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2023-05-31-accounts

Wetherby RUFC Membership Fees

Season 2023-24

Minutes of the Annual General Meeting 16[th] June 2023

Item Item #

1.0 Members Present

Honorary Life Members

Ian Arundel Brian Aston Mel Jones

Non-Playing Members

Geoff Brown Simon Clutterbuck Cedric Duval Andy Hewitt Jonathan Hirst Sean Lally James Marr Joe Mason Nick Oates Danny Warden Richard Watts Charlie Whetton

Ed Goodall Marcus Little George Stocker

Playing Members

Henry Acland Will Blakey Adrian Connelly Jonny Day George Gilbert Megan Green Sam Hardman Stephen Hoather Bryn Kitching Callum Lawrence Shannon Little Bradley Mason Myles Oates Elliott Reid Adam Shaw Charlie Yates Barney Youlden

Apologies for Absence

2.0

Jack Wray David Hewitt Martin Henry

3.0 Previous Minutes

Minutes approved:

Proposed: James Marr Seconded : Charlie Whetton / Mel Jones / Stephen Hoather

Matters Arising: t here were no matters arising from the Minutes of the previous AGM.

4.0 Treasurer’s Report [Myles Oates]

See Attachment 1 for draft Report and Accounts.

The Treasurer’s Report was approved by those present.

Chairman thanked the Treasurer for his support over the Season.

5.0 Section Reports 5.a. President [Brian Aston]

This has been my first year as President, and our first playing in Yorkshire 1; I’ve found it entertaining, interesting, educational, but enjoyable. Overall, our rugby playing has gone well.

The folding of Wetherby Cricket Club is a loss, but also an opportunity – we’re not sure how soon, but we will be moving our first pitch; we also have an opportunity to purchase the land. I’ll be very happy when I go to my grave knowing that we own it!

The Beer Festival has been fantastic and the result of a lot of hard work; it is a credit to the Organising Committee.

It’s been a very good year for the Club and I’m hoping for many more.

5.b. 1[st] XV (W) Captain [Shannon Little]

This has been a challenging and frustrating year for the Senior Women. Teams in our league fell from 8 to 5. We have only managed to get 3 games at 15-a-side.

We have used the season to focus on our core skills and identifying as a team. We have also seen the injection of fresh coaches.

The start of the season went well, however, after October the fixtures became sparse, and we ended up with no games between November and February; this has really killed our game and it has been a real challenge to keep momentum going. We only lost to Skipton and Yarnsbury! Next season we hope to be part of a more established league.

The projects and all the work conducted by the Committee have been phenomenal.

5.c. 1[st] XV (M) Captain [Stephen Hoather]

The 1st XV had their maiden season in Yorkshire 1 this year and finished fourth, which I think we can all agree is an outstanding result as it's our highest ever finish in the leagues. We played 22 games, winning 14, losing 7 and drawing 1. That doesn't quite tell the whole story as we lost 5 of our first 7 games and lost our final 2 games. This meant that we went on a 13-game unbeaten run between October and March. This was made even more impressive by the high number of personnel changes to our squad from last year!

Despite the short notice of our fixture in the National cup, we travelled over to Ilkeston in the first round. We were uncharacteristically off colour and were soundly beaten but I'm proud of the fact that we travelled to compete in our fixture when over 60% of the fixtures in that round resulted in walk overs. We once again found the uncompromising attitude of the Yorkshire RFU a hinderance as we tried to fulfil our fixtures in the Yorkshire Cup. The organising committee tried to insist on us playing the semi-final fixture on the Beer Festival weekend, which forced us to withdraw from the competition. This was a blessing in disguise as we needed all hands-on deck for the festival weekend.

I'd like to thank Evan again for his hard work and dedication in preparing us for Yorkshire 1. He has confirmed that he's staying with us next year again, and hopefully with the

right support we can kick on even further. Obviously, I am standing down as first team captain, but I'd like to put on record my thanks to Evan for his excellent coaching over the past few seasons. I'd like to thank Harry Kaye for being an extremely reliable Vice Captain and supporting me wherever required, and of course I'd like to thank Geoff Brown who is driving us forward brilliantly as Director of Rugby. Lastly, I'd like to thank Jonathan [Hirst] for doing everything he can to ensure that the Committee supports our development on the pitch!

