Minutes of the Sixty-third Annual General Meeting of Reed Cricket Club held in the Howard Marshall Pavilion on Thursday 28th November 2019 starting at 2000hrs.

Present:
Andrew Emms, (Club President, Chairman of the AGM), Peter Baker, (Minute Taker), Chris Baker, Marcus Baker, Richard Barlow, Roger Bowcock, Matt Bowles, Jaime Boyd, Clive Collins, Keith Collins, Jonathan Fynn, Julien Fynn, Toby Fynn, Edward Garrott, Paul Garrott, Matt Giblin, Sam Greaves, Tom Greaves, Neil Haslam, James Heslam, Rhodri Hughes, Steve Hughes, Richard Johnson, Michael Juckes, Bill Mansfield, Scott Nash, Steve Nash, Peter McMeekin, Chloe Robertson, Cilla Robertson, Michael Robertson, Richard Robertson, Bethan Smith, Graham Smith, Stuart Smith, Jack Tidey, Peter Tidey, Sean Tidey, Tim Tidey, Peter Wholley, Rob Willoughby.

Apologies for absence:
Richard Apperley, Lloyd Bowman, Mitchell Cooper, Steve Dunn, Dennis Easley, Phil Frenay, Richard Haydon, Hannah Heslam, John Heslam, Chris Jackson, Rupert Martin, Kieran McKinna, James Sandford, Ed Wharton, Richard Wharton, Karl Ward.

1. To confirm the present incumbent, Andrew Emms, as President and Chairman of the AGM.
According to the Club Constitution there being no alternative nomination received in the requisite time, ANDREW EMMS remained Club President.

2. To approve the Minutes of the AGM held on 29th November 2018.
Minutes had been previously circulated and published on the RCC Website.
Approval was proposed by Michael Robertson, seconded by Neil Haslam, unanimously agreed and signed by the President.

3. Matters Arising from the Minutes of the previous AGM on 29th November 2018.
There were no matters arising or outstanding actions.

4. To receive the Honorary Secretary’s Report.
Peter Baker’s Report had been previously circulated and published on the RCC Website.
Receipt of the Hon. Secretary’s Report was proposed by Richard Robertson, seconded by Tom Greaves and accepted unanimously.

5. To receive the Annual Accounts.
Annual Account: The Honorary Treasurer, Bethan Smith, presented financial data to the year ending 30th September 2019. The Closing Balance was £6,968.25p. Accounts had been circulated prior to the AGM. They had been audited by Jonathan Fynn and Scott Rouse and found to be in order.

Bar Account: Bar Committee Chairman, Peter McMeekin, presented Accounts relating to the Bar for the year ending 30th September 2019 and in a previously circulated written report had highlighted significant events during the year. The bar made a profit of £10,187.26 this year. At £20,216.74p, bar takings were a record and up by £5,300.24 on last year due mainly, of course, to the Village Cup income, which was £6,160 for the year.

100 Club Account: Peter McMeekin then also presented Accounts relating to the 100 Club that he had audited.
Peter then proposed a vote of thanks to Michael “Baz” Curtis who had administered the 100 Club for many years until this September. (Bethan Smith has taken responsibility for the 100 Club now.)

Receipt of all the Annual Accounts was proposed by MJE Baker, seconded by Peter McMeekin and accepted unanimously.

6. To consider and vote on proposed Rule Changes in the Club Constitution:
Proposals to various Rules had been widely circulated and published prior to the AGM.

Peter Baker explained the proposed changes to Rule 12.
A) Because some Committee members had more than one role and with the creation of other positions in recent years, the number of people actually on the General Committee had increased to twenty-three. A Quorum in the existing Rule with a fixed number allowed for fewer than half of them able to make decisions. The re-wording means that there must be a majority in attendance at Committee meetings.
B) To clarify that all General Committee members must be full members of the Club. As it had not been stated it allowed for an anomaly.

