| June 2009 | July 2009 | August 2009 | September 2009 | October 2009 | November 2009 | December 2009 - no Meeting | February 2010 |
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GROVE RUGBY FOOTBALL CLUB LIMITED
("the Company")
Minutes of a meeting of the Management Committee held at Grove RFC Ltd on 14 May 2009.
Present: Simon Humberstone, Ian Gresham, Chris McCarthy (For Earl Ashford, Secretary)
[In attendance:]
1. Simon Humberstone was appointed Chairman of the Meeting.
2. IT WAS RESOLVED that the Company would accept the transfer of assets, liabilities and undertaking from the unincorporated association known as Grove Rugby Football Club and THAT [Simon Humberstone] [Ian Gresham] and Earl Ashford are hereby each authorised to enter into any document necessary or desirable to effect that transfer.
3. THERE WERE PRODUCED
(a) The Certificate of Incorporation of the Company No. 6895461 dated 5 May 2009 and copies of the documents lodged on the formation of the Company;
(b) A print of the Memorandum and Articles of Association of the Company filed at Companies House; aND
(c) A copy of the Rules.
4. IT WAS RESOLVED that Simon Humberstone be and he is hereby appointed Chairman of the Company.
5. IT WAS RESOLVED to confirm the appointment of Earl Ashford as Secretary of the Company
7. IT WAS RESOLVED that Ian Gresham be and he is hereby appointed Treasurer of the Company.
8. IT WAS RESOLVED to confirm the appointment of the following persons as Directors of the Company, each of them having submitted an appropriate form of application. The Secretary is hereby directed to file Form 288a in respect of each newly appointed Director:
Paul Harpwood - Club Captain
Chris McCarthy - Membership Secretary
Phil Connolly - Social Secretary
Peter Mack- -Bar Manager
Dave Jones - Youth Chairman
Nigel Dixey -Elected director
Duncan Nichol - County Representative
Ady Amis -Fixtures Secretary
- Clubhouse Manager
Helen Price - Youth Secretary
- Clubhouse Liaison Officer
[9. IT WAS RESOLVED that the accounting reference date of the Company be changed to 31 March. The Secretary is hereby directed to file Form 225 at Companies House.
10. IT WAS RESOLVED that:
(a) Barclays Bank Plc be and is hereby appointed the Bankers of the Company;
(b) an account be opened with the said Bank at Wantage;
(c) the account be operated by Ian Gresham
(d) the Treasurer obtain the appropriate form of mandate from the said Bank.
11. IT WAS RESOLVED that Graham Broadley, be and are hereby appointed independent reviewer of the Company to hold office until the conclusion of the first Annual General Meeting.
[12. IT WAS REPORTED at the Meeting that the existing applications for membership of the Company had been received:
See Attached membership list
IT WAS RESOLVED that the said applications be and are hereby approved.]
13. There being no further business the Meeting thereupon terminated.
………………....... Chairman
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Condensed Minutes of the Board Meeting held on Monday 15th June 2009
Present: Ian Gresham, Ady Amies, Phil Connolly, Chris McCarthy, Simon Humberstone, Duke Ashford, Dave Jones, Peter Mack, Duncan Nicholl, Paul Harpwood, Helen Price
1 Apologies: Nigel Dixey
2 To approve and sign the Minutes of the Committee Meeting of Monday 20th April 2009.
These Minutes were agreed and duly signed.
3 To approve the Minutes of the Annual General Meeting of Thursday 14th May 2009.
These Minutes were agreed and filed for next year’s annual meeting.
4 To approve the Minutes of the first Board Meeting of Thursday 14th May 2009.
These Minutes were agreed by the members of the Steering Group.
5 Matters Arising To be covered under sub-committee reports.
6 Collection of AOB not on the Agenda. Rugby First access; Gerry Bird - Sports Therapist; Memorial bench.
7 Sub-committees:
7.1 Strategy & Development
7.1.1 Incorporation – Form 288a Most of these were collected on the night – the rest to follow on Thursday.
7.1.2 Lease/Asset transfer The Parish Council has referred the matter of the transfer of the lease to Terry Ryland, Solicitor.
7.1.3 Outstanding Board appointments The positions of Clubhouse Manager and Clubhouse Liaison Officer were not filled at the Annual General Meeting. It was resolved to appeal for volunteers from the membership.
7.1.4 Newbury RFC proposals It was resolved to decide on the Newbury RFC proposals at the July Board Meeting when we have fuller details in writing from them. Mike Marchant, Newbury Chairman, has been unavailable recently.
7.1.5 Handbook The pages of the Handbook of the club officials for the coming season were circulated at the Meeting for amendment. Other names of possible sponsors were sought and three possibles were suggested for following up.
7.1.6 CRB Some forms for the CRB registration of the Board members were returned with the rest expected on Thursday.
7.2 Premises
7.2.1 Temporary Event Notices (TENs) Forms have been prepared for the Challengers 6-a-sides on 4th & 5th August, the Rangers 6-a-sides on 11th August and the Folk Festival on 14th-16th August. An appointment has been made with the Licensing Dept at the Vale to check these before submission as these are the first application. It is worth noting that 10 clear working days are required by the Vale and 90 days notice by the Parish Council by a Risk Assessment Form of any events we organise.
7.2.2 Cleaning Arrangements have been made to cover the loss of Paul Walsh from his cleaning duties. The changing rooms have proved once again the main problem during his stint with kit not stored tidily and rooms not swept after Saturday games.
7.2.3 Maintenance Update – Boiler & showers It is believed that the boilers should serve for next season but grants will be sought from the RFU (some £6000 reportedly available as a one-off grant) for their replacement and refurbishment work on the showers.
Bar Store Cooler Work carried out on the cooler should keep us going for another year or so but we need to contact sponsors to replace the whole unit.
