1. Sorry about being unable to attend.
2. Action 8.3
I have liased with Rob re the Dinner and the results of my ring
round. He has the details. He is going to confirm numbers by Tues
evening at the latest so that I can make final arrangements with the Bath
Club.
3. Action 1.5
I have received basic instructions to enable me to act on the Club's
behalf ("Super User) in setting up the Saracens presence on the new single
internet data base. I have a few months to do this and I also need to know who
will be fixture sec and membership sec in particular. So I will report again at the AGM
4. Action 1.2
Although it has yet to be ratified by the next meeting of the Dorset
and Wilts Committee it is fairly certain that we will be in D&W 2 North
next season.
The 10 team league will be :-
1. Colerne down
from 1N
2. Chippenham 3 down
from 1N
3. Swindon College 2 up
from 3N
4. Malmesbury up
from 3N
5. Corsham 2 up
from 3W
6. Bath Saracens up
from 3W
7. Devizes 2
8. Pewsey Vale
9. Sutton Benger
10. Cooper Avon Tyres 2
2. Treasurer’s Report
2.1 Payments since the last
meeting include a fine, Centurion Travel re. Salisbury and November referee
fees.
2.2 A tour account has been
submitted by Dan Nicholls and it was noted that we still have a debtor for the
2006 tour.
2.3 Accounts are required
by 31st. May for clothing and social fund.
Action R Garton
3. Membership and Publicity
3.1 Installation of the new
notice board has been delayed due to imminent redecorating of the Sulis Club.
Rob will enquire. Action R. Garton
3.2 A VP letter will be sent
before the start of the next season Action
S. Hiscox
3.3 Web Site . A summary of
the season is required. Action H Sawyer
Captains Report
4.1 Dan Nicholls briefly
reported on our most successful season for many years and our promotion to
Dorset & Wilts 2 North.
5. Fixture Secretary’s
Report
5.1 Rob Lawrence asked the
committee to be aware that in the close season we would likely have to
rearrange fixtures, once dates were received, so as to avoid early season and
holidays etc.
6. Toor
6.1 A successful tour was
reported and thanks offered to Dan Nicholls and Rob Garton for the major part
they played in its organisation. Thanks also to Hugh Sawyer for carving the
stone plaques. We have retained one of these as the Sunday game against Blake
Bears was cancelled.
6.2 Rob Lawrence offered to send our thanks to Dartmouth RFC. Action R. Lawrence
6.3 Hugh asked for a write up for the web site Action D. Pyles
7. Clothing & Equipment
7.1 Clothing Account
required. Action R. Garton
7.2 An inventory is available to handover.
7.3 Spare new shirts to be
numbered. Action R. Garton
7.4 Rob Garton reported that Bath Embroidery will feature our 60th.
anniversary on shirts free of charge.
8. Social Secretary’s Report
8.1 Pub treasure trail to be
organised for a Sunday evening. Action
The Gartons
8.2 Woolley Festival 14t.
July. S. Hiscox to provide details to Rob Garton so that a flyer may be
prepared. Action S. Hiscox
8.3 Club Dinner. Numbers
required by Mon 7th. May. A Bath Rugby shirt and a bottle of scotch
will be raffled.
9. Fund Raising
9.1 See 2.3 re social fund.
10. AOB
10.1
Potential officers and committee members for the 2007/08 season were
discussed.
Those not standing next year are as follows:
L. Garton Coach/Team
Manager
H. Sawyer Treasurer
R. Lawrence Fixture Secretary
R. Garton Clothing Manager
B. Hodkinson Social Secretary
Post Meeting Note :
The Sulis Club is not
available to us on 15th. June.
The AGM will be held at the
Green Park Tavern, Lower Bristol Road
Next Meeting : To be advised at AGM
| 4th April 2007 |
|
Present : Hiscox / Sawyer / Pyles / Nicholls / R
Garton / York / Blackburn / Lawrence / Hodkinson
Apologies: Fielding / Oliver / Powell / Kavanagh / L
Garton / Bradley / Cheese
Previous Minutes accepted.
1. Secretary’s Report
1.1 The Club had ordered
tickets for the August Internationals at Twickenham.
1.2 The Secretary would
continue to ascertain just what finishing second in the League would mean to
the Club in terms of D&W League placement next season. ACTION: York
1.3 The Secretary produced a
Bath Shirt that had been signed by all the Bath players. It would be raffled at
the Dinner.
1.4 The Dinner venue had
been confirmed. There would be the usual Disco and licensing extension.
1.5 The RFU had introduced a
single internet based data base that would be used to assist in the running of
rugby at all levels throughout England. Each club were being asked to nominate
someone to be its focal point for the
system (in RFU terms "a super user"). The Secretary said he would
perform that role and would report back at the next Committee meeting just what
the new system entailed and what it would be capable of. ACTION: York
1.6 The Club had received a
£25 fine for not sending in a league match report on time. The Skipper accepted responsibility. The Treasurer gave him a withering look.
2. Treasurer’s Report
2.1 The first bill for
referees for the 06/07 season had been received. It covered the period up to the end of
October.
2.2 Hugh had paid the
Atlantis Hotel deposit (toor).
2.3 The debt of £90 for last
years toor was still outstanding.
3. Membership and Publicity
3.1 The Club had been asked
to wait a couple of weeks before erecting the new notice boards as the Sulis
Club were about to do some decorating.
3.2 The Committee were
informed that the recent VP day had been reasonably successful, and that the
list of point scorers had been updated on the web.
Captains Report
4.1 Dan Nicholls gave the
Committee a glowing report for the past month.
He said that we had won every game and that the teams performances had
been as good as at any time throughout the season. Avonvale had been "blown
away" by a superb display of running and handling in the first 15 minutes
of the match. Bristol Telephones with their huge pack presented a different
problem. Our pack did well to compete but living off scraps the backs still
managed to score and ensure victory.
Against Salisbury a scratch side was put out and given that the backs
were particularly under strength the forwards turned in a very good performance
and victory was ground out.
5. Fixture Secretary’s
Report
5.1 There was no news as to
whether or not the Club would face a play off at the end of the season given
their league position (2nd).
