Minutes for Board Meeting
Monday 19th July 2021
Time: 7:30pm
Location: GRFC
Attendees: Ady Amies (AA), Chris McCarthy (MAC), Andy Healy (AH) and Marc Sylvester (MS), joined via Teams.
Also present; John Barguss, Bar Manager (JB)
For reference; Paul Walsh (PW)
Apologies for absence: Duncan Nicholl (DN), Paddy Copeland (PC).
The meeting approved the Minutes of last meeting dated 17th May 2021.
105. Actions from last meeting -
i. MR still awaiting e-mail address, agreed MR to circulate what is done for all to review ready to just add address.
ii. MAC has chased Alex to sort lottery e-mail forward to RW still awaiting reply
iii. Website: PW pushing to get website swapped so please prioritise.
1. PM to provide details and adverts for sponsors to add to website,
2. MAC documents transfer, this is under way with help from Ema Stewart.
3. Discussion agreed we should get up and running ASAP with minimum info and build on that, CM has chased ES but no reply.
iv. PW spoke with Rhino regarding issues after fire –
1. Rhino have not attended but had agreed, we did not invite with date and time, MS to organise for next meeting.
2. There was a discussion around the kit for the coaches resulting in a vote to allow AH to determine the best and order through PW.
3. Still an issue getting shorts which is part of the discussions we want to have with them.
v. PC to investigate Office 365 Package with Teams – PC not at meeting to update so carried over.
vi. CM to discuss MoA and Rules with Board DN has started to action and will raise when he has ideas.
vii. PM to speak to members to seek Club Captain - PM not attending so carry over
viii. PM to speak to members to seek Social Secretary- PM not attending so carry over
ix. There is now 3 people interested in assisting with kitchen CM to contact all.
106. Update on accounts -
a. Report from PW was reviewed, and bank balances are very comfortable.
b. The folk festival is happening, and we are doing what we can, led by AA.
c. It was requested we order the U14 shirts that were previously agreed, MS to action with AA and PW.
107. Seniors.
a. A date needs to be set for the celebration party, MAC to speak with management team.
b. MAC & AA to arrange a chat with Craig to discuss the season.
c. MAC to chat with Tom to see how we can help.
108. Minis/Juniors -
a. MS had 9 girls on Wednesday for the training assisted by a couple of parents and Ella, MS said they are speaking with the Girl Guides and local schools to try and boost numbers and they have 3 sessions booked already.
b. AH said he had a leaflet ready to go just needs printing with AA said he could sort.
109. Safeguarding -
a. There were no incidents reported.
110. Club development –
a. MS did not get the details to contact the former member and arrange a meeting. It was agreed set up some dates separate to the board meetings and let them know so they can say when they can attend.
AOB.
111. DN to sort Wasborough pitch relocation with help from PM
112. Parking is still difficult, and MAC spoke with Parish, but they have no ideas how to deal with it just now. It was suggested that when the M&J section at home they can have a couple of parents rotating round teams assist with pointing people to spaces. It was also suggested could we use the Surgery, MS to approach as AH has a contact and will pass over details.
Next Meeting – Monday 16th August – 1930hrs – GRFC Clubhouse
Minutes for Board Meeting
Monday 21st June 2021
Time: 7:30pm
Location: GRFC
Attendees: Ady Amies (AA), Marc Sylvester (MS), Chris McCarthy (CM), Duncan Nicholl (DN), Paddy Copeland (PC) and Andy Healy joined via Teams.
Also present; John Barguss, Bar Manager (JB)
For reference; Paul Walsh (PW) and Martin Stalder (MS)
Apologies for absence: Martin Realey (MR), Laura Quinton-Marion (LQM) and Paul Miles (PM).
The meeting approved the Minutes of last meeting dated 17th May 2021.
91. Welcome, the chairman welcomed Andy to the board and all round the table said hello. The chair then said LQM will not be attending the meetings since standing down but will continue to keep on top of the role till Olivia McCarthy is fully trained and doing the safeguarding role.
92. Thanks. The board wishes to thank Laura for all her hard work and effort on the board and the offer to help get a replacement in place.
93. Actions from last meeting -
i. MR & PM to draft advert for lottery and raffle via leaflet drop in Grove. Neither in attendance so remove item on raffle and carry over.
ii. MAC has spoken with Alex to sort lottery e-mail forward to RW still awaiting reply
iii. Website: PW pushing to get website swapped so please prioritise.
