMARKET RUFC INCOME & EXPENDITURE ACCOUNTS 1st May 2012 TO 30th April 2013
Full Club / Senior Section / Junior Section
£ / £ / £ / £ / £ / £
BAL B/FWD AS AT 01/05/12 / 46240 / 24031 / 22208
INCOME
Sponsorship / 5469 / 4718 / 751
Subscriptions / 18834 / 8974 / 9860
Match Fees / 140 / 140 / 0
Tuck Shop - Net / -216 / 0 / -216
Fundraising / 1003 / 1003 / 0
Merchandising - Net / -845 / 0 / -845
Socials / Raffle / 2742 / 2742 / 0
Coaching FHDC / 0 / 0 / 0
Bank Interest / Compensation / 6 / 6 / 0
TOTAL INCOME / 27133 / 17582 / 9550
EXPENDITURE:
Bank Charges / Unpaid Cheques / 43 / 4 / 39
Coaching Expenses / 640 / 640 / 0
Fitness Coach / 70 / 70 / 0
Physio & Medical Support / 982 / 982 / 0
Subs & Fees / 705 / 705 / 0
Referees Fees / 540 / 540 / 0
Pitch Hire / 4292 / 2180 / 2112
Players Insurance / 1000 / 1000 / 0
Playing Kit / Equipment / 4127 / 1489 / 2638
Coaching Course / Child Protection / 121 / 0 / 121
Awards Night: Trophies etc / 1061 / 110 / 950
Festival Entry Fees / 220 / 0 / 220
Events: Leicester Tigers etc / -35 / 0 / -35
Events: Maisons-Laffitte Hosting / 769 / 0 / 769
Travel Coach Hire - Net / 1250 / 1250 / 0
Repairs & Maintenance / 1650 / 1650 / 0
After-Match Food / 1539 / 1539 / 0
First Aid Course & Supplies / 247 / 0 / 247
Postage/Secretarial/Printing / 657 / 519 / 138
Laundry / 1420 / 1420 / 0
Clubhouse Hire / 1832 / 1832 / 0
Discipline / -226 / 0 / -226
Web Site Hosting / 274 / 274 / 0
TOTAL EXPENDITURE / 23178 / 16204 / 6974
BAL C/FWD AS AT 30/04/13 / 50195 / 25409 / 24785
REPRESENTED BY: / £ / £ / £
Cash At Bank / 45888 / 25409 / 20478
Merchandising Stock / 4022 / 0 / 4022
Debtors / 285 / 0 / 285
Creditors / 0 / 0 / 0
TOTAL / 50195 / 25409 / 24785

Item 1 Newmarket R.U.F.C. AGM 22nd May 2013 – Apologies for Absence

Paul Cocks / Philippa Walker / Caroline Hillary
Kevin Molloy / James Paxton / Harvey Bell
Lee Pooley / Stuart McLaren / Trevor Peak
Claire Burt / Nicky Goddard / Chris Deaton
Kevin Collins / Andy Bowers / John Taylor
Jo Howard

Appendix 1

Newmarket RUFC AGM 22nd May 2013 list of attendees

Mike King / Ray Bradshaw / Liam Cocks
Neil Richardson / Robert Voss / Lewis Smith
Michael Reeves / Colin Phillips / Godfrey Nelmes
Mark Christie / John Adams / Ron Walker
Sherard Franklin / Andy Baldwin / Adrian Green
Ian Brown / Giles Martin / Linda Payne
Matthew Carter / Martin Williams / Ben Wells
Doug Fynney / Steve Leaman / Neil Rodman
Neil Osborne / Gareth Godfrey / Alasdair Davey
Bob Reeves / Anton Phillips / Rob Nash
Stephen Green / Simon Guenigault / Kerry Phillips
Bruce Skingley / Karen Leaman / Cameron Wade
Simon Daines / Ian Pountain

On the matter of Annual Subscriptions, the proposal, for season 2013/14, was as follows:

CurrentProposalNote:

Senior Playing£192 p.a.£192 p.a.1

Vice President£50£501

Junior Players age 13+ years*£50£502

Junior Players age 9-12 years£45£452

Junior Players under 9 years£35£352

Each Additional Child discount£15£152

Ladies Social Membership£10£503

Associate Membership£20£201

Ladies Playing MembershipAs Above4

* Includes Students 18-25 yrs in Full Time Education

Notes:

1. No Increase proposed

2. No change: subscription allows for 1 child, plus Associate membership for 1 parent.

5. Ladies playing membership to be in accordance with their male equivalent e.g. 15 – 18 age group will pay £50; adult ladies team same as senior playing.

