WEST HARTLEPOOL RUGBY FOOTBALL CLUB

NOTICE OF ANNUAL GENERAL MEETING

Members are advised that the AGM of the club will take place in the clubhouse at 7:00pm on Wednesday 9th March 2016.

In February 2014 an Extraordinary General Meeting of members agreed to adopt new rules that were instigated by the Rugby Football Union in order to become eligible for grants by the towards the new clubhouse.  As a result of this the posts set out below are required to be elected by members at the Annual General Meeting.

1.         Chairman

2.         Hon. Secretary

3.         Treasurer

4.         Membership Secretary

5.         Chairman of House Committee

6.         Chairman of Rugby Management

7.         Chairman of Minis and Juniors - (to be elected ad mandated by M&J          Committee)

Existing Board Members will continue in office.  Any member may approach the Chairman and offer his services as Board Member either at the AGM or later.  However they must have been paid up club members on or before 31st December 2015.  This membership condition also applies to anyone seeking nomination on the proposal forms below.

Nominations to: graham.frankland1@ntlworld.com

G Frankland

Hon Secretary

NOMINATIONS FOR POSTS

1.         CHAIRMAN

2.         HONORARY SECRETARY

3.         TREASURER

4.         MEMBERSHIP SECRETARY

5.         CHAIRMAN OF HOUSE COMMITTEE

6.         CHAIRMAN OF RUGBY MANAGEMENT

WEST HARTLEPOOL RFC - ANNUAL GENERAL MEETING

9TH MARCH 2016

A G E N D A

1.         Apologies

2.         Minutes of Last Meeting

3.         Matters Arising

4.         Secretary's Report

5.         Treasurer's Report

6.         Clubhouse Development Report

7.         Election of Officers

8.         Re-election of Board

9.         Any Other Business

10.       Date of Next Meeting

_________________________________________________________________

MINUTES West Hartlepool RFC – Annual General Meeting

Held in the Clubhouse, Brinkburn on 31^st October 2014

Present

P Olsen (Chairman and Treasurer), L Smith (Chair of Rugby), D Picken (Chair of House), D Harding (Asst Treasurer), G Frankland (Vice-President), K Waites, Z Southern, S Waites, G Southern, C Harrison, T Mills (M & J Chair)

Apologies

D Stubbs (President), G Hainsworth (Secretary), T Waites.

Minutes of Last Meeting

The minutes of the EGM on 21^st March 2014 were discussed and agreed.

Matters Arising

There were no matters arising

Secretary’s Report

In the absence of the Secretary, G Frankland presented a report summarising the past year both on and off the field. Tributes were also given to members who recently passed away. Geoff Hainsworth’s step down from the post was recorded and his work as Secretary and in contributing to social and other events was praised. It is hoped he will continue to contribute.

Treasurer’s Report

The independent accounts report was presented and circulated. The contents were explained including the presence of the financial arrangements linked to the new clubhouse development which made them a little different to other years.

Current assets had increased due to bricks and mortar “on the ground”.

Grant and loan arrangements in connection with the new clubhouse were explained and discussed, particularly the pay back arrangements. A revised lease had been required with the 6FC.

Functions, sponsorship, RFU raffle and the Beerfest income were positives but generally income down (e.g. gate money and members subscriptions – note that Boxing Day game was away in 2013 and this makes a significant impact)

The overall loss for the year was, however, manageable.

Clubhouse Development Report

D Picken gave a summary of progress to-date and plans for the future.

Funds continue to be raised for fixtures and fittings and the Club Bar. Some options on FFE and floor coverings were discussed and DP to look at options.

A new “EPOS” till system will be introduced with a membership card system and discounting mechanism. This was a step forward and will regularise and increase the membership as well as providing management information and stock control. It will be important to get members fully signed up.

Negotiations with the brewery will be needed on types of beer/lager and their prices/discounts.

Next year’s Beerfest discussed in terms of location and any further development/links with other events e.g. A comedy night. DP is to consider in his review of Comedy Night events.

Parts of the existing clubhouse are to remain initially, in particular to serve Oscars.

Car parking will need to be addressed once building work completed.

Election of Officers

The following officers were elected:-

Chairman: Peter Olsen

Honorary Secretary: Graham Frankland

Treasurer: Peter Olsen

Membership Secretary: David Harding

Chairman of House Committee: David Picken

Chairman of Rugby Management: Les Smith

Chairman of Minis and Juniors: Tony Mills (Already in place-previously elected in May 2014)

Re-election of Board

The Board were re-elected

Any Other Business

The need for a good social/ events infrastructure including ladies involvement was raised and discussed. Graeme Southern has been active to-date but a greater input is needed from throughout the club with the possibility of a “social” committee. GS to consider. The potential of a ladies team was also discussed.

The World Cup in 2015 presents some opportunities and again a small sub-committee was suggested, initially involving LS, DP and Michelle Martin.

The link with other sports e.g. soccer and hockey need addressing.

The potential of a Vets tournament to link with the Beefest was also suggested by GS and needs exploring

The meeting closed at 8pm.

Graham Frankland

Honorary Secretary