Old Williamsonians RFC

MGM – 08/05/12

1. Apologies For Absence - MW, MCL, TF
In attendance – DH, CD, DP, AL, RH, SB, AS, JC, CN, JW

2. Minutes of the Committee Meeting held on 08/04/12 –AGREED

Matters Arising – Red Card – C,B. has a fine of £100 to pay club. CN to speak to CB and chase this up.

Trophies – Most Improved Player (M.I.P) – T.B.A
Best newcomer (B.N) – T.B.A
Coaches Award/Player of the Year (C.A /P.O.Y) – T.B.A
All three trophies were voted on by the committee and winners have been chosen. Winners will be notified as and when they receive their trophies at the Awards Dinner. It was also suggested that two new trophies be included and this was agreed by the committee. One will be the Club Man of the Year Award and one will be the Young Player of the Year Award. This will be for any player under the age of 21 who has made a huge contribution to the club. Both these trophies will be presented if the committee feel there is a worthy candidate and so may not be awarded each year. This year the committee have chosen a winner for both awards to be named along with the other 3 winners.
The Young Player Award was voted 9 to 1 in favour of having.
The Club Man of the Year Award was voted 10 to 0 in favour of having.
The Players Player Award will be chosen on the night by the players in a secret ballot as has previously happened.
Therefore there will be 6 trophies this year to be handed out.
DH to purchase the trophies and have new inscriptions put onto trophies. ONGOING.

3. Jon White Testimonial – Raffle Winners have been announced and their names are on the website. Raffle thank you letters have been sent out to donors. A great club day was had by all. CD has also asked the O.W.C for a 20% contribution of bar takings of the day to go to Cancer Research. This has to be voted on at the next O.W.C Committee meeting. Both the O.W.C Chairman and Bar Secretary thought this was a good idea. In total from refreshments and from the raffle £800 was raised along with over £1500 on the bar. A club Day has been proposed to take lace annually now at the end of the season in April as this was such a success. DONE.

4. Training – To recommence on a Tuesday evening in mid June as casual training and pre season proper mid July. 1st November will see the O.W.R.F.C have use of the school hall on a Thursday evening from 8-9pm when the weather takes a turn for the worse. ACTION – To recommence in mid June.

5. Finance - C.N has managed to sell 7 of the 9 tickets for the I.R.B World 7s Tournament. 2 still to sell. C.D will bring along the accounts of the club for the AGM. ONGOING.

6. Youth inc Youth Committee
Presentation Evening – T.B.A
Club Accreditation Scheme – sign off in the summer hopefully
DH has met Andy Pratt – R.D.O – and been given a rugby stash for the new U7/U8s squad. DH was also presented with x2 tickets for the Heineken Cup Final as a thank you from Kent Rugby for his work in developing the youth game at O.W.R.F.C.
DH has also met Rachael Burford – Community Coach- and will target x3 local schools for the new U7/U8 squad. These schools are Warren Wood, Pilgrims and St William of Perth. Andy Arnold (parent) is to coach the age group from September with the assistance of DH. The local schools will receive a taster session and then take part in a tag festival to be held at the school on July 10th. It is hoped this will boost interest in our club and see the number of U7/U8 players get off to a strong start in terms of recruitment. ONGOING.

7. Tour/Social –
Golf Day – Friday 24th August – AS is sorting this out. A £50 deposit is needed and we are going for breakfast and a main course dinner only in the evening. More players to “play “this year.

Night Away plus Match – possibly against Chipstead or Thames RFC. C.N to organise as a pre season get together.

Tour – C.N to organise ready to present details at AGM to all players before the start of the season with an agreed date already set in place. Looking at the weekend after the last league fixture.

Players Meeting – to be arranged to discuss next season and what the players want to get out of it. C.N to organise.

Club Dinner – No definite date has been confirmed due to multiple responses made to SB adding confusion to his task. The originally chosen venues all came back at £40 per head including entertainment for 40 people so if this was an issue on the cost other ideas have been sought. SB was worried that the cost would put off younger players as some of them are not the best at paying their subs so could they find the cost for not just themselves but in some cases a guest as well?
1) Could be held at the club – keep cost down but still wear black tie. Jazz it up.
2) JW to see if the Roffen Club can host us again.
3) SB and JW to liaise on outcome of phone calls and make a final decision on venue/date and price per head. ONGOING.

8.A.O.B -

Shirt Costs – casual shirts – CN to sort out sizes/prices and information ready for all the players at the AGM.
- A new set of club shirts will be needed - £800 for a new set. AL and CN to choose new strip. AS has spoken to Mr Bob Swain about continued shirt sponsorship and Swains and Sons will continue to be the Shirt Sponsor for the next two years. DONE.

Coaching - JC has said that he does not want to coach next season and a vote of thanks was passed onto JC from the chairman, DP, with regard to his continued support of the club. JC has said that he wants to play a more active role in the playing side next season and concentrate on his game.

It had been mentioned that Dennis Burton (Will Burton’s father) could be a worthy successor as coach and DH will email Mr Burton to see his response. ACTION – Dennis Burton is keen to take on coaching role but under a proviso that the club aim for promotion this season. He will outline his aim at the AGM and then the players and committee will get the chance to mull this over and appropriate action can be decided.

Club Positions – All club positions can be voted on for a new candidate as long as the candidate is in support of the decision and that they are a paid up member of the club. If they are not a paid up member of the club they have no right to vote on club business. This is stated in the Club Constitution.
As it stands the following positions are due to change hands.
- Social Secretary – it was SB’s wish that this role is taken over by a younger member of the club.
- Team Manager Role – to become the responsibility of the 1st XV Captain and his two VC.
- 1st XV Vice Captains X2.
- 2nd XV Captain – It was JW’s wish that someone who does not train or is likely to be called up to the 1st XV takes on this role and pushes forward this part of the club.
NB – Recruitment Officer is no longer a role but is a general responsibility of all members to promote and publicise the club in the local community.

All other positions within the club are open to discussion but as it stands no submissions have been received by DH. Nominations for positions must be received by DH a week prior to the AGM and must have the knowledge and support of the person being proposed.
Also if you would like to become a Committee Member but do not want a position that is fine. All that is asked of you is that you attend the monthly meeting on a Tuesday following training (1st Tuesday of the month normally). You will then be able to vote on issues and also add your voice and opinion to debates and issues as and when they arise. ONGOING.

RH – said that he was more than happy to continue with the catering side of the club for next season and would like to get more involved. He suggested becoming involved on a Sunday morning with the Youth Set Up and will, when possible, support the U16s with CN.
He also stated that he will write the match reports for next season and send them off to the local newspaper as well as post them on our website.

Vice Presidents – DH asked JW for a copy of the VP List. It is his intention of updating the list and trying to arrange a VP Lunch during the new season. On more than one occasion if possible. To become a VP you must have demonstrated exceptional service to the club and usually this is after a period of serving on the committee but not definitive. If there were to be any nominations they must be received by DH a week prior to the AGM. ONGOING.
With no more business to attend to, the meeting convened at 10.24pm.
Next Meeting - AGM – date set as Tuesday 19th June – 8.30pm: @ the Club. Bar will be open and these details will go on our own Facebook Site and Club Website.

Old Williamsonian RFC

1. Safeguarding documents

OWRFC Safeguarding Policy

RFU Safeguarding Children Policy