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NORTH DORSET RUGBY FOOTBALL CLUB LTD ANNUAL GENERAL MEETING HELD AT NDRFC CLUBHOUSE

THURSDAY 18TH MAY 2017

Present Chris Brickell - President Chairman

Steve Keates - Chairman

Eddie Casey – Treasurer

Greg Pearce – Director of Rugby

Dawn Miller – Director of Communications

Tim Rose – Director of Facilities

Nick Hall Secretary

Apologies Bruce Cook

Barry Matthews

David Shephard

James Chalke

John Parfitt

Ken May

Mac Grant

Mike Lerwill

Nigel Cowley

Nigel Mattravers

Peter Munro

Rob Tennuci

Stella Mattravers

Item (a)

Report/Discussion (b)

AGM Opening

a. 38 members were present when the President called the meeting to order at 7.30pm.

b. 7 further members arrived during the course of the meeting.

Item 1. President’s Opening Remarks

a. The President welcomed those present to the meeting and thanked them for their attendance. He refrained from making any opening remarks and proceeded with the meeting Agenda.

Item 2. Apologies

a. The Secretary reported ‘Apologies’ for non-attendance from all those listed above.

Item 3. Minutes of Previous Meeting

a. The Chairman observed that the Minutes of last year’s AGM (12 May 2016) had been available for the past year on the Club website, and that hard copies had been made available within the meeting.

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Item (a)

Report/Discussion (b)

b. There were no Actions outstanding.

c. Following a Proposal that the Minutes were an accurate and complete record of last year’s AGM, they were agreed with unanimous consent by those present at the meeting.

Proposed: James Dimmack

Seconded: Martin Stewart

Item 4. Reports

a. Club Chairman’s Report. The Club Chairman reflected that the Club has had a challenging year, which has required it to adapt to its current situation while making progress towards the future advancement of the Club. He then reflected on the following features of the Club over the last year.

1) Playing.

a) Rugby being the Club’s raison d’être, one of its main concerns has been with Senior player numbers, which have continued to show a gradual decline, as has been experienced in for the past few seasons.

b) On the other hand, the Minis and Youth numbers have been maintained overall, and indeed, have increased in the U8s and U10s.

c) The number of Seniors available have affected team selection, as well as influencing the Club’s ability to field a 3rd XV. However, the latter - loss of teams - is a trend throughout Dorset & Wiltshire, whereby the Counties have lost 7 teams during 2016 and 3 more in 2017. Dorset alone has lost 15 teams from 2008 to date, although their numbers are being reconciled by new teams joining.

d) As a means of trying to counter this trend, the Club has set up a a small ‘Action Group’, who are working on turning the situation around for the Club. Plans are in hand to encourage new players to join, and for past players to re-join. The Chairman stated that he considers this work of vital importance, and that it is therefore high on the management’s list of priorities.

2) Club Development & Facilities

a) Plan. The Club continues to follow its 5-Year Development Plan, which is available for everyone to see on the Club website.

b) Projects. The major projects currently under development are:

i. Square Ground. The leased ground is to be named the Max Biles Ground, and work is ongoing for expected completion for use in the 2018/19 Season.

ii. Referee Facilities. Improved referee facilities have been planned and are currently at the funding stage.

iii. Equipment Store / Garages. Plans of appropriate design and structure have been drawn up and, subject to agreement, a funding plan will be drawn up so that work can begin.

iv. Vodafone Mast. Final negotiations are currently taking place, and it is hoped that the structure will be installed later this year. The Club Chairman explained that the lease income will provide the Club with useful additional funding over the next 25 years.

v. Energy Audit. The Club Chairman reported that as a result of attending an RFU sponsored Energy Savings presentation, an energy review of the Club has been arranged, to be carried out free of charge by consultants in order to determine whether the Club is getting the best deals available on the market, and that our equipment is optimised for energy-efficiency.

vi. Membership Card System. The Club is exploring the possibility of introducing a membership card system, with a view to encouraging a fully

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Item (a)

Report/Discussion (b)

paid-up membership by offering special facilities and deals for the holders of such cards.

c) Grounds. The Club’s grounds continue to be the envy of many clubs, and the considerable amount of work that goes into maintaining and repairing them is highly appreciated.

