Glasgow Wheelchair Rugby
Club AGM Minutes
Meeting: Saturday 8th
December 1400, Conference
Room, QENSIU Glasgow
In attendance: Claire Lincoln, Rebecca Hurrell, Pauline Taylor, Kim Kemp, Donald Hutton, Raymond
McCowan, Eddie King, Craig Smith, Susan McLeod, Paul Black, Johnny Black, Nanine
Artup, Jo Butterfield, Steven Stojanovic, Paula Hendry
Appologies:
Frances Pryce, Susan Gilhespie, Kimberley Drumgold, Ciaran Pryce, Derek Sloan,
Tony Kane
1. Review of club development to date
Claire feedback on club development
Progress on the original aims when setting up the club and charity:
 Have a wheelchair rugby team that can play competitively by the 2012/2013 GBWR season
Has been achieved
 Increase the number of people playing wheelchair rugby in Scotland
Has been achieved
 Development of wheelchair rugby talent in Scotland to feed into GBWR development squads
Not at this level yet but working towards this
 Improve fitness, wheelchair skills, life skills, independence, confidence and quality of life of people
with moderate to severe levels of impairment
Ongoing
 To be able to financially support our players with costs directly related to them continuing to play
wheelchair rugby
Achieved to a limited extent so far and hope to continue to develop this
Initial meeting about developing the club held in February 2011, first training session in September 2011,
registered as a Charity in May 2012, first competition event June 2012 (GBWR Nationals), moved into new
training facilities October 2012, first AGM December 2012
a) Personnel
i.
14 volunteer staff registered with the club
ii.
13 regular players
b) Facilities
i.
Previously training in Ashcraig School – not full size
ii.
New ‘home’ at the Emirates Area Glasgow with full size courts, awaiting lines to be
painted but there is very limited storage available
iii.
Emirates Arena is a potential competition venue
Action Point Claire to chase line painting at Emirates
c) Equipment acquired/purchased
i.
Wheelchairs
 3 players have privately financed custom chairs
 Club had financed 3 custom wheelchairs (2 in use, 1 on order)
 Club has purchased 2 2nd hand wheelchairs
 Club has inherited 7 wheelchairs from Falkirk (6 in playable condition)
 Total of 12 rugby chairs owned by the club
ii.
Tool kit
iii.
Medical Kit
iv.
Playing Shirts (2 sets)
v.
Training bibs
vi.
10 spare wheels
vii.
8 balls
d) Finances
i.
Breakdown of club’s income
Total Income to Club
Trust Funding/Grants
Sponsorship (in kind)
Club Organised Fundraising
Individual Fundraising
Company Donations
Subs
Member Payments
Kit
Adjusted Income to Club*
£32,617.59
£22,371.00
£4,505.00
£2,149.00
£1,199.94
£310.00
£324.00
£1,387.65
£371.00___
£26,724.94
*(minus money paid to club that was owed by players (e.g. accommodation costs)
ii.
iii.
Breakdown of club’s expenditure
Total expenditure
£23,832.36
Wheelchair Purchase
£16,981.21
Wheelchair Maintenance
£376.50
Club Equipment
£284.41
Team Kit
£1,223.13
Hall Hire
£1,410.10
Travel Expenses
£1383.56
Club Promotion
£221.09
Fundraising Costs
£268.61
Repayment of Expenses
£320.00
Summary of club accounts to date
Ringfenced Funds Income
£22,371.00
Amount Spent
£19,604.18
Balance Remaining
£2,766.82
£331.97 for hall hire
£2434.85 for wheelchairs/wheelchair equipment
Free funds Income
£4353.94
Amount Spent
£4228.18
BalanceRemaining
£125.76
iv.
Claire confirmed that there at the moment there are no funds to support the cost of
travel to matches other than PA/nurse expenses (which take priority) and no funds
to cover the cost of hall hire past January so income is needed into the club ASAP.
There are some outstanding subs and sponsor money to be paid into the account
and the fundraising committee have some plans (to be discussed later) which may
affect the situation
e) Club Promotion
i.
Club now has it’s own website
ii.
Club has promotional leaflets and business cards with info
iii.
Have been involved in Glasgow Disability Sport Showcase Event and the Arena open
day event
iv.
Details submitted to SDS, GBWR and Parasport websites but yet to go live
v.
Details to go on Glasgowlife publication
vi.
