Frampton Cotterell RFC

Annual General Meeting

12th May 2016

Agenda

1) Chairman’s Report

2) Treasurer’s Report

3) Election of new officers

AGM 12/05/16 – CHAIRMAN’S STATEMENT

On behalf of the Clubs Management Committee I am pleased to welcome you to this year’s Annual General Meeting.

Firstly, I would like to thank the Management Committee for their hard work and effort over the last 12 months and the many volunteers that stepped up to the plate to support coaching and club activities helping to make this Club a success. It’s been a successful year both on and off the pitch, albeit a roller coaster ride on the playing side with our 1st team in battles to stay in the Gloucester Premiership. Battles they thankfully won ensuring we stay in the Premier league.

Business Review

At last year’s AGM I advised of the ambitious plan of change we had to undertake to put the Club on a firm financial footing. I am delighted to report we are now seeing the fruits of that labour. Tony will provide the detail on the finances in his report but without stealing his thunder I would like call out some highlights.

Income generation for the Club was up 20%, with an operating surplus up 12%. Cash was up 39%. Bar turnover was up by 3% to £90k, If England would have actually played in the world cup this would no doubt have been higher!

I would like to extend my sincere thanks to all bar volunteers. We need you and more like you so we can maximise revenues from the bar. I would like to offer special thanks to Jer Branton, Charlie Chaplin and Sarah Lynett for managing the bar operations.

Unfortunately, Jer Branton is standing down after many years support. Fergus Allan has stepped forward and will be managing bar rota and supporting operations from June. I will be appointing a Bar Chairman to manage bar strategy and operations to ensure we manage costs and maximise bar revenues from next season.This financial year and as a result of increases in the cost of goods we sell, we will be reviewing our margins. This will result in slight increases to drink and snack prices. We will however be very competitive.

The Kit shop has been a tremendous success with sales up 23%. Thanks to Helen Smith and Kelly Fenner for their hard work. Fund raising was up an incredible 1,442% to £4,039. Sincere thanks to Sharon Bennett and Gemma Feldon for their incredible hard work and effort. Grants and sponsorship is up by 111% to £11k. I would like to thank all sponsors for their generosity.

There is always more to do on Fund Raising and I would like to thank Mike Ashwin for coming forward to support Sharon Bennett in managing Social Events and Fund Raising initiatives next season.

Unfortunately, I have one significant negative to report. It appears there was a water leak at Crossbow which has exposed us to a potential loss of £2,200 against our profits. As you know under the terms of our lease we are responsible for utility costs.

However, we are in discussions with our Landlords (the CA) over responsibility for infrastructure and liability. We will inform you of the outcome of these discussions.

Playing Review

On the playing side we have had brilliant success, exceeding all expectations. Our seniors have fielded 5 teams (1st, 2nd, 3rd, Colts and on occasion the vets) and our ever successful junior section has fielded teams from u6 through to u16. We are the envy of many clubs and I sincerely thank all coaches, players and parents for ensuring we continue to be in that position.

We have also had a few anxious moments. Only a few weeks ago our first XV were potentially facing relegation. Without formal notification from the GRFU of the number of teams going down the only way to be certain was to win at least 3 from the last 4 games. They did…

Congratulations to team captain Josh Creed, the players and coaches Mike Ashwin and John Andrews on this achievement. Also thanks to Joe Bennett, elected 1st XV Captain at the start of the season but forced to stand down as a result of injury. Special thanks to the coaching and management team of Mike Ashwin, John Andrews and Simon Belsten. Mike is standing down after 2 seasons as Head Coach and Simon Belsten who is standing down as Club Captain.

Our second XV have had another successful season finishing 4thin the Bristol and District League 1. Congratulations to team captain Mark Smith and the players on this achievement.

Our thirds have enjoyed a competitive season with many games against second team opposition. We are very lucky to still have a thirds, many other clubs do not. Many thanks to team captain Gary Plant and players for ensuring we have fielded a 3rd team this season.

Congratulations to our Colts who competed well in the Somerset league finishing mid table. We look forward to some of them joining the senior sides next season – special thanks to coaches Phil Wilshire and Dave Crewe

Our ever successful Junior Section has fielded teams from under 6 to under 17. We are the envy of many Clubs and I sincerely thank Tom Harris and all coaches, Parents and Players for ensuring we continue to be in that position.