The recommended change to Rule 12 was proposed by Chloe Robertson, seconded by Richard Johnson and accepted unanimously without amendment. It now reads:
12. A General Committee consisting of the members of the EXECUTIVE COMMITTEE, PRESIDENT, 2ND XI CAPTAIN, SUNDAY CAPTAIN, SOCIAL SECRETARY, FIXTURES’ SECRETARY, FACILITY MANAGER, SHPCL REPRESENTATIVE, COLTS’ LIAISON OFFICER, UNDER 25 REPRESENTATIVE, FUNDRAISING OFFICER, COACHING COORDINATOR and up to FOUR other members of the Club elected at the Annual General Meeting.
The General Committee shall meet bi-monthly and at such times as the Executive Committee shall determine, and at all meetings of the General Committee a quorum shall be a majority of Committee members eligible to attend. Its purpose is to ratify proposals made by the Executive Committee, examine their decisions and to receive reports from the members of the Committee.
To be eligible to be elected to the General Committee, the candidate must be an existing fully paid-up member of the Club or agree to pay a subscription in the year following their election.

Peter Baker explained the proposed changes to Rules 23, 24i, 24j and 26.
A) The Honorary Secretary expects to receive nominations for new Honorary Vice-Presidents (Rule 27) and Life Members (Rule 28) at least three weeks prior to the AGM. Changing Rules 23, 24i, 24j and 26, brings everything into line. Having one date for all proposals and nominations to be received makes it easier to administer and to prepare the Agenda for the AGM which is circulated and published two weeks prior to the Meeting.
B) Proposals on issues that require discussion and a potential ballot at the AGM MUST be submitted to the Hon Sec in writing three weeks prior to the meeting. Anything raised DURING the AGM will be referred to the Club’s Committee(s).

The recommended changes to Rules 23, 24i, 24j and 26 were proposed by Jonathan Fynn, seconded by Michael Robertson and accepted unanimously without amendment. They now read:
23. No alteration or addition to these Rules shall be made except by a Resolution carried by a majority of at least two-thirds of the members present at a General Meeting. Proposals to Rule changes must be submitted in writing to the Honorary Secretary at least three weeks prior to the Meeting.

24. The Annual General Meeting (AGM) of the Club shall be held after the end of the Financial Year on a date determined by the Executive Committee and fifteen months shall not elapse without an Annual General Meeting.

At the Annual General Meeting the following business shall be conducted:

i. To approve any Rule changes. Proposals for Rule changes must be submitted in writing to the Honorary Secretary at least three weeks prior to the relevant Meeting date.

j. Proposals relating to other issues must be submitted in writing to the Honorary Secretary at least three weeks prior to the relevant Meeting date. Any other issues raised during the General Meeting will be considered by the new Executive and / or General Committee(s) as appropriate at the earliest opportunity.

26. No proposal for the post of PRESIDENT can be accepted unless a proposed and seconded nomination, with the signed agreement of the nominee, is received by the Honorary Secretary in writing, at least three weeks prior to the Annual General Meeting. The nomination for President will then be included in the formal published Notice of the Agenda of the AGM and notified to Members on the Club Website, by email and/or Postal Communication, and also posted on the Club notice board. If no alternative proposal is received in this way, the incumbent remains in the post of President.

7. To consider and ratify or amend rates of Subscription and Match Fees.
Stuart Smith explained that the General Committee had discussed Subscriptions and Match Fees at their latest meeting. It had been thought that an increase in the Adult Player category would help to offset the cost of the work carried-out on the pitch and any possible related increased costs for participating in the Premier Division. It was considered unnecessary to increase subscriptions for Junior Players, for Colts or for Non-Playing Members. Reed’s subscriptions are still lower than many other Clubs in the Herts or Cambs structures. Match Fees would remain the same as they had been for several years, mainly for practicable reasons.

Consequently, the Committee recommended the following for 2020:

Subscriptions:

Full Playing Members £115

Full Playing Members – if payment made by 1st May £95

Junior Playing Members £35 NO CHANGE
(aged 16 and above in full-time education.)
Junior Playing Members – if payment made by 1st May £25 NO CHANGE

Non-Playing Members £25 NO CHANGE

Colts Members £50 NO CHANGE

Match Fees & Teas (Afternoon Matches): NO CHANGE
Adult £10
Junior / Colt £8
(in Open-Age matches, i.e., not Colts’ fixtures.)