Good links with Glasgowlife, GBWR, SDS, GDS
f) Coaches Feedback
Paul feedback on the progress made. From the first session where we only had 2 players,
we had 9 players at the last session with 4 regular players missing. The biggest challenge has
been the lack of experienced players within the team to lead on the court. The ethos has
been more than just turning up and playing games at training and more about developing
skills and learning about the game. Nationals was a huge learning curve for all who attended
(players and staff) and we were delighted with the warn welcome we received from other
clubs along with support from experienced players and coaches during matches. Paul was
really happy with the commitment and effort from players in their first tournament. Paul
has been working on new drills and techniques using PAST as a focus (Passing, Awareness,
Speed, Teamwork . With new players coming into the team, it will be a challenge to keep
the balance of developing both the old and new players and he thanked Jo for helping to bed
new players in. Paul commented on the feedback he had following the Bulls Tournament
where other teams had noticed a huge improvement in the Crushers performance. Paul also
commented on the tremendous team spirit shown at the club and acknowledged the
fundraising efforts and support from volunteers that have allowed the club to progress as
well as the work from Johnny and Derek in getting the inherited chairs up and running (only
one now out of action). The target for this year is to get the team’s first win.
g) GBWR Update
i.
Competition for the rest of the season
Super Series 1- 19th and 20th January (Stoke Mandeville)
Super Series 2 -16th and 17th February (Crawley)
Super Series 3 - 27th and 28th April (Kent)
National Championships - 25th to 27th May (Midlands)
Details of event (accommodation etc) have yet to be released by GBWR and will be
circulated by Claire as soon as they are received
Action Point Claire to circulate SS1 details as soon as they are available
Players to let Claire know if they are available for selection
Volunteer co-ordinator to arrange bench support for SS1
Care co-ordinator to arrange care for SS1
Paul and Pauline to let Claire know of availability for SS1
ii.
Feedback from DMG
Potential for 2013/2014 over 4 SS weekends and 3 day national championships.
The updated rules for the season are available on the club website. There is a
possibility of a fun Christmas style tournament to be held in June to run the same
weekend as the AGM and GBWR will also be looking at ways to develop a youth set
up. They are awaiting their funding award for the next cycle.
2.
Development plan for coming year
a) New Club Structure
Claire reported back on the need for more formal structure within the club to ensure that
everyone is aware of their responsibilities and roles within the club and that there was more
organisation within the club volunteers. A new structure was proposed (see appendix 1) and
agreed by the group. The pathway for enquires was agreed as:
The role of Volunteer Co-ordinator will be created to help new and current volunteers find
roles within club and co-ordinate Bench Support staff for all training sessions and matches.
Bench Support staff will be identified and will be who assist players with set up/transfers
and tend to any equipment issues during training and matches (tyre changes etc). There will
be bench support staff available 30 mins before and up to 30 minutes afterward each
session and will be responsible to Mechanic. All need to be registered with GBWR. Yellow
polo shirts will be ordered for all bench support staff to make them easily identified during
training and matches when players need assistance. A fundraising Co-ordinator will coordinate all income into the club which will include grants, sponsorship and fundraising
events. All volunteer staff to have clear roles and responsibilities and players to be more
aware of responsibilities. The club will look into key people being disclosure checked and
allocation of a child protection officer for the club so that we can work with
players/volunteers under 18. All of this will help the club work towards Club Mark
accreditation
b) Club Communication
The method of communication between club members was discussed. It was agreed that all
information and communication will take place via the club website (bulletin board,
discussion forum, access to forms and documents) and it will be members responsibilities to
check the website once a week. If anything needs addressed within a week, it is to be emailed out. For cancellations of training sessions, this will be done by the team manager via
text. It was noted that all meetings to be minuted from now on (including sub committees
e.g. Fundraising) and to be posted on website.
i.
Club Website
It was noted that the public part of the website. The new role of Website Manager
should help move this along. Things that people would like to see are videos of the
club/wheelchair rugby, links to you tube footage, an events/match list and possible
links to GBWR twitter and live game feeds (when available). All members were
encouraged to update their profile. Some people found it difficult to update their
profile, Claire will post information on how to do this. Claire will add a club directory
to the website which will be in the members only section (for those who have
consented to their phone number and e-mail being shared) to help members
communicate with each other.
Action Point Claire to add directory to website along with info on updating profile
Claire and Website Manager to improve
All club members to update profiles
c) Training
The club now trains in a perfect training facility for a 2 hour session per week at the Emirates
Arena. Additional training was discussed, there are issues with costs, personnel, hall
availability etc. Claire asked what people thought about joint development sessions with the
Bulls that was originally discussed after the Bulls Tournament in October. All were in favour
and thought that these should take place once a month when there isn’t any GBWR
competitions and ideally at a central venue to both clubs. Paul mentioned that Dragons are
also interested in this. Claire will follow this up with the Bulls and Dragons. An emphasis
was placed on players individual training outwith club training. Club training will focus on
gameplay and skills and players should work on strength, fitness and speed outwith club
training.
