B. E. S. T.  A.G.M. DRAFT MINUTES

17th April 2008  

Venue:  Howard Room, Corn Exchange

                                                     Time:  7.30

Total Attendance 23

1. Opening

The meeting was formally opened by The B.E.S.T. Chairman Terry Pavey.

Minutes from the last AGM were approved (proposer Dave Timms, seconder Dave Garner).

Terry introduced Raj Mandel and Mark Brooks of the Bedford College Sports Academy.  They explained how they help develop Bedford youth in Sport by training youngsters, setting them on the road to relevant qualifications, and giving them experience via the college team and loaning them to other sporting organisations.  They explained that the football link with Bedford Town had ended because they had received a better offer from Kempston Rovers in terms of cost and facilities, and Bedford Town had not matched that offer.

2. Chairman/Secretary’s Report

A full copy of the report is attached and will appear on the Trust website.

3. Treasurer’s Report

Dave Timms advised on the following key points:

 £2050 had been donated to the seating Appeal during 2007. The reconsideration of the Conference decision on ground standards has meant that this money has not been used for the purpose it was raisied.  There was some speculation from the floor (Gerry Edmunds) that the money had either gone towards the clubs floodlights or been put in a separate holding account.  It was agreed that Terry should write to the Chairman of BTFC asking for an explanation and requesting the return of this money as it had not been used for the stated purpose.

£3000 had been donated by the Trust towards the Bedford Town Player Budget Scheme run by Richard Prew.  It was unclear whether the donation had been used for this purpose.  It was agreed that Terry would contact Richard Pru and the Chairman inorder to answer questions of due diligence raised by the Trusts’ accountants

AP3/1  Terry to write to the Chairman on point 1..

AP3/2 Terry to write to Richard Prew and the Chairman on point 2.

Motion to accept the accounts was carried, proposer was Karen Plunkett, seconder was Mel Sullivan.

4. Appointment of Independent Examiner / Auditor.

AP4/1 This matter has been deferred to a later meeting as Terry requested time to meet with the current auditor and discuss the handling of our account.

5. Election Results

It was announced that Dave Timms, Penny Young, Gareth Thomas and Terry Pavey were all in place on the Board of Society.  Terry advised that their was a current vacancy plus two people were required to be co-opted once a skills audit has taken place.

The Executive Board consists of Terry Pavey as Executive Chair, Gareth Thomas as Vice Chair, and  who is sharing Commercial with Terry; Penny Young who is Head of Football and Karen Plunkett as Head of Communcation. There are vacancies at Head of Admin/Society Secretary; Head of Finance; and Community.

Board of Society Vacancy

Tim Caswell was proposed by Dave Timms for this role and seconded by Steve Fish.  Tim was voted in unanimously.

6. Business Planning Programme

Karen Plunkett gave a talk about the need to include the membership in decision making and talked about the “Wave Process”,  an exercise which Karen has used successfully with many local authorities, which enables participants to focus on the  strengths and weaknesses of the organisation, and the threats and opportunities confronting it in reaching its objectives.  The exercise will take around one and a half hours, Karen gave out an open invitation for all members to attend.  The probable venue will be the Kings Arms Pub.

7. Aims and Objectives for 2009

Gareth Thomas thanked all those that had been involved so far both with the Steering Committee and the new Board of Society.  He outlined the basis of the Trust which is that it should be:

·        A non profit making mutual

·        Democratic and owned by the fans

·        Ready for at least some element of ownership and governance of the football club at the appropriate time

Gareth explained the advantages of the Trust in that they are backed up by Supporters Direct which has backing from the likes of the Football Foundation and the Minister of Sport.  Our Trust should also be able to apply for grants from such organisations as the Co-op.  Gareth also outlined how sole ownership could make a club vulnerable.

8. Resolutions

It was agreed by a sufficient majority to seek an Independent Examination of the accounts for the year ending 31/12/08, provided the turnover is within limits

9. Informal Session

An informal session took place where Terry answered questions and outlined some of the Trusts fledgling activities including Eagle Auctions (a process where members can donate items for auction with proceeds going to the Trust.  One of  our members Sylvester Motaln offered the donation of a Kruggerand during the informal session, and this was gratefully accepted.

The purpose of the Capital Fund was mapped out. It will be the main reservoir for all revenues in excess of that required by the Revenue Budget, and subject to strict rules of management. The Revenue Budget forecast was on show for information and comment.

It was confirmed that members renewal fees will remain at £5 per annum and £3 for elders.

