NEWMARKET RUGBY UNION FOOTBALL CLUB
Notice of the Annual General Meeting Wednesday 3rd June 2015 at 1930 hours at
The Clubhouse
AGENDA
1. Apologies for absence.
2. To approve the minutes of the AGM 2014.
3. To receive and approve the Chairman’s report.
4. To receive and approve the Honorary Treasurer’s report, including a
proposal on Subscriptions for the 2015/2016 season.
5. Nominations for Honorary Life Vice-Presidents.
6. Election of Officers.
 See attached list
7. Any other business notified to the Honorary Secretary, at least 3 days before
the meeting on 3rd June 2015.
Robert Voss
(01638) 669596
[email protected]
NEWMARKET RUGBY UNION FOOTBALL CLUB
Minutes of the Annual General Meeting, Wednesday 4th June 2014, held at 1930
hours at The Clubhouse.
1.
Present:
See attached list.
2.
Apologies:
See attached list:
3.
To Approve the Minutes of the AGM 2013 :
The minutes of the AGM held on 22nd May 2013 were accepted as a true record
of the proceedings.
Acceptance of the minutes was proposed by Mike King and seconded by Neil
Rodman – accepted by the meeting.
4. To Receive and Approve the Chairman’s Report:
John Adams, Club Chairman, addressed the meeting: the detail of his report is as
follows:
Firstly, I would like to thank Lee Pooley and Andy Baldwin, both of whom are
retiring from their positions, as club fixture secretary and junior rugby
coordinator respectively: they have both worked tirelessly for the benefit of the
club and, for this; I extend my personal thanks, and the thanks of the
membership.
The season was full of drama and disappointment; the first team missed
promotion by 1 point but had a successful run in the Junior Cup, reaching the
semi final. I am sure that next season will be equally exciting and let’s hope we
are rewarded with promotion.
The 2nd team have had a good season, reaching the Greene King IPA Plate final,
eventually losing out to a strong Cantabs side. Hopefully, they can go one better
next season.
I would like to thank Steve Drawbridge, who has done a great job in his first
season, and all of the coaching staff for their excellent efforts. Further, I wish
Danny Hunter every success in his new position at Shelford RUFC.
The Junior section has had a successful season punching well above their weight
in a lot of competitions and matches. Numbers are up and the signing-on and
awards days were a great success: hopefully, we can build on this to encourage
new players. Many of the youth players are also representing County sides; well
done to all. We hosted a touring side from Maisons-Laffitte and a good time was
had by all.
The girls have also gone from strength to strength and have had a very good
season, culminating in the hosting of a touring side. Several of the girls were
NEWMARKET RUGBY UNION FOOTBALL CLUB
involved with Eastern Counties, and should be congratulated on their
achievement.
With support of the club, the younger members should continue to improve;
building on their good achievements to date.
Hopefully, you will all have noticed the improvements to the clubhouse. This
comes as a direct result of member voluntary labour contributions to make it a
better place to be: more volunteers results in better provision.
With regards to the future of the club, my focus this year is to try and get concrete
answers from the council on how we are going to be able to have continued use
of the ground, and under what terms. In my opinion, and I’m sure you will agree
this has been going on far too long: without direction, it is difficult to put long
term plans into action. Once we know, then we can kick-on with serious
fundraising. To this end, I have already expressed my opinion, and concerns, to
certain members of the council.
My aim for the past year was to make sure Newmarket RUFC was running as one
club and, slowly, this is beginning to happen. To run a club of this size takes a lot
of work, much of this going on behind the scenes: a few people give up their free
time to ensure that we continue to meet our commitment. We need to encourage
all sections of the club to become more involved so that we are truly united as
one club going forward.
I would like to thank everyone that has helped me this year in my new role, and
let’s hope it will continue going forward.
Finally, a reminder that the Annual Ball will take place here on 20th September: if
you haven’t booked your ticket, please do so ASAP, since tickets are selling fast.
Remember, this is a club ball for all.
There were no questions of the chairman; acceptance of the report was proposed
by Ian Pountain and seconded by Neil Rodman – accepted unanimously.
5. To receive and approve the Honorary Treasurer’s Report, including a
proposal on the Subscriptions for the 2014/2015 season.
The Treasurer presented a summary of the accounts for the year, the salient points
of which are given below.

The senior section accounts record a net surplus of £756, whilst the junior
section recorded a net surplus of £3,669. The Accumulated Fund now
stands at £54,621 (2012/13 £50,195)
During season 2013/14, there was a requirement to provide various courses for
coaches and other club officers. These courses covered both coaching and
safeguarding of children: Newmarket RUFC takes its responsibilities seriously.
NEWMARKET RUGBY UNION FOOTBALL CLUB
A huge investment, both in terms of volunteer effort and finance, goes into
providing rugby for all who want to participate.
The treasurer proposed a vote of thanks to the efforts of Neil Osborne and John
Adams for their efforts in increasing sponsorship income, and to Doug Fynney
and his team for the excellent lunch organisation, and the funds generated there
from.
