Minutes of 13th Board Meeting
Date: 19 December 2007, 7.30pm
Venue: Ground Floor Meeting Room, Falsgrave Community Centre
1. Present:
Board
Richard Adamson (RA)
Anthony Brown (AB)
John Clarke (JC)
Simon Cope (SC)
Ben Courtney (BC)
Wendy Danby (WD)
James Hunter (JH)
Chris Rooke (CR)
Andy Troughton (AT)
Sandra Troughton (ST)
President John Fawcett (JF)
Apologies:
None SC and the rest of the Board gave a warm welcome to all new Board members.
Please note change to published agenda order.
2. Board Composition
2.1 Positions
a) Election of Chair: SC (nominated by RA, seconded by CR)
b) Election of Vice Chair: BC (nominated by SC, seconded by JC)
c) Election of Society Secretary: BC (nominated by SC, seconded by JC)
For the remaining roles, SC proposed Board members volunteer for roles best suited for them:
- Finance Director: ST
- Commercial Director: AT
- Community Director: RA
- Football Director: AB
- Operations Director: CR
- Communications and Marketing Director: JH
- Director without portfolio: WD
- Director without portfolio: JC
SC requested that Directors’ new roles will be defined by each individual for the coming weeks, to give each role it’s operational goals and tasks.
BC proposed a separate committee to provide an independent view on the Board’s direction. This was in recognition of the skills that many Trust members have but are not on the Trust Board. SC suggested this take the form of an advisory committee. Majority of Board opposed this proposal due to concerns over the committee’s remit and boundaries. It was agreed that the Board members could continue to seek advice from Trust members through informal discussions.
2.2 Term to be served
Except in the case of CR who wishes to resign from the Board after 1 year and so will serve 1 year, the term to be served for Board members before standing for re-election was drawn by lots.
- 1 year: CR, SC, AT
- 2 years: JH, RA, BC
- 3 years: ST, WD, JC, AB
3. Board Membership Policy
BC devised Board Membership Policy. It is designed to ensure that the Society Board has the skills and experience to operate effectively and outlines how membership of the Board is achieved, collective responsibility and confidentiality, conflicts of interest and disciplinary matters. Document signed by all.
This policy works with the Code of Conduct. Code of Conduct to be written by SC.
Vote as to whether the documents should be made public: 8-2 in favour.
4. Minutes of the last meeting
4.1 Election
Results: Richard Adamson - 276 Anthony Brown - 205 John Clarke - 231 Simon Cope - 289 Ben Courtney - 298 Wendy Danby - 277 David Holland - 187 James Hunter - 234 Chris Rooke - 257 Andrew Troughton - 268 Sandra Troughton - 265
Richard Adamson, Anthony Brown, John Clarke, Simon Cope, Ben Courtney, Wendy Danby, James Hunter, Chris Rooke, Andrew Troughton and Sandra Troughton have been duly elected to serve on the board of the Seadog Trust.
4.2 Sale of merchandise
BC has contacted relevant sports retailers and awaiting decisions.
4.3 Sportsman’s Dinner
CR has produced job description for the organiser of the Sportsman’s Dinner. AB, with extensive experience of such events, to liase with whoever takes on this role. AT, CR, JH also to be involved. AB suggested a date and venue was needed now to progress.
4.4 Letter regarding Rossington Main
Board consensus was that this letter was not required.
5. Regular items
5.1 Manager and team issues
WD asked who the current kit man was (Gary Bingham) and whether he should take all kit away for cleaning. Currently he prepares the kit before matches and training. AB stated it would be difficult for Gary to take the kit as he is from out of town, making it logistically difficult on occasions to get it back for training and matches.
Points appeal still due to go ahead 8 January 2008. Evidence being collated. SC, JC and Patrick Waterhouse to attend due to experience in negotiation. Joe Lightowler still banned sine die according to ERFA.
5.2 Ground latest
SC reported that an official application has been made to the Lands Tribunal by Scarborough Football Club (in liquidation) to have the covenants protecting the Seamer Road Stadium lifted. No further information is in the public domain. SC to arrange meeting with Scott McCabe and with Council asap.
5.3 Finances
ST – VAT will only have to be charged on goods and services from the month after the VAT threshold turnover has been reached. ST liasing with Steve Lloyd at Winn & Co to get clarification on whether subscription income is included in turnover figures. Google Checkout is to be used for transactions. This is cheaper than PayPal although the PayPal account is still active.
5.4 Supporters Club queries
The Trust Board thanks the Supporters Club for the excellent organisation regarding the Christmas Draw.
6. Co-option to the Board
SC discussed with Shaun Burke of Supporters Club. Currently, the Supporters Club is an Acting Committee with no plans for elections until the start of the new season. The Trust Board is reluctant to co-opt a Supporters Club committee member whilst unelected. Once democratically elected, the option of co-opting would be considered. The election of the Supporters Club committee will probably coincide with the election of the Trust Board next year so the newly elected Board of 2008 elections can make this decision.
AB proposed in the meantime that a member of the Supporters Club be invited to Trust Board meetings for a period of time for queries to be answered, seconded by CR. Agreed in principle by the rest of the Board. SC to speak to Craig Patton and Shaun Burke for their opinions.
Considering the decision that official co-option to the Board for a Supporters Club committee member cannot happen until their election (Autumn 2008), all Board members were requested to think of good candidates for co-option until the next Trust elections.
7. Spectator Behaviour Policy
BC produced policy as agreed. CR and SC had a number of suggestions chiefly around disciplinary procedure. BC to amend in line with suggestions from all of Board, then to present to next Board meeting.
8. Membership database
Supporters Direct (SD) has created a Membership Management Application for Trust membership. This performs all functions that the Trust’s current membership database performs with many extras that the Trust was looking at for the future. SD is looking for Trusts to trial the database free for a year with expected costs in the future in the region of £150 per year. Unanimously agreed that the Trust should trial this as it gives the potential for an excellent tool to help the Trust achieve much more with their members. Furthermore, Seadog Trust will be able to provide feedback as to how the system can develop and help Trusts further.
9. Borrowash postponement and Pontefract game
All “festive activities” planned for the Borrowash game will be carried forward to the Pontefract match. BC raised the issue of the postponement. It was agreed that under the circumstances, everything was done that could be to inform fans as to the status of the match. Two inspections were held in the morning, one as late as possible before Borrowash were due to set off. At that time rain had begun to fall and, as was forecast, it was expected that the temperature would rise and the small areas of concern on the pitch would be playable by 3pm. Unfortunately, contrary to forecast, temperatures fell throughout the day and the pitch remained unplayable.
10. Date of next meeting
Falsgrave Community Centre, 21 January 2008, 7.30pm.
11. Any Other Business
- AT – commemorative plate. To postpone this production. If the club achieves promotion the idea will be re-addressed.
- Trust members had suggested a party to celebrate the club’s first birthday in June. Agreed.
- AT – will the shirts for next season be changed? To look at what shirt designs are available. Also, awaiting the result of club name and badge vote.
- Hall Road Rangers testimonial match proposed in memory of Karl Henry who tragically died in a road accident. Agreed. This is most likely to take place in pre-season of 2008-9 season.
- JH passed out a sheet covering possible fund-raising activities such as a supporter's game, season review booklet and an auctionable squad place. Directors to review and give opinions, so that ideas can be processed.
- Sport Relief. Due to time constraints, this will be discussed at the next meeting.