However Members were encouraged to consider the offer of these fees been waived, in respect of a minimum £2 per month donation system by Standing Order. Several memembers signed up at the meeting. The forms are on the website at www.bedfordeaglestrust.com.

Summary of Action Points

THREE OUTSTANDING AP/S FOR MONITORING  3/1 – 3/2 and 4/1

The Bedford Eagles Supporters Trust

Chairman’s and Secretary’s Report. April 2008.

On July 30th last year the Trust Committee resigned en bloc, albeit for differing reasons.

 This followed calls for changes in the direction and organisation of the Trust that had been supported by Members and some Committee members, who attended AGM and EGM meetings in January and May 2007.  The motions put were passed by those attending, but defeated by proxy votes at the meeting in May.

Supporters Direct, our governing body, which the Committee had involved during March 2007, became concerned about a number of issues. Discussions between senior Committee members and Supporters Direct continued throughout the summer. Unresolved differences between the two groups culminated in the resignation of the entire committee on July 30th. This was announced on September 5^th 2007. It is important to reiterate that not all of the Committee members resigned for the same reasons, and that some are with us this evening actively supporting The B.E.S.T., and I hope others will accept this open invitation to them to remain members.

Prior to resigning, the outgoing committee gave over 80% of the Trusts money (£3000) to the Players Budget Fund. £1000 had also been collected from members and passed to the Club Chairman following his January 2007 appeal for funds for additional stadium seating to comply with new Conference league regulations. Following their resignation use of the Stan Maxey centre was handed over to the Supporters’ Club.

After the resignations, and following discussions with Supporters Direct, I applied to take control of the Trust in order to set up new and democratic elections.

Our Honorary President, Patrick Hall MP for Bedford and Kempston, agreed to meet with me, Having done so and spoken with ex Committee members, you will know from his personal letter to members on 13^th November that the new direction we have taken enjoys his absolute support.

A Newsletter was quickly published in November 2007 setting out the proposed directions, and sent to members past and present. Trust funds were not spent on this exercise, but £475.00 from income from a then new initiative, Eagle Auctions.

A Meeting of members and non-members was held on 5^th December 2007 at which it was agreed to continue, and 10 members agreed to form an Election Steering Group.

Sincere thanks go to the Steering Group, which oversaw a democratic process culminating in the automatic election of your current Board of Society, and progressed the work to make this AGM possible.

 With the enthusiastic support of a good number of fans; shareholders; ex committee members; current and new members of the Trust, and my current colleagues on your Board of Society and your Executive Board, it is pleasing to report that the organisation is moving forward.

At least one elected vacancy still exists on your Board of Society, and the Board is also now beginning to consider the necessary co-option of at least two more colleagues, once a skills audit has defined our needs.

There remain a number of posts to fill on the Executive Board, including Heads of Finance; Administration and Community. We are also interested in recruiting a Research Officer, and it seems only reasonable to admit that Dave Timms took the Treasurers post under severe duress from the rest of us – indeed we sat on him till he agreed - so anyone interested in that function do please volunteer, and Dave will bring the books around in the morning!

Person and Job Specifications will appear on the website quite shortly, but do have a chat with us to find out more if you are interested. All posts are of course voluntary!

At the January 2007 AGM it was estimated that there were 110 members of the Trust.  To date we have welcomed 41 new members since the New Year, and we are now dealing with 2008/9 renewals as they arrive in the post, by email or in your hands this evening

It is truly difficult to state current membership figures, as it became clear that a number of people signed up in March 2007, just prior to the EGM Meeting, and most have not been heard of since that time.  152 renewal notices have been sent out to you all, and we hope you will continue be an active member of The B.E.S.T.- and recruit others to join us.

Our purpose is clear. A Supporters Trust is an umbrella organisation with the ability to embrace and utilise the wishes and resources of fans; shareholders; businesses; political and sporting organisations for the benefit of our towns football club.

Your Board, and you as members of the Society will pursue a meaningful level of ownership and governance of the Bedford Town Football Club at an appropriate time, thus ensuring that along with the investment of supporters’ time, effort and money comes the real authority to share in decision-making.

In order to achieve this we will work with or alongside, any and all individuals and organisations that see the potential for a greater involvement of the whole community in the club, and of the clubs potential as a more vital part of the community. We may thus be one of a group of separate businesses and organisations on a future Club Board, or act as an umbrella organisation in which those other partners join us.