Action Point Claire to liaise with Bulls and Dragons re joint development days
d) Fundraising
i.
Expenses
From 1st Jan 2013, no expenses will be paid or reimbursed unless submitted within 1
month of the expense being incurred and with the correct form (just the receipt is
not enough) - Travel expenses form for claiming any travel related expenses,
General expenses form for everything else. Both are available on the website.
ii.
Wheelchair Consumables
It was reiterated that players using their own allocated chair (club or personally
financed) will be responsible for chair maintenance which includes supply of inner
tubes and tyres. If a player does not have a spare inner tube at training or a match,
their chair will not be repaired by bench staff. If the player has loaned their
equipment for club use, the club will cover any expenses to return the equipment in
it’s original state. It was agreed that new players will have access to club spares for
6 months and then will be responsible for the cost of chair maintenance (unless
they have an allocated chair before then). Johnny will arrange a bulk order of inner
tubes for players who are interested to keep costs down.
Action Points Johnny to arrange bulk inner tube order
iii.
Target Income for Coming Year
This has been set at a minimum of
£10,500
Hall Hire for regular let
£3180
Timing Clock
£1000
Accommodation at SS weekends (approx £840 per weekend for £2520
8 players and 4 staff)
Accommodation at Nationals Weekend
£1250
Wheelchair maintenance
£500
Admin
£250
Promotional costs
£250
Fundraising costs
£200
Club kit
£200
Account Buffer
£1000
Mat for righting chairs
£30
This does not include costs for new chairs for new players which would be between
£3500 and £6500 per chair.
iv.
Need for regular club income, still no sponsor with regular club contribution, needs
to be a priority target area for this year. The club has managed to get Trust
funding/grants for equipment (and hopes that this will be the case for this year) but
little else. In order to continue to support the costs of travel, the club needs to raise
this money on it’s own. The huge distances travelled to play in the GBWR league
was acknowledged and as funds allow the club will aim to continue to cover the cost
of accommodation for players and essential staff with individuals being responsible
for their own travel costs. Longer term, the club needs to think about fundraising
for tournaments abroad and hosting their own tournament.
v.
Jo feedback on behalf of the fundraising committee
- Virgin money giving site now up and running for one off donations, direct
debits or sponsored events
- To arrange bucket collections at Braehead in the new year and Paula looking
into arranging an event in Alloa
- Fundraiser on 16th February at Cambuslang Rugby Club being organised by
Frances. This will be a dinner event with rugby clubs being invited and will
be to launch a Pay As You Earn charitable donation scheme for long term
fundraising. There will be a raffle and an auction (Kim asked everyone to try
and get prizes/auction items) along with a video presentation about the club
and players.
- Sponsored 10k push from the spinal unit to the Arena being planned for
spring next year with a social event afterwards
Action Points All club members to volunteer where able to assist with fundraising events
e) Club Promotion
Still want to increase player and volunteer numbers and the aim is to do this through
Glasgowlife leaflets, Volunteer Scotland Website, SDS Website, GBWR Website, Parasport
Website and improving our rating on Internet search hits. Jo mentioned that she is
impriving links with the military and battleback. The possibility of the club running it’s own
‘Meet the Club’ event was discussed as well as a poster campaign.
Action Points Claire to chase club details on SDS, Parasport and GBWR websites
Website Manager to improve search hits on website
Jo to continue to link in with military
f) Other
i.
SRU
Claire has the details of a new contact with the SRU from Frances which may help us
to affiliate with them
ii.
Training of Officials
Pauline is already being trained as a referee and will help Nanine link in with GBWR
for training as an official
iii.
Training of coaching staff
Paul has attended a coaching clinic and will be involved in the coaching pathway
once GBWR has started to use this.
iv.
Training of club member in classification
Claire is awaiting on further help from GBWR on this area and this is an issue with
other clubs
v.
Training of new volunteers
A more formal programme will be in place in the new year with the new club
structure
vi.
‘Welcome Pack’ for new players and volunteers
Claire is currently developing this. It was suggested that this should include a club tshirt/gloves/tape etc. Claire will look into funding options for this.
vii.
