AGM2013Swindon RFC AGM 2013

Please find a seat

Welcome to the

SRFC AGM 2013

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• 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

Agenda

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Chairman's Report

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

Main points

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Senior Playing

AGM2013Senior sides performance

Senior sides performed well in all their respectively leagues

• 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

AGM2013Coaching changes

Difficult transition, but the new team have picked up and now performing well

• 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

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Mini and junior

AGM2013Mini and Junior highlights

Numbers of players and coaches increasing rapidly

• 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

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Development

AGM2013New field

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

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Fundraising

AGM2013Initiatives raised by members

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Coaching outreach

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Mini and junior Chairman’s Report

AGM2013Mini and Junior highlights

Numbers of players and coaches increasing rapidly

• 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

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Director of Rugby

Report

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Financial Report

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Bar Sales £186.9kCost of Sales (£97.8k)Gross Profit £89.1kNet Other Income £65.4kGross Surplus £154.5kTotal Costs (£190.8k)Net Deficit (£36.3k)

Bar Sales £149.5kCost of Sales (£78.2k)Gross Profit £71.3kNet Other Income £52.3kGross Surplus £123.6kTotal Costs (£152.6k)Net Deficit (£29.0k)

Bar Sales £147.9kCost of Sales (£71.5k)Gross Profit £76.4kNet Other Income £65.8kGross Surplus £142.2kTotal Costs (£151.8k)Net Deficit (£9.6k)

2011/12 (15 months)

2011/12 (Annualised)

2012/13

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.

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Comfort & Drink

Break

AGM20132012/13 Accounts – Key Messages

Financials improving but more needs to be done

• 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

AGM20132013/14 Financial Focus

We understand our cost base with some certainty, however we need to increase our income streams other than just bar turnover

• 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

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Development plan

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Pitch 1

Pitch 2

Pitch 3

Club

Car park

Spare/TrainingPossible American

football

U6s to U12s pitches45 yrs lease (W/E only)

= flood light pole

Land desired usage

Ultimate goal to have 3 full size pitches, 2 floodlit with a spare training area/American football/mini football pitches.

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N

C/Rooms

Gym

Hall

Main Bar

Changing Rooms

Gym

Hall

Main Bar

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.

Facilities Options – Background

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Scenario 1

Facilities improvement

Extend and improve existing

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C/Rooms

Facilities improvement – Most likely

This improvement allows the new facilities to be put into use and improve current facilities which will be most used.

Stratton St Margaret Pavilion

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

Current club house

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Renovate existing pavilion and extend to add 2 further large changing rooms

Drawings - Draft

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Upgrade of existing facilities represents our best option from the a realistic point of view.

Financial summary - Buildings

Option 4 UpgradePlanning and drawings 1600

Renovation and extension Stratton Parish Pavillion

150000

New boilers in main clubhouse 26000Total 177600

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Scenario 2

Facilities improvement

4 changing room new build

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C/Rooms

Facilities improvement – New build

This improvement allows the new facilities to be put into use and improve current facilities which will be most used.

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

Current club house

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New 4 changing room block

Drawings - Draft

Total length = 20900

Tota

l wid

th =

104

65

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Upgrade of existing facilities represents our best option from the a realistic point of view.

Financial summary - Buildings

Option 4 UpgradePlanning and drawings 1600

Renovation and extension Stratton Parish Pavillion

250000

New boilers in main clubhouse 26000Total 277600

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Club structure and

call for volunteers

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Chair (E) V-Chair (E) Treas(E) Sec (E) Safegaurding M & J Membership Club Captain PR & S Club Manager

S.Cock VACANT S.Carr K.Bishop R.Sorrill P.Toogood L.Cock J.Courtney VACANT D.Kalynka

Chair TresurerS.Carr

Club Manager

D.Kalynka

Member S.Cock

Assistant Treasurer

VACANT

Fundraising VACANT

Chair P.Toogood

Vice Chair A.Grayson

Secretary S.Brookes

Members L.Cock

Safeguard R.Sorrill

PSLO S.George

CCC VACANT

Chair J.Brown

Vice Chair J.Courtney

Members Managers

Members Captains

Club Structure

Greater involvement of members, bigger voice and devolved responsibility

Executive committeePresident Chair V-Chair Treasurer Secretary M & J

D.Berry S.Cock VACANT S.Carr K.Bishop P.Toogood

Management committee

Commercial and Finance

Mini & Junior committee

Senior playing committee

AGM2013Volunteering

We need greater involvement to grow our club and secure a solid future for Rugby in Swindon

• 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

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Incorporation

AGM2013Club 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

AGM2013Club 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?

AGM2013Club rules following incorporation

A very necessary step for future development

• 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.

AGM2013Section 1

Election of officers

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• Led by Dave Berry as the elected official remaining

Election of officers

AGM2013Positions for re-election

Votes please

• Chairman – Stuart Cock• Vice Chair – Vacant• Secretary – Kevin Bishop• Membership Secretary – Lisa Cock• Safeguarding – Richard Sorrill• PR and Sponsorship – Vacant• Club Captain – James Courtney

AGM2013Closing remarks

Closing remarks

AGM2013Respecting the past

Over 100 years of history, identity and tradition.

AGM2013Making the most of the present

Making Rugby happen!!

AGM2013Developing the future

Securing 100 years of history, identity and tradition.

Pitch 1

Pitch 2

Pitch 3

Club

Car park

Spare/TrainingPossible American

football

U6s to U12s pitches45 yrs lease (W/E only)

= flood light pole

AGM2013Closing remarks

Q & A