Ormskirk RUFC Mini and Junior Committee Meeting Tuesday 22nd May 2007
Meeting Minutes
Present: L Ttofa, Dudley Valentine, Donny Sutherland, David Thompson, Frank Wells, Vania Jones, I Hunter
Apologies: Pat Thompson
1. Welcome from Chairman.
Chairman delivered welcome speech and thanked all for attending.
2. Treasures Report.
David Thompson delivered report, payments still to be made, rugby development and French Tour from accounts, also money for playing kit. At present in Current account £11,203.49 and deposit account £6,722.73 giving total of £17,275.72.
One query made was status of senior section payment, Donny discussed if senior section have had 1 or 2 payments this year, Donny feels on paper they have had 2 payments, Louis confirmed only one payment, Donny feels senior section waived one payment. Louis wants previous chairman to give details to Dudley. General discussion on fees for Jamie who needs to be paid £4000 as part of commitment to community sports coach.
Senior section to pay £440 balance owing; Dudley to collect this from Brian Stevenson. David also requires changes to signatory on bank details from Mal Woods to D Valentine.
3. Coaching co-ordinator report:
All coaches now qualified via start rugby, including coach who was required to complete course. Tag courses are now organised. Donny has arranged coach development day, cost £210 in total which equates to less than £10 per coach. £100 of this will be brought in from income from external coaches who are on the course. Donny wanted to know if he organises one in July/August, decision was to only complete course in June. This year a great deal has been spent on coach development, would like to see team managers contributing to costs.
Rugby fun day on July 30 to 4 August organised to cater for 6/7 year to 14 year old. Main age group will be 7 -12.
Donny wants to see central record of CRB disclosures held on database to show renewal date and number. Lancashire requires this as part of entry requirements to tournaments. We have until August to put this into place. Team managers need to be CRB cleared as well as the coaches. Lancashire will check and insist on this and will exclude teams who do not comply.
Community Sports Coach. On December 31st contract for Jamie expires, RFU keen for this to continue. We have to contribute £4000 this year and £5000 to continue per year, RFU and Tarleton RUFC make up rest of £23,000 per year salary, Donny feels this is a good deal and is correct direction for the club (level 4 seal of approval) Tarleton will look to employ Jamie full time should we not take option up. Discussion on asking senior club share to be 25% (£1,250) per year to reflect new charge of £5000. Donny also feels schools should contribute towards cost, knows Priory High School and Ormskirk will contribute, need to ask primary school as some are in essence receiving a sports teacher for free. In response to question Donny outlined that Ormskirk RUFC mini and junior section control were Jamie goes and what schools. Suggests we also ask West Lancashire Council who promote healthy lifestyle to contribute as children directly benefit. Donny outlined in detail how Jamie can be funded, with monies from fun day and 2 bag backs accounting for major share of cost. Donny to contact RFU to see if Jamie can take part in more fun days, we need RFU to agree on this as they use Jamie in the summer. The main aim is to have full time CSC. Louis was concerned about signing for CSC in advance; we then commit ourselves to paying the £5000 per annum cost. Donny feels we accept and then look for ways to fundraise and in 2010 we look to employ CSC on full time basis. General discussion on what CSC brings, general feeling it is a good idea for the club and goes in the correct direction. Proposal made to continue with CSC for 2008 -09 votes taken which was unanimous in favour. Plan is to opem up development account and uses this to fund CSC. Donny outlined Sport Match funding; RFU will match monies raised for a set purpose once per year. To this end Fylde have put in a four year plan to fund CSC and feeling is Ormskirk should do this in 2009. Maximise revenue and have this matched.
Youth Development Plan now at level 3 only club in Lancashire to hold this, review to take place in June 07 and want more representation from other age groups on review panel. Most clubs stop at this point due to lack of support Donny wants full support to enhance the award to level 4. Donny asks that Sam and Jamie get involved as well as younger age group coaches in the review.
Dudley to ask Mal for Seal of Approval and David Thompson will ask this be presented at Twickenham on bank holiday Monday to team playing in final. This was seen by all as an excellent idea.
Donny discussed pitch congestion problems for next year and suggestions and ideas to alleviate the problem. It was noted last season team cancelled fixtures if not playing at Green Lane when at home, this has to be addressed and it was in general agreement that this was not a reason to cancel game and all games need to be played to keep good name of the club. This year it has been agreed we have use of Ormskirk School, Priory High School and Edge Hill facilities, Donny also looking at Lathom High school.
Donny has obtained floodlight prices and passed these on to the committee. If we opt for floodlights the money we raise can be sport matched as one off program. Cheapest quote was £12,000 rising to £28,000. The company offer 10year guarantee and will service lights for 10 years as part of contract. The prices need to be brought to attention of senior club for them to consider. Donny feels floodlights will help to develop all teams at the club as can practice in the dark winter nights.
