Club Annual General Meeting – 29th January 2017

Minutes

Attendees: / Hugh Curle, Alex Howells, Andrew Sadler, Mark Rutherford, Jon Griggs, Dan Minchin, Chris Souter, Simon Donnelly, Jo Gardener, David Webber, Paul Goldsmith, Janet Humphrey, Steve Whelan
Apologies: / Kathie Jinkerson, Phil Wright, Steve Prior, Wayne Travis, Paul Youngs

The Chair-person opened the meeting reminding the attendees that the AGM was delayed from Summer 2016 due to minor issues with amendments to the Constitution. The AGM covers the Club performance during the 2015/16 football season. Decisions made would be for the 2016/17 season, and therefore some decisions will ratify decisions previously made during Committee meetings.

  1. Apologies - The apologies were as recorded above.
  2. Minutes of previous meeting - The minutes of the AGM of 30th April 2015 were signed of as correct.
  3. Matters arising - There were no matters arising from the previous minutes
  4. Chair-persons report - The Chair-persons report can be found here on the Club website -

The Chairperson summarised the key points within the report, which were:

  • Overall another successful season for the Club on and off the pitch.
  • The Club is a financially sound position, and this should remain a focus for the Club, to ensure it is in a suitable position to address future challenges.
  • The tournament was a great success, on both the football side and as a fundraising activity. We are grateful to all volunteers who supported the Tournament, and the Suffolk Constabulary for the use of the Police Head-quarters.
  • Unfortunately, the Club was unable to participate in the French Exchange. The Committee will look at options for future years.
  • We are grateful to Martlesham Heath Householders Association, Suffolk Constabulary and Martlesham Parish Council for the use and maintenance of pitches.
  • We are also grateful to all of the Club Sponsors.
  • Looking forward, likely challenges for the Club, are:
  • Considering how the Club will evolve given the likely housing growth in the local area.
  • Supporting our coaches to develop to continue to provide the best development to players within the Club.
  • Considering the pathway from youth football through to adult football.
  • On the pitch the season saw League Title wins for the U18 Spitfires, U13 Spitfires and U12 Lightnings.
  • The Club has supported over 200 local young people throughout the season to be involved in football, to ensure enjoyment and development. This remains the Clubs primary purpose, and it can be rightly proud of its efforts and achievements.
  • The Chairperson expressed his gratitude to Committee Members, Managers, Coaches and helpers for all of their efforts throughout the season.

There were no comments or questions in relation to the Chairpersons report.

  1. Club Secretary / Welfare Officer report – the report can be found on the Club website.

The Club Secretary summarised the key points as:

  • Focus has been on ensuring that all Club details are recorded on the FA electronic system. There is a glitch which is currently being addressed.
  • That there is a continued imperative to ensure that all people involved with the Club have undertaken all of the appropriate checks to minimise any safeguarding concerns and it meets its Chartered Club status requirements.
  • Immediate focus is on arrangements for the Summer Tournament

A question was asked regarding what was the difference between a Manager, Coach and a Helper, and what safeguarding criteria would each have to meet. It was agreed that the Committee would review this to agreement definitions for each.

A question was asked whether documentation could be made accessible via the website. It was agreed that this would be considered.

  1. Treasurers report – The report can be found on the website.

The Chairperson summarised the key points as:

  • Income for the season was £28,559.27, and expenditure was £26,733.95, leaving a positive balance of £1,825.32
  • Closing balance in the bank is £8,275.65, up from £6450.33
  • Reasons for variances in expenditure, were highlighted as described within the report
  • That the Club should continue to look to increase its balance, in preparation for any future challenges, as highlighted within the Chairpersons report.

A question was asked about the spreadsheet used to manage Sub payments. It was proposed that this get taken up directly with the Treasurer, as others within the Committee weren’t experiencing the same issue.

A question was asked regarding expenditure on the Gorseland MUGA for the adult 5 a side, and the additional income received from Sub payments. The Treasurer will be asked to consider how this is more clearly recorded in future reporting.

