TJRFC AGM – 27th June 2007 Minutes
Tonbridge Juddians RFC Ltd.
Annual General Meeting
8.00pm Friday 17th June 2007
The Clubhouse, The Slade, Tonbridge, Kent.
MINUTES
- President’s Opening Remarks
The President welcomed the members to the AGM of Tonbridge Juddians RFC Ltd, saying it was nice to see some new faces as well as some old familiar faces.
2. Attendance: President, M Grasby, Chairman, Gary Martin, F Low, G Pettitt, D Ward, D Grasby, P Darbyshire, C Hardwick, D Carver, C Mortimore, R Barker, P Taylor, K Hexter, S Farr, M Mitchell, G Withers, J Perry, J Beasley, J Simpson, D Park, A Park, A Leigh, H Howell, T Barrett, N Grundy, D Reeves, S Parrett, A Stevenson, S Phillips, R Ventin, M Hinton, C Hinton, C Manwaring, S Rees, H Mudge, M Pulsford, T de Guingand (37)
Apologies For Absence: j Carman, N Gatehouse, B Ablitt, M Baker, J Jenner, E Hadley, M Davis, M Norrie, J Leicester, K Gunn, C Wickham, G Sankey, J Pemble, M Pulsford, J Maidman, DC Scaffolding, T Ward. (17)
- Minutes of the AGM of 9th June 2006: These were accepted as a true record and signed by the President, Mike Grasby. (Adoption proposed by R Barker and seconded by G Pettitt)
- Matters Arising there from:
It was suggested that section heads should be able to update the website, N Grundy and M Mitchell both said that they were will to train people.
- Correspondence: Except for written apologies for absence there was no correspondence to report.
- The following reports were presented (full texts of written reports, where submitted, are held by the Honorary Secretary):
Chairman’s Report: Gary Martin reported this had been our first full season in the new clubhouse and it had been a busy one both on and off the field. The challenge had been to optimise the use of all the facilities. The clubhouse had several regular hirers and often had party bookings at the weekends. The Club now employed a full time steward who would be beginning at the start of the new season.
The newsletter sent out with the AGM notice had asked members to consider volunteering to help but there had been a more response. It is becoming increasingly important that members do their bit to help in the management of the Club and we will be targeting people in the coming weeks. The disappointing turn out for the AGM is perhaps an indication of the memberships lack of interest in the management of the Club.
There is an exciting year of rugby ahead, which includes the Rugby World Cup. The RFU are actively promoting the “Go Play Rugby” campaign to recruit and involve more players in the game. Steve Farr and his team will be leading the Clubs efforts in this campaign, and support for these events was asked for.
The Club is now a year round business, committed to optimise its facilities use by a wider community. There are several investment projects planned for the coming year, such as the building of the new garages, but there are more challenging times ahead and more members need to involve themselves in the running of the Club.
Secretary Report: Peter Darbyshire reported that the Management Committee, along with the members of the sub committees, coaches, some parents and a group of stalwart helpers had put in a great effort to get the club to where it was. Tonbridge Juddians RFC had been kept to the forefront both locally and within the county.
The Club had again hosted the Kent Mini festival and once again it had been a great success. The team that organised the event were thanked for all their work. The U9‘s won their age group and the U8’s were runners up.
The Mini and Junior sections continue to grow and prosper.
The new floodlights were put to good use during the season, 2 school competitions that were planned were affected badly by the weather, the emerging schools competition was a great success but the 7’s competition was eventually beaten by time and the weather for a second time.
The Ladies team played a couple of games during the season but the girls team struggled for numbers.
Since its redevelopment the clubhouse has become a busy place sometimes booked up to 3 times a day. There have been a few problems at event but the club has liased with the local authorities and they have been happy and impressed with the measures that have been taken to try to prevent any problems arising. C Manwaring was thanked for all his work on the clubhouse bookings.
The car park issues were finally resolved thanks to the efforts of D Legg who was thanked for guiding us through the minefield of leases and sub leases.
A new licence was applied for and obtained for the Club at the beginning of the year. The previous did not cover us fully for all the things the Club wanted to do. With R Brown leaving us we also had to find a new designated premises supervisor. The Club Chairman volunteered to take his personal licence test, which he duly passed and was then install as the Clubs DPS.
A full health and safety assessment was being carried out which would result in the production of a health and safety statement and HACCP.
During the summer the old garages were to be removed and replaced with a new storage building. This had been planned to have been done earlier in the year but had to be rethought when the original plans proved to be too expensive. Once completed the container would be removed from the car park.
The ditch between the clubhouse and the 1st XV pitch was culverted during the season.
The Club was awarded the RFU’s “Seal of Approval” in the spring. Thanks were given to S Farr for all his work in enabling the Club to attain this award.
Subscription levels were raised at the beginning of the season and it was pointed out to the members that they were still relatively low compared to other clubs in the area. The members were encouraged to pay by standing order as it makes it easier for the Club to manage when the system works properly.
The major award winners for the year were Mike Grasby who won the Presidents Cup and Ken Penton who won the Founders salver. Both, very worth winners.
