If it's any use, this is the document I drew up for consideration when all this got mooted by Tony Campbell way back in 2009.
The structures and processes seen below are mostly lifted from successful constitutional protocols currently in place at a number of other League clubs.
PS - PASTMA was just a simplistic term to cover all recognised PAFC membership holders, however they would be defined. Still an issue to this day...
PAFC Supporter Representatives ā Organising Principles
Purpose and Objectives
To represent the Plymouth Argyle Season Ticket Member Association (PASTMA) and other recognised regional Supporters Branches at Board level.
To assist Plymouth Argyle FC (PAFC) in developing and maintaining a close relationship with its supporters and improving communications on matters relating to club policy and strategy.
To provide a direct channel to allow constructive observations, comments and suggestions to be presented at Board level.
Role Description and Responsibilities
Two persons will be appointed to serve as PAFC Supporter Representatives (SRās) for a period of 12 months, from 1 July to 30 June each year.
Each SR must be a current Season Ticket holder, above 18 years of age and be a āfit and proper personā according to the definitions provided by the English Premier League and by the Companies Act.
No former or current employee or director of PAFC may be eligible for the role of PAFC SR.
The specific responsibility of an SR will be for effective two way communication between PAFC and PASTMA members, as well as all other members of the fanbase.
The SR will have the rights and responsibilities of a non-executive Board member of Plymouth Argyle FC, with full access to all relevant information and shared accountability for Board decisions.
The SR will also adhere to the highest levels of personal and business confidentiality required in relation to details of financial matters, details of contracts and other commercial agreements that they may be party to whilst in their role. SRās will not vote in any matters specifically relating to financial, commercial or contractual issues.
SRās will be expected to communicate at all levels with all stakeholders on a frequent basis. They will also be expected to liaise closely with the media and to use all available channels to garner opinions and report on progress intelligibly with all media channels.
SRās will focus their attention on matters relating to the experience of the ordinary fan ā ticket prices, merchandising, stewarding, catering, pre-match entertainment, access issues and so on, but will also be encouraged to present opinions and suggestions related to other issues.
SRās will not receive any financial payments, match tickets or other rewards for their time or presence at Board meetings, except for reasonable and itemised travel expenses, where deemed necessary and agreed in advance.
Nomination and Electoral Process
PASTMA Representative
One PAFC SR will be directly elected from PASTMA, following a formal nomination, seconding and electoral process that will be conducted independently by PASTMA.
This process will commence in March with a call for nominations and secondings in the matchday programmes and in the local media. Nominees will be expected to produce a 100 word manifesto, followed by an interview process.
There will then follow a polling process that will be paper-based only, with forms produced in the April matchday programmes and in the local media. The polling form will still allow for a "write in" candidate.
The polling forms will be posted to a PO Box address, which will then be opened, counted and tallied under the supervision of one PAFC employee, one member of PASTMA and one member of the local media.
The process will be concluded by the end of May, to allow the previous incumbent a period of time to assist their replacement in familiarisation with the role.
The runner-up to the elected person will act as a Deputy, should the elected person be unable to attend a meeting.
It is recommended, though not necessary, that the PASTMA representative live within thirty miles of Plymouth, in order to ensure that the person elected to the role is able to gauge local opinion on an ongoing basis.
Regional Supporters Branch Representative
The other PAFC SR will be selected at random from within a group of nominated individuals drawn from the recognised Regional Supporters Branches (Cornwall, Plymouth, North Devon, Avon, London, Northern, Midlands and the Disabled Supporters Association).
Each of the recognised Regional Supporters Branches will be responsible for organising their own nomination and electoral process. The random selection of one individual from a potential list of eight persons will be carried out under the supervision of one PAFC employee, one member of PASTMA and one member of the local media.
PAFC SRās may not stand for consecutive terms, but can stand again after a two year interval, should they wish to do so.
Advisory Committee
All nominees from the PASTMA electoral process who receive more than 5% of the vote will join all non-elected Regional Supporter Branch nominees in forming an ad hoc Advisory Committee.
They will then be responsible for requesting and collating opinions and contributions from the fanbase at large, to be presented by the selected SRās at Board level. This will be a āvirtualā committee, with meetings not being required and contributions presented by email or by letter.
PAFC SRās will be expected to attend all Board meetings, or in the event of difficulty, to provide a minimum of fourteen days notice in writing to PAFC, to allow sufficient time for their deputy to arrange attendance in their place.
Non-attendance at two Board meetings within the 12 month period of service will immediately be followed by de-selection as SR, to be replaced by the Deputy in the case of the PASTMA representative, or by one of the Regional Supporter Branch nominees in the case of the Regional Supporter Branch representative.