Here follow the Minutes of the Committee Meeting held on 21 February 2019
Minutes of Norfolk Seniors Cricket Committee Meeting
held at The George, Dereham,
19:30 hours Thursday 21 February 2019
Present: A. Gregory (Chair), M. Banham, A. Broughton, A. King, C. Palmer, J. Perry,
G. Saunders, C. Yallop
1 .Welcome AG welcomed the committee members attending.
2. Apologies: P. Thomas
3. Minutes of last Meeting
The minutes of the 18 December 2018 meeting were read and signed by AG as a true record.
4. Matters Arising not appearing later in the Agenda
Correspondence to and from Mick Smith regarding a letter circulated just prior to and at the AGM by Members Lund, Adams, Shales, Coote & Jackson.
CY said he felt that it was wrong that this letter had been circulated. Those five named in the letter had worked hard for the Club in various capacities and had done nothing to justify the lies told about them. CY said it had been a pleasure to play with those other four who had been falsely accused in games over many years and he maintained that those that had served on the Committee deserved honour not attempts to disgrace them in public – especially given that the claims had been shown in December to be untrue. CY said he realised that the five named would not get an apology. He thought there would be some who would never move on from this. He himself was disappointed, but felt the Club as a whole had to move on. There was general approval from the rest of the Committee for CY’s remarks.
CP said he had thought that those who were named should get a copy of the original retractions but he understood the difficulties.
AG said before this, the five authors would need to give permission and asked the Hon. Secretary to pursue this.
Action: JP
A draft Statement from the Committee concerning an email from Mick Smith to the membership was read and approved. (NB This Statement is now on the home page of this website)
5. Correspondence (items not appearing later in the Agenda)
5(a) email received 2 January from National o60s/O70s Treasurer
Norfolk subscription has been paid for 2019 by the Hon. Treasurer.
5(b) email received 7 January by CY from Ray Black (Suffolk)
Ray Black reported that Suffolk was going to initiate an O60s 3rd team. They would be playing friendlies this year with a view to joining the National Championship in 2020. In addition, Mike Smith is liaising with Ray Black to consider a joint Norfolk/Suffolk O75s team. AG and CP both spoke in favour of these initiatives which would be good additions to the Norfolk Seniors and ensure more members got the chance of extra cricket. All agreed that finding a suitable day of the week for matches could prove difficult, especially as we would not want players to be taken from existing Championship teams – perhaps Mondays would be suitable?
Action: CY to get back to RB and arrange some dates for matches.
5(c) National Championship – latest Committee minutes received on 4 February from Barry Briscoe
The Committee expressed dissatisfaction with the change of mind from the AGM, given the decision that now there would be no allowance for rescheduling games if they are called off for bad weather. Norfolk felt this was badly thought out and might well require revision next season; the Committee will review what happens in the coming season.
5(d) email from Norfolk Cricket Board received on 7 February, requesting Chairman to declare support for their Spirit of Cricket policy.
AG has responded positively. CP said that such communications were a waste of everyone’s time, since we all should know how to behave ourselves, and our Constitution reflected this.
5(e) email received on 19 February via intermediary from John Hansell complaining about an email about him sent to Australian officials by Martin Pearse
The Committee felt there was little that could be done officially to meet the request of John Hansell that Martin Pearse should be prevented from sending further emails. However, the Committee noted that such sending of emails (depending on content) could potentially be outside the Spirit of Cricket to which all Club members are now signed up.
More generally, AG noted that the Club had given over the selection of umpires to the NACO, so we could not interfere directly in their selection processes. CP noted there was no feedback mechanism for reviewing umpires after Seniors’ matches. AK expressed disappointment with the attitude of some of the umpires assigned in 2018. CP offered to liaise with Nigel Crickmore on these and other umpiring issues.
Action: CP
6. Future Committee activities
AG spoke briefly on several issues. He was pleased with progress on O50s recruitment and retention. AK also had had a good response from the O60s 1st XI. CP reported that he was working on recruiting three new players and was pleased that a strong left-handed opener would be rejoining. GS is in discussion with three or four new players.
