Burnley FC Girls & Ladies Football Club. Committee Meeting. Minutes

Transcription

1 Burnley FC Girls & Ladies Football Club Committee Meeting Minutes Date: Tuesday 20 th October 2015 Time: 7:00pm Venue: Ighten Leigh Social Club, Padiham Road, Burnley, BB12 6SZ 1. Introductions & Apologies In attendance: Abbreviation Name Role used in minutes Tim Milne-Redhead Club Chairman TMR John Halton Club Secretary JMH Catherine McCartney Treasurer / Events & Sponsorship Officer CMC Justine Lee Assistant Treasurer JL Arija Parker Assistant Child Welfare Officer ARP Bryan Tunstill Managers Representative BT Martin Smith Open Age Teams Representative MS To be appointed Youth Committee Representative - Apologies: Andrew Parker Vice Chairman ANP Joanne Bennett Child Welfare Officer JOB Jo Butterworth Assistant Child Welfare Officer JBU Also Present: Kris Jones First Team Manager KJ Danny McCartney U8s / U9s Team Manager DMC # Minutes Actions 2. Minutes of Last Meeting The minutes of the meeting held on 8 th September 2015 were agreed to be an accurate record of the meeting. 1

2 3. Matters Arising Audit of Club Equipment JMH advised that all audit forms had been returned with the exception of the U13s and U16s teams (see Agenda Item 5e). East Lancashire Football Alliance JMH advised that a refund had not been received via Chris Holden, as he had paid the registration fee out of his own pocket and not reclaimed it from the Club Treasurer by trhe date of his resignation from the club. Playing Kit 2016/17 The orders for the new playing kit will need to be confirmed with genesis Sports in January February Child Welfare Officer TMR advised that the Pitchero website template did not allow the details for the Child Welfare Officer to be placed at the foot of the home page, as requested at the last meeting. JMH advised that he had added details for the Child Welfare Officer the Contacts page on the website. 4. Chairman s Report Youth Committee The following players have asked to be considered: - JDS Isabella Coniglio, Riley DuToit, Harriet Goodwin, Freya-Louise Haigh, Maya Smith and Jessica Spencer - U10 Isobel Halton, Pippa Ousby - U11 Lucy Butteworth - U12 Holly Pegg and Caitlin Bourke - U13 Abigail Wilson - U14 Isobel Drinwater, Cara Milne-Redhead, Hannah Sheldon - U15 Emily Casey, Amy Edmondson, Jess Greenwood Kendall Kelly, Rebecca Lingard and Bronte Polvani - U16 No information Chair of meeting to be selected from Jo Butterworth, Jo Holt and Arija Parker First meeting to be arranged before Christmas FA Junior football leaders course (ages 12-16) being hosted by LFA at Leyland during half term holidays. Cost per day. TMR and/or Chair to arrange inaugural meeting. 2

3 U13s No manager or coach turned up for the game away to Cadley. Team Manager Martyn advised the police had kept everyone back for questioning at a nightclub where he had been the DJ and couldn t get to the game. Unfortunately he had not made anyone else aware of this on the day. Team Coach Greg had to attend to a family emergency, but only had contact details formartyn. As a result the parents did the best they could under the circumstances, but didn t have any player registration cards. Had the team been at home they could potentially have been without nets and/or other playing equipment. U12s There are arguably too many players training with the team at the moment and we need to consider what to do going forward. No unrest at moment amongst players/parents regarding the registration of players with the WLGFL, but may need to consider going with two teams in 2016/17 if numbers are maintained and a manager and coach are available. BT/TMR to speak with Martyn (e) Training Kit David Baldwin (new Chief Executive at Burnley FC) has advised the club that it needs to establish its own arrangement with Genesis Sports, who are the sole UK representatives for Puma. After a long discussion it was agreed to purchase new training kits for the 2016/17 and 2017/18 seasons via Genesis Sports. Agreed to place a last order for Puma Spirit (red training kit / blue coaches kit). All orders will need to be paid for up front by the parents/players who chose to order. TMR noted that Blackpool subs have gone up from 15 to 20 but that the parent club provides training kit (with the exception of the jumper) and playing kit to the players and coaches. They also receive free match tickets from the club, a very different situation from the one we find ourselves in. 5. Secretary s Report CT and JMH to meet with sales representative from Genesis. JMH to contact mangers regarding requirements for the red training kit Player Registrations TMR reported that his wife Yvonne had kindly input the details from the Registration Forms into the club database. The database has been passed to JMH, who will liaise with JL, who is responsible for subscription payments, in order to finalise the Membership Database. JMH and JL to finalise the Membership Database 3

