Whitstable Rfc Executive Committee Meeting

Whitstable RFC –21st July 2015 @ 7.30pm Minutes of Annual General Meeting held at Reeves Way, Whitstable

The Chairman opened the Meeting at 7.58pm, declaring it Quorate, with a total of 25 attendees. Apologies were received from Pat Todd, Steve Mullins and Roger Dengate.

Minutes dated 15th July 2015 were adopted as declared, proposed by Calvin Smith seconded by Jamie Kemp and unanimously agreed by the Floor.

Chairman’s Report

The Chairman started his report by stating that the year had been very challenging again but it was much more positive with some good results on the pitch.

It had started badly with the deduction of five point and the loss of the first three games.. By the end of the season the First XV had achieved 5th place in the League with a side that looked like it could challenge for top spot next season.

Unfortunately we have lost the services of Darren Malloy, our Head Coach, who has gone onto CRFC who are able to pay more.

On a more positive note, the Club has appointed Malcolm Graves, an ex WRFC player who has been coaching at Medway who have been promoted to London 1. Malcolm is well equipped to coach at the Club’s current level. He will also be available to play for the Club and to bringing new players along.

The dismissal of the old steward was really challenging and left the Club and its officers vulnerable with a case of Unfair Dismissal claimed. Fortunately this was won by the Club.

The previous Honorary Secretary, Les Brown was especially thanked for his efforts in this matter.

It bought up the fact that we need to find a way to protect the Club and Officers in future.

The issue regarding the money owed by Mark Payne is still ongoing. The Committee has explored all legal avenues and although the Courts have decided in our favour, Mark Payne has not paid up. It is feared the Club may never recover the money.

The accounts this year are showing a small loss. This is mostly down to the loss of Harbour Garage as one of our main sponsors and the high costs of employing our now ex coach and the paying for transport to away games.

However the bar has been refurbished. The ball court is now finished and is available for renting out thus bringing in extra revenue.

It will be necessary to increase the cost of membership for the coming season to enable the Club to survive and to keep the building and pitches in good condition.

Money is also needed for ongoing projects:

 Refurbishing the Members’ Bar;  Replacing the boilers;  Upgrading the fire alarm system. It is hoped the use of the Club’s premises during the Rugby World Cup, will bring in extra revenue as well as new players at all levels.

Having focussed on the Senior Section of the Club up to now, the time has come to work with the Mini Midi and Junior Section. There has been some reluctance to change in the past. Hopefully this is behind us and stronger links can be formed ensuring a constant flow of Junior players into our Senior squads.

The highlight of the year has to be the winning of the Nat West Workforce Weekend and the visit of Richard Hill to the Club. A big thank you to everyone who took part.

Saatchi and Saatchi will be working with the Club to ensure we are able to provide an Ultimate World Club Experience in the clubhouse.

A special thanks must be given to Jamie Kemp for organising this.

Finally, the Club has gone through some hard times and an enormous amount of hard work has gone on over the last two seasons. An enormous amount of work and maintenance has taken place on a small budget. This has lead to positive comments from members and has lead to an expansion of sponsors.

The current Committee has worked hard over this year and should receive the thanks of all Club members.

Financial Statement

Philip Gambrill ran through the Financial Statements.

Income this year £99 506 as compared with £96 012 in 2014. Bar Revenue is up. £57 755 in 2015 compared with £48 465 in 2014. Membership Subs are down £6 096 in 2015 as compared with £7 181 in 2014. Sponsorship is down due to loss of our main sponsor , Harbour Garage.

Administration costs have been reduced. £ 32 078 in 2015 as compared with £33 474 in 2014.

The overall Financial position has improved particularly in Stocks and Cash held.

Overall, as reported earlier, the Club made a slight loss of £517 over the course of the year.

A question was asked from the floor about strategies for getting more people to use the Club thus increasing revenue.

 RWC;  Leaflet drop in Whitstable (10 000);  Advice from Saatchi and Saatchi;  Chestfield Summer Fair on 30th August is to be held on Club grounds;  Carnival Float.

Calvin Smith proposed the accounts be accepted. Jamie Kemp seconded this proposal.

Members present agreed.

Appointment of Auditors

Philip Gambrill Co was put forward. This was voted in by the members present Alterations to Club Rules To remove:  Section 6 Share Capital;  Paragraph 8.17; To appoint Auditors for the following year.  Section 21 Club Seal;  Paragraph22.1.2; A statement of the share held by each Member and the amount paid therefore.  Paragraph22.1.3; A statement of other property, if any, in the Club held by each Member whether in loans or otherwise.  Section 24 Annual Return;  Section 26 Registration;  Section 32 Arbitration  Section 33 Interpretation.

To amend: Paragraph 15.4.8 so ”Auditors” is replaced by “Independent Examiners.”

Details have been circulated and PH asked for questions before a block vote was taken. Changes were mainly about bringing Club Rules up to date. The Members present agreed the changes

Any Other Motion or Business Requiring a Vote

As mentioned by the Chairman in his report that there needs to be a change of Governance to protect the Club and Officers in future.

Permission was asked of the Members present for the new Committee to explore this and to take advice from bodies such as The RFU.

The Members present agreed.

Subscriptions

The Committee of Whitstable RFC has proposed the following increases for Membership:

1. Playing Membership Monthly Payment to be increased from £15.00 to £20.00 per month 2. Playing Membership for the Year in a one off payment will be 3. Playing Membership for Student/Unemployed Monthly Payment to be increased from £10.00 to £15.00 per month 4. Playing Membership for Student/Unemployed one off payment will be 5. VP Membership Annual Payment will increase from £55.00 to £60.00 6. VP Membership Monthly Payment will increase to £5.75.

There was a discussion concerning the new incentive scheme for players who train twice a week and are selected for and are in the First XV squad on matchdays.

It was agreed that this be trialled.

The Members present agreed to the change in Subscriptions. Election of Officers

All the current Committee are willing to stand again in their existing roles. There had been no other nominations received.

Meeting moved straight onto a vote. The Members present agreed to current Committee continuing.

The position of Social Secretary is still open.

Andrew Huey agreed to stand.

Duncan McKinnon proposed him. Calvin Smith seconded him.

The Members present agreed.

AOB Not Requiring a Vote

Calvin Smith mentioned the fact that Tag Rugby was being played on Wednesdays 7.00pm to 8.00pm and all are welcome, regardless of age.

Peter Hudson reminded everyone of the importance of training if the Club is to realise its potential.

Iris Manning asked if there was anyone who could lend a trailer that could be used in the Carnival on August 1st.

Meeting closed at 9.02pm.