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Date: Thursday 4th July 2002
Venue: Boardroom, Worthing Football Club, Woodside Road

Present: Paul Allison (PA) – Chair & Minutes Steve Barrett (SB)
Mike Way (MW) Steve Storey (SS)
Emma Storey (ES) Roger Johnson (RJ)
Belinda Jones (BJ) Pauline Dunn (PD)
Pete McGinn (PM)
Apologies: Helen Bowater (HB)
Absent: Peter Shaughnessy (PS)

1 Apologies

1.1 HB sends her apologies, as she is involved in a Work social event. PA to minute.

1.2 PA advised that he has been unable to contact PS. A message has been left.

2 Minutes of previous meeting

2.1 (2.2) Notice Board – SB advised that he has almost completed the notice board for the exterior of the Matchday Office. PD advised that she has been unable to contact her Manager regarding the use of the display case due to holiday – carried forward. PD

2.2 (4.1) Agreed to discuss Constitution in section 3 below.

2.3 (4.5) MW spoke with the Bank and obtained the relevant forms. PA to sign and pass to SB. SB will then take the forms back to the Bank PA/SB

2.4 (5.2) PA advised that the Kit Launch evening will now take place on Thursday 11th July. PA will have more details next week when Jools returns from holiday, although the club have assured PA and SB that shirts will be available for sale on the night. The club have kindly agreed to donate the proceeds from admission (£1 adults, 50p kids) to WFCSA.

2.5 (5.3) PA advised that it will not be possible to sell tickets in Worthing town centre due to the need for a street trader’s licence. RJ and PA will speak with Jools at the Kit Launch evening to finalise arrangements. RJ to speak with Ian Fowler regarding fixture list cards PA/RJ

2.6 (5.4.1) PA advised that all relevant information has been sent through to Steve Wyatt for publication on the website. RJ suggested that PA also speak with Alastair McKail. PA

2.7 (5.4.2) HB is awaiting contact details from everyone. Agreed to pass these details on at the end of the evening. HB will then compile a contact list. All/HB

2.8 (6.1) PA has informed Steve Wyatt of the membership fees for next season.

2.9 (6.4) PA has mentioned this to Morty Hollis, but this is pending a full board meeting. Carried forward. PA

2.10 (6.5) SS has made agreed changes to the constitution. See section 3 below.

2.11 (6.6) All agreed that the WFCSA logo (lower case in courier new bold font) is acceptable. SS suggested the possibility of running a logo competition later in the season, possibly for younger members. All agreed to order 250 cards.· HB to use this to design membership cards and obtain quotes. · ES advised Council print unit may be able to provide a quote. HBES

2.12 (7.1) Initial merchandise ordered. Keyrings and badges already paid for by PA, who has receipts.

2.13 (7.2) PA advised he has taken delivery of 100 bottle-opener keyrings. Discussed further under Section 5 - Merchandise

2.14 (7.3) PA advised that t-shirts cannot be ordered until the league fixtures have been published. Discussed further under Section 5 – Merchandise.

2.15 (7.4) PA advised that 200 badges have been ordered and should be delivered within the next week in time for the Brighton friendly.

2.16 (8.1) PA advised that he has ordered 200 black-out cards. The company involved (Stubbs Tickets) are awaiting supplies but have sent through 5 cards to tide the Association over.

2.17 (8.2) Fundraising added to the agenda under Section 6.

2.18 (9.1) BJ advised that she has spoken with the Trophy supplier and has obtained a catalogue. PA asked for volunteers to decide upon an appropriate trophy for the SA Player of the Month. BJ, PD and ES volunteered. BJ/PD/ES

2.19 (9.2) MW and PA have spoken to the Club regarding Andy Beech’s sponsorship and it was agreed that WFCSA can do so. No payment has been made as we are awaiting confirmation on the 2002-03 figure. Carried forward for MW to arrange payment. MW

2.20 (9.3) Matchball sponsorship – to be discussed under Section 7 – Other ideas.

