Society Board Meetings

Weekend in Torquay

After discussion with members it has been decided that we should run a weekend trip to the match at Torquay in March.
Torquay United.      Friday, 18th March to Sunday, 20th.
The quote we have had is from ALFA who not only run coaches but can 
organise hotels in certain resorts including Torquay.
We would leave early on the Friday morning as obviously it is a much longer trip.
The hotel is the Regina which is near the seafront.
The price of bed and breakfast in a double or twin room and including coach travel to and from Torquay and during the weekend is:-
£84 (if 40 book) and £94 (if 30 book). There would also be a charge of £12 for insurance unless you had proof you had your own travel insurance   
(A single room would cost an extra £15)
We require firm bookings by Tuesday 19th January with a deposit of £40 within seven days of that to meet Alfa’s terms and conditions. We would require a minimum of 30 people to be able to make the booking.
Deposits would be lost if the bookings were cancelled due to postponement because of bad weather or either team being in the FA Trophy semi-final which is on that day.
If you require any further information please call it at the Trust Office on match days or contact Martin Robinson at dmjrobinson@btinternet.com  
After discussion with members it has been decided that we should run a weekend trip to the match at Torquay in March.

The dates will be from Friday, 18th March to Sunday, 20th.
The quote we have had is from ALFA who not only run coaches but can organise hotels in certain resorts including Torquay.We would leave early on the Friday morning as obviously it is a much longer trip.The hotel is the Regina which is near the seafront.The price of bed and breakfast in a double or twin room and including coach travel to and from Torquay and during the weekend is:-
£84 (if 40 book) and £94 (if 30 book). There would also be a charge of £12 for insurance unless you had proof you had your own travel insurance   (A single room would cost an extra £15)
We require firm bookings by Tuesday 19th January with a deposit of £40 within seven days of that to meet Alfa’s terms and conditions. We would require a minimum of 30 people to be able to make the booking.Deposits would be lost if the bookings were cancelled due to postponement because of bad weather or either team being in the FA Trophy semi-final which is on that day.
If you require any further information please call it at the Trust Office on match days or contact Martin Robinson at dmjrobinson@btinternet.com  

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MINUTES OF TRUST IN YELLOW BOARD MEETING - TUESDAY SEPTEMBER 9

Apologies

Howard, Andy, Katrina

 

1. Minutes of last meeting and matters arising.

Rob English has been co-opted onto the Trust board and will put his name forward for election at the AGM.

 

2. Treasurer’s report

Colin reported that the Trust’s total balance stands at £24,575.84 including net funds available of £24,320.84.

The football club has provided the Trust with invoices for initial work relating to the new floodlights. The Trust has in turn paid £7,174 to the club, representing 25% of the initial costs in line with the agreement in place. This breaks down as £3,299 to Surfacelux, the providers of the floodlights, and £3,875 in respect of the ground works.

With the remainder of the Trust’s share likely to be paid shortly, notice has been given for the funds in the term deposit and this will be transferred into the Trust’s current account on October 5.

£255 has been raised for MacMillan Cancer Support for the paintings auctioned at the recent 2005 reunion.

 

3. Memberships

Current memberships stand at 235 with a number of renewals due in August.

 

4. Review of Trust events since last meeting

The quiz night took place after the match against Dover Athletic and special thanks went to Noel, Howard and Martin for their work organising the event. The Trust was pleased with the turnout, the feedback received has been positive and the event raised £45, which was pleasing as the main aim was to get people involved rather than being a designated fundraiser.

 

5. Future Trust events

a. Race Night

The race night will take place following the match with Torquay United on October 10. Given that the start time of the quiz worked well, the race night will begin at the earlier time of 5.30pm.

Contact will be made with Paul Carden to invite the players and individual board members have agreed to sell sponsorships. These will then be collated by Martin. Sponsorship of the event is still available for £50, plus two races at £25 each and horses and jockeys for £3 and £2.

Tony Adams has been booked to host the event and thanks go to Rob and Julia Urwin for their help with the arrangements.

 

b. Others

The Mark Heaton Tribute Night will be held on November 14 with a karaoke and disco. Noel and Howard will liaise in relation to this event and contact has already been made with Mark’s family.