General discussion on level of subscriptions and collection thereof, which is regarded as the most important aspect: historically, we have not done well. Rob Nash proposed that the junior subs should be increased whilst Adrian Green felt that the junior levels were about right on the basis that the club needs to be inclusive. Alasdair Davey felt that we needed to increase numbers.

The Mini and junior section is the “jewel in the crown” but we need to engage with the membership (Mark Christy). Adrian Green suggested a memo to the junior membership, requesting feedback on subscription levels.

For clarification students in full time education, up to the age of 25 years, will only be required to pay the maximum junior rate. Part time students, falling into this age category, who have an income, would be required to pay the appropriate rate. The option for dispensation due to low income, as with all classes of membership, remains open.

Acceptance of the fees was proposed by Rob Nash and seconded by Liam Cocks.

Nomination for Honorary Life President:

There being no nominations, the meeting proceeded to item 7.

Election of Officers:

The full list of officers for season 2013/2014 is appended hereto.

Any Other Business:

There were no other questions, relevant to the business of the AGM, notified to the secretary prior to the AGM.

Before the meeting formally closed, New Chairman, John Adams, requested a minute to address the meeting. In summary, he said:

Youth is the lifeblood of any club
Fundraising and sponsorship is critical to our future success
We are 1 club.

Let’s make it happen.

The meeting closed at 8:15pm

Robert Voss

Hon Secretary

After the conclusion of the formal part of the AGM, the following awards were made:

Volunteer certificates:

J Barclay

Mary-Clare O’Sullivan

Karen Leaman

Colin Phillips

Kerry Phillips

Steve Leaman

Doug Fynney

Ollie King.

Senior Player awards:

Player of the year:

Lewis Smith

Development Player of the year:

Ben Wells

Players’ player of the year:

Lewis Smith

Most improved:

Ray Bradshaw

Tony Bailey Cup:

T J Rowland

Robbie Hayes Cup (for Under 23 players)

Patrick Kearney

Clubman:

Gareth Godfrey

Newmarket R.U.F.C. AGM 22nd May 2013 – Election of Officers 2013/2014

POST

HOLDER

/ Willing to Stand? / NOMINATION /

PROPOSED

SECONDED

President / Ian Pountain / Yes / Ian Pountain / Ron Walker / R Voss
Chairman / N Richardson / No / John Adams / Neil Osborne / S Green
Vice Chairman / S Green / Yes / S Green / N Richardson / J Paxton
Director of Rugby & Senior Playing Chairman / G Godfrey / No
Junior Rugby Co-ordinator / A Baldwin / Yes / A Baldwin / S Green / R Voss
Clubhouse & Grounds Chairman / R Richardson / No / G Godfrey / R Voss / J Paxton
Hon. Secretary / R Voss / Yes / R Voss / I Pountain / R Walker
Hon. Treasurer / J Paxton / No / S Franklin / J Paxton / R Voss
Hon Fixture Secretary / L Pooley / Yes / L Pooley / G Godfrey / N Richardson
Membership Secretary / M Reeves / Yes / M Reeves / G Godfrey / R Voss
Welfare and Safeguarding Officer / P Walker / No / Karen Leaman / A Baldwin / J Paxton
Press & PR Chairman / G Godfrey / Yes / G Godfrey / R Voss / J Paxton
Fund Raising Chairman / I Pountain / No
Social Chairman / R Richardson / No / M Reeves & L Cocks
Merchandising / A&T Parsley / Yes / A&T Parsley / R Voss / J Paxton
Coaching Co-ordinator / A Baldwin / Yes / Rob Nash / A Baldwin / R Voss
Volunteer Co-ordinator / N Rodman / Yes / N Rodman / R Walker / R Voss
VP Co-ordinator / D Fynney / Yes / D Fynney / I Pountain / R Walker
Communications and Marketing Officer / R Walker / No / S Guenigault / S Green / N Richardson
Trustee / A Green
I Pountain / Continuing

In accordance with the amendment to rule 6 of the constitution, those jobholders highlighted come to the end of their term of office at the end of season 2013/14. They can, of course, stand for re-election.

Appendix 2

On the matter of Annual Subscriptions, the proposal, for season 2014/15, is as follows:

CurrentProposalNote:

Senior Playing£192 p.a.£192 p.a.1

Vice President£50£501

Junior Players age 13+ years*£50£501

Junior Players age 9-12 years£45£451