MINUTES Hykeham Town Junior Football Club Committee & Officials Annual General Meeting Monday 13 June 2016 at 1900hrs At The Coach House, Doddington Hall Present: Lee Griffin Director of Football Chris Funnell Andrew Lowley Taph Willumsen Lisa Roberts Kelly Willumsen Jason Roberts James Wiseman Director of Football (Designate) Chairman/U10A Team Manager Treasurer Welfare Officer Secretary U10B Team Manager U9 Team Manager Apologies: Rachel Mooney Events and Fundraising Manager Gareth Speed Foz Binning Peter Bogg U7 Team Manager U15 Team Manager U10B Assistant Coach and Parent The meeting was opened by the Chairman at 1900 hours. Serial Detail Actions/details 1 Introduction, Roll call and apologies 1.1 The Chairman introduced the meeting and welcomed all in attendance. Apologies were received from the above named individuals. 2 Minutes of previous meeting 2.1 The minutes of the previous AGM were read and accepted as a true record. Proposed: A. Lowley 3 Secretary s Report 3.1 The Secretary spoke on the following points: The LCFC Club of the day event The Gainsborough Trinity event Lincolnshire Co-Operative Community Champions Scheme
4 Proposed updates to the Club Constitution 4.1 The following updates were proposed: 4.2 Addition of Club President and creation of Roles and responsibilities for President following the EGM in February 2016. 4.3 Change of Director of football to Chris Funnell. 4.4 Remove Jo Smith as Head of Academy. Position now vacant. 4.5 FA L2 added to the Mandatory requirements for the Director of Football role. 4.6 Change of protocol for AGM invitees. All members invited, not just parent representatives. 4.7 Registration form updated to reflect the upcoming season (16/17). 4.8 All amendments were unanimously accepted. Motion to update handbook carried. 5 Chairman s Report 5.1 The Chairman spoke on the following points: Thanks: The Chairman thanked the players and their friends and families for their support during the season. The Chairman expressed his appreciation of the great amount of time given to enable players to attend training and games, raising funds and for the provision of sponsorship and donations. This has enabled the Club to provide adequate equipment, clothing and facilities which in turn has meant great opportunities for the players to develop. The Chairman also thanked the Committee and Management teams and all those that support them. He expressed his pride at all that they had accomplished throughout the season. Season in brief: The Chairman spoke on the highlights of the 15/16 season including the 2 new teams that had joined the Club. (U7/U9). In addition the following points were made: Friday Night Football continues to be a success thanks to Lyndon Atkinson and all that assist. Thank you to the volunteers who have kept the Academy going through a challenging period. End of Season Presentation for the teams was a great success in its revised format. There have been successes in gaining promotion and silverware but most importantly, across all 4 teams, player development is clear to see. We have also seen your commitment in providing added value activities, away from football, for our
children. Team building days that have been provided by all teams. The move into a new facility at The Priory City of Lincoln Academy for games and training sessions has been one that has proved to be the best of decisions for the players welfare. New season: The Chairman spoke on the 2016/17 season which will see the Club continue to grow with the inclusion of a new U15 team managed by Foz Binning. Gala Dinner: The Chairman announced the hosting of our first Annual Gala Dinner. This is an event to be held at Doddington Hall on 25 February 2017. It will both raise funds for the Club and provide a great opportunity for all adults associated with the Club and their guests to enjoy a social evening in beautiful surrounding with entertainment and excellent food. New appointments: The Chairman welcomed the following new officials to the Club: Committee: Chris Funnel Director of Football Management Team: Rachel Mooney Events & Fundraising Manager 6 Director of Football Report 6.1 The Director welcomed Chris Funnell to both the committee and Director of Football role. He stated that Chris brings a wealth of experience and knowledge to the club he is still playing football at a good standard and is a leader in the Lincolnshire FA (our governing body). Chris s appointment allows the Director to move to the Club President role, focusing on the holistic management of the club. 6.2 The Director explained that all football operations, both training and matches, will continue at the City of Lincoln Priory Academy for the coming season. The Club has a long term aspiration to return to the Hykeham district and is actively pursuing several possibilities. 6.3 The Director spoke on the subject of Player development. He assessed that over the course of the season it s evident that all four teams that operated in the league have progressed well. The highlights for the Director are: David Willumsen progressing to Lincoln City CoE
U10A team winning the league as the invincibles & winning the Lincoln City Grassroots cup The participation of 5 of our goal keepers (representing 1/4 entire group) at J4K professional training in conjunction with our club specific sessions have elevated us as a recognised developer of goalkeepers. We have also seen player development expedited through the additional contact time provided by FNF. 6.4 The Director spoke on the subject of Managers & coach development. He stated that it had been a disappointing year for Coach education with key courses being rescheduled or cancelled. In addition there have been changes to the FA education model meaning that there has been little investment for education this season. The funding for education will be carried over to next season and the Director encouraged coaches to undertake club funded FA education. The Director considered this investment essential to delivering quality to the players. On the subject of education, the Director once again congratulated Gareth Speed on his successful completion of the FA Level One training. The Director added that the Club is a young club with lots of new managers and coaches, the improvement through experience and support that he has witnessed across all coaches has been remarkable. This demonstrates we have a highly motivated and dedicated group of coaches. 6.5 The Director closed by thanking all managers and coaches for their outstanding dedication and commitment over the course of the season. The Director is looking forward to the coming season with the addition of the U15 team.
