Swindon RFC AGM 2013

1. Swindon RFC AGM 2013 Welcome to the SRFC AGM 2013 Please find a seat

2. Agenda • 1.  Chairman's welcome. Approval of last year’s minutes • 2.  Chairman's review of the year.  Focusing on our achievements. • 3.  Mini and Junior Chairman report • 4.  Director of Rugby report • 5.  Financial report • 6.  Development plan going forward • 7.  Club structure and encouragement of volunteers • 8.  Incorporation vote and proposal of new rules • 9.  Election of officers • 10. Q&A

3. Chairman's Report

4. Main points • 1.  Senior playing • 2.  Mini and Junior. • 3.  Facilities development • 4.  Fundraising • 5. Coaching outreach

5. Senior Playing

6. Senior sides performance • 1XV finished 4th in the league and put in some great performances • 2XV again performed well in a league brim full of 1XVs • 3XV again performed well and turned in some good performances • No Colts this year – Long term solution under investigation Senior sides performed well in all their respectively leagues

7. Coaching changes • Neil Loader and Alan Low have departed • New team has been appointed • John Brown (Topper) has been appointed as Director of Rugby • Sean Lynn has been appointed as Head Coach Difficult transition, but the new team have picked up and now performing well

8. Mini and junior

9. Mini and Junior highlights • Numbers increasing in the Mini section in particular • Great performances in all festivals by Minis • Junior sides are turning in good performances and wins • Biggest ever Swindon Mini Festival was held in October • First Swindon Junior 7s held in September (U14s) • Summer camp held in August • SRFC staff coached and coaching in local schools (Primary and Secondary) - Tournament to held next year • Coach numbers increasing Numbers of players and coaches increasing rapidly

10. Development

11. New field New field has been converted to playing field with improved drainage, graded, levelled and grassed

12. Fundraising

13. Initiatives raised by members

14. Coaching outreach

16. Mini and junior Chairman’s Report

17. Mini and Junior highlights • Numbers increasing in the Mini section in particular 10% increase compared to last year. • Under 7s and 8s win Swindon festival. Under 7s win Lexus festival. Under 8s win Melksham festival and are the “B” team are runners up • Junior sides are turning in good performances and wins • Biggest ever Swindon Mini Festival was held in October - £1200 raised for development fund • First Swindon Junior 7s held in September (U14s) £300 raised for development fund • Summer camp held in August • SRFC staff coached and coaching in local schools (Primary and Secondary) • Tournament to held next year • Coach numbers increasing – 30% increase comparedf to last year. • Gap at under 13s level – Hope to fill next year Numbers of players and coaches increasing rapidly

18. Director of Rugby Report

19. Financial Report

20. Waterfall Analysis of Movement in Net Deficit from 2011/12 to 2012/13 Reporting another deficit but there has been a big improvement in financial performance in general. Only a handful of negative indicators to report.

21. Comfort & Drink Break

22. 2012/13 Accounts – Key Messages • Improvement in Gross Profit Margin • Turnover down but cost of sales lower • Reflects new brewery deal • Costs kept under control year on year • However still some large expenditure that needs further attention • Cash flow remains an issue following on from issues that started arising last year • Led to need to obtain a bank loan to address cash flow issues – still less than total of all stresses last year • Continually managing on our overdraft due to volatility in weekly income • Seasonal costs managed from a separate account • May need to review cash position again in a few months if we have another bad winter Financials improving but more needs to be done

23. 2013/14 Financial Focus • Mini & Junior rugby section self sufficient • Expenditure lower than senior section • Membership and fund-raising doesn’t cover senior rugby costs • 1st XV promotion would add further expenditure • 7’s Festival in July was a big success and we will be looking to make this a bigger and better event • There needs to be a focus on increasing turnover • Particularly as we’re benefitting from improved GP • Heating & lighting costs need to be made more sustainable • Majority of other costs can’t be reduced much further • We need a big focus on sponsorship and fundraising • Perimeter Boards, Programmes, Player Sponsoring • Need bar surplus for investment in facilities • Sponsorship needs to be increased improve all seniors standards We understand our cost base with some certainty, however we need to increase our income streams other than just bar turnover

24. Development plan

25. Land desired usage Car park Club Pitch 3 Pitch 1 U6s to U12s pitches 45 yrs lease (W/E only) Pitch 2 Spare/Training Possible American football = flood light pole Ultimate goal to have 3 full size pitches, 2 floodlit with a spare training area/American football/mini football pitches.