Matches Fees on Sundays are reduced by 50% if players have played on both Saturday & Sunday of that weekend: NO CHANGE
(Applicable only when the Full Subscription has been received.)
Adults £5
Junior / Colt £4

Match Fees (Evening fixtures): NO CHANGE
Midweek Adult £2
Midweek Junior / Colt £1
(in Open-Age matches, i.e., not Colts’ fixtures.)

N.B. There are no match fees for Colts playing in Colts’ fixtures.

Tom Greaves, seconded by Michael Robertson, proposed acceptance of the Committee’s recommendations and these were accepted unanimously.

Members were encouraged to pay subscriptions early with on-line banking transfer being the preferred method.

8. To elect Officers for the coming year.
Peter Baker gave a reminder that only fully paid-up members of the age of 16 or over are eligible to vote and that Non-Playing Members are not allowed to vote for Team Captains, Vice-Captains or for Members of the Playing Sub-Committee.

He announced that no nominations for new Vice-Presidents had been received in the requisite time. Therefore he proposed that all existing Vice-Presidents be re-elected. Seconded by Matt Bowles. Carried.

ELECTIONS:

In addition to the Club President, the following comprise the Club General Committee:

Club Chairman – Stuart Smith. Proposed by Michael Robertson and Seconded by Tom Greaves.
Honorary Secretary – Peter Baker. Proposed by Jack Tidey and Seconded by Tom Greaves.
Honorary Treasurer – Bethan Smith. Proposed by Michael Robertson and Seconded by MJE Baker.
Playing Committee Chairman – Matt Bowles. Proposed by Matt Giblin and Seconded by Ed Garrott.
Bar Committee Chairman – Peter McMeekin. Proposed by Bill Mansfield and Seconded by Chloe Robertson.
Ground Committee Chairman – Richard Robertson. Proposed by Scott Nash and Seconded by Paul Garrott.
Membership Secretary – Cilla Robertson. Proposed by Rob Willoughby and Seconded by Richard Barlow.
Welfare Officer – Chloe Robertson. Proposed by Sam Greaves and Seconded by Jaime Boyd.
Fixtures Secretary – Peter Wholley. Proposed by Paul Garrott and Seconded by Rob Willoughby.
Coaches’ Coordinator – Richard Barlow. Proposed by Richard Johnson and Seconded by Tom Greaves.
Fundraising Officer – James Heslam. Proposed by Sean Tidey and Seconded by Jack Tidey.
Social Secretary – Sam Greaves. Proposed by Jaime Boyd and Seconded by Chloe Robertson.
Colts Liaison Officer – Hannah Heslam. Proposed by Sam Greaves and Seconded by Peter Baker.
Under 25 Representative – Rhodri Hughes. Proposed by Peter Baker and Seconded by Jack Tidey.
Club Captain – Tom Greaves. Proposed by Stuart Smith and Seconded by Matt Giblin.
Second XI Captain – Ed Garrott. Proposed by MJE Baker and Seconded by Julien Fynn.
Sunday Captain – Rob Lankester. Proposed by MJE Baker and Seconded by Steve Hughes.
Facility Manager – Bill Mansfield. Proposed by Jack Tidey and Seconded by Paul Garrott.
SHPCL Representative – Michael Robertson. Proposed by Tom Greaves and Seconded by Matt Bowles.

General Committee Members –
Paul Garrott. Proposed by Peter Baker and Seconded by Rob Willoughby.
Matt Giblin. Proposed by Bethan Smith and Seconded by Rob Willoughby.
Richard Johnson. Proposed by Michael Robertson and Seconded by Rob Willoughby.
Julien Fynn. Proposed by Jonathan Fynn and Seconded by Rob Willoughby.

The above Captains, Committee Members and Officers were elected without need of a Vote.

