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MINUTES OF COMMITTEE MEETING HELD ON 4TH SEPTEMBER 2002
Those Attending
Alison Spicer (ACS); Chairman Andy Watts (AW) Janet Carter (JC)
Peter Colwill (PJC) Mark Rutherford (MAR) Sarah Watts (SJMB)
Zoë Scott (ZAS)
1. Apologies
Drew Downing (DND) Caroline Chipperfield (CDC)
2. Minutes of Meeting held 7th August 2002
2.1 Resignation of Jamie Lamborn
ACS stated that the problems raised in relation to JL's resignation was not
as bad as first feared. Apparently Martin Cartledge is seeing him tonight
and it is thought that he is happy to carry on playing for the Club, but the
pressures of being Captain meant he hadn't been enjoying playing hence his
resignation.
Actions from Last Meeting:
* ACS to ring JL to discuss leaving the Club, she has not done this being
aware that Martin was due to see him.
* MAR + JC to discuss and compile with the Players Committees action of and
responsibility of Captains. This has not been done.
* ACS to put a general note in the Newsletter regarding the role of the
Captain. This has not been done, ACS to get something to SJMW as soon as
possible.
2.2.2 Pitch Hire
Action from Last Meeting:
DND to liase with Joe Peters and Alistair Wertheim regarding cost of pitch
allocation. Not sure if this has been done or not as DND not at meeting.
2.2.5 Open Day 7th September 2002
Action from Last Meeting:
ZAS to obtain registration forms from Mike Snell. The form has been taken
from our website rather than contacting Mike Snell and copies provided to
SJMW for the day.
2.2.6 Teas
Actions from Last Meeting:
* ACS to speak to Jo and ask her to draw up a tea rota. ACS confirmed this
has been drawn up as agreed.
* CDC to liase with Jo and then draw up bar rota. This is in hand and it is
hoped the problems raised due to the scheduling of games can be reiterated
in the fixture card.
3. Fixture Cards
MAR confirmed that the final proof had gone to the printers. He has arranged
for 600 to be printed and shall be ready in 2 weeks. The cost is £780 with
£580 of that having been raised in sponsorship.
5. Social Report
Action from Last Meeting:
CDC to pass copy of all previous records and all future records to DD to
incorporate into the Hockey accounts. Not sure if done or not as CDC not at
meeting.
6. Treasurers Report
Actions from Last Meeting:
* DND to produce revised forecast.
* DND to prepare a list of what is required from the Social Committee and
any other relevant parties to be incorporated into the accounting figures.
* DND to speak to Peter Banner regarding HEL subscriptions due to be paid in
the near future.
3. Mixed Tournament on Sunday 22nd September
Annie Brothwell has provided a brief report to ACS, confirming that the
organisation is in hand, with jobs being allocated to a number of people so
that too much doesn't fall on one person. With regard to playing teams she
has 10 external definites, 3 possibles and 5 yet to reply who she is going
to chase up. There are 3 A&C teams entered.
Annie is worried about the cost of any trophies and would like the Committee
to sanction costs. After some discussion it was agreed to buy one large
shield which winners names can be put on, which will be presented on the day
but will remain in the Club. A cup to be presented to the winning team for
them to keep and then individual medals for the winning team members.
ACS asked for as many people to attend on the day as possible to help with
running the bar and BBQ.
Action: ACS to let AB know decision regarding trophies.
4. Joint Players Committee
4.1 Umpires: JC reported on the last meeting. Jo is working hard on the
schedules and is also co-ordinating the Umpires. Gaye Pickard sorted the
Umpires out last season but doesn't appear to have been asked to do it this
year. There is going to be a shortage of Umpires for the Women's Section
this season as Steve has moved, Mike and Jane are doing the first and second
teams (they cannot be used for the other teams as they have been put down as
"pool games") and Denise has retired. Ladies teams one to five all need
Umpires to County Badge standard.
SJMW stated that some time ago she sent an e-mail round asking for people
who were interested in becoming Umpires and also anyone who was already
qualified at any level to let her know what their level was.
PJC suggested we look at appointing an Umpire Development Officer, someone
who could approach other Club members if it was thought they were interested
in becoming an Umpire and to arrange people attending courses etc. The
Committee agreed this was a good idea.
