fficers Present Apologies
Mike Alderson – Chairman / Secretary
Ian Yearsley – Treasurer
Mike Jennings – Tickets
Dave Shenton – Travel
Julian Boodell – Publicity & Promotions
Rory McNulty – Membership / Website
1. Approve Minutes of last Meeting
Minutes from the last meeting were approved by Mike Jennings and Seconded by Julian Boodell.
2. Matters Arising from minutes of last meeting
None
3. Membership
In accordance with the fee scale agreed at the last meeting, Ian will advise all existing members how much their membership fees will be for the coming season.
Membership fees for the current season must be received by 19th September. Communication re match tickets and travel will continue to be sent to all existing members until this date.
We will issue a start of season communication to all members with a target date of 1st September. The communication will set out how membership, travel and tickets will be dealt with in the new season. All committee members will contribute to the communication as necessary and pass to Mike A to edit. We will send the communication out by e mail and letter. Dave will ask regular traveller Oli Duerden if he can help with getting the communication out. Enclosed with the communication will be club badges and application forms to ensure we have up to date details for our members.
Ian will redistribute up to date membership list to all committee members.
4. Tickets
Dealing with ticket requests for members is becoming quite an onerous task and Mike J advised that he has just had to take his chances in the telephone queue with all other supporters when tickets have gone on sale. The committee agreed that he should ask Stoke if they could recognise our status as an official supporters club and ring him when tickets go on sale.
This season Mike will only be buying tickets for members and he will set out his requirements to ensure the process is as smooth as possible in the communication.
Mike will be on holiday for first two weeks of September; Dave will cover the ticket officer’s position during this period.
5. Travel
Julian asked the question whether we had insurance coverage on our mini bus trips to cover against any liability arising from personal injury. Dave will check the position with Hareclive. (The Hire Company that we use) If no cover is in place we will obtain quotes for appropriate cover and debate at the next meeting.
Julian will ask the Southern Supporters Club for detail of any insurance arrangements that they have in place.
The committee agreed that space permitting Non members can travel on officially organised transport but it will be at a premium to the rate charged to members.
6. Finance
Ian advised that there is presently £564 in the Bank, but from this we need to pay £160 for badges.
7. Promotions and Publicity
New Badges have now been received and will be distributed with communication.
Rory will enquire about the cost of a South West Stokies “Barmy” Flag and report to the next meeting.
Rory advised that our website has limited capacity and more can be added to the Facebook Group site that we have. He will add photographs from recent events to the facebook site but point the way there from the South West Stokies website by way of a hyperlink.
8. Social
The planned summer event in Weymouth went ahead on 11th July, with about 20 Stokies meeting up during the course of the day and evening in poor weather conditions.
A further social night at the Dog is to be arranged for Friday 13th November. This time we may organise a buffet. Mike A will ask the pub to provide a price and report back to the next meeting.
The committee again discussed the potential for a meet the manager night. We felt that at this time this may be too ambitious an event to organise but agreed to reconsider the matter if Stoke were to have a fixture in the South West or if and when membership numbers are sufficiently strong that we could be confident that such an event will be well supported.
9. Any Other Business
Julian advised that he had received a communication from the fans forum asking if we would like to have a representative on the forum. Mike A previously represented the club on the forum and the committee agreed that ideally we would like to be represented again but were concerned that geography might make it difficult to regularly attend.
The committee agreed that Julian should respond and advise that we would like to attend when possible and that we should like to be advised of all meetings and included in all communications.
10. Date of Next Meeting
To be advised. The next meeting should be preceded by the AGM.
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