AG welcomed the idea of overseas tours and said that planning for the tour of Malta appeared to be going well. There was also a possibility of an O40s tour to the Netherlands and/or Norway. Additionally, an end-of-season tour to the south-west of England could be considered.
However, AG stressed that the priority for this season was to build up the O50s and to try to get a second team in place.
Other events considered by the Committee were a golf day/weekend, quiz night and other social events. AG promised to draft more concrete proposals for the next meeting.
Action: AG
AG and JP committed to revising the Constitution, but MB declined to help with this.
The need for a Welfare Officer and possibly a Health & Safety Officer was discussed.
The size of the Committee was thought to be about right, but the balance could better reflect the membership if there were more O50s.
Flyers describing the Club could be handed out at meetings and text displayed on other clubs’ material, and a link to our website placed on websites of the NCB, Alliance, NCL, O40s, the West Norfolk League, etc.
Action: AG to speak to PT regarding NCB and Alliance
Action: CY to speak to Tim Porter regarding NCL
Action: AB to speak to Robert Leech, sponsorship Officer for Norfolk Alliance
Action: JP to amend Norfolk Seniors website accordingly.
AG reiterated the plans to present trophies at the next Club dinner which would be for all age groups, to be organised by Chris and Sue Palmer at Wensum Valley Golf Club.
It was noted that the Club’s 25th anniversary of its founding would be in 2021 and it would be good to have friendly matches to mark the occasion.
Action: JP to contact Tony Crockert to ask about the possibility of inviting an MCC veteran’s team
7. 2019 Registration
JP reported that thus far about 40 members had signed registration forms and MB reported that about 19 had paid subscriptions.
CP said that he thought it was wrong that members who rejoined after a gap should have to pay £30 subscription rather than the £20 paid by existing members. All were agreed that CP was correct, and that the proper amount for those that had already received a cap would be £20.
Action: JP to amend registration forms for 2020 to clarify and reflect this decision.
Action: MB to give a refund of £10 to anyone so affected.
8. 2019 Nets
GS reported that we would not now be booking with Greshams because they were now charging £160 per session. Taverham Hall remained a possibility – but this would be either on a Saturday or an evening.
9. 2019 Fixtures
AG reported that he has arranged some O50s friendlies and would pass details on to JP.
AK reported an additional O60s pre-season friendly versus Hunts & Cambs on 30 April.
CP reported trying to obtain a friendly versus Leicestershire; he noted that the gap between end of first group stage on 9 July and start of second group stage on 23 July was highly appropriate for friendlies.
CY reported no further communications yet regarding visit of Australia to East Anglia on Thursday 11 July.
Action: CY to contact Chris Watson.
MB confirmed booking of Old Buckenham for several fixtures.
10. Polo Shirts
GS reported he is in possession of 35 polo shirts; he has an invoice which he will pass to MB. It was agreed to price the shirts at £20. GS forecasted the Club will make about £65 on the sale.
Action: JP to send ‘additional’ email addresses to GS.
11. 100 Club
GS outlined plans for the forthco0ming launch of the 100 club.
12. Any other business
It was confirmed that the following had administrative rights to the Club Play-Cricket website: AB, CP, JP, John Ruddick, and Nobby Cobb
AB asked about the status of the National website, soon to be reinstated with a new name.
The fees for umpiring were confirmed as £40 per umpire per game, and for pitch hire as £25 per game at Old Buckenham
The next meeting will be scheduled for a Tuesday or Wednesday in mid-late April, possibly on Tuesday 23 April at Old Buckenham following trials game.
There being no further business, the Chairman closed the meeting at 21:24.
Signed, as a true record of the proceedings:
........................................ , Chairman Date:
held at The George, Dereham,
19:30 hours Thursday 21 February 2019
Present: A. Gregory (Chair), M. Banham, A. Broughton, A. King, C. Palmer, J. Perry,
G. Saunders, C. Yallop
1 .Welcome AG welcomed the committee members attending.