Kitchen The isolation speed controller deemed necessary during the Health & Safety inspection is yet to be connected.
7.2.4 Premises Licence The Premises Licence application form is to be checked by the Licensing Dept – 16th June – hopefully to speed the process. Discussion around a Personal Licence Holder resulted in Phil Connolly agreeing to train for this task. The application process can proceed but no Licence will be issued until we can supply the name of a trained Licence Holder. (Subsequent to the Meeting dates of courses for the NCPLH were circulated.)
7.3 Finance
7.3.1. Update Grove RFC finances will be transferred to a new account in the name of Grove Rugby Football Club Limited in the near future and signatures were gathered to further this process.
7.3.2 Sponsorship & Advertising Grant Thornton and Axis will be contacted to ascertain whether they will continue with their sponsorship.
The use of removable banners for marking the training areas of the Mini/Juniors or for display at the side of pitches on match days is being investigated re costings and Grove Parish Council approval.
The cost of advertising in the local newspapers was discussed and the idea of doing a sports feature – which would not cost – will be investigated.
A volunteer for co-ordinating the whole of our sponsorship will be sought by an appeal to the membership.
7.4 Players
7.4.1 Abingdon 7s and Newbury 10s Both of these competitions will be entered on 16th and 22nd August respectively.
7.4.2 Raging Bull Contract Andy Deacon has expressed a wish to meet to discuss our relationship with Raging Bull. Contact will be made to set up a meeting.
Kit for Minis/Juniors Much discussion centred around this topic and it was hoped that we would be able to use sponsors’ money, now that the senior teams are well equipped, to provide shirts for them possibly for the Mini Festival on 4th October.
Three strands were suggested to better the financial position a) more cash from the Mini/Juniors by ensuring that parents join or forfeit the right to reduced family rates; b) make better use of the RFU annual raffle; c) sponsorship – appeal to parents.
7.5.1 Mably Pitches The Parish Council has been informed of our decision at an earlier Meeting that the Minis/Juniors would be happy to use the Mably area for training.
Recruitment King Alfred’s School will be contacted to ask when copy would be needed for information to be included in their publicity.
Andy Highton will also be going in to King Alfred’s and will be provided with pamphlets for distribution.
7.5.2 Rugby Round Up No further action will be taken to contact Rugby Round Up. Instead the South Oxfordshire Training Group will run a Summer Camp from 24th-26th August.
8 Action Points Those actions unresolved will be listed separately.
9 Secretary’s Correspondence All previously circulate apart from Breast Cancer Campaign flyer.
Also letter from Gerry Bird, Sports Therapist based at Milton Park. No action.
10 AOB
Pre-match dinners A suggestion that the older Youth teams be asked to serve at pre-match dinners will be considered.
Marketing Simon to present ideas at next Meeting.
Receipts/Bills A box file has been places behind the bar for any receipts/bills relating to club activities.
Membership The previous Membership Secretary to be asked for membership forms so that we can reconcile differences between his list and Ian’s.
Ben Trichler Memorial Seat Full details to be available at next Meeting.
11 Dates of Meetings for the year
All Meetings to be held on third Monday in the month
2009 20th July; 17th August; 21st September; 19th October; 16th November; 21st December.
2010 18th January; 15th February; 15th March; 19th April.
Annual Meeting – Thursday 13th or 20th May 2010.
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Condensed Minutes of the Board Meeting held on Monday 20th July 2009
Present:, Ady Amies, Phil Connolly, Chris McCarthy, Simon Humberstone, Duke Ashford, Dnceave Jones, Peter Mack, Duncan Nicholl, Paul Harpwood, Helen Price, Nigel Dixey
1 Apologies: Ian Gresham
2 To approve and sign the Minutes of the Committee Meeting of Monday 15th June 2009.
These Minutes were agreed and duly signed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. Air Ambulance Appeal; Returning Players.
5 Sub-committees:
5.1 Premises
5.1.1 Licence The newspaper Public Notice expires on 5th August and we will have to wait until then to see if there are any objections to our application. The Environmental Protection objections to the use of loudspeakers and the playing of recorded music outdoors have been withdrawn provided that we get the permission of the Licensing Department ten working days in advance of any event. We will not need a TEN for these. A reply from the Fire & Safety Dept shows no objections provided we abide by the usual regulations.
Phil Connolly and Karen McGarvey have successfully passed the NCPLH Level 2 course and they are in the process of registering their applications as Personal Licence Holders with the Vale.
5.1.2 Social Events The planned Sports Day on 29th August seems to have attracted about 20 teams and it is planned to hold a disco after the event. A TEN has been applied for and granted. Care should be taken over the Fire regulations and the use of glasses outside and the parking situation must be monitored so as not to fall foul of the Parish Council concerns. In light of the Environmental Protection conditions which will be attached to our Premises Licence the volume of the music should be carefully monitored to ensure that there are no complaints from neighbours.
Thursday Quiz Nights are also planned during the year, a social session after the Windsor game and a Comedy Night – date to be decided.
5.2 Strategy & Development
5.2.1. Lease & Asset Transfer All three trustees have been written to with a copy of a letter from the Grove Parish Council solicitors, in which it suggests that a Licence to Assign will be needed as an agreement between the Parish Council and the trustees before any transfer of the lease can take place. Such agreement ‘cannot reasonably be refused’ after a written request has been made to the Parish Council.
The letter to the trustees therefore has asked them if they are prepared to do this. In an effort to save money a suggested form of words for them to consider as a possible request to the Parish Council has been made and is being considered. It is unlikely that anything can be done before the Parish Council in August. Farrer & Co who did the incorporation work would be willing to act on our behalf.
Not all of the contacts we had to write to inform them that we had become incorporated have yet replied.
