Draft Minutes for September 16 2009 Board Meeting

16th September 2009

HELD IN THE BOARD ROOM, SCARBOROUGH RFU CLUB, SCALBY

AT 7.30pm

ON WEDNESDAY 16 SEPTEMBER 2009 

PRESENT

Anthony Brown (AB)

John Clarke (JC)

Wendy Danby (WD) from 8:45pm

Natalie Davies (ND) until 8:30pm

Dave Holland (DH)

James Hunter (JH)

Kevin Smith (KS)

Andy Troughton (AT)

Sandra Troughton (ST)

1.         APOLOGIES             

Richard Adamson (RA)

Simon Cope (SC)

 2.         MINUTES OF MEETING HELD ON 17 AUG 2009

The draft minutes were accepted, approved and signed by KS.

3.         MATTERS ARISING

KS confirmed that the value of the current account should be able to be as low as £5,000. However to begin with it was agreed that the balance will be reduced to £7,500 and monitored with the aim of reducing the balance. KS agreed to research alternative savings options however stated that with interest rates being so low that options were not great and that the highest returns required substantial tie in which may not be in the best interests of the club. 

DH reminded the Board that all Actions called for, and all Resolutions made by the Board should be clearly indicated in the relevant Minutes, and addressed as completed, carried forward or otherwise considered as not appropriate; there was a danger that Board Members key decisions taken and progression to be made will be lost, forgotten or misinterpreted unless they were clearly labelled and followed up at the next meeting.

Resolution:  All Actions called for, and all Resolutions made by the Board should be clearly recorded in the relevant Minutes and followed up at the next meeting. (RA)

4a.       FINANCIAL REPORT

This item was postponed due to the discussion regarding interim Chairman.

4b.       BUSINESS PLAN FINALISATION

DH had completed the Business Plan and, in the Chairman’s absence, asked the Vice Chairman to approve the Chairman's Summary so that the document could be circulated in time for the Hustings.

Action:  Vice Chair to approve Chairmans Summary from the Business Plan (KS)

Action: DH to forward the Business Plan to the Marketing and Communications Director for dissemination (DH).

4c.       SELECTION OF INTERIM CHAIR

Prior to the meeting SC indicated to KS that due to personal circumstances it was possible that he would step down as Chairman. SC committed to making his decision in the coming days. The Board is well-aware of the massive contribution SC has made to the setting up and development of SAFC, and realises the potential impact his resignation could have had on our momentum. The Board unanimously agreed that it would do all it could to support SC.

The Board felt it was in the best interests of both the club and SC that it select who the interim Chair would be in advance of SC's decision. This was to ensure continuity of the decision-making process, should SC step down and to assure SC that he can focus on his personal life without feeling any obligation to the club. It was decided that if SC stood down the length of time that the interim Chair would be in place for was until the November Annual General Meeting, after the elections the board would then seek to elect a permanent Chair.

After a long discussion over the role that the interim Chair would need to play placing focus on the critical items identified in the Business Plan, the board made a decision by secret ballot. AB received the most votes and was selected as the person that would step in should SC choose to step down as Chairman. The Board was pleased with the outcome as AB has the trust of the playing staff, the support of his fellow directors and the respect of the majority of the fans of SAFC.

Resolution: That AB immediately assume the responsibility of Interim Chairman  if SC indicates that he will step down. Until the next Annual General Meeting or until SC indicates his intent to assume his duties again.

5a.       MANAGER AND TEAM ISSUES

This item was postponed due to the discussion regarding interim Chairman.

5b.       GROUND LATEST

This item was postponed due to the discussion regarding interim Chairman.

6 .              DATE OF NEXT MEETING             

7.30 pm on Monday 19th October 2009 at Board Room at SRFU Club                                                                     

The meeting closed at 10.15 pm