Minutes of Beccles RUFC AGM Held at Beccles Sports and Social Club on Friday 31St May (19:00)

Minutes of Beccles RUFC AGM held at Beccles Sports and Social Club on Friday 31 st May (19:00).

Present: Keith Johnstone, Chris Capps-Jenner, Alan Cooper, Tony Dyer, Bel Crame, Justin Geyser, Graham Hinsley, David Taylor, Nick Beese, Richard Beese, Stuart Janes, Chris Hinsley, Matt Goode, Sam Long, Cemil Duruk, Fabrice Deroubaix, John Hoffman, Mike Anderson, Nick Moon, Tom Harrison, Alex Callaway, Helen Anderson, Jodi Mackenzie, Laura Nutt, Hannah Darwin, Marcus Sale, Sam Harmer, Gavin Starks, Adam Edwards, Reece Ling, James Giddins, Rob Wilson, Owen Hadridge, Mike Penney, John Payne, Anna Peck.

1) Apologies

Keith Shannon, Dick Grieve, Jason Seeley, Jonathan Pitts, Huw Caine.

2) Previous Minutes and matters arising.

Read and approved.

3) Chairman’s welcome (Alan Cooper)

Committee Mission Statement From Club Constitution... “The objects of the Club are to organise and encourage the playing of rugby union football and to afford members the means of social intercourse and recreation” From Club Chairman... “Maintain the Clubs stability by increasing membership across all playing & non-playing sections, increase member involvement in the clubs running, increase awareness of BRFC within the community” Chairmans Rules of operation • We are ‘ONE’ Rugby Club • We are ‘ONE’ Committee operating together to benefit the members & community • The full committee owns ALL action items. As committee volunteers we all contribute to deliver change, and resolve challenges • We all do our best to deliver, but there will be times we can’t deliver or meet a date, again we ALL pitch in to help, no single person is left to face the fire alone, fingers are never pointed at a sole person, they can only ever be pointed at the committee • We fall together, we rise together • Integrity, Honesty, Visibility, Positive Behaviour, Positive Chat • We keep it ‘simple, and we keep it ‘social’ • We have fun !!

This Year…. Helicopter View

 One of the key aims this season was to build on some solid foundations, for Beccles Rugby Club to grow and become a place where players, families and the local the community want to participate and be part of  While all ages and groups are vitally important to the club, one of the key focus points of the 2012/13 season was to build a strong Youth section that in time supports the seniors sides of the club  Some of the objectives this season were: 1. Increase number of volunteers within the Club 2. Substantially increase Youth playing numbers 3. Make Sunday’s down at the Club as big as Saturdays 4. Increase Sponsorship, chase down more Grants/Funding opportunities 5. Maintain financial stability 6. Develop coaches within 7. Become more active with RFU, EC & NRFU 8. Field 2 Ladies teams in Leagues for the first time 9. Complete the installation of pitch and training lights 10. Increase Player fundraising 11. Increase senior playing numbers by 10% Next Season Big Tickets  Learning from this seasons.....  Increase Volunteer numbers across the club sections  Continue to improve the Beccles RFC image and strengthen our clubs label  Maintain Financial stability and continue to make spend visible to the membership  Maintain focus on Youth rugby  Stabilise and mature further Ladies section  Senior Men make a serious assault on the league title  Increased focus on Beccles players playing rep rugby for NRFU, EC, +  Pitch Development Phase 3  Increase communications with Sponsors  Maintain relations and levels of local press coverage  Introduce 2 big club wide events, Season Opening Day, Summer Ball, EOS Awards Dinner

4) Youth section review (Chris Capps-Jenner)

Beccles RUFC 2012 Statement

‘The youth section has become one of the clubs major areas of focus this season with new committee members and club volunteers dedicated to making Beccles Youth Rugby one of the strongest Youth sections in the area over the next 5 year Period.’ Year one youth objectives. • To grow the youth section numbers to 70 by raising the profile of the club within schools, sports clubs and the local community…. We currently have 45 youth players registered. Objective Complete : 93 players registered • To relocate the minis training area too directly outside of the club house thus raising the profile of the minis section and giving parents the use of the clubhouse whilst their children are training. Objective Complete • Subscriptions fees to be: Minis=£30-00, Juniors=£35-00, for this fee all youth players will receive club shorts, socks and T-shirt, Post match food will be included in the fee. Objective Complete • To provide parents, players and supporters with an open and friendly environment within the club house this will be supported by providing refreshments, newspapers, Wi-Fi and TV on match and training days. Objective Complete • To provide an information board for players and parents giving details of coaches, fixtures, training times and forth coming events, contact numbers etc. Objective Complete Youth Player Numbers

