ORUFC Committee Meeting Minutes
Wednesday 8th November 2006
(Action points are in bold and italicised)
1. Present
A Montrose, B Stevenson, A O’Malley, A Spencer, M Newton, J Call,
R Brennan, E Gander, H Leary, N Dermott, G Spengler, P Williams
2. Apologies
D Sutherland
3. Matters Arising from previous Meeting
I. Criteria for VPs and Life Members has been drafted by AM. All presenet agreed to adopt the new criteria. AM to post the criteria on the web-site and in the Clubhouse
II. AS has now updated and displayed new bar prices
III. Membership booklet and match programme now produced and distributed via a mail-drop by AM. Response very positive
IV. KM to furnish BS with quotations for fire extinguishers
V. BS to produce a business plan regarding club development, as and when there are any developments
VI. AS to organise the painting of the posts as soon as practically possible
VII. AS to look at the costings for hiring/buying widescreen TV. Discussions to be had with Interbrew very shortly on this point
VIII. BS has liaised with MW on the storage issue for the floodlights. The issue will be resolved in the near future, thereby freeing up Changing Room Number 6. BS reminded Committee of pledge to rent units until March and re-assess the need for them and financial implications of hiring them for next season. Grant application in the process of being put together to buy some units
IX. BS, AOM and NOD still to arrange a meeting to discuss recent wage legislation and employees of Club
X. Committee still need to draw up job descriptions for paid employees, especially with health and safety regulations in mind in the kitchen area
XI. AS has kept an up-to-date log of who has keys to the various cupboards/rooms in the Clubhouse
XII. RB will talk to PH and DS about the feasibility of using the Community Coach for some Under 19 specialised coaching
XIII. ND has produced an up-to-date record of members still to pay annual subs
XIV. AM to organise the trays behind the bar for Committee members’ post
XV. AS to minimise levels of ‘junk’ in changing room and behind bar area, with help of Committee members on request
4. Rugby Report – Men
• RB reported that teams were doing well in past two or three weeks, with more wins than losses! Despite a heavy injury and unavailability list, we’re still putting out four teams, and haven’t had to ‘cry off’ any games at all this season
• Young players are being ‘blooded’, PH still very keen to instil a ‘whole club’ ethos at training and on the pitch. Mood is buoyant and confidence high
• Aim is for all four teams to finish in top half of their leagues
• AM reported that a coach had been booked for 16th December trip to Oswestry
• HL asked about the John Winn Trophy match – RB to liaise with SL about the possible dates for this important fixture
5. Rugby Report – Minis/Juniors/Colts
• DS reported that a full Minis/Juniors report will be furnished for next meeting
• One discipline issue after match last weekend – DS to report back at next meeting
• Ambulance access plan seems to be working well, except for a few occasions when members have parked their vehicle inappropriately
• Congratulations passed on for an excellent membership booklet/programme
• Some Minis managers are using the web-site to post reports – this needs to happen more if the site is to become the main means of communication for the Club
• BS spoke about the successful negotiations with MW about annual maintenance charges. £2,000 will be charged, in two £1,000 instalments. Senior section have committed to ensuring that 16 named Sundays this season are suitably covered in terms of staffing, cleaning and opening up
6. Rugby Report – Ladies
• AOM gave a written report (attached)
• Excellent results recently mean that Ladies are now 2nd in the league
• Cara Pendleton has recently been selected for the England Colleges Squad
• Congratulations to County players selected for this weekend, to cara, and to the team for their performances recently – and for humorous match reports courtesy of Sam Botfield!