4 (e) West Lancashire Girls Football League JMH ran through the notes from the September Meeting of the League. JMH ran through the club fines incurred to date: - 2 x 15 for match cancellations (U13s) - 4 x 10 for non-submission of team sheets (U13s / U16s) Our total fines of 70 to date would equate to 220 over the course of the season if things don t change, which is clearly unacceptable. Whilst appreciating that the match cancellations were unavoidable, JMH asked that all teams try to avoid incurring fines for non-submission of team sheets. North Valley & Burnley Unity Youth League DMC had attended the League Meeting in September, but there was nothing of substance to report. We had raised concern on behalf of U15s Team Manager Gaz Lord that teams who had promised to play 11-a-side games prior to the start of the season were no going back on this agreement. Unfortunately, we upset Graeme Taggart of Bury Girls by raising this issue, as the meeting immediately followed our game with his team. Ged Cowgill the League Secretary did ask teams to play 11-a-side games wherever possible. Training Facilities JMH reported that the hire of the sports hall and astroturf pitch at Thomas Whittam (Barden) had been cancelled with all training now taking place at The Prairie. JMH commented that after a small hiccough on the first night, things had now settled down and appeared to be working OK. Audit of Club Equipment Forms now returned by all teams except the U13s and U16s. Forms used to identify where new items were needed to replace worn-out equipment, or address gaps in provision. Orders placed with Samba Sports of Colne, where the club receives a substantial discount on advertised prices. CT and JMH re-stated the need for Managers and Coaches to first clear any non-essential expenditure with the Treasurer and one of either the Chairman or Secretary prior to purchase. This is to ensure that funds are available or that cash-flow is unaffected. Reimbursement for all, or part, of any unauthorised purchases cannot be guaranteed. Team Managers to ensure team sheets are sent to the WLGFL by Wednesday of the week following the game Managers to note 4

5 (f) (g) (h) Development At the last meeting JBU had agreed to take over maintenance of the clubs coaching records. These need to be up-to-date for the clubs Charter Standard application in March Details to be collected include: - FAN Number - Training qualifications - First aid certification - Child welfare requirements - Enhanced CRB checks (Criminal Records Bureau); now known as DBS checks (Disclosure Barring Service). JBU to prioritise the clubs training requirements over the season and align these as far as possible with predicted cashflow requirements. DBS checks will be the responsibility of JOB. KJ advised that his colleagues John McPhail and Luke Seddon from UCFB may be able to help with coaching the clubs junior teams either for the JDS or U13s (if required) or by offering positional training to players from all junior teams. Pitch Bookings JMH asked that if managers are made aware of a change to their fixtures by the league to let him know to ensure that the pitch bookings submitted by the club on Tuesday each week are accurate. Club Chairman TMR had handed in his resignation at the previous Committee Meeting and made it clear that he still intended to stand down in November as the demands of the role, together with managing the U14s, were proving too great. Agreed that the club should seek volunteers to replace TMR, but that in the event that none were forthcoming consider rotating the Chair until the AGM in June Andrew Parker had stated that he felt the Club Rules & Constitution required an EGM for the appointment of a new Chairman, although this was not a consensus view. JMH to contact John and Luke to explore various options. Managers to advise the Club Secretary of fixture changes, postponements and cup commitments JMH to circulate details of vacancy to club members and request volunteers. EGM to be called if necessary. 5

6 6. Treasurers Report Income & Expenditure JB presented the income and expenditure record for the previous month. As it had been the beginning of the season there had been a large number of transactions. The equipment audit had revealed the need to purchase a number of items, but these had been counter balanced by income from sponsors etc. The closing balance was reported as 11,300 Sponsorship & Marketing Update Nothing to report. (e) Club Accounts Given known commitments, it was agreed to move 2,500 from the current account to the savings account which typically requires a minimum of 2,000 for day-to-day running costs. The club has made significant savings by concentrating training at The Prairie and through other measures, when compared to corresponding expenditure in 2014/15. JL has looked at accounts with other banks, but none offer a better interest rate unless you are a registered charity, which we are not. Aware of new accounts coming on stream, which may be suitable, so will review in the new year. Arrears JL will advise Team Managers when a player is one month in arrears with subscription payments, so that they can talk to parents/players as necessary. All players who are two months behind with payments and have not advised their Team Manager and/or the Committee of any extenuating circumstances will NOT be allowed to train or play matches until the arrears have been cleared, or an agreed payment plan put in place. Promotions & Publicity CMC has a friend who could CMC enquired whether team photos and frames could be purchased to send to sponsors. The Committee agreed that the clubs finances were now much healthier and that this would not be a problem. Players may be asked to attend presentations. Managers to note CMC to purchase frames and photos and arrange distribution/presentation to sponsors. 6

