FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
Minutes of the Annual General Meeting
Held on Tuesday 3 June 2014
At Fordingbridge Sports Club at 7.30pm
1) Present
Board Members - John Mouland ( President ), Ian Brown ( Chairman ), Graham Branagan,
Dave Gogin, Angela Mouland, Martin Norton, Chris Spain, Dave Timms, Micky Timms, John
Williams. Fordingbridge Town Council Representative – Paul Anstey, together with 28
members ( a list of which is held by the Secretary ).
2) Apologies
Dan Brown, Leigh Burrows, Robert Burrows, Tim Donell, Ed Douglas, John Dossitt, Matt
Freeman, Harry Hitchings, John Holden, Teresa Kimber, Dean Lewis, John Marsh, Julia
Mouland, Matt Norton, Ernie Stack, Steve Tooke, John Trim, Jon Vass, Clare Walsh, Keith
Walsh ( making a total of 20 ).
3) Minutes of the AGM held on 4 June 2013
The Minutes were considered and a proposal by Sue Brown that they were accepted as a
true and accurate record of the meeting was seconded by Martin Norton and unanimously
approved.
4) Chairman’s Report on 2013/14 season, Club developments and outlook for 2014/15
The Chairman, Ian Brown, addressed the meeting and gave the following report:This is my fourth report to the AGM.
The Board of Directors has met monthly and worked effectively in the stewardship of the
Rugby Club. I would like to put on record my thanks for their commitment during the year
and the enthusiasm they have shown in running the Club.
As for the senior season the 1st XV, under the leadership of James Greenwood, had another
successful year. We finished runners up in Hampshire 1 for the third successive time, only
failing to secure the title because of an inferior points difference. Gutting to get so close and
not secure the Championship. So a third playoff it was, but on this occasion Old
Tonbridgians prevailed. Our 2nd XV held their own in Dorset & Wilts 3 finishing in mid table
and were always competitive under the leadership of Jon Vass who was assisted off the
pitch by Dave Donaldson.
John Stockley has once again coached the whole squad with tremendous commitment,
latterly assisted by Dave Gogin. Thank you to both.
The Ladies spearheaded by Angela Mouland & Charlie Fairbairn continue to work with great
enthusiasm and energy and have been, and are working, with our local RFU Community
coaches to develop their numbers. They won the final leg of the Hampshire Touch series in
April.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
We had two players who played Hampshire county rugby, James Greenwood for the senior
side & Paddy Gogin at U20.
As we know the flooding impacted considerably upon rugby at every age group, with the
Minis losing some of their London Irish rugby days. However that group remains strong and
we now have a thriving U5’s section led by Coach John Stockley. Graham Branagan was
instrumental in attracting the London Irish Rugby Camp which eventually was held at Forres
Sandle Manor School and our sincere thanks to Forres for allowing us to use their facilities
to ensure continuity of rugby for our Minis on Sunday mornings.
Whilst on the subject of the flooding, and I know this has been said before, I want to put on
record my thanks to all those many volunteers who gave a great deal of their time to ensure
matches could be played during those wet days.
The Colts were 5th in the Hampshire Plate Division, the 16’s were Hampshire Vase winners,
the 15’s were Hampshire Cup quarter finalists and reached the semi finals of the New Milton
7’s, the 14’s Hampshire Vase runners up, while the U13’s were 3rd in the Hampshire County
Shield.
Recruitment for all roles is always needed. Not only players, but also for volunteers to coach,
coordinate, provide first aid and publicity, to name a few. An objective for 2014/15 is to
support our coaches more effectively.
The whole of the club was awarded the RFU Accreditation status in 2012 which is subject to
an annual review. The RFU will undertake a full review of all aspects of the club in 2015.
Another objective must be to play our part in securing the new clubhouse and changing
room facility. The Town Council secured planning permission for the new facility in
December 2013, but since that date progress has been slow in moving the project forward. I
am happy to come back to this in our Q&A session.
The bar and catering team led by Selina & Olga have again provided a warm welcome here
at the club and our thanks goes out to them.
