STAMFORD RUFC MAIN COMMITTEE MEETING
Date: Wednesday 8th October 2014 - 730pm
Attendees / Apologies / Absentees / CirculationNeil Jolly
Henk Michels
Rupert Gibson
Julian Winspear
Ross Thain
Sandra Wakefield
Chris Mclaren
Cameron Park
Tom Mutter / Austin Schwartz
Nick McDowall / Stef Arlow / Club Notice Board
All Committee Members
Members by Email
agenda
Welcome/Apologies
ITEM 1: Minutes of last meeting
item 2: Senior Rugby Report
item 3: Mini & Junior Rugby Report
item 4: Treasurers Report
ITEM 5: Membership Report
ITEM 6: Facilities Report
ITEM 7: Coach Coordinator Report
item 8: Entertainment Report
item 9: Sponsorship and Fundraising Report
ITEM 10: Publicity Report
item 11: Any Other Business
item 12: Next Committee Meeting
MINUTES
ITEM 1: Minutes of last meeting
Minutes of last meeting were agreed.
item 2: Senior Rugby Report
Action - SA, AS and NM to set an ethos in the senior squad that if players weren't picked for a 1XV game they should be available for 2XV selection. Positive to see 1xv playing for 2xv last Sat
Action - Can ALL club members push friends, families, neighbours, colleagues that might be interested in playing. 2 new players - ongoing
Action - TM to look into promotion. - ongoing
Action - NM to find registration list and pass to SA. Completed
Action - Oli Storey to pass on the match result phone numbers to SA so he can ring in results. Completed
RePORT
1xv p3 W1
2XV P1 W1
Vets P3 W3
Training numbers good 20+
Kirk happy to upload to photos to website
Colts game 1200 this Sunday home
Actions
TM to put Kirk in touch with SF
Flags for corner flags RT to add to bid
Senior/Colts links discussed
SA to ensure pitch is roped off for league games
Hole for flags
RG to send reminder to managers re locking changing rooms
item 3: Mini & Junior Rugby Report
Action - Can HM let RT and committee know the final figure for how much the Festival raised this year. On way
Action - RT to forward contact details for Mini/Junior Committee to main Committee Completed
RePORT
We received more positive news on the progress of Seb. Delighted to hear that he is making excellent progress.
Pitches meeting with SKDC. New pitches organised and set up.
Request from Juniors/Colts for kit (tackle bags/training bibs).
Recruitment fliers being produced.
Committee formed for festival 26th April 2015
Actions
Fliers being produced RT
Changing rooms need locking after training on Sundays. Message needs sending out.
Item 4: Treasurers Report
RePORT
In September the club had a surplus of £20,906 and year to date the surplus amount to £12,071.
September is always a good month as it is when the bulk of the annual subscription are
collected.
Income year to date was £29,651 the main drivers were:
· Subscription £16,945 and at the 7 October an additional £2,000 has been processed via
the web. The Gocardless method of paying subscription via the club website has been
very effective with the vast majority of members using this method to pay fees.
· Sponsorship £2,750. £750 related to sponsorship of the colts kit and £2,000 from
Arbor Heating representing the second year of a three year sponsorship deal.
· Income from Club Hire was £2,635 which is up on last year and Sandra has managed
hire the club most evening (Zumba, Line dancing, kick boxing, Brownies) in addition
Sainsbury, Waitrose, Stamford Striders have hired the club during the summer.
· Bar sales £4,228 and food sales £951.
The 1st having been much better this year collecting match fees at the end of September £175
has been collected.
Outgoings the main items were:
· Bar purchases and fund purchases £4,203
· Club house costs £3,218 which is detailed in the schedule above
· Player costs £8,194
£2,431 was for new rugby balls and training kit for the minis and seniors. The Club has paid
£1,945 towards the purchases of new playing kit for the colts and 1st. To date £750 has been
cover by sponsorship and it is expected the bulk of the balance will also be covered by player
contribution or sponsorship. Other significant costs were:
· Physiotherapy £1,155
· Pitch hire £833
· Costs relating to the festival the main items were St Johns £561 and Baker Signs £444.
Other expenses £1,656
The club has paid a gardener to assist in maintaining the Goold's garden £552 and it also
sponsored a table at the Cricket Bash at Stamford School to support the Seb Goold charity at a
cost of £700. The balance is in relation to the annual ball.
The bank balance at the end of September was just over £50k this is down on the year end by
£5k. Although the club generated a surplus for the period we are carrying £16,842 in
receivables:
· International tickets the club has paid the RFU for our allocation and at month end there
were unsold tickets of £6,105. Since month end that has been reduced to £4,564. A
reminder has gone out to members regarding availability of tickets.
· Subscription accounted for in the period but the payment not yet received £5,217 –
since month end that has been received.