5.2.2 Newbury RFC Proposals So far there is no written agreement between us and Newbury RFC regarding mutual support to develop both clubs, more a ‘gentleman’s agreement’. Under 23 players who are considered good enough for the Newbury Talent Academy will play on a Tuesday night for Newbury, train with Grove on a Thursday and play for Grove on a Saturday. There will be no problem with registration fees unless players are drafted to play for Newbury 1st XV and then return to register with Grove. If they should then return to Newbury then we would be liable for a £500 re-registration fee.
It is hoped that our coaches will gain from the link and there is an open invitation for them to attend Newbury 1st XV training sessions as observers.
In addition there is an open invitation for our youngsters to attend Newbury home games free of charge.
5.3 Community
5.3.1. King Alfred School Links Three of our coaches, Helen Price, Simon Wysocki-Jones and Lee Marsden have agreed to do some coaching at King Alfred’s School in an effort to establish better links and to benefit both parties. Further details will be available in September.
5.4 Players
5.4.1 ORFU AGM The dates for the County Cup dates were given – we are drawn against Oxford Harlequins in the Preliminary round.
Congratulations are due to Dave Jones on being granted a County award for services to Mini/Junior rugby over many years. A thoroughly deserved recognition.
5.4.2. Raging Bull Discussions with Andy Deacon have resulted in a revised price list for kit, with no charge for delivery. Seventy shirts for the Mini/Juniors have been ordered with no logo. The addition of a logo whilst appealing to sponsors does complicate the kitting out of teams with the various sizes.
There are some shorts which were originally rejected by last year’s Club Captain which will be available for sale/use and also an amount of listed stock in the bar Store which the Treasurer holds. The cash return on the former stock should offset the higher prices paid for last year’s purchases.
Senior kit will be ordered after discussion with the Treasurer as the changeover of the bank account has not yet been completed.
Gum shields and water bottles will be bought locally.
5.5 Finance
5.5.1 Bank Signatories These are urgently required to complete the changeover of the bank account.
There is a potential loss on the tour to Newcastle but all details are not with the Treasurer.
The steward at Drayton Park Golf Club has been asked for the invoice for the Dinner Dance to be e-mailed to the Treasurer so that the bill can be settled.
All known bills have been paid with the exception of the one above and we have a limited amount in the bank.
5.5.2 Membership The Membership Secretary outlined his plans for subscriptions for the coming season with particular emphasis on the subscriptions of Social Members which attract VAT. The plan is for no discount to be made to Mini/Junior members unless the parents/guardians also join and then a discount would be available from the second child onwards. More details will be available at the August Meeting.
Now that we are incorporated all members will have to sign a new Membership Form in line with our changed status as a company.
Any cases of genuine hardship will be dealt within confidence in by the Membership Secretary.
5.5.3 Sponsorship & Advertising The Handbook for the new season is virtually finalised and is with the printers with any final changes to be made after 11th August. No income from sponsors should be expected until after the handbooks are delivered to them after 1st September.
Grant Thornton will be sponsoring us in return for tickets but at a reduced rate per ticket. Other sponsors were mentioned but with no hard evidence that they will be supporting us financially.
Space on a notice board for sponsors is planned and contact the Business Park to discuss the possibility of having a board with match details displayed near the roundabout.
Details have been placed in the Wantage & Grove Gazette of the club and the possible links with Newbury.
5.6 Mini/Junior Issues The Summer Camp in August will be organised under the auspices of the RFU and there will be a small financial gain from this although details on the application form that has been circulated need to be changed.
A Risk Assessment has been lodged with the Parish Council for the Mini Festival on Sunday 4th October and plans are being made for this. Car parking will be the big issue and this needs to be organised efficiently. An offer by two Board members to control the gates so that no-one enters without paying should help the finances considerably.
Discussion about the sound system to be used will be left to the Youth Chairman to avoid the problems associated with last year’s Festival as will the First Aid to be used.
The Board agreed that no children should play outside their age groups. This decision is to be passed on to coaches at a forthcoming meeting which will also be attended by the Membership Secretary to explain the subscription position.
The Board agreed that no children should train with senior players.
A bench in memory of Ben Trichler will cost about £350 and the Parish Council have agreed to its siting.
A suggestion that an Achievements Board with information about members’ successes was unresolved and the discussion also took in the possibility of an electronic picture frame. The recent success of two of the Girls’ Section has been noted on the web site.
6 Action Points See attached list for this Meeting.
7 Secretary’s Correspondence Previously circulated or Board informed except for Air Ambulance Appeal which will be circulated.
8 AOB
Returning Players Proposals to attract players back to the club were discussed. In the present financial position and so as not to incur further expense it was agreed that if sponsorship could be found to cover the costs then this could go ahead.
Dates of Meetings for the year
All Meetings to be held on third Monday in the month
2009 17th August; 21st September; 19th October; 16th November; 21st December.
2010 18th January; 15th February; 15th March; 19th April.
Annual Meeting – Thursday 13th May 2010.
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Condensed Minutes of the Board Meeting held on Monday 17th August 2009
Present:, Ady Amies, Phil Connolly, Chris McCarthy, Duke Ashford, Dave Jones, Peter Mack, Duncan Nicholl, Helen Price.
1 Apologies: Ian Gresham, Simon Humberstone, Nigel Dixey, Paul Harpwood
2 To approve and sign the Minutes of the Committee Meeting of Monday 20th July 2009.
These Minutes were agreed and duly signed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. Air Ambulance Appeal; Returning Players.
5 Sub-committees:
5.1 Premises
5.1.1 Premises Licence Conditions imposed by the Environmental Protection Department of the Vale of White Horse and the Licensing Officer of Oxford Police have been amended and agreed with all concerned and we should be granted a Premises Licence in the near future
5.1.2. Social Events Arrangements are in hand for the Sports Day on Saturday 29th August with about twenty teams expected for the five different events.
