RAFPA END OF SEASON MEETING



END OF SEASON MEETING 2008 INTRODUCTONI The Chairman welcomed the members to the End of Season meeting and thanked them for attending. The pertinent points drawn out from the 08 season were as follows: A promising number of people had come into the sport, predominantly thanks to the efforts of OIC Development, who organized a 3-day introductory course as well as regular chukkas for beginners in the Cranwell area. The Chairman congratulated Wg Cdr Bambridge on going up a handicap at the end of the season, from -1 to 0, despite her injuries from the previous year. With regards to new members, he suggested contacting Clarence House to gauge whether William Wales would be interested in playing for the RAF. Finally the introduction of subsidies for beginners playing up in the Cranwell area as well as for representative pony owners has proven a success and will be kept in place until further notice. FINANCES 1. The Chairman started by expressing his gratitude on behalf of the whole association to the Treasurer for the clarity of the RAFPA Accounts. 2. The treasurer gave his end of season report. He stated that funding for the association increased from £8300 in 07 to £11850 in 08 but cautioned that whilst this went some way to meeting the running costs of the association, a personal contribution of £3600 along with £2000 from our sponsorship fund had been used over the past year. Whilst sustainable for a further year, any successive years would require either an increase in funding from the RAFSB/Sponsorship or a reduction in fixtures. 3. It was reported that there were still some outstanding account actions for the year including a Brett Horsepower payment still awaiting invoice and payments from both the Sports Development Fund and Equipment Fund which would be cleared within the next fortnight. 4. Expenditure for 08 was £17400 up from £8100 in 07 but the EGM were reminded that this was solely due to the revised accountancy procedures introduced for 2008, to ensure that all Op Costs incurred by the association are reflected in the accounts (ie pony hire costs that are largely bourn by the individual). 5. Having used £2000 from the sponsorship fund to cover the Op Costs overspend the treasurer informed the EGM that £3400 will be carried forward to next season reflecting a £840 loss over the season. 6. The treasurer reported that bidding for 09 Equipment/5yr plan was agreed and that Sports Development Fund was due. Further it was stated that the RAFSB had decided not to hold a formal bidding process for Op Costs 09 and that this could potentially disadvantage the association. 7. The treasurer closed by seeking approval of the accounts, which was unanimously agreed. 8. Decision. The Equipment Fund for 09 would stand at £1700. Ideas on how to make the best value out of it to be brought forward at the AGM. Suggested help new players with initial equipment. 9. Decision. The Chairman and Treasurer will lobby the RAF Sports Board at Halton especially with respect to the 09 Op Costs grant. 10. Decision. The £1000 remaining in the Development Fund was to be transferred to the Tidworth ‘behind the bar’ scheme, towards subsidising both practice and instructional chukkas for developing players. 11. Decision. It was agreed the subsidy rate at Tidworth was to be increased back up from £10 to £20 per chukka to come in line with the Navy. TRAINING & DEVELOPMENT 1. New players. This season, 5 new players had shown considerable enthusiasm, commitment and promise for the future. Three were introduced to polo at Cranwell through OIC Development, and the other 2 had approached the association mid season from Benson. This was a positive influx and the Committee was keen to ensure a steady support system was in place to get these developing players on the pitch and improving as quickly as possible. 2. Courses available. OIC Development had arranged for a 3-day introductory course to take place at Leadenham Polo Club, near Cranwell for £300 pp. A further course would be organised at the same location in 09 following the positive uptake the previous year. Beginner and advanced courses were still available at Tidworth, and the PR Rep added that military discounts were also available at Inglesham Polo Club. 3. Subsidies. The Treasurer stated that the subsidy rate could be increased back up to £20 per chukka per person both at Leadenham and Tidworth, thus bringing the RAF back in line with the Navy. This would be reassessed mid season according to uptake. At this point this subsidy does not apply to match chukkas, the latter to be revisited at the AGM. 4. Scholarship. The Committee was keen to encourage committed and talented young players, and to this end a scholarship was discussed. The Treasurer advised that although individuals could not be granted money, their local club could invoice the Association. 5. Decision. A scholarship of £400 would be awarded to SAC Turner-Wright as the most promising young player. The scholarship would be paid to Offchurch Polo Club to subsidise chukkas and lessons during the season. 