Minutes of Part A of the Board of Society Meeting held at St James’ Centre on Thursday, May 17, 2007, commencing at 6.55pm.

Present: Denise Watts (Chairman), Trevor Manley, Adrian Hitchcox, Rob Doidge, Christopher Phillips, Ian Jubb, Pete Martin, Tony Badcock, Martin Lawrence, Helen Bigwood, Neil Le Milliere and Damien Mills.

Officers: Tony Boston, (Secretary) and Nigel Banks (Treasurer)

No non-BoS Trust members attended.

A/07/40 Welcome and Apologies for Absence:
Apologies for absence had been received from David Treharne.

A/07/41 Minutes of the Meeting of April 16, 2007:
Thanks were expressed to Martin Lawrence for producing these.
The minutes were signed by the Chairman as a true and fair record of the meeting.

A/07/42 Matters arising from these minutes:
a) Regarding A/07/35b), there had been no Club Board Meeting since the last BoS Meeting.
b) Regarding A/07/39a), Ian Jubb thanked all his helpers.
c) Regarding A/07/38b)(iii), it was reported that Pete Martin and Martin Lawrence had volunteered to look after the database and Pete Martin asked if this would change Tony Boston’s mind about resigning. In response, Tony Boston said that he had not yet finally made up his mind one way or the other.

A/07/43 Chairman’s Business:
a) Denise Watts said that she thought that Joint Boards meetings were a good idea and were very useful. There was total agreement from the BoS and it was agreed to have such a meeting before every BoS Meeting.
b) The meeting requested that we send a vote of congratulation to the team and Denise Watts agreed to write accordingly. Action DW
c) There was some discussion regarding the new away shirts These would be dealt with after the end of the season as SHO had been rather busy recently on the merchandising side preparing Wembley memorabilia. It is thought that after this, a new stock of home strip would be delivered together with the new away strip.

A/07/44 Secretary’s Business:
a) It had previously been agreed that reports from sub-Boards would be submitted to the Treasurer at least 1 week prior to meetings and Chris Phillips suggested that this be extended to include the Chairman, Secretary and Treasurer. After some discussion, this was agreed.
b) Tony Boston asked what the position was regarding the candidate for Chief Executive and Neil Le Milliere responded that he was still waiting to discuss the position with Mike Cooper.

A/07/45 Treasurer’s Business:
Nigel Banks suggested that, as most of his involvement comes through the Finance sub-Board, there was no necessity for a separate item on the Agenda and he would report through the Finance sub-Board. This was agreed by the meeting.

A/07/46 Reports from sub-Boards:
a) Finance:
i) Chris Phillips had submitted a draft budget for the Trust and expanded on this.
He said that the income figures are based on recent figures produced by Nigel Banks. The expenditure figures included the Trust’s contribution at its current level together with a financial payment to the Chief Executive at the same level as the Secretary received. Additionally, the Trust would shortly be needing some equipment and there was an item of £35,000 for this.
It was also mentioned that there was a possible payment out in August of £23,000 for the repayment of money loaned to the Club some 5 years ago. Chris Phillips said that there was sufficient funds in hand to pay off everyone who asked for it. Chris Phillips and Nigel Banks would be writing to David Treharne to confirm this figure. Action CP/NB
On the basis of the Budget, the prudent forecast was for the Trust to have £16,000 in hand at the end of the next financial year.
Nigel Banks said that the £9,000 per month contribution to the Club was set up by Standing Order and it was agreed that he should stop this. Action NB
Rob Doidge said that we should have seen the last account from the Club, together with their budget. He said that the Trust should ensure that our reserves be built up to cover any unforeseen expenditure.
Denise Watts then proposed “That the last contribution of £9,000 from the Trust to the Club should take place in May, 2007 and the Standing Order be amended from June 2007 to agree with the forecast produced by Chris Phillips.” This was seconded by Neil Le Milliere and carried by 11 votes to 0, with 1 abstention.
ii) Chris Phillips reported that Steve Williams did not want to form a Finance Board, but just work with Justin Quick. He asked that he be shown the monthly reports to the Board and Denise Watts said that she would take this to the next Club Board Meeting. Action DW
iii) Nigel Banks reported that he had now set up the Bank account so that we had access to it over the Internet. After some discussion, it was proposed by Neil Le Milliere and seconded by Helen Bigwood “That Chris Phillips, Martin Lawrence, Pete Martin and Nigel Banks should have access to this account.” This was carried by 9 votes to 0 with 3 abstentions.
iv) Neil Le Milliere asked fo a breakdown of our membership on a geographical basis. Action TBoston
v) Rob Doidge said that the Club’s Budget for next season had been expected at this meeting and Denise Watts said that the Club Board Meeting was not being held on May 25. Rob Doidge emphasised that the Trust should have an update every 3 months.
vi) Nigel Banks reported on this months figures and said that there had been a surge in membership and more was expected in May. He also mentioned that David Treharne had been paid £305 for various trophies.

Having been proposed by Rob Doidge and seconded by Neil Le Milliere, the report was approved.

b) Operations/Community:
Tony Badcock said that he had circulated revised Terms of Reference, but had nothing to report.

c) Football:
Rob Doidge said that he had nothing to report. He said that he would like a second trustee to serve on this Board, whereupon Trevor Manley offered. This was agreed by the Meeting.

d) Commercial:
Pete Martin said that he had nothing specific to report as there had not been a meeting of the Club Commercial Board.

A/07/47 Any Other Business:
a) Tony Boston said that David Treharne had circulated the suggested aims of the Charity, but, in his absence, discussion was deferred to the next BoS Meeting.
b) It was proposed by Helen Bigwood “That the Board of Society formally approve the merging of the Operations and Community Boards and also the merging of the Commercial and the Fund-raising Boards.” This was seconded by Trevor Manley and carried unanimously.
c) Denise Watts mentioned the Club’s Gala Dinner and said that there were still vacancies if any member of the BoS wanted to attend.
d) It was noted that it is intended to refund the £3 administration fee (from the sale of Wembley tickets) to priority members when things die down a little.
e) Tony Boston said that he wanted a longer lead time into the AGM this year as he did not want the same time problems as occurred last year. Neil Le Milliere mentioned that we could not fix the date of the AGM until the fixtures are out for next season as the AGM should be held on a home matchday.
f) It was agreed to invite Alan Ball’s son to the Exeter City v. Southampton pre-season friendly. Action DW
g) Tony Boston agreed to write to Dacre Holloway to thank him for the tour of St James’ Park. Thanks were also expressed to all the people who had helped, in whatever capacity, with the arrangements for the Southport, Oxford United (both home and away) and Wembley games and also in the shop. Action TBoston

There being no further business, the meeting closed at 8.55 pm.