Amersham & Chalfont 8 February 2003 Club Minutes

1. Apologies

Janet Carter (JC) Andy Watts (AW)

2. Minutes / Actions of Meeting held on 8th January 2003

The minutes from the previous meeting were agreed.

3. Outstanding Actions Update

The following actions were completed, all outstanding actions remain on action sheet.

DND – reimburse Dan Lovelace his subscription fee.
DND – reimburse Steve Jack for outstanding Monday night training session.
ZAS – contact last Season’s winners regarding their trophies.
JC / MAR – teas / general delegation to be raised with Captains.
DND – provide updated figures to the Board.
DND – reminder to Captains re unpaid match fees.
JC / MAR – obtain views of Playing Committee for solutions to future training and playing requirements.
JC – contact JP re chasing up unpaid match fees.
JC / MAR – organise Joint Players Committee Meeting.
ZAS – speak to DND re proposed AGM date.

4. Member Satisfaction Survey

ACS reported that 47 surveys had been completed on line and 17 on paper, which was quite a good response. She had received some brief initial feedback from Neil Turner which she took to the recent Board meeting. However she intends to go through the results in full with NT and Warren Scott in time for the next meeting and bring back results and actions for Committee members. ACS stated that NT had reported that unfortunately an error in the web programme meant that unfortunately the first page of the survey had not run and therefore the personal data is not available.

Action - ACS to meet with NT and WS for full survey feedback

5. Presidents Day – 26th April 2003

The format for Presidents Day was discussed and the following was agreed:

12.00 Junior Boys Match SJMW to arrange teams
1.00 Men’s Team Match PJC + MAR to arrange invitations / teams
2.30 Junior Girls Match SJMW to arrange teams
3.30 Ladies Team Match JC to arrange teams.

JC is to arrange an umpire for the ladies game, PJC and MAR to arrange for the men’s game. SJMW will ask Paul Adams to see if he is available for the boy’s game.

Jo Peters and Alistair Wertheim will be asked to arrange teas and pitches respectively.

PJC pointed out that the date in the fixture card is incorrect and the members need to be notified of the change. ZAS agreed to put something in the newsletter.

Action - SJMW, PJC, MAR, JC to arrange teams and umpires
- ZAS to contact JP and AW to arrange teas and pitches
- ZAS to put date change into newsletter

6. Club Supper

CDC confirmed that at the beginning of the Season the cricket section had approached her and requested that the club supper be joint, thereby this is a club event rather than just a hockey section event. Although they will give the majority of their awards from their last season at their AGM they would like to give out a couple of awards. There was general Committee discussion surrounding this and it was agreed that as a joint event has been agreed they should give their awards, although perhaps Simon Seabrook as Club Chairman, rather ACS as Hockey Chairman, should present the awards.

It was agreed the following needs to be arranged and quotes obtained by CDC as a matter of urgency.

• Bar staff
• Disco
• Catering
• Marquee
• Ticket cost

CDC stated that tickets need to be sold sooner rather than later as knowing numbers well in advance will be of a great assistance to her for planning. The idea of a “late ticket purchase” penalty was discussed and the Committee agreed it was a good idea. When ticket price is agreed the penalty for purchasing after a certain date may be as much as £5 or £10, to be agreed at the next meeting.

The guests were discussed and it was agreed the following will be invited, although we need to check with JC whether there is anybody else she would invite:

• Teri Cook + 1 (transferable ticket if she is unable to attend)
• President + 1
• Alec Graham + 1 (transferable ticket if he is able to attend)
• Jill M. and Alan Bennett from local press.

Action - CDC to obtain relevant quotes as a matter of urgency so ticket prices can be set
- ZAS to check with JC re invites
- CDC to ask Board if they want a table to invite people to, and confirm they will pay for that table if it is required

7. Treasurer’s Report

DND handed round an updated accounts report and outlined the figures. Match fees and pitch hire are both higher than forecast due to cup games. The new tea system is working, which is reflected in the actual figures. There has been a slight gain in training forecast, but this is because money was allocated to train coaches and this hasn’t yet happened. Regarding advertising, as this Season’s advertising push is now over this will not appear next season as advertising expense has now gone to Board level. There is money showing for Club Supper, which is from last year and money that Martin Cartledge and DND had been chasing up from non-payers, all of which is now in. The equipment budget is at £1,918 and DND gave SJMW the go ahead to spend £1,000 on the Juniors, which is greatly needed.

Peoples outstanding expenses were discussed generally and DND agreed it is slightly difficult to budget for this and he is aware there are some people with outstanding expenses.

PJC asked how many sets of match fees are currently outstanding. DND responded that he has 30 sets of match fees which are unpaid or have no explanation for not being in. He has e-mailed the Captains today to chase up and obviously has not received replies from everybody yet, so can’t say for definite what is outstanding.

Action - DND to contact people to get expenses to date.

8. Joint Playing Committee Report

MAR reported that the meeting had been a good one and a number of different subjects discussed, including kicking off peoples thoughts regarding requirements for future training and playing requirements, Captains’ responsibility and how they are delegating their work and the current training set up.

The idea of compulsory training for selection was discussed and it was felt to be a good idea by most of the Captains. There was also a general discussion regarding training. Compulsory training will need to be discussed at Board level.

Regarding trainers MAR reported that it was felt the training format was good and that was what was discussed as opposed to peoples views of the trainers themselves. The Playing Committee feel that the training is good, Monday nights specifically is working well. SJMW stated that a Level One Coaching Course is being run in June 2003.

