12
STAMFORD RUFC MAIN COMMITTEE MEETING
Date: Monday 22nd June 2015 - 730pm
Attendees / Apologies / CirculationNeil Jolly
Henk Michels
Rupert Gibson
Nick Mcdowall
Darren Dolby
Ross Thain
Dave Laventure
Julian Winspear
Sandra Wakefield / Pip Warters
Sean Forward
Cameron Park
Austin Schwarz
Jez Cox
Matthew Albinson / Club Notice Board
All Committee Members
Members by Email
agenda
Welcome/Apologies
ITEM 1: Minutes of last meeting
item 2: Senior Rugby Report (including recruitment)
item 3: Mini & Junior Rugby Report (including retention)
item 4: Treasurers Report
ITEM 5: Membership Report
ITEM 6: Facilities Report
ITEM 7: Coach Coordinator Report
IREM 8: SAFEGUARDING
item 9: Entertainment Report
item 10: Sponsorship and Fundraising Report
ITEM 11: Publicity Report
item 12: Any Other Business
item 13: Next Committee Meeting
MINUTES
ITEM 1: Minutes of last meeting
Minutes of last meeting were agreed.
item 2: Senior Rugby Report (Dl / MA / NM / AS / SR / JC)
RePORT / actions completed
The First “Touch party” and BBQ was a huge success
Few beers, BBQ and over 50 plus in total at the club and over 44 playing touch from different parts of the club – u16s, 1s vets etc. Well worth it and doing it again 1/7. A few players but nothing major – big push now with public exams finishing.
Items for discussion / committee approval
GMS data base needs cleaning/clearing for Senior players / members.
RECRUITMENT Committee
o Stage 2
Summer training – marketing the “get fit” S and C work
This is the focus of the June meeting
o Start date Tue 7 July 1900- every Tue and Thurs
o Aim for media coverage to launch – maybe article on First XV renewing sponsorship etc (DJL to liaise with PW and Sponsor rep)
o JC to make all 16s, 17s, 18s aware
o MA to make all current registered seniors aware as well as ex players who we have on database
o DJL to look into “guest coach sessions”
o PW to launch on facebook and website
o PW to do posters, MA to publicise
o DJL to contact Active
o DJL to push with Rutland Radio
o MA to write/invite Stamford College OB to touch
o DJL written to Kirkstone House, Bourne Academy, Bourne GS, VC, UCC, Kings P, Peterborough School, Welland Academy, Deepings, Stamford College, Casterton – Heads of games/rugby/PE invitation to train
o DJL written to personnel at Kendrew Barracks, Wittering, Luffenham,
o DJL to send poster/flier/info to cricket clubs and WestSide/Rhinos
o MA to collate contact details of attendees
KEY POINT IN FUTURE RECRUITMENT AND RETTENTION – 2S AND DEVELOPMENT FIXTURES
DJL Has sent spreadsheet with COBS, COLTS AND 1S to Neck
NEW and ONGOING Actions
Action - Meeting to be held to discuss/arrange next year's fixtures MA/DL/NM/CM.
Action - Date for Club day to be set once fixture list is available.
Action - GMS cleaning
item 3: Mini & Junior Rugby Report (RT)
RePORT / actions completed
Not a lot to report. Fixtures done, including all NLD.
September 20th to be a Club Day for M & J, pushing the new kit (see below), BBQ etc which will coincide with the return of the Sponsored Cycle Ride (see below too).
New kit to be launched at the AGM. Awards to be dished out then too.
RG - We need to look at our readiness to receive influx of players from RWC15. Spoken with JW about auditing year groups on their positions.
Laurie Mills Sevens
Great response – only last year’s U14 aren’t taking part, trophy sorted, rules sorted, referees signed up etc.
Seb Goold sponsored cycle–September 20th
Email gone out to everyone.
Items for discussion / committee approval
RETENTION COMMITTEE (JW / MA / JC / RG)
Did not meet this month.
NEW and ONGOING Actions
Action - Guidance needs to go to members about the appropriate channels for complaints. We need to put together a guide on our procedures for this. I'm not clear who this falls to, JW as Coach Coordinator / DD as Safeguarding Officer or DL as Director of Rugby but we have until September to get this in place.
Action - Retention subcommittee need to meet to work on their current 3 action points.
Action - Team managers need to clean the GMS data base for their age groups.
Item 4: Treasurers Report (HM)
RePORT and actions completed
Summary results for May 2015 (See Appendix A for detailed breakdown)May / YTD
£ / £
£000's / £000's
Income / 450 / 450
Ball costs / 2,098 / 2,098
Expenditure / 2,477 / 2,477
Shortfall / (4,125) / (4,125)
This report is for noting only.
As we enter the close season this a quite time with little activity. The key points are as follows:
Income £450 for the month this related to bar sales and clubhouse hire.
Outgoing for the month was £4,575 a detailed breakdown can be found in appendix A the main items of expenditure were:
· Ball costs £2,098. The club paid £2,500 across to the cricket club however we were holding a similar amount as deposits last month. Waiting a full reconciliation of the final position form Will Plummer.