The following are Non-Committee roles:
1st XI Vice-Captain – Rob Lankester. Proposed by Jack Tidey and Seconded by Tom Greaves.
2nd XI Vice-Captain – Matt Bowles. Proposed by Ed Garrott and Seconded by Julien Fynn.
3rd XI Captain – Rhodri Hughes. Proposed by Peter Baker and Seconded by Richard Johnson.

N.B. 4th XI Captain – Because of the withdrawal from the SHPCL, no Fixtures have been made and the position remained vacant.
Mid-Week Captain – Because there are no planned Fixtures, this position remained vacant.
Sunday 2nd XI Captain – Because of the structure of the Fixture list on Sundays, this specific position remained vacant.

Members of the Playing Sub-Committee, (in addition to its Chairman, Weekend Captains and Vice-Captains):
Paul Garrott. Proposed by Peter Baker and Seconded by Michael Robertson.
Stuart Smith. Proposed by Peter Baker and Seconded by Michael Robertson.

Both were elected without need of a Vote.

The following were elected as Honorary Auditors without need of a Vote:
Alec Fynn. Proposed by Jonathan Fynn and Seconded by Peter Baker.
Scott Rouse. Proposed by Peter Baker and Seconded by Richard Johnson.

Trustees: For the record, Peter Baker had confirmed with Steve Dunn, Peter Lawrence, Richard Robertson and Stuart Smith that they are all willing to continue as Trustees. They are invited by the General Committee to carry-out duties should the Club have to be wound-up and are therefore are not in elected positions.

During the election process, Votes of Thanks were proposed and unanimously given by all members present to the following Club Officials for their particular hard work, successes and contributions:

Peter McMeekin: Proposed by Andrew Emms for his tireless commitment to the successful management of the Bar in such a busy year.
Jonathan Fynn: Proposed by Stuart Smith for fulfilling the duties of Auditor for more than 20 years and has decided to step down this year.
Richard Robertson: Proposed by Peter Baker to acknowledge his amazing workload as Groundsman for which we reward him with a pittance. The Honorarium we award him is nothing near what he really deserves.
Peter Baker: Proposed by Stuart Smith for efficiently coordinating the Village Cup Final preparations.

9. To confer Life Membership.
At its latest Meeting, the Club’s General Committee had considered a proposal from Andrew Emms, seconded by Marcus Baker, to confer Life Membership of the Club on Peter Lawrence.
For the benefit of many of the younger and newer members present, Andrew described how Peter was a founder member of the Club with a long playing history and had been a Club member for 63 years. He remarked that in years past the Club’s relationship with Reed Parish Council was sometimes strained but that these situations appeared to evaporate following Peter becoming Chairman of the Council.

The Committee had also considered a proposal from Marcus Baker, seconded by Matt Bowles, to confer Life Membership of the Club on Steve Dunn.
Marcus had described how Steve is a Past-President and former Club Captain, one of only two people to have held both positions. Steve was instrumental in setting-up the Colts section in the 1970s and was one of the finest wicket-keepers in the county. In latter years had been willing to provide one-to-one wicket-keeping coaching. Steve’s friendly approach over a drink in the bar was often the first contact many prospective new playing members had with the Club, a tactic that paid off when they decided to join RCC.

The Committee recognised that the Club would not be where it is now without the contributions of Peter and Steve.

Their association continues as two of the Club’s Trustees. The Committee were happy to recommend to the Members at the AGM that Peter and Steve become Life Members of the Club.

Unfortunately both were absent from the AGM; Peter Baker would write to congratulate them.

10. Any Other Business.
Jack Tidey asked what was happening regarding Non-Playing Members’ benefits. Stuart Smith explained that a small sub-committee had looked into this and wished to differentiate between paid-up Club Members and other members of the public or guests that used the facilities. A system will be introduced where N-PMs will be issued a £10 voucher that they can use at the bar to purchase goods. In this way he hoped that partners and family members would be encouraged to join the Club.