2.21 (10.1) PA advised the club are still in the process of arranging floodlight installation, from which the electricity connection will feed. Carried forward.SB advised that he has provisionally secured the loan of a Tea Urn, subject to electricitySB advised that he has secured the loan of a Cash & Carry card in the short term, with a view to ordering one in the near future. PASB

2.22 (10.2) Promoting WFC & WFCSA – to be discussed under Section 7 – Other ideas.

2.23 (10.3) ES advised that she will be able to advertise WFC games and WFCSA events on the West Sussex CC intranet site.

3 Constitution

3.1 SS advised that he has incorporated the changes discussed at the last meeting, and requested that someone proof the document before it is sent out. RJ offered to do the photocopying, and PA and RJ will proof read. PA/RJ

3.2 PA recommended that the date of the Annual General Meeting be changed to April/May (after the next AGM in August), so that any incoming Officers or Committee Members have the benefit of the summer to aid organisation and planning before the new season. All agreed. SS to amend prior to forwarding through to PA/RJ. PA/RJ

4 Upcoming events & AGM

4.1 PA advised that he plans to write to all of last season’s membership to invite them to the AGM and include a copy of the proposed constitution and a membership renewal form. RJ offered to photocopy this with the Constitution.· PA to write the letter and email to RJ· HB to design the membership form and email to RJ· RJ to photocopy and pass back to PA at the Lit Launch evening. PAHBRJ

4.2 The date of the AGM in August was discussed and all agreed a weekday evening would be preferable to a matchday. PA checked a list of dates with the Club and all agreed on Tuesday 13th August. PA will ensure that this is included in the letter he will draft. PA

4.3 All agreed that every Officer/Committee member must retire at August’s AGM, as per the previously approved constitution.

4.4 PA advised that quiz and race nights have been suggested as potential social events. RJ also added a casino evening. All agreed a quiz night was probably the easiest and cheapest to arrange. PM advised that he has a quiz program on his PC and will provide sample questions to PA. PM

4.5 The idea of a Christmas Social event was discussed, including the possibility of a disco and/or karaoke. SB advised that he may be able to help source the catering. RJ and SS will consider the options. RJ/SS

5 Merchandising

5.1 PA outlined the different quotes received for t-shirts and that two companies had been short-listed. It was agreed to go with Broadwater Sports Embroidery, as they are local and can provide a higher-quality product with a lower minimum order. PA to place order when fixtures available. PA

5.2 The following prices for WFCSA merchandise were agreed by the Committee:· Badges - £2 to members, £2.50 to non-members· Keyrings - £1.50 to members, £2 to non-members· T-Shirts - £10 to members, £12 to non-members

5.3 PA suggested a Pre-Season special offer of members prices to all. All agreed.

6 Fundraising

6.1 RJ suggested setting up a 100 or 50 club, where participants make a monthly contribution (e.g. £10 standing order) for a cash draw. All agreed to canvass members at the AGM. PA

6.2 Other suggestions discussed included predict-a-score (similar to what Bognor do) and pontoon cards. All agreed that it would not be prudent for WFCSA to be exposed to any financial risk if prizes were guaranteed.

7 Other ideas

7.1 PA suggested that one possible way of welcoming home and away supporters to the ground would be to arrange for a ground plan to be made up. Carried forward pending funds and potential ground improvements. PA

7.2 SB advised that the chalkboard would be ready for the front of the Matchday Office, and this could be used to chalk up a welcome message in coloured chalk. All agreed.

7.3 PM and MW suggested formalising the use of the Matchday Office, possibly by way of a quarterly donation to cover running costs. All agreed to carry forward to look at WFCSA’s financial position following membership renewals.

7.4 Matchball sponsorship – carried forward pending details of cost etc. PA

8 Any Other Business

8.1 PM requested that a vote of thanks be recorded for everyone who gave up their time to assist the Football Club on the DIY days and throughout the summer, including Richard Terry who has worked hard on the Matchday Office. All agreed

8.2 All agreed that the Committee should meet again prior to the AGM. The next meeting will be on Thursday 8th August, 7.30pm in the Tavern for an 8pm start.