6. Toor
6.1 Dan had sorted out the
toor. It would be to Torquay, staying at
the Atlantis Hotel. Rob had organised fixtures against Dartmouth RFC (Saturday)
and on the way back against Blakes Bears (Sunday, Bridgewater).
6.2 The Committee were
content that any student that had financial difficulties could pay in
instalments.
6.3 Hugh agreed to prepare
the usual plaques.
ACTION:
Sawyer
7. Clothing & Equipment
7.1 Rob informed the Treasurer
8. Social Secretary’s Report
8.1 Bren expressed his
thanks to Rob and Les Garton and Jim Biss for organising social events during
8.2 Bren suggested that
there should be August get togethers at the Club to coincide with England's two
home fixtures.
8.3 The cost of the Dinner
was fixed at £20. The Secretary was
asked to invite guests. ( a referee, a Sulis Club rep and a rep from Old Edwardians)
8.4 The cost of hosting a
race night would be investigated. ACTION: R Garton
9. Fund Raising
9.1 Rob reported that some
£150 match day raffle money had been
used for refreshments on the return trip from Salisbury. However there was still over £100 left for
toor. Rob also agreed to produce a
simple end of year statement regarding this source of revenue and its
expenditure for the Treasurer to include in the end of season official
accounts. ACTION: R Garton
10. AOB
10.1 AGM fixed for Friday 15th
June at 8pm at the Sulis Club. ACTION: York
10.2 The Committee were
content that if the same financial arrangements could be agreed then the Sulis
gym could be used during the close season.
10.3 The possibility of
resurrecting Sunday morning football during the summer was raised by the
Chairman.
10.4 Bren Hodkinson and Rob
Lawrence said that they would not be standing for the Committee next season.
With the Treasurer and Rob Garton having
also previously said the same it was important that volunteers were identified
as quickly as possible. Leaving it to
the night of the AGM might result in some difficulties. ACTION: COMMITTEE
10.5 Somerset RFU had been
advised that as a result of being sent off against Combe Down the Club had
suspended the player concerned for two weeks.
Next Meeting : Wed 2nd MAY
2007 1915 for 1930 PLEASE.
| 7th March 2007 |
|
Present : Hiscox / Sawyer / Pyles / Nicholls / R
Garton / York / Blackburn
Apologies: Fielding / Oliver / Powell / Lawrence /
Hodkinson / Kavanagh / L Garton / Bradley
/ Cheese
Previous Minutes Last months minutes contained two
errors. Action 7.2 should have been
against Les not Rob Garton, and the para 8.1 comment should have been
attributed to Rob not Les.
1. Secretary’s Report
1.1 The Club had received
application forms for the warm up world cup games at Twickenham on the 4th and 11th August against
Wales and France respectively. To date there had been no approach from RFU
approved hospitality firms to purchase them so the Club would only order if it
were confident of being able to dispose of any that proved to be surplus.
ACTION:
York
1.2 As the Club appeared to
be heading for a possible promotion spot, the Committee thought it wise to
sound out Dorset and Wilts League officials as to just what their plans might
be for next season. ACTION: York
Treasurer’s Report
2.1 All monies from
International Tickets sold to hospitality Companies were now in. The profit was
£1015.
2.2 Hugh had paid the cost
of the web hosting package and had
purchased RFU draw tickets on behalf of the Club.
2.3 There was now only one
debt (£90) outstanding. There did not
appear any reason as to why this shouldn't be collected.
2.4 Membership subs had
reached £470 (paid by 20 people). The
Committee considered this satisfactory.
2.5 A bill for last seasons
catering had still not yet been received.
3. Membership and Publicity
3.1 The finished notice
boards were still awaiting erection. Rob said he would talk to Karen to ensure
that we had permission to fit them to the wall. Action Garton
3.2 Christmas Draw. Dave
Pyles and Mike York yet to establish which vice presidents sold draw tickets. (post meeting note:- now done)
3.3 Steve Hiscox had
produced and distributed a VP newsletter.
3.4 Bath Rugby yet to be
contacted re possible shirt donation. ACTION: York
3.5 The list of point
scorers had been updated on the web although the sponsor's page still needed
amendment. ACTION: Sawyer
3.6 A possible new (or
additional) shirt sponsor was being spoken to.
ACTION: Hiscox
4. Captains Report
4.1 Dan Nicholls presented
yet another positive report. The teams performances against Trowbridge and
Combe Down had both been particularly heartening. We played very well against
Trowbridge and blitzed them 48-5, whilst in a different game all together against
Combe Down we weathered some roughing up, defended well and ran out 31-12
winners despite having a player sent off. It was worth noting that for this
game we had 28 players available. The loss against Frome was due to an
extremely heavy pitch which Frome used to their advantage by keeping it tight
and outgunning us up front.
5. Fixture Secretary’s
Report
5.1 No report
6. Toor
6.1 Toor was running into
major problems. The venue was still
undecided and finding suitable hotels was a problem. Dan agreed to take control of matters and he
was also advised to get a list of those definitely going. Whilst he was confident that numbers would be
adequate he agreed that this needed to be done without further delay. ACTION: Nicholls
7. Clothing & Equipment
7.1 The missing first aid
had been replaced.
7.2 The shed combination
still needed changing.
ACTION Hodkinson/R. Garton
7.3 More polo shirts and
drill tops had been ordered and some kids polo shirts were also going to be
bought. ACTION: R Garton
8. Social Secretary’s Report
8.1 Sunday lunch arranged
for 11th March at the Green Park Tavern.
8.2 Trip to EDF semi finals
in Cardiff on the 24th March. (6 thought to be going)
8.3 Late return from game
against Salisbury Exiles on the 31st March.
8.4 On being advised of the
high outlay necessary to run a race night the Committee shelved this idea for
the present.
9. Fund Raising
9.1 The match day raffles
had proved to be very successful and Rob reported that the kitty currently
stood at some £200.
10. AOB
10.1 The Committee were told
that both Rob and Les Garton would not be standing for the Committee next
season and the Treasurer also confirmed he would be standing down.
10.2 It was reported that the
arrangement for using the gym on training nights worked well and that the Club
could expect a bill at the end of the season.