4. Article. The Chairman congratulated the PR Rep on the Active article she wrote. It was decided a further article would be useful, giving step by step details on what to do if you want to learn to play polo, and how the Association can help. 5. Membership Fee. It was decided that a membership fee would be applied from the 09 season onwards. £10 for Other Ranks, £20 for Officers. A list of members would be put behind the bar at both Tidworth and Leadenham, and only those on it will qualify for the chukka subsidy. 6. End of Season Development Fixture. OIC Development suggested putting on an RAF v RAF exhibition match at the Cranwell Equestrian Day in Sep 09. Fixture to be confirmed at the AGM after further investigation. FIXTURE LIST 1. The Treasurer stated that the Op Cost Fund was set up to cover 14 fixtures per season. He suggested revisiting the fixture list to tailor the training and added that two teams had cancelled shortly before their match in 08. 2. Decision. The fixture list was to be divided in two, allowing 7 fixtures for each team. This would provide a good run up to their respective main fixtures of the season, namely the Duke of York and the Captain and Subalterns. The Milfield match was to be cancelled since they had been unable to provide a team for two consecutive seasons. The President’s Cup proved a useful team run-out before the Capt and Subs, and it was also decided to enter an RAF team into the Inter-Regimental Cup for the first time. 3. The fixture list to be as follows: Senior Team: Cranwell(2), Inter-Regimental(2), Crabs v Cavs, Cornwell Affiliates, Duke of York. Junior Team: Eton, Cranwell(2), President’s Cup(2), Capt and Subs(2) 4. Dates to be confirmed with Tidworth at their pre-season meeting in Feb. SOTOGRANDE TOUR 09 1. OIC Development proposed organizing a tour for 6 people to Sotogrande Polo Club, near Gibraltar, 16-23 Mar 09. The tour would consist of 7 days training, stick and balling each morning and playing chukkas in the afternoon, leading to a match on the final day. Members would stay at Gibraltar Officers’ Mess, situated within a 20min drive from the Polo Club. Transport would be provided by hiring two cars or a minibus, and Easyjet fly into Gibraltar. The tour would also include a battlefield tour of Op Phoenix. 2. After initial research and negotiation, the costs came to approx £1,750 per person, with the main burden being the training, pony and ground hire and coaching costs, which amount to £1,550 per person. 3. Personal contribution would ideally amount to no more than £1,000 per person, and OIC Development would apply to the Sports Board, CSPA, Sponsorship fund and each station to contribute to the costs of the tour and staff ride. 4. Decision. It was agreed that OIC Development should go ahead and arrange the tour as per the details above. The tour was to be open to all members, and a £100 deposit would be requested to allow flights and hire cars to be booked early. The Committee thanked Flt Lt Black for taking the time to organise the 09 Tour. CRANWELL WEEKEND 1. OIC Development was keen to confirm the format and teams for the Cranwell Weekend in 09. The dates were confirmed for 1-3 May 09. 2. Decision. The weekend had proved a success each year, and the format would remain the same as the previous year with some minor improvements as well as a greater emphasis on military polo. Fri 1 May. Introduction to Polo for new members in the afternoon, as well as team selection and training. Coach to be confirmed. AGM at 6pm in CHOM, followed by a meet and greet in CHOM bar. Sat 2 May. -2 to 0 RAF v Rutland -6 to -4 RAF v Army, RAF v Navy Players Dinner, CHOM Sun 3 May. Final RAF v Rutland Final RAF v Army, RAF v Navy 3. Tasks. OIC Development: investigate possibility of bringing in professional Umpires, invite the teams. Sec: invite Sqn Ldr (Ret) Robert Burke to commentate and if possible coach the training session on Fri afternoon. Send the list of those members who qualify for the award of RAF Colours to the RAFSB. Tour Coordinator: ensure the Trophy was delivered to OIC Development. PR Rep: advertise the Fri taster day as well as the weekend tournament, design the programmes and provide the prizes. Chairman: liaise with the Stn Cdr at Cranwell to investigate the possibility of using the practice ground behind the sports track for the Fri training. Present RAF Colours at the Players’ Dinner. Present the Scholarship to the most promising developing player of the 08 Season. ANY OTHER BUSINESS 1. Sponsorship. The Treasurer had approached the President during the Season on the subject of sponsorship suggesting that a sponsorship of ~£2000 per year would be needed if no additional RAF Sports Board funding was forthcoming. The Chairman agreed to check with the President on progress. 2. Meetings. The Treasurer thought that the Committee should meet more than twice a season to evaluate progress. A mid season committee meeting was suggested, and would be arranged if required. 3. Training Days. In order to capture the most number of people, it was suggested that training should not just be centred around Tidworth and Cranwell, but at different locations across the country. It was thus decided that a pre-season, pre-tour training day would be arranged at Druids Lodge Polo Club, and further training days at Maywood and Inglesham. The next meeting is the AGM, to be held at 18:00 on Friday 1st May 2009 at the Officers’ Mess, RAF Cranwell.