Club funding by the RFU had changed during the year, instead of receiving cash from the RFU the Club was now provided with free insurance covering all players and any one work on behalf of the Club plus providing public liability and employee insurance.
“The Way Forward”, a document covering the review of the elite game had been produced with the aim of taking England back to the top of the world elite. And with the World Cup approaching the RFU were also rolling out “Go Play Rugby” a vehicle to try to attract more people to rugby. Events had been planned and the clubhouse would be open to the public for some of England’s world cup games.
Sadly 3 of the Clubs vice presidents died during the year, they were Geoff Featherstone, Gordon Young and Geoff Miles. All would be fondly remembered.
Two of the management committee were standing down, Chris Manwaring and Declan Ward were taking well a earned rest. They were both thanked for all their hard work over their many years of service to the Club.
The secretary concluded with saying the Club had settled in nicely to the new clubhouse but their was still much to do. Sitting on our laurels would not do, we must keep moving forward and everyone should do their bit.
It was pointed out from the floor that mass communication by the Club was not good, the message to volunteers was not getting out. Communication by email could reach the masses, however it proving hard to product a unified email list and that email addresses change, but work was being done to try to create a good data base from which the club could work.
(c) Finance Report: Steven Rees’s reported that the first full year in the new clubhouse had been a financial success with a small surplus generated and a few lessons learnt.
Subscription money had increased noticeably as the rates had been increased at the beginning of the year, however it was disappointing to see that the number of people paying had gone down. Particularly disappointing is the final number of players who have paid following match fees having been rescinded.
Bar turnover was in line with expectations with a good margin being achieved, bar costs had increased markedly, some of the extra costs coming from staffing of club lettings.
Sponsorship income was up greatly thanks to the hard work of the CDC committee.
Playing cost remained similar to last year and kit costs rose in line with kit sales. Playing insurance became the responsibility of the RFU, which resulted in less financial support being given to the Club from the RFU. Floodlight moving costs were incurred for the first time. Physiotherapy costs remain high and is an area the playing committee will need to focus on next year. Food cost rose this year as we become more professional in our approach in this area.
Clubhouse expenditure has increased dramatically this year much of it due to provision for a full years depreciation on the new building and its fixtures. Cleaning, electricity and heating cost had all risen.
Cash balances had reduced marginally due to making the final valuation and professional fees payments for the new clubhouse. Repayments to the Rugby Football Foundation have started, contributions from members and tax credits support around 70% of the annual repayment amount. There were no plans at this time to repay the loan note from members.
Steven concluded saying we have had a successful year with many new challenges. The Club is now a small business, with a gross turnover approaching £200,000, and we need improve our controls to meet these new challenges. Steps are in place to enhance these controls, which will bring added benefit to the clubs’ resources for future years.
Steven was asked if there was any projected increase in revenue as a result of having full tome staff. He replied saying that there had been no major increase and that it was a part time job but gave a more professional approach and hopefully would cover its own cost.
It was suggested that £3-5K extra might be found from subscriptions and that the Club was still very cheap. Steven said that it is very hard to find the right level to set to get the maximum number of people to pay.
Steven was asked if it would be possible for players to pay £10 per month, he said it was being looked into for next season.
Playing Report: Daren Grasby reported the season was much like other recent ones and that it was proving hard to get out of London 3 SE having made a good start we then struggled for the rest of the season.
Thanks were given to David Carver, Malcolm Yates and Eric Hadley for all the work that they have done through the season, and to Debbie Park for all her work on the Kent Mini Festival.
Using the RFU “Go Play” programme we will be promoting the Club around the area trying to recruit new players.
During the year we held an emerging schools 10’s competition under the floodlights, which was a great success, so much so the RFU have picked the idea up and now want us to be a host club.
Steve Farr is standing down as club coach, he was thanked for his 4 years of hard work. He will be staying on in a player recruitment, youth player development and junior/mini coach development role.
The Mini and Junior sections continue to flourish with record numbers player with us last year. Thanks to coach development work carried out by Mark Farmer and Steve Farr we now have some of the best coached kids in Kent.
We held the Kent Mini Festival again this year, which was again a great success. Kent RFU sees us as on of the top clubs in Kent for host big events
1st XV. After a good start with some encouraging performances the season rather fell away but we do [play in a very competitive league. We have some good young players coming through who need to be nurtured to become 1st XV players. We are short of good players in certain key positions and need to search to fill these gaps. Finished 6th in the league
2nd XV. A difficult year with much of the team having moved up to the 1st XV. The results were very up and down with some good wins and some heavy losses but ended on a high after coming storming back against Sevenoaks. Finish 7th in the Invicta league.
3rd XV. Finished 7th in the Mid Kent A league.
4th XV. Finished 3rd in the Mid Kent C league
5th XV. Finished top in the Mid Kent D league.
Minis. Despite the bad weather a great year of success. There were regularly over 150 minis present on a Sunday morning many of whom travel to all fixtures and tournaments.
