1. Apologies for absence
2. Approval of the Minutes from the 2017 AGM
3. President‘s Report
4. Chairman’s Report
5. Treasurer’s Report
6. Rugby Reports – Seniors and M & J’s
7. Marquee Room Report
8. Ground and Facilities Report
9. Awards and Vice Presidents
10. Election of Directors and Committee
11. Motions presented in advance (None received)
12. AOB

MINUTES OF BOWDON RUFC Ltd
A.G.M HELD ON WEDNESDAY 14th JUNE 2017
Present:
Apologies:
M Jordan, R James, K Fallon, J Linkman, M Kitchiner, R Kitchiner, K Fallon, N Buckley, C Varley, A Cartlidge, M Ramscar, A Rink, P McKibbin, C Fall, T Bennett, C Devlin, W Piatkiewicz, D Brown, M Carroll, J Piatkiewicz, A McHale, P Baldwin, M Brown, L Rowbotham, G Heil, N Bright, S Kenny, C Bathurst, A Phillips, B Flanagan, D Flanagan C Ronan, A Bright, M Waddington, C Fletcher, A Hines, M Brock, W Quarrell, V Collins, T Tomlinson, S Rice, S Davies, D Hardy, N Graysan, N Dodd, S Reid, L Connolly, J Castle, N Ward, R O Starkey.

P Quigley, H Walker, M Fogarty, L Wordley, D Murray, T Sloan.

Proxy votes received from:-
S Ball, M Edwards, B Fallows, F Gaunt, N Graham, D Gregory, M Hartigan, D Hill, E Jackson, C James, A Legg, S Loggenberg, B Nicholson, J Nicholson, T Sloan, S Wardle, A White, L Wordley, M Gruber, P Witts, S Walsh, A Boland, S Boland, M Gallagher, E Bredenhann, T Fleming.

Previous Years Minutes
Minutes proposed, seconded and approved.
President’s Report
The President highlighted the following points:
*The President’s role was largely a representational one and in that spirit he had attended a large proportion of the Clubs games, both home and away.
*On a sadder note he reported the loss of Jamie Graham and Chris Coventry
*He was pleased to report a very successful hosting of the Australian Team for the World U20 competition, which took place across Greater Manchester during the summer.

Chairmans’ Report

The Chairman made a comprehensive power point presentation highlighting:-

• Incorporation of the private members Club becoming BRUFC Ltd in December 2016
• Recruited more volunteers and brought the finance team up to strength
• The Marquee Room and bar had experienced more difficult trading conditions during the year
• We had negotiated a new brewery contract with Carlsberg encompassing enhanced sponsorship monies and reduced produce costs
• Development: Planning permission had been granted for the construction of two houses on the land between the second team pitch and Ridgeway Road on condition that the owners of the land (Franklands) committed to sell the pitch to the Club. Permission had also been given for floodlighting of the first team pitch and providing new facilities in an extended clubhouse.
But subsequently the Greater Manchester Authorities (including Trafford MBC) had published a spatial plan proposing, amongst other things, the removal of the pitch (and much of the surrounding area, including the Club’s own grounds) from green belt status, to provide more building land. This had caused the Franklands to delay any further decisions on this matter until the spatial plan had been formally approved – likely to be some two years or so hence.
• Fund raising: With thanks to the sterling work from John Greening the Club had won £25K for the drainage of the training pitch. He had also revived the 100 Club which would shortly be re-launched.
• Club Vision and Objectives: Members were encouraged to give their opinions on the proposals.
• Financially, the Club had made only a small £10K surplus, before capital repayment of £28k, meaning we have reduced our cash reserves by £18K, and urgently need to create more income generating opportunities.
• Club communications: Work was progressing on improving the Club’s systems.
• A Discipline and Grievance procedure had been drawn up and implemented.

Honorary Treasurer’s Report

Presenting the Accounts the Honorary Treasurer made the following points:-

• There was a single set of accounts combining those of BRUFC Ltd and Marquee Room Ltd. Separate accounts for each organisation would be available and submitted to Companies House in due course.
• The accounts put to the meeting show a small surplus (£10k) on the P &L account, which takes account of loan interest payments but not loan capital repayments. These appear in the Balance sheet and total £23170. If these were taken into account the P&L would show a loss - hence close to the bone.
• The budget for 2017/2018 was aiming for a larger surplus than in 2016/2017.
• The Club mortgage had been transferred from RBS to Handelsbanken and the Club’s current accounts were being transferred from Barclays to RBS (a tortuous procedure)
• In response to questions the Treasurer said he was confident that the Club was solvent.