One Quiz Night has already been held on a Thursday with more planned.
5.2 Strategy & Development
5.2.1 Transfer of Lease At the present time we are awaiting the decision of the three trustees. Before we can proceed they have to obtain the written consent of Grove Parish Council to transfer the lease. ‘This permission cannot be unreasonably withheld according to their own solicitor. This is usually done through a solicitor but we need to know that both trustees and Grove PC are willing.
5.2.2 Newbury RFC Proposals It seems unlikely that we will obtain any written agreement with Newbury as the person dealing with us has moved on to another club.
5.3 Community
5.3.1 Pre-match Lunches John Sevier has volunteered to organise pre-match lunches on 17th October – Windsor; 12th December – Witney; 16th January – Swindon and 20th March – Chipping Norton. He is hoping to get contact details of former members and the Secretary will contact members for whom we have details.
5.3.2 Grove Parish Council Relevant item taken from the L & R Minutes of 26th May 2009. Grove PC is still in consultation with the Vale of White Horse regarding the projected Mably Way playing area. It might well be that this will not be available for some time for our Mini/Juniors.
5.3.3 Air Ambulance The Secretary it to write to the Air Ambulance Appeal organisers to explain why we are unable to support them in the way suggested. We will however offer them a ‘pitch’ at the Mini Festival on Sunday 4th October.
5.3.4 King Alfreds No further information until the new school term begins.
5.3.5 Memorial Bench The bench is likely to cost around £350 and a final decision on the financial position is to be available at the next Meeting.
5.4 Players
5.4.1 Sponsorship – Returning Players Sponsorship has been obtained from five members who are willing to support fees for two players returning to the club for the new season.
5.4.2 Kit Sponsorship – Seniors Sponsorship has been obtained for a set of shirts and we are hopeful of obtaining a similar amount from another source for track suits.
Kit Sponsorship – Mini/Juniors Wantage Round Table have donated money for a set of shirts for the U12’s. Raging Bull have been sent details of the specific logo that is required and they also want a sample to approve before going ahead with the order.
Consumables A supply of tape, gumshields, studs etc for purchase by players has been ordered.
5.4.3 Mini Festival The Youth Chairman circulated details of the costings for the Mini Festival and agreed to substitute certificates for some medals.
The sound system will be ordered in with preparations made during the year to purchase our own means of broadcasting.
First Aid will be provided by the NHS and photography by De Photo. RAM will be asked to provide a stall and Board members are to make contact for the provision of cones for parking, an ice cream van and a slide.
5.4.4 Summer Camp- 24th-26th August 2009 This will be organised under the auspices of the RFU. As far as we can ascertain 20+ children aged 6-11 years old have signed up.
5.5 Finance
5.5.1 Bank Signatories This matter is becoming urgent. We cannot meet our financial commitments until all have submitted details to Barclays Bank.
5.5.2 Membership Forms are behind the bar and a copy is on the web. Sunday mornings in September will again be used to recruit Mini/Juniors and their parents and effort will be made on Tuesday and Thursday evenings to register players and other adult members. Everyone will have to complete an application form this year. A slight modification to the Form was suggested to compile a list of occupations.
5.5.3 Sponsorship & Advertising Sufficient funds will be forthcoming for sponsorship for the Handbook.
The Club Captain will be asked to help promote the Mini Festival and Junior rugby generally through his contacts with the press.
6 Action Points still outstanding see attached list.
7 Secretary’s Correspondence not already circulated.
Royal Sun & Alliance e-mail of 28th July referring to an incident on 7th November at the Bonfire & Fireworks evening needs clarification as we have no knowledge of the two people mentioned in the text of the message
Forewarning from Keith Harris, Race Secretary, White Horse Half Marathon, of their event on Sunday 11th April 2010.
8 AOB
A request to agree a reduced membership fee for a Special Needs group was agreed.
We have been informed that an RFU grant of £6000 is available without ‘matched funding’. The Secretary will write when further details are available.
The Army in Didcot is seeking use of a pitch for some Wednesday matches and the use of the changing rooms. Permission from the Parish Council will be needed.
9 Dates of Next Meeting - 21st September
Remaining Meetings
2009 19th October; 16th November; 21st December.
2010 18th January; 15th February; 15th March; 19th April.
Annual Meeting – Thursday 13th May 2010.
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Condensed Minutes of the Board Meeting held on Monday 21st September 2009
Present: Ian Gresham, Ady Amies, Chris McCarthy, Simon Humberstone, Duke Ashford, Dave Jones, Duncan Nicholl, Nathan Brooks,
1 Apologies: Nigel Dixey, Peter Mack, Helen Price, Phil Connolly, Paul Harpwood
2 To approve and sign the Minutes of the Committee Meeting of Monday 20th August 2009.
These Minutes were agreed and duly signed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. Rugby First access; Gerry Bird - Sports Therapist; Memorial bench.
5 An introduction was provided by John Sevier on the match programme and the success during the first home game, it was agreed to go ahead with colour printing of 300 copies which will then have the middle pages added by John for each use. These to be sold at a price of £2 which will provide sufficient funds to cover costs if 12 are sold each home match.
6 Sub-committees:
6.1 Players
6.1.1 Under Age Players; Including Playing up Under 12 to Under 13 Dave Jones provided his outline of circumstances and recommendations for the future; in the past it has been allowed for players to start early and therefore stay in the age group above them, this practice will be controlled from now by those players starting early not moving from the U7 into U8 until they are of the appropriate age. However in some circumstances players may be of a level that they could play up in such cases then we should form a sub committee to review these players and the circumstances and make a recommendation on a one to one basis.
