Amersham & Chalfont August 7th 2002 Club Minutes |
| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club |
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AMERSHAM & CHALFONT HOCKEY CLUB MINUTES OF COMMITTEE MEETING HELD ON 7TH AUGUST 2002 Those Attending Alison Spicer (AS); Chairman Caroline Chipperfield (CC) Peter Colwill (PC) Mark Rutherford (MR) Sarah Birger (SB) Zoë Orchard (ZAO) Apologies Drew Downing (DD) Andy Watts (AW) Janet Carter (JC) 1. Secretary AS proposed and SB seconded the formal proposal to elect ZAO as Secretary. This was agreed and she was formally welcomed to the Committee. 2. Men's Playing Committee MR went through the issues arising from the Men's Section, as follows: 2.1 Resignation of Jamie Lamborn MR reported that JL had sent an e-mail to the Men's First Team resigning both as First Team Captain and from the Club as a whole. His reasons were that he was no longer enjoying playing at the Club because of arguing amongst the Team, the division between the First and Second Teams and the pressure of being Captain. After some discussion it was agreed that perhaps the role of the Captain should be reiterated to the Club so that the Teams are more supportive of their Captain's decision making. It was also felt appropriate that a member of the Committee should speak to JL to discuss his decision to leave the Club. Action: - AS to ring JL to discuss leaving the Club - MR + JC to discuss and compile with the Players Committees action of and responsibility of Captains. - AS to put a general note in the Newsletter regarding the role of the Captain. 2.2 Joint Players Committee 2.2.1 Training - it was agreed at the last Committee meeting that Training for the Club would be on Monday nights at Beaconsfield, with the hope that members of the First Teams would be available to take this training session. An advanced session would be held on Tuesday nights at Newlands Park. The advanced sessions will be to meet the needs of the Club and can be team specific as and when required. This was formally proposed to the Committee by PC and seconded by AS. 2.2.2 Pitch Hire - looking at the number of teams we are now running, we will need 6 home pitches frequently, sometimes 7 (which is not possible). The Committee discussed the possibilities of out sourcing to other pitches or the adjustment of time slots. To take 6 slots at Newlands the time slots would need to commence at 9.30 am on busy days or 10.00 am on less busy days. Jo Peters and Alastair Wertheim are currently looking into this in greater detail. Action: DD to liase with Joe Peters and Alastair Wertheim regarding cost of pitch allocation. 2.2.3 Junior Training - Sunday coaching is to be time slotted as follows 9.15 am - 10.45 am; 10.30 am - 12.00 and 12.00 - 1.30 pm. These times may clash with cup games, but this will need to be looked into further when the cup dates have been announced. 2.2.4 Match Fees - Captains need to keep accurate figures of match fees collected and these need to be passed to DD on a regular basis to ensure inputting into the accounts. 2.2.5 Open Day 7th September - Although this clashes with the open day being held by Gerrards Cross, it was agreed that it should remain as arranged. There will be registration at the Club with people being shown around from 11.00 am. At registration prospective members will be asked to fill out or take away with them the CPSA registration form. Mike Snell will need to be contacted for a supply of these forms. From 2.00 pm - 5.00 pm there will be games at Newlands Park, 30 minutes each game alternating between men and women. Action: ZAO to obtain registration forms from Mike Snell. 2.2.6 Teas - It was agreed that Sally should continue to do the teas as they are, however we need to speak to her with regard to more food for vegetarians, which should be labelled for vegetarians only. With regard to the running of teas it has been noted that although each team runs the teas on a rota basis it seems to be the same people doing this each week. The proposal put forward is that we have 2 teams running the Club on a time split, so that the early team covers the first set of teas and a later team covers the later players. The time split needs to be decided upon. This followed onto the running of the bar and it was agreed that a third team would be asked to run the bar, therefore the responsibility for the running of the Club does not fall on only one team per week. Action: - AS to speak to Jo and ask her to draw up a tea rota. - CC to