Burnley FC Girls & Ladies Football Club. Managers & Coaches Meeting. Minutes

Transcription

1 Burnley FC Girls & Ladies Football Club Managers & Coaches Meeting Minutes Date: Tuesday 21 st July 2015 Time: 7:00pm Venue: Ighten Leigh Social Club, Padiham Road, Burnley, BB12 6SZ 1. Introductions & Apologies In attendance (Committee): Abbreviation Name Role used in minutes Tim Milne-Redhead Club Chairman TMR Andrew Parker Vice Chairman APK John Halton Club Secretary JMH Catherine McCartney Treasurer / Events & Sponsorship Officer CMC Justine Lee Assistant Treasurer JL Chris Holden Development Manager / Publicity Officer CH Jo Butterworth Assistant Child Welfare Officer JBE Apologies: Joanna Bennett Child Welfare Officer Arija Parker Assistant Child Welfare Officer Vacant Seats: - Managers Representative - Open Age Teams Representative - Youth Committee Representative In attendance (Managers & Coaches) Items 1-5 only Abbreviation Name Role used in minutes Chris Holden Development Squad Manager CH Tom Heys U6s Coach TH Lee Fielden U9s Coach LF Mick Preston U10s Manager BT Adela Rodriguez U10s Coach BT Bryan Tunstill U11s Manager BT Joanne Butterworth U11s Coach JoB Danny McCartney U11s Coach DMC 1

2 Martin Bourke U12s Manager MB Martyn Robinson U13s Manager MR Greg Toothill U13s Coach GT Tim Milne-Redhead U14s Manager TMR Gaz Lord U15s Manager GL Joe Robinson U15s Coach JR Kris Jones First Team Coach KJ Joanne Holt First Team Captain JH Martin Smith First Team Secretary MS Apologies: Kevin Anderson U6s Coach Claire Anderson U6s Secretary Jordan Anderson U7s/U8s Coach Hannah Scott U7s/U8s Coach Darren Drury U9s Coach 2. Introduction TMR outlined the new format for the future management of the club, which had been agreed at the AGM. The intention of the changes is to allow the Committee to give due consideration to important issues that do not concern the playing side of the club, but are vital for its efficient running going forward. Many of the changes that need to take place will take time to introduce, so TMR acknowledged that there will be some teething troubles in the early stages. The Committee for the 2015/16 Season consists of 13 positions, although some are held by more than one person. These positions include one representative from the managers and coaches, who will have one vote at Committee meetings. The representative does not need to be the same person and can be agreed at each meeting, or allocated on a rotational basis. Ideally, on the second Tuesday of every month (i.e. half way between meetings of the Committee), the managers and coaches will get together to discuss in an open forum what is going right or wrong on the playing side of things and agree what they want the Committee to do so they can get on with the job of coaching the girls this could include requests for new items of equipment, kit, attendance at courses etc., or be an issue that needs resolving. 2

3 APK noted that if there is a major issue that needs to be addressed collectively, the Club Rules & Constitution, which are available on the club website, indicate how to call an Extraordinary General Meeting. Need to facilitate next managers meeting 3. Minutes of Last Meeting The minutes of the meeting held on 19 th May 2015 were agreed to be an accurate record of the meeting. Proposed: JR Seconded: APK 4. Matters Arising (a) (b) (c) (d) (e) Club Documents TMR noted that the minutes of the AGM and all Committee meetings were now available to view or download from the club website. All documents approved at the AGM have also been placed on the club website. TMR noted that the Committee would discuss whether the club should publish the clubs full accounts online following the close of the upcoming season. The Committee would also discuss with the new Treasurer whether it would be possible, without too much work, to present the accounts for the 2014/15 Season in such a way that they could be easily understood. Player Subs A number of players are in arrears with payment of their subscriptions. Many parents have not updated their standing orders to and are still paying a reduced amount. This needs to be sorted ASAP before it becomes a major problem. Anyone in arrears will not be allowed to represent the club from the start of the 2015/16 Season. If anyone needs to agree terms for the repayment of any arrears, these will need to be considered by the Committee. Youth Council This was voted in at the AGM and its facilitation will be agreed by the Committee. TMR has amended the player registration form to include a tick box that would allow players to indicate if they were interested in participating in meetings of the Youth Committee. Club Crest Deferred for discussion at the Committee meeting. Club Fines MB and GL reported that the U12s and U15s had resolved their issues to the satisfaction of the WLGFL. Managers to promote increased use of the club website Arrangements to be discussed at Committee Meeting 3