The Men's Section is apparently ok for Umpires this season.
Actions: * JC to ring Gaye Pickard and ask her to organise Umpire schedule
for this season.
* SJMW to provide MAR with potential Umpire list.
* Committee to think of suitable Umpire Development Officer and discuss at
next meeting.
4.2 Match Fees: JC wanted clarification on match fees for Goalkeepers. ACS
confirmed that it was £4. JC asked if that remained if the Goalkeeper was
using Club kit and it was confirmed that they should pay the full £8 match
fee if the Club was providing the kit and the £4 if the player was providing
the kit.
4.3 Balls: Apparently there is a shortage of balls, SJMW stated that she has
one or two trays of balls for the Ladies Section, which she will bring to
the Club. The Men's Section will probably need more, as they lost all their
training balls last season. Steve Jacks is ordering balls for the Juniors.
5. Open Day
5.1 Organisation: JC reported that all helpers have been asked to be at
the Club House by 10.00 am, with registration to be at the Club. There will
be a cold buffet lunch and then up to Newlands Park for 2.00 pm for a few
games. She is trying to ensure that as many people turn up in their kit as
possible in the morning. Mike Snell and one other umpire will be attending
and they will welcome any new umpires that attend as they come. There is
nothing formal arranged for the evening and it is intended to play the
evening by ear, depending on who remains at the Club. JC is happy that the
day is all organised and should go to plan.
The Committee agreed that it would be a good idea to advertise for new
umpires as well as players at next years open day.
5.2 Publicity: AW stated that roughly 40,000 flyers have gone out, in the
South Bucks Star and the Bucks Advertiser. He has also sent flyers to about
25 local schools in the Chiltern area, although he could not say exactly
which off the top of his head. There are also the Estate Agents boards out,
although he was not allowed to put one on the A40 as it is classed as a
black spot. The Juniors newsletter also had details of the open day, asking
them to come along with a friend.
AW has had enquiries from 6 women and 2 men so far, all hearing about us
from the internet. ZAS had drawn up forms for people to write their details
down for us to contact them again if they didn't want to register
immediately, and AW asked if they could note on the forms how the people
heard about us as it would be helpful with next years advertising.
AW is hoping that about 50 people will attend and sign up as new players.
AW hasn't had all the invoices in yet, but rough costs are £400 for
printing, £500 for South Bucks Star and he has also underwritten costs of
£460. He is concerned that he has gone over budget, but ACS said that it
wouldn't be a problem to cover the additional costs.
6. Training
A meeting of the coaches has been called for them to go over the
structure of the sessions and as confirmed at last months meeting Monday
nights is for the whole Club, with more senior members helping out and
Tuesday night is for the first and second teams and any other team that
feels they need training in specific areas, as per requests they may make.
Training will commence on Monday 9th September 2002.
7. Any Other Business
7.1 Post: SJMW stated that she has had a few items of post through, none
of it important and not any affiliation dates. She has had the date of the
EHA AGM.
7.2 Weekly Newsletter: Neil Turner is doing the weekly newsletter and needs
to liase with SJMW and Mike Snell for an up to date database. The Teams need
to get all information to Neil for inclusion in the newsletter by Monday
morning at neil@d-drive.com.
Action: JC to ensure Captains are aware that Neil doing newsletter and all
info to him by the above time limit.
7.3 Team of the Year: This has been discussed before and the Committee
needed to make a decision as to whether this will be an annual award at the
end of season dinner. After some further discussion it was agreed this will
be an award, to be decided by the Committee only on the parameters of
playing and social reports.
7.4 Pre-Season Newsletter: PJC stated that we need to ensure that this goes
out to everybody, not just those on e-mail and therefore should be posted
out as necessary. Points to include in the newsletter should be:
Chairman's address
Cup Dates
Help with Junior Section
Kit
Mixed Tournament
Social Dates
Tea / bar rota (if complete list not available then first couple of months
at least)
Teams / Captains
Team of the Year
Tour
Training
Umpires
7.5 Insurance: SJMW has received a reminder that the insurance is due soon.
Action: SJMW will send off and put return address to ZAS.
