15th Annual General Meeting of the North Midlands Rugby Football Union Limited Wednesday 26th June 2019 Dudley Kingswinford RFC, Swindon Road, Kingswinford West Midlands DY6 0AW At 8 pm AGENDA 1. To read the Notice convening the Meeting 2. Apologies for absence 3. To consider and approve the Minutes of the 14h Annual General Meeting of The North Midlands Rugby Football Union Limited held on Wednesday 27th June 2018 4. Correspondence 5. To receive the Annual Reports a. President …………………………………………………………………… enc. b. Chairman ………………………………………………………………… enc c. Communications ………………………………………………………… d. Community ………………………………………………………………… enc e. Governance ……………………………………………………………….. enc Discipline ……………………………………………………………… enc f. Finance – (verbal update to be given on Injured Players Fund RP )……………… enc g. Playing Development ……………………………………………………. enc h. RFU Council Representatives SG & PK…………………………….. enc i. Safeguarding, Medical and Welfare ……………………………………. 6. To elect The Officers for the Season 2019/2020 (Rule 8.3 & Rule 12.1) 7. To elect members of The Management Committee for the Season 2019/2020 (Rule 8.4 & Rule 13.8) 8. To elect members of The Committee for the season 2019/2020 (Rule 13.1) Continued…… 9. Any Other Business (at the discretion of the President;) a. Management Committee – amendment to structure…………….Keith Skirving b. Competition awards / Cup draws ………………………………….Bill Worth c. Centenary Year charity ………………………………………………Steve Guy 10. Date of the next Annual General Meeting Enclosures: 1. Committee reports 2. Nominations 3. Copy of NMRFU Rules 4. Proposed amended Committee structure 9. Any Other Business (at the discretion of the President;) a. Management Committee – amendment to structure…………….Keith Skirving b. Competition awards / Cup draws………………………………….Bill Worth c. Centenary Year charity………………………………………………Steve Guy 10. Date of the next Annual General Meeting Enclosures: 1. Committee reports 2. Nominations 3. Committee structure 4. Copy of NMRFU Rules 9. Any Other Business (at the discretion of the President;) a. Management Committee – amendment to structure…………….Keith Skirving b. Competition awards / Cup draws………………………………….Bill Worth c. Centenary Year charity………………………………………………Steve Guy 10. Date of the next Annual General Meeting Enclosures: 1. Committee reports 2. Nominations 3. Committee structure 4. Copy of NMRFU Rules North Midlands Rugby Football Union Limited NOTICE OF THE NORTH MIDLANDS RUGBY FOOTBALL UNION LIMITED 15TH ANNUAL GENERAL MEETING In accordance with Rule 8 of the North Midlands Rugby Football Union Limited and Registered under the Co-operative and Community Benefits Act 2014, I hereby give notice of the 15th Annual General Meeting to be held on Wednesday 26th June 2019 at Dudley Kingswinford RFC, Swindon Road, Kingswinford, West Midlands DY6 0AW commencing at 8.00 pm. Subject to compliance with Rule 5, Members will be eligible to vote at the Annual General Meting in Accordance with Rule 8. Any proposed changes to the Rules are subject to compliance with Rule 8.5 Honorary Secretary Robert Bray 6, Drovers Way Astwood Farm Worcester WR3 8QD 3.5.2019 14th Annual General Meeting of the North Midlands Rugby Football Union Limited Wednesday 27th June 2018 at Kidderminster RFC at 7:30pm In attendance: The list of attendees, of which there were 41 has been filed with the minutes (see Appendix 1). Clubs represented of which there were 23 has been filed with the minutes (see Appendix 2) Chair: President Robert Bray (RB) Minutes: Sarah Wild Action 1. HJ read out the notice convening the 14th AGM meeting. 2. Apologies: See Appendix 3 3. To consider and approve the minutes of the 13th Annual General Meeting of the North Midlands Rugby Football Union Limited held on 28th June 2017: - Under Item 5 – Liz Fletcher (was selected but stood down as elected RDO in Coventry) These were read, approved and accepted as a true record of the meeting and signed by RB. 4. Correspondence Note to all Hon Secretaries - please can we have updated records after your AGM’s of any new posts which have been elected to Sarah Wild – [email protected] HJ has received nothing further to what’s already listed for the AGM. 5. Annual reports Presidents Report: Written report submitted - RB talked strongly about the fantastic work done by the Volunteers around the North Midlands clubs. Malcolm Harris from Hereford was elected volunteer of the year. RB mentioned about the need for succession planning around our clubs and within the North Midlands. RB mentioned the England U20’s world cup squad and England Counties sides (these players came through the clubs). RB gave thanks to Dai Scard for 17 years as Disciplinary Chairman – committee all gave thanks. Chairman’s Report – Written report submitted - CEH mentioned about Aston Villa and to ask all clubs to try to attend as it’s a potential for change and for North Midlands to listen to what the clubs want. CEH gave thanks to all the volunteers. Treasurers report – Written report