Eton Manor RFC Annual General Meeting Summary

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Eton Manor RFC held its Annual General Meeting on 2nd June 2018. The agenda included quorum check, officer reports, special resolutions, election of club officials, and other business. Various reports were presented by the Chairman, Senior Team, Youth/Minis, Treasurer, and Director of Rugby. Financial reports showed changes in income and expenditure for the year. The meeting covered important updates and reflections on the club's progress.

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  1. Eton Manor RFC Eton Manor RFC Annual General Meeting ~ AG(P)M Saturday 2ndJune 2018 11:00 Hours

  2. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Agenda 1. Call to Order 2. Quorum Check & Apologies for absence 3. Minutes of previous meeting 4. Officers reports a) Chairman ~ GW b) Senior Section Report ~ IE c) Treasurer ~ JB /BA d) Youth / Mini / Girls Chairman ~ DT/JC e) Discipline ~ JR f) The AGP ~ JR g) 5 Year Plan ~ JR 5. Special Resolutions 6. Election of Club Officials 7. Any Other Business 8. Meeting Closure nd June 2018 June 2018

  3. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Quorum Check & Apologies for absence Jeff Minns nd June 2018 June 2018

  4. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Chairman ~ Gary Wood Sub-Committee Report Good News Bad News Congratulations and Thanks AOB

  5. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Director of Rugby ~ Ian Edwards Senior Team Report Good News Bad News Congratulations and Thanks AOB

  6. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Youth Chairman ~ Richard McArdle / Jackie Clune Youth / Minis Report Girls Report Good News Bad News Congratulations and Thanks AOB

  7. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Treasurer ~ Jeff Bradley / Brian Ash 2017/18 Report and Accounts Income & Expenditure Report Good News Bad News Congratulations and Thanks Q&A

  8. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Treasurer ~ Jeff Bradley / Brian Ash 2017/18 Report and Accounts Bar Income Sales 130,225 down 14,311 Profit (47%) 67,283 down 670 Club Income Income 217,121 up 20,310 Total Expenditure 154,084 up 25,112 Excess of Income over Expenditure 63,047 down 4,803

  9. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Treasurer ~ Jeff Bradley / Brian Ash 2017/18 Report and Accounts

  10. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Discipline ~ John Roach Red Cards Seniors ~ 1 (Woodford!) Juniors ~ 2 for 1 (Thurrock) Spectators!!! nd June 2018 June 2018 Electrical Wiring Check Fire Risk Assessment Check Safeguarding ~ Thursday 7th June @ 7.30pm Risk Management / Health & Safety ~ Wednesday 20th June WELL DONE!!!! Team Work, Respect, Enjoyment, Discipline, Sportsmanship

  11. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 5 Year Plan? nd June 2018 June 2018 Grass X AGP

  12. AGP Construction Timeframe Week Commencing 7th May Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Goal Posts 4th June nd June 2018 June 2018 Grass Rubber Crumb ~ 5th June Tar Shock Pad Completed Fencing System & Sponsors Boards Completed Gravel Backfill & Sub Base Completed Tarmac Path & Concrete Kerb Completed World Rugby Certification 7th June Drainage System Completed Posts Foundations Completed Scheduled Completion Monday 11th June Top Soil Removal Completed Floodlight Completed

  13. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd The AGP nd June 2018 June 2018 Grass X AGP Who is it for? Grass ~ Predominantly 1st Fifteen AGP ~ It is for all age groups and genders 5 50+ years old What Hours of Use? 12 Hours per week + We have already booked 3 additional hours Grass ~ the RFU Recommendation 5 Hours / Week Max Feast and Famine Overused Jun Dec, Mar May Underused due to Weather Jan Mar Often Zero Hours Unused May June (Still growing) Zero Hours Reduces Strain on Other Pitches Better Floodlights all Round

  14. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd The Contract Original Heads of Terms fed back to RFU Revised Heads of Terms fed back to RFU Draft Contracts fed back to RFU Final Contract (Vanilla for ALL clubs) nd June 2018 June 2018 Grass X AGP Next steps fully discussed at EVERY committee meeting Professional advice from Marc Trottier Highly regarding solicitors worked for several clubs SWOT discussed AND Go ahead Agreed at the EGM!

  15. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Facilities Management (Optional!) The Pitch Set up for Usage and Lights Clean & Tidy Tractor to sweep the pitch once per week (1 Hour) Club Access 365 Days a year Changing Rooms 365 Days a year Clean& Tidy Site Security ~ New Gates FM ~ We are paid by the RFU and are looking at: Full/part time FM RFU Accredited Apprentice Volunteers nd June 2018 June 2018 Grass X AGP Is it an Opportunity or Threat??? X But If it is too difficult to mange the RFU can Takeover Management of the Pitch!!!