2. Apologies: P. Thomas
3. Minutes of last Meeting
The minutes of the 18 December 2018 meeting were read and signed by AG as a true record.
4. Matters Arising not appearing later in the Agenda
Correspondence to and from Mick Smith regarding a letter circulated just prior to and at the AGM by Members Lund, Adams, Shales, Coote & Jackson.
CY said he felt that it was wrong that this letter had been circulated. Those five named in the letter had worked hard for the Club in various capacities and had done nothing to justify the lies told about them. CY said it had been a pleasure to play with those other four who had been falsely accused in games over many years and he maintained that those that had served on the Committee deserved honour not attempts to disgrace them in public – especially given that the claims had been shown in December to be untrue. CY said he realised that the five named would not get an apology. He thought there would be some who would never move on from this. He himself was disappointed, but felt the Club as a whole had to move on. There was general approval from the rest of the Committee for CY’s remarks.
CP said he had thought that those who were named should get a copy of the original retractions but he understood the difficulties.
AG said before this, the five authors would need to give permission and asked the Hon. Secretary to pursue this.
Action: JP
A draft Statement from the Committee concerning an email from Mick Smith to the membership was read and approved. (NB This Statement is now on the home page of this website)
5. Correspondence (items not appearing later in the Agenda)
5(a) email received 2 January from National o60s/O70s Treasurer
Norfolk subscription has been paid for 2019 by the Hon. Treasurer.
5(b) email received 7 January by CY from Ray Black (Suffolk)
Ray Black reported that Suffolk was going to initiate an O60s 3rd team. They would be playing friendlies this year with a view to joining the National Championship in 2020. In addition, Mike Smith is liaising with Ray Black to consider a joint Norfolk/Suffolk O75s team. AG and CP both spoke in favour of these initiatives which would be good additions to the Norfolk Seniors and ensure more members got the chance of extra cricket. All agreed that finding a suitable day of the week for matches could prove difficult, especially as we would not want players to be taken from existing Championship teams – perhaps Mondays would be suitable?
Action: CY to get back to RB and arrange some dates for matches.
5(c) National Championship – latest Committee minutes received on 4 February from Barry Briscoe
The Committee expressed dissatisfaction with the change of mind from the AGM, given the decision that now there would be no allowance for rescheduling games if they are called off for bad weather. Norfolk felt this was badly thought out and might well require revision next season; the Committee will review what happens in the coming season.
5(d) email from Norfolk Cricket Board received on 7 February, requesting Chairman to declare support for their Spirit of Cricket policy.
AG has responded positively. CP said that such communications were a waste of everyone’s time, since we all should know how to behave ourselves, and our Constitution reflected this.
5(e) email received on 19 February via intermediary from John Hansell complaining about an email about him sent to Australian officials by Martin Pearse
The Committee felt there was little that could be done officially to meet the request of John Hansell that Martin Pearse should be prevented from sending further emails. However, the Committee noted that such sending of emails (depending on content) could potentially be outside the Spirit of Cricket to which all Club members are now signed up.
More generally, AG noted that the Club had given over the selection of umpires to the NACO, so we could not interfere directly in their selection processes. CP noted there was no feedback mechanism for reviewing umpires after Seniors’ matches. AK expressed disappointment with the attitude of some of the umpires assigned in 2018. CP offered to liaise with Nigel Crickmore on these and other umpiring issues.
Action: CP
6. Future Committee activities
AG spoke briefly on several issues. He was pleased with progress on O50s recruitment and retention. AK also had had a good response from the O60s 1st XI. CP reported that he was working on recruiting three new players and was pleased that a strong left-handed opener would be rejoining. GS is in discussion with three or four new players.