· Clubhouse costs £292
· Electricity £252
· Rent rates and Player costs £531 – NLD entry fees £260, laundry £151 and referee costs £120
· The Clubs cash reduced in the month improved during the month by just by £3k to £48,800.
In May £14,500 has been invoiced for sponsorship, £10k to BGL, Rutland Scaffolding £1.3k and The Tall House £3k.
Items for discussion / committee approval
To check with the RFU and Insurers the position of players who have not paid their subs.
Marsh the insurers do not define membership and the decision on who is covered rests with the RFU. The RFU’s position is that it is the Club/Team that is insured. So for example a guest players is insured, as it’s the team than is insured. Therefore a player is insured regardless of whether subs are not paid or not.
NEW and ONGOING Actions
ITEM 5: Membership Report (MJ)
RePORT and actions completed
No new members.
Membership now live on the GMS site. The membership tiers are set up.
Items for discussion / committee approval
Pricing of membership needs to be finalised around the kit options. Is the kit in or out of the membership? It was decided to keep this out.
NEW and ONGOING Actions
Action - Membership cards to be produced RG. Ongoing
Action - New membership forms with new pricing to be prepared for Sept RG/MJ. Ongoing
ITEM 6: Facilities Report (SW)
RePORT and actions completed
SW - Deep clean in the kitchen has been completed. Kev is liaising with SKDC over our annual hygiene inspection.
RT - Meeting still to be arranged with SKDC (not through lack of trying I might add) to tell them what we want.
RT - New first team changing room spec done and price should be with me for Monday. Will take you through it then, but new benches, ceiling, 6 showers, shower pump etc all planned to be ready for the new season. Spare ch rm to be physio / office?? Grants??? Will cost approx £15-18k. This was approved by committee.
RG - looked into post costs. Junior sets approx £1700 inc VAT and delivery. Ground works company or SKDC to install?
Items for discussion / committee approval
SW would like to discuss how we will get volunteers for cleanup day before she picks suitable date.
Sat 18th July 1000-1400 chosen.
NEW and ONGOING Actions
Action - NJ to get bar sink fixed/replaced.
Action - RG to go back to Rob for heating solution.
ITEM 7: Coach Coordinator Report (JW)
RePORT and actions completed
Presentation trophies for Club including Laurie Mills Trophy are in the storeroom you cleared out.
Attended with Jez the Lincolnshire club update meeting on the 1st June, some useful information gained especially retention more on which I'll report to committee.
The Tag Course is all booked with 20 delegates for the 23rd June, which is an excellent result, however I've still not received any notification regarding costs etc.
Also booked on courses are Ollie Story - level 2 referee, Nick Grice - rugby ready and Dave Pennell - referee level 1, more info will be available at the meeting regarding dates, host club etc if required.
I've also raised with the Gareth Short my intention to host First Aid, Rugby Ready, scrum factory and referee level one closed courses at Stamford over the coming season. But so far nothing more to report on this.
Items for discussion / committee approval
NEW and ONGOING Actions
ITEM 8: SAFEGUARDING (DD)
RePORT and actions completed
No SG issues raised this month.
GMS shows that there are no outstanding DBS’s for the club for the next 3 months.
Still awaiting confirmation from LP that she has the authority from the RFU to run the course. DD to contact LP for update at beginning on July.
Should have draft Tour Policy available for Committee to view / discuss mid July.
Items for discussion / committee approval
NEW and ONGOING Actions
Action – LP / DD to run Play it Safe course
Action - DD/RG/RT to work on Tour Organisation policy including an idiots guide.
item 9: Entertainment Report (?)
RePORT and actions completed
CP - The ball went ahead and was I think a great success.
RG - Dates of RWC15 fixtures we are showing and year group hosts have been sent out.
Items for discussion / committee approval
Some comments around the ball being expensive for what it was. Open to others giving viable options for putting something different on next year. Probably a discussion for after the AGM.
NEW and ONGOING Actions
Action -
item 10: Sponsorship and Fundraising Report (CP / WT)
RePORT and actions completed
CP - Meeting between Wes Tatton CP and DJL surrounding sponsorship with a discussion on how to progress – 18th June.
Wes now taking over boards as previously discussed between Neil and Cam.
Items for discussion / committee approval
NEW and ONGOING Actions
Action - WS to get the new sponsorship boards up for the start of the season.
ITEM 11: Publicity and Communications Report (PW)
RePORT and actions completed
Items for discussion / committee approval
NEW and ONGOING Actions
Action - PW/RT to see if BGL want to pay for the Rugby World Cup magazine sponsorship.
Action - PW to procure BOGOF Beer tokens. c £100-150.
Action - DL to speak to Paul Mills to see if he can get similar price to SES on presentation frame for shirts.
Action - PW to go ahead with archive work.
Item 12: Any Other Business
Agenda for AGM to be agreed.
Succession Planning
Which positions are going to be appointed by committee and which need to be voted in?
Players Dinner.
What Mini/Junior Awards are being announced on Club day?
Senior Awards - Clubman, Player, Tackler, Kicking Cup etc....
Meeting closed at 21.30
item 13: Next Committee Meeting
Date not set. Tue 28th July 730pm??
Rupert Gibson
Honorary Secretary
Stamford RUFC
25th June 2015