Agenda and draft minutes

Apologies were received from Councillor Mrs Shenton.

To set up Terms of Reference for the Working Group

The following Terms of Reference were agreed:

a.    To identify and implement alternative Governance Arrangements for the Sport Council.

b.    To identify any amendments required to the Constitution.

c.     To identify from where the Committee Members would be drawn.

d.    To consider Affiliation fees.

e.    To identify venues for future meetings.

f.      To identify methods of administering and monitoring the business of the Sports Council.

g.    To identify the future financial management of the Sports Council and the possibility of extra sponsorship.

h.    To identify those eligible for grant funding.

i.      To identify the structure of the Sports Persons Evening.

Resolved:-              That the Terms of Reference be agreed.

Members considered examples of other Sports Councils:- Sefton, Torbay, Sport Stafford and Staffordshire Moorlands to draw upon ideas for the future role of the Newcastle-under-Lyme Sports Council.

Resolved:-              That the information be received.

Function:

Members discussed the aims of the organisation and recommended that the following changes be made to the Constitution:

Objectives:

1.    To encourage participation in sport from all sections of the community.

2.    To work in partnership  with the Borough Council in assessing the sporting needs of the district of Newcastle-under-Lyme and to advise and help with catering for those needs.

3.    To help the local authority, as a consultee, by advising generally on the collective opinion of local sports interests for the future planning of sports facilities.

4.    To encourage the development of sporting excellence.

5.    To administer grants towards expenses incurred in the participation of sporting activities. (expenses can include equipment, travel, training fees.  Grants will not be paid for running costs).

6.    To recognise sporting achievements of local individuals/clubs at an annual awards ceremony.

Eligibility:

Individuals

Their main residence must be in the Borough of Newcastle-under-Lyme.

After School Clubs

Must have a properly constituted committee of management and be based within the Borough of Newcastle under Lyme.

Clubs/Organisations

Must be affiliated to the Sports Council.

Must have a properly constituted committee of management and be based within the Borough of Newcastle under Lyme.

Must be ‘not for profit organisations’.

Applications must be for individuals/coaches who have been nominated for a grant by the club/organisation.

Resolved:-              That the revisions be recommended for inclusion in the final constitution.

Form:

The Sports Council would require confirmation that the grant would be available for the next five years.

It was agreed that the Sports Council should become a Limited Liability Company.  The Constitution would need to reflect this.  The Council’s Legal Section would be asked for support on this.

The membership should comprise of three Borough Councillors and nine other Members elected at the Annual General Meeting.  From these, a Chair, Vice-Chair, Secretary and Treasurer would be elected to serve. The Sports Council would request permission to use a percentage of the grant (up to approximately £1000) to cover administrative costs.

Affiliation fees would remain at £10 for clubs and individuals would also be able to affiliate for £5 per year.

A bank account would need to be set up with signatories etc.

Meeting venues would have to be agreed.  If they were to continue at the Civic Offices, there would be a nominal charge.  Therefore, meetings could possibly be held at Sports Clubs around the Borough.

Statutory accounts and details of grants awarded would be presented to the first Full Council meeting following the Sports Council’s AGM.

Resolved:-    (i)       That the comments be noted.

                     (ii)       That assurance be gained from the Borough Council

                               that the grant will be available for the next five years.

(iii)      That the Borough Council’s Legal team be asked for assistance in creating a Limited Liability company.

The next meeting will be held on Wednesday 6 August, 2014 at 7pm in Committee Room 1.