Our Trust must be democratic; honest; transparent in its dealings, and always seek to involve members; constantly educate us all on how the game is governed and run; and attempt to always have regard to the differing opinions within the community of people who wish to see Bedford Town Football Club as a vibrant and successful community club.

Its important to hang on to a vision of  the “community” as including the Club Board; the Supporters Club;  shareholders;  business; political and educational organisations; sporting bodies; grant giving agencies, and most importantly of course us – the supporters

Many of you as members of the Trust, are also members of the Supporters Club and the Players Budget Fund. That is an entirely positive thing, giving us all the opportunity to work to promote a growing understanding of each other’s roles, and to realise the massive potentials for the longer-term future of the football club.

It is the case that the Trust is currently unable to operate from within the club; purchase stadium or programme advertising, contribute articles to the programme, engage in public debate in the ground; be mentioned over the public address system; leaflet inside the stadium, or hire the facilities of The New Eyrie for Trust events. 

This is regrettable in some senses, because we remain willing to discuss with the owner how we might help achieve some return on his as yet unfulfilled property investment.

However, in football club terms, there are positives that result from our current exclusion.

It encourages us to look outward to the wider community for long term answers, instead of focussing solely on the loyal, but perhaps reducing band of regular supporters – and to develop a picture of the future, that is not dependent on the present.

Without moving from our objective of wider ownership for the Club and the lease of the ground, we must and will always remain willing and able to communicate with the Chairman should he choose to do so.

The key tasks for the immediate future are for us all to work to develop

-         A realistic Business Plan for the coming one, three and five years;

-    Positive  relationships with new and potential stakeholders

-         Improved ways of talking to each other and other stakeholders using new technology or traditional methods in imaginative ways

-         A programme of meetings such as this to ensure your maximum involvement

Our Head of Communications Karen Plunkett will tell you later about an immediate exercise designed to begin the Business Planning process – “The Wave” - and in which we hope you all feel able to be involved. (If it helps you to decide, please be aware that the session includes talking out of the top of your head, and meeting in a pub)

Our Vice Chair, Gareth Thomas will briefly set out other intentions and invite your comments.

Dave Timms will present the Accounts and update you on the current financial situation.

There are various exhibition boards around the room giving information. Ask any questions you like – argue – enjoy.

To those who are here tonight, and those who will follow and participate on the website or in other ways – thank you. Let us go forward together.

Terry Pavey

Terry  Pavey

Executive Chair

The B.ES.T.

B. E. S. T.  Board of Society  Meeting NO 2

3rd April 2008   19:30

Venue:  Bushmead Avenue, Bedford

Present                                                      

Terry Pavey (Chair)                                                      Steve Fish (M Sec.)     

Penny Young

Dave Timms

Gareth Thomas

Minutes From the last meeting

Minutes from the last meeting were approved.

Action Points

Of the 12 action points raised at the last meeting all were successfully completed except for the following:

AP1/3 The board agreed to take up full package of public liability insurance and this is going to be further pursued by Terry.  TP ONGOING

AP1/5 Circulation of Code of Conduct and Confidentiality rules.  Gareth presented the code of conduct at this meeting, but has agreed to modify it to allow for Board signatories on the document, and a link to the disciplinary model rules of the society. GT ONGOING

AP1/10 The pitch offered for participation at the River Festival was unacceptable, and as a result this line of inquiry is now DISCHARGED.

CAPITAL FUND

A discussion took place regarding the Capital fund and this concept is going to be presented at the forthcoming AGM.

CODE OF CONDUCT

Gareth discussed the matter in line with the above Action Point 1/5.

DRAFT REVENUE BUDGET

Run through given by Dave Timms, this item will be presented at the AGM.  The forecast is in the region of £4,500

COMMUNICATIONS STRATEGY

 This is matter is deferred until the next meeting.  AP 2/1 Terry Pavey to resend comms strategy as this is quite detailed.

AGM

The board finalised the plans for the AGM.

AP 2/2 Steve Fish and Dave Timms to check people in on the door at the AGM.

COMMERCIAL OPPORTUNITY

A small commercial opportunity was discussed requiring minimal investment.  

AP 2/3 Terry Pavey agreed to privately pursue and fund a Multi Level Marketing Exercise on behalf of the trust. 

MEETING CLOSED AT 9PM

SIX OUTSTANDING AP/S FOR MONITORING  1/3  1/5  1/10  2/1  2/2  2/3

NEXT MEETING AGM  17/04