committee3

Committee Meeting

Date & Time: Wednesday 11^th January 7:00pm

Attendees: Lee Dolby, Kevin Gibson, Stephen Lock, June Lock, Bob Potts, Harry Tidbury

Location: Durham WFC, Maiden Castle

Meeting Purpose

• Committee Meeting

Meeting Minutes

Jan 11th 2023 meeting open 7:10pm

Confirmation of Official DWSC stationary
We opened the meeting by discussing the status of the items we have already created/setup.
Lee confirmed that the minutes are uploaded to the website and a link is under the News section for all to see.
There is nothing secret or private from the members, we want them to see what we are working on for them as a committee.
Lee confirmed that we can get membership cards printed for a low price so we should do these for our members.
We have also a template for a newsletter which will have month/date in header and work is underway for an advert template so we can just cut and paste info into it.
We have a basic letterhead template in case we need to correspond with any official parties.
We are looking to get advertising sorted for the upcoming programmes – probably flyers in case print doesnt match requirements.
We discussed the format of the name to be put on the membership card and whether initials/fullname/combination so would all fit on – Lee to test and publish tests.

Membership
We are looking to advertise that by becoming a member you will hopefully benefit from cheaper organized transport to away games and also social events.
We would run the year in line with the season rather than financial or annual year – we would run August 1st to July 31st
We discussed items that would be available to members, currently these are membership cards, birthday cards, open training days, vote for player of the season.
We would like to be able to add ‘a look behind the scenes’ which will be requested of the club.
It was suggested it would be a nice touch to have an entry in the programme for new members for the month, also on the website.
The other items that we will be investigating is the cost of having a commentator for our away games – Lee will approach John Middleton to discuss feasibility and cost.
We would make the commentary available only to members via a login
We will also investigate coach sizes and prices.

Admin
We have decided that we will advertise the DWSC from now but as there are still Admin functions to set up and the back-end structure to set up we will make it available from the beginning of next season.
We have an interested in joining form on the website so we can keep people informed.
We have initiated the setting up of a bank account with Lloyds but there is a waiting time period which we are currently in.
We will have electronic register of names for all functions of the supporters club, newsletter, coach interest, membership etc.
This will be available to all members of the committee.
A lottery licence would be £40 per year and £20 per year thereafter.
It was thought this would be a good idea as it allows for other ways to raise money, but this would have to be recorded as a separate entry into the accounts as it couldnt be used for certain items such as sponsorship.
We will be covered for this at our initial event under the social club’s licence.
We know that certain grants would be available to us but at the moment we are still waiting for our bank account to be finalized.
We discussed our social media accounts facebook/instagram/twitter. We would like to be able to post our members pics/videos of games, members chat and anything from our members that other members may be interested in.
We discussed if we would like to have player interviews etc but was decided that we should be more about the members and that side should be left to the official channels.
We would like to have information/posts from the blue army point of view such as away trips, grounds, pitch, experience, food, drink etc
We ideally would like someone familiar with managing social accounts to be able to update ours, but Stephen Lock said he could manage if no-one else was found.
Lee will finalize the setup of the Facebook page and provide login info to the committee to be able to login/update/manage.
We have a committee@ email address and various aliases.
We can set up forwarders when peoples roles are better defined but for now a login/password will be given to the committee so they can login to the email account.  It will also be set up for the various files in use, membership, registration, newletter signup, coach interest etc so that committee members can access these.  These will be backed up so that changes can be rolled back if required.
It was confirmed that everyone has a role to play and input into everything that we do.
Roles will become more defined as we get further into being setup and understand everything that is required.
Everyone was asked to provide a breakdown of anything they have spent personally to get the Supporters club up and running.
This was requested so that we know what things may cost in the future.
We are still waiting on a month/year for the formation of Durham WFC so we can look to put an event on to match up with the date.

Fundraising
We thought it would be a good idea to have Andy & Caroline’s new big flag on the stage behind the band if they were agreeable.
Harry suggested that heads or tails as a good idea for the fundraising evening – all agreed – money from this would need to be separate same as raffle as classed as gambling.
Other ideas were football cards/domino cards but there is a cost associated with these so will leave for now and run possibly on a match day if allowed by the club and once the gambling licence was in place.
The venue for our fundraiser will cost us £50 and capacity is 100 people
Fund raising for flags were discussed as this is our priority.
Flags designs were discussed – blue, white, blue & white, size of flags
Other fund raising possibilities were discussed such as an evening with coaches/players, the club has been approached for this, requesting captain Wilson, international Sarah Robson, we have asked John to be our host and ask questions where members will be able to send in questions.
Another option would be a sports-related quiz, the club have been approached to see if they would be able to submit a team of either staff and/or players.
We have been advised that the club should be able to supply a pair of tickets for a game – Lee to ask if can have a programme in with tickets and will also approach Fat Franks to see if could provide a voucher so the prize would be a ‘match-day package’.
We have been supplied a number of prizes for our event from the Plastic Furniture Company – we will ensure to make a ‘courtesy of…’ to accompany any prizes provided by businesses.
We discussed the possibility of holding events in Feb, May, Aug, and/or possibility end of season, Christmas, anniversary and also months to avoid due to members/committee availability and cash resources of members being able to participate/attend.  We are aware of the finances and time of the year when people may not have resources.
Harry has asked Sarah as a guest to the fundraising event
It was suggested to reserve 10 tickets for other members of the club and the committee will fund these.

A.O.B
Lee suggested that we should ask a local female sports person to be our Honorary President – to be investigated.
Our next meeting Sunday 5th Feb 10am
Meeting Closed 8:32pm