Again there are individuals who are standing down this year.
I wish to thank wholeheartedly Sue Brown, who has been our Treasurer for two years,
helping to guide the club through the limited company incorporation process, and Rob
Burrows who is relinquishing the role of Publicity Officer after four years. We owe him a huge
debt for the superb coverage he has achieved for the club both locally & nationally as well as
masterminding the Handbook & Fixtures Card each season, aided by Leigh. Also Dave
Gogin who has been Junior Chairman for two years and played a large part in growing the
fine Mini & Junior section we have now.
As you will see Sue is standing for a new position, Dave is seeking re-election as Blues
Captain and Rob, & Leigh, whilst moving away from the area, will remain as VPs. I know we
will also see them on the touchline next season when they can make it.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
nd
There will be a change in the 2 XV leadership. I wish to thank 2nd XV Captain Jon Vass for
his hard work during his two-season stint. I understand that Dave Donaldson will probably be
standing down as 2nd XV Manager so again thanks to him for his tremendous work last
season.
Other thanks also go to our raft of volunteers, sponsors and donors who continue their
crucial and tangible support of the club.
In closing I would like to say how we all felt the pain & disappointment of the play off result.
The club received many messages of support from fellow Hampshire clubs wishing us good
luck. We are well regarded for many reasons on and off the pitch. Hard won this must be
cherished and maintained.
This is the most successful era in the Club’s 30-year history.
Despite the loss the play off weekend was good fun - a great time with our tourists, fantastic
support from the touchline on that Saturday, as indeed we do every Saturday throughout the
season. That Sunday saw scores of Minis’ players having fun and receiving their end of
season awards. The Juniors received their awards in the following weeks.
We have approaching 500 members in the Club, and thanks to the volunteer army of
coaches, coordinators, first aiders and others our players from U5’s to adult can develop and
enjoy their rugby in the supportive and safe environment of the Fordingbridge rugby family.
As Badge said after the play off game ‘there isn’t a better club to play for or of which to be a
part.’
Enjoy the remainder of the off season, come and celebrate at The Anniversary Dinner on 21
June 2014 and we will go again in 2014/15 building on our reputation as a ‘proper club’ even
further.
I am proud to be the Chair of the Club and am willing to stand for a further twelve months if it
is the wish of the AGM.
Ian Brown
5) Treasurer’s Report for year to 30 April 2014 and Subscriptions for 2014/15
The Treasurer, Chris Spain, presented an Income and Expenditure Statement for the year to
30 April 2014 which showed that Total Income amounted to £59,258.07 while Total
Expenditure stood at £59,298.86; an excess of Expenditure over Income of £40.79. This
reduced the surplus cash position from £21,765.96 as at 30 April 2013 to £21,725.17.
Chris gave the following commentary in respect of the figures:2013/14 has been a sound financial year for the club, despite having unforeseen additional
expenditure, due to the extreme wet weather. Sue Brown has stepped down from being
Treasurer during the season and the new Treasurer would now like to formally thank her for
all of her hard work with the accounts, restructuring of banking activities and for her
continuing support to our club.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
Subscriptions
The collection of subscription income has continued to improve from approximately £15,200
in 2012/13 to £18,500 in 2013/14. Senior subscriptions are now all collected by monthly
Standing Orders which are slightly up from the previous financial year. The option for Minis
and Juniors to pay by Standing Order was introduced this season, but the majority pay by
cash or cheque.
Mini and Junior subscriptions are up, with the increasing of subs in the 2013/14 season and
the successful creation of the enthusiastic U4/5s age group (with over 30 children now
registered).
The Board proposes that all the Subscriptions remain unchanged for the 2014/15 season.
Vice Presidents
The Treasurer would like to thank John Marsh for his collection of the VP donations and
organisation of the VP Dinners and associated fundraising. We intend to apply for Gift Aid
retrospectively for 2013/14 and for forthcoming years.
Donations and sponsorships
These have increased to coincide with the purchase of the 30th anniversary playing kit for the
Senior teams.