4 (f) (g) (h) CH reported that he had resolved two of the three fines received by the U14s, but that a third fine related to the Chris Holt era and a satisfactory explanation could not be found. Open Age Teams Manager TMR officially welcomed Kris Jones to the club as the new First Team Manager and thanked CH for generating publicity via the clubs social media channels. MS noted that Martin Heys (not present) had been appointed to the role of SDS Manager. Registration Forms BT wanted to know when BFC and WLGFL Registration forms needed to be returned. TMR noted that there is no deadline on the WLGFL form, but that all forms would need to be with TMR or JMH by the Wednesday two weeks prior to the start of the new season, which would be on the first weekend in September (i.e. Wednesday 19 th August 2015). Preferably the forms should be with TMR or JMH well in advance of this date, so that they can compile the allimportant player and members registers required for the coming season. TMR noted that Managers and Coaches are also required to complete a registration form. In addition all Player ID Cards for 2014/15 Season need to be returned to the League, with the exception of those teams who left theirs behind at the WLGFL Presentation Evening. Training JMH reported that winter training at The Prairie will commence on Monday 7 th September He has been informed by Burnley Leisure that the club has the full pitch booked for the following times: 6:00-7:30pm (Monday and Wednesday) 6:00-0:00pm (Thursday) The current costs are as follows: Full pitch (Peak): (adult) (junior) Full pitch (Off-peak): /3 pitch (Peak): (junior) 1/3 pitch (Off-peak): (junior) Peak =- 6:00-9:00pm Off-peak = 9:00am-6:00pm The 3G Pitch at the Prairie is currently fully booked except for the 8:00-9:00pm time slot on Friday evenings. Our teams will train as follows: Monday U10s, U11s U12s (Towneley & Prairie) Monday U6s, U7s, U8s, U9s (Towneley & Thomas Whittam) Wednesday U13s, U14s, U15s (Towneley & Prairie) Thursday U16s, SDS, First Team (Towneley & Prairie) JMH to check that Paul Rosthorn had booked the 3G Pitch / Sports Hall at Thomas Whittam for Winter Training 4

5 5. Team Updates Team Coach Comments U6/7s Tom Heys Nothing to report U8s Jordan Anderson Need goals for new season. U9s Lee Fielden Nothing to report U10s Mick Preston A few enforced changes to the team, but new players blending in well and team making good progress U11s Bryan Tunstill Nothing to report. U12s Martin Bourke Handed his goals over to MP (U10s) so needed a new pair of nets. Emma Redfearn, who has previously coached at Lowerhouse, is interested in coaching, but needs to complete her badge. U13s Martyn Robinson Martyn has taken over the team this week and has appointed Greg Toothill as his coach. Martyn met with the players and parents on Monday and will hold his first training session on Wednesday. Paul Rosthorn has handed over the equipment to Sarah Hutchison U14s Tim Milne-Redhead Nothing to report U15s Gaz Lord Needs some match balls Concern about payment of reduced subs for prolonged absence (e.g. long-term injuries and players unable to train due to other commitments). JR has an outstanding claim for U16s Simon Waring Looking to acquire kit for coaches SDS Martin Heys Want to play games at the Prairie, OA Kris Jones but need to know availability. END OF PRE-MEETING WITH MANAGERS Need to source goals for the U8s team. 5