26. Facilities Options – Background Our current facilities in their entirety are old and in poor repair. The buildings were originally constructed as prefabricated structures, which have been improved with brick structures over the years. Whilst we have everything we need there is an urgent need of repair, refurbishment and ultimately rebuild. As we are focused on delivering Rugby our priority is to upgrade our changing facilities to improve the quality of experience for Rugby players. In parallel we need to replace the boiler in the clubhouse to improve the heating system and improve efficiency. N Gym Changing Rooms Hall Gym C/Rooms Hall Main Bar Main Bar

27. Facilities improvement Scenario 1 Extend and improve existing

28. Facilities improvement – Most likely Phase 1 = Replace boiler and showers in current internal changing rooms Phase 2 = Improve the existing changing rooms, add more showers, repair the roof, repair and improve toilet facilities and refurbish all paint work etc. Extend pavilion to facilitate 2 extra changing rooms with on suit facilities. Giving this facility 4 changing rooms of a good size. New Stratton St Margaret Pavilion C/Rooms Current club house This improvement allows the new facilities to be put into use and improve current facilities which will be most used.

29. Drawings - Draft Renovate existing pavilion and extend to add 2 further large changing rooms

30. Financial summary - Buildings Upgrade of existing facilities represents our best option from the a realistic point of view.

31. Facilities improvement Scenario 2 4 changing room new build

32. Facilities improvement – New build Phase 1 = Replace boiler and showers in current internal changing rooms Phase 2 = Build new 4 changing room block including new plant and other equipment C/Rooms Current club house This improvement allows the new facilities to be put into use and improve current facilities which will be most used.

33. Drawings - Draft Total width = 10465 Total length = 20900 New 4 changing room block

34. Financial summary - Buildings Upgrade of existing facilities represents our best option from the a realistic point of view.

35. Club structure and call for volunteers

36. Club Structure Executive committee Management committee Mini & Junior committee Commercial and Finance Senior playing committee Greater involvement of members, bigger voice and devolved responsibility

37. Volunteering • Swindon RFC is our club and it belongs to our members. • We need members to come forward and give whatever help they can • We need need the following committee positions filled: • Vice Chair • Public Relations and Sponsorship • And the following none committee positions: • Assistant Treasurer • Fundraising • Club Coaching Coordinator Volunteering is fun and rewarding, it doesn’t need to take up too much of your time, just a few hours a week. Not just the above positions, but any help you can give We need greater involvement to grow our club and secure a solid future for Rugby in Swindon

38. Incorporation

39. Club rules following incorporation • Swindon Rugby Club Limited now exists as a company • Club rules will be largely unchanged • Each senior, ViP and life member will be awarded a share for the duration of their membership. Voting rights implied. Other membership categories will not receive shares • Implementation of exec committee as previously explained

40. Club rules following incorporation • Company directors will be appointed following this meeting and registered at companies house • Transfer of the accounts to the new company will be from the 1st of July next year • VOTE – to allow the committee establish the company, transfer assets and accounts between now and 1st July?

41. Club rules following incorporation • Directors of the club will be: • To be Elected today: • Chairman, Vice Chair, Secretary, Safeguarding, PR & Sponsorship, Club Captain. • Not elected today (but electable): • President – Dave Berry, Treasurer – Steven Carr • Appointed (co-opted) directors: Director of Rugby – John Brown, M&J Chair – Patrick Toogood. A very necessary step for future development

42. Section 1 Election of officers

43. Election of officers • Led by Dave Berry as the elected official remaining

44. Positions for re-election • Chairman – Stuart Cock • Vice Chair – Vacant • Secretary – Kevin Bishop • Membership Secretary – Lisa Cock • Safeguarding – Richard Sorrill • PR and Sponsorship – Vacant • Club Captain – James Courtney Votes please

45. Closing remarks Closing remarks

46. Respecting the past Over 100 years of history, identity and tradition.

47. Making the most of the present Making Rugby happen!!

48. Developing the future Car park Club Pitch 3 Pitch 1 U6s to U12s pitches 45 yrs lease (W/E only) Pitch 2 Spare/Training Possible American football = flood light pole Securing 100 years of history, identity and tradition.

49. Closing remarks Q & A