Matt Giblin enquired whether there would be a nominated National Village Cup XI Captain. Peter Baker replied that since September, the competition’s rules had been amended as two of them were contradictory and confused the issue as to who was eligible to play. We accept that the First Team players per se will no longer be able to play now that they are in the top tier of an ECB-Accredited Premier League but RCC had entered the Cup next season and we would expect to select players from the Second Team. What had required clarification was that one Rule had referred to players “Registered” to play in the Premier and the other Rule to players who had “Played” in the Premier Division. Those are two different things and PGB had pointed-out to the organisers that in 2019 RCC had Registered 33 Premier players but only 19 had actually played. If that Rule remained, Reed would effectively have to select players of Third Team standard. The Rules were changed to reflect that players become ineligible for the NVC only once they have played in a Premier League match. On that basis, the Playing Sub-Committee would select eligible and available players on a Round-by-Round basis and consequently the Captain would have to be picked in the same way.

Neil Haslam asked about the possible potential extra costs that Stuart Smith had referred to. Richard Robertson answered that he was not aware that there any extra matchday charges and fees, but there would be costs involved in acquiring and fitting new nets and protective netting along the boundaries.

Neil also enquired about any upgrade to the Scorebox. Richard Robertson described the plan he has with Paul Garrott to extend the Scorer’s viewing window by re-positioning parts of the electronic scoreboard so that Scorers would be able to see the north-west corner of the outfield more easily.

Richard Robertson then gave a brief update on the work carried-out on the playing table and how well it was looking.

Peter Baker thanked the anonymous members who between them had loaned RCC the money to pay for this work. All these interest-free loans will be paid back at 20% per annum over the next five years. These loans allow the Club to keep some reserves available in its account for any unforeseen emergencies.

Peter Baker had conducted a survey about booking indoor nets during the winter / spring. As there had been only 22 replies the results were mixed. 6 want Sunday late afternoons; 7 don’t want Sundays; 5 prefer weekday evenings; 3 replied but had abstained because they hadn’t attended nets for years anyway and didn’t think their votes should count. This will be continued as an Action at the General Committee for Richard Barlow to lead.

Scott Nash wondered if Reed would be using the Freman College ground next year. Richard Robertson said that Cokeneach CC had made an informal approach to him about Reed using their ground but we had been non-committal and no further formal contact had been forthcoming. We have no intention of moving away from Freman.

Stuart Smith reminded everyone that there remains a list of tasks that Richard Robertson needs to be done, mostly just pre-season but nevertheless the expectation is that members commit to helping where they can. We have just heard how hard Richard, Peter Wholley and Clive Collins work and we must all do our share too.

Stuart commented on the excellent Bar takings and whilst he acknowledged that the NVC run next year might not reach the final rounds, he encouraged all members to come and support the team and to attend all the social events and use the bar.

Stuart repeated last year’s message that the 100 Club, our monthly internal lottery, has plenty of vacancies, and that relatively only a few players take part. Three new members started this past year but he is hopeful that if at least four more were to join in 2019/20 then the top prize money could be increased to £100 per month.

Similarly Stuart pleaded for more Club members to log into easyfundraising when making purchases on-line, especially now in this period before Christmas. For no extra cost to the purchaser, small commissions can be earned and retailers donate these amounts to the cause. Almost £3,900 has been raised in this way over the years.

Stuart highlighted how hard the Committee members work to keep the Club running smoothly but this year also showed how friends, family members and others associated with RCC or the village had also contributed in some way. He appreciated all the help offered.

Stuart also announced to the general membership what the Committee had already been told, that Peter Baker would not be seeking re-election as Hon Secretary at the 2020 AGM. He asked everyone to consider what they could do to fill that void. It could result in Peter’s tasks being divided but we must plan ahead.

Andrew Emms informed us that Father Christmas was scheduled to fly into Reed for a jolly time on Sunday 22rd December this year. Could names of children be sent to Andrew beforehand.

Andrew then concluded the AGM by thanking everyone associated with the Club and appreciated all the hard work that had gone on behind the scenes. It had been a wonderful year and we should all be very proud of what had been achieved.

The Meeting closed at 2102hrs.

Minutes compiled by:-
Peter G. Baker,
Honorary Secretary,
Reed Cricket Club.
28th November 2019.

Unsigned draft.
(To be signed by the Club President as a true and accurate record once approved.)