Club Committee Meeting Minutes 01/08/11
SRFC Committee
Meeting Minutes
Date: 01/08/2011
Venue: Swindon Rugby Club
Time: 20.00hrs
Present: Stuart Cock (SC), Steve Carr (Dooley), Richard Sorrill (RS) Kevin Bishop (KB),Lisa Cock (LC)
Apologies: Glyn Barrett, Neil Loader, James Courtney.
1.Acceptance of previous minutes (All)
Accepted by all present
2.Matters arising (Secretary)
None arising.
3.Finance committee update / decisions for approval (Treasurer)
Dooley has held Finance Committee meeting that brought in Club/ Bar Manager.
SC and Dai Kalinka are now additional trustees of club in accordance with Club Constitution.
CHIP and PIN facility on order with Barclays. Charges confirmed at 30p for a debit card Transaction, 1.9% for credit card transaction.
No charge will be made to club customers for these transactions; however there will be a minimum transaction sum of £10.00. This will supersede all cheque cashing and payments.
Dooley highlighted that these costs will be offset in the main by a significant decrease in bank cash & cheque handling charges. It will also improve cash flow and bank balance.
Presidents bar security door is urgent work in progress. Costs obtained. Work still to be done.
Ground Force day was a disappointment for attendance with only 5 people. August Bank Holiday Saturday proposed for second attempt to tidy site.
Accounts for July showed £3k positive to reduce current deficit to £6k. Dooley advised £1k short on budget expectation but is forecasting club to be breaking even by September as season start up commences. Expenditure is still restricted but it is an improving situation. Memberships are also beginning to flow.
Rugby World cup is expected to help increase club attendance but match timings are recognised to be problematical and not a cure-all for finances.
Price increase on bar is under review.
Recent stock take had not been the best due to shortages of £600. Situation is being monitored ongoing by Treasurer and Bar Manager.
4.Coaching committee update / decisions for approval (Head Coach)
Neil Loader still on annual leave, apologies received.
Committee advised by Alan Lowe, storage containers left unlocked and kit just thrown in all over the place after Junior's training on Sunday 31st.
RS to take issue back to junior coaches for immediate rectification and consequences if ignored.
Action: RS
Email contact lists required for web site communication to all members.
Action: LC.
5.Development committee update / decisions for approval (Chairman)
Sunday July 31st was called off, to be rescheduled.
WCSoA progress significant but had stalled in the last week due to web site technical problems. SC to check for updated details that have gone missing as result of problem with Domain name account:
Si Culley advised SC latest evidences submissions (College link, Outreach) were looking good. Significant remaining problem is "Equity in Coaching' section requiring second coach to have achieved certification. Suggestion is to resolve with bespoke web package and entering Alan Lowe as second coach.
Action: Dooley to obtain DVD.
SC advised first window for "Inspired Facilities opened today August 1st. Agreed Club could not get WCSoA in time for this particular time frame. Other windows are known to exist.
SC to invite Si Culley to attend club mid August with WCSoA sign off targeted for August 14th.
SC proposed full press launch of new kit, sponsors, teams, and new Committee to back up the expected WCSoA Certification.
Action: SC.
Committee concluded club needs PR/communications officer as a priority. Meeting recommended Job Spec to be posted on web site.
Action: KB
LC to supply password to KB, RS and Dooley for Rugby First site access.
Action: LC
6.Junior committee update / decisions for approval (Junior Chairman)
RS advised no meeting in July due to holidays. Open day plan awaits feedback from parents.
Junior tournament cancelled due to insurance issues for all participants and event being out of season, now re-scheduled for Easter 2012.
Kit order on hold Treasurer Request for inventory of existing Kit. RS has emailed request for information from junior coaches/helpers.
Minis Kids Camp - circa 40 attendees advised at £30 per head = £1200, going ahead August 7/8th. Andy Brookes requested to advise SC on attendance list and payments receipts.
SC/LC/Andy Carroll to sort out "Goody Bags' (Committee agreed usage of O'Neill surplus kit available to be allocated at cost as a "giveaway": estimate £600).
Balance of raised funds , less miscellaneous food costs, forecasted to be £400 that will be ring fenced for Juniors/Minis section.
SC advised coaches organised as per Andy Brookes advice.
7.Progress against club development plan (Chairman)
No progress to report for past month due to holidays.
8.A.O.B. (Chairman)
Dooley advised new shop manager has done stock take on July 31st. Some anomalies found on stock mix. Treasurer advised not to order any new stock yet . Stricter ongoing security of stock is required.
On line shopping cart proposed and trial is proposed via Adam Westall. Alternative facility is via Pitchero, although charges are levied, with a pay on line & collect facility, Dooley to action for start of new season whichever system meets club requirements.
Action: Dooley
New Kit contract with "Belief' for Senior's only currently requires finalising, although orders for new kit have been placed. SC and Treasurer to undertake the contract finalisation as a priority matter. Juniors and Minis will migrate to Belief at later point in time.
Action Dooley & SC
RFU Handbook SRFC contact details handed round by SC/LC for confirmation by those present.
SC requested LC to contact Glynn Barrett for domain addresses for old SRFC web site.
SC had received E-mail on Swindon Sports Forum, a regular event so SC to assess next meeting and report back.
LC will post info on web site that club memberships are now falling due in lead up to playing season. Therefore LC or SC will be at club each training night from now on to collect forms and subscriptions.
