AFC SHILLINGTON COMMITTEE MEETING Purpose of Meeting Meeting Date Meeting Venue General Meeting 21 September 2017 at 8.00pm Mount Pleasant GC, Lower Stondon Attendees Name Role Initials Kevin Smith Club Chairman KPS Russell Owen Club Vice Chairman RO Harriet May Club Secretary HM Ben Simkins Pitch Architect BS Andy Forgham Coach U-10s Blacks CT Lee Marsh Parent U-10s Golds BS Bob Bolton Coach U-12 Blacks BB Apologies: Alison Vale Senior Section CWO AV Lisa Kitchener Club Treasurer LK Sarah King Junior/Youth Section CWO SK Chris Tye Junior Section Manager AF Johnny Bhinder Youth Section Manager JB Richard Tyler Coach U-12s Red Kites RT Fred Baker Coach U-12s Oranges FB Keith Steele Coach U-12 Diamonds KSt Adam Heley Coach U-11s Yellows AH Mark Burton, Coach U-11 Blacks MB Charlie Bannon, Coach U-8 Oranges CB Neil Thomas Coach U-8 Blacks NT Paul Robinson Coach U-7 Jaguars PR Calum Kidd Coach U-7 Panthers CK Marie Driscoll Coach U-6 MD Jinal Shah Coach U-5 JS + 1 Welcome/Introductions & Apologies Made/noted 2 Minutes of last meeting The minutes of the last meeting [30 March 2017] were accepted as correct. 3 Matters arising from last meeting None not covered elsewhere 4 Health and Safety AFC Shillington Home Ground: Shillington Memorial Playing Fields, Greenfields, off Bury Rd, Shillington, SG5 3NX Club Chairman: Kevin Smith kevin.dlfc@gmail.com Club Secretary Harriet May hmharrietmay@googlemail.com Club Treasurer Neil Wilson neil_wilson@outlook.com AFC Shillington is an FA Charter Standard Club
Kevin advised the FA H&S health check has now been completed; the summary report FA H&S dashboard, had been tabled/circulated. This detailed the qualification records for each coach, committee member and assistant coach and when certain requirements were due to expire/had expired. Coaches have been advised the timescales required to obtain the relevant qualifications. KS/SK to contact each coach as required to ensure H&S accreditations are all in place It was also noted that LK would need to do her DBS and Committee Member on line Safeguarding course. Kevin also reminded that coaches should have and bring an accident book to all matches. CRC checks were discussed and Kevin advised that the club reimbursed coaches/assistant coaches costs incurred in getting the DBS/CRC KS ALL LK 5 Committee officer Reports i. Chairman Kevin Smith Budget Kevin advised that the budget was on track and the subscriptions were coming in generally as expected. We could/should apply for Parish Council Grants as this has been done in previous years and has resulted in obtaining additional funds for the club. KS requested all coaches/committee members consider applying to their local PC for grant aid monies Parking Parking was discussed as an issue. It was mentioned that when the new club house is built, the playground will be demolished which would create more spaces. coaches to encourage their team parents and visiting team parents to car share and to park considerately and legally within the village. FA Coach Mentoring Scheme Kevin advised that Beds FA had assigned a coach mentor to AFCS, who would contact all coaches to assist their development and their player s development. The mentor, Bal, would be with the club for the 4 months. Bal had advised that he had had a good response from the coaches and if coaches require his assistance they should be pro-active. He is available Wednesdays and Saturdays ii. Vice Chair Russell Owen Clubhouse The latest update is some slight changes are required to the design plans and still at the planning stage, no date in sight of when the building is going to commence. Sally Stapleton from the sports and social club had asked if AFC Shillington could assist on the fireworks night, they needed 12 volunteers for the 4/11/2017 to man the gate and clear up the following morning. Any volunteers would be able to attend the event with a child for free. Playing Field Management The playing field management committee had said no to a new contained being put on the bottom field, however they had agreed to the club using both of the containers at the top. RO/note Pitches present passed on their thanks to BS for getting the pitches looking so good and so well set out; The adults had requested a pitch that was wider and this has been Page 2 of 7
done now. The U9 also thought their pitch was a bit small and this was being looked into. [Post meeting note Adult, U9 & U8 pitch sizes have been changed as requested by their coaches] Other than this the pitches were looking good and a new lining machine and paint has been purchased. An extra set of 11-a-side youth goals will be required for 2018/19 season; possibly fixed on the lower field; RO & KS will look into this. KS/RO iii. Secretary Harriet May nothing to report not covered elsewhere. iv. Treasurer Lisa Kitchener LK had offered her apologies refer Chairman s report v. CWO Senior Section Alison Vale AV had offered her apologies - nothing to report not covered elsewhere vi. vii. viii. ix. CWO Junior Section Sarah King SK had offered her apologies - Nothing to report in addition to the Senior Section CWO Senior Section Manager role is dormant Concern that the U-18 may not be viable next season as players will be going off to Youth Section Manager - Johnny Bhinder JB has offered his apologies - nothing to report Junior Section Manager Chris Tye CT had offered his apologies - Nothing to report 6 Tournaments It was