10.3 The Club Dinner would be
confirmed with Bath Rugby ACTION York
10.4 Rob said he would help to
organise the dinner and would start by
allocating a number of people who would each be responsible for chasing
up around 20 others. ACTION Rob Garton
Next Meeting : Wed
4th April 2007 1915 for 1930
PLEASE.
|
| 7th February 2007 |
Present : Hiscox/Sawyer/Pyles/Nicholls/Kavanagh/Garton R/Garton L/Cheese/Bradley .
Apologies: York/Fielding/Oliver/Powell/Lawrence/Hodkinson/Blackburn.
1. Secretary’s Report
1.1 Nothing to report
Treasurer’s Report
2.1 International Tickets Sold To Hospitality Company - £3,190 received to date with a further £645 still outstanding for tickets that cost us £2,820.
2.2 A letter from Hugh has prompted the refund of £32 bank charges paid.
2.3 Only two debtors remain re. clothing and tour.
3. Membership and Publicity
3.1 The notice boards are now finished – thanks to John Bradley and ready for erection. In his absence Rob Lawrence was asked to talk to Sulis about this.
Action: R. Lawrence
3.2 Christmas Draw. Dave Pyles and Mike York to establish which vice presidents sold draw tickets.
3.3 Steve Hiscox will send another VP letter advising that the next VP day will be Sat 17th. March. Bath Rugby will be approached for a shirt to be raffled ( either for the VP day or at the annual dinner. Les mentioned the possibility of an England shirt given that the England team were based in Bath.Action: Pyles/York
3.4 Web Site . Hit Counter. Hugh has received complex details and will further investigate.Action: H. Sawyer
3.5 Web Site. List of point scorers to be updated and reconciled with points scored.Action: D. Nicholls
Captains Report
4.1 Dan Nicholls presented a positive report. Despite the difficulty in raising a team especially for friendlies, we have benefited from our links with university American football. We have been fielding a large assortment of backs every Saturday but the result against Bradford on Avon typified the team’s good spirit and positive attitude.
5. Fixture Secretary’s Report
In his absence Rob Lawrence submitted the following report:
( Also see 6.4 )
5.1 Once again work has taken me away and I will be unable to attend Wednesday’s meeting.
Please update those attending with the following:
Fixture secretary:
Rugby posts should be back up in time for the Trowbridge match on the 17th Feb. I will check progress early next week.
Cost of pies for last weekend was £16.50, I have a receipt and can deduct from my tour costs if Hugh's happy with that.
6. Tour:
• The coach is provisionally booked with Centurion Travel. Picking up from the Ram 2-3pm on Friday 20th, arriving back at Bath 8-9pm on Sunday 22nd.I have negotiated a 39 seater (that should be quite big enough) for the cost of a 29 seater. The price is £850. The 50 seater would be £1150. The only draw back is the absence of a loo, however do we really want to pay out an extra £300 for that luxury?!
• The Sunday game is confirmed v Nomads (Portsmouth) they came to us a couple of seasons back and seemed a good bunch.
• That just leaves the Saturday fixture and the hotel to sort out. The fixture should be easy. The best option of a hotel that I've found so far that could accommodate us is quite close to the centre and beach but not on the sea front. It’s a self catering set up with a 24 hour cafeteria. It doesn't have its own bar though, is this a problem?
• Going forward I'm going to need numbers can I have some help with this? I'm going to base the Tour cost and initial accommodation enquiries on 24 people. Any more will bring the cost of the coach per person down and the spare money can supplement the beer kitty.
• Is Hugh able to produce a couple of his fine handcrafted pieces of Bath stone as trophies?
Can the committee approve these ideas? If they're not happy about this I need clear and simple alternatives as time is running out.(I am still looking for other accommodation options)
In addition I've had the first suggestion for tour theme. Its Mods and Rockers. I thought that it was quite appropriate for Brighton! Other suggestions please.
Results of discussion of the above were as follows:
Action Dave Pyles to discuss with Rob Lawrence
6.1 Toilet on coach - £300 would not add a huge extra per capita cost. Depending on final costings of the tour we recommend that the coach does have this facility.
6.2 Choice of hotel. An hotel with a bar would be preferable – The difficulty in finding a suitable hotel as experienced by both Pyles & Lawrence was noted.
6.3. Hugh will be able to provide carved stone for the plaques – thanks Hugh.
6.4 Les is still collecting names for the visit to the Millennium stadium on the day of the Bristol Telephones fixture. It is still not known if that fixture will stand.
7. Clothing & Equipment
7.1 The first aid kit appears to be missing. Dan/Rob to check on Saturday and if necessary arrange to replace.Action: Nicholls / Garton R
7.2 The Sulis club were given the combination to our shed so that they could retrieve the post pads. As these do not belong to Saracens it was agreed that they should be stored in the other shed and that the combination should be changed.
Action: Hodkinson/R. Garton
7.3 Models for club clothing to be carried forward ( hopefully !)
Action: B. Hodkinson
8. Social Secretary’s Report
Bren submitted the following report:
( Apologies from Dave Pyles for not reporting all of this at the meeting)
I’ll not be able to make it to the meeting tomorrow night, apologies. Things to mention would be the Sunday lunch Rob Garton is organising on 11/3. Also, I’ve put together a small tool kit in the old medical kit box (including spare ali studs), and a small cabinet in the shed. I’m going to alter the cabinet so we can lock it with the old padlock. Rob G has kindly donated a couple of 500W lights – I’m going to add one to the shed lights to help attract UFO’s.
I’ve still got to recover around £30 for the Christmas mulled wine – will sort with Hugh. I’ll get the promotion kit photos for the web sorted soon…
8.1 Les Garton said that it was disappointing that apart from Les volunteering to arrange the Sunday lunch on 11th. March there were no volunteers to arrange a social on 24th. Feb. In view of this that evening would be earmarked as an informal night in town. Hugh to publicise on web site.Action: H. Sawyer
8.2 Possibility of horse racing night. Volunteers needed to determine interest.
Action: All
9. Fund Raising
9.1 Thanks to Les for producing 15 copies of the club photo to be sold at £2.50 each.
10. AOB
10.1 Steve Hiscox – Discussion of retiring committee members and potential members for next season. Carry forward to next meeting.
10.2 Gym membership. The following amounts will be payable at the bar for use of the gym on training nights. One to five people £3 each. Six or more people £2 each.
