Attendees: Martyn Thomas (Chair),Neil Croucher, Hayley Cox, Jamie McGilley, Natasha Orchard-Smith, Ricky Gibney, Dave Holt, Steve Wiseman, Tom Fordyce
Apologies: Perry Morrallee, Alan Cartmell, Jenny Lamb
Summary of new and outstanding actions
Action: Martyn to send a letter of thanks to Billy
Action: Hayley to purchase a small token of gratitude for Billy
Action: Martyn to confirm with Dave when he will take over U12’s and check if he is happy with the paperwork side and paying for referees in October.
Action: Martyn and Neil to pick up kit stock and other items from Perry and also to complete a kit inventory.
Action: Hayley to arrange re-imbursement to Perry of £32 for referee fees
Action: Jamie to contact the Chiltern League to confirm that they will accept an 11am K/O for the under 12’s.
Action: Martyn to ensure issue of ground location is added to a future agenda.
Action: All managers to send Neil the mail address to which they would like football correspondence sent.
Action: Martyn to add parent’s handbook to a future agenda.
Action: Neil to confirm donation and use of old goals with Mark.
Action: Neil to discuss how equipment can be kept under lock and key with Mark
Action: Neil to discuss use of floodlights with Mark.
Action: All managers to confirm to Jamie whether they have any parents that would like to attend the referee’s course.
Action: Natasha to check with FA on any new rules with regards to working with children.
Action: Hayley to discuss astro availability from 7-8pm on Thursday’s with sports centre and also whether using the grass area between the running track is an option.
Action: Hayley to contact Eat’n’Bowl to confirm availability and costs for the 12th December
Action: All manager’s to send Hayley the size requirements for new training tops for their teams and also each child’s initials.
Action: Natasha and Hayley to get costs for training tops and hats from their particular contacts.
Action: Hayley to query some dates on recent invoice for use of school premises that we can not reconcile.
Action: Hayley to send cheque to Tom for level 1 course.
Action: Steve and Natasha to speak to the particular parent and advise that attending the module 1 session would be more appropriate.
Action: Dave to advise Neil of his kit requirements.
Action: Hayley to send blanket mail to all parents advising that donations of old boots would be gratefully received and added to the kit inventory.
Action: Martyn to check whether Graham Lamb still wants to do goalkeeper coaching.
Action: Martyn to ensure an end of season family fun day was added to a future agenda.
Action: Neil to add cup fixtures to website.
Action: Hayley to try and arrange different date for bag packing.
Action: Martyn to add fund raising event to next agenda.
Action: Natasha to confirm level 1 coaching dates for Graham Hazard.
Action: Neil to approach Zwetsloots for funding.
Minutes
1.Appointment of new Chairman – Following the resignation of Billy, Martyn has put himself forward as Chairman for the 2009-2010 season.The appointment was approved by Hayley and seconded by Neil and agreed by all other attendees.
Action: Martyn to send a letter of thanks to Billy
Action: Hayley to purchase a small token of gratitude for Billy
2.Note of resignation from Perry – Perry will resign his post as manager at the end of the season but would be happy for a replacement to take over ASAP.Dave has agreed to manage the U12 team.
Action: Martyn to confirm with Dave when he will take over U12’s and check if he is happy with the paperwork side and paying for referees in October.
Action: Martyn and Neil to pick up kit stock and other items from Perry and also to complete a kit inventory.
Action: Hayley to arrange re-imbursement to Perry of £32 for referee fees.
3.Matters arising
a) Future meetings – Minutes will be completed and added to website.Actions will be assigned and should be completed where possible before next meeting.
b) Any roles to be filled for 09/10 season – Nothing urgent required so take stock at end of year.
c) Location of future meetings – those attending agreed with the arrangement of meeting at Natasha or Martyn’s house in the immediate future.
d) K/O times at Sandye Place and pitch availability – Neil read out the letter from the Vicar.He confirmed that he has agreed with the school that gates will be open at 10am but games must K/O at 11am at the earliest on Sundays.Please could all managers have teams warm up on the bottom pitches to limit noise before 11am.The school have confirmed the addition of a 3rd mini soccer pitch located on the rugby field.
Action: Jamie to contact the Chiltern League to confirm that they will accept an 11am K/O for the under 12’s.
e) Future ground location – Meeting agreed that we should review at the end of the season.
Action: Martyn to ensure issue of ground location is added to a future agenda.
f) School rules – All managers are reminded to advise their parents of the rules surrounding no smoking and no dogs on the school premises.As e-mail communication has been an issue Neil will assign one of the Mid Beds mail accounts to each manager.Any mail received by these accounts can be forwarded to a manager’s personal mail address.
Action: All managers to send Neil the mail address to which they would like football correspondence sent.
It was suggested that we should provide parents with a handbook with rules and behaviour expectation etc next season.
Action: Martyn to add parent’s handbook to a future agenda.
g) Use of school equipment – An issue has been raised to us on the use of school goals and the fact that some are broken.The meeting agreed that we should suggest donating our 4 old goals to the school with the agreement that we can use them each week.The 4 new goals should then only be used when we have 3 games at home at the same time.Also we now have a reasonable value of items left on the premises and ideally these should be kept under lock and key.Neil will discuss with Mark the site manager.The meeting also discussed whether we could purchase and use floodlights at the school.Neil will discuss.
