| Amersham & Chalfont 4th October 2001 Club Minutes |
| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club |
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Committee Meeting Minutes – Thursday 4th October 2001 The Clubhouse Apologies: Peter Colwill Minutes of last meeting and matters arising: The minutes were accepted as correct (after a few spelling corrections!) Sam Machin has agreed to be President of Chalfont Park Sports Association. The bank mandate has been signed and passed onto David Peters. Drew: To check the new bank account progress and account name for cheques. Subject of Open Evening organisation was raised at the last CPSA board meeting and apologies were given. Thanks to Al & her team of people who did a fantastic job. First Aid: Mark & Heidi have done an audit of all the team’s equipment and have ordered some more kit so that each team has a full first aid kit with the appropriate contents for hockey injuries. They will also get a kit for the clubhouse along with their order. This should come out of board funds. Total cost will be around £1000 (this has actually worked out at around £400). With this bulk order the company supplying the equipment should give a discount and allow instalment payment. Honors Board: Still need to decide what to put on this. Sarah: Add to agenda for the next meeting Chairman’s Report: After discussions with the team captains, match fees were proposed by Giles to be reduced to £8.00 for seniors and £4.50 for juniors with no petrol costs. This was seconded by Mark. Giles: To talk with CPSA for discounts on jugs of beer after games. Committee: To review the match fees and teas at Christmas. Thanks were given to all those who ran the tournament, despite difficulties with teams not turning up and the weather. Note was taken that the pitches were quite damaged after this event because of football boots, therefore next year we either ban football boots (run risk of safety issues) or cancel the event if the pitches are as wet. Subs: Colts have pretty much run themselves for many years and therefore should continue as they are for the time being. It was agreed that Captains/committee should use discretion in terms which players pay reduced subs e.g. university students who are away most of the season. All decisions should be agreed within the committee. Sarah: To check with David Peters on the unemployed rates. Treasurer’s Report: The treasury is mainly communicating by email. Drew has received £1100 from the colts. No issues. Secretary’s report: Insurance has been arranged although the paperwork has not yet been received from the Insurance Company. Sarah has called them (4th Oct) and they confirmed that the money and application form had been received and were still being processed as they had a backlog. Affiliation fees for BCHA are due and were passed onto the Treasurer. Drew: To pay. An invoice for the Bucks U21 match at Cressex had been received from the Women’s County Association and this was also passed onto the Treasurer. Drew: To pay. The colt’s schools tournament, run by ACHC and sponsored by Bucks Chiltern University College, is on at Newlands this weekend – request for the Chairman to be present. Just for information, ACHC are involved in the Active Sports programme which is a National Initiative to improve sports around the UK, focusing on 5 main sports which includes hockey. Stephen Jack is also running stik-skills sessions for the colts – dates yet to be confirmed. Social Secretary: Curry night is now booked for 3rd November. Quiz Night is on 24th November. 6 people per team. Tickets for socials will be cheaper if bought in advance. Other fundraising ideas: Each team has a fundraising event to raise £100, or just raised the money over the season. The club supper will be along the lines of the opening evening, with a marquee, but different food. The monies raised from the Opening Gala Evening were £1500 including bar takings. The tournament raised £600 (although it’s not clear exactly how much of this was profit). Sarah: To circulate the minutes of the last social committee meeting. The Bar: It was agreed that we need to arrange some cover for the running of the bar and serving of food. The rota was discussed and agreed after some minor changes. Sarah: To send out to the captains highlighting the main duties. Database: Some concern was raised about email addresses and bulk emails e.g. for directions to matches for the ladies, as addresses changes regularly and people move away etc. It was discussed and agreed that emails for teams should be sent to the captains for circulation to their team members. Any bulk emails should be sent to Sarah for distribution to the whole club using bcc so that addresses cannot be shared. Sarah: Add a disclaimer to the bulk emails to inform people that the can be removed from the list upon reply to the mail. Any Other Business: Subscriptions: These are due by the end of October, otherwise and extra £10 is charged. Drew: Email list of those people who have paid their subs already so that the Captains can chase up other players. Meeting minutes: The Mens playing committee have said that they will not write up any minutes from their meetings as they are mainly focused around selection. It was suggested that they should document the main points and any action items. Giles: To speak with Tony Eaude. Trophies cabinet: We need a cabinet for trophies etc. Notice Board: Needed in the clubhouse and not downstairs. Giles: To request at Board meeting. Cleaning up: There are no cleaners at the moment therefore it is up to hockey people to clear up after themselves. This is being done by predominantly the same people, however once the bar rota is working then the team on should make some attempt to clean/hoover (including the changing rooms). Use of clubhouse: The clubhouse is primarily for the use of the members of the club, therefore if any members want to use it then a request should be made to the Board of CPSA, who will give approval and advise on any costs involved. Expenses: Captains and committee members should submit expenses, even if they do not expect payment so that the costs of running the club can be measured. Press: Should ideally be getting the results of all games into the papers Pictures: Team photos should be taken (once new socks have arrived) and blown up into pictures, framed and put up in the clubhouse. Date of next Meeting: Thursday 8th November 2001 at the clubhouse at 7.30pm Minutes of Committee Meeting 1 of 3 4th October 2001 |
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