1. PM to provide details and adverts for sponsors to add to website,
2. MAC documents transfer, this is under way with help from Ema Stewart.
3. Discussion agreed we should get up and running ASAP with minimum info and build on that, CM to follow up with ES.
iv. PW to speak with Rhino regarding issues after fire –
1. Rhino said some confusion as to many people contacting them so it was agreed PW should be sole contact if he is happy. Issues with kit should now be sorted.
2. It was suggested to invite RHINO to a board meeting to discuss the service and partnership going forward.
v. PC to investigate Office 365 Package with Teams – this was discussed and agreed that we should purchase the package at £9.40 per month PC top action with PW.
vi. CM to discuss MoA and Rules with Board – it was agreed as proposed at the AGM that MS and DN should get a working group to review the Club rules and articles to include memberships. They are to report to the board for final discussion/agreement. DN to action.
vii. PM to speak to members to seek Club Captain - PM not attending so carry over
viii. PM to speak to members to seek Social Secretary- PM not attending so carry over
94. Update on accounts -
a. Bank balances are very comfortable.
b. MS asked about the kit for the coaches that had been agreed previously they could spend £60 and claim back, doing as individual incurred delivery on each one so is it plus delivery. Preference was to bulk order but struggling to get sizes in good time. MS to agree with AA and PW following above action on Rhino.
c. AH spoke about the coaches jackets he had been looking at with others as poor reply from Rhino. It was agreed to fund these for the 30 coaches. Ah to speak with PW and AA once he has best option.
d. Our Memorandum of Articles (MoA) was discussed at the last meeting and CM explained we do not need to change these yet as we need the 3 officers and himself and AA are doing 2 of the roles and CM will be listed as Secretary for now. MS has agreed to update companies’ house. Action CM to provide MS with AH details.
95. Seniors Training.
Training starts again on 6th July with a pre-season match with Witney scheduled for August. It was mentioned by MS that we were only granted permission to train till end of June. Action CM to gain permission for the training from July and Matches from Parish Council.
96. Minis/Juniors -
a. The minis have played away twice at Gosford and Faringdon, we have hosted Gosford as well as Didcot twice. U13/U14 have played a couple of matches, and all are looking forward to the end of season BBQ on the 27th.
b. MS is looking to get interested with an open age fun sessions for the girls and has a few offers of support to do this once a week.
c. Youth committee have met again and some good discussions and feedback they are starting to work on the mini festival
97. Safeguarding -
a. There were no incidents reported.
b. As mentioned above Olivia McCarthy has agreed to take on the role but without being on the board. She is going through her DBS and training just now.
98. Club development –
a. it was expected to have another session on closing the board meeting, but it was agreed that it was to late and we would do n=better to arrange a separate evening.
b. DN mentioned a former club member that would like to speak with the board as he is involved in land development and believes he may be able to assist with obtaining a plot of land for the club to develop. It was agreed DN to speak with him and arrange with MS the above meeting where he can address the board.
AOB.
99. The chair had received a letter from a live member requesting the board call a GM to award 2 x former players Honorary Membership. Following the Above items, it was agreed this could not happen till the review was complete. CM to inform member and circulate letter to board in confidence.
100. CM has been approached by a former member and his family as they would like to use the club once a week to try and start a parent and toddler group for the airfield development as currently nothing available. It was agreed this was fine as members of the family are club members.
101. MS is looking for a venue for a First Aid course on 10th July as scout hut unavailable due to TOW. CM to pass on details for Parish to see if Old Mill Hall is an option and PC said his offices in Harwell Campus might have a room.
102. MS said we have an option to run an RFU first contact course in September but was unsure, it was agreed we go for it and the RFU will remove if no attendees.
103. There was a discussion around the lack of parking and the fact it would get worse as the season starts, in the main due to the loss of numerous parking spaces with the county council layby going. Not helping is the large puddle in the main car park. Action CM to approach Parish to ask about options and plans for any cycle routes as not safe walking at the moment.
104. AA mentioned the Park run is looking to start in August and we have agreed to let them use toilets. AA to action rota to open club.
105. AA mentioned the charity event organised by Mike Hissey doing truck pull was not likely to go ahead.
106. The Folk Festival is looking to proceed, and CM has told the organisers the club will offer the usual facilities and open the bar. Over weekend of 13th – 15th August.
107. There had been a request to use the kitchen for a commercial venture when we are not using it. Action JB to gain further info.
108. PC mentioned that we were looking to host Oxfordshire ACF on Sunday 11th July for their annual tournament, we just need to provide access to facilities and pitches. Action CM to inform Parish Council.
Next Meeting – Monday 19th July – 1930hrs – GRFC Clubhouse
