Spencers Woof Football Club

Spencers Woof Football Club AGM

Provisional Agenda

1. Apologies 2. Approval of Minutes 3. Matters Arising 4. Chairperson’s Report 5. Treasurer’s Report 6. Welfare Officer’s Report 7. Sport Provision Update 8. Chartered Standard Accreditation 9. Referee Request 10. Election of Committee Members 11. AOB

Introductions – Following the non-merger of SWYFC and Shinfield FC it was agreed that the last AGM minutes which were based on Spencers Wood Youth merging with Shinfield FC were nul and void, especially as we were now named Spencers Wood FC so as to incorporate the Mens team. Obviously as the merger didn’t happen this didn’t happen as agreed and hence any minutes from previous AGM were no appropriate or relevant to the new club – agreed that we would commence as this was the inaugural year for Spencers Wood FC.

1. Apologies Dan Bunting, Julie Forrest and Chris Wicks

2. Chairperson’s Report AGM 2015 I would like to start by thanking the committee for all the help and assistance that you have given me over the past year. It is good to see that the enthusiasm is still there to be seen, with people prepared to give up their own time to ensure that this club runs smoothly and efficiently. People not involved with the committee do not fully realise how much time and effort you all put in over a season to ensure the smooth running of this club to the high standards you have set and the high standards our members expect.

Again, a very busy and eventful year has come to an end in which the club has had it successes. During the season, teams have been moved up into higher divisions within their leagues due to the improvement in their standard of play. We had one team reaching a cup final, a great achievement, and teams excelling in local tournaments.

The mini kickers continues to grow from strength to strength with the number of participants exceeding 40 on some Saturday mornings, proof yet again that we are setting the correct standards from a very early age and setting standards that other clubs are envious of. This year was also a first for the club in having a mens team playing in the Sunday Football league. I was pleased to see that they were very successful finishing the season as league champions and Runner Up in the junior county cup final which was played at Abingdon United Football Club. The club is expanding in size at a fairly quick rate to the extent where we now have the following teams playing league football which are, U7, three U8, U9, three 10, two 11,12,13,14,15, a mens team, a vets side and a newly formed womens team which amounts to 17 teams in total. To accommodate the teams needs we have had to look for other pitches to play matches on, to which we have been successful in securing the use of an 11- aside pitch at Swallowfield and two small size pitches at Riseley. An internal training session was also set up in conjunction with Berks and Bucks to enable all managers and their assistants, new and existing, to undertake and obtain the necessary minimal requirement as set out by County FA to enable them to work with children. The course was a great success and I believe that it is something that the club should run periodically to ensure that all of our volunteer assistants are able to keep their training up to date.

Financially the club stands on very firm ground. All funds are managed correctly and sensibly ensuring that they are not squandered or wasted. All money spent is done so because of the clubs needs and not because a wish list is required. We have also been successful in obtaining funding from external organisations which has and is being put to good use in ensuring that all training requirements are kept up to date and kits and equipment are replaced when required. The club is operating very well and continuing to expand I have seen go from strength to strength in recent years and I have no reason to believe that this trend should not continue in the future. If any of you out there would like to assist in keeping this a successful club, there are some vacancies on the committee which we would like to fill.

They are: Football Development Officer Fixtures Secretary Schools Liaison Officer Community Liaision Officer

If any of you are interested in becoming part of a successful club by taking one of the mentioned roles, then please come and speak to us after the meeting.

Cleve Wicks (Chairman)

3. Treasurer’s Report

SPENCERS WOOD YOUTH FC ACCOUNTS TO 30TH JUNE 2015

INCOME

Subscriptions 11672.00 Sponsorship 2186.46 Fundraising 894.41 Course Fee’s 590.00 Grants 1357.00

TOTAL 16699.87 EXPENDITURE

Kit & equipment 8969.11 Referee fee’s 1354.00 Training 1847.20 Fines 75.00 Registration fee’s 222.50 Pitch Fee’s 1040.00 Course & CRB 2616.00 Sundry items 4725.32

TOTAL 20849.13

PROFIT/LOSS -4149.26 BALANCE FORWARD 10764.01

TOTAL FUNDS 6614.75

The above accounts reflect our continued investment in the club, specifically in the training and Welfare side where some extraordinary costs were incurred. We notionally made a loss last financial year but our reserves allowed us to continue our investment regardless of this. We are still the least expensive club in the local area although we might need to review our subscription fees moving forward to ensure that we can top up our reserves.