A question was asked whether we continue to pay for the Western Corridor. The Chairperson confirmed that we do, and that it remained a site that the Football Club wishes to retain. Ongoing conversations with Martlesham Heath HouseHolders Ltd and Martlesham Parish Council continue.

  1. Election of Officers – the following appointments were confirmed:

Role / Nominated person / Nominator / Seconder
Chairperson / Steve Whelan / Chris Souter / Hugh Curle
Vice Chairperson / Paul Goldsmith / Janet Humphrey / David Webber
Secretary / Janet Humphrey / Alex Howells / Jo Gardener
Treasurer / Kathie Jinkerson / Paul Goldsmith / Andrew Sadler
Registration Secretary / Jenni Stanley / Janet Humphrey / Chris Souter
Child Welfare Officer / Janet Humphrey / Simon Donnelly / Mark Rutherford

The appointments would remain in place until the end of the season and new appointments will be made at the next AGM scheduled for May 2017. Jenni Stanley and Paul Goldsmith will be standing down from the Registration Secretary and Vice Chairperson roles at this stage.

  1. Amendments to the Constitution – The amended Constitution can be found on the club website. The Chairperson summarised the key reason for the Constitution change being the point that the previous Constitution stated that the annual financial statement would be “audited”, which created some problems during the last assessment.

The Chairperson reviewed the Club’s existing Constitution against the standard template Constitution supplied by The FA, and as a result, and following a review at a Committee meeting, the proposal is to adopt the standard template. This would address current concerns during the last financial assessment (covered by point 11 (g) in the revised Constitution).

A question was asked as to whether there was a definition on what a financial review constituted. The Chair responded that he was not sure a standard definition existed.

Decision - The Committee unanimously agreed to adopt the revised Constitution

  1. Members / Subscriptions –

The following fees for the 2016 / 17 were proposed for players within the age groups between U8 – U18:

  • Registration fees - £70
  • Sub payments - £60

Decision – The Committee unanimously agreed to the proposed fees

The Chair raised an issue for fees for players under the U8 age group. After a discussion the following proposals were suggested:

  • That players are registered with the Club
  • That the registration fee will be £30 for the period August – December, and £30 for the period January through to the end of the football season.
  • That the changes should be put forward for adoption at the next AGM, given that we are mid-way through the current season.

The Chairperson raised the issue of whether refund of registration and sub fees would be applicable to players leaving the Club during the course of the season. After a discussion the following proposals were suggested:

  • That registration fees are non-refundable
  • That if the full Subs payments have been made by the player, and the player leaves before Christmas, then 50% of the Subs fees are refundable. Players leaving after Christmas will not be entitled to any refund.

Decision – The Committee unanimously agreed to the proposals in relation to payment refunds for players leaving mid-season.

  1. Any other business –A question was asked whether we could enquire with Suffolk FA, potentially with other local Clubs, whether there would be opportunities for local Level 2 qualification training for Coaches. The Chair agreed to send an email to the Suffolk FA to make initial enquiries.

The Chair raised a question regarding whether the Club would consider sponsoring young people to take Referee training. After discussion the following was agreed.

Decision – The Committee is in favour of supporting young people to get involved in referee training, and that any applications for funding of training be at the discretion of the Committee, in the expectation of future involvement in the Summer Tournament and / or pre-season games.

A question was asked regarding the date of the Summer Tournament. Three dates are being considered in June (3rd, 10th, 17th). It was stated that confirmation was required on the date of the Kesgrave Kestrels tournament, and the availability of the Police Headquarters. It was pointed out that the 3rd falls within the school half term. It was agreed that the Secretary would check on the availability of the Police HQ, and the Chair would speak to Kestrels, and confirm date back to the Committee (Note: subsequent to the meeting the date of the Tournament is scheduled for 10th June).

The Chair closed the meeting.