5.d. 2[nd] XV (M) Captain [Jack Wray]

It’s been a remarkable season for the second team at Wetherby. We’ve enjoyed lots of success on the pitch, which has come from a commitment to training from second team players that I can’t remember seeing at the Club since I’ve been involved. It’s been a joy to welcome new players through the twos, develop their skills and watch them progress to the 1[st] XV. The success of the 1[st] XV relies on a successful second team, with the seconds keen to push the first team players for their spot and being able to fill in when needed, something I think this season has proven.

In terms of on pitch performance, we were unbeaten in the league, were held to a draw at Ilkley 3s away which took a real show of gritty determination and a last-minute penalty from Adam Shaw to secure - a demonstration of the boys commitment to maintaining an unbeaten season. We’ve managed to score points a plenty, scoring 795 points in 16 games, averaging over 45 points a game. Frustration has come with inconsistency of opposition in the League, often teams not being able to field a team - we’ve been given 10 walkovers this season, which has kept Watty busy finding us opposition. We’ve tried to aim up when playing friendlies, beating Rotherham Phoenix first team who’ve just been promoted to Yorkshire 3 and taking on Yarnbury 2s with 13 men, our only loss of the year.

After narrowly missing out last season, we’ve been promoted to the Championship Merit League where we’ll face a much more regular standard of opposition, with less chance of dropouts. But with promotion comes challenge - a big step up in the standard facing teams like Harrogate, Doncaster Phoenix and Morley second team. It’s not a challenge we should be scared of, we’ve brought talent through from our Colts this year with 5 players progressing to senior rugby and they've impressed, and we hope more of their Colts teammates come for a game next season. At Wetherby, the futures bright, the future’s Red and White!

5.e. Junior Section Chair [Andy Hewitt]

Wetherby RUFC run one of the most successful Mini Junior sections in Yorkshire. From humble beginnings c40 years ago when the first mini’s walked into the club, we have gone from strength to strength. We now have over 300+ children registered from Micros (starting their rugby journey at age 4) through to Colts (aged 16-18) and all age groups in between. This is due to the fantastic pool of volunteers we rely upon to provide rugby coaching, support and 1[st] aid from boys & girls aged 4 and upwards, and the amazing facilities – grounds & Clubhouse.

How do you define success for children’s rugby?

Well, here at Wetherby we define this by the numbers of children enjoying this amazing sport in a safe and fun way. These two aspects are paramount in everything we do at the Club and are our driving principles. Creating a fun and safe environment for all to maximise their potential is what grassroots sport should be about. In turn, this leads to success on the field, however ensuring everyone gets their chance to develop is key. We are inclusive and offer opportunities to as many boys and girls as is safe to do so. Rugby has always prided itself on being a sport for all shapes and sizes. This is never truer today. We also make sure each player can develop their skills and fitness at the appropriate pace.

To enable this to happen we have a huge base of volunteers. Each age group has a Team Manager who is there to organise the group - the parents as well as the kids! Coupled with this are the Head Coach(es) who are in charge of the rugby side of the group – developing training plans and running the matches. At each age group we usually have around 4 coaches, in total, which gives ample cover with adult: child ratios, as well as referees at the younger ages. All the coaches go through the DBS process, and we ask everyone to undertake a safeguarding, concussion and basic rugby skills courses before commencing with the coaching. The Club also pays for all the coaching courses for all coaches – once they have attended one of these, we provide them with a ‘Coach’ Club jacket. Within the age groups, we also have nominated First Aiders to complete the volunteer group. There are courses (also paid for by the Club) for those who are not a registered medical professional, however, we also have an array of consultants and experts should there be any major concerns that arise on the pitches.

We start with our Micros group – ages 4 to 6 (school age – Nursery/Reception/Year1), and then we move into the Minis, commencing at Under 7s (Year 2). All age groups are mixed with both boys and girls playing together. This runs through up to under 12s (Year 7), where the girls play in a separate Under 12s team. The “Minis” (Under 7s to Under 12s) generally play matches ‘en masse’ i.e. the whole Mini section is either at home or play away at local clubs each Sunday. Each age group has their own pitch(es) and training area. Rugby is on Sunday mornings from 10am. The older age groups also train mid-week on Tue/Wed/Thu (varies by age group) from 6pm.

