Management committee elections 2010

The Liverpool Supporters’ Union (“Spirit of Shankly”) has a requirement for annual elections to its Management Committee. The Constitution of the Union contains the following extracts relating to the Management Committee and elections (please see http://1hd.8a4.myftpupload.com/constitution/ for a full copy of the Union’s Constitution):

COMMITTEE OF MANAGEMENT

35. The Union shall have a Committee of not more than fifteen and not less than three members.  Only eligible members of the Union may  serve  on  the Committee. By “eligible members” are meant members (and the deputies of corporate bodies which are members) aged eighteen years or over and who are not bankrupt or otherwise prohibited by law from acting as the director of a company or society.

37. New Committee members shall be elected at or by ballot prior to the Annual General Meeting.  Procedures for nominating and  electing  Committee  members  shall  be established and may be amended by the Committee, provided that all eligible members are entitled to stand for election and all members are entitled to vote.

38. A Committee member shall, subject to Rule 43 below, hold office until the end of the next Annual General Meeting following her/his election. Retiring members shall be eligible for re-election at the Annual General Meeting at which they retire.

OFFICERS

44. The Committee shall elect from among their own number a Treasurer and Secretary and such other honorary officers as they may from time to time decide. These honorary officers shall have such duties and rights as may be bestowed on them by the Committee or by statute and any officer appointed may be removed by the Committee. A serving officer who is not re-elected to the Committee at the Annual General Meeting shall nevertheless continue in office until the first Committee meeting following the Annual General Meeting.

The Annual General Meeting of the Union will be held on a date to be fixed in late February and the elections will need to be completed by that time.

The Union has appointed an independent organisation, the Electoral Reform Society (http://www.electoral-reform.org.uk/ ) to manage the nomination and election process and the following timetable has been established to complete the election process:

16/11/09          Despatch of nomination forms

7/12/09           Close Nominations/Start preparing Ballot Material

04/01/10          Despatch Ballot papers

27/01/10          Close Ballot

28/01/10          Result

*Please note in the event of an extended/prolonged postal strike the Union may need to reassess the above.

The current Management Committee have reviewed the election process from last year and have decided that in accordance with Clause 37 of the Constitution the election will be by nomination for specific posts established within the Committee which for the year from February 2009 to February 2010 will be as follows:

Chair, Vice-Chair, Secretary, Treasurer (who would form an Executive Committee) plus Marketing, Club Liaison, Travel, Events, New Media, Direct Action, Community and Youth, Anfield Regeneration, Supporters’ Liaison, UK Supporters Liaison, Overseas Supporters’ Liaison.

In order to be nominated an individual must be an “eligible member” as defined by Clause 35 of the Constitution (see above). Anyone wishing to be nominated must be nominated by using the nomination form that will be sent in hard copy form to all members and they will need to be proposed and seconded by individuals who are themselves “eligible members”. Individuals may stand for only one post.

Ballot papers will be despatched to all eligible members entitled to vote for any posts where there is a proper nomination of one or more eligible members. Where only one person is nominated for a post, then they will be declared elected unopposed.

While this note is being published first upon our website and being emailed to those members for whom we have a valid email address it will also be sent in hard copy form to all members with the nomination papers.

All enquiries relating to the election process should in the first instance be directed to

Graham Smith, Secretary, Spirit of Shankly, EDT, 98 Great Homer Street, Liverpool, L5 3LF or email

secretary@spiritofshankly.com

COMMITTEE ROLES

The roles and responsibilities of each Committee position are as follows:

Chair

The Chair of the Management Committee is head of the Union. Their role is as follows:

  • Provide Leadership for the Union as a whole;
  • Promote the aims and objectives of the Union;
  • Manage the achievement of the Union’s Strategic Objectives;
  • Coordinate the efforts of all Officers of the Union;
  • Lead the Management Committee;
  • Review the Performance of the Union against its targets and objectives;
  • Communicate with all members about the current and future development of the Union;

