Cherries Trust Board Meeting – March 2023

Cherries Trust Board Meeting – March 2023

Board Meeting Held on 30 March 2023

Disclaimer

The CT Board has agreed that after each meeting, a summary of the meeting and the key decisions will be made available to Full Members by email. The only exception in this reporting will be that confidential matters will not be included. These notes are a synopsis of the latest meeting, not the official minutes.

Board Members present:

• Sam Somers (SS) – Chair
• Gareth Case (GC) – Membership Secretary
• Gayle Hope (GH) – Secretary
• Matthew Jackson (MJ) – FSA & Trusts Officer
• Hilary Trott (HT) – EDI Champion
• Rob Webber (RW) – Vice Chair / Treasurer
• Brian Troake (BT) – Board Member

1. Welcome

The meeting was opened by Sam Somers.

2. Apologies

• Dom Greenslade (DG)
• Ian Hensman (IH)
• Stuart Orchard (SO)

3. Declarations of interest

None

4. Minutes from the last meeting

Board unanimously approved. SS to sign

5. Matters arising

Majority of Board meeting actions completed with none overdue.

OFFICER REPORTS

6. Chairman’s Report – SS

SS reported that a Board to Board meeting with AFCB has now been set. Agenda to be drafted and sent to the club. Fan Engagement Standard launched. Cherries Trust to consult with club on their plans.

7. Treasurers Report – RW

RW reported that at this stage of the year, the Cherries Trust are ahead of their predicted forecast. Budget costs already covered, helped by 30-40 new members so far this year.

8. Membership Secretary Report – GC

GC reported that social media updates appear to prompt new members.

• Fully paid up members – 130
• Additional subscribers – 235
• Twitter followers – 1734
• Facebook likes – 929

10 enquiries this month, including:

• 2 regarding the new welcome email not being triggered – this has been fixed and resolved.
• 1 looking to be able to purchase a now removed picture that was in one of the stands, club contacted but did not have it anymore.
• 1 regarding the Mother’s Day display in the shop which featured aprons and oven gloves. Club resolved this issue very quickly.

9. Workstream reports

9.1. WS1: Membership services and growth – GC

Growth in members as above. Handbook sent out, monthly snapshot regarding queries proved popular. Next one due out 31 March. New reminder to pay email works.

9.2. WS2: Communications and social media – GH

SO sent update to GH. Continuing to follow the CT Engagement Plan. Newsletter in progress and due to launch shortly.

9.3. WS3: Rebranding and website – SS

DG sent update to SS. DG continuing to design the new website. Looking to launch towards the end of the season. Communications plan has been drafted in preparation of the launch date.

ITEMS FOR DECISION

10. Accounts to be approved for AGM

Board unanimously approved the accounts for the period ending 06.12.2022.
Board unanimously recommended the acceptance of the accounts for the year ending 06.12.2022 and the Independent Examiner’s report are received and adopted at the forthcoming AGM.

11. Amended Rules to be approved for AGM

Board unanimously approved the amended rules. board unanimously agreed to propose that the amended Rules of the Society are put to the members at the forthcoming AGM for approval and adoption.

12. Approval of proposals for resolutions for the AGM.

Board unanimously approved 5 proposals for general resolution and 1 proposal for extraordinary resolution, as follows:

• General Resolution 1: Acceptance of the minutes of the last AGM
• General Resolution 2: Acceptance of accounts for year ending December 6th 2022
• General Resolution 3: Disapply a full audit for the accounts for year ending December 2023
• General resolution 4: Proposal to appoint an Independent Examiner
• General resolution 5: Endorsement of policies
• Extraordinary Resolution 1: Approval and adoption of new rules

13. Items for Discussion

• Results of Social media polls: Board discussed the results from the recent polls on Social media and considered potential questions to the club in view of the results.
• Newsletter: Board unanimously agreed the format/design of the forthcoming newsletter.
• Web content guidelines: Board unanimously agreed for this to be put back to the next meeting.

14. Items for Noting

Board decisions taken between meetings.

• Board election policy V2 approved unanimously and proposal to put to members at AGM for endorsement *To be adopted from 01.06.23*
• Disciplinary policy V2 approved unanimously and proposal to put to members at AGM for endorsement
• Conflict of Interest Policy V1 approved unanimously to put to members at AGM for endorsement
• Board membership and Conduct policy approved unanimously to put to members at AGM for endorsement

15. Board meeting agenda plan.

Updated with AGM agenda

16. AOB.

HT gave feedback in her role as EDI champion. She has discussed a number of issues with Hannah, the club EDI. Members can view her report here.

Date of next meeting.
11th May 2023 at 7.30pm.