Club Committee Meeting Minutes 04/07/11
SRFC Committee
Meeting Minutes
Date: 04/07/2011
Venue: Swindon Rugby Club
Time: 20.00hrs
Present: Steve Carr, (SC) Glyn Barrett,(GB) Stuart Cock,( Sc) Kevin Bishop,(KB) Richard Sorrill,(RC) Lisa Cock (LC).
Apologies: Neil Loader (NL)
1.Acceptance of previous minutes (All).
Item 11 (ii) Sit down lunches and Buffets to be organised by Glyn Barrett and Dave Berry. GB
2.Matters arising (Secretary).
Sample Membership form completed and ready for ratification at SGM on 5/7/11.
Life membership status & cost to be added plus Data protection statement. LC
3.Finance committee update / decisions for approval (Treasurer)
Sub Committee still to meet. Members will be Sc/SC/LC/KB/Dai Kalynka
SC gave financial update, currently club has £10k deficit due to quiet June in terms of revenue. Club needs intake of £3k per week to remain financially stable. Bar and income receipts in June have been less than £2k per week. (Meeting noted: that in World Cup year no Internationals have been played. These have been televised historically at the club and bar takings increased as a result). Currently all spending is on hold and requests under review.
Situation expected to ease with membership subs to come on stream from July onwards and training commencing 4/7/11.
Equipment requests across board for all teams are coming in. SC advised prior to any sourcing that a review/inventory of all current balls/rugby equipment. (Agreed priority was for Ken Hopkins needing to move to larger rugby balls for U15.) SC to find out how many required and liaise with Neil Loader for any equipment that can be supplied FOC by RFU .
SC highlighted cessation of cheque guarantee cards by banks as of July 1st. Chip & PIN system to be assessed. No cheques to be cashed over bar with immediate effect. As of next week no goods paid for with a cheque in the club shop will be released until the cheque payment has cleared.
KB to put this information on website and a poster up in the club house.
4.Coaching committee update / decisions for approval (Head Coach)
Neil Loader. Apologies for absence due to training commencing tonight. Report back shelved to next committee meeting. NL
5.Development committee update / decisions for approval (Chairman)
As per proposed structure first sub-committee meeting already held by Sc.
Work has commenced on scoping out required actions on options for expanding/upgrading facilities/ extra land/finance grant for new RFU standard changing rooms process started.
Sc emphasised in particular the complexity of the sub-committees work in balancing the upkeep of currently old and deteriorating buildings, versus implementing lengthy process of funding and planning for a new club house/changing facilities/ground expansion.
Sc will send discussion document to committee. Sc
6.Junior committee update / decisions for approval (Junior Chairman)
Ken Hopkins Rugby Festival for August bank holiday Sunday had been discussed by junior committee and viability of holding such debated. It was agreed that all efforts should be made to stage the event but with several provision's as noted below. Note made that Graham Cox (U15 manger) was assisting Ken on organisation.
RS & Junior committee were set a deadline for end of July for full information, plan, costing to ensure whole event was adequately organised and correctly run. Significant issue was volume of car parking as the minis section were also having a fun day in morning and there would be inevitable overlap of attendees.
Sc has meeting with Stratton Parish council representative 5/7 and will discuss overflow/pitch side parking possibilities. All in agreement tournament was required by the club and necessary, but detailed planning was paramount.
SC requested view of all the event finances and expenditure accounts to ensure all funds accounted for accurately. RS to liaise with Ken Hopkins. Sc /LC need to be updated at two weekly interval commencing Friday 15th plus in the interim the junior's committee need meeting to ensure maintaining the schedules.
RC awaiting information from Dave Harris Rugby Safeguard courses to further fulfil WCSOA requirements.
Sc and SC advised RS that message had gone out to juniors at Sundays training on Ground Force Action day 16th July.
7.Progress against club development plan (Chairman)
Work in progress. Sc requested all present to read/review/the document sent out prior to meeting to advise him of any amendments soonest.
Discussion moved onto the Whole Club Seal of Approval (WCSOA) process which has been new committee's top priority since the AGM. Concern had arisen that this had lead to various clubhouse remarks about a lack of news overall on club matters. Efforts would be made to communicate the situation, but majority felt that getting the WCSOA was primary objective before any formal announcement.
Early indications of progress had proved to be insufficient for any granting of such an accreditation.
Far more detailed evidential submission was found to be mandatory; however the formulation, editing and document submissions were prioritised and had accelerated dramatically over the last two weeks.
The RFU co-ordinator is anxious for SRFC to gain the first WCSOA in the area and is highly appreciative of the enormous effort put in by the club over the last month. Sc will continue to co-ordinate progress and communicate with the RFU representative/co-ordinator.