Club event Diary Management was raised by SC/Treasurer. Double bookings had occurred in July resulting in miscommunication, embarrassment and disorganisation for all involved. Review of the management issue to be undertaken within next Finance & Facilities com
Meeting Minutes
Date: 01/08/2011
Venue: Swindon Rugby Club
Time: 20.00hrs
Present: Stuart Cock (SC), Steve Carr (Dooley), Richard Sorrill (RS) Kevin Bishop (KB),Lisa Cock (LC)
Apologies: Glyn Barrett, Neil Loader, James Courtney.
1.Acceptance of previous minutes (All)
Accepted by all present
2.Matters arising (Secretary)
None arising.
3.Finance committee update / decisions for approval (Treasurer)
Dooley has held Finance Committee meeting that brought in Club/ Bar Manager.
SC and Dai Kalinka are now additional trustees of club in accordance with Club Constitution.
CHIP and PIN facility on order with Barclays. Charges confirmed at 30p for a debit card Transaction, 1.9% for credit card transaction.
No charge will be made to club customers for these transactions; however there will be a minimum transaction sum of £10.00. This will supersede all cheque cashing and payments.
Dooley highlighted that these costs will be offset in the main by a significant decrease in bank cash & cheque handling charges. It will also improve cash flow and bank balance.
Presidents bar security door is urgent work in progress. Costs obtained. Work still to be done.
Ground Force day was a disappointment for attendance with only 5 people. August Bank Holiday Saturday proposed for second attempt to tidy site.
Accounts for July showed £3k positive to reduce current deficit to £6k. Dooley advised £1k short on budget expectation but is forecasting club to be breaking even by September as season start up commences. Expenditure is still restricted but it is an improving situation. Memberships are also beginning to flow.
Rugby World cup is expected to help increase club attendance but match timings are recognised to be problematical and not a cure-all for finances.
Price increase on bar is under review.
Recent stock take had not been the best due to shortages of £600. Situation is being monitored ongoing by Treasurer and Bar Manager.
4.Coaching committee update / decisions for approval (Head Coach)
Neil Loader still on annual leave, apologies received.
Committee advised by Alan Lowe, storage containers left unlocked and kit just thrown in all over the place after Junior's training on Sunday 31st.
RS to take issue back to junior coaches for immediate rectification and consequences if ignored.
Action: RS
Email contact lists required for web site communication to all members.
Action: LC.
5.Development committee update / decisions for approval (Chairman)
Sunday July 31st was called off, to be rescheduled.
WCSoA progress significant but had stalled in the last week due to web site technical problems. SC to check for updated details that have gone missing as result of problem with Domain name account:
Si Culley advised SC latest evidences submissions (College link, Outreach) were looking good. Significant remaining problem is "Equity in Coaching' section requiring second coach to have achieved certification. Suggestion is to resolve with bespoke web package and entering Alan Lowe as second coach.
Action: Dooley to obtain DVD.
SC advised first window for "Inspired Facilities opened today August 1st. Agreed Club could not get WCSoA in time for this particular time frame. Other windows are known to exist.
SC to invite Si Culley to attend club mid August with WCSoA sign off targeted for August 14th.
SC proposed full press launch of new kit, sponsors, teams, and new Committee to back up the expected WCSoA Certification.
Action: SC.
Committee concluded club needs PR/communications officer as a priority. Meeting recommended Job Spec to be posted on web site.
Action: KB
LC to supply password to KB, RS and Dooley for Rugby First site access.
Action: LC
6.Junior committee update / decisions for approval (Junior Chairman)
RS advised no meeting in July due to holidays. Open day plan awaits feedback from parents.
Junior tournament cancelled due to insurance issues for all participants and event being out of season, now re-scheduled for Easter 2012.
Kit order on hold Treasurer Request for inventory of existing Kit. RS has emailed request for information from junior coaches/helpers.
Minis Kids Camp - circa 40 attendees advised at £30 per head = £1200, going ahead August 7/8th. Andy Brookes requested to advise SC on attendance list and payments receipts.
SC/LC/Andy Carroll to sort out "Goody Bags' (Committee agreed usage of O'Neill surplus kit available to be allocated at cost as a "giveaway": estimate £600).
Balance of raised funds , less miscellaneous food costs, forecasted to be £400 that will be ring fenced for Juniors/Minis section.
SC advised coaches organised as per Andy Brookes advice.
7.Progress against club development plan (Chairman)
No progress to report for past month due to holidays.
8.A.O.B. (Chairman)
Dooley advised new shop manager has done stock take on July 31st. Some anomalies found on stock mix. Treasurer advised not to order any new stock yet . Stricter ongoing security of stock is required.
On line shopping cart proposed and trial is proposed via Adam Westall. Alternative facility is via Pitchero, although charges are levied, with a pay on line & collect facility, Dooley to action for start of new season whichever system meets club requirements.
Action: Dooley
New Kit contract with "Belief' for Senior's only currently requires finalising, although orders for new kit have been placed. SC and Treasurer to undertake the contract finalisation as a priority matter. Juniors and Minis will migrate to Belief at later point in time.
Action Dooley & SC
RFU Handbook SRFC contact details handed round by SC/LC for confirmation by those present.
SC requested LC to contact Glynn Barrett for domain addresses for old SRFC web site.
SC had received E-mail on Swindon Sports Forum, a regular event so SC to assess next meeting and report back.
LC will post info on web site that club memberships are now falling due in lead up to playing season. Therefore LC or SC will be at club each training night from now on to collect forms and subscriptions.
Club event Diary Management was raised by SC/Treasurer. Double bookings had occurred in July resulting in miscommunication, embarrassment and disorganisation for all involved. Review of the management issue to be undertaken within next Finance & Facilities com
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