BRAMLEY BUFFALOES RUGBY LEAGUE COMMUNITY CLUB

Minutes of the Board Meeting

Held on Thursday 29 October 2009 at 7:15 pm at
Stanningley Sports and Amateur Rugby League Club

Present:    
Martyn Cheney    Chairman
Stephen Crossley    Vice Chairman
Nigel Brayshaw    Finance
Graham Fisher    
Dave Cromack    
Andy Coldrick        Acting Secretary

1.    APOLOGIES FOR ABSENCE
There were apologies received from Maureen Oakley, Pamela Stemson, Cliff Spracklen, Lee Spracklen, Chris Gardner and Rob Wilkinson.

2.    MINUTES OF THE LAST MEETING

The minutes of the previous meeting held on 21 September 2009 were approved. Proposed by Martyn Cheney and seconded by Stephen Crossley.

3.    MATTERS ARISING

There was no Matters Arising.

4.    DECISION AND FINANCE ITEMS

a.    FINANCE REPORT
Nigel advised that a Financial Report would be available for the next    meeting.  Action NB to provide Report
He advised that he expected to the club to be in profit by 31 December 2009.
He confirmed that he had spoken to the RFL regarding prize money/cash surplus from the Grand Final. The RFL were still awaiting all the invoices, therefore we would be advised in due course.   

b.    KIT
Martyn circulated a variety of kit options for 2010, which had been prepared in conjunction with Code 13. Two kits were identified, subject to some colour alteration, as being viable. Graham Nash from main sponsor PPD wanted to promote PPD through the strip, it was agreed that he should select the new 2010 home strip from the two preferred options.  The predominantly black (away) strip from 2009 would continue to be used. Martyn agreed to speak to both Code 13 and Graham Nash. Action MC to speak to Code 13 and Graham Nash

c.    SEASON TICKETS 2010
It was agreed that for season 2010 the following season ticket options would be available:

Adult £50 (to include free new home shirt)
OAP £20 (No shirt included)
Child £25 (to include free home shirt)

It was agreed that these offers should be given maximum publicity.  Orders would be taken prior to the start of the season and shirts would Be available for collection at the first home league game.  Action: MC to Co-ordinate.

d.    (d)    CO-OPTING PEOPLE ON TO THE COMMITTEE
Martyn proposed that Coach Mark Butterill be co-opted onto the Board as he would provide a vital link between the board and the players as well as bringing fresh ideas and a different perspective to board discussions. This was agreed, proposed by Martyn Cheney and  seconded by Dave Cromack.        

e.    CHANGE OF ROLES
Martyn proposed that Nigel Brayshaw replace Cliff Spracklen as a cheque signatory, primarily as a result of Cliff now being located permanently in Bridlington. Nigel would also hold the cheque book and make payments. Pam would take on all membership and Administrative roles from Martyn.  This was agreed in principle, however as Pam was not present at the meeting it was agreed to carry this item over to the November meeting for further discussion and approval.  Action PS to Add to Agenda for November Meeting

5.    INFORMATION/DISCUSSION ITEMS

a.    NEW FORMAT OF MEETINGS
The new format for future board meetings had been circulated prior to the meeting and it was agreed that this would be the new format for future meetings. Action PS to Formulate and circulate Agenda

b.    SPONSORSHIP FOR 2010
Martyn stated that this season’s current sponsors needed to be approached to see if they will continue for 2010 and 2011. Some of the current sponsors would be at the Awards dinner, which would be a good opportunity to speak with them. Graham Nash had expressed an interest in ground banners (2) which came at a cost of £60-£80 and would be tied to the barriers. Stephen Crossley agreed to pursue this.
Martyn also confirmed he was trying to establish links with Trinity and All Saints College in order to obtain some assistance from their students.  Action MC to try and establish Links

c.    CHANGE TO WEBSITE    
Martyn advised that various new sections had been added to the Club’s Website.  