7. Club Finances
• PW reported that after un-cashed cheques, bills outstanding and other items, cash in hand stands at £6,500
• Sponsorship cheques not yet banked also amount to £3,500
• PW requested that he is informed in advance if/when Committee members pay bills
• Query about ‘Linemark UK’ bill of £366 – AS to look at cost effectiveness of buying these products and paying somebody to then mark the pitches
• Query about a bill from Premier Sports for £1,500. ND to ask Geoff what this bill is for and report back to PW
• PW to organise billing Chris Higham as and when exact details of sponsorship and bills received are sorted out
• Sale RUFC still owe Club money from over a year ago. BS to draft a letter to ask (again) for this – and possibly other bills for use of the Club since – to be paid asap
• ND distributed list of members who have paid/not paid their annual subscriptions for this season. RB to take list to Captains and start to demand payment of players. Committee decided that if payment not received by January 1st dead-line, ‘name and shame’ would be introduced, and players barred from playing (insurance reasons as well as membership regulations)
• PW to cross-check payments and list produced by ND, and pass on to AM in next week or two
• Issue of captains paying in subs weekly discussed. It appears this is not happening on a regular basis, and in some cases not at all. The weekly income is vital for cash-flow, and only fair that EVERYONE pays their way. PW to produce some KPIs for this at the next meeting. In the meantime, RB to make sure all Captains are fully aware of their responsibilities on this matter
8. Bar
• AS reported that taking had fluctuated considerably in recent weeks
• Edge Hill FC function = £424 takings
• Edge Hill FC/Netball function = £978 takings
• Stock take took place last week
• Next stock take = second week of December
• One private function since last meeting – very successful 50th Birthday party
• BS reiterated the Committee’s decision to rent the Club out @ £80 with a £10 returnable deposit up front
• PW requested that the sealant on the cooler unit under the till be fixed. JC to organise this, and AS to ask Interbrew if they could help us out by providing a replacement cooler
• HL to collect licensing extension application form
• BS is in talks with potential bar steward to relieve ‘Tony Leonard when he cannot work. BS will report back at next meeting to confirm details. Committee agreed to pay for 50 % of new bar steward’s licensing qualification, then further 50% after a year’s service
9. Club-House
• Cooler unit already mentioned above
• AS mentioned the coal bunker is in a sorry state – AS to look at cost of a suitable replacement before the current unit disintegrates!
• Fender now been replaced in the President’s Lounge
• AS reported that the small fan heaters were not working. BS said even new systems had to be ‘PAT’ tested. AS to look into cost of buying suitable replacements and has the mandate to buy them
10. Social
• AM suggested having a ‘sponsors’ afternoon whereby all sponsors/supporters of the Club were invited for drinks/food on a given Saturday or Sunday afternoon. This could be combined with the official ‘unveiling’ of Jack Thomas’s replica Twickenham Hall of Fame brick. BS to speak to B Thomas about her preferences before any plans are made
11. Sponsorship
• Money now coming in for programme sponsors
• Thanks to J Littleton for his contacts – Scotts – and for their generous sponsorship. Likewise, thanks to all club sponsors and contributors who help keep us solvent!
• AM to gather names of all sponsors to say thank you to them all on the club website
12. Club Development
Nothing to report. BS attending a seminar with GS and Mike Taylor on 20th November regarding funding and developing new sports club (at Broughton Park)
13. Lancashire RFU
HL reported that there was a referee’s seminar on 15th November. More details to be given to Committee after next Lancs meeting
14. Media
• AM continues to collect and co-ordinate local press releases and web-site output
• Important that Captains continue to support the web-site and press releases, in order to highlight the name of ORUFC in the community
15. AOB
• HL reported that he could get hold of blazer badges for £3.50 each if five were ordered. Anyone interested to contact HL to place order
• MN reported that the charge for an international ticket application from next season would be £5
• AM to send out weekly team subs sheets, and ensure a set are kept at the club for Captains to use
• Issue of players injured raised, and the importance of ensuring the injured player is contacted soon after the injury regarding availability and condition. Captain’s responsibility is to ‘look after’ his team out of courtesy and camaraderie
• AM and RB to put together a sheet itemising ‘jobs’ for Captains
• AM to look into the ‘Serious Injury’ form we used to have to fill in twice yearly
Date of next meeting:
Wednesday 6th 2006 - 7.30 pm