The Christmas party on December 19 will be targeted at families and junior supporters. Further details will be confirmed nearer the time.

 

6. Trust AGM

The original date of September 30 has been vacated because of a clash with the Lancashire Cup match against Fleetwood Town. It will now take place on October 7 and Martin will send out the calling notices to members.

 

7. Relations with the club

The Trust is pleased that progress is now being made with the final stages of the floodlights project and it is expected that the new lights will be in operation shortly.

Members will be asked at the AGM about their thoughts on future projects with the club and the general feeling is that the Trust will look to pursue smaller projects than the floodlights in future. Possible options at this stage include improving disabled facilities and a bar for supporters at the Jack Carr end of the ground.

The board will also consider further the long-term strategy of the Trust, including possibly revisiting the strategic plan document submitted to the club in 2010.

 

8. Coach travel

The coaches to the matches at Forest Green Rovers and Halifax Town will run. Although the fares received have not reached the break-even point at the time of the meeting, it is hoped that confirmation of the coach running will encourage further bookings, as has been the case in recent trips.

A Trust member has donated £100 towards the Forest Green coach and although a small loss has been made on travel to date, the board is keen for as many of the early season coaches to run in order to show the reliability of the service following the review in the summer.

The fare for the coach to Woking on October 3 will be £29 members, £22 under 16s and £34 non-members, and Kidderminster Harriers on October 17 will be £18 members, £13 under 16s and £23 non-members.

Fans will be consulted in the coming weeks about possible destinations for the weekend trip. Possibilities at this stage involve Dover Athletic, Lincoln City, Grimsby Town, Torquay United, Boreham Wood and Aldershot Town, though a major problem is that a number of the matches, including Torquay, clash with FA Trophy rounds so the matches could be postponed.

 

9. Communications

The board will look to buy a mobile phone so the same contact number can be used for different Trust activities after the recent changes to the board. The Trust will also set up a designated username on Port Chat in order to use the forum to promote activities and events.

 

10. Any other business

The club’s matchday hospitality receives good feedback and it was suggested that the Trust could sponsor a match in order to allow members a chance to use the hospitality, perhaps as a prize in a competition.

Enquiries will be made about possibly publishing a Trust calendar as a fundraiser. Jacob Smith, the nephew of Phil Carder, will run the Great North Run on September 13 in memory of Phil. A plaque for the Trust office to remember Phil will be ordered after the wording was chosen.

 

11. Next meeting

October 7 (AGM).

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MINUTES OF BOARD MEETING - WEDNESDAY 12TH AUGUST

1. Apologies for absence

Katrina

Alan Scarisbrick is no longer Chairman or on the Trust board. The board wishes to thank Alan for all the work he has done for the Trust over the years.

2. Minutes of last meeting and matters arising

All were covered elsewhere on the agenda.

3. Treasurer's Report

The Trust's available funds currently stands at £31,031.72. The amount due for the floodlights project will be paid in instalments with the fist payment due to be made shortly.

4. Membership

Bill reported that membership currently stands at 227. There have been 23 new members gained since January. Memberships will not be noted as lapsed too early as August is the main period for renewals and some supporters may be away on holiday for example and unable to renew for a couple of weeks. It was suggested that approaching people more at Trust events and explaining what the Trust was about may encourage more membership.

5. Review of Trust events since last meeting

a) Cricket Match

The cricket match unfortunately had to be postponed due to adverse weather but the event will be arranged again for next year. Both the Trust and Churchtown Cricket Club would like to thank Richard Brodie for giving up his time and going to The Rookery to meet with supporters and members of the cricket club. Churchtown CC have also challenged the Trust to a football match.

b) Players' Reunion

The Reunion was a huge success and the feedback from supporters and the legends has been fantastic. Both the match and the event in the Grandstand Bar afterwards were extremely well attended and a DVD of the match is now on sale. It was a huge team effort but thanks must go in particular to Colin & Alan Jones for mastermining the event which has hugely increased the Trust's profile with supporters.

c) Meet the Manager

The Meet the Manager session was broadcast live on Periscope, an app connected to Twitter, and was watched by 250 people. Thanks to both Paul Carden and Gary Finley for attending and also to Noel for hosting the event.

