Board Meeting Minutes | 26 September 2009
Written by Administrator Sunday, 15 November 2009 22:00
PUBLIC RELEASE
SHEFFIELD WEDNESDAY SUPPORTERS SOCIETY LTD
MINUTES OF THE SOCIETY BOARD
Meeting held in The 2nd Floor Meeting Room, SWFC, Hillsborough, Sheffield on 26 September 2009 at 5pm
PRESENT:
JOHN GATH (Chairman)
JAMES HARGREAVES (Vice Chairman)
PAUL HOLMES (Finance Director)
JEFF WILLIAMS (Services Director)
DAVE BARLOW (Community Director)
IRMA KENNEDY (Director)
RICHARD DAVIES (Director)
PETER SHAW (Director)
JESSICA DERRICK (Director)
DIANE COCKAYNE (Director)
GRAEME COOK (By Invitation)
1. APOLOGIES
Apologies were received from Darryl Keys, Jim Bainbridge and Lee Keys.
2. MINUTES OF PREVIOUS MEETING
The minutes of the meeting held on 22 August had been circulated prior to this meeting. They were approved.
3. COMMUNICATION & CORRESPONDENCE
JG reported his meeting with LS on Thursday 10 September - a report had been circulated.
PH stated that he thought that investment in SWFC could be influenced by any outcome of the World Cup bid. It was agreed that we must go with the current business plan as this was developing the club in the right direction and wait to see what the search for investment brings.
JG had sent an email to DS (SWFC) about service in the North Stand and DS had replied promising to deal with it.
Notice from Supporters Direct about their annual conference in Birmingham on 16 October. JW and DB expressed an interest in attendance. Anyone else wishing to go needs to contact PH to make arrangements.
JH reported that he might be working with SD on some aspects of their web site.
PH reported his communication with CW (SWFC) about the Big Ball at the match with SUFC - and that CW had thanked PH for the help.
JH reported his discussions about his up-coming role at SWFC.
DB said that MS (SWFC) had talked to him about potential support for the C2C appeal and would be in touch later.
JG said that MS had told him that it was unlikely that a Match Day Bar would be sorted for a few weeks yet. JG will contact Niagara to see if they could now accommodate the lounge.
4. UPDATES
Smile Tickets (DC): All but two tickets were allocated for the Middlesbrough match and all except one for the Cardiff match. DC will be talking to the CH rep to raise the profile at the Hospital. JG congratulated DC on how well the scheme seems to be going as it is a huge job and it would be good to get some assistance..
Away Coach (JW): Derby coach bookings going well and we are intending to run a coach to Bristol, calling for lunch at the same venue as last year.
Car Park (DB): Going well but volunteers needed to help out - at least four stewards are needed to make it work properly - more if possible. It would be good to get more volunteers to help out with this so that a rota system could be developed and more supervision of the parking could take place.
C2C Charity Ride: JG suggested that we send formal thanks to all the participants and perhaps present certificates to them. JH also suggested that a round-up and photos should be posted on the web site. PS said he would do a summary for the web site. It was also suggested that a report should also go on in the match day programme. PS will draft a letter of thanks.
PS said that the ride had been an excellent experience - with everyone making a positive contribution and working extremely well together and he thanked everyone for the effort. With donations still coming in, we are not yet in a position to say how much has been raised. PS said he would contact the riders to collect in their sponsorship forms.
Home Coming Event (RD): About 45 advanced bookings so far but needs advertising. Akpo Sodje and Sean McAllister have agreed to attend. It was agreed to offer free entry for anyone who does not want to order food. JG said that he would have a preliminary copy of the Bike Ride dvd ready for the event.
5. BOARD MEMBER ISSUES
JG expressed our appreciation for the work James Hargreaves has put in over the last couple of years and he will be sorely missed when he steps down to take up his new role at SWFC. JH said that he will still be a member and will help out whenever he can.
DK will be preparing a statement for a press release and comment on the web site.