6 6. Minutes of the AGM and Matters Arising Minutes The minutes of the meeting held on 23 rd June 2015 were agreed to be an accurate record of the meeting. Proposed: CH Seconded: APK Youth Committee TMR confirmed that he had added a tick box regarding the Youth committee to the Player Registration form. Player Subs TMR noted the need to draw a line under any arrears with regard to the payment of Player Subscription over the summer. Any player with outstanding debts in excess of two monthly payments (i.e ) will not be allowed to play without the prior agreement of the Committee. Any newly arising arrears thereafter will be reported to Team Managers on a monthly basis by the Treasurer, so that matters do not get out of hand. Periods of Prolonged Absence For players with prolonged periods of absence, for whatever reason, rather than agreeing to lower monthly payments the club will reimburse parents/players based on the submission of a written claim for repayment. All reduced payments will be per month. Charitable Event Agreed that the club would promote Joe Robinson s charitable trip to Africa through its social media accounts, thereby helping him to raise money for a good cause. TMR emphasised that as the club did not have charitable status it could not have collection buckets at matches. Managers to advise parents/players. Treasurer to let Managers have details of players in arrears after the close of the July accounts Report to Team Managers who will advise parents/players. CH to publicise JR trip via Website, Facebook and Twitter. 7. Chairman s / Treasurers / Secretary s Report (a) Paul Rosthorn TMR acknowledged that there were rumours going round the club concerning the reasons for Paul s departure. The reason given by Paul in his letter of resignation from the role of Club of Treasurer (although in effect he was also Club Secretary and had taken on a number of other roles besides) was that the work involved had proved to be too much for him and his family and that he needed time away to recover from the stress. As the reason for his resignation was clearly a personal matter the club honoured Paul s wishes that this was not broadcast widely in an official announcement. 6

7 (b) (c) (d) It should be noted that at this point Paul Rosthorn provided no indication in this letter that he also intended to step down from his role as Team Manager for the U12s/U13s]. Accounts The accounts for June have been prepared by Yvonne Milne- Redhead (wife of TMR) who is a qualified accountant. Income is shown at the top, with expenditure below and final balance at the bottom. The current balance is shown as 5,744. As of Thursday 18 th June 2015 there was 3,303 in the club account with only a payment outstanding. Major expenditure on the horizon is payment for the playing kit in September/October, estimated to be 3,122 Playing Kit TMR reported that the kit has arrived at Burnley Football Club, but they cannot say how much we have got, or how much it will cost!!! According to our records we have ordered 600 pieces of kit costing just over 3,000 (see above) with a further 850-1,000 required for printing on sponsors logos. Printing can only happen once we have received the kit from BFC and then sorted it according to the sizes indicated on the order forms submitted last October by the Team Managers. CMC reported that Embroidery Services at Clayton-le-Moors had been approached to undertake the shirt printing on behalf of the club. A sample was circulated and agreed to be of a good quality, although APK noted that the number on the rear of the shirt had been placed a little low. Given the increasingly tight timescales being forced on us by BFCs inability to get the kit to us, as a contingency, for the first games of the season it may be necessary for teams to play in last years kit. A suggestion to put player names on shirts was not supported. Training Kit Only 2 or 3 sets of red kit available. Club cannot order more. Still to be paid from people who have taken kit recently. Next season the club will require in the order of 190 training kits for players and coaches, so it may be necessary to put up the cost or seek sponsorship. TMR to liaise with BFC re. collecting kit and CMC to arrange printing of sponsors logos. TMR to see if BFC / Genesis has old stock available. 7

8 (e) (f) (g) (h) Child Welfare Jo Bennett returned her completed form and will be the Child Welfare Officer for 2015/16. Jo Butterworth has booked on the FA course at Leyland in the coming weeks and will be one of two assistants along with Arija Parker who has child welfare qualifications, but will look to complete the FA safeguarding and child welfare qualifications in the near future. Insurance TMR reported that the club has public liability insurance through the Lancashire FA and that this is an annual fee of The National Game through Bluefin Sport provide the club with player insurance for two adult teams, 4 teams from U13-U16 inclusive and 7 teams U12 and under. The cost is for a period of 5-6 months each year (i.e. the playing season). Expenses A form has been prepared by JMH to allow people to claim back mileage for attendance at league meetings etc., or other expenditure incurred on behalf of the club. For mileage the first 20 miles of any journey is not reclaimable. The Claim Form is available on the website. Completed forms should be submitted to the next committee meeting and reimbursement from the club will be made in the form of a cheque payment. Equipment Audit Training equipment is one of the major expenses for the club. Given the current financial position we need to makesure our assets are being used effectively. Unfortunately the club does not have an accurate record of what items of equipment it owns, or who has them. As a result the club may be paying for new equipment needed by one team, when another Team Manager may have that equipment simply lying unused at the bottom of his/her garage. JMH to prepare an equipment audit sheet to be completed by each Team Manager and Coach to allow the club to: 1. Compile a register of club assets 2. Redistribute equipment as necessary amongst the teams. 3. Determine the condition of the equipment owned. 8