liase with Jo and then draw up bar rota. 3. Fixture Cards MR voiced his disappointment that he and Heidi had originally volunteered to sort out the cards, which was then given to others to sort out. This has not been done and the responsibility is now back with him to arrange the cards and Heidi cannot now help him, so he is doing it on his own. The content of the cards was discussed as follows: " Only the main Committee members details would be included as all others will take up too much room, although the details of as many Club Officers as possible will be left in. " The subs fees will be included, at £100, with any defaults being charged an extra £20 making it £120 in total for those who default. Eighteen to 21 year olds will be charged £75. " Match fees are £8.00 for pitch players and £4.00 for Goalkeepers. " Junior fixtures will not all be listed as there are so many, however contact details will be included for each Junior team. " Awards - all award winners from last Season will be included. 4. Minutes of Previous Meeting - 30th June 2002 1. Post of Secretary - Action agreed. 2. Social and Fundraising. Bar volunteers were covered earlier under "teas", this will need to be done quite quickly in order to get them into the Fixture Card. 3. Synthetic Pitch - not discussed as still being looked into; carried over to next meeting. 4. Caribbean Evening - all members agreed that the evening had been a success. 5. Open Day - publicity was discussed, we are having 4 Estate Agents boards (2 on the A413, one on the A40 and one on A355 Beaconsfield Road). AW will produce a one sided flyer as it is more cost effective, 30,000 will be printed using South Bucks Star. Regarding advertising the Bucks Advertiser has a circulation of 14,000 and costs £500 and the Bucks Examiner has a circulation of 12,000 and also costs £500. The advert at the railway station will not go ahead as the cost is prohibitive. Action: AW to decide which paper we will advertise in, but only one due to cost. 6. Newsletter - all items for the newsletter to be with AW and SB by 19th August 2002. 7. Mixed Tournament 22nd September 2002 - to be discussed at first meeting after the event. 8. Men's First Team Tour - has not been organised and therefore will not go ahead. 9. White Shirts - feasibility of number of people who will buy a white shirt needs to be looked at; carried over to next meeting. 10. Goalkeepers, kit and match fees - Action agreed, see section 3 11. Training night - Action discussed and agreed at point 2.2.1 5. Social Report 5.1 Caribbean Night - the Club made £200 profit on the night and took £1,200 over the bar. 5.2 The last Social Committee meeting was on 31st July 2002 and a list of social events were compiled to go into the Fixtures Card and these have already been passed to MR. 5.3 Opening Social night to be held on 21st September 2002, James Stevens (Trick) has been asked to DJ and has agreed. 5.4 The accounting of social events was discussed and it was agreed there needs to be a clear recognition of the money raised for the Club through our social functions. CC stated that regardless of which account the fundraising money is paid into she has a record of all fundraising money, including bar takings. Action: CC to pass copy of all previous records and all future records to DD to incorporate into the Hockey accounts. 6. Treasurers Report AS read the Treasurer's Report in DD's absence and a copy was handed to Committee Members. The account was generally discussed, although could not go into detail due to DD's absence. Action: - DD to produce revised forecast. - DD to prepare a list of what is required from the Social Committee and any other relevant parties to be incorporated into the accounting figures. - DD to speak to Peter Banner regarding HEL subscriptions due to be paid in the near future. 7. Any Other Business 7.1 Ladies Monday Night Indoor - SB to e-mail the ladies section and if there is enough interest she will submit the forms. 7.2 SB has a copy of the minutes from the last County Meeting, although these were not discussed. The next meeting is scheduled for 9th September 2002 and SB will offer the County Committee the club as a venue for that meeting. Next Meeting To be held on Wednesday 4th September 2002 at 8.00 pm. CC gave her apologies as not available. ZAO asked that all agenda points are to her by Monday 2nd September 2002 in order for her to e-mail out an agenda in advance of the next meeting. |
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