Minutes of a meeting of Sefton RUFC Board: Tuesday14thApril 2015.

Present: WFJ; RS (Minutes); AC; ASt; ASp; GP; PR.Apologies: DL.

  1. Matters Arising from the Previous Meeting.(17thFebruary) Minutes agreed.
  • Donation made to Rochdale appeal.
  • NatwestRugbyforce 2015: Club had no one available for workshop and is therefore unlikely to participate this year.
  1. Current Financial Position.

a)RS gave a report on our current bank balance and recent expenditure.

b)Electricity Bills: Billing for our two separate, electricity supplies (Clubhouse & Floodlights). Still ongoing.

c)WFJ gave a report on the amount still outstanding from last year’s drainage project.

d)The Board agreed on a package of pitch maintenance work to be completed by David Platt this summer. This included weeding, seeding and feeding, together withverti-quaking(?). WFJ would liaise and coordinate work with DP.

e)Stand Roof Replacement: It was agreed that a cutoff point would be given to the offer by a member of to replace the stand roof free of charge, as the work had not been started. We would then give the original contractor an opportunity to re-quote for the work. If the price was around the original £5k we would go ahead with the job. It was felt that the stand roof as it stood was bringing our facilities into disrepute! Further to this, AC had taken a Club sponsorship package into the local BMW dealership. BMW have a national deal with the RFU to support local Rugby Clubs. If any money was received it would be used to fund the roof replacement.

f)Club Contribution to U12’s Italy Tour: The Board agreed a £300 contribution towards this team’s trip to Italy. It was made in acknowledgment of the amount of funding raised by the individuals going. This had included at least two activities which had generated money over the bar. The contribution was conditional on all the correct ‘tour’ procedures being completed, and a list of all members going on the trip being received by RS.

g)ASp presented a table of pay rates to be paid to our bar staff. Adherence to these rates by either hourly or half hourly increments would assist in the RTI recording. A copy would be kept in the file behind the bar for the employees to refer to. Asp also asked the Board to endorse a policy of no bar tabs, which had been implemented. The Board agreed this policy.

h)The final cost of the replacement of the posts on pitch 3 was still not known. WFJ would press DP for an invoice.

  1. Financial Year End & AGM Preparation:
  • RS reported that DL had indicated he would not wish to be a member of the Board after this year’s AGM. This meant we would require a new Director of Finance. RS indicated that he was willing to move across to this role if it was easier to find a replacement Secretary. Possible replacements would be approached before the AGM. (On going).

John Harrild would be attending the Club on Friday 1st May to carry out the end of year bar stock check. RS was coordinating between the Club’s bookkeeper, Steve Errington and John Harrild so that the year-end accounts could be prepared in time for presentation at the AGM in July. We had also received notification that our Corporation Tax Return was due by the end of April. Despite being exempt due to our CASC status a return was still required by HMRC. Unfortunately there would also be professional fees to pay! (On going).

  1. Relocation:
  • ASt and WFJ had attended a further meeting with LCC. They must now meet with English Heritage to discuss the relocation with them in respect of their interest in Croxteth Hall.
  1. Lancashire Rugby World Cup Workshops: We had attended all three of these workshops. WFJ felt it was vital we started to record our representatives’ attendance at all such workshops, and also have a method of recording information and outcomes from such meetings. A data base for such a purpose would be a possibility, perhaps stored on the club’s laptop computer. (On going).
  1. Rugby: Adult Men’s, Women’s & Junior Sections.

ASt and AC gave brief reports on the activities and achievements within the respective sections.

  1. Other Urgent & Essential Items.

None raised at the meeting.