The club will pay this cost only in the event that training is not possible due to adverse weather conditions or very low numbers.
Next Meeting : Wed 7th March 2007
1915 for 1930 PLEASE.
|
| 10th January 2007 |
Present : York/Sawyer/Pyles/Kavanagh/Garton R/Garton L/Bradley/ Hodkinson .
Apologies: Fielding/Oliver/Powell/Lawrence/Hiscox/Nicholls/Blackburn.
Rob Garton pointed out that the minutes of the previous meeting were incorrect in saying that match day raffle proceeds were used for match day expenses. They were in fact used to contribute to or cover expenses incurred by social events (SEE 8.5).
1. Secretary’s Report
1.1 The Club had received its lottery approval for 2007 from the local council and also a statement form to fill in in respect of the recent Christmas draw.
1.2 A letter had been sent to the RFU pointing out that the revised annual financial support arrangements for Clubs has meant that one team clubs such as Bath Saracens are now much worse off financially.
Treasurer’s Report
2.1 Hugh reported that the number of people now owing money to the Club was down to just three. Furthermore it was expected that these debts would soon be settled.
2.2 As a result of a written appeal from the Treasurer, the Club had had its £25 fine for not sending in a results card on time squashed.
2.3 A sponsorship cheque from Exclusively Kitchens had now been received as had a £60 cheque from the RFU for our involvement in the Vase Competition.
3. Membership and Publicity
3.1 John Bradley reported that two new notice boards would soon be ready.
3.2 It was clarified that what was required of Hugh was to place a list of Club Sponsors on the web site. Not copies of thank you letters to them. He was also asked if he could install a "hit counter" on the site.Action: Hugh
Captains Report
4.1 In Dan's absence Les reported that the two games played since the last meeting had both been won. What was particularly encouraging was that for both games there were more than ample players available. It was also pleasing to note that for the coming weekend the problem positions of prop had 4 candidates vying for selection. Les then commented that although numbers at training were low, that was not unexpected at this time of year.
4.2 Finally the spectator turnout for the VP designated match and the subsequent Xmas draw on the 16th December was very pleasing. The mulled wine during the match was particularly well received.
5. Fixture Secretary’s Report
5.1 Nil report
6. Toor
6.1 The Skipper had taken soundings of players preferences and would be reporting back on Saturday (the 13th Jan).
7. Clothing & Equipment
7.1 Two match balls had gone missing. It was however hoped that they had simply been borrowed and would reappear in time for the next game.
7.2 Bren said that he had recruited two young ladies to model club clothing. The results would be published on the Club's web site.
8. Social Secretary’s Report
8.1 A Pub Treasure hunt was still on the cards and the possibility of arranging a Sunday lunch to coincide with a 6 Nation match would be investigated.
8.3 The Committee agreed that a 30 seater coach should be arranged for the away game on the 31st March against Salisbury Exiles.Action: Bren
8.4 As Bristol Telephones often cancelled their fixture with us it was suggested that instead of playing them on the 24th March the possibility of a trip to Cardiff to watch the two EDF semi-final games might be worthwhile.Action: Les
8.5 The Committee at this point wished to record their thanks to Bren for organising and driving a mini bus to a recent away game. His efforts before, during and after the day were much appreciated. Rob then pointed out that the £150 spent on liquid refreshments on the same day was an example of how match day raffle monies were spent.
9. Fund Raising
9.1 It was agreed that copies of the Club photograph be sold for £2.50. Les would produce some copies.Action: Les
9.2 Bath Rugby Club would be asked for a donation of a team shirt that would be raffled at the Club Dinner in May.Action: Mike
9.3 Hugh reported that the profit from the Christmas Draw was £610.
10. AOB
10.1 For those training evenings when numbers or weather precluded an outdoor session the question of whether or not we could pay across the bar for a key to the gym was raised.Action: Rob
Next Meeting : Wed 7th February 2007 -- 1915 for 1930 .
|
| 6th December 2006 |
Present : Hiscox/York/Sawyer/Pyles/Nicholls/Blackburn/Kavanagh/Garton R/Garton L .
Apologies: Fielding/Oliver/Powell/Lawrence/Hodkinson/Bradley.
1. Secretary’s Report
1.1 The Sulis club were aware that a step over fence was required. There was nothing more the Club could do to hasten its erection.
1.2 The 1st of the 4 expected cheques from the hospitality firms that the Club had sold international tickets to had arrived.
1.3 Monies from VPs for draw tickets as well as some donations were passed across to the Treasurer.
Treasurer’s Report
2.1 Hugh had recently renewed the Clubs web address for a further two years.
2.2 The situation regarding both Toor and Dinner debts was much improved, and there were now only a few debts to collect.
2.3 The Club had recently been fined £25 for the late reporting of a cancelled league fixture. A letter of explanation had been sent to the South West RFU Secretary but it looked as though we would have to pay.
2.4 The Committee were content with the system Rob Garton (social sub committee) used for accounting for monies collected as a result of match day raffles and fines which were then used to cover match day expenses (eg opposition beer). He was however asked to give a simple end of year statement of income and expenditure to the Treasurer.
2.5 The Treasurer commented that the current financial situation showed a marked improvement on the previous season. However the Committee did feel that a letter to the RFU expressing concern at the dramatic reduction in this and future seasons funding for single team Clubs would be in order.Action: M York
3. Membership and Publicity
3.1 The Xmas draw tickets had all been distributed. One Committee member thought they should have gone out earlier but the general view was that the timing was about right.
3.2 Steve reported that he had collected quite a few more membership subscriptions.
3.3 John Bradley was constructing an additional notice board.
3.4 Hugh was asked to put a copy of the thank you to sponsor(s) on the web site.Action: H Sawyer
Captains Report
4.1 Dan reported that the past month had been mixed from both a result and performance perspective. Following a league walk over at the start of the month we had then played well and defeated a good Bradford on Avon side. Next match against Old Culverhaysians in the cup had seen us again perform well, especially in the first half when our defence was particularly good, but we had shipped a few points later on. However or performance against league leaders Corsham the following week was very poor indeed. We were roundly beaten and following early tries we appeared to lose heart and focus and there was a general lack of commitment all round. Therefore it was surprising that seven days later we trounced North Dorset. The skipper was at somewhat of a loss to explain the months fluctuating performances but he summed up saying that there were more positives than negatives. He was especially pleased with the way in which front row resources were being improved.
