DATE 14.06.16 MINUTES OF MEETING 2016 MAFPRFC Annual General Meeting LOCATION CHAIRED BY MINUTED BY DISTRIBUTION Upstairs Function Room, Royal British Legion, Stonehaven J. Robertson/N. Foster President S. Dyer/L. Brown Executive Honorary Secretary Notice Board / Committee / Email AGENDA 1. Apologies 2. Adoption of 2015 AGM Minutes 3. Captain s Report 4. Treasurer s Report 5. Junior Section Reports 6. Mammoths Report 7. President s Report 8. Election of 2016/17 Office Bearers 9. AOCB 10. Date of next Executive Committee meeting Attendees S. Dyer, H. Begg, S. MacDougall, S. Igesund, C. Vaughan, K. Westland, G. Byers, J. Sadio, J. Kelly, E. Lindsay, B. Richmond, N. MacKay, F. Cran. A. Mitchell, L. Brown, George McKinnon, N. Foster, I. Lawson, A. Venters, C. Mair, H. Ramsay, D. Gerrard, R. Potter, S. Morgan, A. Reid, L. Venters, M. Foster, C. Gray, R. Gray, M. Kelly, C. Reddish, K. Mair, R.Mellis, F. Stewart, D. Garden, R. Cochrane, L. Nehring and J. Robertson. Meeting brought to order at 19:00hrs by President Jo Robertson. 1. Apologies Apologies were received and accepted from the following D. Ross, Graeme McKinnon, S. Campbell, M. Horsburgh, W. Garden, K. Black, P. Daniels, C. Dreelan, N. Leitch and M. Williams. 2. Adoption of Minutes of 2015 AGM Matters Arising The minutes for 2015 AGM were not sent out with AGM notification and not available in soft or hard copy at the meeting.
The minutes were hence approved unchanged. George McKinnon Rory Mellis 3. Captain s Report See attached report for full details The Captain gave a report highlighting the issues experienced during the past season which proved difficult and trying for all involved. Rory outlined the key actions that would be taken to hopefully address and improve matters for Season 2016/2017-46 players used in 18 league games lack of consistency - Won 6 Lost 12 finished second bottom and survived in Caledonia 1 due to reorganisation within the league - Now seen as a losing club so difficult to attract new players when competing against successful Aberdeen outfits - Failed to raise team for 1 st Rd BT Shield which also resulted in giving up place in BT Bowl this meant losing out on 1000 participation money - 2 nd XV resigned from league prior to season commencing due to lack of numbers - Some players were advised that a serious injury could severely jeopardise their job given the downturn in the Oil and Gas industry it was agreed that there was no real actions to combat/redress this Report was generally downbeat but hoping to consolidate mid-table playing in the new league setup whilst building up a playing squad that could support a serious league challenge in a few seasons time. George Byers Ross Gray 4. Treasurer s Report See attached report for full detail. Main points raised were: Financial position not as poor as presented at the EGM in April additional accounts were re-discovered which bolstered Cash Balance Club is however still eating into funds/savings set aside for Permanent Changing Facilities due to lack of Sponsorship income this will be a priority focus for next Season Large outlay for new changing facilities accounts for large deficit in RBS Account2 along with outstanding SRU monies for DO position (to be followed up by new committee) SRU still paying for basic insurance costs Club uplifts this to maximum cover levels available under SRU Negotiated Policy at minimal charge Sale of RBS6N tickets continues to be successful and all monies received and banked Shona Dyer thanked for running this efficiently Appointment of Kirsty Westland and Andy Reid continuing his coordination of the Senior Playing Squad working well for fund raising activities like the Feeing Market build and running the Feein Market stall. These activities have brought in not
insignificant funds Richard Cochrane took the opportunity to highlight the Midsummer Beer Happening this coming weekend where MAFPRFC will share a third of the profit by providing bar staff for the event anyone available to assist on Thu 16 th, Fri 17 th and Sat 18 th June should contact Richard directly. Actual share of profit advised by event organisers shared with those in attendance and will be communicated to Club members when received by R. Cochrane. 100 Club income NOT recorded on Financial Report Heather presently has no visibility of 100 Club funds or potential surplus/deficit. Bob Richmond Colin Mair 5. Youth Section Reports Richard Cochrane presented the Mini/Youth Reports on behalf of himself and Lorenz Nehring See attached reports for full details Main Points raised were: Mini Around 165 members Parents have been forthcoming with cheques in lieu of refunded subscriptions from Pitchero website Ken Henderson and Dave Dobbie both standing down Thanks to all volunteers, parents and senior squad helpers John Kelly Michael Kelly Youth U15 lost only once this year to Stirling County in Caledonia Cup Semi Final George Byers asked why the U18 had failed? Jo Robertson confirmed that the Club had let this age group down and were hoping to re-attract some of these players for Season 17/18 to bolster new U18 and 2nd XV squads a b The President thanked Richard and the coaching team for their efforts over the past season. 6. Mammoth s Report Lorenz Nehring presented the Mammoth Report on behalf of Neil Leitch. See attached report for full detail. Numbers around 64 Successful year starting with tour to France 10 games throughout year including Scottish Golden Oldies Festival at Forfar 7. President s Report Jo Robertson presented his Presidents Report. See attached report for full detail
