Draft Minutes of the Board Meeting October 19 2009

3rd November 2009

HELD IN THE BOARD ROOM AT

SCARBOROUGH RFU CLUB, SCALBY AT 7.30 PM

ON MONDAY 19 OCTOBER 2009

PRESENT

Richard Adamson (RA)

Anthony Brown (AB)

John Clarke (JC)

Wendy Danby (WD)

James Hunter (JH)

Kevin Smith (KS)

Andy Troughton (AT)

Sandra Troughton (ST)

2. MINUTES OF MEETING HELD ON 16 SEPTEMBER 2009

The draft minutes were accepted, approved and signed by AB. 3. MATTERS ARISING There were no other matters arising.

3. MATTERS ARISING

There were no other matters arising.

4. FINANCIAL REPORT

KS gave his report on the current financial position compared with the budget for 2009/10. After 5 months, up to the end of August, income compared to expenditure is some £2,000 less than anticipated due to the loss on the Hog Roastand lower than expected sales of shirts.

In view of the Hog Roast and Sporting Dinner events which lost money rather than raised anything it was agreed that we must try to recoup these losses and that a successful Christmas Draw could make a significant contribution.

Action: All directors to try and maximise their sales of tickets for the Christmas Draw. AT was asked to look at projected merchandising turnover and surplus in view of the level of shirt sales and bearing in mind that negotiations with Koolsport are still ongoing.

Action: AT to advise KS whether the projected merchandising turnover in the 2009/10 budget is still achievable and if not his proposal for a reduced figure.

RA was asked to look to boost Society membership in line with the budget.

Action: RA to report on progress to the next Board meeting.

KS advised that the 2008/09 accounts have been received from the auditors and show a surplus of £7,000 on a turnover of £130,000 for a 14 month period. He proposed that the accounts were approved, ST seconded the proposal and the accounts were unanimously approved the Board approved the following:-

Resolution:  The Board resolved to present the audited accounts to the membership for approval at the 2008/9 Annual General Meeting KS confirmed that the final management accounts will be published now the annual accounts have been received.

Action: KS to publish the final management accounts as soon as possible

5. RELATIONSHIP WITH SCARBOROUGH LADIES FC

JH reported on the informal meeting held at the McCain Sports Field with the Committee from Scarborough Ladies FC to explore the development of our relationship with them and to agree how this can be taken forward. Following consideration of the matter the Board approved the following:

Resolution: The Board resolved to set up a joint sub-committee comprising three members of the SAFC Board and three members of the SLFC Committee.

Scarborough Ladies FC had informed JH that if the idea of a sub-committee was approved its representatives would be Gareth Davies, Gavin Wakeman and the other is yet to be decided. The Board agreed that its representatives will be Andy Troughton, Sandra Troughton and Wendy Danby.

Resolution: The Board resolved that its representatives are mandated:-

To work with Scarborough Ladies FC on developing a partnership agreement and agreeing terms of reference. To act on behalf of the Board on all relevant matters except finance, either in terms of income or expenditure.

Action: AT, ST and WD to agree terms of reference for the sub-committee with the SLFC representatives and report on progress to the December Board meeting.

It was agreed that there will be a standing item on all future Board agendas on feedback from the Sub-committee.

6. BACK2BORO FUND

There was unanimous agreement that a Back2Boro fund should be launched. Back2Boro aims to build a fund to use for a whole range of purposes; perhaps to contribute to the eventual construction of an entirely new stadium; perhaps to support the further development of existing facilities in the borough; perhaps to provide support and expertise to Scarborough Borough Council in its new development - an active stake in the development of our new ground. In fact, we hope we can contribute funds to almost anything that helps the initiative to achieve its aims.

ST confirmed a bank account could be set up relatively quickly and JH agreed to set up a website and publicity launch with a view to having it up and running by early November.

JH agreed to deal with the initial set up and running of the scheme but it was agreed that help is required from fans to take the scheme forward and to manage it.

Resolution: The Board resolved to set up a Back2Boro fund by early November and to appoint JH to lead the initiative during the initial set up period.

ST emphasised that it is important to make it clear to members and fans that Society revenue forms a vital part of the Club’s income and if revenue is diverted from the Society to the Back2Boro fund this will have an adverse effect on the future of Scarborough Athletic FC.