Action: Neil to confirm donation and use of old goals with Mark.
Action: Neil to discuss how equipment can be kept under lock and key with Mark
Action: Neil to discuss use of floodlights with Mark.
h) Referee course – The FA are running a mini soccer referee’s course.All managers to confirm if any parents would like to attend ASAP to Jamie.
Action: All managers to confirm to Jamie whether they have any parents that would like to attend the referee’s course.
i) Change of government rules affecting working with children – Natasha to check with FA to see if there is any advice on whether this affects refereeing games etc.
Action: Natasha to check with FA on any new rules with regards to working with children.
j) Training space on Thursday – We already have 3 teams training from 6-7pm on Thursday’s.Thinking of future requirements it would be handy if we could book a 7-8pm slot on the same evening.The meeting also thought it would be worth asking whether the grass area in the middle of the running track could be used.
Action: Hayley to discuss astro availability from 7-8pm on Thursday’s with sports centre and also whether using the grass area between the running track is an option.
k) New password protected area on website – Each manager has been advised of a password to access an area on the website that will include committee meeting minutes and kit inventory.Please contact Neil is you need to confirm password.
l) Xmas party – the meeting agreed that a bowling activity at Eat’n’Bowl would be a good idea.A date of 12th December was agreed.Natasha will consider a separate activity for Tiger Cubs.
Action: Hayley to contact Eat’n’Bowl to confirm availability and costs for the 12th December.
m) The meeting discussed using club funds to buy further training equipment for the children.It was agreed that training tops and bobble hats with each kid’s initials would cement our commitment to making the club more professional.Natasha and Hayley will confirm prices and it was agreed the hats could be used as a Xmas present at the bowling day.
Action: All manager’s to send Hayley the size requirements for new training tops for their teams and also each child’s initials.
Action: Natasha and Hayley to get costs for training tops and hats from their particular contacts.
4.Treasurer update
Hayley confirmed that we currently have £3472 on account and further fees to come in.We have a £900 invoice from the school for use of facilities for the rest of the season.Also have an invoice for £162.60 for use of school premises during summer.However some of the days could not be reconciled back to us using the premises.Hayley will therefore query these dates.
Action: Hayley to query some dates on recent invoice for use of school premises that we can not reconcile.
5.Secretary update
Jamie confirmed that all issues have been addressed above and nothing more to add.
6.Any other business
Tom – Has paid £105 for level 1 coaching.Hayley to arrange for cheque payable to Tom to cover this cost.
Action: Hayley to send cheque to Tom for level 1 course.
Steve – Confirmed that one of his parents was considering a level 2 coaching course and would the club subsidise.Natasha suggested that the level 3 module 1 section was far more appropriate and was in conversation with Sandy Colts on arranging a day session to cover this.
Action: Steve and Natasha to speak to the particular parent and advise that attending the module 1 session would be more appropriate.
Dave – Still need some kit for the U12 girls.He will advise Neil of his requirements.
Action: Dave to advise Neil of his kit requirements.
Dave – Suggested that we start a collection of old children’s boots so that other parents could use for their children and save costs.The meeting agreed that this was a good idea.
Action: Hayley to send blanket mail to all parents advising that donations of old boots would be gratefully received and added to the kit inventory.
Dave – Raised issue of a goalkeeping coach and confirmed that Ricky was happy to attend a session and would the club pay.The meeting was unsure on whether a previous request from Graham Lamb has been denied.Martyn to check with Graham if he was still interested and report back at next meeting.
Action: Martyn to check whether Graham Lamb still wants to do goalkeeper coaching.
Ricky – Advised that the U12 girls were short of a few footballs.Natasha agreed to lend him some for the short term.
Ricky – Suggested a family fun day to include something like an inter team parents football match.The meeting agreed to discuss this at a future meeting as it sounded like an excellent idea.
Action: Martyn to ensure an end of season family fun day was added to a future agenda.
Natasha – Cup draw has been made.Neil to add fixtures to website.
Action: Neil to add cup fixtures to website.
Hayley – Bag packing date set for last week in December.As under 8’s and 9’s can not take part the meeting agreed that we might struggle to get numbers.Hayley will therefore cancel and try and get a different date>
Action: Hayley to try and arrange different date for bag packing.
Hayley – confirmed that she had applied to the round table for inclusion in this year’s Santa parade.
Hayley – Training fees in the main coming in on time.One boy in U16’s has broken his ankle and will miss the season.The meeting agreed that his training fees should be cancelled.
Hayley – Next fund raising event after Xmas.To be discussed at next meeting.
Action: Martyn to add fund raising event to next agenda.
Neil – Needed to confirm level 1 coaching dates for Graham Hazard.
Action: Natasha to confirm level 1 coaching dates for Graham Hazard.
Neil – Please send team photo’s to him ASAP.Use mail if small file size or supply on disc or memory stick if large.
Neil – Zwetsloots always provide funding to local clubs.He will contact their MD to see if we could apply for funds.These could be used for floodlight purchase if this was approved at the school.