3) Marketing. The Chairman made the point that the following aspects all assist with marketing the Club in the area (and beyond). They allow representation at numerous local functions, and amongst other things help to bring in financial support from both Shaftesbury and Gillingham Councils.

a) Electronic Media. There has been an impressive flourishing of the Club’s electronic media base.

i. Website. In addition to the physical developments mentioned above, it is of particular note that the Club website has been recognised as being in the top 100 sites out of 7000 sports sites worldwide that use the Pitchero platform. This was based on 36K ‘hits’ on the Club site, when 86K pages were viewed.

ii. Facebook. The Club Facebook page has received 1.4K ‘likes’ and ranks 3rd within the Dorset and Wilts RFU area.

iii. Twitter. The Club has achieved 1.3K followers.

b) Bob Stock Trophy. During the Season the Club came 3rd in the competition for the Trophy, which is awarded annually by the RFU Referees Society to the Club in the Dorset & Wilts RFU area that they feel shows the highest level of support to their Referees over the season.

c) Sponsorship/Advertising.

i. The Chairman was pleased to report that the Club has increased its number of sponsors from 48 last Season to 60 in this one. Farnfields remain the Club’s main sponsor.

ii. The number of advertising boards placed by sponsors on the Club’s grounds increased from 42 to 47, with associated advertising space also being taken up in Match Programmes, on the website and in the Handbook.

iii. This year’s Sponsors’ Lunch at the Club was a great success, with 65 Sponsors representatives attending it.

d) Community / Schools Liaison.

i. The Club continues to maintain close links with 6 major schools in the area, and holds 2 annual Schools Tag Rugby Festivals.

ii. It is unfortunate that our geographically closest school - Gillingham School – currently has no 6th Form Team and, next year only 6 players are moving up from Year 11. The Club is in discussion with the School to see what support and assistance can be given that might change this trend.

e) Visits.

i. Mayor of Gillingham. The Club received 3 visits from Councillor Barry Von Clemens, the Mayor of Gillingham, who nominated the Club as his Charity for his term of office. As a result, the Club supported the Mayoral Dinner, and received a cheque for over £1K.

ii. Lord-Lieutenant of Dorset. The Club received an official visit from the Lord Lieutenant of Dorset, Angus Campbell, where he saw the Club’s Junior Sections in action. He expressed himself extremely impressed by the work that the Club was doing to further the aims of sport in the community.

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Item (a)

Report/Discussion (b)

4) Clubhouse & Events.

a) The Club hosted a variety of events (21 in all) over the year. It also hosted numerous County meetings, training days/evenings, and the Club’s main sponsor, Farnfields, made increasing use of the Club’s facilities for breakfast meetings and staff training.

b) The Guest Speaker at the Club’s Annual Dinner, David Trick (Bath Rugby Club President) was a great success, and its sister event - the Annual Ladies Night, was also a success being attended by 60 of our ladies. Feedback received on the evening’s entertainment at the latter was that it had been of the usual high standard and had been much appreciated.

5) North Dorset 7s Tournament. The year’s Tournament was once again a resounding success, both organisationally and financially. 26 teams competed. This has provided a good spring board for the next Tournament on 22nd July 2017, when we are expecting participation by 40 teams, with the aim of £5K being raised for Cardiac Risk in the Young (CRY), and the award to the Winners of the Worthington Cup.

6) Our People.

a) Encouraging Club members to take on Club roles and responsibilities continues to be at the heart of our efforts in Succession Planning and Development, when we try to encourage participation by a new generation of members. On the playing side, the Club continues to offer courses on Coaching, Refereeing, and First Aid.

b) Last Season the Dorset and Wilts (D&W) Leadership Academy was held in Wiltshire, but next Season it is to be held in Dorset, and we will have an opportunity to send our potential Leaders on the Course.

c) 2 Club members received D&W Awards during this Season.

• James Fox: for his leadership and work with the North Dorset 7s Tournament.

• Spencer Pearce: who won the Young Volunteer of the Year award, for his support of the Club’s 2nd XV.

d) The Club continues to have representation on D&W Committees, and the Chairman himself is a member of an RFU National Committee.

7) Summary.

a) The Club is concentrating much of its energy and initiatives into reversing the trend of losing Senior players.

b) The Club is attempting to:

• attract new Club members,

• make more use of the Clubhouse by the local community,

• and to encourage current members to make greater use of Club facilities.

c) The Club has plans in place to ensure the maintenance and improvement of its facilities.

d) In furthering these plans and initiatives, the Chairman asked for everyone’s support in making the Club and enviable example in the D&W area, by attending Club events and by encouraging others to become part of the Club ‘Family’.

e) The Chairman took the opportunity to thank the 170 Club Volunteers, the Club Officers on the General Operating Committee, and his fellow Directors on the Management Committee. He thanked all of these people for the amazing amount of work, mostly undertaken behind the scenes, which keeps the Club operating to the standards that we have come to expect.

f) Lastly, the Club Chairman paid tribute to the President for his continued support, for which he expressed his warm appreciation.