Vice-Chair

The Vice Chair of the Management Committee is the Deputy Head of the Union and in addition to deputising for the Chair they will also have the same objectives as follows. In the addition to or in the absence of the Chair to:

  • Provide Leadership for the Union as a whole;
  • Promote the aims and objectives of the Union;
  • Manage the achievement of the Union’s Strategic Objectives;
  • Coordinate the efforts of all Officers of the Union;
  • Lead the Management Committee;
  • Review the Performance of the Union against its targets and objectives;
  • Communicate with all members about the current and future development of the Union

Treasurer

  • Set the Annual Budget in conjunction with the Management Committee;
  • Agree and follow financial controls set by the Management Committee;
  • Monitor and take corrective action when required relating to the Budget;
  • Prepare, monitor and update cash-flow projections;
  • Prepare Management and Annual Accounts;
  • Liaise with Accountants concerning Accounts, taxation and Accountant’s Certificate;
  • Ensure the Union complies with the Money Laundering Regulations;
  • Administer banking of all receipts;
  • Administer payment of outgoings, (including standing orders and direct debits);
  • Monitor and reconcile the bank accounts and petty cash;
  • Maintain security and preparation of backup records;
  • Maintain VAT records of outputs and inputs;

Secretary

  • Coordinate the production of relevant Management Committee Reports on a monthly basis;
  • Set meeting dates, times and venues for Management Committee meetings;
  • In conjunction with the Management Committee set agendas for Management Committee meetings;
  • Circulate minutes of meetings in a timely manner;
  • Set the time , date and venue for Annual General Meetings;
  • In conjunction with the Management Committee set an agenda for the Annual General Meeting;
  • Circulate minutes of Annual General Meetings in a timely manner;
  • In conjunction with the Management Committee plan and organise the annual election of officers;
  • Promoting and maintaining effective communication for the Union at all levels;
  • Monitor compliance with all statutory obligations of the Union (including but not exhaustively FSA, Data Protection, Company Act legislation, insurance etc)
  • Receive, circulate (as appropriate) and respond to all communications to the Union in conjunction with all officers;

 

Marketing Officer

  • To develop and maintain a strong visual identity for the Liverpool Supporters’ Union
  • To identify and recommend best practice in marketing for the Liverpool Supporters’ Union
  • To facilitate cost effective design and print requirements for the Liverpool Supporters’ Union
  • To work with other officers of the committee to ensure they have the appropriate materials to market their area of expertise and in the longer term to enable them to develop operational marketing plans
  • To work with the Chair and Vice-Chair to develop a strategic plan in response to the aims and objectives of the Liverpool Supporters’ Union
  • To receive, circulate and respond to all membership communications to the Union
  • To manage, update and monitor all membership records of the Union membership
  • to oversee and report on membership activity
  • To facilitate the renewal of memberships to the Liverpool Supporters’ Union
  • To identify member needs and suggestions and report these to the committee for consideration
  • To produce and distribute the Union newsletter
  • To liaise with appropriate partners who may offer services and benefits to members
  • To facilitate the production of merchandise for the Union

New Media Officer

Website

  • Maintain the Spirit of Shankly website
  • Maintain the members’ database
  • Liaise with the Membership Officer to create exports of members

Hardware:

  • Assist the Management Committee in the selection of Hardware appropriate to the Union’s needs;
  • Maintain an up-to-date inventory of all the Union’s IT equipment, containing sufficient information for Insurance and Security purposes;
  • Respond and/or coordinate remedies in failures in hardware;
  • Liaise with suppliers and obtain the most cost effective Hardware quotes and prices without sacrificing quality;
  • Arrange for the supply of hardware from agreed suppliers in line with the policy agreed with the Management Committee;
  • Arrange for hardware maintenance contracts in accordance with the policy agreed with the Management Committee;
  • Maintain a record of hardware maintenance contracts and hardware covered;
  • Maintain a hardware fault log (indicating fault, when reported and when resolved).Software:
  • Advise the Management Committee in the selection and acquisition of software appropriate to the Union’s needs;
  • Order software, check delivery and ensure correct installation;
  • File all software licences ready for inspection;
  • Maintain separate record of all software licences;
  • Arrange software maintenance contracts in accordance with the policy agreed with the Management Committee;
  • Maintain a software fault log (indicating fault, when reporting and when resolved);
  • Monitor the performance of the providers of software maintenance;