· Other Debtors - £5,520 - £3,000 relates to sponsorship invoices by not received at the
month end. The balance of £2,520 relates to the cost of the container which has to be
reclaimed from Sports Match.
Treasurer Report - September 2014
Actions
None
ITEM 5: Membership Report
Action - Martin Jones to be confirmed (by NJ?) Completed
RePORT
Martyn Jones is tracking the memberships received through Pitchero (RG providing updates) and behind the bar (CM providing updates). Below is a copy of memberships received to date. RG produced a list for every age group.
Team / Number of Members / Total Amount ReceivedSENIOR / 18 / £1,400
NON PLAYING / 5 / £300
FAMILY / 27 / £3,780
COLTS / 14 / £840
U16 / 16 / £960
U15 / 18 / £1,080
U14 / 18 / £1,080
U13 / 33 / £1,980
U12 / 14 / £840
U11 / 16 / £960
U10 / 27 / £1,620
U9 / 34 / £2,040
U8 / 21 / £1,260
U7 / 22 / £1,320
U6 / 20 / £1,000
U5 / 6 / £300
309 / £20,760
Actions
All team managers/coaches to check their list, add any that have paid under Family membership, and chase missing payments.
ITEM 6: Facilities Report
Action - List of key holders needs updating. It wasn't agreed who would action this. SW? No
Action - Club RFU Accreditation plaques need to be put up Completed
Action - Speakers in club house need fixing. No
Action - Picture of Laurie Mills needs putting up next to his plaque. Not yet
Action - The 'next fixture' board on the front of the club needs updating. No
RePORT
Floodlights being repaired/restored next week wind permitting.
Various works on sinks, urinals etc in hand
Changing rooms keys have been replaced
Actions
Container needs moving
Gutters need fixing SW / CP
Dyson driers need repair
Groundmatch application HM looking into the spending as it needs to be gone by 3rd Dec
Walk round request from PSO's re petty vandalism and litter around changing rooms.
ITEM 7: Coach Coordinator Report
Action - In the short term Coaches needing qualifications could seek approval from JW and if approved book themselves onto courses directly pay for themselves and be reimbursed by club. This is a temporary measure until the admin side is fixed. Group bookings still can't be done
Action - All team managers and coaches need to be set up as registrars on the system. Done
Action - Team managers need to ensure that all players are registered on the GMS. They will also require photos. In progress
RePORT
Club group bookings still not working. Individuals still can book see JW for details.
2 x Rugby Ready courses completed
Safeguarding - still 28 volunteers/coaches need to have their DBS checks done.
Actions
JW to let Seniors know about Courses and application process.
28 DBS checks need doing ASAP - LP
item 8: Entertainment Report
RePORT
£465 raised by Macmillan Coffee morning
Dec 3rd Coaches/Volunteers evening
Actions
Looking at other opportunities to hold in Club events especially around the use of BT Sport
item 9: Sponsorship and Fundraising Report
Action - RT to confirm exact positioning of new container. Completed
Action - Steve Troth and Oli Story to be contacted regarding moving it to it's permanent home. This was changed to an alternative plan which fell through
Action - RT to apply for the RWC15 fund. In process
Action - CP, SF, MW to look into how they approach Andre Vrona and other suitable parents, supporters, members for sponsorship. Not started
RePORT
CP has started going through list of previous sponsors.
Actions
CP needs list of all sponsorship arrangements
CP to liaise with RT and Mini / Junior sponsorship managers about how they approach suitable people/bodies.
Recruitment funding opportunity £500 to attract young players TM/SF/CP
ITEM 10: Publicity and Communications Report
Action - TM to liaise with NM and committee about what promotion can be done in this area.
Action - SF to add RG as webmaster. Completed
Action - Club Officers need updating on website. Completed
Action - RG to build up comprehensive communication list in order to effectively correspond with committee, sub committees, members, other clubs and leagues. Completed bar Senior players
Action - SF to please add RG back as a webmaster so that he can use it as a communication tool to members and correct the outdated committee info etc Completed
RePORT
Mercury reports going in directly. TM sending 1XV/2XV reports
Photos coming from Kirk
Info going to SR Sports Network
Actions
Active Magazine to be approached.
Look into Rutland radio possibilities
SF to give TM webmaster rights so he can promote through Pitchero
SF to look into most appropriate Pitchero package
TM to send little guide to Junior/mini managers on process for sending reports to Mercury
Please can the TM/SA/AS provide RG with a comprehensive list of emails for Senior squad.
item 11: Any Other Business
John Hicks Funeral - Tuesday 21stOct 2pm at Marholm. John was an outstanding supporter of the Club and the town and will be greatly missed. Attendance is welcomed at the funeral to celebrate the life of John.
Meeting concluded 935pm
item 12: Next Committee Meeting
Wed 12th November 730pm
Rupert Gibson
Honorary Secretary
Stamford RUFC
9th October 2014