wincanton town football club (youth section)

WINCANTON TOWN

FOOTBALL CLUB

(YOUTH SECTION)

AGM Minutes of 31 29th June 2012

Minutes of Annual General Meeting

Held at Maddocks Pavillion, Moor Lane, Wincanton

Held on 29th June 2012 at 7.30pm

1. Present and Apologies: Club Officers: Nick Hamblin (Chariperson),

Tony Leach (Vice Chairperson), Sean Chapman (Treasurer/Secretary/Registrations Officer), David Osborne (Club Promotion Officer/Volunteer Coordinator) Becky Chapman (Child Welfare Officer), Jason Edwards (First Aid Co-ordinator). Richard Pratt (Website Administrator/Acting Minutes Sec.),

Others Present: Ben Hamblin Under 16 Boys Assistant Coach Martin Farrell Under 13 Girls Assistant Coach Jason Allard Under 10 Boys Manager Tony Green Parent Scott Reynold Parent Apologies: Paul McCarthy, Aiden Johnson, Andy Stewart. 2. Matters Arising from Previous AGM No matters arising. Previous AGM minutes signed off. 3. Election of Club Officials for 2012/2013 The following officials were proposed, seconded and duly elected:- Role Elected Official Proposed by Seconded By Chairperson Nick Hamblin A.Leach S.Chapman Vice Chairperson Tony Leach N.Hamblin R.Chapman Club Secretary Sean Chapman A.Leach J.Edwards Treasurer Sean Chapman N.Hamblin R.Pratt First Aid Co-ordinator

Jason Edwards J. Allard S.Chapman

Child Welfare Officer Becky Chapman A.Leach J.Edwards Minutes Secretary Richard Pratt N.Hamblin S.Chapman School Liason Officer Jason Allard S.Chapman J.Edwards Club Promotion Dave Osborne N.Hamblin R.Pratt

WINCANTON TOWN

FOOTBALL CLUB

(YOUTH SECTION)


Role Elected Official Proposed by Seconded By Officer Registrations Officer (Joint)

Sean Chapman & Dave Osborne

N.Hamblin R.Chapman

Website Administrator

Richard Pratt J.Allard N.Hamblin

Volunteer Coordinator

Dave Osborne N.Hamblin D.Osborne

4. Chairperson’s Report The chairperson’s report for 2011/2012 was tabled at the meeting and report is presented at Annex A of these minutes. 5. Treasurer’s Report/Statement of Accounts for 2011/2012 The treasurer’s report for 2011/2012 was tabled at the meeting and report is presented at Annex B of these minutes. The Treasurer tabled the Yearly Accounts for 2011/2012 which included a complete set of monthly accounts in the period covered. These are presented at Annex C of these minutes. The summary figures presented were : Starting Balance as at 01/07/2011 £2624.66 Income £7226.81 Expenditure £-6986.00 Ending Balance as at 26/06/2012 £2865.47 The Treasurer reported an increase in balance of just over £200 from last year and was grateful for the sponsorship this year. This has helped pay for affiliations this year. The only item outstanding for the year is the league fees for the Girls team and an outstanding invoice of £490 for Leaflets/Advertising which will be paid for from the Rochford sponsorship fund amount. The Chair reported difficulty in being able to utilise the Rochford sponshorship fund due to lack of availability of the Astro pitch. The Astro is the prime facility for training/development and coaching and the lack of availability is limiting opportunities for development spending (esp. the Satellite Academy). 6. Managers’ Reports Manager’s reports were received from the following Managers and are presented at Annex D of these minutes. Boys U12 – Manager : Tony Leach Girls U12 – Manager : Becky Chapman

WINCANTON TOWN

FOOTBALL CLUB

(YOUTH SECTION)


Reports from U6/U7/U8/U9/U10 and U16 managers were not available for the meeting. ACTION: Managers who did not present reports to pass their reports to Minutes Secretary for inclusion in AGM minutes. 7. Confirmation of Managers for Season 2012/2013 Role Confirmed Manager Notes Boys U13s Tony Leach Boys U11s Jason Allard Changing to 9-a-side. Not

compulsory for 12 months Boys U10s Dave Osborne Boys U9s Jason Edwards Possibly unavailable beyond