5. Fixture Secretary’s Report
5.1 Apart from reminding all that the coming Saturday game was cancelled, there was nothing else to report.
6. Toor
6.1 Toor destination choices had been publicised as being Portsmouth, Exeter or London. However the Captain said that many players had expressed reservations about the choices. After much debate the Committee agreed that Dan should quickly canvass players again. But he was asked to ensure that when suggestions were made those making them should be aware that an England based tour would cost in the region of £120 whilst one to the Continent or Ireland would require in the region of £200. Experience showed that it was one thing saying one would go on tour but another when faced with a request for £200. Action: D Nicholls
6.2 The Chairman would explain the situation to Rob Lawrence. Action: D Pyles
7. Clothing & Equipment
7.1 Rob said he would reduce the price of t-shirts to £5 Action: R Garton
7.2 The shed and lighting were now complete and invoices were with the Treasurer.
7.3 Rob had purchased three rather than two new balls. The Committee were content.
8. Social Secretary’s Report
8.1 A Pub Treasure hunt would possibly be arranged in the new year.
9. Fund Raising
9.1 Many of the other agenda items had alluded to the question of funds and there was nothing else of note to add.
10. AOB
10.1 A physio had not yet been contracted but given the recent numbers at training it was suggest that nothing further be done until the new year.
10.2 It was agreed to double up on food for the VP day match on the 16th December.
Next Meeting : Wed 10th January 2007
(note that this is not the 1st Wednesday in the month)
1915 for 1930 AGAIN PLEASE.
|
| 1st November 2006 |
Present : Hiscox/York/Sawyer/Pyles/Nicholls/Blackburn/Hodkinson/Bradley.
Apologies: Kavanagh/Garton R/Fielding/Oliver/Garton L/Powell/Lawrence.
1. Secretary’s Report
1.1 Step over fence at Sulis Club still not in place in place.Action: Mike
1.2 20 books of tickets for the annual RFU draw had arrived. The Club would purchase them but would not be ordering any more.Action: Hugh
1.3 As instructed by the Committee, contracts had been signed with RFU approved hospitality groups to sell the Club's allocation of 6 Nation tickets. A profit of well over £1000 had been made.
2. Treasurer’s Report
2.1 On the income front, Hugh reported that a £50 donation had been received from a VP and also that the Bath CSSC had given the Club £250 towards the cost of the equipment shed. There was also the profit from the International ticket sale (see 1.3) which was expected early in the New Year. Expenditure wise the Xmas draw tickets had cost £111
2.2 Hugh then expressed concern that Toor debts still stood at almost £500. Dan was given a list of those who owed money and said he would remind them.Action: Dan
2.3 A food bill from Karen was still outstanding.
3. Membership and Publicity
3.1 The Xmas draw tickets were now available and a newsletter would be published to accompany them to VPs. The aim was to get them out within 8/10 days. Bren would take charge of their distribution to players. The Sulis Club was available for the draw on the 16th December.Action: Bren & Steve
3.2 Further recruitment posters were being put up at the University and if current numbers of student players were anything to go by they were certainly proving their worth.
3.3 Steve said that he had only collected nine £25 membership fees to date but that asking for that amount of money on recent match days when players had not only been buying draw tickets but also providing raffle prizes was not an easy task. The Committee were sympathetic and were content that the money be collected slowly over the year and where circumstances dictated Steve was advised that he could use his discretion over the actual amount asked for.Action: Steve
3.4 Les reported that “credit cards” that gave details of Club Officials were now ready for distribution.
3.5 The possibility of producing a DIY notice board would be investigated.Action: John
3.6 The annual charge for the Club web was dueAction: Hugh
4. Captains Report
4.1 Dan was extremely upbeat in his report. The Club were unbeaten in the League and playing numbers were increasing all the time. One very positive note was that for the next league match there were 4 props available, a position that recently had given much cause for concern. As for the backs 4 wingers were fighting for places and for the coming league match the strength of the bench was quite something. Training was still well attended and at the previous session a full complement of backs were on show.
5. Fixture Secretary’s Report
5.1 Rob asked that members ensure that after the game the referee was made welcome in the bar and that his drinks were paid for. He also reported that although the friendly on the 18th November had been cancelled the cup game the following day had yet to be confirmed.
5.2 Bren informed the Committee that a self drive 16 seater mini bus had been hired for the away game on the 2nd December, and that he would be driving.
6. Toor
6.1 Toor destination choices were now Portsmouth, Exeter or London. Rob Garton would be asked to see what availability and costs for the Union Jack Club in London were like.Action: Rob
7. Clothing & Equipment
7.1 The Committee were keen that Club clothing continue to be well advertised and where possible be on show at matches. Rob was also asked to investigate the possibility of again purchasing some cheap t-shirts with the club’s name on.Action: Rob
7.2 Bren was thanked for fitting out the shed with racking etc.. The Chairman commented that the whole structure was now far more sturdy as a result. Bren replied that he would also be erecting some permanent lighting for which he had been given approval. He would advise the Treasurer of his costs to date.Action: Bren
7.3 Apart from one ball all the others were the lighter weight training variety. The Committee therefore agreed that two further match balls be purchase AND MARKED.Action: Rob
8. Social Secretary’s Report
8.1 There would be at least 20 people at the Sunday lunch prior to the England v New Zealand International on the 5th November.
8.2 A Pub Treasure hunt was being arranged.Action: Bren
9. Fund Raising
9.1 Wessex Water had sent a “raffle pack” as a result of a letter to them requesting financial support/sponsorship.
9.2 Mike had not forgotten that Bath Rugby would be asked to donate a Bath Rugby shirt which he would then get signed.Action: Mike
10. AOB
10.1 Andy’s physio contact would be willing to attend training sessions if guaranteed a minimum amount. Dan would ask him to make the necessary arrangements Action: Dan then Andy
Next Meeting : Wed 6th December 1915 for 1930 PLEASE.
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| 4th October 2006 |
Present : Hiscox, York, Sawyer, Pyles, Cheese, Nicholls, Powell, Blackburn, Lawrence, Hodkinson, Garton L.