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8) Q & A – Club Chairman’s Report

a) Q: Is the Club involved in any way with ‘Gillfest 2017’? b) A: No.

9) Club President. The President thanked Steve Keates for his leadership of the Club. He then stated that there was one aspect that he wished to highlight because he was conscious that the Club could do better. This was the matter of attendance by playing members at Club functions, examples of which were the Pantomime last December, and the Annual Dinner in April. These events had not been well supported by them, and he wished to encourage playing members to give more support to the Club, amongst other things as a means of ‘bonding’ and fostering the spirit and ethos of the Club.

b. Director of Rugby’s Report.

1) Club Ethos. Before beginning his Report, the Director of Rugby explained that he wished to read out anonymously an email that he had received from the parents of a son in the U14s.

a) The gist of the email was that the family had recently moved to the area “under very difficult and stressful circumstances” and in doing so had moved their son, who had been finding life challenging, to North Dorset RFC after many years with another club. The parents wished to record their thanks to the Club for the uplifting effect it had provided for their son, in particular “for giving him back his self-confidence and the reassurance that he is doing things right.” The end result has been that the son has settled well into his school and the community, and the parents felt that the Club had been pivotal in achieving this outcome.

b) The Director of Rugby explained his reason for presenting this case to the meeting, which was that it exemplifies the ethos that has traditionally been a hallmark of the Club, and he hoped that by raising the matter, it would help to continue the approach into the future.

2) Minis / Midis – Started in September 2016 with the Open Day / Registration Day and with good numbers in each age group from the start of the Season, and gained in numbers as the Season unravelled. The Minis / Midis enjoyed a full Season and finished with a good tour at Torquay, where everyone had a great time and won most of the games that were played in all age groups.

3) Youth – This year’s Youth had a full Season, not only with friendly fixtures but also mini League / Cup games. The U14s got through to the semi- final, but were narrowly beaten; the U15s ended the Season as Plate winners, and the U16s only lost at their semi-final stage. Numbers were good in all age groups and indications for next Season look good!

4) Girls – With all age groups playing, but not being able to field a complete side, North Dorset Girls teamed up with other clubs to get matches played, not least so that everyone could play rugby. As North Dorset, we got 3 U15 girls and 2 U18 girls into the D&W squad this Season, and a highlight for all the Girls was going to Twickenham and walking onto the pitch carrying the large Bath flag when they played one of their home games there.

5) Colts

a) Overall, the Colts have had a very good Season. The 18s retained all their players from the previous Season and were joined by a keen group of 17 year olds. Training numbers remained high throughout, and a very successful tour to Northampton gave an opportunity to excel on the field in two very tough fixtures, and also to explore the night life of the city as a team.

b) The U17s got through to the regional stage of the National Competition but had to withdraw due to the lack of opportunity to fulfil the regional league fixtures.

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Item (a)

Report/Discussion (b)

c) The full Colts squad had a very successful Season, notably beating Sherborne twice, Bournemouth, Dorchester, Marlborough and Oakmedians amongst others. Unfortunately, they lost twice to their nemesis – Wimborne, and lost against Devizes in the Semi-Final of the Dorset & Wilts County Bowl competition.

d) Many Colts played Senior rugby during the Season, and two of them represented the first team on a couple of occasions. A number of the Colts will remain in the local area next Season, and will become regular Senior players.

6) Seniors

a) The Season started slowly but gathered speed as the Season progressed. Unfortunately, the 1st XV went out of the Cup in the early stages, but the 2nd XV & 3rd XV both got through to their Cup Finals. The 3rd XV had a very tough game against a very established Bournemouth team and only narrowly lost. The 2nd XV had a great game against a strong Salisbury side and, while playing possibly their best game of the Season, only narrowly lost in the last 2 minutes of the game!

b) Within their respective Leagues, the 1st XV finished in 7th place, and the 2nd XV finished in 10th place. Unfortunately, the 3rd XV had to withdraw from their League for not being able to field a side on too many occasions.