Event Officer

  • Organise and manage a series of events to raise the profile of the union and to raise funds for the union & other causes related to Liverpool FC supporters
  • Liaise with likeminded organisations to host events in Liverpool and other locations as the Union expands
  • Maximise income opportunities through sponsorship, in kind support, etc so that events remain affordable to the membership
  • Liaise with other officers & members to ensure maximum publicity & promotion of events

Direct Action Coordinator (incorporating Media Relations)

  • Organise and mobilise members to take appropriate action in support of the Union’s aims & objectives
  • Liaise with likeminded organisations to take appropriate action in Liverpool and other locations as the Union expands
  • Liaise with other officers & members to ensure maximum publicity & promotion of activity
  • Develop, implement & manage the union’s media communications strategy to ensure maximum coverage and awareness of the organisation’s aims & objectives
  • Produce proactive & reactive press statements as & when necessary
  • Generate profile & awareness raising opportunities through interviews, articles, etc
  • Liaise with other officers to ensure all PR opportunities are being exploited at home & abroad

 

Club Liaison Officer

  • Establish and develop links with senior officials at the club
  • Take the lead on raising members’ issues with the appropriate officials
  • Take a proactive role in seeking out members’ issues and identifying areas where the Union can make significant gains with the club including, but not exclusive to, ticketing & allocation, travel, fans with special needs, development of the new stadium, access to local young people, Hillsborough related issues, policing/stewarding, etc

Community/Youth Officer

  • Keep members advised on the issues facing the local community both in terms of the existing match day experience and the implications of the new stadium
  • Advise the Management Committee on initiatives that the Union can participate in either directly or through sponsorship or in-kind support to enhance the quality of life for the community and improve relationships between residents and fans
  • Provide a voice on the committee and to the club for younger supporters, ensuring their views and aspirations are given due consideration and are acted upon wherever possible
  • Develop effective lines of communication with young supporters to engage them in the Union’s activities
  • Work with the club liaison officer and the rest of the committee to ensure that every effort is made to improve young people’s access to matches and the club in general

Anfield Regeneration Officer

  • Engage with the club’s as appropriate to provide two way communication over the new stadium & related issues on the redevelopment of the Anfield/Breckfield area
  • Engage with the local community, organizations and agencies over regeneration issues
  • Work with the Community Officer to keep members advised on the issues facing the local community both in terms of the existing match day experience and the implications of the new stadium

Supporters Liaison Coordinator

  • To co-ordinate the work of liaison with all Supporters
  • To assist the UK and Overseas Liaison Officers as required

UK Supporters Liaison Officer

  • Provide a first point of contact for fans both locally and across the UK
  • Establish a network of key contacts across the country to support the growth & development of the Union throughout the UK fan base
  • Liaise with other officers to raise awareness of issues, deliver results for members, etc so that the Union becomes a true voice for all its members regardless of their geographical location.

Overseas Supporters Liaison Officer

  • Provide a first point of contact for fans outside of the UK
  • Establish a network of key contacts to support the growth & development of the Union throughout the overseas fan base
  • Liaise with other officers to raise awareness of issues, deliver results for members, etc so that the Union becomes a true voice for all its members regardless of their geographical location.

Travel Officer

  • Organise cost effective travel for members to domestic away matches and, where possible, to European matches
  • Explore ways in which similar deals can be put in place for out of town members to both home and away games
  • Ensure the that travel offers are effectively promoted to maximise income and thereby reduce costs for members