END OF SEASON MEETING 2008

INTRODUCTONI
The Chairman welcomed the members to the End of Season meeting and thanked them for attending. The pertinent points drawn out from the 08 season were as follows:

A promising number of people had come into the sport, predominantly thanks to the efforts of OIC Development, who organized a 3-day introductory course as well as regular chukkas for beginners in the Cranwell area.
The Chairman congratulated Wg Cdr Bambridge on going up a handicap at the end of the season, from -1 to 0, despite her injuries from the previous year.
With regards to new members, he suggested contacting Clarence House to gauge whether William Wales would be interested in playing for the RAF.
Finally the introduction of subsidies for beginners playing up in the Cranwell area as well as for representative pony owners has proven a success and will be kept in place until further notice.

FINANCES
1. The Chairman started by expressing his gratitude on behalf of the whole association to the Treasurer for the clarity of the RAFPA Accounts.
2. The treasurer gave his end of season report. He stated that funding for the association increased from £8300 in 07 to £11850 in 08 but cautioned that whilst this went some way to meeting the running costs of the association, a personal contribution of £3600 along with £2000 from our sponsorship fund had been used over the past year. Whilst sustainable for a further year, any successive years would require either an increase in funding from the RAFSB/Sponsorship or a reduction in fixtures.
3. It was reported that there were still some outstanding account actions for the year including a Brett Horsepower payment still awaiting invoice and payments from both the Sports Development Fund and Equipment Fund which would be cleared within the next fortnight.
4. Expenditure for 08 was £17400 up from £8100 in 07 but the EGM were reminded that this was solely due to the revised accountancy procedures introduced for 2008, to ensure that all Op Costs incurred by the association are reflected in the accounts (ie pony hire costs that are largely bourn by the individual).
5. Having used £2000 from the sponsorship fund to cover the Op Costs overspend the treasurer informed the EGM that £3400 will be carried forward to next season reflecting a £840 loss over the season.
6. The treasurer reported that bidding for 09 Equipment/5yr plan was agreed and that Sports Development Fund was due. Further it was stated that the RAFSB had decided not to hold a formal bidding process for Op Costs 09 and that this could potentially disadvantage the association.
7. The treasurer closed by seeking approval of the accounts, which was unanimously agreed.
8. Decision. The Equipment Fund for 09 would stand at £1700. Ideas on how to make the best value out of it to be brought forward at the AGM. Suggested help new players with initial equipment.
9. Decision. The Chairman and Treasurer will lobby the RAF Sports Board at Halton especially with respect to the 09 Op Costs grant.
10. Decision. The £1000 remaining in the Development Fund was to be transferred to the Tidworth ‘behind the bar’ scheme, towards subsidising both practice and instructional chukkas for developing players.
11. Decision. It was agreed the subsidy rate at Tidworth was to be increased back up from £10 to £20 per chukka to come in line with the Navy.

TRAINING & DEVELOPMENT
1. New players. This season, 5 new players had shown considerable enthusiasm, commitment and promise for the future. Three were introduced to polo at Cranwell through OIC Development, and the other 2 had approached the association mid season from Benson. This was a positive influx and the Committee was keen to ensure a steady support system was in place to get these developing players on the pitch and improving as quickly as possible.
2. Courses available. OIC Development had arranged for a 3-day introductory course to take place at Leadenham Polo Club, near Cranwell for £300 pp. A further course would be organised at the same location in 09 following the positive uptake the previous year. Beginner and advanced courses were still available at Tidworth, and the PR Rep added that military discounts were also available at Inglesham Polo Club.
3. Subsidies. The Treasurer stated that the subsidy rate could be increased back up to £20 per chukka per person both at Leadenham and Tidworth, thus bringing the RAF back in line with the Navy. This would be reassessed mid season according to uptake. At this point this subsidy does not apply to match chukkas, the latter to be revisited at the AGM.
4. Scholarship. The Committee was keen to encourage committed and talented young players, and to this end a scholarship was discussed. The Treasurer advised that although individuals could not be granted money, their local club could invoice the Association.
5. Decision. A scholarship of £400 would be awarded to SAC Turner-Wright as the most promising young player. The scholarship would be paid to Offchurch Polo Club to subsidise chukkas and lessons during the season.
4. Article. The Chairman congratulated the PR Rep on the Active article she wrote. It was decided a further article would be useful, giving step by step details on what to do if you want to learn to play polo, and how the Association can help.
5. Membership Fee. It was decided that a membership fee would be applied from the 09 season onwards. £10 for Other Ranks, £20 for Officers. A list of members would be put behind the bar at both Tidworth and Leadenham, and only those on it will qualify for the chukka subsidy.
6. End of Season Development Fixture. OIC Development suggested putting on an RAF v RAF exhibition match at the Cranwell Equestrian Day in Sep 09. Fixture to be confirmed at the AGM after further investigation.