7.6 Bucks County Meeting: SJMW said that the next meeting is Monday (9th
September) and she is intending to attend. She will raise our shortage of
Umpires at the meeting and report back at next meeting.
7.7 Easter Tour: AW asked if there was any plan to arrange an Easter Tour
next year. It has been talked about before and thinks a decision needs to be
made soon if we are going to attend. The Committee agreed we should go, the
Folkstone tour was decided upon and we will try to send one team each for
Men, Women, Mixed, Vets and Under 23s. ZAS volunteered to organise, with AW
helping.
Action: ZAS & AW to arrange tour.
7.8 Club Secretary: PJC asked if anyone was aware that ZAS was now
Secretary. SJMW replied that both herself and ZAS had been somewhat busy
over the Summer, but it was something that she had in hand with regard to
handing over properly to ZAS and also informing external bodies of the
changeover.
7.9 Men's First Team Captain: MAR stated that with Jamie Lamborn's
resignation as First Team Captain, Martin Cartledge (MC) was the proposed
new Captain, with Warren Scott as his Vice Captain. MAR formally proposed MC
as Captain and ACS seconded. MC is new Men's First Team Captain.
7.10 First Aid: MAR informed Committee that he has new first aid kit which
he will hand out. SJMW has an Incident Book, which she will take to Newlands
Park and will be kept in the Juniors Cupboard with their first aid kit.
7.11 Junior Coaching Rota: SJMW was asked if a rota was required for the
Sunday coaching of the Juniors. She replied that it would be helpful.
Action: JC will go back to Players Committee and speak to the Captains,
asking them in turn to go back and delegate through their teams.
7.12 Coaching Development Officer: PJC asked if the Committee would consider
appointing someone as Coaching Development Officer. MAR replied, saying that
coaching in general came under his role of Sports Development and when
coaching requirements are identified he follows them up, so a specific
Coaching Development Officer was probably not necessary.
7.13 Kit: MC has informed the Committee that he will not be organising kit
after this season, so we will need to look at replacing him for the 2003/04
season.
SJMW has spoken to MC with regard to white shirts as an away strip and he
has this in mind.
Further, MC has said that he still has a number of people's kit, which they
ordered at the beginning of last season and paid for but hasn't been
collected yet. ACS suggested that they are written to, asking they collect
their kit within one month from MC or it will go into the Club as "pool kit"
and possibly sold on.
Actions: * ACS to speak to MC re white shirts.
* ZAS to send out letters re uncollected kit.
7.14 Cricket Application for Fence: MAR asked if anyone on the Committee had
heard about the Cricket Sections application for a white picket fence to be
built around the pitch. He had heard that the CPSA had refused their
application because the Hockey Section have complained that too much money
is being allocated to cricket and they are not prepared to let any more
hockey funds go to cricket. No one on the Committee was aware of this and
ACS was concerned that the Hockey Section may be being blamed for refusal of
funds to cricket. PJC suggested that maybe DND as Treasurer had been
approached and he had been the Committee member to put this view forward.
ACS didn't think that DND would have said this, but thought maybe it should
be checked just for confirmation.
Action: * MAR to speak to Simon Seabrook to ascertain if the reason for the
refusal is correct.
* ZAS to check with DND if he knows anything about the application.
7.15 Ladies Indoor Hockey: SJMW is going to enter a ladies team into the
Indoor League, which is held on a Monday night. It is held in High Wycombe
and is roughly every two or three weeks. Although this will have a slight
impact on Monday night training, it was agreed that it will be good for the
first team development.
7.16 Astro Space: AW raised the issue of problems with pitch space for next
season. He thinks that Gerrards Cross only have a 10 year lease on
Beaconsfield, which they are 6 years through and he has heard that they may
not be re-newing the lease. It may be worth looking into for the future. MAR
is aware that there may be plans to build a second astro at Newlands and is
finding out as much as possible about this. AW stated that this is something
we need to get behind and back if required as it will help with the
expansion plans of the Club.
ACS asked that Future Pitch Allocation go on the agenda as an ongoing item.
Next Meeting
To be held on Wednesday 9th October 2002 at 8.00 pm. ZAS asked that all
agenda points are to her by Monday 7th October 2002 in order for her to
e-mail out an agenda in advance of the next meeting.
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