AG welcomed the idea of overseas tours and said that planning for the tour of Malta appeared to be going well. There was also a possibility of an O40s tour to the Netherlands and/or Norway. Additionally, an end-of-season tour to the south-west of England could be considered.
However, AG stressed that the priority for this season was to build up the O50s and to try to get a second team in place.
Other events considered by the Committee were a golf day/weekend, quiz night and other social events. AG promised to draft more concrete proposals for the next meeting.
Action: AG
AG and JP committed to revising the Constitution, but MB declined to help with this.
The need for a Welfare Officer and possibly a Health & Safety Officer was discussed.
The size of the Committee was thought to be about right, but the balance could better reflect the membership if there were more O50s.
Flyers describing the Club could be handed out at meetings and text displayed on other clubs’ material, and a link to our website placed on websites of the NCB, Alliance, NCL, O40s, the West Norfolk League, etc.
Action: AG to speak to PT regarding NCB and Alliance
Action: CY to speak to Tim Porter regarding NCL
Action: AB to speak to Robert Leech, sponsorship Officer for Norfolk Alliance
Action: JP to amend Norfolk Seniors website accordingly.
AG reiterated the plans to present trophies at the next Club dinner which would be for all age groups, to be organised by Chris and Sue Palmer at Wensum Valley Golf Club.
It was noted that the Club’s 25th anniversary of its founding would be in 2021 and it would be good to have friendly matches to mark the occasion.
Action: JP to contact Tony Crockert to ask about the possibility of inviting an MCC veteran’s team
7. 2019 Registration
JP reported that thus far about 40 members had signed registration forms and MB reported that about 19 had paid subscriptions.
CP said that he thought it was wrong that members who rejoined after a gap should have to pay £30 subscription rather than the £20 paid by existing members. All were agreed that CP was correct, and that the proper amount for those that had already received a cap would be £20.
Action: JP to amend registration forms for 2020 to clarify and reflect this decision.
Action: MB to give a refund of £10 to anyone so affected.
8. 2019 Nets
GS reported that we would not now be booking with Greshams because they were now charging £160 per session. Taverham Hall remained a possibility – but this would be either on a Saturday or an evening.
9. 2019 Fixtures
AG reported that he has arranged some O50s friendlies and would pass details on to JP.
AK reported an additional O60s pre-season friendly versus Hunts & Cambs on 30 April.
CP reported trying to obtain a friendly versus Leicestershire; he noted that the gap between end of first group stage on 9 July and start of second group stage on 23 July was highly appropriate for friendlies.
CY reported no further communications yet regarding visit of Australia to East Anglia on Thursday 11 July.
Action: CY to contact Chris Watson.
MB confirmed booking of Old Buckenham for several fixtures.
10. Polo Shirts
GS reported he is in possession of 35 polo shirts; he has an invoice which he will pass to MB. It was agreed to price the shirts at £20. GS forecasted the Club will make about £65 on the sale.
Action: JP to send ‘additional’ email addresses to GS.
11. 100 Club
GS outlined plans for the forthco0ming launch of the 100 club.
12. Any other business
It was confirmed that the following had administrative rights to the Club Play-Cricket website: AB, CP, JP, John Ruddick, and Nobby Cobb
AB asked about the status of the National website, soon to be reinstated with a new name.
The fees for umpiring were confirmed as £40 per umpire per game, and for pitch hire as £25 per game at Old Buckenham
The next meeting will be scheduled for a Tuesday or Wednesday in mid-late April, possibly on Tuesday 23 April at Old Buckenham following trials game.
There being no further business, the Chairman closed the meeting at 21:24.
Signed, as a true record of the proceedings:
........................................ , Chairman Date:
Here follow Statements by the Executive Committee and other information following on from the 2018 AGM
___________________________________________________________ On 22 February 2019 the Executive Committee responded to the email from Mick Smith of 19 February, with the following Statement circulated to all members:
As far as the Committee is concerned this matter was completely and finally closed on 23 January 2019.