The “Juniors” start at Under13s (Year 8) through to Under 16s (Year 11), where we also have plans for 2 girls teams (U14 and U16). The girls play in combined age groups due to numbers and matches combined with other clubs. The aspects of play for rugby vary by age group and the RFU have specific aspects that get introduced to each age group every year. This builds towards U16s where they are playing almost the full set of rugby rules – the game you would see on TV or with the Wetherby Men’s or Women’s 1[st] XVs. The transition to senior rugby is the Colts – this is the U17s and U18s, who play as a combined age group against local teams, in a Yorkshire cup competition and also a National Colts Cup.

Success on the field? Well, we have had a lot of that too. There are not many clubs that beat our Mini’s teams, and in the Juniors we won the Yorkshire Plate (U15s), semifinalists in the Colts Cup, finalists in the U16s Plate & semi-finalists in the U14s Cup. There have been many players who have had representative honours – 3 players were in the U18s Yorkshire Academy (highest level in the county), 2 played for the North of England U18s, 4 played for Yorkshire U18s County in an unbeaten season and 2

represented Yorkshire U17s. We also have many players in the Elite level pathway at lower age groups (15s & 16s) – this is the DPP (Development Player Pathway) programs.

5.f. Grounds [Martin Henry – delivered by Ian Arundel]

5.g. Social [Olly Hills]

There have been a few socials over the season: ‘Curryoke’, End of Season Awards, and the Beer Festival. There hasn’t been the need for so many this season as the players are regularly meeting up on an informal basis. Wherever possible, we have tried to arrange triple headers at home to boost cross-section/team socialising. This years End of Season awards was one of the best and most enjoyable thanks to the efforts of Sean Lally.

The most important person this season has been Deb Tonroe who has delivered the Beer Festival and, as a Club, we extend our thanks to her.

5.h. Sponsorship / Fundraising [Sean Lally]

There has been a lot of work put into restructuring how we manage sponsorships and fundraising. I’d like to thank Brian [Aston] and Mel [Jones] for their support with the sponsored match programmes.

5.i. Grange Park [Nick Oates]

This last year has been Grange Park’s (GP) worst fiscally. We have seen an 80% increase in the cost of utilities and services. We need, therefore, to be looking at reducing that cost through the introduction of solar panels, ev charging etc. We also need to wind back expenditure on wages – we need help from the players. The loss of Wetherby Cricket Club has also resulted in an increased burden on the remaining clubs.

Catering continues to be an issue. It’s not currently being managed in order to make progress; the quality is also poor. We are looking to bring the catering back in-house.

Other key updates:

6.0 Chairman’s Report [Jonathan Hirst]

Another strong year of progress at Wetherby RUFC. On the pitch all teams have performed well from U7s to seniors; all of which have been covered by the Section reports.

There has been much progress off the pitch too although we have been thwarted on many projects by the head winds of rising costs – both operating costs for Grange Park and our own Club costs. Nevertheless, the extension of the stand was a big achievement. Looking back, it has seemed like a very busy year, but we have significantly more planned for the future.

Whilst it is sad to see the Cricket Club fold, our relationship with KDRJFC has the potential to flourish and with that, the genuine success of GP. The new football Chairman, James Arthur, has been very positive about driving greater engagement from football, as has Jos Battle – wearing 2 hats being involved in both sports. But the current model isn’t working, with the member Clubs putting more into GP to keep it afloat each year. But with the activity of the GP committee led by Nick Oates, there are many new initiatives in the pipeline that you may not be aware of that should make the venue more sustainable:

It’s a vision that I have always seen for Grange Park but without ownership of the lease it would have been impossible. We now can see a way forward.

My Thanks

7.0 Membership Subscriptions [James Marr]

Discussion was held in relation to Membership fees, and it was agreed that this needed to bottomed out at the next General Committee Meeting.

Post-Meeting

Membership fees for the 2023/24 season were agreed upon by the GCM and set as follows:

Non-Playing Membership Cost Vice President £100 Social £50 Volunteers[1] Free Playing Members Cost Senior Women £33 Senior Men £66 Senior Men Concession £33 Mini & Junior Section (1/2/3+ players) £100 / £150 / £160 Micros (1/2/3+ players) £50 / £75 / £100

9.0 Elections [James Marr]

9.a. Club Trustees/Officers Roles

Position Nominee Chairman Jonathan Hirst Vice Chairman Stephen Hoather Honorary Secretary James Marr Honorary Treasurer Myles Oates Junior Chairman Simon Clutterbuck Junior Secretary Cedric Duval

All Club Trustee/Officer nominations received the approval of those members present by unanimous vote.