The treasurer, again, highlighted the substantial costs of putting on senior rugby:
direct costs £430 and indirect costs £87 per paid-up member, total £517 (of
course, the fewer paid-up members, the bigger this total). The number of
different players used was 60, giving an average total cost per player of £302 per
year. The annual subscription reflects the continuing policy of subsidising certain
playing expenses by donations, therefore making rugby affordable. The
consensus of opinion, therefore, is that the Annual subscription is good value for
money. The club ethos is that no one is debarred from playing due to the inability
to pay but those who can pay, must pay: paid senior playing membership is down
for the second successive year, despite fielding the same number of teams, albeit
on a less regular basis: we do not have 35 players on welfare! On a more positive
note, income from junior subscriptions has increased significantly for the second
successive season.
The treasurer reminded the membership that the standing order for subscriptions
is spread across the whole 12 months of the year, not just for the playing season
and the £192 fee includes club membership at £50.
Much discussion took place on the low membership numbers: a paid-up members
list should be issued to the committee on a regular basis. This is current practice
but not being enforced. The “No Pay, No Play” message was again raised; will it
ever be enforced?
It was agreed that captains should not be required to collect and chase
subscriptions; this job would be left with the team managers, where they exist! It
was noted, however, that it was in the Captains’ interest to be aware of nonpaying players.
General questions included:
 Pete O’Riorden: Why not use Pitchero for subscriptions collection? It was
stated that the problem was with the seniors and whilst Pitchero provided
a good tool for recording and chasing, it did not get a signed STO form
and deliver it to the bank! We know who has paid.
 Mark Christy: Have we identified equipment needs and the R&M
requirement of this facility? As mentioned in the Chairman’s report, the
facility cracks will continue to be “papered over” until such time as we
have a firm commitment from the local authority. In respect of equipment,
a circular will be sent to all coaches to identify the requirement.
 Terry Quirke: Have we approached Sport England, or looked at other
funding opportunities? Yes, this is all part of the whole site development
proposals.
NEWMARKET RUGBY UNION FOOTBALL CLUB
Ray Burt made a proposal for the acceptance of the treasurers’ report, subject to
the accounts being formally audited; seconded by James Paxton.
On the matter of Annual Subscriptions, the proposal, for season 2014/15, was as
follows:
Current
Senior Playing
£192 p.a.
Vice President
£50
Junior Players age 13+ years*
£50
Junior Players age 9-12 years
£45
Junior Players under 9 years
£35
Each Additional Child discount
£15
Ladies Social Membership
£10
Associate Membership
£20
Ladies Playing Membership
As Above
* Includes Students 18-25 yrs in Full Time Education
Proposal
Note:
£192 p.a.
£50
£50
£45
£35
£15
£50
£20
1
1
2
2
2
2
3
1
4
Notes:
1. No Increase proposed
2. No change: subscription allows for 1 child, plus Associate membership for 1
parent.
5. Ladies playing membership to be in accordance with their male equivalent e.g.
15 – 18 age group will pay £50; adult ladies team same as senior playing.
General discussion on level of subscriptions and collection thereof, which is regarded
as the most important aspect: historically, we have not done well. The Mini and junior
section is the “jewel in the crown” but we need to engage with the membership (Mark
Christy).
For clarification students in full time education, up to the age of 25 years, will only be
required to pay the maximum junior rate. Part time students, falling into this age
category, who have an income, would be required to pay the appropriate rate. The
option for dispensation due to low income, as with all classes of membership, remains
open.
Acceptance of the fees was proposed by Ray Burt and seconded by James Paxton.
Neil Rodman proposed a vote of thanks to the treasurer, accepted unanimously.
A copy of the audited accounts for 2013/14 is set out on the next page:
NEWMARKET RUGBY UNION FOOTBALL CLUB
NEWMARKET RUFC INCOME & EXPENDITURE ACCOUNTS 1st May 2013 TO 30th April
2014
BAL B/FWD AS AT 01/05/13
INCOME
Sponsorship
Subscriptions
Match Fees
Tuck Shop - Net
Fundraising
Merchandising - Net
Socials (Lunches)
International Tickets
Bank Interest / Compensation
TOTAL INCOME
EXPENDITURE:
Bank Charges / Unpaid Cheques
Coaching Expenses
Fitness Coach
Physio & Medical Support
Subs & Fees
Referees Fees
Pitch Hire
Players Insurance
Playing Kit / Equipment
Coaching Course / Child Protection
Awards Night: Trophies etc
Festival Entry Fees
Events: Maisons-Laffitte Hosting
Travel Coach Hire - Net
Repairs & Maintenance
After-Match Food
First Aid Course & Supplies
Postage/Secretarial/Printing
Laundry
Clubhouse Hire
Misc
Web Site Hosting
TOTAL
EXPENDITURE
Full Club
£
£
50195
13571
17559
30
1007
3083
-3665
2955
1337
6
Senior Section
£
£
25409
Junior Section
£
£
24786
8752
7323
30
0
2533
-1450
2955
1337
6
4818
10236
0
1007
550
-2216
0
0
0
35882
121
745
0
2317
324
1500
5096
1000
8666
105
978
300
828
651
1609
1756
833
1266
1340
1598
139
286
21487
0
745
0
2317
324
1160
3042
1000
3849
0
0
0
0
651
1609
1756
0
955
1340
1598
100
286
14395
121
0
0
0
0
340
2054
0
4818
105
978
300
828
0
0
0
833
311
0
0
39
0
31457
20731
10726
BAL C/FWD AS AT 30/04/14
54621
26165
28455
REPRESENTED BY:
Cash At Bank
Merchandising Stock
Debtors
Creditors
£
52621
2000
4764
-4764
£
21401
0
4764
0
£
31220
2000
0
-4764
TOTAL
54621
26165
28455
NEWMARKET RUGBY UNION FOOTBALL CLUB
6. Nomination for Honorary Life President:
There being no nominations, the meeting proceeded to item 7.
