Collaroy Rugby Club Committee Meeting Minutes
Date: 5 August 2013
Time: 08:00 pm
Location: Griffith Park Clubhouse
Attendees: Barry Muncke, Mike Gibbons, Graham Davies, Mick Barry, Tim Lockrey, Paul Van Der Zwaag, Bruce Nicholas, Lata Wilkinson, Eileen Dunkley
Apologies: Peter Bremner, Crombie Pitts, Karen Green
Chair: Barry Muncke
Minutes: Mike Gibbons
Approval of the Minutes of Previous Meeting
The minutes were agreed. Proposed: GD Seconded: PVDZ
Mike Gibbons Resignation
Discussion
BM thanked MG for his contribution in the short time he has been with the club. MG responded that it had been an honor and a pleasure to work with BM and the rest of the committee. Although absent overseas due to business, education and tax considerations, he would retain an active interest in the club and continue to support the database as his son Robert will continue to play in U12 and U13 next year. He anticipates being back In June 2014 and hopes there will be a U15 team for his son Andrew to play in.
Conclusion
GD will take the minutes at future meetings until a new secretary is appointed.
Hosting Finals
Discussion
BM reported the club will host semi-finals on Sunday 18th August. The details are still to be notified by the SJRU. BM with input from BN identified the responsibilities of the club as:
- Ground Marshals
- Scrutineer
- First Aid
- Changing room roster
- Allocate warm up area
- Program sales
- PA system
- Canteen staff
- Team Liaison
- Match Balls
- Designated area for photographers
Conclusion
Responsibilities were assigned and accepted.
Coffee Options
Discussion
Three options for providing coffee service were considered:
- Cafe2U proposed minor sponsorship of $1000 for the 2014 season. $500 at the being of the season and $500 halfway . No commission on sales but vouchers to players and best & fairest awards for juniors
- Hit Cafe to provide coffee machine a pay for installation of 20 amp plug, barista and 15% commission on sales payable on match day
- Club managed sales via purchase of pod coffee machine approx $80, pods at $.35, coffee sales approx. $3.00 per cup
- Need short term solution for hosting finals 18/8
Council requires that we do not store equipment in the clubhouse which inhibits the Hit Cafe option. Committee considered revenue to the club from the DIY option would be substantially more than commission based solutions
Conclusion
Book Cafe2u for Finals. Purchase pod machine on trial basis. If not successful consider alternatives
Annual General Meeting
Discussion
The presentation day has already been set for 15/9 so it was considered that that was the best opportunity to have the most members present.
Conclusion
Hold AGM following Presentations.
Grading Update
Discussion
BN has looked at the U10’s and sees some players in the E’s with good potential to play at a higher grade.
Conclusion
Parents of U9’s and U10’s to be notified that grading will occur next season as a matter of club policy.
Member Survey
Discussion
MG reported a meeting was held with BM, GD and MB to review results. The meeting concluded several lessons could be learned that would strengthen the club. Particularly,
- Build on BN’s role as Coaching Director to provide support for coaches through monthly meeting
- Develop procedures for coaches, managers, game day operations
- Improve communication to members from committee through a newsletter
Prior to the meeting MG provided a draft of letter to be sent to parents thanking them for participating, summarising results and outlining actions the committee would take next year. He also circulated the complete survey results. PVDZ observed that response rate of 22% was very satisfactory.
Conclusion
The committee approved the draft of survey results to be sent to parents.
Matters Arising from Minutes of Previous Meeting
BM reported that a second sponsor’s canopy for Steve Massey, Chiropracter, was in progress.
Date of Next Meeting
Not set
Meeting adjourned at 9:30pm.