  16. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 5 Year Plan nd June 2018 June 2018 Grass X AGP Our Vision Our Mission Our Values Our Goals Our Expectations

  17. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 5 Year Plan ~ Vision To be the club of choice for participants and supporters of rugby union in our local area of East London and West Essex nd June 2018 June 2018 This is Our Manor

  18. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Mission To consistently deliver an outstanding Rugby experience to members of Our Club AND our Local Community Our Values Teamwork Respect Enjoyment Discipline Sportsmanship

  19. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Our Goals AAA BBB CCC Our Expectations WWW XXX ZZZ

  20. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Sport England Club Improvement Plan 2015 Current Experience vs 1 to 5 Years From Then Assessment Areas Club People Club Marketing Club Management Club Finances

  21. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Year 1 ~Consolidation Previous Strategic Review SWOT 2014 ~ Weaknesses Pitch Maintenance and Irrigation Need for more Changing Rooms Clubhouse area looking tired Increasing Costs of Utilities Missing Several Revenue Enhancing Opportunities Disconnect between Seniors and Youth We have achieved a huge amount! We now need to take a breath and focus on the AGP Opportunity nd June 2018 June 2018

  22. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Special Resolutions Subscriptions Pitch Layout nd June 2018 June 2018

  23. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/19 Membership & Subscriptions 2018/19 Membership & Subscriptions nd June 2018 June 2018 Type # Membership Donation No. Payments Monthly Fee Total 1 Senior Player (Over 21) (Excl Match Fees) 50.00 50.00 12 8.33 100.00 Adult 2 Senior Player (Under 21 ) (Excl. Match Fees) 40.00 32.00 12 6.00 72.00 3 Rascal 1 40.00 32.00 12 6.00 72.00 4 Rascal 2 60.00 48.00 12 9.00 108.00 Family 5 Youth 1 50.00 100.00 12 12.50 150.00 6 Youth 2 50.00 160.00 12 17.50 210.00 7 Youth 3 90.00 180.00 12 22.50 270.00 Colt 8 Under 18 Player 40.00 32.00 12 6.00 72.00 Adult 9 Social Member (VR) 60.00 60.00 12 10.00 120.00

  24. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/19 Membership & Subscriptions 2018/19 Membership & Subscriptions nd June 2018 June 2018 Senior Player(U21) Adult Senior Player(O21) Adult Colt Rascal 1 Rascal 2 Youth 1 Youth 2 Youth 3 Social Membership Name Adult Family Family Family Family Family Non Playing Membership Type Senior Membership Junior/Youth Membership Mini Membership Social Membership Available Online Payment Type (Annual/DD) RFU Player Insurance Club Physio (Players Only) Coaching & Training Post Match Meals Tournament Fees Access to International Tickets VP Lunch Access Club Hire(Discounted) Voting Rights Sponsors Discounts

  25. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/19 Membership & Subscriptions 2018/19 Membership & Subscriptions CASC Gift Aid Minimum Donation 2014/15 ~ 50 2015/16 ~ 60 Pitch Maintenance 2016/17 ~ 70 Solar Panels 2017/18 ~ 80 Sustainable Energy 2018/19 ~ 90 AGP Floodlights & Maintenance nd June 2018 June 2018

  26. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Special Resolutions nd June 2018 June 2018 110/100 x 58 75/ 75 and 75 x 20 P 116/100 x66 100/90 x60 CP 257M

  27. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Elections &Committees Executive (5) Committee (8) Grants & Sponsorship Risk Finance Events Grounds FM ~ AGP Management We Need Volunteers

  28. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Election of Club Officials ~ Executive Committee (5) Position Name Proposed Seconded Comments/Sub- Committees Standing for 5th Term Grounds Gary Wood Steve Thompson Dave Bone Chairman Standing for 1st Term Finance Richard Mcardle Dave Tulip Gary Wood Youth Chairman Standing for 5th Term Finance Jeff Bradley John Roach John Roach Honorary Treasurer Standing for 5th Term Finance John Roach Dave Tulip Jeff Minns Honorary Secretary Standing for 5th Term Grounds Dave Dennis Gary Wood Paul Bowden Club Captain

  29. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Election of Club Officials ~ General Committee (8) nd June 2018 June 2018 Position Name Proposed Seconded Comments/Sub-Committees Steve Thompson Re-Applying ~ Sponsorship 1 General Brian Connell Re-Applying ~ Grounds 2 General 3 General Jeff Minns Re-Applying ~ Youth 4 General Dave Bone Re-Applying ~ Grounds 5 General Ged White Re-Applying ~ DoR J 6 General Jackie Clune Re-Applying ~ Girls 7 General Paul Bowden Re-Applying ~ Grounds 8 General

