St. Johnstone Football Club Fans Forum Steering Group
Terms of Reference
September 2024
1. BACKGROUND
The current incarnation of the St. Johnstone Football Club Fans Forum held its first open meeting on 13 February 2023, and held three subsequent open meetings in 2023, with to date a further one held in 2024.
The role of the Steering Group has been to support and administer the open meetings of the Fans Forum, to work with the club and provide accountability to the club on various matters on behalf of the Fans Forum, and to provide a contact point to the club for the support base.
2. INTRODUCTION
The purpose of this Terms of Reference is to refine the role and structure of the Steering Group and provide a solid governance basis for the group moving forward. It is also the aim to safeguard the governance of the group with potential changes of personnel, and provide consistency in this regard to assist the continued best practice of the group and the Fans Forum.
The aims of the Steering Group are to maintain a positive dialogue between the club and its supporters, to develop a better understanding of the issues that affect supporters and to allow the club an outlet with which to discuss new ideas. In doing so, it is hoped that the Steering Group can help in making all supporters of the club feel valued and help to, as far as reasonably possible, provide supporters with facilities and conditions they expect from the club.
3. MEMBERSHIP
3.1 The Steering Group will consist of between 6 and 10 members.
3.2.1 Where at all possible, the membership of the Steering Group should reflect the diverse nature of the Saints support base.
3.2.2 As membership is on a volunteer basis, should the minimum number of members not be met, the Steering Group is permitted to continue with less than the minimum number, on the proviso that active efforts are being undertaken to achieve the minimum number of members.
3.2.3 Current employees of St Johnstone Football Club (referred to from hereon in as ‘the Club’) cannot be a member of the Steering Group, as this would be considered a Conflict of Interest. This does not extend to former employees of the Club, nor relations of employees of the Club, although all members will be expected to declare any Conflicts of Interest where appropriate.
3.3 The term of membership will be the time between Annual Review Meetings (ARM).
3.4.1 Should a member wish to stand down at the end of the term, it is desirable that the Secretary is notified at least two weeks prior to the ARM, in order to advertise any vacancies to the wider fanbase.
3.4.2 With regards to new members being added to the Group, this is for the Group of the day to decide how they wish to advertise this. An initial suitability meeting or call should be held with two members of the steering group, one of whom should be the Secretary, before new members are agreed by the Group.
3.5 A member can resign from the Steering Group at any point, and it is then up to the remaining members of the Group if they wish to replace that member at that point.
4. VOTING
4.1.1 On matters where the Steering Group will require an internal vote, a simple majority will be required. The only time this will not apply is when changes wish to be made to the Terms of Reference, in which case a two-thirds majority will be required.
4.1.2 In the event of a tied vote, the Chairperson will be permitted to exercise a right to a casting vote.
4.2 In matters relating to individuals involved in the Steering Group, votes should be taken by a secret ballot. In all other matters, it is for the Steering Group of the day to decide how they wish to conduct a vote.
5. OFFICE HOLDERS
5.1.1 The Steering Group will, at all times, have a Secretary and Chairperson in place. Both these positions will need to be nominated and seconded by fellow members of the Steering Group.
5.1.2 In the event of multiple nominations, a vote shall be held by secret ballot to determine who is elected to the role.
5.1.3 The same individual can hold both roles concurrently.
5.2 The term of both roles will be the time between ARM’s . There is no limit on the number of terms which can be served in the role.
5.3 Should the Secretary or Chairperson become unable to execute their duties for a prolonged period of time, without wishing to permanently relieve themselves of the role, an Acting Secretary or Chairperson can be appointed by the Group.
5.4 The Secretary and Chairperson are expected to maintain positive working relationships with the Club and the Coordinators of Saints Fans Supporting Foodbanks.
5.5 Whilst the Chairperson is responsible for Chairing meetings of the Steering Group, the Chairing of Open Meetings of the Fans Forum will continue to be done on a rotational basis around members of the Steering Group.
6. MEETINGS
6.1 The Steering Group should hold its ARM in March, or as close to March, of each year. The agenda for that meeting will be decided by the group, but will include the election of office holders.
6.2 It is then for the Steering Group to meet as often as they see necessary.