International tickets
International tickets for the Autumn Internationals and the 6 Nations amounted to £13,400.
This is a non-profit making expense. The Treasurer would like to thank Chris Langford for his
organisation and collection of monies. This is obviously a significant outlay for our club and
therefore, prompt payment for the tickets is very much appreciated.
Fundraising
After significant fundraising during 2012/13 (over £4,000), no fundraising events were
organised during 2013/14.
Expenses
Expenses increased due to remedial repair works to Brownsey’s Field which was
approximately £4,400 and costs associated with the flooding and extreme weather of over
£2,000. Ian Brown successfully applied for funding through the Fordingbridge Sports Club
under Sport England’s Flood Relief Fund and the rugby club has received £877. A further
£1,400 was incurred on the Welcome Pack folder and 30th anniversary socks for the Minis
and Juniors.
I now present Fordingbridge RFC’s 2013/14 accounts to tonight’s meeting. They have been
examined and (will be) signed by Tim Donell prior to being forwarded to the RFU.
I am happy to answer any questions from the floor.
Chris Spain
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
John Stockley noted that the amount spent on coaching had reduced from £426.50 in
2012/13 to £65.00 in 2013/14 and asked if there was any underlying reason for this. Ian
Brown said this simply reflected the number of courses attended by Club coaches over the
last twelve months and advised the meeting that the Club was always pleased to meet the
cost of courses attended by Club coaches. As he had mentioned in his report the support of
coaches in 2014/15 was a key objective and in the build up to the new season all existing
Club coaches would be reminded that this funding was available. Sue Brown also
commented that some coaching expenses had been met direct by the New Forest Rugby
Development Group.
There being no other questions Angela Mouland proposed that the Income and Expenditure
Statement was accepted together with the Board’s recommendation that the Club
Subscriptions for 2014/15 should remain unchanged. This was seconded by Emma Batty
and unanimously approved.
Ian Brown thanked Chris Spain for his work since taking over as Treasurer and for the
production and presentation of the Income and Expenditure Statement for 2013/14.
6) Proposed Amendments to the Rules for use with the Club’s Memorandum and
Articles of Association
These amendments were presented by the Secretary, John Williams, who said that:1) Under Item 6 of the Minutes of the AGM held in June 2013 the meeting approved a
Resolution to transfer the assets and undertakings of the Club to a new limited company in
the name of Fordingbridge Rugby Union Football Club Limited.
2) As part of the formalities in forming the limited company a Memorandum and Articles of
Association had been prepared and registered at Companies House.
3) The Articles of Association define the purpose of the company and the rules and
regulations for the management of its internal affairs and conduct of its business.
4) To support the Articles of Association the Club has in place a set of Rules for use with the
Articles of Association. The Rules have to be consistent with the Articles of Association and
are designed to draw out the key points and to provide clarification on any points of detail.
5) Any changes to the Articles of Association have to be agreed by the Board and advised to
Companies House. Any change to the Rules can be approved at the AGM.
6) Ahead of the AGM, and the end of the first year the Club has operated as a Limited
Company, the Board reviewed the Articles of Association and Rules and agreed there were
several points where either additional clarification would be helpful or where there was some
inconsistency between the two documents.
7) The areas where the Board considered changes to the Rules would be helpful relate to:a) Vice Presidents and the fact that they are regarded as Voting Members of the Club
b) The use of the Club’s website for the purpose of serving notice of meeting dates
and venues
c) Entrance Fees / Subscriptions / Donations
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
d) Confirmation that the Club’s Annual Accounts should be subject to independent
analysis prior to their presentation at the AGM
e) A formal statement that the Board will review the Rules annually
f) Who exactly are Board members
8) The Board agrees that the number of Board members as shown is too large and during
2014/15 it is the Board’s intention to review who should be Board members and to make the
necessary changes to the Articles of Association and to advise Companies House
accordingly.
9) A revised set of Rules is attached showing the changes and the meeting is asked to
approve the amendments so there is both clarification ( points a, b, c, d, and e ) and
consistency with the Articles of Association ( point f ), in the knowledge that the make up of
the Board will be addressed in 2014/15.