Equipment, Donny wants to know when to place order, it was discussed and agreed order to be placed in August for September delivery. Planning to order at present SAQ equipment, 2x rucking shields, size 4 and 5 balls. Need to replace balls lost for next season. If colts are to fold then their SAQ equipment can be passed on to under 10s team needing the kit. Donny was asked about Sale Kit Back credits; Donny will use this once we know of equipment requests. Main aim is for all squads to have full equipment.
Donny will continue with same coaching plan as in 2006/07 season with no change to plan focus and aims.
4. Ormskirk Sports Club – progress report:
Nothing new to report apart form Edge Hill are now involved.
5. Senior club payment and next season subscriptions
As discussed in proposal presented to all members and senior club regarding payment it is proposed to continue with the £10 per player contribution fixed for 3 years. This will guarantee the senior section a fixed income for the next 3 seasons. It was agreed we need to be transparent and open and furnish senior club with membership numbers in October with payment to be made in November after we have collected all subscriptions. Discussion then centred on representation on senior club committee, general feeling the one person allowed is not representative of actual numbers and 5 would be more equitable. It was agreed to continue this at senior club level and at their AGM. General discussion on benefits of being a member, such as bath being run for players. Subscriptions for next year then will be £40, £70 and £95.
6. Summer Ball report
Summer ball now planned tickets available and some monies coming in. Need to urgently collect tickets money to pay for the ball and guarantee the break even point. Coaches asked to push parents for response and collect monies. Summer Ball at Prince of Wales Hotel Southport 30 June 2007.
7. Chairman’s Fund and fundraising for section and individual teams.
Dudley issues list of diary dates for coming year. Dudley discussed chairman’s fund and idea behind it. Each age group to put money in over the year via fundraising amounts to raise depending on age group. At end of the year the monies raised will be spent on hosting a presentations night at the club for all age groups on same night: 7 and 8 at 6pm, 10 and 11 at 7.15, 12 and 13 8.00, 14 and 15 9.00 with under 16 at around 9.30, disco provided and food. Marquee to be hired and fully decked out for use: we will hire security for night and then host the summer ball following night. Club will benefit from increased bar takings and we can offer reduced ticket prices for the event. Some had reservations about this, Louis thinks catering will be problem, Dudley offered two ideas (1) buffer style each age group to supply own food and (2) pay catering for the night. David Thompson concerned about obtaining decent marquee, possible solution offered is that we pay full price for marquee so can demand quality.
Fundraising was discussed in detail. David Thompson wants all age groups to present accounts and these be brought in and accounted for. It was agreed that at clubs year end of 31st August committee will require all age groups to present balance and income/expenditure accounts. It was also voted on and unanimous agreement that from 1st August all fundraising needs to be approved by the committee and 10% of what is raised goes into section funds.
It was also agreed to hold Dudley’s proposal over until next meeting for greater discussion.
8. Mini and Junior Rugby festival:
Agreed in principle to host festival to celebrate 20 years a section in 2011. General discussion took place, all positive and suggestion to involve Keith Mellalue in arrangements due t his links with all clubs in Lancashire.
9. AOB
Dudley asked permission to take a section of under 16s on tour of borders next Easter, Dudley to price out and make contacts. This was agreed.
Donny wants to know if playing kit is to stay the same for next season as he needs clarification prior to placing order. Kit to stay the same. The constitution was discussed in detail due to question regarding election of new officers. It was confirmed we do not have t call AGM we can co-opt officers. Donny is setting his students a task regarding club constitutions, Donny proposed we take opportunity to look and ours, this was agreed by all.
Lancashire meeting on 29th May, new procedure for cup selection to be discussed, idea is to have a pool of six strongest sides (pool of death) It was agreed this takes away ethos of cup competition and as one vote per club is allowed it was agreed for Frank Wells to vote against the move on behalf of Ormskirk.
The upcoming invitation to France was discussed. Donny feels all future under15s have opportunity to tour not just a team every 3 years; it is only fair and equal to support a team every year to tour and to help and assist this team to raise funds and plan the tour. Dudley will bring this up at managers meeting. Vote was taken and it was agreed to give every under 15s team opportunity to tour.
The French invitation was discussed and it was noted that the organiser require birthdates to fall in either 1993 and 1994. This will be checked to ensure we comply with the rules of the organising committee.
Vania discussed registrations for under 13 and need to re-register this age group and also under 17. Are we to reregister for this year? Donny discussed this with Vania.
10. Next Meeting:
1st August 2007.