Our juniors won more games than they lost; we had another successful festival with the Under 9’s winning their age group. The under 8s won the Gloucester Cup Competition Plate, the under 9s came third in the County Cup, and the under 13’s came third in the Nandos Cup. The junior season culminated in another very successful visit from our Parisis friends.

Thanks to Chris Pitt for the maintenance and marking out of the pitches. A special mention to Melanie Goodrich, Cat Daly, Vicky Zaffiro, Pete Zaffiro, Simon Hill, Becci Carroll, Phoebe Paddock, Tammy Dix and Barry Channing who have

successfully launched an under 13s girls team and are working hard on building other age groups in this important development for the Club. And finally, Our plans for next year are taking shape and will be communicated as soon as possible. Two major areas we are actively pursuing and what I want to share with you now, are the appointment of a new Head Coach and the appointment of a professional catering firm. I hope to announce outcomes in the next few weeks

As a Club this season we have faced the challenges on and off the field and overcome them. I can say with confidence we are in pretty good shape and have a solid foundation on which to build a more secure and successful future for our Club

Andy PullenChairmanFrampton Cotterell RFC

AGM 11/05/16 - TREASURER’S REPORT

I am pleased to report that both the Rugby Club and Bar and Social have performed well. We have been able to continue to build up our cash reserves whilst investing in our playing and bar facilities. Most importantly we have been successful in broadening the range of income generating activities so that along with membership incomes we maximise support from external sources such as grants, donations, sponsorship and kit sales. In particular, we noted last year that we had not achieved the result that we should in fundraising – this has been a significant turnaround this year with fundraising a major contributor.

At last year’s AGM I reported that once we had built up appropriate cash reserves we would be able to start to invest in the Club’s assets and facilities. We have been able to start this process and the results are presented to show separately these investments. We should be able to continue this process next year.

As before, a reminder that our year end is the end of May and as we now operate as two limited companies we have to submit formal accounts to our governing bodies. This AGM report has been produced prior to the end of our year and so includes a number of estimates where we expect to incur further expense or income. Confirmed figures will be included in the final accounts which may lead to some adjustments of the figures reported here. Should you wish to see the reports submitted to the Charities Commission and Companies House please ask me for a copy after October.

Thank Yous

Many people contribute to the financial running of the Club and I hope they will all accept a general thank you and sincere congratulations for their work in collecting monies, reporting on activities and keeping the accounts [Juniors – Graham, Bar&Social – Sarah, Standing Orders - Spud]. As Treasurer I just report what we have done – the real work is done by those who collect money and generate income for us. Thank you all!

FCRFC - Summary of the Year INCOME GENERATION – up 20% to £41.8K OPERATING SURPLUS – up 12% to £15.9K* TOTAL SURPLUS – down (due to investment and Parisis) to £5.9K* CASH - up 39% to £26.5K

*Note – no costs are amortised in our formal accounts, all accounted for in the year of expenditure (so what you see is what we have)

Table 1. FCRFC Income and Expenditure2014 / 15 2015 / 16 15/16

less 14/15

Item Section Income less Expenditur

e

Income less Expenditure

Variance Notes

Membership Senior £6,386 £5,255 -£1,131 1Junior £10,886 £10,650 -£236

Match Fees Senior £4,209 £3,700 -£509Sponsorship and Grants

£5,244 £11,047 £5,803 2

Social and Fundraising -£280 £3,759 £4,039 3Donation from Bar and Social

£0 £0 £0

Donations £4,930 £2,988 -£1,942 4Leisure Kit £2,088 £2,558 £470Junior Festival Junior £1,431 £1,873 £442Catering -£734 -£503 £231Tours and Travelling Senior 0 -£50 -£50

Junior -£261 £259 £520Pitches and Facilities -£8,574 -£8,259 £315Playing Kit and Equipment

-£3,061 -£7,338 -£4,277 5

Coaching Senior £0 -£488 -£488 6Laundry Senior -£1,152 -£1,150 £2Insurance and Sundries

-£929 -£1,300 -£371

Physio and First Aid -£1,210 -£1,500 -£290Trophies and Awards -£739 -£489 £250Professional Fees -£698 -£704 -£6Affiliation Fees -£3,391 -£4,400 -£1,009 7OPERATING TOTAL £14,145 £15,908 £1,763

One off investments / Crossbow Improvements

-£2,217 -£6,650 -£4,433 8

Parisis Senior 0 -£1,192 -£1,192Junior £1,274 -£2,166 -£3,440 9

GRAND TOTAL £13,202 £5,900 -£7,302 10

Cash statement: Closing Balances; 2015/16: £26.5K. Loan to Bar and Social of £1K.Notes:

1. 2014/15 membership receipts exceptionally high, influenced by Vets tour among others. This year more in line with general trend

2. 2014/15 we accounted for fundraising and sponsorship together, yet the big majority of income was actually from Sponsorship. This year we have taken fundraising out and grouped with Social, so the figures shown relate to Sponsorship and Grants. This line represents a major step forward for us and shows what can be achieved from external sources. As ever our sincere thanks are owed to our Sponsors

3. Fundraising and Social accounted together in 2015/16 but on separate lines last year. Figures do not include the Annual Dinner. A significant improvement in fundraising performance achieved, big congratulations to the team

4. Donations include £2K from Wadworth, donations from members and gift aid where we can reclaim

5. In previous years Sponsors have donated sets of shirts. The increase in Sponsorship receipts and cost of Playing Kit in 2015/16 are linked

6. First Aid training mainly7. Bristol Refs, GRFU costs, League costs, CA costs8. Investments include new posts for the main pitch, new pitch line marker, Crossbow

upgrade, TV for Chainey Room, BBQ and Gazebo for Socials and Bar Fridge 9. Parisis on two-year cycle, depending upon whether we are visiting or hosting10. Final reconciliation not yet available due to timing relative to AGM and year end,

which is end of May.

Bar and Social – Summary of the Year

TURNOVER - up 3% to £90K PROFIT - Operating Surplus maintained at last year level GROSS MARGIN - Small drop following (near) 5% improvement last year

The results for the Bar and Social have been impacted by a serious leakage problem that was discovered in November. Unfortunately, by the time it was discovered and fixed a significant amount of leakage had occurred, and as we are metered this has been reflected in our water charges. However, we are in discussions with both the CA and with the Water Companies regarding the issue and we hope to be able to mitigate at least some of the adverse impact on our results.

We have also chosen to invest in bar and clubhouse equipment and facilities and, like in the RFC, such investment costs are not amortised. Purchases have included a new set of chairs, bar fridges and equipment, shutters and bar area.

The key to the financial health of the Bar and Social Ltd Company is turnover. The higher the footfall in Crossbow the better the bar income. A lot of effort has gone in to providing reasons for people to use Crossbow (eg Social nights). We aim to continue to provide a social calendar utilising Crossbow and working with the CA upgrading Crossbow as a venue of choice.

No donation will be made to the RFC Ltd as we continue to look to build up reserves to support cash flow. This will not result in a tax liability as we can off-set this year’s profit against prior year losses.

Table 2. Bar&Social Income and ExpenditureItem 2014 / 15 2015 / 16 15/16 less

14/15Notes

Income / Expenditur

e

Income / Expenditure

Variance

Bar Sales £87,534 £90,298 £2,764 1

Cost of Sales -£44,440 -£46,621 -£2,181 1

Gross margin £43,094 £43,677 £583 1

Cleaning Costs -£8,808 -£6,709 £2,099 2

Cellaring and Expenses -£6,932 -£8,874 -£1,942 3

Insurance -£1,523 -£1,699 -£176Repairs and Maintenance £0 -£166 -£166Licences and TV -£2,224 -£2,098 £126 4

Pest Control and Skips -£1,656 -£2,936 -£1,280Utilities -£11,802 -£10,498 £1,304Equipment & Sundries -£483 -£590 -£107Donations £0 £0 0 5

Professional Fees -£672 -£874 -£202VAT -£4,802 -£4,780 £22OPERATING SURPLUS £4,192 £4,453 £261 6

One off Equipment Purchases

0-£4,141 -£4,141

7

Water Leakage Cost 0 -£2,200 -£2,200 8TOTAL SURPLUS / DEFICIT £4,192 -£1,888 -£6,080

Cash Statement: Closing Balance 2015/16: £7K. Loan from FCRFC of £1KNotes:

1. Turnover up 3% but small deterioration in gross margin2. Full year impact of taking cleaning contract in house3. More outside parties and social events give us more turnover but also lead to

additional expenses4. Full year impact of removal of Sky TV resulted in a significant cost improvement.