The Committee have investigated these issues and are entirely happy that the AGM Letter was retracted properly and that no further action is necessary.
After a lengthy correspondence between Mick Smith and the Committee, the Committee agreed a Statement which was sent on 23 January to all five signatories of the AGM Letter and to all five of those members named in the Letter, including Mick Smith. This Statement is attached for the information of all Club members, and gives clarification on how the AGM Letter was retracted.
In particular the Committee draws attention to the summary at the end of the Statement: “the Statement of the Club on 6 December concluded that the Overstrand incident and all disciplinary issues following on from it to be finally closed - this remains the case; the Committee will take no further action on this issue; if there are further issues between the authors and those whom the letter named they must be resolved, or otherwise, independently of the Club.”
The Committee believe they have a very strong mandate from the members, expressed at the AGM, to move on and put all issues arising from the Overstrand incident behind us; the Committee believes it will be best for Norfolk Seniors cricket to move the club forwards and to concentrate on playing cricket.
The Committee would also like to make it entirely clear that the Committee makes collective decisions and is collectively responsible for those decisions.
The Chairman does not act alone, but with the permission of and under the authority of the entire Committee.
Regarding the need or otherwise for apologies, the ICC Code of Conduct lists four levels of penalties, but does not mention apologies.
The ECB Code of Conduct and Spirit of Cricket does not mention apologies. The Norfolk Cricket Board disciplinary procedures do not include apologies.
Our own Norfolk Seniors Constitution, Appendix A Disciplinary, Section 2 lists a range of penalties, one of which (2.1a) is to write a letter of apology,
but this only after an internal Club enquiry has upheld a charge of misconduct. In this case the Executive Committee meeting of 18 December 2018 found there was no need for disciplinary action. The Committee understand that many accusations were made by both sides in relation to the Overstrand incident and its aftermath and consider that, if they were to pursue expressions of apology and regret for all of these there would be no end to the matter.
_______________________________________________________________
On 23 January the Executive Committee sent to all five signatories
of the AGM Letter and to all five of those members named in that Letter the following Statement:
A letter with five signatories was circulated just before and at the AGM on 26 November 2018. The Committee learned that there was likely to be a complaint about the allegations in the letter.
Between 27 and 28 November, the incoming Chairman, Andy Gregory, conducted confidential mediations between the complainant and the five authors.
By the end of 28 November, the Chairman had obtained five separate emails in each of which the author agreed to retract the letter and to support the initiative whereby the Club would issue a Statement confirming an end to the Overstrand incident and all subsequnt issues arising from it.
On 6 December 2018 the Club issued that Statement confirming inter alia that the “The letter which was circulated before/at the AGM has been retracted in full”.
On 7 December, Mick Smith, the previous Chairman, requested “a copy, presumably signed by all 5 members” of the retraction.
On 8 December Mick Smith said he required to see their “retraction in writing, signed by all five” otherwise he would proceed with legal action.
Following the request by Mick Smith on 8 December, the Chairman, Andy Gregory, replied to Mick Smith, saying that, following the 6 December Statement by the Club, these matters were now closed and that he would take no further action on behalf of the Club. However, he agreed to write to the five authors of the letter, raising the issue with them, which he did on 11 December.
On 18 December 2018, the Executive Committee met to consider a complaint against the authors of the letter and concluded that, although the letter contained multiple inaccuracies and unsubstantiated statements, there was no need for disciplinary action and that there was no impact on the above Statement, made by the Club on 6 December 2018.
On 24 December 2018 the Chairman received an email from the complainant stating that they would make no further comment or statement regarding the issues concerned, which they viewed as closed.
On 8 January 2019 the Chairman, Andy Gregory, again received a request from Mick Smith for copies of the retraction of the letter circulated at the AGM. Mick Smith’s email was copied to the Hon Secretary, Joe Perry, and to each of the five authors of the letter.