7 Treasurer Report 7.1 The Treasurer updated the Committee on the Annual Financial Report for 1 June 2015 11 June 2016. Opening Balance: 1054.86 Closing Balance: 4580.45 Total Income: 14477.10 Total expenditure: 9896.65 The financial report was accepted as a true record. 7.2 The Treasurer proposed that monies be set aside for the following: A sum of no greater than 1500 for a contingency fund and a sum of 500 for a pre-season Club social event. A sum of no greater than 2500 for education and operating costs. Proposed: T. Willumsen Seconded: A. Lowley Proposed: T. Willumsen Proposed: T. Willumsen 7.3 Given the relatively healthy state of the accounts, the Director proposed that the registration fees remain the same for the 16/17 season. 7.4 It was proposed that the Managers be given a sum of no greater than 100 each to pay 15 per home game for a referee. This action was agreed to be discussed at the next meeting once fixtures have been confirmed. 7.5 Due to the difficulty in processing cheques, it was proposed that the Club no longer accepts cheques as payment for registration fees. Proposed: L. Griffin Seconded: J. Wiseman Proposed: L. Griffin Not Carried Proposed: K. Willumsen Seconded: J. Roberts
8 Election of Administrative Committee Members 8.1 The election for the administrative members of the committee was held with the following results: Role Chairman Secretary Treasurer Nominees A. Lowley K. Willumsen T. Willumsen Proposer C. Funnell L. Griffin J. Wiseman Seconder J. Roberts T. Willumsen L. Roberts Number of votes Unanimous Unanimous Unanimous Successful Candidate A. Lowley K. Willumsen T. Willumsen 9 Round table & AoB 9.1 The Treasurer informed all present that there was a possibility of an investor who would like to donate a substantial amount of money to the Club as a whole, not just one team. This courtship is ongoing and the Treasurer will keep the Committee informed of any developments. 9.2 The U9 Team Manager requested that winter coats be purchased for him and two other members of his coaching team. He was informed that these should come from sponsorship and not from Club funds as they are no of benefit to the players. As a token of appreciation for the Managers, it was proposed that all Managers be allocated funding to purchase Clubwear winter coats. 9.3 It was noted at the Lincolnshire FA AGM that they had a sum of 83,500 made from fees, fines and other income. They are willing to accept bids for funding from this money. All present were asked to consider requesting funding from Lincolnshire FA if appropriate. The Director (designate) suggested that some Respect barriers and markers/signs be requested from this funding. He was going to investigate the process for requests. Proposed: C. Funnell Seconded: K. Willumsen Action: C. Funnell to ascertain the process for requesting funding from Lincs FA. 9.4 There was a proposal that the presentation night trophies be reviewed. It was suggested that all players received a smaller trophy and that there be 4 larger trophies to recognise the most improved player, players player, manager s player and sponsor s player. There was a lot of discussion about the presentation night. It was felt that too much money was spent on trophies last year and with the Club now have 5 teams, it was suggested that, closer to the end of the season, players be canvassed as to their preferred method of celebrating their achievements. The discussions concluded with a unanimous vote to reduce the amount of large trophies to 4 if the Club
decides to have a presentation evening at the end of the 2016/17 season. 9.5 The Director (designate) suggested that one of the Academy coaches be put through his FA Level One coaching course. Proposed: J. Roberts Proposed: C. Funnell Seconded: J. Roberts 9.6 It was suggested that there be a Managers meeting to allow for the Director (designate) to educate the Managers on the changes to the coaching qualifications process. It was agreed by all that this would be of value. 9.7 It was suggested that the Director and U15 Manager investigate the possibility of using the (under construction) Manor Farm ground as a home ground for the Club. It was suggested that the George Fishers facility also be investigated. Action: Director and U15 Manager to investigate possibilities for home ground location. 9.8 The Director (designate) informed those present of the following dates of note: 7 July 16 - Fixtures meeting 21 August 16 - Season commences 23 April 17 Season closes 7 May 17 League playoffs 14 May 17 Cup Final 10 Date and time of next meeting 10.1 The next AGM was provisionally set for 1900 on 12 June 2017. The meeting was closed at 2049.