Following this points were raised showing that some members believed that the Continuum Regulations allowed this. Other members of the committee disagreed with this and also pointed out we should not allow it as the better players should be used to strengthen the correct age group as a team sport. As an e-mail was produced with a county officer saying he does not believe we can let this happen the Chairman ruled we could not consider this fully unless this e-mail was clarified as there could be substantial repercussions if we went against an officer of Oxford RFU
Earl Ashford left meeting 20:30Hrs
6.1.2 Discipline rulings: The Club Coach said in general this is down to player education on the changing rules although this is not all of it. Nathan suggested we need to monitor the yellow cards and review, best route is team captains providing feedback to the Club Coach and for the ORFU Representative to review and gather feedback from county if required.
6.1.3 Raging Bull Shirts are through for the juniors but nothing else yet.
6.1.4 Mini Festival Arrangements The Youth Chairman said most things in place as discussed previously. Cones to be put out, the main parking is on Wasborough which is being organised by senior players and coaches.
6.1.5 Referee Co-Coordinator The Fixture Secretary is doing this and will continue to do so. The Youth Chairman said he is currently the coaching co-Coordinator and would appreciate someone else taking on.
6.1.6 Player Transfers James Kerr to be asked if the two have been completed fully.
6.1.7 Report The Club Coach provided a brief report that pre season training had gone very well with a large number of new and returning Players and morale is high amongst the players and competition for first team positions is strong and he believed a top 3 finish was possible.
The Newbury link up was proving a bit of a mixed success with currently only one player committed and attending regularly.
The Coach asked if some more crash pads could be made available
6.2 Finance Sub Committee
6.2.1 Membership Update a full report was given to each attendee and an updated list mailed out. To date 249 members with fees around £7k. There was some discussion regarding coaches and fees. It was agreed that Dave was to be asked before agreement on who is a coach and final decision to be by Membership Secretary as to coaches who play and their fee
6.2.2 Bank Account This is now fully open and VAT transferred to new company. Confirmation from corporation tax that all is now sorted and we need to sort date for end of year.
6.2.3 Financial Position All Invoices are now sent out for the advertising and some have been paid.
Grove PC have paid up to date for the lights.
The Treasurer would like clarification on the situation regarding the Physiotherapist.
The account went over drawn during August for the first time in ages so a concerted effort required on reducing spending and improving monies in, the membership will help although some big payments soon due for International tickets. A review was given regarding the Tour and Dinner both showing a loss totalling nearly £800 which equates to the overdraft amount
6.2.4 RFU Grant We need to look into the availability of the £6000 grant from the RFU .
6.2.5 Sponsorship & Advertising The Treasurer asked for clarification on the position regarding sponsorships for players and additional stash kit etc
6.3 Premises sub-committee
This to be reviewed at next meeting due to time although it was urgent that the showers are dealt with.
6.4 Strategy & Development Sub-Committee
6.4.1 Lease/Asset Transfers This is being dealt with by a parent who is a barrister.
6.4.2 Newbury Update See 6.1.7
6.4.3 Vacant Positions We still have two vacant board positions as well as the need to look for more volunteers through appointing a volunteer coordinato.
6.5 Community Sub-Committee
6.5.1 Memorial Bench Awaiting further details.
6.5.2 White Horse marathon 11th April2010 - awaiting further details. .
7 Action Points Those actions unresolved will be listed separately.
8 Secretary’s Correspondence All previously circulated
9 AOB None
10 Dates of Meetings for the year
2009 16th November; 21st December. 2010 18th January; 15th February; 15th March; 19th April.
Annual Meeting – Thursday 13th or 20th May 2010.
*********************************************************************************************************** Condensed Minutes of the Board Meeting held on Monday 19th October 2009
Present:, Ady Amies, Phil Connolly, Ian Gresham, Chris McCarthy, Duke Ashford, Dave Jones, Duncan Nicholl, Helen Price, Paul Harpwood.
1 Apologies: Peter Mack, Simon Humberstone, Nigel Dixey.
2 To approve and sign the Minutes of the Board Meeting of Monday 21st September 2009.
These Minutes were agreed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. Volunteer help, GRFC Ltd post.
5 Sub-committees:
5.1 Premises sub-committee
5.1.1 Fireworks Evening – Friday 6th November 2009 Arrangements are well in hand for this event. As we have not raised prices for some years the entrance fee will be raised to £10 and posters will be ready for display soon; Duncan Nicholl and Phil Connolly have successfully completed their fireworks training course and we will again run the display ‘in-house’.
Stewarding arrangements will be as last year with senior players controlling the entry points; two-way radios will be available at key points; the NHS Ambulance Service will be in attendance and the catering has been organised.
To enable spectators to better view the display this will be sited differently and the rope re-aligned to enable the fireworks to be seen against the dark background of hedges. Suppliers of loads for the fire will be asked to bring less this year.
The Vale of White Horse will be informed that we wish to use loudspeakers and play music if appropriate.
Clearing up will be done on the night as far as possible with another sweep being done on the Saturday.
RFU Raffle tickets will be on sale in the clubhouse.
5.1.2 Social A Halloween Party is planned; also a Pool Competition on Thursday 22nd October and Quiz Night on Thursday 29th October.
5.1.3. Pre-match dinners Much appreciation was expressed by all those who attended the pre-match dinner on 17th October before the Windsor match. Compliments to the chef and his helpers were delivered by the Windsor President for an excellent meal and the hospitality received. Four Wantage Round Tablers were also our guests and they will present the shirts for the U12s that they have sponsored at a date to be agreed.
5.1.4 Club ties & dress shirts Our stock of club ties is dwindling fast and the firm that supplied them has been contacted to supply more. A request will also be made to them for a smaller one for the younger members.
Dress shirts will be ordered when members’orders have been placed and paid for.