Action : Names of Trustees to be updated on the Charities Commission website ( Hon Sec )

9.b. Non-Trustee/Officer Roles

Position Nominee Director of Rugby Geoff Brown 1[st] XV (W) Captain Megan Green 1[st] XV (M) Captain Myles Oates 2[nd] XV (M) Captain Bryn Kitching Safeguarding Officer Megan Green Head of Grounds Martin Henry

1 Subject to completing all RFU Safeguarding and Headcase compliance requirements.

Fixtures Sec Women George Stocker Fixtures Sec Men Richard Watts Fixtures Sec Juniors Kris Sokolowski Social Sec Women Social Sec Men Ollie Hills Social Sec Mini/Junior To be co-opted Rugby Safe Officer Karen Leeder[2] Grange Park Rep Jonathan Hirst Committee Member 1 Shannon Little Committee Member 2 Sean Lally Committee Member 3 Ed Goodall All other positions to be co-opted

10 Honorary Life Membership

The Committee presented a nomination for Honorary Life Membership to be conferred to Geoff Brown. This nomination was unanimously agreed by all present.

11 Any Other Business [James Marr]

2 Volunteered post-meeting.

Wetherby RUFC 2022-23 AGM Treasurer's Update ERBY R.11

2022-23 Draft Profit and Loss

Description
Membership
Match Day Gate and Raffle
Kit
Kit Sponsorship
Advertising Boards and Match Day Programme
Marketing
International Tickets
Travel
Bags
General fund raising / Other Income
Equipment
Coaching for teams
Coaching for coaches
Physio
Cleaning / Laundry
Gift Aid
Go Cardless
Rent
Training Facilities
Ground Works
Tournaments & refs
Floodlighting Project
Sportsmans dinner
MJ End of season and ball
End of Season Dinner
Trophies
RFU Grant Funding
Clubhouse Development
Miscellaneous
Total
a
b
c
d
e
f
g
h
i
j
k
l
m
n
o
p
q		 2023
Income
£
32,232
858
470
3,100
2,538
0
11,898
279
0
5,310
1,600
0
0
0
0
0
0
0
0
0
0
0
7,714
4,479
2,594
0
0
13,819
7,189		 2023
Expense
£
0
0
(12,246)
0
(3,601)
0
(11,900)
(900)
0
(2,008)
(3,098)
(6,460)
0
(3,746)
0
0
(1,181)
(21,433)
0
(32,546)
(955)
0
(5,104)
(3,518)
(1,509)
(853)
0
(12,137)
(1,113)		 2023
Net income/
(expense)
£
32,232
858
(11,776)
3,100
(1,063)
0
(2)
(621)
0
3,302
(1,498)
(6,460)
0
(3,746)
0
0
(1,181)
(21,433)
0
(32,546)
(955)
0
2,610
961
1,085
(853)
0
1,681
6,076		 2022
Net income/
(expense)
£
28,487
998
(4,251)
1,700
1,510
0
2,010
(1,105)
0
2,190
(820)
(4,410)
(180)
(2,344)
(345)
6,484
(1,096)
(16,000)
(240)
(3,305)
(870)
0
4,379
(1,097)
(919)
(1,492)
32,424
(21,536)
(416)
19,754
•
Membership:Increased member numbers and Women’s team
•
Match Day:Lot more cash went in to float, average c£250 inco
•
Kit:- Charged on top of membership for kit last year
- Only 1stXV last year, 2ndXV and Women this year
- Kit sponsorship for seniors paid directly to supplier to sav
•
Programme and Boards:c£2.5k income from programme, we
for £1k (no board income), and higher quality programmes this
•
International Tickets:to confirm, anticipate £2k net income du
•
Other income:is RJ7 bike ride (£3k in, £2k costs) and archery c
•
Equipment:£1.5k on balls, £1.5k post protectors paid by soluti
•
Coaching:– more sessions (started earlier), Women’s coaches
•
Physio:More regular physio, also Women’s physio, and tape (£
•
GoCardless:Online payment processing
•
Rent:Is £16k per year, now paid up to Sep-23 (will be amended
sheet when complete)
•
Ground Works:£21k stand, £7k work on pitches, remainder is
paint, gypsy removal
•
Tournaments:£500 to RFU for providing refs (separate ref fees
rest is juniors league and tournament entry costs
•
Dinners:Combined made c£3.5k (need to confirm all costs and
•
Trophies:Engraving for end of year awards – not paid all yet
•
Clubhouse Development:
- Income:Released c£12.9k from RJ7 memorial fund, £500 f
family for trophy cabinet and £400 from Roger Stocker to kit out ch
- Expenses -£8.6k exceptional expenses from GP in Jan, sec
trophy cabinet £900, shed £450, coffee box timber £800
•
Misc:
-
Income:Release of historic over-ringfenced tour funds.
-
Expenses:£500 volunteer lunch Roundhegians, £230 Xm
like high vis jackets, overs vs unders BBQ food etc..
a
b
c
d
e
f
g
h
i
j
k
l
m
n
o
p
q
94,078 (124,308) (30,230)