• Registered players target For 2012/13 season – 70 • Actual players registered end of 2012/13 season– 93 • increase of 48 players from last season • Highest increase is within the Minis section start 2012/13– 7 to 38 increase of 31 Minis Youth Finances review • Youth Accounts/Finance: • The youth P&L accounts for the year August 2012 to May 2013 shows the youth section with a balance of £5,640 in credit. • In real terms without the Funding/Grant money being taken into account the youth section is £230 in credit. The goal set out at the beginning of the season for the youth section was to be self-funding and to not be a financial burden on the club. • The youth section were fortunate to receive £1600 by way of sponsorship from Emerald Auto Services (Primary Youth Sponsor) and SQA consulting ltd (Minis Sponsor). • Profits generated by the kitchen and fundraising were used to purchase Beccles RFC youth T-Shirts, post match food for all youth sections for the whole season, Minis Christmas lunch, Juniors Christmas Training session, Youth Halloween Party, Minis and Juniors end of season trophies. • It is also worth mentioning that the youth section has catered all its own post match food this season funded from profits made by the kitchen. In real terms this has saved the club paying the £45 post match food fee for 15 youth Home matches making a saving to the club of £675

Year two youth objectives

• Youth Numbers: To continue to grow the youth section numbers to 120 by raising the profile of the club within local schools during our ‘In School Coaching sessions’ and inter school festivals hosted at Beccles RFC. • Subscriptions fees: Minis & Juniors £40-00 per player for this fee all youth players will receive club shorts, socks and T-shirt cost of this kit is £29-00 the kit will be issued within 2 weeks of subscription payment being received. Post match food will be included in the fee. • Coaches: To increase our coaching staff numbers to support the growth within the Minis section and specifically the U13s Side. • Beccles RUFC Youth Rugby Training Ground Facilities: ‘The Beccles Youth Community Rugby Facility’ will be a hub for youth rugby in the area. Changing areas (Male & Female), Seating area for parents, information centre & Kitchen. Kit Storage area, covered area, access path, communal lighting and Toilet facilities. • Community Bus: This season we are aiming to put a 17 Seater community Mini-Bus on the road with the purpose of transporting youth and senior players to matches on weekends. The Mini-Bus will also be made available to local schools and clubs to access. • Funding: To continue accessing locality Grants & funding to invest in our youth club members. The Rugby Highlights

• Minis section Played at three festivals this season Holt, Diss and Norwich. • The U7s, U8s & U9s Minis now have enough numbers to enter their own sides at festivals without having to cluster with other clubs. • The U17s: Played 4: Won 3: Drawn 0: Lost 1: Scored 243 points: Conceded 68 points. • U17s player Cameron Armstrong was selected for an Eastern Counties U17s trial at Thetford. • The U15s: Played 19: Won 11: Drawn 0: Lost 8: Scored 704 points: Conceded 295 points. • The U15s made it to the semi-final of the Norfolk cup eventually losing to Holt 46-7. • The U14s had two players who represented Norfolk, Sam Puxley and Louie Hepton. • The U15s had two players who represented Norfolk, Russell Arnold and Dan Carroll. • U15s player James Mcgregor was selected to represent Eastern Counties at the Leicester Tigers EPDG trials. School and Community Rugby

• In October 2012 we launched our community sports for all programme lead by our club SLO Matt Goode, Matt is supported by a team of qualified and experienced coaches from the youth, ladies and men’s senior sections of the club. • Our ‘in school rugby coaching programme’ is aimed at introducing local schools to rugby union and Beccles RFC we have delivered coaching sessions to several schools including Bungay Primary School, Hobart High, Sir John Leman, Seething and Mundham Primary Schools. • A special thanks you to Stewart Cameron the RFU Community Rugby Coach who has been instrumental in setting up and delivering our school programme. • Beccles RFC have been awarded an ECRU Presidents Club Award for our work in Schools Rugby. The award will be presented to the club on the 7th June at the ECRU AGM and Supper. • For the first time in the clubs history Leicester Tigers are holding a ‘School Tag Festival’ at Beccles RFC this is to be held on June the 18th. • Beccles Rugby Club is proud to announce it is holding a Summer Rugby Camp running on the 27th, 28th and 29th August 2013. The camp will be held at Beccles RFC and run in association with the RFU and DT-12. The three days have been developed around the Rugby Football Unions Key skills and core values. The camp will be delivered by RFU Community Rugby Coach Stewart Cameron and Ex Tongan International & Neath Centre Dave Tiueti. The camp is open to members of Beccles Rugby Club and all surrounding Rugby Clubs and Schools. The cost for the three days is just £60.