FIXTURE LIST
1. The Treasurer stated that the Op Cost Fund was set up to cover 14 fixtures per season. He suggested revisiting the fixture list to tailor the training and added that two teams had cancelled shortly before their match in 08.
2. Decision. The fixture list was to be divided in two, allowing 7 fixtures for each team. This would provide a good run up to their respective main fixtures of the season, namely the Duke of York and the Captain and Subalterns. The Milfield match was to be cancelled since they had been unable to provide a team for two consecutive seasons. The President’s Cup proved a useful team run-out before the Capt and Subs, and it was also decided to enter an RAF team into the Inter-Regimental Cup for the first time.
3. The fixture list to be as follows:

Senior Team: Cranwell(2), Inter-Regimental(2), Crabs v Cavs, Cornwell Affiliates, Duke of York.
Junior Team: Eton, Cranwell(2), President’s Cup(2), Capt and Subs(2)

4. Dates to be confirmed with Tidworth at their pre-season meeting in Feb.

SOTOGRANDE TOUR 09
1. OIC Development proposed organizing a tour for 6 people to Sotogrande Polo Club, near Gibraltar, 16-23 Mar 09. The tour would consist of 7 days training, stick and balling each morning and playing chukkas in the afternoon, leading to a match on the final day. Members would stay at Gibraltar Officers’ Mess, situated within a 20min drive from the Polo Club. Transport would be provided by hiring two cars or a minibus, and Easyjet fly into Gibraltar. The tour would also include a battlefield tour of Op Phoenix.
2. After initial research and negotiation, the costs came to approx £1,750 per person, with the main burden being the training, pony and ground hire and coaching costs, which amount to £1,550 per person.
3. Personal contribution would ideally amount to no more than £1,000 per person, and OIC Development would apply to the Sports Board, CSPA, Sponsorship fund and each station to contribute to the costs of the tour and staff ride.
4. Decision. It was agreed that OIC Development should go ahead and arrange the tour as per the details above. The tour was to be open to all members, and a £100 deposit would be requested to allow flights and hire cars to be booked early. The Committee thanked Flt Lt Black for taking the time to organise the 09 Tour.

CRANWELL WEEKEND
1. OIC Development was keen to confirm the format and teams for the Cranwell Weekend in 09. The dates were confirmed for 1-3 May 09.
2. Decision. The weekend had proved a success each year, and the format would remain the same as the previous year with some minor improvements as well as a greater emphasis on military polo.

Fri 1 May. Introduction to Polo for new members in the afternoon, as well as team selection and training. Coach to be confirmed. AGM at 6pm in CHOM, followed by a meet and greet in CHOM bar.
Sat 2 May.
-2 to 0 RAF v Rutland
-6 to -4 RAF v Army, RAF v Navy
Players Dinner, CHOM
Sun 3 May.
Final RAF v Rutland
Final RAF v Army, RAF v Navy

3. Tasks.

OIC Development: investigate possibility of bringing in professional Umpires, invite the teams.
Sec: invite Sqn Ldr (Ret) Robert Burke to commentate and if possible coach the training session on Fri afternoon. Send the list of those members who qualify for the award of RAF Colours to the RAFSB.
Tour Coordinator: ensure the Trophy was delivered to OIC Development.
PR Rep: advertise the Fri taster day as well as the weekend tournament, design the programmes and provide the prizes.
Chairman: liaise with the Stn Cdr at Cranwell to investigate the possibility of using the practice ground behind the sports track for the Fri training. Present RAF Colours at the Players’ Dinner. Present the Scholarship to the most promising developing player of the 08 Season.

ANY OTHER BUSINESS
1. Sponsorship. The Treasurer had approached the President during the Season on the subject of sponsorship suggesting that a sponsorship of ~£2000 per year would be needed if no additional RAF Sports Board funding was forthcoming. The Chairman agreed to check with the President on progress.
2. Meetings. The Treasurer thought that the Committee should meet more than twice a season to evaluate progress. A mid season committee meeting was suggested, and would be arranged if required.
3. Training Days. In order to capture the most number of people, it was suggested that training should not just be centred around Tidworth and Cranwell, but at different locations across the country. It was thus decided that a pre-season, pre-tour training day would be arranged at Druids Lodge Polo Club, and further training days at Maywood and Inglesham.

The next meeting is the AGM, to be held at 18:00 on Friday 1st May 2009 at the Officers’ Mess, RAF Cranwell.