Amersham & Chalfont 14 January 2004 Club Minutes |
| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club |
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Amersham & Chalfont Hockey Club - Minutes for meeting held on the 14th
January 2004 Those attending : Warren Scott (WS) Drew Downing (AD) Peter Colwill (PC) Jo Peters (JP), Sarah Watts (SW) 1] Apologies from: Caroline Chipperfield (CC) , Andy Watts (AW) , Emma Hewitt (EH) 2] the minutes of the last meeting (27th November 2003) were accepted 3] Junior’s Playing Rep’s report (SW) : the section has got aproximately 15 games before the end of the season at all levels on Sundays – it was noted that a lot of the work / organisation was only being carried out by a few people and that more volounteers re team managers / umpires and helpers on Sundays are desperately required. In keeping with the aim to progress the section and gain certification, it is intended to hold two “stick skill” sessions on the 1st February and 28th March – we need loads of helpers to make this a success Actions : - SW to e-mail her junior member’s list to Mike Snell to complete our database details - SW to mention “stick skills” in weekly newsletter with Neil Turner - WS and EH to mention these dates at their next selection / playing committee meetings 4] Ladies’s Playing Rep’s report (EH) : very successful indoor league which was won in only their second season – well done to all those involved and to John Spicer for co-ordinating / coaching. The ladies then played in the south finals just after new year and acquitted themselves well even though they were playing against much more experienced teams – their losses would only be by the odd goal with two creditable draws – an enjoyable experience and one to be repeated next year. Tuesday night training is still under the excellent tutelage of Dave , Celia and James with good numbers attending We briefly discussed ladies selection (which happens before training) and the need to have a full time 5th Team captain so as to facilitate admin and playing matters – it was also mentioned that attendance by all captains is desirable to enable conversation to occur re players of all levels and promotions etc In the Attack V Defence game played on December 20th, the Forwards won. The game was enjoyed by all and thanks to those who organised it. 5] Men’s Playing Rep’s report (WS) : it was mentioned that the men’s section will have a possible shortage of keepers with Andy Pearce off on a 5 month holiday and Mike Burge now studying for a master’s degree. There were also a number of injuries / illnesses amongst the players in the 2nd’s and 3rd’s teams which will weaken them temporarily and will require some movement of players from other teams to help out. It was requested from WS that we arrange to play our friendlies (in 2004/05) against a larger number of clubs as it seemed that some teams were playing the same club 3 times in a season (excluding league) We discussed a new position of “fixtures confirmer” – ie someone who would contact opponents at least 10 days before games to confirm details , times etc. However, given our lack of volunteers, we are not confident of someone filling this post. This job is currently part of the captain’s duties In the Attack V Defence game played on December 20th, the Defenders won quite easily we heard. The game (somewhat difficult to get players and some didn’t turn up) was enjoyed by all and again thanks to those who organised it. Nick Wilson has subsequently said that he would be willing to continue as Men’s Fixtures Secretary next season but would much prefer it if the mixed and Vints fixtures were removed from his remit. 6] Treasurer’s report (AD) : The figures were gone through in summary : overall, doing very well with a greater net income than forecast – the forecast has now been amended to show the current position of having only 6 men’s sides rather than 7. In detail : the quality of the teas was mentioned and that very few adverse comments (re value for money) had been heard – there has been a 3 monthly review held by CPSA with both parties confirming their satisfaction. The major saving is re teas whereby good control (preventing wastage) by David Dunford in conjunction with “Taylormade” has limited the losses due to non return by both opposition teams and some home players – must say a big thank you to David for his hard work. Just for information purposes, ACHC reimburses CPSA for teas as the invoice is settled by CPSA directly with Taylormade every month. Occasionally, too few teas are ordered so apologies for this if it happens to you. The junior’s subs are now collected in and will cover all costs for the rest of the season with a surplus at the end unless spent on equipment , trophies etc in the mean time. The league affiliation fees have all been paid for (see below) which includes the HA sub – we have been overcharged on the number of teams so AD stated that he had paid the correct lower amount and was awaiting a credit note from Hockey England Another big saving is re equipment as we have forecast for various things including 1st aid kits (however £250 was spent in Dec) , match & practice balls (acquired cheaply at start of season) and junior’s equipment (£500 in budget not yet touched). We obviously want to spend whatever is necessary for the junior’s section. So, overall, a profit of £3k compared to a forecast position of break even !! This will allow ACHC to transfer aprox £2k to the ring-fenced astro fund bank account in the near future. Re the team match fee analysis which is prepared by AD (most week’s), it was mentioned that the men’s 2nd’s and 4th’s appeared to have low averages. Actions : - AD to send most recent accounts to CPSA - AD to list out those who have personally contributed to the astro fund by forgoing expenses etc - AD to discuss match fees with captains - AD to present analysis of the weekly £10 match fee and what it is spent on - AD to e-mail list of mixed match (of who paid) on 14/12 to WS - AD to publicise amount raised already re astro fund 7] Business Report (CC) : the chairman was asked by CC to read out a few items : - that the new calendar is now on the web page – shows all events booked - that Sandra (of Taylormade) is now responsible for all clubhouse bookings - we now have advertising boards available around the ground so if anyone knew anyone who could be interested , please contact CC - we were also informed that our planned crèche was now on hold as two other companies had / were starting in the near future – this is very bad news for our cashflow and planned expansion especially re a new astro turf pitch - the cpsa board have discussed the Sky subscription and whether it is value for money for it’s annual cost of £2.5k – the renewal is due in February so the decision will be made at the next board meeting (4th Feb) 8] Social Rep’s report (not filled at present) : this position remains unfilled so a brief summary is presented about the success of the xmas party – which had over 100 paying guests , the food was enjoyed by all , the raffle was profitable and well publicised and the profit overall is expected to in excess of £1k – well done all involved the next social event is the Quiz on 24th January 9] Astro / local affairs report (AW) : the astro project is going quite slowly at the moment, the lack of obvious funding being the most important issue. Otherwise, not much to report 10] Report from cpsa board meeting on 7th January (AD) : this would normally have been provided by AD but he was unable to attend and we therefore will have to wait for the minutes of the meeting. 