5.2 Finance
5.2.1 Membership update The Board was presented with an updated membership statement showing fees gathered to 19th October.
5.2.2 Financial position We went overdrawn quite heavily in September because of the outlay on International tickets and Membership fees not beginning to make an impact. The Treasurer is to investigate the possibilities offered under internet banking.
The Treasurer pointed that under a deal between the RFU and Sky TV our fees should reduce from December by some £50 per month.
Bank cards have now been received from Barclays for our new account.
To enable the Treasurer to better keep track of finances and to keep the Board better informed the Bar Manager is asked to present each Board Meeting with figures from a till printout showing the amounts under the various headings for which the till is programmed.
We will have to seriously consider raising our fees in the future. It has been known for some time that we have the cheapest Membership rates and with the demand for the laundering of shirts, referees fees, food, the training of coaches and referees, the supply of non sponsored shirts etc. the present fees become unsustainable if we are to also to maintain the premises and grow as a club in other areas.
The Secretary is to prepare a letter for Board approval to go to all members pointing out the need for volunteers and the rising costs of running the club.
5.3 Players
5.3.1 Mini Festival feedback The Mini Festival was a great success and the Youth Secretary expressed his appreciation for the support that he received from Board members, senior players and parents. However more help in future would make the organisation much easier.
A partial success with the parking which worked very well on Wasborough Field and other areas was rather lessened by a complaint received by Grove Parish Council from a Sharland Close resident. Satnav instruments had directed visitors to the wrong end of Cane Lane!
A balance sheet for the day showed a break-even result which coupled with takings on the food stall and over the bar resulted in a healthy profit.
For the future: a) charge teams for entry; b) decide on medals/certificates/trophies; c) decide on loudspeaker system – commercial or ‘in-house’; d) stick with NHS First Aid; e) try for sponsorship; f) a bigger raffle; g) decide on programmes – by the car or individual.
The Summer Camp produced some £900 for the RFU coffers and thoughts on running such an event ourselves were expressed.
The Youth Chairman is setting in train ideas for the re-structuring of the Mini/Junior section.
5.3.2 Un-played fixture The e-mail from David Stevens, BBO 2 League Secretary, on the possible sanctions if we have to cancel a fixture were discussed. Our difficulty with the pool of players at our disposal is not helped by not having contact details for some previous players.
5.3.3 Training pitch/lights The Secretary of Grove Parish Council is attempting to draw up a timetable for the use of the training area and needs feedback from user clubs.
Our preference would be for Tuesday and Thursday evenings to be for Grove RFC to give us control over the area and enable us to cancel use when the weather is bad.
5.3.4 Injury reports All Board members and lead coaches of the Mini/Juniors have been sent a copy of the RFU Accident Report Form. This is to be completed and sent to the RFU if someone is detained in hospital (not just a visit to A & E before returning home) or in the event of death.
Our own accident book held behind the bar should be used for all injuries wherever they occur.
5.3.5 Referee Training Two volunteers have put their names forward for referee training.
5.4 Strategy & Development
5.4.1 Lease The Licence to Assign and the Deed of Assignment were sent to Terry Ryland, Collard & Chamberlain, the Council’s solicitor, on 24th September with the wish to complete within a fortnight. The Secretary of Grove Parish Council is to contact him to ask what stage the transfer of the lease is at as he has not heard anything.
5.4.2 Board Membership update The positions of Clubhouse Liaison Officer and Clubhouse Manager are still unfilled. It was suggested at an earlier Meeting that the Child Protection Officer should be a director on the advice of the Oxford RFU. There is also a possible place set aside for the Club Coach should he wish to take it.
5.5 Community
5.5.1 Memorial Bench This matter has been outstanding for far too long and needs a quick resolution. Money will be found once the Youth Chairman has met with Grove PC.
6 Action Points Outstanding Action Points from the September Meeting not resolved at this Meeting will be circulated.
7 Secretary’s Correspondence Circulated before Meeting.
8 AOB
The American Football Club which contacted us last year has expressed a wish to use the rugby area during the summer and a block Membership fee has been suggested. Grove Parish Council need to agree any use of pitches because of their summer maintenance schedule.
We have been approached to host preliminary rounds of the Britain’s Strongest Man competition.
The RFU has suggested that clubs try to engage a Volunteer Co-ordinator. This person does not necessarily have to come from the club ranks and it might be a way of appealing to the wider community. Perhaps an article in the Wantage & Grove magazine.
9 Date of Next Meeting – Monday 16th November 2009.
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Condensed Minutes of the Board Meeting held on Monday 16th November 2009
Present: Simon Humberstone, Ady Amies, Ian Gresham, Chris McCarthy, Duke Ashford, Duncan Nicholl, Helen Price, Paul Harpwood.
1 Apologies: Nigel Dixey, Phil Connolly.
2 To approve and sign the Minutes of the Board Meeting of Monday 19th October 2009.
These Minutes were agreed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. Mobile phone, white lining.
5 Sub-committees:
5.1 Premises sub-committee
5.1.1 Bar/Social Update including Sky contract In the absence of two members only the latter item could be addressed. From December, under the RFU agreement with Sky we will be able to pay a reduced rate for the contract.
5.1.2 Christmas/New Year Parties No Christmas party is planned but there will be a New Year event.
5.1.3 Food Hygiene Update The recent report received from the Vale has been actioned.
5.1.4 Landscaping There is a plan put in hand by Grove Parish Council to landscape the area in front of the clubhouse.
5.1.5 Pre-match lunches The next pre-match lunch will be held on Saturday 12th December before the Witney game. Because of the earlier winter kick-off time guests will be asked to arrive between 12.00 and 12.15pm
5.2 Finance sub-committee
5.2.1 Membership update To date we have 391 members with some still outstanding. One concern is that the lack of U15s and U17s will be felt at senior level in the next few years.