The Committee have emails from each of the 5 signatories to the Chairman, dated 28/11/18, all of which unambiguously retract the AGM Letter. These are confidential as they were part of the mediation process of an official complaint about the AGM Letter. It would be unfair of the Club to release these verbatim. Although they remain confidential, they form part of the official Club records. The Hon Secretary retains copies and confirms that there can be no doubt that the five signatories agreed to retract the letter. We do not have or require a single document signed by all five signatories retracting the AGM Letter.
Between 14 and 16 January 2019, all five signatories to the letter have confirmed that they did indeed retract it on 28 November 2018. Their emails are reproduced below:
(i,ii,iii) a letter that was received from Clive Adams; an identical version was sent by Peter Coote and by John Lund:
Dear Joe,
Please can you inform Mick Smith that the letter which was available at the AGM has been retracted and the incoming Chairman was made aware of this, and for the sake of unity the content will not be used again as we are prepared to accept the committee’s decision which can be seen on the club’s website.
Regards
(iv) an email from Trevor Shales, referring to the letter above from Clive Adams:
Hi Joe,
... am happy for Andy to show you my retraction email I sent him, however I see Clive has slightly amended your document, which I agree with!
Regards
Trev
(v) the email originally sent by Colin Jackson, on 28 November:
Hello Andy,
More than happy for the letter to be withdrawn.
Regards
Colin
In summary:
(i) the Committee dealt quickly and fairly with difficult and contentious issues and acted according to the Club Constitution;
(ii) the Chairman of the Club was witness to the full retraction of the letter by all authors on 28 November; subsequently this was confirmed by the Hon. Secretary;
(iii) the Statement of the Club on 6 December concluded that the Overstrand incident and all disciplinary issues following on from it to be finally closed - this remains the case;
(iv) there was no need for disciplinary action, but the letter contained several inaccuracies and unsubstantiated statements, these were placed on the Club website;
(v) the Committee’s decisions on the Club website have been accepted by all five signatories;
(vi) the Committee will take no further action on this issue;
(vii) if there are further issues between the authors and those whom the letter named they must be resolved, or otherwise, independently of the Club.
Joe Perry, Hon. Secretary, 23 January 2019
_______________________________________________________________
A complaint was received by the Committee on 3 December 2018. The Committee met to discuss this on 18 December. The full Minutes of this Meeting and associated documents may be found by clicking (1) the drop-down menu above labelled 'Committee Minutes 2018' and then (2) '18 December 2018'.
A summary of the outcome of the Committee's evaluation of the complaint is given below:
Summary of Executive Committee Decisions following a complaint concerning the letter circulated before and during the 2018 AGM from Lund, Adams, Shales, Coote & Jackson
The Committee discussed the complaint at length and their deliberations are recorded in the minutes of the Executive Committee meeting of 18 December 2018 on this website. No disciplinary action will be taken. However, the Committee reiterate the warning in Appendix A of the Constitution covering Disciplinary policy, that: “Members are particularly reminded of the dangers of forwarding and broadcasting personal emails containing comments which might be construed as disrespectful.” Any future such communications will be viewed more severely in the post-Overstrand era.
There is no impact of this complaint on the Statement made by the Club concerning the Overstrand Incident, on 6 December 2018.
The Committee checked the allegations in the letter against Club records and were concerned that the letter contained several inaccuracies and unsubstantiated statements. These are set out in a separate document. The Committee will not enter into any debate on whether, with further investigation or evidence, the claims in the AGM Letter can be substantiated. For the sake of transparency the Committee states what is in its records so that members can understand why it acted as it did.
On 6 December, a statement was sent to all Club members from the Executive committee stating inter alia that:
The parties to the Overstrand incident will not pursue any historical grievances.
The Committee will not entertain any such complaints, considering them to be time expired.
The Executive Committee of the Norfolk Seniors now considers the Overstrand incident and
all disciplinary issues following on from it to be finally closed.
___________________________________________________________ On 22 February 2019 the Executive Committee responded to the email from Mick Smith of 19 February, with the following Statement circulated to all members:
As far as the Committee is concerned this matter was completely and finally closed on 23 January 2019.
