Summary of the Minutes of PST Board meeting held on Monday 30th March
2015, held At Snows Mini, Eastern Road, Portsmouth at 18.00.
Present: Board members - Ken Malley (KM), Pam Wilkins (PW), Mike Saunders
(MS), Ashley Brown (AB), John Kimbell (JK), Tom Dearie (TD) and
Mark Trapani (MT) from 19.00.
Secretary - Mark Farwell (MF) and Membership Secretary – Steve Hatton (SH)
Actions from meeting
i. AB to find out what the leases are in the PCFC accounts page 20 section 15.
ii. JK to find out the cost of sponsoring the under 11 team.
iii. All to think of ideas to take the Academy sponsorship idea forward.
iv. All to get quotes for the Wall of Fame.
v. MF to rewrite the PST Board Membership and Conduct Policy.
1. Apologies – Steve Tovey (ST), Olly Birch (OB), Dan Fearnley (DF) and Jo Collins
(JC).
2. Minutes of previous meeting, 23 February 2015
Section 6 – Treasurer’s resignation letter – KM said that in a future situation the PST
rules should be adhered to.
It was proposed by TD and seconded by AB that the minutes of the PST Board
meeting held on Monday 23rd February 2015 should be accepted as a true record.
Carried nem con
3. Matters arising from the minutes
i. DF’s father does not want to take over as treasurer.
ii. OB has been co-opted to the PST Board. MF will update OBs contact details.
iii. The Hall of Fame dinner – PST paid £350 for tickets. £280 has been collected and
paid in. There is £35 to collect from PCFC for use of a spare ticket, and PST had
agreed to pay for Tony Foot’s ticket.
iv. The PST accounts and rule changes were received and officially registered by the
FCA.
v. DF has not yet sent SH details of the members who say they are not receiving email
renewal notices. SH sends out email renewal notices once a month. 300 members
have not given email addresses so SH is unable to contact them when their
membership expires.
It was agreed that PST will pay the postage costs for SH to write to those, without
email, whose membership has expired in the last 12 months.
4. Correspondence - MF
i. The Society and FCA [Mutual Societies Annual return – AR30] and registration of
new rules (23rd February 2015).
MF has sent the Accounts and new PST rules to the FCA.
ii. Resignation of Mick Williams from the Society Board effect the 27th February
2015. (4th March 2015) MF notified Verisona, TaylorCocks and PCFC of Mick’s
resignation from the PST board.
iii. Appointment of John Richard James Kimbell by the Society Board to serve on the
Club Board of Portsmouth Community Football Club Ltd (13th March 2015).
MF notified Verisona, TaylorCocks and PCFC of John’s appointment to the PCFC
board. (Subject to the FPPT which JK has passed).
iv. PST Statement of Clarification (20th March 2015). This was posted in MF’s name
although not written by him.
5. Request from the PST board to convene an ‘Open’ General Meeting.
A number of members have called for a general meeting. This is not sufficient to meet
the Society rules requirements to hold a Special General Meeting, but the PST board
agreed an open meeting is needed.
An open meeting for PST members and shareholders only will be held on
Tuesday 21st April at 18.30.
6. PST post Mick Williams
AB had added this item to the agenda because he thought there might be a need for a
clear the air discussion. KM thinks this will come up at the open meeting.
AB said in reality both things are very straightforward. ST admitted the accounts were
late, which was an embarrassment; he admitted publicly that it was his fault and
resigned as treasurer. An official written resignation from the board was not received,
although he had suggested it to the chairman. The board had discussed it and the
decision was made not to take disciplinary action as assurance had been received that
ST would not stand for election. ST had wanted to see out projects he had started.
AB said when it was known MH did not need the money for legal fees PST had asked
for it to be returned, which ST had set up as monthly payments. MH has continued
paying.
JK asked if we need any agenda for the open meeting or should it just be a Q&A.
AB suggested ideas on the forum. JK will just send out a ‘save the date’ notice.
7. PST Board Membership and Conduct Policy- MF
i. Draft Social Media Policy (Guidelines)
MF said he had drafted this policy using the ACAS framework and MT’s comments
on the forum, which are based on the PCFC policy.
AB pointed out the words ‘employee’ and ‘employer’ needs to be changed.
The policy will need reviewing in order to make it fit for PST. MF will re-write the
policy to suit PST in legal terms before the next board meeting.