Apologies: Kavanagh, Bradley, Garton R, Fielding, Oliver.
1. Previous Minutes Accepted
2. Actions Arising All covered under subsequent agenda items
3. Secretary’s Report
3.1 Sulis Club yet to put a step over fence in place.Action: Mike
3.2 Although contracts had yet to be signed by both parties it looked as though the sale of most of the Club's allocation of its 6 Nation International tickets to RFU approved hospitality organisers would bring in a significant amount of much needed cash.
4. Treasurer’s Report
4.1 A letter of thanks has been sent to Centurion Travel for their match day (14/10) sponsorship. Someone will meet and greet them on that day.
4.2 Although there were still a few Annual Dinner debts and Toor debts to collect it was not anticipated that those still owing would not pay up soon.
4.3 Fixture cards and shirt embroidery bills had been settled.
4.4 Insurance details have been placed on the notice board along with a warning about their limited scope.
4.5 Les would let the Skipper have the template for match day accounting.Action:Les
5. Membership and Publicity
5.1 Steve confirmed that player registration was now complete.
5.2 A VP Newsletter along with fixture cards had been sent out.
5.3 It was agreed that the 16th December would be both a VP day and the Xmas Draw date. The draw would take place at around 1800. Mike York would arrange for draw tickets to be available 1st November and Bren Hodkinson would check out the availability of the room at the Sulis Club for that date.Action:Bren and Mike
5.4 The "draft" credit cards looked good and they would now be produced and distributed.Action:Les
5.5 The Skipper agreed to supply info for Hugh for the Club's web site.Action:Dan
5.6 The current notice board was considered too small and a second would be purchased.Action:Steve
6. Captains Report
6.1 Dan said that he was very pleased with the way that the team had gelled so quickly at the start of the season. The first two league games had been won and the performance in the second against Combe Down was particularly pleasing. Numbers at training were also impressive with almost a full 15 at the last session.
7. Fixture Secretary’s Report
7.1 It was agreed that the friendly on the 18th Nov against Oldfield be cancelled and replaced with a Somerset Cup game against Old Culverhaysians the next day.Action:Rob
7.2 The possibility of hiring a self drive mini bus for the 2nd December game against North Dorset would be investigated. The Committee ruled out hiring a coach because of the cost.Action:Bren
8. Toor
8.1 Rob had distributed a questionnaire and leaflets would also be handed out.
9. Clothing & Equipment
9.1 All balls are now marked with the club’s name.
9.2 The kit shed had been boarded up and racking installed.
9.3 A combination lock had been bought and fitted to the shed door.
9.4 The Skipper accepted that on match days responsibility for buckets, balls etc. were his responsibility although he could delegate.
10. Social Secretary’s Report
10.1 The 21st October Bonghy-Bo (Phil Cheese's post wedding celebration) was still on. Students would be informed.
10.2 The possibility of a curry night in November would be investigated.Action:Bren
10.3 Dan agreed to help Bren organise a Sunday lunch venue prior to the England v New Zealand International on the 5th November.Action:Bren/Dan
11. Fund Raising
11.1 The Committee agreed to stick to the Xmas draw and not change to the RFU draw. See 5.3 above.
11.2 It was agreed to alternate between Match day raffles and scratch cards.
11.3 A Bath Rugby shirt would be obtained and signed for a future fund raising date.Action:Mike
12. AOB
12.1 Prospective physios to attend training nights would be approached by Bren and Andy. They would be offered up to a guaranteed £20 to attend.Action:Bren/Andy
12.2 It was decided that "attire" and "lateness" fines should be reintroduced.
Donm Wed 1st November @ 7:30p.m.
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| 6th September 2006 |
Present : Hiscox, Bradley, Sawyer, Kavanagh, Pyles, Garton R, Cheese
Apologies: York, Fielding, Hodkinson, Nicholls, Oliver, Powell, Garton L, Blackburn, Lawrence
1. Previous Minutes Accepted
2. Actions Arising All covered under subsequent agenda items
3. Secretary’s Report
3.1 Step-over fence c/fAction: Mike York
3.2 Invoice For Shed - Required to reimburse us. HS to liaise with Rob Garton
Action: Hugh Sawyer/ Rob Garton
4. Treasurer’s Report
4.1 Audited accounts have been sent to the RFU
4.2 Do we need to send accounts to Som. RFU and do we pay an affiliation fee?
Action: Mike York
4.3 Income – combined loss of £9 for golf/cricket
4.4 Cheque for £1660 received for international tickets
4.5 Refs’ bill received for £60
4.6 Will Somerset provide referees?
- Post meeting note : Rob Lawrence has sent referee request form for all our home games.
4.7 Hugh estimates that this season we will break even on the basics of pitch hire, subscriptions, match fees. Any other expenses must be funded from other sources.
4.8 Insurance details received. These are to be placed on the notice board with a warning about their scope.Action: David Pyles
4.9 Bren to chase dinner debtorsAction: Bren Hodkinson
4.10 Hugh to send Dan Nicholls template for match day accountingAction: Hugh Sawyer
4.11 £50 received from Centurion travel. Hugh to write letter of thanks.
Action: Hugh Sawyer
5. Membership and Publicity
5.1 Players’ Registration. Players are registered with First XV.
Steve Hiscox has registration forms for new players and has ten ready to send. Players will be registered 7 days after the form is sent.
5.2 Fixture cards are available. 25 cards have been issued and signed for.
5.3 Laminated posters are available from Steve.
5.4 VP letter will be sent this week.Action: Steve Hiscox
5.5 “Credit cards”Action: Next Meeting
5.6 Web Site – More info. required. Dan Nicholls will provide re training etc.Action: Dan Nicholls
6 Captains Report
6.1 Availability of players for first month of season b/f..
Action: Dan Nicholls / Les Garton
7. Fixture Secretary’s Report
In his absence Rob Lawrence submitted the following:
Actions
I've asked Karen for a copy of the food invoice. It hasn't arrived yet!!
Alternative recruitment poster for Uni is available for when students come back
Fixture cards arrived and were handed over to Steve Hiscox. He also has the invoice which needs to go to Hugh.