7. AGM ARRANGEMENTS

RA confirmed that the 2009 AGM will be held at 7.30 pm on Friday 27 November 2009 at Scarborough Indoor Bowls Centre, Peasholm Road, Scarborough.

RA estimated that the AGM itself would last some 30 to 40 minutes. It was agreed that following the AGM, from around 8.15 pm, there would be a fans forum which will be open to all fans principally to discuss the Back to Boro Fund and fundraising ideas.

Action:- RA to ensure arrangements are in place for the AGM and fans forum.

8. MANAGER AND TEAM ISSUES

AB presented his report on manager and team issues which was accepted.

In relation to the forthcoming games with Bridlington Town FC it was agreed that there will be a Boro Bus provided for the away game to assist fans and a second bus provided on Boxing Day for the home league fixture.

Action:- JC to organise the Boro Bus for the away Bridlington fixture and a second Boro Bus for the Boxing Day home fixture with Bridlington.

9. ELECTION UPDATE

RA confirmed that all the ballot papers had been issued in line with the agreed timetable and that the closing date was 6 November 2009 and the results announced at the AGM.

Action:- RA to ask Halifax Town Supporters’ Trust, who are counting the votes cast, to e mail the results to AB.

10. GROUND LATEST

RA had previously circulated some notes of a meeting with Hugh Bellamy (HB) held on 12 October 2009 attended AB, RA and ST. The purpose of the meeting was to get an update on progress with the College developing a Unibond League standard stadium.

These notes were to be attached to the minutes as a record of the meeting once HB has made any comments or suggested corrections. These have not yet been received but the notes will be circulated as an attachment to the Board minutes as soon as HB has responded.

AB, RA and ST are attending a meeting with Hugh Bellamy and Annajoy David on Friday 23 October 2009 to agree the way forward following the meeting in London with Phil French from the Department of Communication, Sport and Media.

Action:- AB, RA and ST to attend the meeting on 23 February 2009 and RA to circulate to the Board following the meeting.

AB, RA and ST are meeting the Council on 23 November 2009 to find out where the Council is in developing a community stadium so that an update can be given at the fans forum following the AGM.

Action:- AB, RA and ST to attend the meeting on 23 November 2009 and RA to circulate to the Board following the meeting.

11. GROUND OPTIONS

KS suggested that the Board should be setting out and investigating all possible options for returning to Scarborough. It was agreed to review the options at the January board meeting in the light of any developments following the meeting with the Council on 23 November 2009.

Action:- RA to include an item on the December Board agenda to agree which directors will be tasked to preparing a note on taking the matter forward for consideration at the January Board meeting.

Action:- RA to include an item on the January Board agenda.

12. COMMUNITY REPORT

WD presented her report which was accepted.

She mentioned specifically that:-

1. The Tacheback scheme and Yorkshire Coast 10k had raised £600 for the men’s cancer charity Everyman.
2. The St Catherine’s Hospice Christmas Card fundraiser would be repeated again this year
3. On 14 November 2009 the Red Cross will be doing a demonstration and collection.
4. The Club and Supporters’ Club are organising a shoe box appeal for troops in Afghanistan.

13. ANY OTHER BUSINESS

(a) AB reported that he and WD had met the organiser of East Coast Futsal* Club which is currently playing in a league based in Hull as there is no suitable venue in Scarborough. The Futsal team asked if they could play under the name Scarborough Athletic Futsal Club on the basis that they are self financing.

The Club are looking for a local cause to promote on their shirts. ST suggested Back 2 Boro.

The link up, name change and suggested shirt branding were unanimously agreed.

* Futsal is 5 a side football played on a marked pitch with no walls so it requires more skill than conventional 5 a side.

(b) The Board thanked DH for standing in for SC at the Supporters’ Direct Annual Conference to present a seminar assisted by AT and ST.

(c) JC advised that he had checked the position and could confirm that the Humberside League would allow the Reserves to play at George Pindar Community Sports College next season if agreement can be reached with the College following the invitation from Hugh Bellamy to play there.

(d) JH raised the issue of whether there was a better location for the Club shop on match days than in the bar. After some discussion it was agreed that there was nowhere else especially in the winter months.

14. DATE OF NEXT MEETING

7.30 pm on Wednesday 2 December 2009 Venue Board Room at SRFU Club.

The meeting closed at 9.55 pm

Draft Minutes PDF here
Meeting with Mr Hugh Bellamy pdf version