Helen Anderson asked about the number of girls in the minis setup. We have a good number but we need to develop a pathway for them to move through to the ladies squads.

Chris Capps-Jenner thanked a number of people who have supported him throughout the year in particular Alan Cooper and Bel Crame.

5) Senior section review (Michael Penney)

2012-13 Season

• A season of transformation for Beccles Rugby club • Arrival of new coach Keith Rix – a fundamentally different approach from outside the club. In my opinion a shakeup that will benefit the club for the long term. Very grateful for his input and commitment. • Pre- season training excellent but numbers tailed off – Keith’s suspension and departure as Head coach a turning point in the season • Highlights on the playing side • First XV run to the regional semi-final of the senior Vase • First XV unbeaten run in October and November ultimately topping the league after the victory against South Woodham Ferrers • Second XV pulling clear of the relegation zone in Norfolk merit table 1 • Second XV making the Norfolk cup final to defend their trophy • Player development has been promising, we need to improve squad numbers but talent wise throughout the club we exceed our peers. • Disappointments were the losing run at the end of the season leading to a final finishing place of eighth in the league. The loss of the Pony Moore trophy to Southwold at the end of a long hard season. These can all be addressed in 2014. • Thanks to all players and coaches for their efforts particularly Reece Ling, Jon Pitts, Owen Hadridge and Stuart Adams for their input following Keith’s departure 2013-14 Season Aims • A season of transformation for Beccles Rugby club • Arrival of new coach Keith Rix – a fundamentally different approach from outside the club. In my opinion a shakeup that will benefit the club for the long term. Very grateful for his input and commitment. • Pre- season training excellent but numbers tailed off – Keith’s suspension and departure as Head coach a turning point in the season • Highlights on the playing side • First XV run to the regional semi-final of the senior Vase • First XV unbeaten run in October and November ultimately topping the league after the victory against South Woodham Ferrers • Second XV pulling clear of the relegation zone in Norfolk merit table 1 • Second XV making the Norfolk cup final to defend their trophy • Player development has been promising, we need to improve squad numbers but talent wise throughout the club we exceed our peers. • Disappointments were the losing run at the end of the season leading to a final finishing place of eighth in the league. The loss of the Pony Moore trophy to Southwold at the end of a long hard season. These can all be addressed in 2014. • Thanks to all players and coaches for their efforts particularly Reece Ling, Jon Pitts, Owen Hadridge and Stuart Adams for their input following Keith’s departure

Nick Beese asked what level the club was aiming to play at. It was felt that the current squad could achieve stabilisation in the league above with more coaching and commitment from the players.

An advert for a new coach will be published in various places as it was thought that a new coach would be vital for the clubs development. Richard Beese also suggested that we look at funding opportunities to be able to pay for a coach. The committee said they would look in to this as current budgets would not allow a paid coach.

6) Ladies Section Review (Helen Anderson)

