COMMITTEE MEETING MINUTES

Transcription

1 COMMITTEE MEETING MINUTES DATE: 27th February, 2017 TIME: 7PM VENUE:Meadows CHAIR: Paul Vavangas RECORDER: Terri Brown PRESENT: P Vavangas, T Brown, D Notton, R Hamilton, M Pearce, S Reynolds, G Heath, G Ritchie, J Keith, P McCartin, J Verity APOLOGIES: J Clark, D Heath ITE M TOPIC & ACTION PERSO N DUE DATE STATUS 1 No Minutes Available-to check website and ensure they are published there. Treasurer s Report (G Ritchie) 2 Current balance in club account xxxx. However, xxxx has been loaned to the Junior Tour, and will be paid back after fundraising and sponsorship money received. Youth Section account balance xxxx Junior Section account balance xxxx (approx figure) There is still xxxx due to the club from the SRU. Junior Report (G Heath) 3 Junior home tournament coming up on 27th March. Tour for the P5 s, P6 s and P7 s organizing going well. So far xxxx sponsorship secured, with various fundraising events coming up in the next few weeks. As it stands, the shortfall is approx 1400, including a tour shirt for all the children and coaches. It was asked whether the club would be happy to cover the shortfall on the tour kit if necessary, or should we ask for a contribution from each child? It was unanimously agreed the club would fund any shortfall if necessary. Page 1

2 Youth Report (P McCartin) -The Youth Coaches Meeting was held last week. All coaching positions have been pencilled in for next season. Re-aligning of age bands was unanimously agreed by the youth coaches. There is scope for players to play up an age band, but this would need to be agreed by the development team. Currently 33% youth are playing out of age band. It was noted that the communication of this subject is vitally important, and that we as a club understand the caveats involved before sending information out. -The Red Conference has be 95% agreed. -Thanks to Garioch for hosting our U18 s game against Gordounstoun on Saturday. This was required as our pitches were deemed unplayable by the Meadows. Whilst is was good to be able to play the game, we don t want to be in a situation where we give up home advantage too often. 4 -U15 s and U16 s have cup games coming up the next weekend. U16 s meant to be travelling to Orkney. However, due to the short notice of the fixture, and the logistics of getting to Orkney, both clubs agreed that the 18th March would be a more suitable date. However, the cup organizers have not agreed to the date change, and have said it needs to be played this weekend, due to the dates of the semi-finals. It is not possible to get a team together and make travel arrangements in this time scale, and U16 s coach has no available front row players for the 11th March. This means if the game cannot be played on 18th, U16 s will have to withdraw from the competition. Page 2 Gareth Kemp will contact the organizers with the information, and await a response. -The question of winter training facilities was raised. We have had a lot of cancelled midweek sessions this winter. Do we need to look at alternatives? Peter has links with Active Schools, and is sure we could secure the community campus facilities for free if we book in advance. It was agreed that it would be sensible to have an alternative in place, even if it could not accommodate every age group every week, it would be

3 better than nothing. PM will enquire about booking for next winter season. -A club member has asked if we would be interested in running a session for over 16 s on men s mental health? It was thought this would be better addressed at the coaches, so they were aware of the issues and signs to look out for. PM will respond to member. Chairperson s Report (P Vavangas) -EGM was provisionally booked for 27th March. However, there have been no enquiries about the Chairperson role, so is there a need for the EGM? It was decided Paul will post via facebook and asking for interested parties to come forward, and if no candidates the EGM will be cancelled. 5 -Development of Club positions was discussed. Do we feel there is a need for the club to have a Director of Rugby role? If so, can it be done by someone also involved in coaching, and should that person be a Trustee? This is someone who would be responsible for managing the overall playing side of the rugby club, from Rascals through to Bears. It was agreed we do need someone in that role, and due to the size of the job, it would be advantageous if they were a trustee, and not involved in coaching. It was suggested that we run an information evening for those who would be interested in such a role, with the trustees agreeing on the position, and it being agreed at the AGM. This proposal was unanimously agreed by vote. PV will and facebook the relevant information, with the Chairperson as the point of contact. -AON insurance covers the use of the piggery for Strength and Conditioning as long as a qualified coach is taking a session. It does not cover an individual training there. As we try to support S+C as a club, we are happy to train individual s in S+C, meeting the costs for those interested. It was unanimously voted for to restart S+C sessions in the piggery. Page 3

4 However, it was noted that we need to control access to the Piggery. PV has approached the Meadows suggesting that all our qualified S+C coaches recieve a key, with set times for training available. As yet, he has not had a response from them. He will persevere and try to secure their agreement. New Business -TB has enquired about applying for an Udny Community Trust Fund Grant. On initial discussions, this needs to be proportionate to the members we have from Udny, and a good application point would be for transport costs. Unanimously voted to proceed. -Insurance money from the flood damage ( 1300) has come in, and needs to be spent on equipment as stated in the claim. Paul has priced up equipment, at a total cost of It was agreed that we should go ahead and order that equipment. -JV (CPO) has suggested that we need to risk assess the use of media on bus journeys. In particular related to access to social media. JV will look into this. 6 -Ticket reservations for the 40th anniversary dance stand at 160 out of 200. Planning going well. -Scottish Golden Oldies tournament update-the Tollbooth have agreed to run the bar, with Boy s Brigade supplying 2 marquees. Liam McKinney has secured 3000 funding for the kit, which he will order. Page 4 -It was noted that the Meadows appear to be increasingly cautious with their pitch decisions, meaning games are being missed. -Our Data Management System was discussed. It appears that it is not fit for purpose, in that we cannot easily access information about our membership. MP will investigate, and advise on updates/new system if necessary. - 9 level 2 coaches have signed up to attend the National Coaching Conference in Edinburgh. A request has been made that the club meet the costs of attending, including transport, accomodation and ticket. This is

5 approx 685 in total. It was unanimously voted to pay the costs. 7 Date of Next Meeting -Monday 27th March, 7pm Page 5