submitted – The North Midlands FAGM is in September where a detailed report will be given, so RP gave a brief overview of the finances for the CB. Financial status is very sound, and we will show a surplus to 30th June 2018 as was the case in the Accounts to June 2017 indicating a net worth of £190,000 – this will push through £200,000 – cash in the bank £250,000 as of May 2018. Page 1 of 6 AGM 27th June 2018 Minutes It is suggested and best practise to maintain reserves of at least 12 months income. All member clubs have paid their subscriptions for 2017/2018 – thanks to SW. Any clubs with any outstanding financial matters, especially invoices, please send to RP as soon as possible as the year-end is in 3 days’ time. The budget for 18/19 has been prepared with the RFU and a formal meeting was held in May – broadly the RFU will give us the same amount they gave us for 17/18 - £125,000 for the year. Charity – North Midlands Seven A Side Trust fund (for injured players in our area) – we are updating this charity to a new Charitable incorporated Organisation transferring the funds of c£50k to the new legal entity which is being registered with the Charity Commission. It is anticipated to have this completed by the FAGM in September where full details will be given. Communications report – written report submitted, PB nothing to add. Peter Grace mentioned – Ken Birrell’s family have started to sort out all paperwork/files which will include NM archived information and PB will collect in due course. Disciplinary Report – written report submitted - PJ mentioned to clubs when they have a player sent off, please action immediately and send a representative to the hearing. RB will be the new Disciplinary Chairman. Club Support and Development - written report submitted, KS, only thing to add, since visiting the clubs, we now have a benchmark of how many games have been played this season, so we will monitor this going forward for next season so we will be able to compare. Governance – Stuart Potts – written report submitted. Playing Development Group – Gordon Wood – written report submitted, no further comments. Safeguarding – Judith Phelps – written report submitted, no further comments to add. RFU Council Representative – Steve Guy /Paul Kaminski – written report submitted. SG/PK:- Restricted to what they can report / confidential material. 2017/2018 has been a very busy year, with important decisions being made - admiration for our clubs that turn up for events and give their votes. This will be SG’s last term of office (3 more years) as already done 6 years. PB asked about staff cuts, strategic plans and PK & SG summed up as follows: PK mentioned RFU working on 4-year cycles (3 years plenty / 1-year famine) - no Autumn Internationals so no income even though the RFU made 30 million profit from the World Cup in 2015. 2019 World cup in Japan will be a famine year. PK was worried the RFU hadn’t planned well for this hence redundancies/staff cuts. They’d hoped sponsorship and TV monies would boost, but these are at best flat, so restriction on spending hence redundancies. (This has all been reported in the press) SG gave thanks to RDO’s and North Midlands RFU staff. PG is concerned about the reducing of AGP’s for the future of the game, we must be aware and support our clubs. The draft Business plan isn’t out yet and as Council Rep’s – they weren’t’ allowed to vote on that due to the changes made at the last special General Meeting. SG mentioned there was a lot of discontent by Councillors on this decision. RB gave thanks to SG/PK for their feedback from Twickenham. Page 2 of 6 AGM 27th June 2018 Minutes The President, RB gave thanks for all the reports. For any queries in your clubs, please do contact these people who represent you on the North Midlands Committee, for any help. 6. Election of Officers: Officers Nominee Nominated By President Robert Bray Droitwich RFC / Hereford RFC Chairman Charlie Hemmings Kidderminster RFC Honorary Secretary Huw Jenkins Luctonians RFC /Dudley Kingswinford Honorary Treasurer Roger Parsons Edwardian FC RFU Council Member Paul Kaminski (Elected Mar 2018) Clubs (Term of 2 years) RFU Council Member Steve Guy (Elected Mar 2018) Clubs (Term of 3 years) Senior Vice President Judith Phelps Telford RFC Junior Vice President Gordon Wood Newport RFC The nominations for each position were addressed individually and unanimously agreed for the season 2018/2109. 7. Additional Management Committee: Committee Position Nominee Nominated By Chair of Governance Stuart Potts Yardley & District / Telford Chair of Playing Development Gordon Wood Dudley Kingswinford Chair of Club Support & Development Keith Skirving Old Salts / Kidderminster Chair of Safeguarding & Welfare Judith Phelps Telford RFC Past President Peter Jordan Robert Bray Communications & Media Paul Bolton Co-opted (Committee Vote) The nominations for each position were addressed individually and unanimously agreed for the 2018/2019 season.