However, BT then put their prices up so we didn’t make all the savings we expected on this line

5. No donation to RFC this year6. The figure given is a deficit of income over expenditure and does not represent a

profit / loss figure. Stock and other valuations will be required as part of our end of year process in order to assess profit / loss. Also note, this report is taken from trading results to end of April and estimates for May. Final year end result is likely to vary

7. Purchases included bar fridges and bar equipment, shutters, chairs. Note, costs are not amortised in our formal accounts, all accounted for in the year of expenditure (so what you see is what we have)

8. Impact of water leakage problem, discussions to mitigate this are ongoing.

FCRFC Club Captain Report

Season 2015-2016So the posts are down and another season is complete for

FCRFC, it only feels like yesterday we had 40+ players raring to go in early August, down DS alley for our first Pre-season friendly vs Stothert & Pitt RFC.

There are a number of people I need to thank for their dedication and support this year, apologies if anyone is missed:

The Coaching team, Mike Ashwin and John Andrews, the level of planning and commitment often goes unnoticed, planning every training session for the players, every match day, I’d like to thank them for their commitment to the club and players this season.

My Captains, Josh Creed(Joe, Tim & Matty!), Mark Smith(& Domo!) and Gary Plant, organising 50+ players on a Saturday to play rugby is no easy task, but the car park selections have all been worth it in the end!

John Britton, keeping the club running with membership collections as well as leading on a number of RFU Return to Rugby initiatives throughout the season. Also keeps the master tally of all of our appearances, not an easy task trying to read Smithers team sheets!

Cess, for giving us marked pitches to play on, week in, week out, rain or shine!

Nathan Cole, finding fixtures and refs for all our teams when let down at the last minute by other clubs!

Mike Weaver, for all your help and advice this year, running the drink offs, working the bar, filling in as ref on a Saturday and everything else you do around the club!

The Exec team, Andy, Martyn, Tony, Chris, Helen, John, Sharon, Gemma, Tommy & Brian, a huge amount of effort goes on behind the scenes by these guys to run this club so successfully, I want to thank you all for your support this year, hugely appreciated.

I didn’t really start with any specific objectives for the year, but to continue the clubs progress made by all teams from the previous season and making sure everyone enjoys playing their rugby at Frampton Cotterell.

The 1st team won more league games this year, with try bonus points in each win improving on their league points total from last season, notable wins against Tewkesbury away(first time in 3 seasons), beating North Bristol away and a record smashing win against local rivals St Marys RFC.

The league winning 2s from last year had to cope with losing 6 regulars to the first team this year, but ended up soaring up the table and finishing an excellent 4th. Playing 26 games this year, 9 more than last year.

The 3s played 2 more games(17 total) than last season and had opportunities to play more if not for lack of opponents, which just goes to show how special a club we are to get 3 teams out week in, week out. Improving on their league position as well and finishing a comfortable mid-table.

With the colts it was a similar tail to the 3s, opponents crying off when we had strong numbers every week, also finishing an excellent mid-table. It was brilliant to see colts mixing in to the all 3 seniors sides as well when league games were cancelled.

On no less than 5 weekends this season, we have had 1s, 2s, 3s & Colts teams out playing for Frampton Cotterell RFC, that’s around 70 players out on the pitch representing the club over Gloucester and Somerset.

The future looks really good for our club, and with the club playing 15+ more games this year with more players playing(and returning!), goes to show what an enjoyable club to play for we are.

The only word of warning I’ll put out there is, as players and members of this club we need to step up and be more proactive in paying our Membership at the beginning of the season, and remember to pay up your subs after each game you play. This has always been the same so “sorry I forgot” doesn’t really cut it! It’s been particularly hard this year for John and he can’t chase you all, so please support your club by paying during pre-season next season!

Strangely one of the many highlights of this Club Captain gig has been popping down the club on a Sunday morning, grabbing a cup of tea, bacon and egg roll from Mr & Mrs Pullen, and going out and watching whatever Junior team has the Main pitch that morning. I encourage all seniors to pay a visit on a Sunday morning, 11am at Crossbow, there is some excellent Rugby on show from our youth section and it gave me a renewed purpose and motivation to get fit playing for the club again after my pre-Christmas op seeing the hundreds of people this club actually means something to. Easy to think it’s just the 4 senior teams on a Saturday, 14 teams regularly put on the FCRFC badge every weekend, we are one club, at it starts with 6 year olds up to Ridesy at 102 years young!

Personally, thank you to all the volunteers, players, club members and supporters for a really enjoyable season. Talking, Drinking and Laughing with you all throughout the year has really been a pleasure, I look forward to doing the same next season.