7) The Future.

a) Looking forward to next Season, we have some players returning to the Club, some players staying with us, and most importantly the 3rd XV Team has been placed back into the League into level 10 (with 10 teams currently in the League). The 3rd XV will be captained by Zachery Pearce. I am also pleased to be able to say that Dave Stickland (‘Sticky’) will remain as 1st XV Captain, and that Tom Chilvers will be next Season’s 2nd XV Captain. Steve Ashfield (‘Trash’) has also confirmed that he is happy to stay on as Head Coach, where he will be assisted by Ben Pothecary, and with various other helpers / coaches throughout the Season.

b) The Director of Rugby finished his Report by asking Players and Coaches to ponder on the way in which they ‘measure success’. By doing this, he suggested that the last year would be seen as ‘Not a bad Season’ and he felt that Rugby within the Club will ‘turn the corner’ at the start of the new Season

c. Treasurer’s Report. The Treasurer began by stating that hard copies of the audited accounts for the period under report had been placed at the ends of each row of chairs.

1) The Club Accounts

a) Overall, the figures represent an improvement on the previous 2015 figures and are largely in line with expectations.

b) Once again, they show a loss, but this time of just under £2K and much better than the £12K loss of 2015.

c) He stated that under advice from the Club Accountants, Andrews and Palmer, the Club had been advised to follow 2 significant policies:

• Accounts were to be recorded on an ‘accrual basis’.

• We should increase our Reserves.

d) The Club has complied on both counts. Therefore, events such as the 7s Tournament, the Summer Ball and the Pantomime will be accounted for in the particular Financial Year in which they fall - e.g. though costs have been incurred in 2017 for the 7s to be held, they will not form part of the books for the 2017 audit year, and will form part of the 2018 year.

e) While the Club has introduced Accrual Accounting, there were some costs associated with Social Spaces that were accounted for at the beginning of the year and, while receiving an RFU Grant for £10K, much of it has had to be

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Item (a)

Report/Discussion (b)

deferred as it related to Capital items purchased and is applied in a similar way to Depreciation.

f) In addition, we have increased the Cash Reserves from £10K in 2016 to £15K for 2017 (+50%).

g) While turnover significantly increased from £211K to £228K, Bar Trading especially (up 17% to £141K), this was offset by increases in the costs of Food, Beers etc., Shop Kit - and by reduced income from Functions (which was down 21% to £12.5K) and from Advertising & Sponsorship (down 33% to £9K) – the latter due to biennial nature of updates to the Match Programme. Much of the potential income from Functions was relying on a good Rugby World Cup - and we all know what happened there! There was also no Pantomime in 2015, and also missing was the potential income from a Sherborne Christmas home fixture.

h) There was better news in Establishment/Facility costs as Repairs costs decreased (down 46% to £6K), as did Light, Heat & Power costs (down 32% to £5K). The latter was due to more efficient lighting and a renegotiated contract with SSE. However, Rates & Water costs increased (up 13% to £8.6K), even with a negotiated discount.

i) There were also increases in Administrative Expenses, but these delivered a much better Club product and helped Player ‘wellbeing’, e.g. increased costs stemming from:

• Printing of Match Day Programme ‘inserts’

• Players Coaching and Physio

• Introduction of formal 1st Aid Support and Training

• Improved Training Floodlights.

j) Finally, with the development of Social Spaces all the new kit is subject to depreciation and this increased 14% to £11K.

k) That largely covers the report for 2016, but what else have has the Club got to show for it?

• An attractive clubhouse space for all Club members.

• Additional land to further develop the club playing areas, i.e. Square Ground (now appropriately named, the ‘Max Biles Field’). Unfortunately, developing the latter has taken longer than expected, but it should be noted that all costs are covered separately by Donations and Council Grants and not from our members’ fees.

2) The future

a) A financial exercise was carried out earlier this year to show graphically what it costs to run the Club. Excluding the Max Biles Field, this showed that:

i. To open the Clubhouse Doors costs approximately: £7,107 per month. ii. Before a whistle is blown, preparations for a match cost approximately

£2,338 per month.

b) Inevitably, costs will increase, but it is planned that the effect will be offset in as many ways as possible, one of which should be the potential income from the forthcoming 7s Tournament on Saturday 22nd July.

c) Currently, a small surplus is forecast for this year, but Turnover is down significantly. Buy more pints!!

3) Q & A – Treasurer’s Report

c) Q: Is the Club open to the general public? This might help sales in a similar way to Salisbury RFC clubhouse which opened to the public at the request of local people.