5.2.2 Financial position The transfer to the new bank account is nearly completed with a few direct debit instructions still to be transferred. We are awaiting the first statement on the new account which will help to clarify matters.
The date of the end of our financial year has been changed.
An excellent financial return on Bonfire Night resulted in a very healthy profit and thanks were expressed to Phil and his helpers for this.
5.2.3 Cash4clubs grants This will need to be followed up with the appropriate authorities. The RFU grant available to clubs is still being pursued and an approach will be made to ORFU officials as no response has been received from the previous source
5.2.4 RFU Raffle Raffle books will be given out to all Mini/Junior coaches as soon as possible and everyone will be advised that books are available behind the bar
5.3 Players sub-committee
5.3.1 Restructuring/recruitment proposals The Chairman will contact the Youth Chairman to ascertain how this is going.
5.3.2 Training pitch/lights No feedback has been received directly from Grove Parish Council and we therefore assume that the status quo is maintained.
5.3.3 American Football Two clubs expressed an interest in bringing the game to Grove – Oxford Saints and Oxford Combined Universities. However, as the latter have no posts and would need to use those of the former this is causing some delay as Oxford Saints have not yet agreed to the request. No resolution is expected until after the Saints next meeting in a month’s time.
5.3.4 Rugby Tots The idea of using the Scout Hut for Rugby Tots as outlined in a recent e-mail was given the go ahead in principle as long as the writer is prepared to take on the organisation.
5.3.5 Discipline The circumstances recently reported about a parent abusing his own child is being carefully monitored and further action will be taken if deemed necessary.
5.4 Strategy & Development sub-committee
5.4.1 Lease/Asset Transfer No response has been received from the Grove Parish Council solicitor to the Licence to Assign and the Deed of Assignment sent to him on 24th September 2009.
5.4.2 Board Membership Update After discussion it was agreed that the Board membership was probably appropriate for the size of our club but extra help for the essential jobs would be appreciated. In particularly a Volunteer Co-ordinator would be a great asset and more essentially at the present time a Clubhouse Manager.
To try to address the problem and to ensure that coaches all get the same message and a chance to discuss club matters they will be invited to a ‘social’ evening on Wednesday 2nd December.
5.5 Community sub-committee
5.5.1 Newsletter Members were advised that they might be soon approached for contributions to a Christmas Newsletter.
5.5.2 Parental Help There has been a limited response to the recent letter asking for more support from parents.
6 Action Points Members will be reminded of unresolved issues.
7 Secretary’s Correspondence Previously advised.
8 AOB The Board was made aware that a mobile phone was taken from a changing room on a training night. The victim’s insurance company is asking for clarification of the measures taken to safeguard property.
The Parish Council is hoping that the white lining of the car park might be carried out by GRFC but whether it is absolutely necessary has not been made clear. The absence of lines does not seem to be causing any more problems that hitherto.
A donation to the Breast Cancer charity was agreed.
9 Date of next Meeting- Monday 21st December 2009.
Remaining Meetings
2010 18th January; 15th February; 15th March; 19th April.
Annual Meeting – Thursday 13th May 2010.
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No Meeting was held in December because of the bad weather conditions and the November Minutes were not therefore approved until the January Meeting.
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Condensed Minutes Meeting held on Monday 18th January 2010
Present: Simon Humberstone, Ady Amies, Ian Gresham, Duke Ashford, Duncan Nicholl, Helen Price, Paul Harpwood, Phil Connolly, Dave Jones
1 Apologies: Pete Mack, Chris McCarthy. N Dixey.
2 To approve and sign the Minutes of the Board Meeting of Monday 16th November 2009 there being no December Meeting because of bad weather..
These Minutes were agreed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. 2010 Tour
5 Sub-committees:
5.1 Strategy & Development
5.1.1 Lease/Asset Transfer The Chairman of Grove Parish Council, has assured the Board that the Clerk has been instructed to write to their solicitor to expedite the matter of the lease, the documents for which have been with him since 24th September 2009. They will consider using another solicitor.
5.2 Premises
5.2.1 Health & Safety The Board was updated on the progress with the Health & Safety audit. Much of the work is in hand or completed and a folder containing the necessary checks and timings will be kept in the clubhouse. A revised Risk Assessment procedure for functions is under way.
5.2.2 Bar/Social Update The Sky contract is now cheaper as it is in line with an agreement reached by the RFU with Sky TV.
It was agreed that a monthly printout of bar takings be made available.
Social – A planned pre-Christmas children’s party was poorly attended because of cancelled training and no New Year’s Eve event took place.
5.2.3 The pre-match dinner planned for 16th January was cancelled. The next and final lunch for the season is now planned for Saturday 13th March before the Swindon game for the Dave Hollister trophy. The Chairman has agreed to sponsor the ball for this game.
In a reciprocal gesture by Windsor six of our members have been invited to our next game with them on Saturday 23rd January.
5.3 Community
5.3.1 Pavilion Management Committee (Clubhouse Liaison) Grove Parish Council has written asking when the next meeting of this group is planned. The Membership Secretary had spoken to the Clerk and the Chair of the Leisure & Recreation Committee at a pre-Christmas social gathering and explained part of the delay had been due to his incapacity (broken ankle). He will make contact in the near future.
5.4 Finance
5.4.1 Membership update The Membership Secretary sent lists of paid-up members to all Mini/Junior coaches on 20th December in an effort to ensure that they could identify non-payers.
5.4.2 Financial position Bar sheets – as above.
Finances have taken a knock because of the recent bad weather and cancelled matches and the recent outlay on kit for selling to members. This should be with us shortly for both seniors and juniors and efforts to recoup the outlay will be made on Sundays for the Mini/Juniors.
Raging Bull have replaced the torn 1st XV shirts and other Senior kit should also be with us soon.