With JH stepping down it is now necessary for the board to elect a replacement. JG suggested that we should consider making two VC positions rather than one. DB added that this was an SD recommendation as well. DB also suggested that there should be an executive group within the board especially if we are now looking at an increasing membership. PH suggested that if we are to have two posts, we need to avoid any confusion by having a senior and a deputy VC position.
The discussion on the VC position was adjourned for a few minutes to consider the role of Secretary: JG introduced the document on this role and asked the board to think about the need for such a role and to consider appointing Graeme Cook to the role as a non-voting Secretary to deal with legal and membership issues.
JG proposed GC as Secretary, IK seconded . The proposal was accepted without opposition and GC was duly appointed as Secretary.
On returning to the discussion about the VC vacancy, DB proposed that the executive should be enlarged by filling the VC vacancy by appointing more than one person. This was seconded by JH. The proposal was carried - six in favour , two against with one abstention.
PS and RD agreed to be considered in terms of the two new posts.
PH proposed that we appoint a Senior VC and a Deputy VC - carried unanimously.
DB proposed PS as Senior VC, seconded by JW - carried unanimously.
JH proposed RD as Deputy VC, seconded by PS, carried with two votes against.
Rules:
Two issues regarding Board Members had arisen recently.
Concerns have been expressed about how the workload is being shared out amongst board members and that not all board members are as actively involved as others. JG reported that he was aware that one board member had been unable to attend meetings or be involved in any board activity for several months and that it was time to ask him to think about his position. JG had sought a response but had received no reply. It was reported that the board member himself may also feel that he needed to stand down. It was agreed that the board member should be asked to resign. This should not be seen as a personal criticism but as a means of helping to resolve the situation. JD agreed to talk to him about this as soon as possible.
The second issue was one of public comments being made which derived from discussions between board members without approval being sought. It was agreed that we all be reminded that discussions often take place which require a level of confidence and trust and that it was inappropriate to make public comments without the agreement of colleagues and the board. Issues of concern should be discussed within the board before public comments are made. It is important that we accept that there will be disagreements and different views within the board. This is healthy. We all need to feel that we can make our opinions known to each other and be able to make comments to colleagues freely. We can only do this if we feel that we can trust that our comments will not be made public without agreement.
IK reminded us that we need to respect each other's views and feelings when making comments even amongst ourselves. JG asked all board members to look at the document on Rules of Conduct and to sign it and return.
6. EVENTS PLANNING & DELIVERY
RD and DB will be looking at developing an Event Calendar and will present their views as they develop this.
7. MEMBERSHIP SURVEY
PH asked for input for the content for a new survey to be conducted shortly. The possibility of surveying members, club members and season ticket holders and the wider fan base was discussed. It is possible to run a survey which includes public questions and a 'members only' section. We could then advertise this survey, giving a link to it on-line, in the match day programme as well as elsewhere.
8. ANY OTHER URGENT BUSINESS
JG asked for approval to contact PS who took part over three days on the cycle ride to see if he can help out as a volunteer. This was agreed.
JG also asked the board to consider offering honorary memberships to the three footballers who took part in the cycle ride. This resulted in a proposal to do so from PS , seconded by IK and carried unanimously.
JH thanked everyone for working with him and making his time on the board so enjoyable over the past couple of years. He offered to help out as much as he can in future. He was asked about work on the web site and agreed to work with anyone who is interested in getting involved in this area.
PH reported on the changes taking place to our voicemail-to-email system. It was agreed to accept PH's advice to move the service to the new organisation recommended by our current service provider. This will result us being charged a small annual fee for what has been a free service.
9. DATE OF NEXT MEETING
Saturday 17 October at 5pm in the Second Floor Meeting Room at SWFC.
There being no other business, the meeting concluded at 19.23pm
Note that if any headed section includes ‘(abridged)’ then that section of the Minutes differs from the official Society version of the Minutes in order to protect confidentiality or sensitive information, where considered to be in the Society’s interests at this point in time.