John Williams
Dave Mulcahy sought clarification about the process that the Board would follow to
determine the number and make-up by role of a reduced Board ( point 8 above. ) Ian Brown
said that the existing Board would meet in the short term to decide on the appropriate
number by role and while he didn’t wish to pre-judge the outcome he felt a number between
9 and 12 felt about right. The Secretary would lead on the consequent changes to the
Articles of Association and advise Companies House accordingly.
Dave Donaldson proposed that the amendments to the Rules were approved and this was
seconded by Graham Branagan and unanimously approved. A copy of the revised Rules is
attached as an appendix to the Minutes.
7) Election of Officers for 2014/15
Ian Brown informed the meeting that the following were willing to stand for re-election for a
further twelve months:
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President - John Mouland
Chairman - Ian Brown
Vice Chairman - Dave Timms
Treasurer - Chris Spain
Secretary - John Williams
Fixture Secretary - John Trim
Director of Rugby - Dave Timms
Referee Co-ordinator - Martin Norton
Mini Section Chairman - Graham Branagan
First Team Captain - James Greenwood
Blues Captain - Dave Gogin
Ladies Representative - Angela Mouland
Senior Kit Secretary - Dan Brown
VP Co-ordinator - John Marsh
It was proposed by Phil Collier, seconded by Les Biggs and unanimously approved that
these individuals should continue in their roles for a further term.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
Ian Brown informed the meeting that the following were willing to stand for election ( new to
post ) for twelve months:


Membership Secretary - Sue Brown
Junior Section Chairman - Graham Branagan
Safeguarding Officer - Micky Timms
It was proposed by Martin Norton, seconded by Emma Batty and unanimously approved that
these individuals should be elected.
Ian Brown informed the meeting that the following roles were currently vacant and asked for
nominations:


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Club Volunteer Co-ordinator
Club Coaching Co-ordinator
Publicity Officer
Second Team Captain
Martin Norton offered to take on the Publicity Officer role and was formally proposed by
Dave Donaldson and seconded by Sue Brown. The meeting unanimously approved his
appointment.
James Gwynne offered to stand for Second Team Captain and was formally proposed by
Dave Donaldson and seconded by Dan Rawson. The meeting unanimously approved his
appointment.
The roles of Club Volunteer Co-ordinator and Club Coaching Co-ordinator were left vacant.
Ian Brown thanked all the Club Officials for 2014/15 for putting their names forward and
wished them well with their individual responsibilities.
8) Presentation - Mini and Junior Rugby and the importance of Safeguarding by
Graham Branagan and Micky Timms
Graham Branagan (GB) gave a resumé of the progress made by the Mini and Junior
Sections in recent seasons and particularly emphasised the growth in the number of Minis
who now took part on a regular basis. He was looking forward to another successful year
and was indebted to the large number of dedicated volunteers who gave freely of their time
to support the Club.
GB said that coupled with the opportunity given to youngsters to take part in coaching and
playing sessions was a responsibility by the Club to ensure that all individuals involved with
the Mini and Junior Sections were fully aware of their responsibilities. These included the
importance of Safeguarding, where there were strict RFU guidelines in place that were
monitored by Hampshire RFU. The Club had a new Safeguarding Officer in Micky Timms
(MT) who had taken over from Kate Lewis. GB invited MT to talk about her role.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
MT spoke about the level of scrutiny which was now in place to ensure that clubs were
compliant with RFU guidelines and that Hampshire RFU had a dedicated Safeguarding
Manager, Michele Amos (MA) in place. MA would be undertaking periodic checks on all
Hampshire clubs to ensure that correct procedures were being followed. MT had prepared
an Action Plan, which had been approved by the Board, setting out the various activities that
needed to be undertaken. Additionally, along with Sue Brown and Nick Wright, MT would
shortly be attending a Hampshire RFU course. Arising from this MT intended to prepare a
‘hot tips’ aide memoire which could be shared with coaches and given to parents.