5.4.3 6 Nations tickets These have recently arrived. The Ireland applications are over-subscribed but there should be no problem with the Wales allocation.
5.4.4 Cash4clubs This grant was suspended during December but will be pursued in the near future to ascertain whether we qualify for up to £1000 which could go towards ……
Matched funding A twenty page application is in process of being completed on the RFU web site by the Secretary awaiting agreement by the Board on exactly what our priorities are. It was agreed that the boilers need replacing and the kitchen oven should be renewed and connected to mains gas having been advised that the supply is quite adequate. At this stage the kitchen safety system could be completed.
The showering and changing facilities also need upgrading and it is envisaged that the whole project could be possible with a view to starting and completing during the close season.
A question about unmatched funding was raised and will be pursued by the Secretary.
RFU Raffle The Youth Secretary is pleased with the results so far and she will send out a reminder to all holding tickets of the closing date
5.5 Players
5.5.1 Youth Management The planned restructuring of the Mini/Junior organisation is still in the negotiation stage and hopefully a named person to take on the Youth Chairman’s role will be identified by the February Meeting.
5.5.2 Coaches Forum All members received notes on the meeting held on 2nd December 2009. However disappointment was expressed over the poor attendance of Mini/Junior coaches.
5.5.3 American Football The Oxford Saints expressed a wish to use the clubhouse for the American Super Bowl which will be held late on Sunday 7th February and run into the early hours of the following day. The Board did not agree to this as our licence runs until midnight, staffing of the club will be difficult and we might ourselves be involved in Cup matches on that day.
5.5.4 Memorial Seat The Secretary is to write to Grove Parish Council to try to persuade them that we are trying to comply with the parents’ wishes over the positioning of the seat.
5.5.5 Referee Training All coaches were circulated with details of the forthcoming referee training course.
5.5.6 First Aid Thirteen individuals who are willing to act as First Aiders have been identified should the need arise.
6 Action Points See separate list if not resolved.
7 Secretary’s Correspondence All previously circulated to Board.
8 AOB A Senior Tour to Jersey is planned for 20th May 2010 for 4 nights. Further negotiations will be held to get the best deal possible.
9 Date of next Meeting- Monday 15th February 2010.
Remaining Meetings
2010 15th March; 19th April.
Annual Meeting – Thursday 13th May 2010.
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Condensed Minutes Meeting held on Monday 15th February 2010
Present: Simon Humberstone, Ady Amiss, Chris McCarthy, Duncan Nicholl, Helen Price, Phil Connolly, Dave Jones
1 Apologies: Duke Ashford, Ian Gresham. Nigel Dixey, Paul Harpwood.
2 To approve and sign the Minutes of the Board Meeting of Monday 18th January 2010.
These Minutes were agreed.
3 Matters Arising To be covered under sub-committee reports.
4 Collection of AOB not on the Agenda. 2010 Tour, Disciplinary Evening
5 Sub-committees:
5.1 Finance
5.1.1 Membership update An updated list was issued along with the chart, some membership groups appear to be low, for example: U9 list 30, but about 45 training; Senior Players list 48, however, with 3 teams should be more. The Junior Secretary is to email junior/mini coaches to ask for numbers attending training. The Club Captain is to gather team sheets and pass on to Membership Secretary.
The Membership Secretary is to discuss with the Treasurer regarding setting levels of membership for next year, to send to board for approval prior to next meeting.
5.1.2 End of Year The Treasurer is to discuss the end-of-year stock take with the Bar Manager.
5.1.2 RFU Raffle The Junior Secretary is pleased with the results so far and she will send out a reminder to all holding tickets of the closing date 1st March. Hopefully, a big final push on evening of 27th Feb during England match.
5.1.3 RFU Grants The ORFU Executive Treasurer replied re RFU grants.
5.2 Premises
5.2.1 Health & Safety Dave Jones appointed as Board Representative
5.2.2 Bar Prices The Social Secretary is to discuss with the Bar Manager and provide a report on suggested increase in bar prices ready for next meeting.
5.2.3 Water supply To be followed up with Thames Valley Water.
5.3 Players
5.3.1 HRFC Incident The Club Captain reported the incident to the Police who are now looking to charge someone in connection with missing tackle bags which have now been returned to the police but the charge denied.
5.3.2 American Football Following two recent emails from the PC (one regarding the ambulance driving on the pitch), the teams have been told it must not happen again - the ambulance is to park in front of the gate. Secondly, the training is to be 50m from the adjoining fence.
5.3.3 Kit Sales these have been very successful over the last two weeks, with £300 taken last week and £700 the week before. However, more stock is needed, with attention to smaller sizes and some more help selling is needed to maintain the sales.
5.3.4 Memorial Seat Still no decision on the positioning of the seat.
5.4 Strategy & Development
5.4.1 Web site/Rugby First A volunteer has come forward for the website. Further details to be provided to the board for next meeting.
Two members of the Board have booked places on the upcoming Rugby First training course.
5.4.2 Child Protection The Membership Secretary has agreed to take over subject to relevant training as no one else has come forward.
5.4.3 Board/President Appointment The Chairman is to review options ready for next meeting.
5.4.4 Lease/Asset Transfer Still waiting feedback from the Grove Parish Council.
5.5 Community
5.5.1 Clubhouse Liaison Committee A meeting was held recently. The Rangers never responded and the Parish Council cried off on the day.
6 Action Points See separate list if not resolved.
7 Secretary’s Correspondence All previously circulated to Board.
8 AOB A Senior Tour to Jersey is planned for 20th May 2010 for 3 nights. Further negotiations will be held to get the best deal possible.
9 Date of next Meeting- Monday 15th March 2010.
Remaining Meetings
19th April 2010
Annual Meeting – Thursday 13th May 2010.