Senior Rugby Report
The Director of Rugby made the following points:-
• The 1st XV had played attractive rugby and improved their League position from the previous season from 10th to 5th ; and in January had been within sight of a promotion slot.
• The 2nd XV and 3rd XV had also played well but had lost some players to Wythenshawe although this had been offset by the input of some of our Colts’ players.
• It was a shame that there had been insufficient players to support a 4th XV and that this was likely to continue into the following season.
• The 1st XV’s aim for next season and beyond was to achieve a top two league position in 2017/18, with promotion to level 5 by 2020. Mike Swetman had moved on at the end of this season to re-join his former coaching colleague at Clackheaton. There had been some new signings.
• A 4G training pitch had been booked for the entire season and a transition plan from the Colts to the senior’s players was close to completion.
• In response to a question concerning the likelihood of achieving level 5 status the DOR said he believed it was possible with careful pre planning, particularly financially, and with determination.
• In response to a further question the DOR said that it was always regrettable when lower teams had to give up players – often at short notice – to fill vacancies in higher teams and that every effort should be made to avoid this.
• Finally he agreed that it would be good if we could revive the “Bowdon 7’s Competition” for the 2017/2018 season.

Minis and Juniors Report

The Chair of the M & J’s Section reported that:

• Over the years the M & J section had developed into one of the largest, most vibrant and successful in the county. Playing members were 450 at present and he was targeting 470 for the coming season. Many thanks were due to the multiplicity of coaches who turned out every week for each age group.
• Some attempts had been made to establish a Girls Team but this had proved too challenging for this season.
• The section was achieving excellent results on the pitch with several wins in the end of season competitions and the award of 4 Cheshire caps, 1 Lancashire cap and 1 Scottish cap.
• Special thanks should go to the 10 M & J committee members and their ability to cope with a heavy organizational workload.
• New sponsorship arrangements have been agreed with McHale Solicitors and Six Group and a new club shop selling (new) kit would be opening for next season.

Marquee Room Ltd Report
The Marquee Room Limited Chairman reported:-

• 2016/2017 had been a difficult year with sales down by £23K on last year (believed to be due to lost games, training off site, cessation of the Monday Night Auction, cancelled events and the loss of some of the local social members)
• Corrective actions were being drawn up, including the introduction of 12 key anchor events for the diary, improving “up selling” by better staff training and reducing stock lines. In addition the new deal with Carlsberg would reduce costs.
• A budget surplus of 34K was the target for 2017/2018.

Grounds and Facilities Report
In the absence of the Head of Grounds and Facilities no report was available.

VP Awards & Honours Badges

VP Awards:

Ben Fallows
Martin Gallagher

Honours Badges:

John Blanchard
Iain McKenzie

Brian Henderson Award

Luke Rowbotham

Walter Ryecroft Award

Gwilym Roberts

Election for Directors and Committee

There was one competed post, that of President. Kevin Fallon (the incumbent) and Nick Buckley were the two candidates. A (secret) ballot was held and Nick Buckley was formally elected as President. A copy of the new Presidents presentation is attached.

Thanks were given to the outgoing President and the retiring Hon Sec Roger James, with a warm welcome extended to his successor A Cartlidge.

Thanks were also given to the retiring Cheshire representative Tom Sloan and a welcome extended to his successor Mike Ramscar.

Mike Fogarty stood down as Non-Executive Director and was replaced by the only nominee, Chris Ronan.

All other Directors and committee members were re-appointed in post.

Members Motions
Amendments to the Articles of Association

1. Change the title of Non-Executive Director to Counsellor
Rejected

2 Adopt the same terms of office for Non-Executive Directors as for Directors
Approved

3 Change the wording in Article 33.1 back to its original form. This placed the responsibility for calling a General Meeting to consider termination of membership on the Board rather than the individual. This is in order to maintain CASC status.

Approved

4 Votes by email. Following a discussion and submission of a motion by Norman Dodd it was agreed by the meeting that email votes would be valid provided they used the Proxy form (attached)

AOB
Peter Baldwin said that a tidy up day was being organised in the near future and asked for volunteers to help out. Date to be confirmed.

Tony Tomlinson raised the need to establish Disabled Parking Bays in the car park on behalf of disabled members.