  30. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Election of Club Officials ~ Senior Team Captains (4) nd June 2018 June 2018 Position Name Proposed Seconded Comments 1st Team 2nd Team Coaching Team 3rd Team Nick Morris Tom Winkworth 4th Team Michael Cross Re-Applying 4th Team Mike Cross Ian Edwards Re-Applying Dir of Rugby Seniors Ged White Re-Applying Dir of Rugby Juniors Alex May Tom Winkworth John Roach Fixture Secretary Alan Sellek Re-Applying Referees Secretary

  31. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Election of Club Officials ~ Vacancies /Posts That nd June 2018 June 2018 Position Name Proposed Seconded Comments Volunteers Coordination Social and Events S-C Marketing & Communications S-C Risk Management (H & S) Subject Matter Volunteers Safeguarding Jo Tritton John Roach Jeff Minns

  32. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Nominations for Awards TBA at the first club lunch at the start of the season

  33. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Any other business Q&A

  34. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Up and Coming Events Friday 8th June Essex Awards Dinner Saturday 9th June England v South Africa Monday 11thJune AGP Go Live . Friday 15th June Gala Dinner Saturday 16th June England v South Africa Friday 22nd June Sweat Pete's Finale on the AGP Saturday 23rd June England v South Africa Saturday XXX August AGP Opening Ceremony Sunday 1st September ~ Wanstead Outdoor Cinema

  35. AGM 2nd Committee? nd June 2018 June 2018 Eton Manor RFC Eton Manor RFC AGM 2 Want to Join the Committee or Sub Want to Join the Committee or Sub- -Committee? Your Club Needs You!

  36. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 Meeting Closure Thank You UTM Date and time of next AGM meeting 9th June 2019 at 11.30 for 12.00)

  37. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/18 Membership & Subscriptions 2018/18 Membership & Subscriptions nd June 2018 June 2018 Payment Period Months Monthly Price Type # Membership Name Total 1 Gold Member 12 22.00 252.00 Adult 2 Silver Member 12 15.00 180.00 4 Colt / Unemployed / Student in fully time education 12 5.00 60.00 5 1YP+Fam (U7-U17) 12 12.50 150.00 6 2YP+Fam (U7-U17) 12 16.17 194.00 7 3YP+Fam (U7-U17) 12 21.50 258.00 Junior & Youth 8 4YP+Fam (U7-U17) 12 21.50 258.00 9 NPFam (U5s & U6s) 12 5.00 60.00 10 Additional U5/U6 Player 12 2.50 30.00 11 Social 12 5.00 60.00 Non-Playing 12 Vice President 12 15.00 180.00 13 Honorary (Awarded by Committee Only) - 0.00 0.00

  38. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/18 Membership & Subscriptions 2018/18 Membership & Subscriptions nd June 2018 June 2018 2016/17 Membership (Current) 1YP+Fam 2YP+Fam 3YP+Fam 4YP+Fam Child (Player) 50.00 50.00 50.00 50.00 Subs 64.00 128.00 192.00 192.00 Total 114.00 178.00 242.00 242.00 2018/18 Membership (Proposed) 1YP+Fam 2YP+Fam 3YP+Fam 4YP+Fam Parent (Social) 30.00 30.00 30.00 30.00 Child (Player) 40.00 80.00 120.00 120.00 Subs 80.00 104.00 128.00 128.00 Total 150.00 194.00 258.00 258.00

  39. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/18 Membership & Subscriptions ~ Matrix 2018/18 Membership & Subscriptions ~ Matrix nd June 2018 June 2018 Colt/Student/ Unemployed Membership Name Gold Silver 1YP+Fam 2YP+Fam 3YP+Fam 4YP+Fam NPFam Social VP Honorary Membership Type Player Player Player Family Family Family Family Family Social Social Social Max No. People on Membership (Adult /Child(ren)) 1 / 1 1 / 0 1 / 0 1 / 1 1 / 2 1 / 3 1 / 4 1 / 1 1 / 0 1 / 0 1 / 0 Available On-Line Payment Types (One Off / Direct Debit) N/A Player Insurance Voting Rights Club Hire VP Lunch Access Club Physio Access International Tickets (No of Draws) (5) (2) (2) Coaching & Training Post Match Meal Social Membership Included x1 x1 x1 x1 x1 Junior Membership Included x1 x1 x2 x3 x4 x1