11] Easter Tour : we all proposed to quickly try and get volounteers to undertake this project as no-one had come forward – however, subsequent to this, Sara Daughtrey has taken up the challenge of taking the club to Folkstone in Easter – she will need help though so we all need to chip in to make it run as smoothly as possible. 12] Club supper / President’s day – Saturday , 17th April : a] we firstly need to find out who at cpsa is organising the evening event. b] re the games on the Saturday afternoon, the suggested timetable is as follows : Women’s at 11am (ACHC 1sts V visitors) Juniors at 12:30 (internal match ?) Men’s at 13:30 (ACHC 1sts V visitors) The teas would be at 13:00 and 15:30. d] it was decided that as the Junior’s are an important part of the club, they would have a higher profile on the day than in previous years – therefore , a letter is to be sent out to parents inviting them to the match and club , that teas will be provided and that the Junior’s annual awards will be presented after their game at Newlands in front of the spectators (weather permitting) e] we need to organise umpires for these games – could we apply for appointed umpires ? and ask Simon Seabrook , Paul Adams , Jane Hunt if they would officiate f] the awards will remain as before – women’s player of the year , men’s player of the year , women’s most improved player , men’s most improved player , club person of the year , team of the year g] a list of people to thank needs to be drawn up so that everyone gets a proper mention h] need to liase with cpsa / sandra to organise structure / timings for the evening re food and speeches – a suggestion was made to break up the speeches by holding them between courses i] who is actually “chairing” the evening – AS or AD j] we thought that as the evening is somewhat of a celebration of the end of the hockey (and football) season (and celebrates the start of the cricket season) , that a similar event should be organised in September so that cricket can be similarly treated re their summer as well as looking forward to a new winter hockey season. k] suggested that Caroline Coates and Martin Cartledge are asked to organise their respective 1st teams Actions : AD to write to Janet Carter to ask if she can put together a visiting Women’s side (assisted by Heidi , Jo , Al) together. AD to write to Mr S. Machin (President) informing him of our intentions and asking him if he can put a Men’s opposition side together (assisted by MR , AW , PC). SW to organise Junior’s re teams AD to check if we can apply for appointed umpires AD to retrieve the awards from current holders AD to propose September ball to cpsa AD to ask Caroline Coates and Martin Cartledge if they can organise their respective 1st teams 13] Team of the year / Club person of the year : - what we suggest is that each captain selects / organises a vote amoungst his / her players to determine who will be their player of the season – this will be announced at the Club Supper by the Hockey Chairman (AD). It is suggested that each player is given something by the captain on the night as well (usually as teams have a table each) - then, these finalists are to be discussed at each section’s playing committee meeting (women’s , men’s) for them to come up with their final recommendation in time for the relevant trophies to be engraved - re Club person, this will be given to the most deserving person in the club for their efforts etc and will be discussed by the chairman (AD) and the current holder (SW) in accordance with prior practice. Actions : AD to retrieve trophies from current holders 14] AOB : a] we were informed that a men’s side from Guernsey are on tour in May and would like a game – mid-week was best for us – I can’t remember however who was tasked with this ?!!?! b] AD to add the local radio stations to our newsletter circulation list c] 1st aid kits were much more complete now that HF had cornered the (mostly men’s) captains d] the continuing issue of availability in the men’s section e] the men’s captains are to be reminded that they need to contact their opposition at least 10 days before the game f] we are going to suggest that the elected captains (at the May AGM) are also captain of the respective summer side as it was deemed that the summer games are very useful pre-season training for the winter league season. g] JP asked about extra pitches at Newlands over the summer being available and how many we wanted – we suggested that she get as many as possible (Wednesday nights I believe) so that we can add extra games for our members who aren’t involved in the organised summer leagues – mixed , vints , women etc h] the date of the Hockey AGM was agreed to be on Friday 7th May – starting at 7:30pm i] we’ve heard that the Hockey England AGM will be held on the 21st March (starting at 12 noon) at Reading HC j] to improve local awareness re the club’s successes and to aid recruitment, it is asked that captains try and write more reports for press release as well as the newsletter k] a brief discussion was had about the need for the club to have an overall vision of where it wants to be in 2 and 5 years and that all subsequent planning is with these objectives in mind – rather than at the moment of just organising things on a season (sometimes week by week) basis. l] arrange for CC to start liasing with DD to check that the number of teas being invoiced are correct m] positions at the AGM – - standing down (current incumbent) : Chairman (AD) , Secretary (AD) , Junior’s Rep (SW) , Men’s playing Rep (WS) , - staying on (current incumbent) : Treasurer (AD) , Press (SW) , Men’s Fixture’s secretary (NW – but dropping mixed & vints) , Ladies Fixture’s secretary (JP) , Club pitches co-ordinator (JP) , General committee member (PC) , match fee controller(WS) , General committee member (JP) - unknown : to be reviewed / contacted n] date of next meeting is the 18th February , starting at 7:30pm – probably at JP’s home as we so enjoyed her hospitality |
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