Fixture Secretary
We've been drawn away to Old Culverhaysians in the first round of the Somerset Vase on Sunday November 19th.
Awaiting captain’s requests for pool fixtures on 9th and 16th of September. Arranging pool fixtures may be difficult this season as Steve Fielding's contact details are in all the handbooks. Also as I'm away a lot at the moment I'm not going to pick up any random calls to my home regarding rearranged fixtures.
Any September pool fixtures will be arranged away from home due to the Sulis club showers situation. – Claire has since phoned Rob to say that the showers will be repaired week commencing 11th. September
Our first home games are on the 7th & 14th of October. If the showers have still not been mended I will attempt to reverse these fixtures.
Tour
I will start canvassing preferences at our first league game on 23rd of September
Can we please agree whether Amsterdam will be the location for our 60th anniversary next season or is it still an option for this season? I would like a decision on this before I start canvassing.
It was agreed at the meeting that players should be asked if they wanted to go to Amsterdam this season or the season after to mark our sixtieth and either way they should also nominate a U.K. destination.Action Rob Lawrence
AOB
A couple of weeks ago we found that the key to the training lights was missing from the shed. I noticed this when I tried to check that all the lights were working. Can we try to locate a key and then test the lights before we actually need them. This is only going to be a couple of weeks from now.
- Phil Cheese will discover if he has the plastic keyAction Phil Cheese
Has anybody attempted to contact Ross (university prop) yet?Action Pete Oliver
8. Clothing & Equipment
8.1 All balls are to be marked with the club’s name.Action Phil Cheese
8.2 Boarding up material to be brought up to the club so that volunteers may help with boarding up shed.Action Les Garton
8.3 Club clothing to be sold at a small profit ( c. 10% mark up)
Action Phil Cheese
8.4 A combination lock will be bought for the shed.
8.5 It was confirmed that on match days buckets, balls etc. were the responsibility of the captain who could delegate this responsibility. Action Dan Nicholls
9. Social Secretary’s Report
9.1 Hawaiian night 16th. Sep . Poster to be prepared.Action Rob Garton
9.2 21st. October. Open invite by Phil Cheese to attend his post wedding event at Bonghy-Bo in Bath.
9.3 Sunday lunch to be organised.Action: Bren Hodkinson
10. Toor
10.1 Toor Location : See Fixture Secretary’s report.
11. Fund Raising
11.1 Les Garton has written to pubs/clubs re. match day sponsorship.
11.2 Christmas Draw / RFU tickets to be further debatedAction: Next Meeting
11.3 Match day raffles will be held instead of scratch cards
12. Any Other Business
12.1 Clarification was sought of the terms of the siting of our shed re. the storage of post pads, flags etc. Post pads were moved out of the shed but have been returned there by ground staff.Action: Mike York
12.2 Club Physio. There was considerable debate about the possibility of the club funding a physio., instigated by an enquiry from Andy Powell. The committee recognise the benefit of a retained physio. especially with regard to the speeding of players’ return from injury. However, due to the present state of the club’s finance it was felt that this merited further discussion and suggestions as to how this should be funded should sought from the club’s coaches and Andy Powell. Les, Pete and Andy are therefore asked for suggestions as to how the retention of a physio might be funded for this season.Action: Les Garton, Pete Oliver, Andy Powell
Donm Wed 3rd October 7:30p.m.
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| 2nd August 2006 |
Present : Hiscox, Lawrence, Kavanagh, Pyles, R Garton, York, Powell,
Apologies: Fielding, Hodkinson, Nicholls, Oliver, Bradley, Sawyer, L Garton, Cheese,
1. Previous Minutes Accepted
2. Actions Arising All covered under subsequent agenda items
3. Secretary’s Report
3.1 Mike confirmed that the Club was affiliated to Somerset RFU for the coming
season.
3.2 The Committee were concerned that the registration and match card completion
rules for the coming season were still not clear. Action Mike York
3.3 There was no chance of receiving a grant from BANES. The assistance was evidently for clubs that owned infrastructure and who had seen a sharp increase in council tax on such buildings.
3.4 The Secretary had yet to approach the Sulis Club re a step-over for the bottom fence. Also it had been noticed that the showers had been out of action for some time now. Action Mike York
3.5. Although the Dorset and Wilts League had been informed of the last minute change of Fixture Secretary, which means that 2006/07 handbooks will be incorrect, the Committee requested that all clubs with whom we had fixtures also be contacted and informed of the change.Action Mike York
3.6. The Secretary would also ascertain just what County Cup competition we could be expected to be invited into.Action Mike York
4. Treasurer’s Report
4.1 A copy of the food account was needed as the original had not been traced. Action Rob Lawrence
5. Membership and Publicity
5.1 A VP newsletter would be sent out during the second half of August. It would have a fixture card with it.Action Steve Hiscox
5.2 The “credit card ” would again be produced, this time in card rather than plastic. Up to date, individual Committee member contact details were however first required. Action Mike York
5.3 Rob Lawrence produced an example of the recruitment poster. Laminated copies would be prepared and put up at the usual sites.Action Steve Hiscox
5.4 For when the Students returned in September a copy of the recruitment poster specifically aimed at them would also be produced.Action Rob Lawrence
5.5 It was confirmed that Centurion Travel would sponsor the first match. They would be contacted and invited to attend. Action Rob Garton
6 Captains Report
Nil report. ( However the Committee were very concerned at the possibility of there being insufficient front row players for the start of the season. To this end it was suggested that the Skipper and Team Manager check out all players availability for the 1st month of the season).Action Dan Nicholls / Lee Garton
7. Fixture Secretary’s Report
7.1 Rob Lawrence reported that fixture card proofs were with the printers. He would include details of the Xmas Draw (16th Dec) and the Dinner (11th May) on the card.Action Rob Lawrence
8. Clothing & Equipment
8.1 The 12 new shirts were almost ready.Action Rob Garton
8.2 Inventory of all equipment almost complete. Action Rob Garton
8.3 The shed windows still required boarding up.Action Lee Garton
8.4 First aid kit will be stocked and ready soon.Action Rob Garton
9. Social Secretary’s Report
9.1 The cricket match proved very enjoyable but it did make a small financial loss.
9.2 Future events were :-
Booze train (26/8)
Hawaiian Night (16/9)
Sunday lunch (end Sept/beginning Oct)
10. Toor (Nil report)
11. Fund Raising
11.1 In view of the state of the Club’s finances following last seasons significant deficit the Chairman added this topic to the agenda.