Christmas (TBC) Boys U8s Jason Edwards Possibly unavailable beyond

Christmas (TBC) Boys U7s Andy Stewart Boys U6s Andy Stewart Girls U13s Becky Chapman 8. Alterations to Club Constitution Proposed alterations to club constitution to align with FA guidance and to reflect changing to a Youth Section of Wincanton Town Football Club (WTFC) were discussed. Drafts of the proposed alterations are posted on the website. The Chairperson requested all to familiarise with the draft policy amendments on the website is advance of a meeting with WTFC to discuss constitution. A Special General Meeting will be convened in approximately a months time to vote and ratify any alterations. ACTION: Chair to arrange Constitution Meeting with WTFC and an SGM. 9. Confirmation of Maintenance Agreement for Season 2012/2013 The Chairperson sought confirmation from those present that all were in agreement to accept the Maintenance Agreement with the WSG. The treasurer wished to caveat that the agreement would be acceptable as long as it was in accordance with previous unwritten agreements with the Seniors. The Maintenance Agreement was confirmed as agreed by those present. 10. Date/time/location of first full committee meeting of Season 2012/2013 Decision on the date, time and location of the first full committee meeting was deferred pending the Constitution Meeting with WTFC (Seniors) (see Action at Item 8).

WINCANTON TOWN

FOOTBALL CLUB

(YOUTH SECTION)


11. Any other Business A discussion took place on Pitch drainage maintenance. It was identified that the Balsalm Mini Pitch and Mini pitch require goal posts taking out for drainage work to commence. Ideas were discussed on possible relocation of the mini pitch next to No. 1 pitch to an alternative location, however the feasibility of this was thought limited to to pitch constraints and or suitability of other locations. Jason Allard requested the committee look to relocating the white lining machine closer to pitches such that it is more accessible/convenient for managers to use in advance of matches. A further suggestion for relocation of a chalk liner machine rather than electronic one was raised. ACTION: Chairperson to investigate possible relocation of white lining machine closer to pitches for ease of accessibility. Scott Reynolds raised the possibility of lower match/training/joining fees to encourage better attendance. Fees were discussed and it was agreed that the Season 2012/2013 fees for the club would be reduced and reflected as follows :- 2012/2013 Training Fees - £2.00 per session 2012/2013 Match Fees - £2.00 per match 2012/2013 Club Membership Fees - £15 for individual/£25 for Family (2+) Sean Chapman advised that the Registration Form should change to include a reply slip and a consent to permit other FA Endorsed First Aiders to aid where necessary. ACTION: Website Administrator to update Registration forms on website to reflect this and inform other officials when updated. Other business raised by Sean included :- (i) Morrisons have advised they are unable to offer a bag packing slot until November (ii) A request for Managers to advise that trophies need to be returned before the Season

starts (iii) A request to all for last push for the Soccer School in 4 weeks time (iv) A reminder that there will be a BBQ party in 3rd August for the Club’s Birthday Party (v) Quotes have been obtained for bulk merchandise eg. Pens, Water Bottles, Wristbands,

Key Rings, Travel mugs. (vi) Dates for the Wincanton Sports Hall Winter Training (U8/U9s) and PEC Winter

Training (U6/U7s) were tabled (See Annex E) Jason Edwards requested the addition of an Agenda Item on Committee Meetings for succession planning.

WINCANTON TOWN

FOOTBALL CLUB

(YOUTH SECTION)


Mr. Scott Reynold (Parent) raised concerns that the season was far too long with too many Summer Tournaments/Cup Matches drawing out the length of the playing season and the player commitment requirements. This was acknowledged by the committee but the Chair advised that a number of the fixtures were beyond the control of the committee as they were set by the leagues. Mr Reynold offered £150 sponsorship to U13 girls and £150 to U11 boys. Meeting Ended: 9.15 p.m. Next Meeting: Constitution Meeting with WTFC – TBA Committee – Date and Time to be arranged post AGM

WINCANTON TOWN

FOOTBALL CLUB

(YOUTH SECTION)

AGM Minutes Annexes 29th June 2012

ANNEX A

CHAIRPERSONS REPORT

(4 pages)