discussed and agreed that to provide sufficient resource/support, each team should have a least two representatives at each tournament, be it a coach, assistant coach, parent etc. and if a team is entered that team also had to help on the days that they are not competing It was discussed about doing the tournaments over three days, namely 19th May 2018 9th June 2018 and 23rd June 2018 Post Meeting proposed teams and each date has been circulated as attached to these minutes also timings for each date Kevin advised that he would need the number of teams each year group was intending on entering/inviting, so that medals can be ordered. Visiting teams to be charged 1.00 for parking including the program which will include a raffle ticket. We will therefore need to get prizes for the raffle as we have done in previous years. coaches to advise visiting teams; all coaches to request raffle prizes from their parents [Barrow of booze etc] to 7 End of Season Awards Advised that all year groups including the U5 & U6 would receive a trophy each for season participation Page 3 of 7
In addition year groups U7 and upwards will get of the year awards; ie o Players Player, o Managers Player o Supporters Player o And Clubman It was thought that the presentation could be on the 12th May 2018 at a suitable venue [SS&SC [too small?] Henlow Pavilion or equivalent] in stages from 11am 7pm and then an adult party in the evening until midnight. The cost of Henlow Pavilion is 15.60 per hour and it was mentioned that we could try and get a band and/or disco KS to talk to Paul; Eva ref his tribute band. Kevin advised we will need squad numbers for the trophies and we would like to approach Neil (u8 coach) as it was all agreed that the trophies were very impressive and obtained at a good price. Proposed Timings were discussed as follows: 1.00-2.30 U5-U7 [4 teams] 3.00-4.30 U8 - U10 [5 teams] 5.00 6.30 U11 U13 [7 teams] 7.30 Function for coaches and parents Tickets will be sold for the evening event to raise funds for the club. Venue tbc confirmed depending upon availability 8 Charter Club Briefing Kevin had attended the Charter Club briefing on the 20/09 and confirmed we were pretty much at the standard required but suggested we still needed to look at where we were going and what we could do better and produce a 3-5 year plan. A level two coach would be required for a minimum of one per 5 teams over the ager groups and the cost of a level 2 coach is 480.00. Other areas to consider for the club were a wish to develop girls football and become a Community Club. 9 Food and Drink It was discussed that food and drinks could be sold on a formal basis. If the junior and youth section heads, plus all coaches could put the feelers out to see who wanted to do this and then those teams could make some money for their teams. CT/JB/ 10 Floodlights/midweek training it was noted that coaches need an emergency light switch key - fish tail key - to switch on the flood lights Post Meeting floodlights have been repaired following failure mid-october. there is a new sequence to follow to switch the lights on circuit 1 is faulty do not use Referee Changing room code, to access the lights is available from the chair/vice chair A supplement of 1/player/week to be charged to cover the costs of flood light Page 4 of 7
Coaches should ensure all players were paying. Post Meeting monies from parents to cover the cost of floodlights is poor we are collecting c.50-75% of money from players attending coaches who train under the floodlights are reminded that they need to be very strict in collecting the 1 s as there were some people who did not pay and this was also unfair on the majority who brought their pound every week next season we ll need to consider adding the costs to the subs for teams 11 Any Other Business It was mentioned that the cj7 S League handbook had some mistakes so coaches should check that the details are correct, however the handbook is in the process of being updated. Veterans were paying 55 per match to AFCS for hire of the adult pitch on a Sunday of which 25 went to the sports and social club. Post Meeting Shillington Pirates adult team are hiring the facilities on the same basis alternate weekends 8 Date of Next Meeting 30 November 2017 8pm venue tbc Post Meeting venue confirmed as Shillington Sports and Social Club ALL Page 5 of 7
AFCS Football Festival 2018 Proposed Arrangements 19-May Pitch 11-a-side - Top field 11-a-side - Bottom field 9-a-side - Bottom Field - middle 9-a-side - Bottom Field - far 7-a-side - Top Field - near 7-a-side - Top Field - far Team U12 Red Kites U11 Yellows U8 Blacks U7 Panthers U6 5 Groups 09-Jun 23-Jun 11-a-side - Top field 11-a-side - Bottom field 9-a-side - Bottom Field - middle 9-a-side - Bottom Field - far 7-a-side - Top Field - near 7-a-side - Top Field - far 11-a-side - Top field 11-a-side - Bottom field 9-a-side - Bottom Field - middle 9-a-side - Bottom Field - far 7-a-side - Top Field - near 7-a-side - Top Field - far U13 U12 Diamonds U11 Blacks U10 Blacks U9 U5 6 Groups U12 Blacks U12 Oranges U10 Golds U8 Oranges U7 Jaguars 5 Groups Page 6 of 7
Tournament Timings 8.00am Coaches/Helpers Arrive/Set Up Pitches, Car Par area etc 9.15am Team Registration Opens 9.30am Team Registration Closes 10.00am Tournament Matches Start 1.00/1.15pm Tournament Matches Finish 1.00-1.30pm Raffle Prizes collected no draw this year 1.30pm Medal Presentation Page 7 of 7