TD felt that some of the youth committee might struggle with the social media policy
as social media is part of their lives. MT said anyone who is part of the PST board has
to abide by the same rules.
ii. Duties of Secretary (Rule 13.1)
MF had put in the duties of the Secretary how we as a board should communicate
with people outside PST. He felt he should be more forthright on how he advises BMs
on communication.
iii PST Board Membership and Conduct Policy [10.4 and 6.2 and 6.3]
Rule 10.4 said that people leaving the PST board should return all property of the
Trust, including papers, files and electronic documents. Some BMs felt it
unreasonable to return electronic documents. AB suggested if this rule were enforced
it should be said that all PST emails etc should be destroyed rather than returned and
that in future anyone resigning should be reminded of this rule.
8. Appointment of Treasurer
KM has spoken to Geoff Paul and suggested he takes over as treasurer until the end of
the current financial year, when a decision can be made on whether he will continue.
Geoff lives in Northampton so would be unlikely to attend all board meetings.
Since speaking to Geoff, KM has heard from Simon Colebrook who has also
volunteered as treasurer. Simon lives locally.
PW pointed out that as Geoff is in Northampton, someone would still need to collect
and deal with the PST post and payments locally.
TD said some of the share direct debits are now completing and he needs the
paperwork from ST to complete and send out share certificates.
TD suggested that there should be a monthly update of the accounts so that they
would never be more than one month behind.
MS suggested Geoff should take over until the end of the financial year and then the
situation can be reviewed.
The treasurer does not have to be an elected board member.
SH said the accounts need to be finalised by 30th June 2015.
Both Geoff and Simon are willing to act as treasurer in the long term
It was proposed by MS and seconded by PW that Geoff Paul should be asked to
get the accounts straight for the end of the financial year (30th June) at which
time a decision will be made on whether he will continue.
Carried by a majority. 3 for, 2 against, 1 abstention.
[NB. MT had not arrived at the meeting when this vote was taken]
KM will speak to Simon and let him know of this decision and point out he does not
have to be a board member to be treasurer.
9. Strategic planning (update)
MT’s planning strategy group had met on the 12th March. MT, Scott McLachlan,
Steve Higgins, Andrew Harmer, Richard Thompson and Robin Pace had attended.
MT said some good ideas had come out of the meeting
PST needs a clear strategy going forward to demonstrate that it is worth supporting.
Clarity is needed on what ‘community’ means in the context of both PCFC and PST.
There were questions over whether there were any more supporters who would buy
shares at £1000.
There had been a debate on why people do not join PST.
There was discussion on the Golden Share.
There was discussion on the lack of female involvement on both the PST and PCFC
boards.
When reserved matters need to be voted on and who is eligible to vote.
The motives of the Presidents had been discussed.
MT felt he had dispelled a number of myths and concluded that there is a lack of
knowledge amongst shareholders and fans on what they own, who they have invested
in and how it all works. MT felt a brief document to clarify this would be useful.
He felt there is a genuine fear of the Presidents and their motives but is not sure if
exposing the Presidents to a wider audience would help.
There is another meeting on the 16th April prior to the Snows Football Hour, which
BMs are welcome to attend. The group needs to decide how they move forward as
part of the AGM motion remit.
TD did not think the Presidents want to be more visible, but people should know that
some of the Presidents put money in to keep the Club alive without any guarantee
they would get it back. He said they would be happy to have a section on the PST
website with their profiles. AB suggested having a brief piece about each of them in
turn rather than one feature, perhaps starting with Eric Coleborne.
MT had asked if the group felt PST had a big enough voice, what it stood for and
what it should stand for going forward. None had been sure but felt PST should stand
for something..
TD said we need to evolve and decide where we are going.
MF has written up the notes from meetings with Greg Brown.
JK and MT felt that PST is a bit rudderless at the moment and suggested we should
‘hang our hat’ on an element of the football club, maybe a strong affiliation with the
Academy so that we have a stake on the future of the Club. A lot of thought needs to
be given to this before we make it public. The Pompey Lottery money goes to the
Academy.
AB suggested picking a young player then following them through the Academy.
TD suggested if PST sponsors one player we could pay for their travel expenses,
boots, kit etc. The problem is there is no guarantee they would be successful.
TD said we could support the youngest team, the under 11s, and following them
through. MT thought this would give focus and help shape the Club future.
MT suggested a sub committee to think of ideas and work out the costing with TB and
MC. It could then be ready for the start of next season.
MT suggested the EB should think of ways to take this idea forward.
AB suggested asking members if they would like to contribute and perhaps use some
of new member’s fees towards it.
TD will put details on the forum for discussion.
JK will get a rough idea of the cost of putting this package together.
JK will find out who the new Jobsite rep is and see if they are willing to sponsor PST
again.
10. PCFC Accounts - AB
MF provided copies of the PCFC accounts to year end June 30th 2014.
MS and KM asked what the leases are on Page 20 section 15. AB will find out.
AB and MT both said there is nothing in the accounts that concerns them.
It was proposed by MS and seconded by TD that the PST Board should ratify
the PCFC accounts.
