Venue Football Club Boardroom, Champion Hill

Venue Football Club Boardroom, Champion Hill

Board Meeting Minutes

7.00 pm, 13 July 2016

Venue – Football club boardroom, Champion Hill

In attendance – Alex Atack (AA), Alex Crane (AC), Alex De Jongh (ADJ), Andy Greig (AG), Duncan Hart (DH) (chair for items 6-13), Mel Hughes (MH), Walter Johnson (WJ), Darren McCreery (DM) (secretary) (chair for items 1-5), Isaac Parnell (IP), Matt Purser (MP), Dave Rogers (DR), Mark Scoltock (MS) and Peter Wright (PW)

  1. Apologies for absence
  • None
  1. Agree May Board meeting Minutes
  • Minutes agreed
  1. Agree AGM minutes 4 July 2016
  • Minutes agreed
  1. Introductions and welcomes to the board
  • Board members introduced themselves. Special welcome was given to new joiners appointed at the AGM on 4 July – Alex Atack, Alex De Jongh, Walter Johnson, Mark Scotlock and Peter Wright.
  • DM set out the overarching purposes of the trust and highlighted key elements from the DHST constitution and policies that members were advised to read in advance (including the board membership and conduct policy, standing orders for boards meetings, and disciplinary policy)
  • New board members were sent a Board Member Agreement form in advance to confirm their agreement to the board membership and conduct policy and to achieving DHSTs objectives. Each new board member returned a form to DM.
  • The board considered the case for fixing board meetings dates to the third Thursday of each month to assist with diary planning and room booking for meetings. The board agreed to aim for the third Thursday of each month wherever possible, subject to diaries and the need to be flexible.
  1. Nominations and appointment of chair
  • A single nomination was put forward for the position of chair (Duncan Hart), proposed by DR and seconded by AG. Unanimous decision of the board is to appoint Duncan Hart as chair for 16/17.
  1. Appointing Roles for 16/17
  • Treasurer – unanimous decision of the board is to appoint Isaac Parnell as treasurer for 16/17 (proposed by AG and seconded by DR).
  • Secretary (appointed) – unanimous decision of the board is to appoint Darren McCreery as secretary for 16/17 (proposed by DC and seconded by AC).
  • Vice chair – unanimous decision of the board is to appoint Alex Crane as vice chair for 16/17 (proposed by AG and seconded by DR).
  • Other roles were also agreed for 16/17
  • Fan ownership leads – Alex Atack (project), Alex De Jongh (legal), and Matt Purser (business)
  • Community lead – Walter Johnson and Dave Rogers
  • Football committee liaison – Andy Greig
  • Merchandise & mega container lead – Mel Hughes
  • Membership engagement lead – Peter Wright
  • Spokesperson – Mark Scoltock
  • Ground redevelopment lead – Alex Crane
  • James Masini (JM) will continue to advise the board on planning issues linked to ground redevelopment but is not a member of the board.
  • ADJ stated for the record that he cannot provide legal advice to the Trust unless instructed to do so through his employer. Where the board identifies a requirement to take legal advice, it will need to consider which external advisors are best able to provide the advice in each case.
  1. DHFC has a secure long-term home in East Dulwich:
  • AC briefed the board on issues linked to ground redevelopment to date, including DHSTs continued focus on 3 priorities (fan ownership, security of tenure, and the new ground) and main areas of activity.
  • The current position is that DHST are pulling together a formal response to the current planning application that is being considered by Southwark council. The aim is to submit comments asap. JM to meet HPG shortly to discuss further.
  • The working assumption is that the planning application may go to committee at Southwark in Autumn. DHST has asked to meet case officer at Southwark to discuss further.
  • The board agreed that DHST needs to engage further with HPG to improve elements of the internal layout. The best time to do this was discussed.
  • DH highlighted DHST's comms strategy around the new ground and continuing plans to help generate support for the scheme in line with the outcome of the member poll throughout the summer and into the autumn.
  • ACTION – AC to complete his review of the internal layouts in coming weeks and report back at the next meeting.
  • ACTION – JM to feedback following his meeting with HPG
  • ACTION – DM to circulate unattributed comments from the poll to AC asap in order to inform comments on internal layouts.
  • ACTION – DH to circulate ground redevelopment communications plan around the board by the next meeting
  1. DHFC has an ownership model that involves supporters/community either fully or partly:
  • MP briefed the board on progress to date.
  • DHST has a draft business plan drawn up between DHST/football committee/Gavin/HPG. Needs sense checking and benchmarking against other clubs.
  • ACTION – DH to circulate vision document around the board by the next meeting.
  • ACTION – Fan ownership leads to consider the need to update the vision and carry out any work necessary (to include assistance from Supporters’ Direct if needed) and circulate a draft for board comments by the next meeting.
  • MP to meet further with the club/Gavin/HPG by the next meeting.
  1. DHFC as a transparent and well run football club:
  • AG updated on joint issues with the football committee.
  • The football committee is planning to put out a call for extra help on match days.
  • The DHST board were supportive of this drive and will look to co-ordinate with the DHSTs own request for volunteers on match days.
  • ACTION – AG to speak further with the football committee to identify opportunities for joining up and report back by the next meeting.
  • ACTION – AG to speak further with theclub to established their preferences for payment of merchandise and report back by the next meeting.
  • Discussed a proposed DHST chair/vice chair meeting with football committee, to discuss matters such as fan ownership and knowledge sharing.
  • ACTION – DH/MP to meet with the football committee and report back at the next meeting.