6. Programme of Events

a) Quiz Night

The Quiz Night will take place on Saturday 5th September with a start time of around 5.30pm. There will be teams with a maximum of 6 people and entry will be £1 for each person. The 6 categories will be a picture round, general knowledge, sport, TV & film, music and Southport Football Club.

b) Race Night

The Race Night is confirmed for Saturday 10th October with race sponsorship, horses and jockeys going on sale soon. Sponsorship of a race is £25 whilst horses and jockeys are £3 and £2 respectively.

c) Mark Heaton Tribute evening

Howard is liaising with Mark's family over the evening which will include a disco and a karaoke. The event will also aim to raise money for Marie Curie.

d) Other

Looking further ahead it was proposed that the Trust's Christmas Party in December could be a family event.

7. Meeting with club on 30th July

The Trust would like to thank the club for holding a minute’s silence prior to the AGM in memory of Phil Carder. The meeting with the club was a positive one and the Trust now has the invoices for the work on the floodlights which will be completed in time for the Tranmere game in September. With regards to the next project this will be put to members and it is possible that the Fans Fund Small Grants scheme could be used to help depending on the project.

8. Coach Travel 2015/16

The coach to Macclesfield ran at close to full capacity and at a profit of £105. This will be used to ensure that the coach to Cheltenham also runs. Positive feedback has been received about the improved pricing structure this season. It was suggested that the destination of this season's weekend trip could be put to a members' vote.

9. Trust AGM

The date of the AGM will be moved back to coincide with the installation of the floodlights. Martin, Alan and Andy are the Board members up for re-election this time. There are currently 3 seats available on the Trust Board and it was suggested that each person should have a specific title to add clarity to their position and also to make it easier to advertise for specific roles.

10. Any other business

The August Player of the Month award will be presented by a young supporter and as usual they will be given 6 months membership. It was suggested that the Trust could invest in a cheap phone to be used for coach bookings amongst other things and also could have a specific username on Portchat to be used for communication with supporters. Looking ahead to the Trust's 10th anniversary next year one idea was to have special t-shirts produced. The board were very grateful to Andy for organising the next match signs.

11. Next meeting

Wednesday 9th September - Board

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MINUTES OF BOARD MEETING - TUESDAY 9TH JUNE

Apologies

Andy K

1. Minutes of last meeting and matters arising.

All dealt with elsewhere on the agenda.

2. Treasurer’s report

Colin A reported that the Trust’s total balance stands at £28,840.66 including net funds available of £28,752.66. All funds apart from £357.17 are placed in savings accounts. The £15,000 currently in the term deposit has earned interest of £104.79 to April 31. The Trust’s only creditor is an as yet uncashed cheque for last season’s Prediction League. £21.40 was received from Easyfundraising on May 29. The Trust’s registered address has now been changed with the FCA and all other relevant bodies.

3. Memberships

A large number of memberships are due for renewal as usual around the start of the season. Bill will send out reminders and update the membership pack.

4. Future Trust events

a. Cricket match

Churchtown CC have put together a very comprehensive schedule for the cricket match in memory of Phil Carder and the Trust thanks them for their extensive work in organising the event. There is now a full XI to represent the Trust on the day and the Trust will pay the £10 on behalf of every player in the team which has been requested by Churchtown towards the running costs. Martin will contact Churchtown to finalise the arrangements. Bill and Alan J will be there at the start of the event to meet with Churchtown and the Trust players, and other board members will be there throughout the day.

b. Reunion

The first training session for the fans’ team took place last Sunday and further sessions are planned every fortnight in the lead-up to the reunion match. Thanks to Richard Brodie, the manager of the fans’ team, for putting together an engaging and very professional session, and for taking on the role with such enthusiasm. Event tickets for fans to attend the reunion are now being sold and interest remains high from supporters and players. Plans for the day itself are taking shape and Colin and Alan J will finalise the remaining arrangements. Bill will order medals to present to both teams as a memento of the day.

c. Other events

Dates for the planned schedule of events to cover the whole season and overseen by Noel will be arranged once the fixtures are released at the start of July.