Motion carried nem con
11. Wall of Fame
AB asked if anyone had a quote, no BMs had obtained a quote. AB said we need to
get this done as it has been dragging on too long. MT said the panels must be
laminated to make it weather proof and the brick wall may need rendering before the
panels are fixed. The company MT uses are not interested.
All BMs to look at ideas and prices for the Wall of Fame.
12. Future meeting: Shareholders/Members/Public
As already discussed, there will be an open meeting on 21st April, a shareholders
meeting in early May, plus a pre-season meeting, details tbc, once pre-season fixtures
arranged. The AGM will be towards the end of September.
Suggested agenda for Open meeting on 21st - Positives, ideas to take PST forward,
Q&A. AB suggested a section on the forum for agenda ideas.
13. Living wage
MF said a Southampton Labour MP has written to Iain McInnis re PCFC adopting the
living wage policy. AB did not know if Iain had replied.
AB & MT said the reality is that PCFC cannot afford to pay the living wage to casual
catering staff. The only way to afford it would be for the money to come off the
playing budget, from sponsorship or by getting rid of the Academy. Full time staff
are a different matter and it is hoped they will all be on a living wage.
14. End of Season dinner (27th April)
PST has a table held for the end of season gala dinner on the 27th April.
TD, DF, MS and PW are unavailable as the York2Pompey bike ride starts the next
day. MT is on holiday.
15. Other Reports and plans
i. Communications (JK)
As JK is now on the PCFC board he will not have time to deal with all
communications as well. He did not feel he should be spokesman. AB suggested the
chair, KM, could act as spokesman. JK said there is an interview each week with Jeff
Marshman at The News. JK said he will still write the PST programme notes and deal
with social media and the website. JK suggested that MF should be able to post
articles to the website, which TD & KM also have access to.
ii. Community & Fundraising; York2Pompey Bike ride (TD)
The bike ride has so far raised £15,132.
iii. Membership Secretary (SH)
Membership at 21st February, 3720 Full members + 50 junior members
1198 paid up adult members, 941 memberships that have expired
2424 ‘Primary’ shareholders (Trust members) including 48 incomplete direct debit
purchases and Tifosi shares.
The share checking process has been completed as far as is practical.
There are a number of discrepancies that need clearing, they have been referred back
to Verisona and are awaiting a reply.
SH said there is a problem in that 50-60% of members are not reading their emails.
The change of share ownership form should be on the website. MF is dealing with
three changes with probate.
iv. PST Secretary’s report (MF)
The accounts were sent to the FCA on the 23rd February and the new rules have been
registered.
v. Stadium (MS)
The planning application for the new pitches at the training ground has been deferred
and will probably not go to the planning department until after the election.
Clare Martin has been involved from the community use aspect.
Even if planning were to go through now there would not be time to get the pitches
ready for the start of next season.
AB pointed out that the money has already been raised for the pitches.
vi. Treasurer’s report
No report
16. Any other business
i. Badges - SH asked if there are any of the original PST badges left. PW said she has
sold out. AB will check if he has any left.
ii. Golden share – AB said he had put details on the forum but there have been no
comments. TD and KM are meeting with the Presidents on 6th April to discuss this.
iii. DCMS group – AB said an interim report has gone to the DCMS. Jo ManningCooper has talked it through with the Minister of Sport and recommended the areas
they would like to investigate further and take forward. AB will ask Jo M-C if he can
give more information to the EB. A full report will be sent in November.
The PL and FL will see the interim report at their AGMs in the summer.
v. Youth group – KM said the group has had a few meetings and is very keen to set up
the Blue Bloc section, which they would prefer to have in the eastern end of the North
Upper, near the Milton End, so they are not lost in the noise from the Fratton End.
MT and MS said the seats in that section are empty for safety reasons.
KM will ask OB to put the details on the youth section of the forum. OB is pleased
with how things are going and is keen to get the Blue Bloc set up. He has done a lot of
work in getting contacts at the University, but they need an offer to sell tickets to
students, possibly a student season ticket for term times only. KM suggested an offer
for individual games, but this would have to be offered to away fans as well. OB
should talk to Fred about offers.
KM suggested co-opting Hayley Newell to the PST board as well. She may be going
to university in Nottingham in September but KM felt she would be a useful addition
to the board. AB asked whether if they are co-opted they will have to stand for
election, MF said they would. KM is encouraging youth group members to stand for
election.
KM proposed co-opting Hayley Newell to the PST board
Carried nem con
KM will speak to Hayley.
v. TD pointed out it is 3 years today – 30/3/2015 – since the launch of the share offer.
AB suggested this could be part of the news story about the PCFC accounts, which
needs to go out early tomorrow. (1st April).
.