To-date the of 62 evidence files necessary, currently 44 are completed, 11 are in progress, and 7 are yet to be commenced. Expectation target is gain approval ready for start of 2011/2012 season.
It was noted that the importance of the WCSOA to Swindon RFC cannot be emphasised highly enough. Gaining the RFU WCSOA is the gateway to accessing and applying for both large project funding and incremental grants required if the club is to meet all its aspirations and goals going forward.
Sc to clarify with Simon Culley the degree of detail required by RFU particularly the level of costing detail within finance section......... "include facility and equipment development plans and costs in their whole club development plan' requirement".
8. A.O.B. (Chairman)
Gymnasium Proposals (SC)
Established 4 months and going well as a business. Looking for more links with SRFC club and to strengthen links with SRFC membership/parents/customers as a potential source of users.
Gym to put together an SRFC discount membership offer and to offer Sunday taster course for Minis and juniors, parents and children alike.
Several proposals had been put out Sc to progress and assess on-going with gym management covering exterior décor of building, internal sound system, and use of hard standing for street sports.
Sc would be considering these and taking back comments from meeting to gym proprietors.
Sc had been asked and agreed that the Gym run a BBQ and open day on August Bank Holiday Monday outside gym.
Risk Assessments, Health & Safety (KB)
Highly detailed assessments of the whole club were being formulated. Changing areas, showers and playing areas have been done and submitted. Actions required are recorded and ownership of such has started to be put in place.
The areas above risks and grading of such have been comprehensively assessed, recorded, and understood. Urgent actions to bring changing area and showers into a safer useable condition have been implemented, with a timetable of rectification and review drawn up going forward within 4 weeks of July 3rd.
KB advised that ownership of the RA actions to date is falling mainly on Sc which was not desirable from a work load or liability point of view. The priority is to put in place an adequate management process of this part of the club.
Further RA's relating to the club house and bar area is awaited and being put together by Andy Brookes.
A rubbish removal, clean and tidy up of the entire site and buildings is to take place on "Ground Force Club Action Day" on July 16th. Details and asking for volunteers will be posted on the web site and in the clubhouse.
As many volunteers as can possibly be mustered is required.
Sc and SC to work up a rota/task allotment list.
Next Club committee meeting scheduled for August 1st.
Meeting Minutes
Date: 04/07/2011
Venue: Swindon Rugby Club
Time: 20.00hrs
Present: Steve Carr, (SC) Glyn Barrett,(GB) Stuart Cock,( Sc) Kevin Bishop,(KB) Richard Sorrill,(RC) Lisa Cock (LC).
Apologies: Neil Loader (NL)
1.Acceptance of previous minutes (All).
Item 11 (ii) Sit down lunches and Buffets to be organised by Glyn Barrett and Dave Berry. GB
2.Matters arising (Secretary).
Sample Membership form completed and ready for ratification at SGM on 5/7/11.
Life membership status & cost to be added plus Data protection statement. LC
3.Finance committee update / decisions for approval (Treasurer)
Sub Committee still to meet. Members will be Sc/SC/LC/KB/Dai Kalynka
SC gave financial update, currently club has £10k deficit due to quiet June in terms of revenue. Club needs intake of £3k per week to remain financially stable. Bar and income receipts in June have been less than £2k per week. (Meeting noted: that in World Cup year no Internationals have been played. These have been televised historically at the club and bar takings increased as a result). Currently all spending is on hold and requests under review.
Situation expected to ease with membership subs to come on stream from July onwards and training commencing 4/7/11.
Equipment requests across board for all teams are coming in. SC advised prior to any sourcing that a review/inventory of all current balls/rugby equipment. (Agreed priority was for Ken Hopkins needing to move to larger rugby balls for U15.) SC to find out how many required and liaise with Neil Loader for any equipment that can be supplied FOC by RFU .
SC highlighted cessation of cheque guarantee cards by banks as of July 1st. Chip & PIN system to be assessed. No cheques to be cashed over bar with immediate effect. As of next week no goods paid for with a cheque in the club shop will be released until the cheque payment has cleared.
KB to put this information on website and a poster up in the club house.
4.Coaching committee update / decisions for approval (Head Coach)
Neil Loader. Apologies for absence due to training commencing tonight. Report back shelved to next committee meeting. NL
5.Development committee update / decisions for approval (Chairman)
As per proposed structure first sub-committee meeting already held by Sc.
Work has commenced on scoping out required actions on options for expanding/upgrading facilities/ extra land/finance grant for new RFU standard changing rooms process started.