d.    CHANGES TO CLUB CONSTITUTION / INTRODUCTION OF BOARD MEMBER POLICY / CODE OF CONDUCT

Martyn advised that the club’s current constitution contains a number of anomalies and inaccuracies and does not reflect the type of constitution now recommended for use by clubs by Supporters Direct.  Martyn circulated examples of existing club constitutions and explained some of the main changes that would need to considered/implemented.  It was agreed that some fundamental changes had to take place in order to allow the to club to move forward, progress and have a solid constitution.  As this was deemed a complex matter it was agreed that a working party comprising Martyn, Lee and Cliff would review the changes required and report back to the board at regular intervals with progress reports.  Action MC/CS/LS to meet to discuss this

e.    BOARD MEMBER TRAINING
Martyn reminded all board members of the need to attend board member training arranged for 7 pm on Tuesday 10 November 2009 at Stanningley. This training was being organised by Supporters Direct.    Action all board members required to attend

f.    AWARDS DINNER
Martyn advised that nearly all tickets for the Awards dinner had gone.  Martyn confirmed that arrangements were in place and that only a few  minor details remained to be sorted.    

6.    ANY OTHER BUSINESS

a.    FUNDRAISING IDEAS
Martyn provided details of a fundraising scheme that he had found that could be adapted for the Buffaloes. A percentage of the income generated would be donated to a local charity. The board agreed that this looked a good option. In order to take this and other fundraising ideas forward it was agreed to take this item to the next board meeting where a sub-committee would be formed to  specifically co-ordinate fundraising activities. Action PS to add to agenda for next meeting

b.    FUNDING OPTIONS
Martyn reported that Lee Spracklen had been in discussion with a Charity fundraiser and that he would report back at the next meeting.  Action LS to hold formulative discussion and report back to next meeting.  Action PS to add to Agenda for next meeting

c.    JAM JARS TZAR
Stephen Crossley agreed to co-ordinate the collection of the Jam Jars and convert the cash to notes.    

d.    END OF SEASON RLCN CLUBS MEETING
The end of season RLCN meeting scheduled for 14 November 2009 has been cancelled. The meeting is now likely to be held at Dewsbury Celtic on the last Sunday in November. Graham Fisher, Martyn Cheney and Andy Coldrick agreed to attend on behalf of the club.

e.    NEXT SUPPORTERS DIRECT FORUM
Will be held at Rochdale on 18 November 2009 and Martyn and Maureen will be attending.  Action MC/MO to arrange to get there

f.    FOLLOW-UP FROM AGM
Martyn confirmed that there had been no contact with Bramley Phoenix since the AGM. It was agreed to request a response from Phoenix and advise the shareholders in writing of the outcome.  Action MC/SC to Chase Bramley Phoenix and arrange follow up.

g.    MEETING WITH STANNINGLEY ARLC
Martyn advise that a meeting with Stanningley was required to progress the lease, in addition to Martyn and Stephen, Nigel and Graham agreed to attend. Meeting details to be advised.  Action MC to arrange with Stanningley, MC/SC/NB/GF to Attend

h.    SUPPLEMENTS
Martyn advised that Mark Butterill wanted to purchase drinks for the Players as they had done the year before last. It was agreed that Mark should contact the company direct to discuss costings. Action MB to discuss with Sci-Mentor

i.    CLUB 5 YEAR STRATEGY PLAN
Andy Coldrick proposed that the board should devise a Club 5 year Strategic Plan. He agreed to draft an outline plan and present this at the next meeting.  Action AC to draft outline plan.  PS to add to agenda for next meeting.

j.    BOND FUND
Andy Coldrick proposed that the club should set up a Bond Fund with immediate effect. This would enable the club to work towards a monetary goal and be a repository for donations etc. It was agreed that this would be discussed at the next meeting as part of the strategic plan.  Action PS to add to Agenda for next meeting.

k.    PLAYER INSURANCE          
Nigel Brayshaw advised that Daniel Lavery was pursing an insurance claim.

DATE OF NEXT MEETING

Thursday 26 November 2009 at 7.30 pm at Stanningley Sports and Amateur Rugby League Club.BRAMLEY BUFFALOES RUGBY LEAGUE COMMUNITY CLUB