7. Election of Officers:
The full list of officers for season 2014/2015 is appended hereto.
8. Any Other Business:
There were no other questions, relevant to the business of the AGM, notified to the
secretary prior to the AGM.
The meeting closed at 8:20pm
Robert Voss
Hon Secretary
NEWMARKET RUGBY UNION FOOTBALL CLUB
Item 1 Newmarket R.U.F.C. AGM 04th June 2014 – Apologies for Absence
Paul Cocks
Mike Stone
Louise Clifton
Claire Burt
Simon Guenigault
Philippa Walker
Peter Noone
Paul Gwynn
Guy Pidsley
Jo Howard
Caroline Hillary
Nicky Goddard
Trevor Peak
Mike Reeves
Adrian Green
NEWMARKET RUGBY UNION FOOTBALL CLUB
Appendix 1
Newmarket RUFC AGM 04th June 2014 list of attendees
Mike King
Raymond Richardson
John Adams
Mark Christie
Sherard Franklin
John Morris
Philip Milbank
Jim Paxton
Neil Osborne
Bruce Skingley
John Taylor
Robert Voss
Andy Dawbarn
Adrian Parsley
Terry Quirke
Bodek Grzech
Steve Drawbridge
Matt Cooper
Gareth Godfrey
Karen Leaman
Ray Burt
Andy Baldwin
Tina Parsley
Pete O’Riorden
Kevin Collins
Linda Payne
Ian Pountain
Neil Rodman
Brewster Barclay
NEWMARKET RUGBY UNION FOOTBALL CLUB
Newmarket R.U.F.C. AGM 4th June 2014 – Election of Officers 2014/15
POST
HOLDER
Willing to
Stand?
NOMINATION
PROPOSED
SECONDED
President
Ian Pountain
Yes
Ian Pountain
N Osborne
R Voss
Chairman
John Adams
Yes
John Adams
Neil Osborne
A Green
Vice Chairman
S Green
No
A Parsley
J Adams
R Voss
Director of Rugby
& Senior Playing
Chairman
Junior Rugby Coordinator
Clubhouse &
Grounds Chairman
Hon. Secretary
Gareth Godfrey** M King
R Burt
A Baldwin
No
Bruce Skingley
K Leaman
R Voss
G Godfrey
No
R Burt**
J Adams
N Osborne
R Voss
Yes
R Voss
J Adams
K Leaman
Hon. Treasurer
S Franklin
Yes
S Franklin**
J Adams
R Burt
Hon Fixture
Secretary
Membership
Secretary
Welfare and
Safeguarding
Officer
Press & PR
Chairman
Fund Raising
Chairman
Social Chairman
L Pooley
No
R Burt**
M King
I Pountain
M Reeves
No
Tina Parsley
J Adams
R Burt
Karen Leaman
Yes
Karen Leaman**
G Godfrey
Yes
G Godfrey**
R Voss
S Franklin
I Pountain
No
N Osborne
L Payne
I Pountain
M Reeves & L
Cocks
A&T Parsley
Yes
Yes
M Reeves & L
Cocks**
A&T Parsley
Coaching Coordinator
Volunteer Coordinator
VP Co-ordinator
R Nash
Yes
Rob Nash
N Rodman
Yes
N Rodman
M King
R Voss
D Fynney
Yes
D Fynney
I Pountain
N Rodman
Communications
and Marketing
Officer
Trustee
S Guenigault
Yes
S Guenigault**
Merchandising
A Green
I Pountain
Continuing
In accordance with the amendment to rule 6 of the constitution, those jobholders
highlighted come to the end of their term of office at the end of season 2014/15.
They can, of course, stand for re-election.
Those marked thus, **, have stated their intention to stand down from the
committee
NEWMARKET RUGBY UNION FOOTBALL CLUB