Sc emphasised in particular the complexity of the sub-committees work in balancing the upkeep of currently old and deteriorating buildings, versus implementing lengthy process of funding and planning for a new club house/changing facilities/ground expansion.
Sc will send discussion document to committee. Sc
6.Junior committee update / decisions for approval (Junior Chairman)
Ken Hopkins Rugby Festival for August bank holiday Sunday had been discussed by junior committee and viability of holding such debated. It was agreed that all efforts should be made to stage the event but with several provision's as noted below. Note made that Graham Cox (U15 manger) was assisting Ken on organisation.
RS & Junior committee were set a deadline for end of July for full information, plan, costing to ensure whole event was adequately organised and correctly run. Significant issue was volume of car parking as the minis section were also having a fun day in morning and there would be inevitable overlap of attendees.
Sc has meeting with Stratton Parish council representative 5/7 and will discuss overflow/pitch side parking possibilities. All in agreement tournament was required by the club and necessary, but detailed planning was paramount.
SC requested view of all the event finances and expenditure accounts to ensure all funds accounted for accurately. RS to liaise with Ken Hopkins. Sc /LC need to be updated at two weekly interval commencing Friday 15th plus in the interim the junior's committee need meeting to ensure maintaining the schedules.
RC awaiting information from Dave Harris Rugby Safeguard courses to further fulfil WCSOA requirements.
Sc and SC advised RS that message had gone out to juniors at Sundays training on Ground Force Action day 16th July.
7.Progress against club development plan (Chairman)
Work in progress. Sc requested all present to read/review/the document sent out prior to meeting to advise him of any amendments soonest.
Discussion moved onto the Whole Club Seal of Approval (WCSOA) process which has been new committee's top priority since the AGM. Concern had arisen that this had lead to various clubhouse remarks about a lack of news overall on club matters. Efforts would be made to communicate the situation, but majority felt that getting the WCSOA was primary objective before any formal announcement.
Early indications of progress had proved to be insufficient for any granting of such an accreditation.
Far more detailed evidential submission was found to be mandatory; however the formulation, editing and document submissions were prioritised and had accelerated dramatically over the last two weeks.
The RFU co-ordinator is anxious for SRFC to gain the first WCSOA in the area and is highly appreciative of the enormous effort put in by the club over the last month. Sc will continue to co-ordinate progress and communicate with the RFU representative/co-ordinator.
To-date the of 62 evidence files necessary, currently 44 are completed, 11 are in progress, and 7 are yet to be commenced. Expectation target is gain approval ready for start of 2011/2012 season.
It was noted that the importance of the WCSOA to Swindon RFC cannot be emphasised highly enough. Gaining the RFU WCSOA is the gateway to accessing and applying for both large project funding and incremental grants required if the club is to meet all its aspirations and goals going forward.
Sc to clarify with Simon Culley the degree of detail required by RFU particularly the level of costing detail within finance section......... "include facility and equipment development plans and costs in their whole club development plan' requirement".
8. A.O.B. (Chairman)
Gymnasium Proposals (SC)
Established 4 months and going well as a business. Looking for more links with SRFC club and to strengthen links with SRFC membership/parents/customers as a potential source of users.
Gym to put together an SRFC discount membership offer and to offer Sunday taster course for Minis and juniors, parents and children alike.
Several proposals had been put out Sc to progress and assess on-going with gym management covering exterior décor of building, internal sound system, and use of hard standing for street sports.
Sc would be considering these and taking back comments from meeting to gym proprietors.
Sc had been asked and agreed that the Gym run a BBQ and open day on August Bank Holiday Monday outside gym.
Risk Assessments, Health & Safety (KB)
Highly detailed assessments of the whole club were being formulated. Changing areas, showers and playing areas have been done and submitted. Actions required are recorded and ownership of such has started to be put in place.
The areas above risks and grading of such have been comprehensively assessed, recorded, and understood. Urgent actions to bring changing area and showers into a safer useable condition have been implemented, with a timetable of rectification and review drawn up going forward within 4 weeks of July 3rd.
KB advised that ownership of the RA actions to date is falling mainly on Sc which was not desirable from a work load or liability point of view. The priority is to put in place an adequate management process of this part of the club.
Further RA's relating to the club house and bar area is awaited and being put together by Andy Brookes.
A rubbish removal, clean and tidy up of the entire site and buildings is to take place on "Ground Force Club Action Day" on July 16th. Details and asking for volunteers will be posted on the web site and in the clubhouse.
As many volunteers as can possibly be mustered is required.
Sc and SC to work up a rota/task allotment list.
Next Club committee meeting scheduled for August 1st.
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