11.2 It was decided that if possible the majority of the Clubs International ticket allocation be used to either attract a major sponsor and/or sold at a premium to an RFU approved hospitality group.Action Mike York
11.3 It was also decided that after match raffles should be regularly held and an attempt made to use donated gifts as prizes.
11.4 An attempt to obtain a signed Bath rugby shirt to be used as a major raffle prize should be made.Action Mike York
12. Any Other Business
12.1 Rob Garton still to consider shed security regarding storage.Action Rob Garton
Date of Next Meeting Wed 6th September @ 7.30 p.m.
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| 6th July 2006 |
1. Previous Minutes Accepted
2. Actions Arising All covered under subsequent agenda items
3. Secretary’s Report
3.1 Mike confirmed in a submitted report that we will be in a de-regulated league with D & W as we were in Somerset2. We should, however, continue to register our players. The secretary was asked to confirm the following:
a) Do existing players need to be re-registered with D & W?
b) The constitution says that we are to be affiliated with Somerset RFU – Is this affiliation continuing?Action Mike York
4. Treasurer’s Report
4.1 The accounts have not yet been signed off and since the AGM the following items have been added – trophies for life presidents and clothing debtors. The season ended with a loss of £2,280. Pitch hire of £450 has been refunded and there is a half set of shirts accounted for. We will be disadvantaged this season by the change in RFU funding. We will no longer receive funding of £1,088 but will have insurance costs of £250 paid. Debtors are as follows: Tourists £495, Club Dinner £240 and Clothing £70.50.
4.2 Accounts re to be submitted to the RFU by 31st. Dec Action Hugh Sawyer
4.3 Rob Lawrence will ask Karen for an up to date account.Action Rob Lawrence
4.4 Jim Biss mentioned the possibility of a grant from BANESAction Mike York
There was considerable debate about our poor financial performance last season and the committee resolved to improve matters with increased emphasis on fund raising and a less liberal attitude to club funds for the coming season.
5. Membership and Publicity
5.1 Match Fees Match fees for the season were agreed at £5 per player and £2 for unwaged members including students. The situation re. non-playing members agreed at the AGM was clarified as follows: Non-plying members will not be asked to pay a subscription but will be asked to make a donation towards any subsidised functions that they attend.
5.1 CSSA membership numbers to be collected from any new members.
Action Steve Hiscox
5.2 The “credit card ” should be produced again but in card rather than plastic. The web-site address should be moved to the front of the card and Pete Oliver’s details added to the rear.Action Mike York
5.3 Rob Lawrence offered to re-new the poster before the next committee meeting and to produce two versions, one, as at present and another with the reference to the university and Sulis Club removed. He will forward to Paul Kavanagh for approval.
Action Rob Lawrence
5.4 A pre-season VP letter will be sent to include a SAE asking for confirmation of address details and thanks for donations.Action Steve Hiscox
5.5 Les Garton asked if the letter to local businesses re. Sponsorship could be made available.Action Dave Pyles
6 Captains Report
( Report by Les Garton )
6.1 The first training session was attended by around 10 people.
6.2 The Vice Captain was confirmed as Steve Fielding
6.3 The sevens squad (last season) was congratulated on getting to the semi-finals.
7. Fixture Secretary’s Report
7.1 Rob Lawrence has prepared a hand-over document for Steve Fielding
7.2 The fixture list is well populated with the trials match away to Old Edwardians on 2nd. September. No games have yet been arranged for the two weeks following this.
1st. league game is 23rd. September versus Avonvale. The last game before Christmas is away to Salisbury Exiles on 16th. December and there will not be a game on 6th. January. Tour and Presidents v. Chairman will be on the same weekends as last season.
7.3 Rob Lawrence confirmed that he will continue to enter teams in the Chronicle.
7.4 Club Dinner date to be 11th. May. Rob Lawrence to confirm re fixture card with Mike York.Action Rob Lawrence
7.5 Committee member names to appear in the fixture card. As we have a large number of committee attendees Rob asked for confirmation, within one week, of names to appear in the fixture card. Jim Biss volunteered to stand down from the committee. He attended this first meeting and was thanked for his contribution. Dave Pyles will ascertain if there are others who will stand down and report to Rob Lawrence.Action Dave Pyles
8. Clothing & Equipment
8.1 Rob Garton was thanked for volunteering to take on this role from Phil Cheese.
8.2 Phil Cheese has handed accounts to Phil Cheese.
8.3 12 shirts require embroidery and numbers.Action Rob Garton
8.4 Inventory of all equipment to be prepared.Action Rob Garton
8.5 It was reported that the scrimmage machine had been damaged. This does not affect its function and no further action is necessary.
8.6 Who has put what in the shed and who has keys? ( Report of items other than ours in the shed )Action Next Meeting
8.7 Les Garton and Tudor Croft have volunteered to board up the windows of the shed.Action Les Garton
9. Social Secretary’s Report
Report By Les Garton
9.1 Social events to be arranged soon are a cricket match and a train outing
10 Toor
10.1 Rob Lawrence was thanked for volunteering to organise tour
10.2 Dave Pyles to solicit tour memories so as to include a write up on the website.
Action Dave Pyles
11 Any Other Business
11.1 RFU raffle tickets and raffling international ticketsCarry Forward
11.2 “ Lessons Learned” document to be an agenda item. Permanent document to be maintained to document policies and lessons learned from ongoing activities.
Action Next Meeting
11.3 Rob Garton to consider shed security regarding storage. Action Rob Garton
11.4 Sponsorship. Exclusively Kitchens will be entered in the fixtures card. Possibility of Centurion Travel as co-sponsors / discount was discussed.
Action Bren Hodkinson
11.5 A new fence has been erected alongside the pitch. A step-over is required.
Action Mike York
11.6 A rumour concerning the sale of the club was noted. All members to report any knowledge of developments.
11.7 Fundraising to be an agenda item.Action Next Meeting
Date of Next Meeting Wed 2nd. August 7.30 p.m.
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