The Committee have investigated these issues and are entirely happy that the AGM Letter was retracted properly and that no further action is necessary.
After a lengthy correspondence between Mick Smith and the Committee, the Committee agreed a Statement which was sent on 23 January to all five signatories of the AGM Letter and to all five of those members named in the Letter, including Mick Smith. This Statement is attached for the information of all Club members, and gives clarification on how the AGM Letter was retracted.
In particular the Committee draws attention to the summary at the end of the Statement: “the Statement of the Club on 6 December concluded that the Overstrand incident and all disciplinary issues following on from it to be finally closed - this remains the case; the Committee will take no further action on this issue; if there are further issues between the authors and those whom the letter named they must be resolved, or otherwise, independently of the Club.”
The Committee believe they have a very strong mandate from the members, expressed at the AGM, to move on and put all issues arising from the Overstrand incident behind us; the Committee believes it will be best for Norfolk Seniors cricket to move the club forwards and to concentrate on playing cricket.
The Committee would also like to make it entirely clear that the Committee makes collective decisions and is collectively responsible for those decisions.
The Chairman does not act alone, but with the permission of and under the authority of the entire Committee.
Regarding the need or otherwise for apologies, the ICC Code of Conduct lists four levels of penalties, but does not mention apologies.
The ECB Code of Conduct and Spirit of Cricket does not mention apologies. The Norfolk Cricket Board disciplinary procedures do not include apologies.
Our own Norfolk Seniors Constitution, Appendix A Disciplinary, Section 2 lists a range of penalties, one of which (2.1a) is to write a letter of apology,
but this only after an internal Club enquiry has upheld a charge of misconduct. In this case the Executive Committee meeting of 18 December 2018 found there was no need for disciplinary action. The Committee understand that many accusations were made by both sides in relation to the Overstrand incident and its aftermath and consider that, if they were to pursue expressions of apology and regret for all of these there would be no end to the matter.
_______________________________________________________________
On 23 January the Executive Committee sent to all five signatories
of the AGM Letter and to all five of those members named in that Letter the following Statement:
A letter with five signatories was circulated just before and at the AGM on 26 November 2018. The Committee learned that there was likely to be a complaint about the allegations in the letter.
Between 27 and 28 November, the incoming Chairman, Andy Gregory, conducted confidential mediations between the complainant and the five authors.
By the end of 28 November, the Chairman had obtained five separate emails in each of which the author agreed to retract the letter and to support the initiative whereby the Club would issue a Statement confirming an end to the Overstrand incident and all subsequnt issues arising from it.
On 6 December 2018 the Club issued that Statement confirming inter alia that the “The letter which was circulated before/at the AGM has been retracted in full”.
On 7 December, Mick Smith, the previous Chairman, requested “a copy, presumably signed by all 5 members” of the retraction.
On 8 December Mick Smith said he required to see their “retraction in writing, signed by all five” otherwise he would proceed with legal action.
Following the request by Mick Smith on 8 December, the Chairman, Andy Gregory, replied to Mick Smith, saying that, following the 6 December Statement by the Club, these matters were now closed and that he would take no further action on behalf of the Club. However, he agreed to write to the five authors of the letter, raising the issue with them, which he did on 11 December.
On 18 December 2018, the Executive Committee met to consider a complaint against the authors of the letter and concluded that, although the letter contained multiple inaccuracies and unsubstantiated statements, there was no need for disciplinary action and that there was no impact on the above Statement, made by the Club on 6 December 2018.
On 24 December 2018 the Chairman received an email from the complainant stating that they would make no further comment or statement regarding the issues concerned, which they viewed as closed.
On 8 January 2019 the Chairman, Andy Gregory, again received a request from Mick Smith for copies of the retraction of the letter circulated at the AGM. Mick Smith’s email was copied to the Hon Secretary, Joe Perry, and to each of the five authors of the letter.