GBWR
GBWR staff due to meet with club in the new year to find out what is going on and
look at options to support Crushers
Action Points Claire to develop welcome pack and look into funding for this
Claire to liaise with SRU contact
Claire to meet with GBWR in new year
3. Plans for 2014 and beyond
The club would like to host a tournament after the Commonwealth Games in Glasgow, Claire is
already looking into availability and costs for this. The club would also like to think about entry
into overseas competition.
4. Club Name
Currently the club is known as Glasgow Wheelchair Rugby Club for accounts and charitable
purposes. It was discussed if the name should be changed to Caledonian Crushers which is the
team’s name but it was decided to keep the club as Glasgow Wheelchair Rugby Club to continue
to identify with the location of the club.
5. Club Subs for 2013
Various options for subs were discussed and it was agreed that subs had to be increased, owing
to the increase in facility costs. It was recognised that subs were low given the additional
financial support offered by the club. Subs are currently £2 per session after 1st 3 sessions. The
5 players in attendance (Jo, Steven, Eddie, Craig, Raymond) all agreed on £210 subs for 1st
January 2013-31st December 2013 which equates to £17.50 per month. The first month will be
free for new players and the amount will be pro-ratad by month. Subs are due regardless of
attendance at training and can be paid monthly, in instalments or in full.
6. Election of Committee and Trustees
Claire noted that due to other priorities and commitments in the coming year, she will be
stepping down from most of her involvement with the club for the time being but will be happy
to support anyone taking on new roles within the club.
a) Committee
Chairperson – Claire Lincoln
Vice-chair – Frances Pryce
Admin Secretary – Kim Kemp
Treasurer – No volunteers, Claire will continue in this role until the 31st January 2013 (end of
financial year) and will then step down.
Action Points Club needs to find a Treasurer ready to start in February 2013
b) Trustees
It was agreed to continue with 3 trustees for the next year and the current trustees have
been re-elected for the next year – Claire Lincoln, Frances Pryce, Pauline Taylor
All roles nominated and seconded by club members
c) Club Meetings
It was agreed that for committee meetings, the following people should be invited to attend
– Chairperson
– Vice-Chair
– Admin Secretary
– Treasurer
– Trustees
– Team Manager
– Player Captain or Rep
– Fundraising Co-ordinator
7. Allocation of club roles
a) Elected Roles
Care Co-ordinator
Fundraising Co-ordinator
Head Coach
Mechanic
Social Secretary
Volunteer Co-ordinator
Player Rep
Susan McLeod
Susan Gilhespie
Paul Black
Johnny Black, Derek Sloan
Kim Kemp
Raymond McCowan
Shared between Raymond McCowan and Jo Butterfield
Team Manager
No volunteers, option to split role between 2 people was
discussed but it was thought that this would be best done
by one person for consistency, Claire will continue in this
role until SS2 at the latest and will then step down
All elected roles nominated and seconded by club members
b) Selected Roles
Club Captain
Eddie King
Vice-Captain
Jo Butterfield
c) Voluntary Roles
Nurse/PA
Susan McLeod, Rebecca Hurrell
Bench Support
Susan McLeod, Rebecca Hurrell, Johnny Black, Claire Lincoln,
Kimberly Drumgold, Frances Pryce, Pauline Taylor, Nanine Artup
DMG Rep
Donald Hutton
Official
Pauline Taylor, Nanine Artup
Assistant Coach
Pauline Taylor
Website Manager Jo Butterfield
Physiotherapist
No volunteers
Action Points club needs to find a team manager by 18th February
Claire will hand over roles to everyone by the new year
8. Completion of Club Paperwork
There wasn’t time for everyone present to complete the relevant forms – Member Information,
Volunteer Agreement, Player Code of Conduct, Wheelchair Funding Agreement and/or Role
Descriptions. Claire will forward forms to all members to be completed and handed back at the
earliest opportunity (end of January at the latest). All forms are also available on the club
website.
Action Points Claire to forward forms to relevant people
All to return forms by end of January
9. Committee meetings and AGM for next year
It was agreed that the Committee will continue to meet 2 monthly with the next meeting being
Wednesday 30th January 7-9pm at the Holiday Inn Express by Strathclyde Park. The next AGM
will be February 2014, meaning that the next year will be a 14 month cycle to tie in with the
club’s financial year which ends at the end of January.
10.AOB
Nil raised
11.Club Awards
Club Awards were presented at the dinner following the AGM
MVP (as voted for by coaching staff) – Jo Butterfield
Players Player of the Year (as voted for by the players) – Jo Butterfield
Most Improved Player (as voted for by the committee) - Ciaran Pryce
Volunteer of the Year (as voted by all club members) – Paul Black