Difficult year on and off the field. Pitchero payment issues resolved. New temporary changing facilities bought, sitting ready for collection from RAF Edzell and awaiting installation over the summer planning permission has been granted. Kitchen portacabin will be taken away with old portacabins and replaced with new unit from Greenwells as refund on old units 3G pitch to be certified for full contact rugby over the summer months. R Gray queried situation with painting posts new committee to investigate provision of cherry-picker (or suitable hoist option) to get this done before the new season with a view to a full refurbishment to be planned for next summer Jo intimated he was stepping down from position due to potentially having to move away from Stonehaven through family/work requirements. Bob Richmond Cameron Gray 8. Election of Office Bearers As previously intimated in the Presidents Report Jo Robertson has decided to step down from role of President. Jo Robertson handed over the meeting to the Shona Dyer, Executive Honorary Secretary for the election of the new Club President. Neil Foster was nominated as President elect by Andrew Mitchell and seconded by Alan Venters Neil accepted the nomination and with no further nominations forthcoming he was duly elected. As previously intimated in the Presidents Report Mark Williams has stepped down from his role of Vice President and Shona Dyer also indicated that she was stepping down from after 5years in her elected role of Executive Honorary Secretary and International Ticket Coordinator. Neil Foster, the new Club President took the chair and thanked the Executive Committee members standing down for their service over the past season(s). The new President presided over the election of office bearers for Season 2016/17 POSITION ELECTED PROPOSED SECONDED Vice President A Venters M Kelly B Richmond Executive Treasurer H Begg J Kelly A Mitchell Executive Honorary Secretary L Brown L Brown J Robertson Captain R Mellis C Gray M Kelly Vice Captain M Kelly R Mellis R Gray A great deal of work had been done by the out-going Executive Committee leading up to the EGM and AGM to create the template of a new Club Structure. Although these positions are not formally elected the new President was keen to progress the allocation of roles so that work for next season could commence as soon as possible. With the recent quick turnover of Executive Committee Members it was felt that a lack of continuity had resulted in several disjoints occurring to the detriment of the Club. It was agreed by those in attendance that it was important that the Club should take steps to avoid this scenario from happening again in the future as such it was proposed by Neil Foster that a new non-elected positon of Honorary Chairman should be created to ensure future
Executive Committees always have a custodian/advisor to turn to who can act as a mentor when/if required. It was agreed that only an elder statesman like R.C.C. Richmond could provide such an oversight and he was happy to take on this role and provide assistance when/where he could. Fixture Secretary - Hugh Ramsay was in attendance and indicated he was happy to continue in this role. Child Protection Team Shaun McPherson - Police officer Peter Beatt - helped write new Mackie policy later adopted by the SRU Sarah Igesund - sarah.igesund@hotmail.com (has workplace experience) Neil Foster previous signatory Leslie Brown - has attended SRU course Fund Raising Coordinator - Kirsty Westland will be supported by representatives from ALL Sections Sponsorship Coordinator - Led by Alan Venters (Vice President) with Bob Richmond & Andrew Mitchell heavily involved Membership/Subscription Secretary - Ian Kirkwood will be approached by Neil Foster Social Secretary for Seniors already agreed that Chris Kay will take over from Andy Reid Marketing Coordinator - Rob Potter House and Grounds - Dod Thomson Coaching Club Development Officer - James Sadio will continue in role and praised for his efforts throughout the season with many new initiatives proving successful James also encouraged greater attendance at SRU Coaching Updates by Club Coaches from ALL sections. James to coordinate an U15 Womens team using the feeder Academies decent amount of interest and hopeful this will prove successful. More 1st XV Involvement with Junior Sections - Stuart Byers and Michael Kelly have both shown how successful and rewarding this can be for all parties Jo Robertson intimated that the new structure suggested a Director of Rugby position it was agreed that this is maybe something to aspire to but definitely need to focus on the senior coaching positions and have a Club coach overseeing a consistent coaching policy this would be progressed by the Executive Committee offline. Coach Coordinator - Mark Beadie/Rob Potter Section Coaching Leads Mini Lorenz Nehring Youth - Richard Cochrane