Unpaid match fees were discussed and Jo Peters keeps a list of who has match fees outstanding. Apparently there are one or 2 people who consistently don’t pay and a few occasional people, which is generally where people are moving up and down teams. ACS stated that she would like to see this list to gain a better impression. The Playing Committee are close to “naming and shaming” the persistent non-payers. The idea of paying fees by direct debit was brought up and this is something that DND will look further into.

MAR stated that they had also discussed the Ladies Selection Policy, which is in hand.

Unfortunately there wasn’t the time to discuss who Captains have delegated work to and end of season award recipients, both on the action list.

MAR stated another meeting is needed to get the planning for next Season done.

The Playing Committee discussed the Vets situation, which briefly is that Trevor Wood is planning to resign at the end of the Season as Captain. The Vets would also like to enter the “Vintage” League, which is for over 50s only. The decision therefore needs to be made if there will be the current team as well, which would mean bringing a number of current non-Vets (although eligible) out of the mainstream men’s game and into the Vets younger team. It was agreed that Bob Hance and Trevor Wood should be at the next Joint Playing Committee.

The possibility of having an overseas player was discussed. Apparently Newlands are running a course which would involve overseas cricket players playing for the cricket section. It was agreed that it would be a good idea to contact Newlands to see if that person could / will be a hockey player as well and have them stay for the winter to play for us.

Action - MAR to discuss compulsory training views with Board
- ACS to obtain copy of JP’s unpaid match fee spreadsheet
- DND research payment of match fees by direct debit
- MAR to invite Bob Hance and Trevor Wood to next Joint Players Meeting
- Jo Peters to be asked to contact Newlands Park regarding overseas player

9. Social Committee Report

CDC said due to the planning required and general lack of help for arranging social events the next couple of events will be relatively low key. There is a cocktail night being planned by Catherine Watson for 15th February and Irish night on 15th March, which will be £2.00 per ticket. There is also happy hour from 8.00 – 9.00 pm this coming Saturday for the Sky launch. CDC stated that the lack of help in arranging social events is becoming very tiring as she is having to do the majority herself, with generally just Helen Kitto helping out.

CDC said the next Social Committee meeting is Thursday 6th February 2003.
 

10. Any Other Business

10.1 Teas

Teas were discussed briefly as SJMW has not yet contacted the lady regarding supplying teas, she felt she should wait until outcome of survey regarding peoples views on teas came out. ACS said she would prefer to have some alternative quotes to hand, especially as she feels this will be an issue at the AGM. CDC said she could also contact Tailor Made who had provided outside catering for us for quotes and menu plans.

The Committee thought it might be a good idea to include a notice with the AGM notices and also put into the newsletter something stating we are looking to put out a general tender for the teas for next season. CDC said she thought there is something in our health and safety agreement regarding the cooking of food at the site as opposed to re-heating food on site, which she agreed to check up on.

Action - CDC to check health and safety regulations and obtain quote from Tailor Made

Ongoing Action for next meeting.


10.2 England Hockey Inaugural General Meeting

SJMW has received the date, time and location for the above which should be publicised within the Club. It is to be held at the National Hockey Stadium in Milton Keynes on 18th May 2003 at 2.00 pm.

Action - ZAS to put notice of meeting on club noticeboard

10.3 Newlands Park Contract

ACS said she is urgently trying to find the original signed contract for the Newlands Park lease. MAR stated he was unsure of where the original was, possibly it was held at the Solicitor’s office which drew up the contract, although they have now gone bust so it will be difficult to locate. He thought that he may have a final draft which he will locate and give to ACS as soon as possible.

Action - MAR to get draft contact to ACS

10.4 Women’s Vets Competition

ZAS stated she has had the initiation forms for a Vets Tournament, which she has passed to JC and Jo Peters to organise if they wish, with the offer of assistance from her as Secretary if required.

10.5 Kit Organiser

ZAS said that with the resignation of Martin Cartledge as Kitman a replacement should probably have been put into the survey under the “volunteering for club work” question. Also due to the problems with the kit supply from Hockey Heaven MC has told them we will no longer be using them. It seems a good time to find a new kit person as a new supplier needs to be found and it would be good to get them involved with the new supplier from the beginning.

The issue of kit was discussed generally and felt that finding a new supplier may be something that Martin White-Junior should deal with. MAR agreed to bring it up at the next Board meeting.

Action - MAR to discuss with the Board

10.6 Intentions for Next Season

ACS said that in preparation for the AGM she would like to know the Committee’s intentions with regard to staying in their posts next Season. ACS stated that she is currently considering her position. DND, MAR, PJC and ZAS all said they were happy to remain, unless of course others stood against them and were voted in. SJMW said she was considering her position. CDC said she would not wish to remain, the same with Helen Kitto who is the other Social Committee member.

Alistair Wertheim was at the club so the Committee asked if he would be willing to stand

again as Men’s Fixture Secretary and he said he did not wish to stay on. As stated earlier in the minutes, Trevor Wood will resign as Vets Captain at the end of the Season.

Action - ACS to speak to JC and Jo Peters regarding their intentions
 

11. Date & Time of Next Meeting

To be held on Wednesday 5th March 2003 at 7.30 pm.

ZAS asked that all agenda points are with her by Monday 3rd March 2003 in order for her to e-mail out an agenda in advance of the next meeting.