9 4. Identify any new equipment that needs to be purchased over the coming season. JMH to prepare and out to Managers and Coaches and equipment audit sheet. 8. Club Business (a) Sponsorship & Marketing Update (i) Team Sponsors 2015/16 Team 2014/ /16 U8s N/A U9s BFC in the Community U10s Sweet Dreams & Jewson Sweet Dreams & Jewson U11s Evans Accountants Autoshine Valeting U12s Pendleside Hospice Calico / McDonalds U13s LED Electrical Yorkshire Bank U14s Mitie Royle Equestrian U15s Freewebstore Hoyle & Dean U16s Inside Spa Inside Spa SDS Chorley Group OA Freewebstore Optimus Commercial (ii) In addition Jo Rohman (Open Age) has secured personal sponsorship worth 200. Because of the increased exposure that the teams who can report results in the paper get (i.e. U12s and above) it was proposed that from the start of the 2016/17 Season shirt sponsorship for these teams should be increased. Team Managers / Secretaries should keep sponsors informed about the team throughout the season. Although the Club Rules & Constitution show that playing kit remains the property of the club, it was not felt appropriate to offer to suggest that players pay a nominal fee ( 5.00) at the end of the season to keep their shirts, nor to collect them back off players and offer them to a charity. Club Crest Neil Hart (BFC) didn t send out the information to CH in the week of the AGM as he had promised. CH followed up over a number of weeks and eventually received three proposed designs. None bore any resemblance to the official club crest and CH was not happy with the quality of any of the designs. It was made clear to CH that only the official crest can appear on the playing kit, which is contrary to what the club had 9

10 (ii) (b) (i) previously been led to believe. This means the new crest could only be used on training equipment. TMR felt that running with two badges didn t make sense and everyone agreed. Club Website & Social Media TMR noted that the website is to become the public face of the club, being the home for club documents and other information. He hopes that over the coming season that officials, managers, players and parents will come to use it more and more. Development Coaching & Charter Standard CH reported that he had carried out an initial assessment of the clubs needs. CH to prioritise these to address immediate requirements and spread the cost of any other training courses over the season to help with cashflow. CH to prioritise attendance at courses for 2015/16 (c) (i) (ii) (ii) (iii) (iii) Playing Matters West Lancashire League All teams registered at a cost of JMH has informed the league that the U15s have withdrawn and will play in the North Valley League for the 2015/16 Season, where there is greater opportunity to play 11-a-side games (with the agreement of both managers). JMH requested a refund of registration fee. North Valley & Burnley Unity League JMH advised that GL had paid the registration fee out of his own pocket and would need to be reimbursed (JMH has confirmation of this if required). East Lancashire League CH awaiting an from Chris Wilkinson (League Secretary) to register players (N.B. the arrived immediately after the meeting). Registrations for the league are carried out online. Player Registrations Dealt with under agenda item 4(g) Tournament Feedback Generally positive. TMR reiterated teams could play in as many tournaments as they liked over the summer, but that the club would only pay for attendance at three tournaments. Any additional tournament fees would have to be raised by each team through player subs, sponsorship, donations etc. JMH to chase-up refund from WLGFL CH to help secretary complete player registrations for U8s 10

11 9. Any Other Business CH questioned who would take charge of DBS checks now Paul rosthorn had left. TMR said he was chasing this up with the FA, but that it appeared to be quite an involved task. CMC enquired about official team photos for sponsors. TH of the SDS squad has a contact at Turf Moor and may be able to have the photos taken inside the ground TMR to report back to next committee meeting re. DBS checks. CMC to follow-up with TH 10 Next Meeting Venue: Ighten Leigh Social Club, Padiham Road, Burnley, BB12 6SZ Tel: Time: 19:00 Date: Tuesday 25 th August 2015 in diaries. 11