9.1. Southwark EnviroGrant scheme. (AC application for recycling bins).

  • DHSTs application to Southwark for funding for new bins was turned down. AC has informed club operations manager.
  • ACTION – AG and AC to consider options for DHST to fund bins for the club, including options to include DHST logo on new bins.
  • Further sponsorship options offered by the club were discussed.
  • ACTION – AG to discuss sponsorship options further with the club and report back in the coming weeks.
  1. DHFC has a growing Supporters Trust that communicates regularly with its members:
  2. MH raised the container rota for the 16/17Merchandise season and call for additional volunteers to work in the mega container.
  3. ACTION – MH to circulate the rota in time for the first game of the season.

AG confirmed on behalf of the club that board members working in the container would not pay entrance for the game when they are working.

ACTION - AC to finalise the mega container operations document and circulate to the Board by the next meeting.

MH with lead a merchandise sub group to come up with new ideas for merchandise. The sub group will also include MS, AC, AG, and PW

10.1. Update on Purple

  • ACTION - MH to contact Simon (trust member supporting us on this issue) to get latest at Purple and report back at the next meeting.
  1. Latest on AirPros – retail till system
  • MH updated on plans to move to Air Pos in for first first game of season.
  • ACTION - MH to confirm arrangements for board training on Air Pos for the first game of the season
  1. 2016/17 fixture cards
  • Theboard agreed to pay for the printing of 2016/17 fixture cards. The 12th man to arrange to have the cards printed and ready for first game of the season.
  1. Ideas on growing the 100 Club
  • The board discussed various initiatives that could be used to help promote the fund, including:.
  • An article in the next newsletter.
  • Giving away merchandise in return for signing a direct debit for a minimum amount of time.
  • Flyering at games.
  • Repositioning and better flagging for the purpose of the 100 club, including renaming.
  • ACTION – IP to consider ideas raised and report back on preferred options to the next meeting.

11DHFC has strong links with its surrounding community:

  1. Planning for Lambeth Country Show, 16 and 17 July
  • IP circulated a rota in advance of the meeting, which was discussed and agreed, alongside other logistics for the day. Free tickets would be given away on the day.

12Trust governance and miscellaneous items

  1. Revising Trust objectives for 2016-18
  • The 2014-16 objectives need refreshing for 2016-18 period, including aims and targets for various actions.
  • ACTION -DH to work with AC to work up initial draft and circulate around rest of board before the next meeting
  1. Attending Supporters Direct AGM
  • ACTION - DM to attend the Supporters Direct AGM on Sunday 17 July and report back to the board before the next meeting.
  1. Declaration of Expenses
  • IP advised the board on the process for claiming expenses, keep receipts, scan and email to him. IP will send a monthly email on expenses to the rest of the board.
  1. Continued use of Co-op Bank and account signatories
  • ACTION – IP to contact Eddie (former Chair of the Trust) to transfer over account by the next meeting.
  1. Next Board meeting date
  • The board agreed to next meet on 18 August.

13AOB

  • DR raised data protection of members.
  • ACTION – DM to circulate note on handling data around the board by the next meeting.
  • AG raised the use of the old mega shed. The board agreed that the shed could be used for storage by the 12th man, the sale of matchday programmes and storing of flags and banners by MS..
  • ACTION – AC to pass details of electrician to AG to certify electrics for the mega container by the next meeting.

Dulwich Hamlet Football Community Mutual Ltd

Top View