  40. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 2018/18 Membership & Subscriptions ~ Proposal to Re 2018/18 Membership & Subscriptions ~ Proposal to Re- -establish the Eton Manor 200 Club nd June 2018 June 2018 establish the Eton Manor 200 Club This Club could provide the rugby club with a valuable source of income with all the profits being put towards specific projects within the club. Each year, one or more projects could be nominated as the recipient of the monies raised via the 200 Club. It is proposed that the 200 Club should be run and managed by the Membership Committee initially with the aim of nominating a specific individual/volunteer prepared to manage the Club. The draw dates are set out as a guideline, however, consideration should be given for the individual draws to be made during a VP Lunch. 200 CLUB No of Members Required: 200 Cost: 52.00 per annum 1st Prize 2nd Prize 3rd Prize Draw Date Prize Total Payable as 4 quarterly instalments of 13.00 14th Oct 2018 1 x 500 1 x 250 3 x 100 1,050 16th Dec 2018 1 x 1,000 1 x 500 2 x 100 1,700 2nd Feb2018 1 x 500 1 x 250 3 x 100 1,050 Prize Awards 3,800 Money Raised 6,600

  41. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 5 Year Plan Strategy Based Around the AGP ~ Rugby Creating an effective pipeline of players for all genders, ages and levels for the long term success of the club ~ 5% Growth Year-on-Year 1st Team Established in National League 3 SE Five Senior Sides plus a Floodlight Vets Side Girls Centre of Excellence and the Re-Introduction of Women's Rugby Pipeline through from Minis Juniors Youth Development - Seniors and the Firsts Introduce Summer Club Activities Rugby League American Football Touch Teams Etc Provide an Effective Support Infrastructure Coaching, Physio, Safeguarding, Risk Management etc

  42. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 5 Year Plan Strategy Based Around the AGP ~ Rugby Community Reach-Out Schools Universities Businesses Essex County RFU

  43. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 5 Year Plan Strategy Based Around the AGP ~ Rugby Other New Changing Rooms and Gym Re-Design the Clubhouse Membership Management and Communications via Pitchero and GMS Re-Connect with Past Players Volunteers Kit Shop Training and Development Car Park and Lighting Additional Land Sponsorship, Grants & 200 Club Pay off the Mortgage

  44. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd nd June 2018 June 2018 5 Year Plan Strategy Based Around the AGP ~ Rugby Other New Changing Rooms and Gym Re-Design the Clubhouse Membership Management and Communications via Pitchero and GMS Re-Connect with Past Players Volunteers Kit Shop Training and Development Car Park and Lighting Additional Land Sponsorship, Grants & 200 Club Pay off the Mortgage

  45. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd 5 Year Plan ~ Vision To be the club of choice for participants and supporters of rugby union in our local area of East London and West Essex nd June 2018 June 2018 This is Our Manor

  46. Eton Manor RFC AGM 2 Eton Manor RFC AGM 2nd Year 1 ~Consolidation Off the Field We now need to Identify & Exploit the AGP Opportunity Effective Usage by ALL of our Teams Summer Usage by the club Day-to-Day 3rd Party Opportunities Community Reach-Out And Mitigate the Risks Day-to-Day Facilities Management Site Security nd June 2018 June 2018

  47. Eton Manor RFC AGM 2nd June 2018 2018/19 Membership & Subscriptions Type # Membership Donation No. Payments Monthly Fee Total 1 Senior Player (Over 21) (Excl Match Fees) 50.00 50.00 12 8.33 100.00 Adult 2 Senior Player (Under 21 ) (Excl. Match Fees) 40.00 32.00 12 6.00 72.00 3 Rascal 1 40.00 32.00 12 6.00 72.00 4 Rascal 2 60.00 48.00 12 9.00 108.00 Family 5 Youth 1 50.00 100.00 12 12.50 150.00 6 Youth 2 50.00 160.00 12 17.50 210.00 7 Youth 3 90.00 180.00 12 22.50 270.00 Colt 8 Under 18 Player 40.00 32.00 12 6.00 72.00 Adult 9 Social Member (VR) 60.00 60.00 12 10.00 120.00

  48. Eton Manor RFC AGM 2nd June 2018 2018/19 Membership & Subscriptions - Matrix Senior Player(U21) Adult Senior Player(O21) Adult Colt Rascal 1 Rascal 2 Youth 1 Youth 2 Youth 3 Social Membership Name Adult Family Family Family Family Family Non Playing Membership Type Senior Membership Junior/Youth Membership Mini Membership Social Membership Available Online Payment Type (Annual/DD) RFU Player Insurance Club Physio (Players Only) Coaching & Training Post Match Meals Tournament Fees Access to International Tickets VP Lunch Access Club Hire(Discounted) Voting Rights Sponsors Discounts

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