Over 20 parents have completed RFU coaching courses. New training equipment has been obtained including a scrummaging machine designed for children.
At the Kent Festival the U8’s just missed out on a place in the final whilst the U9’s won the Cup in their age group. The U10’s were runners up in the cup final at Westcombe Park and both the U8’s and U12’s reached the second round of the Harlequin regional knockout tournament.
Darren was asked if we had a strategy for recruiting new players for the next 5 years. He said we were trying to raise the profile of the Club and targeting the secondary schools in the area.
House Report: Chris Manwaring reported that it had been a busy year and that it had been hard work to keep the clubhouse running with all the different events that had been held during the season. The job of house chairman was too big for one person the responsibilities need to be spread between a number of people.
Chris thanked Eric Hadley, Mike Grasby and all those who helped him I any way during the year.
(f) Commercial Development Report: Tony de Guingand reported on behalf of Malcolm Baker that they had had a successful year having managed to obtain sponsorship for all the senior teams including the Womens XV and the continued major sponsorship of the juniors. Pitch side advertising continues to grow.
Kent County Council gave a grant to cover the cost of a junior scrummaging machine. Donations and services were given by a number of people and thanks were given to those people.
Thanks were also given to all those who sponsor and advertise with the Club and members were asked to support them were possible, letting them know it was as a result of advertising with TJs.
The committee continues to try to raise the profile of the Club adverts have been placed around the town and in local schools. Geoff Pettitt was thanked for the excellent match reports that he had submitted each week to the Courier newspaper. Nick Grundy was thanked for all the work he had done on the website which was proving to be a valuable tool in communicating with the membership and the pre match lunches continue to be a great success.
For the coming season Tony said that the committee need the help of the membership to find more sponsors and advertisers.
Approvals of all the reports were taken as one, proposed by n Grundy, seconded by G Pettitt proving unanimous.
7. Patron: The president said that Robert Masters was happy to continue as Club
Robert Masters will be invited to continue as the Club Patron, proposed by D Ward and seconded by J Simpson, proving unanimous.
- Election of new Vice-Presidents: There was two nominations for Vice-President,
Mark Davis Proposed by Gary Martin
Seconded by Malcolm Baker
Election of these new Vice-Presidents was proposed by C Manwaring and D Grasby, proving unanimous.
- Election of Officers: Under the Club Rules the Officers are defined as, The President, The Chairman, the Hon. Treasurer and The Hon. Secretary. Nominations from members must be submitted by the 30th April to the Hon. Secretary, none were received. The Committee may also make nominations for theses elections.
The committee nominations are:
a. President Mike Grasby
b. Chairman Gary Martin
c. Hon Treasurer Steven Rees
d. Hon Secretary Peter Darbyshire
The President proposed that since there was only one name against each position that they are voted en bloc
Proposed by R Barker, seconded by N Grundy, proving unanimous.
- To elect Committee members of the Club.
Members may nominate names by 30th April. None were received.
The Management Committee may make nominations and these are
a. Club Captain Darren Grasby
b. Mini’s Representative Debbie Park
c. Junior’s Representative Damien Mutch
d. Commercial Development Chairman Malcolm Baker
e. Hon Membership Secretary Nick Grundy
f. House Chairman Paul Taylor
Since there was only one name against each position the President again proposed that they be voted en bloc.
Proposed by C Manwaring, seconded by K Hexter, proving unanimous.
11. To elect the Scrutiny Committee members. The Scrutiny Committee membership is to be approved annually. Each year one member, by rotation, must stand down but can make himself or herself available for reselection. The Management Committee has put forward 4 members to be elected as the members of the Scrutiny Committee.
The nominations are
C Wickham
T Ward
D Acott
R Walker
Acceptance of the nominations was proposed by N Grundy and seconded by D Ward, proving unanimous.
- Resolution:
1.That pursuant to the powers contained in Section 4A of the Industrial and Provident Societies Act 1968, the requirement under Section 4 of the Industrial and Provident societies Act 1968 to appoint an auditor of the Society for the accounting year ending 30th April 2008 shall not apply.
This allows Tonbridge Juddians RFC Ltd to dispense with the need to appoint auditors as the assets of the Club do not exceed £1m and the turnover does not exceed £350,000
Acceptance of the resolution was proposed by D Ward, seconded by M Pulsford, proving unanimous.
- Appointing Reporting Accountant:
D Acott was nominated to continue in the role of reporting accountant by F Low and seconded by C Hardwick. This was unanimously accepted by the meeting.
14. To discuss Any Other Business submitted: None was received.
- Any other matters:
- M Mitchell asked if anything could be done about the reliability of the showers C Manwaring said the work had already been done
16. Closing Remarks: The President welcomed Nick Grundy and Paul Taylor to the committee and thanked Chris Manwaring and Declan ward for all their work. He also thanked those present for attending.
We had a successful year and there was much to look forward to. We are now well recognised and respected by Kent.
In the coming year we will focus on better management.
There being no further business the Annual General Meeting closed at 9.10pm.
Signed………………………………….
Date……………………………………