2012-13 Season

• A busy season of transformation and the arrival of Beccles Senior Ladies Rugby • It needs to be acknowledged the role Alan Carpenter played for years single handed holding the Ladies Flag. Alan’s not involved now but will remain close to the club and is only a call away should we need some advice. Liz Carpenter also played a key role early season setting the course for the season and we thank her for that. • U15s & U18s competed in leagues this season with mixed results. L&Y supported our team field numbers at times. • Georgia Cook was appointed Youth Ladies coach mid-season and what an amazing job. An incredibly motivated lady with experience beyond her years. Georgia has agreed to stay on as U18 coach this season. • Callum Roberts was appointed Senior Ladies coach mid-season and installed some needed structure to training. Callum has agreed to hold the Coaching role for the upcoming season which is fantastic news. A thanks to Owen Hadridge for supported Callum and the Ladies section towards the end of the season, a formidable and popular coaching team • Senior Ladies picked up serious momentum this season, recruiting successfully and playing the RFU reqmt of 8 friendly games in order to apply for league entry for this season • Thanks to all the ladies for pitching in and contributing to what is an incredible opportunity to create something special. A super big thanks to Anna, Laura & Jodi for your support, patience and hunger to make this happen. • 38 names now reside in the BRFC Ladies Database  2013-14 Season and beyond • Continue to build on the foundations built last season and to keep driving forward using the strengths of our members and their supporters. • Recruit 6 additional Ladies Committee members to perform key identified positions. The ladies section is growing but recruitment is still key if the team is to do well in league games. Recruitment drives are being organised for the summer break and have already begun with radio time on Heart radio and Beach Radio. • Develop better relationships with Youth Parents and encourage participation in the weaker areas such as transport to fixtures, support in the kitchen, general support on the side lines. It has been suggested that a parents type information evening could be laid on to encourage parents to be me supportive next season. It has been noted that we will be unable to attend fixtures that often require a great deal of travelling without parental support. Alan Cooper has suggested that he makes a friendly phone call home to each parent of our younger registered players. This could coincide with a discussion around subs for this year. • Successfully setup relationships with local clubs to ensure all club players: Relationships with local clubs is key to the success for girls/ladies rugby as it is still a developing sport the player base is limited. Talks already taking place with local clubs and will continue over the summer. • Compete in the Senior Ladies League action. The senior ladies have improved immensely over this last season with regular attendance at training sessions with excellent coaching and enthusiastic players. Friendly games have been played all season and the section has completed the mandatory requirements now to enter the league. • Prepare the Un18 for a serious League Title challenge by using the expert skills of their coach building on the issues of transport to fixtures as mentioned previously. Using players from neighbouring clubs that are not entered in the league this year such as Lowestoft and Yarmouth and Lakenham Hewitt if necessary to enable games of 15 to take place (with reserves). • Under 15’s: Our player base is now weak here due to players moving up to under 18’s however there are many opportunities next season for local friendly rugby tournaments and FRU rugby festivals already calendared. • Increase player fundraising by 200% by local at local supermarkets for back packing and leaflet dropping. Ladies have a calendar in the making. Asking players to find sponsors. Working together on fund raising opportunities with the whole club. Possible tag tournament. • Identify 3 additional Club Sponsorship opportunities this will need commitment and support from all club members. Good advertising and PR.

Alan Carpenter has stepped down from his involvement with the club and the ladies section. The club congratulated him on his work over the years setting up the ladies section.

7) VP’s review (Huw Caine)

Subscription levels are up this season with the VP’s bringing more money in to the club.

Demand for places at VP lunches has also been good this year. The committee will listen to feedback from vp’s on ways to improve the lunches and vp section.

8) Club Development Plan (Keith Johnstone)

• We put together Development Plan this time last year to aid development of club. • Input from committee members. • Have completed 90% of what we have set out to achieve. • Will do another Development Plan next year. Players • Increase number of players in club. Increase at all levels of club. • Increase number of senior teams Have re-introduced Veterans team this year. • Concentrate on Minis, U17’s and Senior Ladies. Big increase in Minis and Ladies numbers and maintained U17 numbers. Coaching • Increase number of Level 1 and Level 2 coaches in club. We have four booked on Level 1 and six booked on Level 2. • Secure funding to pay for coaches. All paid for at reduced rate saving us about £800.

Referees • Increase number of referees in club Have trained three new referees this season. Club Accreditation • This replaces Seal of Approval we had previously achieved. • Development Plan made it easy to supply evidence needed. • Received Accreditation in May.

9) Treasurers report (John Payne) The figures presented below are right at time of AGM. Final figures, checked by local accountancy firm to be sent out after AGM.

Profit and Loss 2012-13

Taking out exceptional items.. Notes

Bank Balance 31st May 2013 £10,400* Still to Pay • BSSC Loan - £2,500 • 2011/12 Pitch Rent - £2,000** • Remaining GW Grant Spend - £2,707 • Balance £3,193 * Includes payments made (cheques issues) but not cashed deducted ** The intention is to pay the 2011/12 pitch rent over 2013/14 & 2014/15 seasons. Financial Highlights 1.Underlying profit £6,500 2.Income up 17% 3.Youth support fund income £4000 4.Player fundraising £3000 5.Youth Subs up 47% 6.Sponsorship up 90% 7.VP subs up 20% 8.VP lunch income up 35% 9.£2500 of £5000 loan repaid to BSSC Plans for 2013-14