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Item (a)

Report/Discussion (b)

d) A: It already is, but the Club does not benefit from being adjacent to large housing areas. The Director of Facilities stated that summer opening hours would be published in the near future.

4) Proposal. Finally, the Treasurer proposed to the meeting that the accounts presented to the meeting be recorded as a true statement for Financial Year end 31st May 2016.

Proposed: Eddie Casey Seconded: Clive Drake

The proposal was agreed with unanimous consent by those present at the meeting.

Item 5. Election/Appointment of Directors

In accordance with the Articles of Association of North Dorset RFC Ltd, the following were nominated as Board appointments for North Dorset RFC Ltd for the forthcoming year.

Proposal. There being no dissention, the President proposed to the meeting that the people named above be appointed to their positions for the forthcoming year.

Proposed: James Dimmack Seconded: Jonathan Hooper

The proposal was agreed with unanimous consent by those present at the meeting.

Board / Management Committee 2017/2018

Position Appointed

Chairman Steve Keates

Treasurer Eddie Casey

Director of Playing Greg Pearce

Director of Facilities Tim Rose

Director of Safeguarding Bruce Cook

Director of Communications/ Registrar Dawn Miller

Secretary Nick Hall

Item 6. Election/Appointment of the General Committee

The following were nominated for appointments on the General Operating Committee of North Dorset RFC Ltd for the forthcoming year.

General Operating Committee 2017/2018

Appointment Appointed

Playing

1st XV

Club Captain David Stickland

Team Manager Martin Stewart

2nd XV

Captain Tom Chilvers

Team Manager TBA

3rd XV

Captain Zachery Pearce

Team Manager Greg Pearce (Temp)

Veterans XV Captain Ben Marshall

Head Coach Steve Ashfield

Coaching Coordinator Greg Pearce

Colts Representative Jeff Dray Asst: Sandra Atkins

Youth Chair Steve Johnson

Minis Chair David Mounde

Girls Organiser David Harvey

……Continued Overleaf

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Item (a)

Report/Discussion (b)

Support to Playing

Fixtures Secretary Clive Drake

Club Referee Coordinator TBC

1st Aid & Medical Training Hilary Drake

Communications & Marketing

Schools Liaison Coordinator Nick Mattravers

Social Secretaries (Joint) Martin Down Penny Wright

VPs Secretary Andy Coles Asst: Ian Archer

Volunteer Coordinator Steve Keates

Community Liaison Coordinator Anthony Ward

Proposal. There being no dissention, the President proposed to the meeting that the people named above be appointed to their positions for the forthcoming year.

Proposed: Eddie Casey Seconded: Barry Dimmack

The proposal was agreed with unanimous consent by those present at the meeting.

Item 7. Club Fee Structure: 2017/2018 Season.

a. Background. The President explained that, in line with Club procedures, the proposed Fee Structure for the coming year had been presented by the Board to the General Operating Committee on 24th April. The figures had been discussed and, with one committee member dissenting, all other Committee members had recommended them for presentation to the AGM.

b. Proposed Structure.

c. Explanatory Notes. The President pointed out that there was No Change to the previous Year, with the following exceptions:

• Boys U13 – they have moved into the Youth Category in line with RFU re-categorisation.

• Clarification – The split between Subscriptions & Match Fees is being shown for clarification.

Proposal. There being no dissention, the President proposed to the meeting that the Fee Structure shown above should be adopted for the forthcoming year.

Proposed: Eddie Casey Seconded: Greg Pearce

The proposal was agreed with unanimous consent by those present at the meeting.

Club Subscriptions 2017-2018 Item Fee

Full Playing Member 1. Club subscription 2. Match Fees for full Season

Total

£65.00 £65.00 £130.00

Colts & Girls U18 £65.00

Youths (incl Boys U13) & Girls U15/U13 £60.00

Minis £50.00

Vice President £75.00

Social Member £45.00

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Item 8. Other Business. There having been no other matters advised prior to the meeting, the President declared the meeting closed at 8.20pm.

The AGM for 2018 is scheduled for Thursday 17th May 2018

Nick Hall Honorary Secretary 02 June 2018

Distribution

By Email: 1) ND RFC President 2) ND RFC Management Committee 3) ND RFC General Operating Committee (Past & Current)

Club Noticeboard Club Website

Attachment

Unaudited Financial Statements for the Year Ended 31 May 2016