The Committee have emails from each of the 5 signatories to the Chairman, dated 28/11/18, all of which unambiguously retract the AGM Letter. These are confidential as they were part of the mediation process of an official complaint about the AGM Letter. It would be unfair of the Club to release these verbatim. Although they remain confidential, they form part of the official Club records. The Hon Secretary retains copies and confirms that there can be no doubt that the five signatories agreed to retract the letter. We do not have or require a single document signed by all five signatories retracting the AGM Letter.
Between 14 and 16 January 2019, all five signatories to the letter have confirmed that they did indeed retract it on 28 November 2018. Their emails are reproduced below:
(i,ii,iii) a letter that was received from Clive Adams; an identical version was sent by Peter Coote and by John Lund:
Dear Joe,
Please can you inform Mick Smith that the letter which was available at the AGM has been retracted and the incoming Chairman was made aware of this, and for the sake of unity the content will not be used again as we are prepared to accept the committee’s decision which can be seen on the club’s website.
Regards
(iv) an email from Trevor Shales, referring to the letter above from Clive Adams:
Hi Joe,
... am happy for Andy to show you my retraction email I sent him, however I see Clive has slightly amended your document, which I agree with!
Regards
Trev
(v) the email originally sent by Colin Jackson, on 28 November:
Hello Andy,
More than happy for the letter to be withdrawn.
Regards
Colin
In summary:
(i) the Committee dealt quickly and fairly with difficult and contentious issues and acted according to the Club Constitution;
(ii) the Chairman of the Club was witness to the full retraction of the letter by all authors on 28 November; subsequently this was confirmed by the Hon. Secretary;
(iii) the Statement of the Club on 6 December concluded that the Overstrand incident and all disciplinary issues following on from it to be finally closed - this remains the case;
(iv) there was no need for disciplinary action, but the letter contained several inaccuracies and unsubstantiated statements, these were placed on the Club website;
(v) the Committee’s decisions on the Club website have been accepted by all five signatories;
(vi) the Committee will take no further action on this issue;
(vii) if there are further issues between the authors and those whom the letter named they must be resolved, or otherwise, independently of the Club.
Joe Perry, Hon. Secretary, 23 January 2019
_______________________________________________________________
A complaint was received by the Committee on 3 December 2018. The Committee met to discuss this on 18 December. The full Minutes of this Meeting and associated documents may be found by clicking (1) the drop-down menu above labelled 'Committee Minutes 2018' and then (2) '18 December 2018'.
A summary of the outcome of the Committee's evaluation of the complaint is given below:
Summary of Executive Committee Decisions following a complaint concerning the letter circulated before and during the 2018 AGM from Lund, Adams, Shales, Coote & Jackson
The Committee discussed the complaint at length and their deliberations are recorded in the minutes of the Executive Committee meeting of 18 December 2018 on this website. No disciplinary action will be taken. However, the Committee reiterate the warning in Appendix A of the Constitution covering Disciplinary policy, that: “Members are particularly reminded of the dangers of forwarding and broadcasting personal emails containing comments which might be construed as disrespectful.” Any future such communications will be viewed more severely in the post-Overstrand era.
There is no impact of this complaint on the Statement made by the Club concerning the Overstrand Incident, on 6 December 2018.
The Committee checked the allegations in the letter against Club records and were concerned that the letter contained several inaccuracies and unsubstantiated statements. These are set out in a separate document. The Committee will not enter into any debate on whether, with further investigation or evidence, the claims in the AGM Letter can be substantiated. For the sake of transparency the Committee states what is in its records so that members can understand why it acted as it did.
On 6 December, a statement was sent to all Club members from the Executive committee stating inter alia that:
The parties to the Overstrand incident will not pursue any historical grievances.
The Committee will not entertain any such complaints, considering them to be time expired.
The Executive Committee of the Norfolk Seniors now considers the Overstrand incident and
all disciplinary issues following on from it to be finally closed.