1.Forecast breakeven 2.£6000 expenditure on 17 seat bus 3.Repay £2500 outstanding loan to BSSC 4.Pay £1000 of unpaid 2011/12 pitch rental 5.£3000 on pitch development 6.Evaluate CASC registration 7.Evaluate registration as limited company by guarantee 8.Another year of tight cost control required J. Payne answered questions from meeting about increases in sponsorship, outstanding debts to club and cost of building electrical supply hut. The meeting accepted the accounts and it was agreed that the finalised accounts would be made available to the club membership. 10) Club Projects (Alan Cooper)

Pitch Development

Lease & Drainage – Phase 1 Item Legal fees £4,433 Planning approval £940 Pitch drainage £25,646 Mains power installation £1,071 Total £32,090 Funding RFU 50% of drainage cost £12,859 Cost to Club £19,231 Comments • Lease secured • Drainage on 1st XV pitch complete • Drainage on 2nd XV pitch complete • Lighting funding complete (£75,100) Lighting Phase – Phase 2 Item Cost Install and commission lighting Total £71,266 Funding RFU grant - Lighting £29,750 Sport England grant £40,350 Local grant £5,000 Total £75,100 Cost to Club £3,834 (credit) Comments High spec flood lighting to pitch and training area. No further capital cost to club for Phase 1 Pitch Development - Phase 3 Item Cost Pitch rails installation £3,500 Storage container £1,000 Power supply and electrics to container, etc £1,500 est Pitch levelling £1,000 est Total £7,000 Funding GW Grant balance £3,834 Total £3,834 Cost to Club £3,166 Comments • Interim pitch levelling of current 2nd team pitch to be conducted by Norse in close season. • Plan is to take up current 2nd team surface, laser level and reseed in March 2014. Works to be conducted by volunteer club members and Norse. • Phase will be incremental with part subject to new external funding. Club Community Bus Will cost £6000 but will get return of investment in a season. Looking for sponsors and funding, R. Beese said he may have some leads, A. Cooper to follow up with him.

Youth Facility Upgrade

Upgrades to training area and sheds. Have received £500 from NatWest Rugby Force if we hold working bee on weekend of 15th/16th of June. Have plans in place and are looking for help on that weekend.

Season open day

Planned for 7th of September, details to be finalised.

11) Election of officers

Position Current Holder New Holder Proposer Seconder Will approach Huw President Huw Caine about continuing Chairman Alan Cooper Alan Cooper Keith Johnstone Jodi Mackenzie Honorary Secretary Keith Johnstone Keith Johnstone Rob Wilson Sam Harmer Honorary Treasurer John Payne John Payne Reece Ling Alan Cooper Men’s Director of Rugby Michael Penney Michael Penney Sam Harmer Adam Edwards Youth Director of Rugby Chris Capps-Jenner Chris Capps-Jenner Matt Goode Dave Taylor Women’s Director of Rugby Helen Anderson Helen Anderson Jodi Mackenzie Laura Nutt 1st Team Skipper Adam Edwards Adam Edwards Reece Ling John Hoffman 2nd Team Skipper Jon Pitts TBC Ladies Skipper Anna Peck Jodi Mackenzie Helen Anderson Marcus Sale Sponsorship & Marketing Alan Cooper Alan Cooper Reece Ling Laura Nutt Coaching Co-ordinator KJ/CCJ/AC TBC Chris Capps- Equipment Secretary Cemil Duruk Robbie Page Jenner Sam Harmer Chris Capps- Social Secretary Sam Harmer Bel Crame Jenner Sam Harmer Press Officer Matt Goode Matt Goode Reece Ling Adam Edwards Men’s Fixture Secretary Dick Grieve TBC Laura Nutt & Ladies Fixture Secretary Laura Nutt Hannah Darwin Helen Anderson Jodi Mackenzie Volunteer Co-ordinator Alan Cooper Chris Capps-Jenner Alan Cooper Reece Ling Chris Capps- School Liaison Officer Matt Goode Matt Goode Keith Johnstone Jenner Safeguarding Officer Anthea Johnstone Anthea Johnstone Keith Johnstone Alan Cooper Club Health and Safety Officer Jonathan Pitts Jon Pitts Helen Anderson Sam Harmer Men’s Club Captain Reece Ling Sam Harmer Reece Ling Adam Edwards Ladies Club Captain Anna Peck Laura Nutt Helen Anderson Hannah Darwin 12) Any other business

Owen Hadridge called for differences between the current and previous committee to be finished and for everyone to work together for the good of the club. He suggested that the old committee members would be welcome to join the current committee, this was echoed by the Chairman.