Enjoy your summers, and see you in July for pre-season!

Rugby love to you all, Simon Belsten FCRFC Club Captain 2015-2016.

2015/2016 Minis/Junior & Girls Report for the AGM

Another strong year for our minis at U6’s up to U16’s, winning more games than losing, we stabilized the playing numbers for the U10s & U14s, organsied another cracking minis festival ORGANISED BY Mel Goodrich, with the U9s coming out winners in their age group, launched U13s girls so big vote of thanks to Mel/Cat/Barry & Phoebe, U8s won Glos County U8s Plate, with the U9s coming a commendable 3rd in the County Cup, U13s came 3rd in Nandos Cup, great children parties held BY Caroline Neale & Lucy Baines, minis tour to Paignton another cracking success so thanks go out to Simon & Helen Haynes and finally the Parisis visit last weekend, another tradition on the annual  calendar is our European rugby exchange, now in its 39th year, we may have come second on the field but that’s only part of the story, seeing so many happy faces, makes all the hard work worthwhile and too many people to mention personally but you know who you are, many hands made light work!

For the coming season, no doubt many more challenges, but glad we have a great set-up covering our 12 Teams and so many committed Coaches and/or helpers behind the scenes that make the ‘Mighty Green Army’ the envy of many Combination Clubs, our minis are the Clubs foundation, the Juniors the walls and the Colts/Seniors the roof that makes us such a happy family Club, one that I am so proud to be part of, we can’t sit back on our laurels, so we will need to retain/recruit new players, develop the Coaches to ensure we continue to offer the best rugby experience locally, ensuring player welfare paramount, especially with the management of head injuries (concussion), over half of our Teams now have qualified basic first aiders including defibrillator use (the Parks Committee bought one and located on the outside of the changing rooms on the carpark side), with the balance of Coaches scheduled to attend early September and above all ensure all have fun on the journey, onwards & upwards and ‘may the Fram force be with you’.

I would like to thank the backroom staff of Helen/Kelly on the kit, Cess marking the pitches, Graham Rees on managing our finances, Andy & Marie Pullen on the opposition food over the last 2 years, Jer Branton for bar support, Charlie Chaplin for the close CA cooperation and Dave Crewe as Junior Secretary; sure many more to name but without their continued support, all wouldn’t be possible!

Massive vote of thanks also goes out to Keith Bohr who is standing down after 19 years as Junior Vice Chairman & referee when needed, who helped my predecessor Bernie Glastonbury over the years to keep a steady ship and myself of late, Chrissie Knowles standing down after many years as Child Protection Officer, I have always been able to rely on her to help manage our CRB checks and/or when the need has arisen on a player injury or concern and finally having a break is Phil Whilshire, we all know how difficult to manage one Junior Team but Phil has admirably managed the U15s and Colts players from a tender young age to strapping lads moving up into our Seniors, no easy task but an invaluable one, that you can’t underestimate the effort of him and Deb, so good luck and thanks for all your help

We have a few open key roles which will need to be filled for the coming season 2016/2017:

Young Players Child Protection Officer & Junior Vice Chairman, if interested, please contact me and I can explain the role/level of commitment.

Thanks,

Tom HarrisMinis/Juniors & Girls Chairman

Mobile: 07835 854931

Annual General Meeting minutes

Andy welcomed everyone to the 2016 AGM a quorum of more than 25 members having being established and we then proceeded to follow the agenda as follows:

1) Reports

Chairman’s statement – Andy summarised his statement

Treasurers report – Tony Slate summarised the position and the positive year in all areas but further work to be done particularly relating to the bar.

Reports were also prepared by Simon Belston on all senior section on-field matters and Tom Harris did the same concerning the junior section which was handed to all members for review.

Andy and Tony answered questions.

3) Election of new officers

Prior to the vote on the role of club captain Barry Whitehead spoke to the members concerning his priorities if he was to be successful in being voted in to the role.

The following positions were individually voted on and all passed:

Chairman Andy PullenVice-Chairman Chris BrayHonorary Secretary Martyn JamesHonorary Treasurer Tony SlateJunior Chairman Tommy HarrisJunior Secretary Dave CreweJunior Treasurer Graham ReesClub Captain Barry WhiteheadFixture Secretary Nathan ColeMembership Secretary John BrittonSocial Secretary Sharon Bennett and Mike AshwinKit Secretary Helen Smith

The meeting closed with Andy summarising forthcoming events and thanking everyone for their support.