# Monthly Board Pack — Agenda and Reporting Structure

*One-line purpose: a standing agenda and KPI set for the monthly board meeting, so the board steers the club on numbers rather than anecdotes.*

## How to use

Circulate the completed pack [X, e.g. 3] working days before the meeting — the meeting is for decisions, not for reading aloud. Keep the KPI table identical month to month so trends are visible; if a metric needs to change, change it at season start. Every decision leaves the room with an owner and a date in the decisions log.

---

**Club:** [CLUB NAME] · **Meeting date:** [DATE], [TIME], [LOCATION/CALL LINK]
**Chair:** [NAME] · **Pack prepared by:** [NAME] · **Circulated:** [DATE]
**Attending:** [NAMES] · **Apologies:** [NAMES]

## Agenda (90 minutes)

| # | Item | Lead | Time |
|---|---|---|---|
| 1 | Approve minutes of [PREVIOUS DATE]; actions review | Chair | 5 min |
| 2 | KPI dashboard — exceptions only | [NAME] | 10 min |
| 3 | Commercial update | [NAME] | 15 min |
| 4 | Sporting update | [NAME] | 10 min |
| 5 | Finance report | [NAME] | 15 min |
| 6 | Decisions required (papers attached) | Chair | 25 min |
| 7 | Risks and compliance | [NAME] | 5 min |
| 8 | AOB and next meeting | Chair | 5 min |

## 2. KPI dashboard

Report actual vs. budget vs. same month last year. Mark each metric ON TRACK / WATCH / OFF TRACK, and comment only on WATCH and OFF TRACK items.

| KPI | Month actual | Budget | Last year | Season to date | Status |
|---|---|---|---|---|---|
| Total revenue | [AMOUNT €] | [AMOUNT €] | [AMOUNT €] | [AMOUNT €] | |
| Average home attendance | [NUMBER] | [NUMBER] | [NUMBER] | [NUMBER] | |
| Season tickets sold (cumulative) | [NUMBER] | [NUMBER] | [NUMBER] | — | |
| Matchday revenue per head | [AMOUNT €] | [AMOUNT €] | [AMOUNT €] | [AMOUNT €] | |
| Sponsorship revenue contracted | [AMOUNT €] | [AMOUNT €] | [AMOUNT €] | [AMOUNT €] | |
| Sponsorship pipeline (weighted) | [AMOUNT €] | — | — | — | |
| Members (paying) | [NUMBER] | [NUMBER] | [NUMBER] | — | |
| Cash position / runway | [AMOUNT €] / [X] months | [AMOUNT €] | [AMOUNT €] | — | |
| Payroll as % of revenue | [X]% | [X]% | [X]% | [X]% | |

## 3. Commercial update (one page)

- **Closed this month:** [DEAL, AMOUNT €, TERM] — vs. target [AMOUNT €].
- **Pipeline:** top 5 live conversations — prospect, package, value, stage, next step, owner.
- **Renewals at risk:** [SPONSOR/PARTNER], contract ends [DATE], status [NOTE].
- **Ticketing and F&B:** campaign results (renewals, win-back, group sales) with the two headline numbers.
- **Ask of the board:** introductions wanted to [SECTOR/COMPANY TYPE]. Each director leaves with one named door to open.

## 4. Sporting update (half page — the board governs, it does not pick the team)

- League position [X] vs. season objective [OBJECTIVE]; points, form last 5.
- Squad matters with financial impact only: injuries affecting [X] weeks, contracts expiring [DATE], transfer windows and expected ins/outs with budget effect.
- Academy: [ONE LINE — debut, call-up, intake numbers].

## 5. Finance report

- P&L summary month + season to date vs. budget, with variance notes over [AMOUNT €/X]%.
- 13-week cash flow: low point [AMOUNT €] on [DATE]; actions if below [FLOOR €].
- Aged receivables: overdue over 60 days — [PAYER, AMOUNT €, ACTION].
- Aged payables and federation/tax obligations: all current? [Y/N — if N, plan].
- Capex/committed spend approvals used vs. delegated limits.

## 6. Decisions required

One short paper per decision, attached to the pack: context (5 lines), options, recommendation, financial impact, owner.

| # | Decision sought | Paper | Financial impact | Recommendation |
|---|---|---|---|---|
| D1 | [e.g. Approve floodlight upgrade quote] | [REF] | [AMOUNT €] | [APPROVE/DEFER] |
| D2 | [e.g. Sign principal sponsor renewal at X] | [REF] | [AMOUNT €] | |

## 7. Risks and compliance

Top 5 risks only — likelihood x impact, mitigation owner. Standing items: licence/federation compliance, safeguarding, insurance renewals [DATE], data protection incidents [NUMBER].

## Decisions log (maintained across meetings)

| Date | Decision | Owner | Due | Status |
|---|---|---|---|---|
| [DATE] | [DECISION] | [NAME] | [DATE] | [OPEN/DONE] |
| | | | | |

## Actions log

| # | Action | Owner | Due | Status |
|---|---|---|---|---|
| | | | | |

**Next meeting:** [DATE], [TIME], [LOCATION]. Pack deadline: [DATE].

---

Template from the Club Intelligence knowledge library · NSV Sports