Mammoths - Neil Leitch Ladies - Kirsty Westland 9. AOCB North District Update Neil Foster invited Bob Richmond to give a verbal update on the North District Meeting held the previous weekend in Elgin. Main points were as follows North District representatives have agreed to create a merit league of Caley 4 North to create fixtures for aspiring teams such as the re-formed Mackie 2nds fixture details are on the SRU website game every second week with no penalties for nonfulfilment and focus on getting 10 or more players per team playing rugby again Grangemouth have submitted a proposal to split Caley 1 this will be presented at the SRU AGM North are against this proposal en-masse and one or two of the Midlands District clubs are also against (Strathmore and Alloa being two). This proposal needs to be defeated on the day and it is important Mackie and other North District Full Member Clubs have representation at the SRU AGM to vote against this proposal Womens rugby is getting a big push from the SRU Fees/Subscriptions After a short discussion it was agreed that the Executive Committee would generate proposals for Subscription and Fees at the 1 st Committee Meeting drawing input from Club Captain Rory Mellis on behalf of the senior players, taking into consideration various discussion points raised (see below) Is it still viable to give away free training top to Junior members at current subscription levels? (H. Begg) Increased costs of Lets/Halls/3G pitches (R. Cochrane) What you get for your membership? (senior players via C. Mair) Membership cards/local discounts (A. Reid/R. Mellis/M. Kelly/R. Potter) Section budgets (L. Brown) Fund raising versus sponsorship (K. Westland/B. Richmond/R.Cochrane) All members to fill in new registration form for coming season and complete audit in line with SRU request (J. Robertson) Lorenz Nehring indicated that the Mini section had provisionally suggested that match fees in that section should be increased from 2/match to 3/match as of next season. 100 Club - Heather Begg to be given details of the Clydesdale Bank account Andy Buchanan (Buck) setup originally for the 100 Club that is missing from the Financial Report summary. Bob Richmond suggested that numbers were down to as low as 70 but Jo Robertson thought that this was nearer the 150 active participants mark. Query as to where prizes have been paid from if no one was aware of the Clydesdale Bank account and also lack of communication of results/winners to 100 Club members. Alan Venters and Heather to work together to resolve the whole 100 Club situation and bring monies back into the Financial Reporting. DO Report: Colin Mair queried why there was no Annual Report from the Club s only employee (Development Officer). Colin believed that this inclusion has been agreed at last years AGM (no minutes to check against and not on the 2016 AGM Agenda). It was agreed unanimously that this should be adopted and James was happy to do this as part of his paid
role and already produces a monthly report to the Executive Committee. James was also happy to retrospectively produce a written report which will be issued with this years AGM minutes. Storage Facilities at 3G Facility Colin Mair queried the lack of equipment storage at the new 3G Facility in Mineralwell. Jo Robertson gave an interesting insight of a recent 3G User Group meeting where this was discussed; an action plan is being produced by the User Group to address this prior to the start of 16/17 pre-season for the facilities user base. Strips for Youth Sections Richard Cochrane highlighted that some teams were now basically playing strip-less as they have not been replenished in last 3 seasons due to lack of sponsorship. Basic cost is 500/team. Agreed by Neil Foster that the strips should be progressed without sponsorship logo at this time so they are available for start of next season. Richard to order standard Mackie strips and organise payment via Heather Begg. Reg Vardy Sponsorship of Under 18 s Reg Vardy specifically asked for U18 sponsorship of Mackie team last season and paid sponsorship but due to U18s folding mid season Mackie did not hold up their end of the deal. Andrew Mitchell has contact details and will forward to Neil Foster for follow up. Honorary Membership Neil Foster explained that it was the intention of the Executive Committee to award Hugh Ramsay Honorary Life Membership of MAFPRFC for his long uninterrupted service as Fixture Secretary. Neil will organised a Certificate and Mackie Plaque in due course. Meeting Closed at 21:35h 10. Date of first meeting of New Executive Committee Tuesday 19 th July 2016 @ 7PM Venue TBC