Committee Meeting Minutes 14/11/2023

14th November 2023 – 19:30 @ The Early Bird

Distinct Agenda

  • Impact of recent changes to Committee Roles
    • Considerations of membership tracking/fees
    • Social sub-committee
  • Update on Tender process/new facilities

Standing Agenda

  • League/Game-day/Training considerations
  • Recruitment Drive
  • Tour
  • Round the table updates/points for discussion
  • AOB

APPENDIX – time permitting agenda

  • CDP Review
  • Action Plan Review
  • Close

MINUTES

Attendees: Laurence Pisani, James Oakley, Dan Mason, Michael Hick, Danny Bastone, Keith Mewes

Apologies: Stephen Quinn, Max Charles, Sarah Rankine

Distinct Agenda

  • Impact of recent changes to Committee Roles
    • Considerations of membership tracking/fees

Without a designated and operational Membership Secretary, it was agreed that we need to nominate an individual that will work closely with the Honorary Treasurer to monitor club membership and subscriptions, and to stay close to the playing members to ensure that appropriate match fees are paid. It was agreed that the Club Captain (Max Charles) will take up this role going forwards, and that we will not implement a replacement Membership Secretary at this time.

Action LP/DM to discuss with MC

Action DM to bring card machine to next fixture to allow for game day subs to be paid by card

  • Social sub-committee

With the change in Chairman position pressure has been put on time available to commit to the Social Secretary role. It was discussed and agreed that we will ask Kieran Clark to take a more formal role in organising the social sub-committee, and Michael Welbourne to join the sub-committee as an extra member.

Action LP to talk to KC, JO to talk to MW

  • Update on Tender process/new facilities
  • The MBC tender is still not live, but we know that ownership of the site is due to be handed over to Chartways on Friday 17th November, which may trigger it.

Action LP to continue to monitor tender portal

  • We are meeting with Alison Elliot from MBC on Wednesday 15th November at Parkwood to agree a suitable placement for the containers, as the originally planned location by MBC was unsuitable for the supplier. The aim is to have the containers in place this week so that we can start to transfer our equipment from the garage, however this may be delayed by the need for MBC to issue a new license to us.

Action JO to provide update on how meeting went – DONE

[UPDATE 16/11/23 – position agreed with Alison Elliot for 2 containers side by side at rear of old clubhouse site. Awaiting email confirmation from her once she discusses back at MBC. Agreed to have containers onsite by Tuesday 21/11]

  • Rick (RFU) was supposedly panning to call MBC last week to find out what’s going on their end to understand what support they are giving us.

Action DM to call Rick to find out how that call went

Standing Agenda

  • League/Game-day/Training considerations
    • More match balls needed.

Action JO to order

  • Better/more match day flag posts needed

Action LP looking into a possible sponsorship option (14 needed)

  • Pitch booking for home games

We haven’t been booking the pitch at Mote Park for home games, and have so far been getting away with it. Maidstone RFC reached out to Neil Cole to enquire if we were actually using it this season as they considered booking it as a relief pitch in bad weather. They have said they will step back from that now knowing that we are there, but we may fall foul of not officially booking it if they do say anything to MBC/Leisure Centre. Pitch cost is £71.67+VAT for single game booking

Action LP to book pitch and changing rooms for next home fixture (Maidstone!)

  • Match shirts

We need to consolidate all of the match shirts and work out exactly which ones are missing.

Action carried over

  • As we rarely get the opposition back to the Early Bird after our home games it was suggested (MH) that we buy a slab of beer to put in the away changing room. It was agreed unanimously.

Action JO to get slab of beer for next fixture

  • Recruitment Drive
  • Player attraction flyers now printed to be distributed as widely as possible

Action MH to distribute in Maidstone

Action LP to get Early Bird to put some out – DONE

  • Player attraction posters x 3 now printed

Action LP to look to get them put up in Leisure Centre, Grove Green Tesco

  • Restart social media campaign for new players off the back of the World Cup and our good start to the season.

Action LP to plan regular posts and paid boosts to increase reach

Action LP to consider if new Instagram account is needed to link with FB and allow cross posting

  • Need to consider a campaign to get talking to 6th Forms and Colleges in the area

Action carried over

  • Tour

LP finding it very difficult to find accommodation options that are suitable and at the right price point, given the time of year (start of the summer season). The club in Malta (Kavallieri RFC) have been very supportive and helpful but we have so far not come up with any suitable options other than booking hotels that are quite pricey. LP needs to go to Malta and arrange in person, which won’t happen until around February.

It was suggested and agreed that we postpone the post-season Malta playing tour in May ‘24 in favour of a pre-season 24/25 tour in the UK, moving the Malta tour to May 2025. This gives more time to arrange, and for players to prepare/save for the cost. It was unanimously agreed.

JO suggested that some people may still be interested in going over to Malta on the proposed weekend to socialise with the Kavallieri club and attend the Malta RFU cup final that takes place that weekend.

LP and MH suggested that they both have UK club contacts that could accommodate a pre-season 2024/25 tour.

Action JO to talk to members about social trip to Malta in May ‘24

Action LP to contact Kavallieri RFC to discuss social trip and moving of playing tour to 2025

Action LP and MH to find out details of potential tour destinations for pre-season 2024/25

  • Round the table updates/points for discussion

JO – President

  • Money from clubhouse till has now been paid into the bank account
  • Opportunity for a Forwards coaching session to be arranged with Sean Neaves (Maidstone RFC). Need to be sure of decent numbers to make that happen.

Action carried over

  • Sponsorship: where are we up to with pulling together sponsorship options, as there is interest out there that we are not capitalising on. Do we need help in formulating?

Action LP to speak with SR

DB – Treasury

  • Not much new to report. No new Direct Debits or Standing Order set up for membership so subs list remains the same. No bills going out at the moment, other than reimbursement of match day expenses.

Action DB to share subs list with MC to prep game day payments list

MH – Fixtures

  • Fixture arrangement going well. Not many home games left for the season. MH moving into a busy period but still available to make arrangements. Would appreciate a reminder early in match week.
  • We should be looking to bring back MOTM and DOTD for match days, as this has fallen by the wayside of late, and will re-install a bit of match day emotion

Action JO to talk to Stephen McSwiney and MC in their respective Captaincies to consider how to re-introduce effectively

KM – Youth

  • Some flyers needed to help with youth player attraction

Action LP to provide

  • Poor weather is starting to affect youth sessions, particularly as there is no shelter for parents since we lost the clubhouse. With containers in place soon this should be remedied.
  • When weather is good the numbers have been encouraging, with 14-15 players at last week’s session
  • KM in a busy, changeable work period so Nick Krauspe and Ryan Sheridan stepping up to help
  • Meeting taking place next week to discuss plans for youth section

Action KM to report back outcomes to LP

  • Nick K is contacting Medway to see about running some joint youth sessions and perhaps organising some friendly age-grade fixtures

LP – Chair + Social

  • LP, JO, MH have completed Day 1 of the England Rugby Coaching Award and need to now continue to implement in our training over the coming months. More structure and coaching support already in place and being received well.

DM not present at this point.

  • AOB

No further business to be discussed.

Meeting closed at 9PM.