2022-23 Cash Bridge

Ordinary Trading

Exceptional / Other

Cash Bridge

Cash Vs P&L

WETHERBY RUFC INCOME & EXPENDITURE ACCOUNT YEAR ENDED 31 MAY2023 1023 2013 2023 Net income/ {experkse) 2022 Net income/ {e](pense) Description Income Mernber5hip Match DayGate and Raffle Kit KitSponsor5hip Alverti5ing Boards and Match Day ProEramme Marketing Intern3tion31 Tickets Travel Bag5 Gener31 fvnd r3ising/Other Income Equipment Coachingforteam5 C03chingfofC03ches Physio Cleaning/Laundry GiftAid Gocardless flent Training Facilities Ground Work5 Tournaments & refs Floodlighting Projert Sportsman5 dinner MJ End of season and ball End ofseason Dinner Trophies RFU Grant Funding Clubhouse Development Miscellaneou5 Totsl 32,232 858 470 3,1 2.538 32,232 858 111.7761 3,ICKI 11,(%31 28,487 998 14,2511 1,7 1,510 112.2461 13,6011 11,898 Ill,9￿} 279 I9￿)) 121 16211 2,010 11,1051 5,310 12,IXIBI 13,0981 16.4601 3,302 11,498 16,4601 2,190 18201 14,4101 11801 12,3441 13451 13,7461 13,746 11,1811 121,4331 11,181 121,4331 11,0961 12401 13,3051 18701 122.2051 19551 122,2051 19551 7,714 4.479 2.594 15.1041 13,9661 13.2891 18531 2,610 512 16951 18531 4,379 11,0971 19191 11,4921 32,424 121.5361 1416 13,819 112,1371 7,189 11,1131 116 195 1,681 6,076

WETHERBY RUFC BALANCE SHEET YEAR ENDED 31 MAY2023 31 May 1023 31 May 2022 Nole BANK a CASH Petty Cash Current bank xcount Resave bank account TotalCa5h 12,698 54,238 12,698 $4,238 DEBTORS a PREPAYMEPITS CREDITORS & ACCRUALS 12,2291 15,2021 PROWSIONS TOUR ACCOUNTS TBC U7-Ulls U125 U135 U145 U155 U165 U175 U195 BEER FE5T Rt7 Fund oth￿ Ringfenced TOTAL TOUR ACCOUNTS 13081 13.1351 106 I4,6(￿,, 217 18661 1591 11,2¢XII 14,228 12.7921 115.3961 NET ASSETS 2.318 24.435 OPENING NET ASSETS ContributiDn to NewClubhou5efrom res￿e$ Cunent year inciKne Currènt year expenses 24.435 471 94.078 1116,195,, 2,318 104,516 CLOSING NET ASSETS

WETHERBY RUFC NOTES TO THE ACCOUNTS YEAR ENDED 31 MAY 2022

WETHERBY RUFC JUNIOR SECTION YEAR ENDED 31 MAY 2023 INDEPENDENT EXAMINER'S REPORT I have reviewed the accounting records ol the Wetherby RUFC Junior Sedion for the year ended 31 May 2023 and can confirm that balance shegt and income and expenses statements sel out on pages 1 to 3 represent 8 true ieflection of the accounting records. Signed Name.. Jacob ￿ttle Address: Stabl& Lodge, 5 LcKl9e Drive, Bramham. Welherby, LS23 6GY Date: 2110512024 Qualification.. ACCA