Minutes of a Meeting of Sefton RUFC Board: Tuesday4th December 2012

Minutes of a meeting of Sefton RUFC Board: Tuesday4th December 2012.

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

The minutes of the meeting of the Board held on 9th October 2012 were agreed. All matters arising would be dealt with within the main agenda.

1. Incorporation Progress:

a)CASC re-application.

Good News! We have received official notification that we have been reregistered as a CASC. This has been backdated to the 1st May, so there is no gap in our registration between the ‘old’ club and the new incorporated company. The Board recognised the excellent work carried out by GP on the application – Thank you to him.

The Board considered that the whole incorporation process was now complete.

1. Finance:

a)Current financial.

RS gave details of the balances of the two current accounts and the saving account. Current financial activity was examined.

DL had moved our buildings and contents insurance to another company after receiving a better quote. There had been a saving of over £1k.The Board noted that we had saved an additional several hundred pound by paying the premium in one annual sum, not monthly. This had been possible as funds were available due to increased membership fee payment.

The VAT had been paid for the quarter and we would be due a rebate.

The system for a bar stock check was discussed. A regular system would be put in place in the New Year.

b)SSE Rugby Energy.

There had been no new developments as we were waiting to hear from Utility Aid. This item would be taken off the agenda until we heard from them as the ball was now in their court!

c)Club Kitchen.

DL was ‘helping’ AW with the kitchen accounts on a Monday morning.

A cooker hood has been purchased (£285). After fitting AW would be able to start using a deep fat fryer to provide food on Sundays. DL had checked with the new insurance provider that use of such equipment would be acceptable if regular cleaning of the filters took place.

d)Raging Bull Sports Wear.

An email had been received from the rep for this company, Simon mason, questioning a lack of sales on the ‘shop’ linked to our website. As we only received a small commission on these sales the Board felt it was better financial sense to encourage sales from our own in-house shop. If contacted again RS would discuss ‘ending’ our direct association with Raging Bull.

e)Club Playing Shirts.

WFJ, ASt and AC would produce a short list of standardised playing shirt designs. There would then be a website ‘vote’ to help in a decision on future purchases as replacement of team’s shirts became necessary.

1. Membership:

Collection of fees was going well, but there would be a final push across both adult and junior sections to maximise revenue from this important area.

1. Grounds Management/Maintenance:

WFJ was still working on the terms of reference for the new grounds sub-committee. He would also be circulating a request for volunteers to ‘serve’ on same, possibly utilizing the club website to advertise for volunteers. (ongoing).

1. Adult Rugby Subcommittee: Ratification of decisions & other urgent items:

Kevin Greaves had successfully applied for the role of, and has been appointed as Community Rugby Coach (CCR) for Liverpool. This should not affect his role within the Club.

The Board expressed their pleasure at Kevin’s appointment. Well done!

ASt indicated that the squad rotation system was working well as injuries in the first team squad mounted over the season.

1. Junior Rugby Subcommittee: Ratification of decisions & other urgent items:

AC reported that the U16’s team coach had stood down for personal reasons. He will take no more part in the coaching of the team or any other official role.

A new coaching team led by Paul Devlin was now in place.

1. Croxteth Park Option:

ASt reported that LCC have met with English Heritage and it would appear that they are willing to discuss a development plan for Croxteth hall Park. (Ongoing).

1. Thornhead Brook Realignment Planning Application:

Planning permission had been granted (despite our ‘technical’ objection) and work on this project, including the palisade fencing along the Lane would now go ahead.

RS & WFJ had met with Council Officers on site to ‘negotiate’ the best position for the Club. Our reservations about positioning the fence close to the tarmac road surface had been strongly expressed. Work, when in progress, would be closely monitored to ensure the best possible outcome. (ongoing).

1. Authorisation of Functions:

A club social and Christmas children’s party were approved.

1. Other Urgent & Essential Items:

WFJ asked the Board if we were still happy with our overall policy for the sale of our allowance of International tickets, or did we need to review the policy?

The Board expressed their satisfaction with the current policy, which brought in much needed revenue.

ASt had been approached by Daniel Palmer (fitness coach) with a request for training facilities on a Tuesday evening.

The Board did not give its approval on safety grounds.

1. Date of Next Board Meeting:

The Board would meet on a date yet to be confirmed.

Signature ...... (Chairman)