5. Other Trust activities

a. Next meeting / coach travel

The main item on the agenda at the next members’ meeting on June 23 will be coach travel. The idea behind this is to give members an input into ways coach travel can be improved for the coming season. The meeting will be designed for regular and occasional users of the Trust coach and fans who attend away games without travelling on the coach to make suggestions for how changes can be made with next season in mind. The meeting is open to all members and those thought to have a particular interest in coach travel will be contacted directly and invited to attend. Members who are unable to attend the meeting can e-mail suggestions to Martin. Coach travel will be the first item on the agenda. As usual, tenders will be sent out to local coach companies for the coming season and Martin is in the process of making initial contact.

b. Next match signs

Martin has contacted Haydn Preece, who advises that he would like the Trust to continue with the next match signs. It is felt that improvements could be made on the current signs as the display is not the most visible. Enquiries will be made in relation to improving the display of the signs or, alternatively, using posters to advertise future matches.

c. Ben Highton sponsored run

Sponsorships are being received for Ben’s half-marathon on July 4 to raise funds for the Trust. Ben will be invited to the next members’ meeting. Fans can donate online or at the next meeting. Representatives from the Trust will attend to support Ben on the day.

d. Other

Progress with the memorial wall is ongoing and it is now intended that the wall will begin by remembering Phil Carder and Sally Devine.

6. Any other business

Martin will attend the Supporters Direct Members’ Day on July 17. Trust member Nicola Hudson has recently started work for Supporters Direct and will be invited to one of the Trust’s next meetings.

7. Next meeting

June 23 (members).

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MINUTES OF BOARD MEETING - TUESDAY 5TH MAY

1. Apologies for absence

Katrina, Bill

2. Minutes of last meeting and matters arising

The recent awards evening was a great success and was very well received by both the club and supporters. A special thanks go to MC Noel and to Rob Urwin for co-ordinating the evening. It is hoped that this will be the start of improved relations between the Trust and the club.

3. Treasurer's Report

The Trust’s current available funds stands at £28,728.87. Membership of Supporters Direct for 2015 will be renewed at a cost of £100 and all outstanding monies have now been paid to Diabetes UK. Entry to play in the Fans’ Team at the Reunion has raised £555 to date.

4. Membership

There have been two new adult members and one new junior member join since the last meeting in what is a quiet time of the year for memberships.

5. Future Trust Events

The 04/05 Reunion will go ahead on Sunday 2nd August with a 2pm kickoff. James Treadwell of Moore & Smalley has very kindly agreed to sponsor the event which will include a buffet and a quiz in the Grandstand Bar after the game. A ticket for the buffet & quiz will cost £5 with family tickets also being available. A DVD and programme will also be produced. Most players from the 04/05 squad have confirmed attendance and the manager's position will be auctioned off. The fans' team will be managed by Richard Brodie and with over half not being Trust members it was agreed to offer some sort of incentive to encourage them to join.

The cricket match against Churchtown CC in memory of Phil will take place on Sunday July 26th starting at 1.30pm at The Rookery. Richard Brodie will play for the supporters' team with Churchtown happy to mix the teams if necessary.

The Trust's 10th anniversary celebrations will include a competition to design a new badge aimed at all schools in the area.

6. Other Trust activities

A complete review of coach travel will take place at the next meeting with all members encouraged to attend and put forward their opinions of how things can be improved. Loss on the coaches from 31st January 2015 is estimated to be £700-£750 which is completely unsustainable. It was agreed that the pricing structure will be simplified next season with a set price being set rather than 'in advance,' 'on the day' etc.

Next match signs for the season just gone cost around £600 and ways to improve their effectiveness were discussed. It was agreed that they do need to be bigger and perhaps a poster would be a better option. The club will be contacted to assess the value they put in the signs.

The Memorial wall will include bricks commemorating both Phil and Sally Devine when it is constructed. A piece is being put together about Ben Highton running the Southport Half Marathon which will be promoted on all media platforms.

7. Relations with the club

A series of questions will be compiled to ask at the club's AGM. It is hoped that the installation of the new floodlights will be imminent.

8. Any other business

The Supporters Direct Members Day takes place on Friday 17th July. Southport Fans team are planning a match against Chester Fans team and have very kindly offered to donate all proceeds to the Trust. The Webshop made £116 to the end of the year.

9. Next meetings

Tuesday 9th June – Members

Tuesday 23rd June - Board

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