1. Apologies for Absence

2. Minutes of Previous AGM dated 21 August 2020

3. Matters Arising

4. Chairman’s Report

5. Hon. Treasurer’s Report

6. Hon. Secretary’s Report

7. Appointment of the Auditors

8. Election of Board of Directors

In accordance with the Articles of Association, all Directors retire and with the exception of Peter Reed - Hon Secretary, offer themselves for re-election. Any member who is appropriately proposed and seconded may stand for election.

The Board positions are:

• President
• Chairman
• Vice-Chairman
• Honorary Treasurer
• Honorary Secretary

9. Election of Club Officers

• Director of Rugby
• Chairman, Intermediate Section
• Chairman, Junior Section
• Chairman, Women’s Section
• Membership Secretary
• Safeguarding and Vetting Officer
• Sunshine 7s Chairman
• Facilities Chairman
• Ground Chairman
• Social Chairman
• Men's Club & 1st XV Captain
• Men's 2nd XV Captain
• Women's XV Captain

10. Election of Honorary Vice Presidents, Vice Presidents and re-election of Current VPs

11. Any Other Business (to be advised at least 24hrs prior to the meeting), please email p.reed3@sky.com.

i) Presentation of Sussex RFU/ Mitsubishi awards

Present:
Bob Marsh (Chairman), Andy Poole (President), Peter Grisman (Hon. Treasurer), Matt Marriott (Vice- Chairman), Peter Reed (Hon. Secretary)
Nikki & Rob Ward, Matt Ratana, Jack Andrews, Ben Watkinson, Rick Blackwell, Bob Russell, Ellen Woodrow, Clifford Ramma, George Ellis, Kelly Turner, Ted Mariner, Philip Tottman, Ben Tottman, Stephen Floodgate, William Davies, Rex Whittaker, David Hooker, Luke Stewart, Steve Busby, David & Lynn Keetley, Paul Templeman, Sean Morgan, Andy Campbell, Phil Holley, Kevin Sexton, Michael Sparks, Byron Tomkinson.

Apologies for Absence
Julie Blackwell, Richard Hawkins, John Frost, Ian Grant, Alexander Meacock, Colin & Maureen Scourfield, Amelia O’Ryan-Bristow, Daria Sparks, Tim Chapman, Derek Hughes, Henry & Edward Davies, Rita Russell, Peter Brooks.

Minutes of Previous AGM 14th June 2019
The Minutes of the previous meeting were proposed by Peter Grisman and seconded by Andy Poole. The Minutes were unanimously accepted.

Matters Arising
None

Chairman’s Report
The Chairman gave an update on the Junior Clubhouse Project and stated that there was still some minor snagging in the referees’ room. A new floor had been fitted and the heating was now on a controllable app. The roof and patio deck were now complete and the problem with the new staircase was being sorted. The garage has had new doors fitted and the project is now 90% complete.

The project has been funded by Mid Sussex District Council (MSDC) and donors. Although income had been lost due to the pandemic, Government loan of £35,000 had been obtained at very attractive rates.

The Chairman then invited questions from the floor.

One member asked about the patio furniture, the Chairman replied that it was on order.
A second member asked if the garage doors would open outwards, he was told that they would.

The Chairman then invited the President, Andy Poole, to give an update on return to Rugby.

The President said that we were following the Rugby Football Union (RFU) pathway A to F and that we are currently at C. This allows groups of 12, including the coach.

Ready for Rugby allows 10-a-side Touch Rugby, however, he felt that getting players, who had been used to contact interested, would be difficult.

The President stated that there would be festival on Sunday 30th August, involving all sections at all levels and that the Club will be opening on 6th September for some Rugby.

The President opined that we will soon move from C to D and then on to E, with full contact in October. He hoped that the first game would be in November, however, this will depend on covid 19 and the RFU.

A question was asked about the League and the President replied that the structure was in place but there were no dates yet.

The Chairman said that the facility bookings were important to us and to date, none had been lost, just deferred and nobody had asked for their money back.

He thanked the volunteers, especially Nikki and Rob Ward, for the work done over the summer break. He thanked Bob Russell for funding the new door out onto the patio area and added that the £5,000 donated by Simon Marshall, used to repair the stand, meant that the stand would now be named after his brother, former Chairman of the Club, Pom Marshall.

The gym building is now vacant following the financial problems with the Baby Sensory team. It will be turned into an office and a Planning Application for change of use is with MSDC. The Council have also been told that the unit should be treated separately from the Club, so as not to affect our exemption from Non Domestic Rates (NDR).

The Chairman further stated that members who pay their subscriptions by standing order will be asked to cancel those standing orders and take out a new one for 8 months, September to the end of April. This is to avoid loss of income in the future.

A one off Government grant for leisure facilities of £25,000 was applied for and received along with a grant of £10,000 from Sport England, the latter to be used for pitch maintenance and ground security. (See Hon Sec report)

Hon. Treasurer’s Report
See attached (available upon request)

Hon. Secretary’s Report
See attached (available upon request)

Election of Auditors
Alexander Durrant was unanimously re-elected as Club Auditor.

Election of Board of Directors
In line with the Articles of Association, the Directors resigned and put themselves up for re-election.

Chairman: Bob Marsh was proposed by Andy Poole and seconded by Peter Reed
President: Andy Poole was proposed by Bob Marsh and seconded by Peter Grisman
Honorary Treasurer: Peter Grisman was proposed by Peter Reed, seconded by Matt Marriott
Vice-Chairman: Matt Marriott was proposed by Bob Marsh, seconded by Andy Poole
Honorary Secretary: Peter Reed was proposed by Andy Poole, seconded by Matt Marriott
All were unanimously re-elected.

Election of Club Officers
Chairman Intermediate Section: David Hooker, proposed by William Davies, seconded by Byron Tomkinson.

Chairman Junior Section: Stephen Floodgate, proposed by Andy Poole, seconded by Darren Gwynn

Chairman Women’s Section: Susannah Turner, proposed Kelly Turner, seconded by Phil Holley

Membership Secretary: Phil Holley, proposed by Bob Russell, seconded by Stephen Floodgate

Safeguarding Officer: Ellen Woodrow, proposed by Stephen Floodgate, seconded by David Hooker

Sunshine 7’s Chairman: Garry Gordon, proposed by Andy Poole, seconded by Bob Russell

Facilities Chairman: Paul Templeman, proposed by Rick Blackwell, seconded by Kelly Turner

Ground Chairman: Andy Campbell, proposed by Rick Blackwell, seconded by Andy Poole

Head Coach: Matt Ratana, proposed by Matt Marriott, seconded by Andy Poole

Club & 1st XV Captain: Jack Andrews, proposed by Stephen Floodgate, seconded by Ted Mariner

2nd XV Captain: Ben Watkinson, proposed by Michael Sparks, seconded by Byron Tomkinson

Women’s XV Captain: Jo Cox, proposed by Phil Holley, seconded by Andy Poole
1st XV Manager: Luke Stewart, proposed by Rick Blackwell, seconded by Stephen Floodgate

International Tickets Officer: Bill Blackledge, proposed by Bob Marsh, seconded Peter Grisman

All were unanimously elected to their positions for the season 2020-2021.

Election of Honorary Vice Presidents, Vice Presidents and Re-election of current Vice Presidents
There were no new Honorary Vice Presidents elected.

Stephen Floodgate and Mark Oliver were elected as new Vice Presidents

All the current Vice Presidents were re- elected.

Any Other Business
None