4. Welfare Officers’ Report

Volunteers all CRB checked and up to date – all L1 in place – significant expenditure was invested in the 2014/15 season. FA Licences Coaches Club – Free to join (sign up on website with the only commitment being to renew annually and to have their card available – it requires 3 hours of CPD to be completed per annum). Link to be provided to all managers to ensure they comply

5. Sport Provision Update Ryeish Green will commence drainage in Summer 2016 – The 3G will be in place for beginning of 2016/17 season. There are still discussions regarding the development and provision of the sports hall. WDC have been approached by 4 separate organisations including SPC + 4 others (Oakbank School is one of them with Bulmershe Gymnastics, Rockets Basketball team is another). Not sure what form the pavilion will take place but this will be finalised but car parking is part of the deal

Hockey is a potential new sport to be introduced but again nothing confirmed.

6. FA Charered Standard Club Update SWFC have maintained their FA Chartered Standard accreditation – we are close to be able to achieve the next level up which includes provision of a men’s team.

7. Pitches/Referee Update Bottom line is we need more referee’s. The club will pay for official courses and EBFA registration and parents can register on the EBFA as a referee which is especially suitable for the lower age group teams. We need to advertise to parents what is possible via circulation.

1 x U7 – 5-aside Recreation Ground 3 x U8 – 5-aside Riseley Ground (2 Pitches available) 1 x U9 – 7 aside Lambs Lane 3 x U10 – 7 aside Lambs Lane 1 x U11 – 9 aside, Ryeish Green (Need to resolved as league has registered 2 teams) 1 x U12 - 9 aside, Ryeish Green 1 x U13 - 11 aside, Ryeish Green 1 x U14 - 11 aside, Ryeish Green 1 x U15 - 11 aside, Ryeish Green (From October moving to Swallowfield)

Allocation of pitches and referees can be consolidated and their use made more efficient – Matt Thomas as acting Fixtures Secretary will investigate and look at this in more detail.

Need to resolve U11 situation with Aaron Maslen – Matt to send email and cc Secretary as will need to sort this out ASAP with EBFA.

10th September is Registration Cards Evening at EBFA – recommended that all manager go and they sit at the front of the meeting as when you collect cards it’s a massive bun fight.

Every last Wednesday of the month every month – 8pm start will be published on website.

8. Election of Committee Members Club Jon - Lisa/Jim Treasurer Jim - Lorraine/Cleve WelfareWarran - Cleve/Jim Chairman Cleve - Jon/Lorraine Chartered Std Lisa - Lorraine/Jim Procurement Chris W – Jon/Cleve Volunteer Dan/Julie - Jon/Lorraine (with commitment from Julie that she would be able to attend committee meetings

Football Development Officer ?? Fixture Secretary School Liaison Officer/Community Liaison Officer

Tuula McClatchie is interested in taking on some role of some kind.

Helen Fearn – Getting to know the club – volunteer/communication get together – Lorraine Sutton as Communications Officer to ensure newsletters and the like work better – especially with improvements of the website including distribution list of minutes. The committee understand that the overall communication is a weakness and we are looking to improve this. AOB 1. Compressor at Ryeish Green? Chris Wicks to investigate and check overall viability 2. Early Pre-Booking of Facilities for Training in December-February when the weather is poor? Chris to do based on current training schedule a. Thursdays is an issue/challenge between 6-7 b. £300 per team allowance c. Options on Willink, Maiden Erleigh and Goals

3. Verges – will only cut one side – challenges and 4. Mobile Numbers – as method of SMS through Hotmail!? To investigate? 5. Wednesday Coaching of Ladies team – Trevor might be available as a possible solution 6. Floodlights – Options on Riseley – check with Liz at Swallowfield PC to see whether that is something they could consider.