GB again stressed the importance of this topic and asked for whole club support for the work
being done by MT. There was also a direct link to the Club’s accreditation that could be put
at risk if there was any perceived negligence in following the RFU guidelines.
In thanking GB and MT for their presentation Ian Brown said the Board took Safeguarding
and Behaviour very seriously and the Club Code of Conduct had been published in the
2013/14 Handbook and on the website.
The meeting was very supportive of the need for the Club to be ‘Safeguarding compliant’
with a number of individuals speaking positively to endorse the Club’s approach.
9) Presentation – Valuing the Referee by Martin Norton
Martin Norton (MN) reminded the meeting of the fact that, worldwide, along with Association
Football, Rugby Union was a huge spectator sport both at stadia and on television. The
treatment of referees was a significant part of the image and culture of the sport with the
values of Respect, Courtesy and Friendship being paramount at all levels of the game.
As referee co-ordinator MN was aware that the Club enjoyed the respect of their fellow clubs
in terms of friendship and hospitality and these were values which were extended to referees
who were always given a warm welcome and looked after post match. The quality of
touchline behaviour was another important component and again, in this regard, the Club
performed well. However if examples of poor behaviour were to arise the Club would need to
consider an appropriate response to protect its reputation.
MN said that there was always a need for more referees and he outlined the process for
becoming a referee and the basis of continual assessment once the various courses had
been completed.
In conclusion MN re-iterated the need for fairness and respect for referees.
While making his presentation MN personally modelled the current refereeing kit.
Ian Brown thanked MN for his presentation which was appreciated and strongly endorsed by
the meeting.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
10) President and Chairman Question and Answer Session
Dave Gogin (DG) asked:1) did the Club have any thoughts on how to improve player retention and recruitment to
create more strength in depth and thereby enable the Club to put out three teams. His own
thoughts were based around the benefits of retaining links with players who moved away,
particularly for education purposes, and for using VP donations, or inviting local firms to
sponsor a player, or using the TO’C fund to help with travel costs. While putting out three
teams could reduce the number of bench players for the first and second teams DG thought
this would be outweighed by the advantage of more game time.
Ian Brown said he appreciated these comments and the desire to strengthen the playing
resources and this was something he would put on the Agenda at a forthcoming Board
meeting for more detailed discussion.
2) had Hampshire RFU announced if was there any change to the future of Age Grouping in
Colt’s Rugby for 2014/15.
Ian Brown said he had yet to see a formal outcome but at a recent meeting with Ivan Torpey
(IT), Hampshire Rugby Development Officer, IT had indicated that there would be no change
to the current Age Groupings for 2014/15. David Timms advised that he had now received
notice from Hampshire RFU that there would be no change to Age Groupings for Colts.
3) would the second team be appointing a Vice-Captain.
Ian Brown said that while he thought this would be the case this decision would be made by
James Gwynne the newly appointed second team captain.
Mike Madgwick asked what the current position was with the development of the new
facility and the current stance by Fordingbridge Town Council (FTC).
Paul Anstey gave an update on the identification of an appropriate fundraiser and also said
that alongside this search FTC were looking at how the new facility would be managed.
John Stockly asked:1) what was the position with the repair of the floodlights.
Ian Brown said that the Club was awaiting a response to a letter sent to FTC on 29 April
2014. Paul Anstey said he would check on the position and let Ian Brown have an update in
the next few days.
2) whether there would be a benefit in having a dedicated second team coach.
Ian Brown was supportive of this idea and asked Steve Brown (SB), First Team Vice
Captain, to comment from a players perspective. SB was in favour saying that quality
coaching was beneficial to all. Additionally a second coach could work individually with
players.
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FORDINGBRIDGE RUGBY FOOTBALL CLUB
Recreation Ground, Fordingbridge, Hampshire, SP6 1AN
Tel: (01425) 652047 (Clubhouse)
One Club Your Club
www.fordingbridgerfc.com
11) Date of 2015 AGM
Ian Brown advised that this would be held in the Sports Club at 7.30pm on Tuesday 9 June
2015.
There being no other business the meeting closed at 9.05pm.
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