Roger James
Hon Secretary (retired)

Bowdon RUFC Ltd Board

Nominations for office at AGM 2018

BOWDON RUFC
CLUB ACCOUNTS FOR THE YEAR ENDED
31st MARCH 2018
BOWDON RUFC
GENERAL INFORMATION
FOR THE YEAR ENDED 31 MARCH 2018
CLUB MANAGEMENT COMMITTEE :
PRESIDENT NICK BUCKLEY
PAST PRESIDENT KEVIN FALLON
CHAIRMAN MARK JORDAN
HONORARY SECRETARY MANDY CARTLIDGE
HONORARY TREASURER CHRIS VARLEY
HEAD OF OPERATIONS/ MYLES KITCHENER
MARQUEE ROOM
DIRECTOR OF RUGBY JOHN LINKMAN
CHAIRMAN OF MINI/JUNIOR SECTION CHRIS BATHURST
GROUNDS & PITCHES MARTIN GALLAGHER
CO-ORDINATOR
ADDRESS: Clay Lane
Timperley
Cheshire
WA15 7AF
Bowdon RUFC: Accounts for the year ended 31 March 2018
Combined Club Activities - Full Year
INCOME & EXPENDITURE 31 March 2018 31 March 2017
£ £
Bar sales 279,110 253,389
Cost of sales 149,641 127,271
Gross margin 129,469 126,117
Gross Margin % 46.4% 49.8%
Direct Bar Costs 96,034 89,015
Gross Bar profit 33,435 37,102
Gross Profit as a % of income 12.0% 14.6%
Other Income
Members subscriptions (CASC and Gift Aid) 77,396 78,794
Marquee Room (net of event mgt) 41,213 13,596
Functions (VPs, Ball, Gentlemans Lunch etc) 5,498 10,944
Mole Club (inc opening balance - £5,996) 8,381 -
Minis events (Summer camp, U7 tournament, Family Day) 7,820 12,075
Sponsorship (including Carlsberg) 18,264 12,990
Seniors/ Minis income 634 9,544
Donations 1,295 6,689
Fundraising events (Sportsmans Dinner) 8,825 7,248
Misc Other income 1,858 4,277
171,183 156,151
204,618 193,253
Less expenditure
Building overheads 46,718 46,020
Infrastructure 6,687 6,846
Seniors coaching 18,784 18,372
Seniors playing expenses 11,699 13,062
Finance & Support Services 13,097 13,711
Minis playing expenses incl social expenses 29,229 44,535
Grounds 18,859 27,151
Seniors medical/ physio 5,166 7,230
Depreciation 2,400 2,360
Loan interest 3,358 3,643
155,997 182,931
Net Operating Profit 48,620 10,322
Net Profit as a % of income 17.4% 4.1%
Bowdon RUFC: Accounts for the year ended 31 March 2018
Combined Club Activities - Full Year
STATEMENT OF ASSETS / LIABILITIES 31 March 2018 31 March 2017
£ £
Fixed assets
Clubhouse 502,455 502,315
Fixtures and fittings 2,445 3,645
Equipment 2,415 3,671
507,315 509,631
Current Assets
Cash at Bank 73,522 34,043
Stock 11,577 12,071
Debtors 12,805 15,917
97,904 62,031
Current Liabilities
Trade Creditors & Accruals (61,112) (65,467)
VAT and PAYE (8,610) (7,558)
Minis tours (10,498) (18,948)
RFU Loan (7,692) (7,692)
Handelsbanken Loan (14,532) (14,532)
Carlsberg Loan- repayable (1,924) (8,000)
Carlsberg Loan- barrelage/sponsorship (12,000) (2,600)
(116,368) (124,797)
Net Current Liabilities (18,464) (62,766)
Total Assets less Current Liabilities £488,851 446,865
Long Term Loans
RFU Loan (9,619) (17,311)
Handelsbanken Loan (112,753) (127,145)
Carlsberg Loan- repayable - (250)
Carlsberg Loan- barrelage/sponsorship (19,496) (3,797)
(141,869) (148,503)
NET ASSETS 346,982 298,362
RESERVES
Reserves brought forward 298,362 288,040
Current year operating profit 48,620 10,322
346,982 298,362
- -

There are only 2 positions for election this year as a result of Mark Jordan resigning as Chairman, and Norman Dodd standing for re-election as a Non-Executive Director, as per Article of Association.

Nominations for office:-
Office Nominations Proposed by

Chairman
Tom Fleming Board Nomination
Non-Executive Director
Norman Dodd Board Nomination