7 7. Managers & Coaches Report BT noted that many of the items raised had been addressed above. Other items included: Christmas Parties The JDS and U12s had organised a Jacobs join and were seeking a suitable venue to be funded through contributions from parents. Catherine Finegan had arranged for the U10s to visit Jump Nation in Manchester in December. Again this is being funded by parents. A lengthy discussion took place regarding the club holding a party or making a contribution to individual teams. The conclusion reached was to provide a 5 per head contribution to each team for each registered player. Funds to be claimed by the Team Manager using the official claim form, so that the expenditure is clear in the club accounts. Any shortfall to be met by the teams themselves. Club Committee BT asked if the Child Welfare Officer could be encouraged to visit with each team at training? Would be useful if the profile of key officers within the club could be raised. JMH responded that the Club newsletter would help to address this to some extent (see Agenda Item 9a). Turf Moor What has happened about half time team appearances at Turf Moor? To date none of our teams have been invited to take part. Managers to submit a Claim Form to the Club Committee to draw down funds CMC to contact Neil Hart at BFC in the Community to discuss 8. Open Age Teams Report Four SDS games had been called off on consecutive weekends. MW has ed Andrea Gratton at the Lancashire FA to raise their concerns. W completed and returned the Equipment Audit sheet on behalf of both open age teams, who have no immediate requirements for new kit. MS/KJ commented that they are looking to improve the infrastructure supporting the first team. Some concern that only two of last year s U16s moved up from the junior to the Open Age ranks after last season, although it is accepted that many have moved on to University etc. and were not in a position to do so. However, many of the current Open Age squad are not from the KJ to start preparation of a draft development plan addressing the future progression of the club 7

8 Burnley area (see below). Immediate priority is to acquire a physio. Club to explore the possibility of obtaining a student from UCFB, Edge Hill or a local health centre on a placement. CT mentioned possibility of tying in with a sponsorship deal for the SDS playing kit. KJ also looking to get an analyst from UCFB to record games. KJ himself has a Level 2 Pro-Zone qualification and can analyse the data. First Team considering training twice per week, particularly if the team is still in contention for promotion after the Christmas break. As many players are from North Manchester, a venue in that area is being considered. Fearns School was mentioned as a possibility, but may not be far enough south. A promotional position may be useful to help increase the profile of the club. She Kicks the leading Girls & Women s Football Magazine in the country may be a possibility for a feature on the club. It is hoped that increased media coverage will lead to greater interest from Burnley FC and in particular Neil Hart at Burnley FC in the Community. 9. Any Other Business Committee Members to consider proposals Newsletter JMH presented a draft newsletter to be circulated electronically to club members and at training sessions for those without access to . TMR questioned the purpose of the newsletter JMH saw it as a chance to present important information about the club to the club membership (i.e. players and parents) in plain English JL suggested that if targeted correctly it would offer a useful bridge between the committee and the membership. All conscious of need to avoid bias towards one team or junior vs open age. Accident Book DMC raised concern about the lack of an Accident Reporting Book. Committee acknowledged that a sheet should be prepared and circulated to all managers and coaches, but that sheets should only be completed for serious injuries not simple sprains etc. Individual sheets, when completed, should be sent to the Child Welfare Officer who will hold the Accident Book in the form of a loose leaf file. JMH / JL / BT to finalise inaugural issue JMH to prepare form for consideration 8

9 Friendly Games The club needs to be given sufficient notice to consider the financial implications and book pitches as necessary. Managers to note The Prairie TMR enquired whether we had heard from Pendel leisure regarding our enquiries about: - Room bookings - Storage of equipment - Inclusion of team name on signage JMH advised that although he had chased the matter up he was still awaiting a response. JMH to contact Wes Kellow at Burnley Leisure 10 Next Meeting Venue: The Prairie Sports Village, Windermere Avenue, Burnley, BB10 Time: 19:00 Date: Tuesday 24 th November 2015 in diaries. 9