1. Apologies

Adrian Halliday (AH) Andy Watts (ASJW)

2. Minutes of Meeting held on 2nd July 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.

WPS – Liaise with Giles Payne re Manager role / advertising. Giles will be First Team Manager, Steve Jack is going to be involved with the coaching but to what extent has not yet been decided. Andy Pearce is talking to a contact at Slough and will revert back to WPS when he has some information.
WPS - Liaise with Neil Turner re Manager advertising etc. No longer necessary with Giles taking over role of Manager.
AB - Send out team invitations for Mixed Tournament.
ACS - Contact SJMW re Mike Snell becoming our Bucks Representative. Done SJMW is happy for MS to take over from her. PJC thanked SJMW for her time as our Bucks Rep.
ZAS - Contact AW and SJMW for confirmation of competitions to be entered and report back to Nick Wilson.
ZAS - Contact Mike Snell and Nick Wilson re entry into County Competitions.
ACS - Speak to Dave Peters re ladies fitness training and report back to WPS.
WPS - Obtain feedback re fitness training and report back to DND. WPS stated that some of the men may come down to fitness training on a Monday night also. Further Action – DND to contact Sarah re fitness training on Monday nights at 7.15 pm.
WPS - Forward e-mail re David Nicklen to Committee members.
WPS - Organise umpiring course. See actions following discussion in AOB.
WPS - E-mail restructure discussion points to Committee.

4. Teas – Update Report

AH was unable to attend the meeting, but has been in discussion with Catherine Watson about options for tea supply. CW therefore attended the meeting to feedback information. CW said the first option is to try to find a supplier that will cost less than Sally, perhaps getting in touch with the local Women’s Institute to see if they are able to help. AH has contacted a number of local companies and there is little interest. The second option would be to purchase the food ourselves and put it into the freezer and then to pay someone at the weekend to sort out the cooking, serving etc of the tea. The plan would be to have 4 set menus which could be rotated, for example sausage and chips, pies and beans, pasties and a cold tea. This way should bring the cost down to roughly £1.00 per head. ZAS said it would be good to find out from AH exactly what quotes he had obtained in order that we had a good comparison basis and agreed she would do this.

JP stated that AH is trying to contact Sally to explain our position regarding trying to find an alternative teas source.

ACS stated that Caroline Chipperfield, in sorting out the Bar Steward position, has spoken to Tailormade Catering, who did the catering for our Club Supper. They are putting together a quote which will encompass supplying bar staff, teas for all sections all year and will include a number of events, such as the Club Supper. They would be at the Club every week to sort out the teas. When the quote has come in and been looked at by the Board, ACS or DND will report back to the Hockey Committee.

Action - ZAS obtain quotes from AH for comparison.
- ACS / DND report back decision of CPSA re Tailormade quote.
- AH speak to Sally re alternative sourcing for teas.

5. Fixture Card

ZAS reported that over the weekend it had come to her attention that there has been some confusion over the fixture card. Alistair Wertheim is not printing the fixture card and had never intended to do so, the confusion perhaps arising out of the possibility of a Summer fixture card being printed by him. ZAS has spoken with Mark Rutherford who will organise the printing with the same firm as last year, as long as the expense is authorised by the Committee. This should be roughly £700. The Committee approved the printing cost.

MAR is to provide ZAS with a disk which holds last year’s card and she will retype this year’s fixtures and information onto it. ZAS needs to get the disk back to MAR by 8th August 2003. To that end she needs all the information from JP, Nick Wilson and AH for the card by 4th August 2003 to give her time to type up. JP said she would put in Ladies fixtures and ZAS will supply the disk to her as soon as possible. Catherine Watson stated that she would like an advert in the fixture card.

Action - ZAS to sort out information in fixture card and get to Mark Rutherford.

6. Restructure of Hockey Committee

WPS had e-mailed his proposal regarding the restructure of the Hockey Committee to all Committee members. There was then discussion regarding how many people should sit on the Committee and it was agreed that there must be a Secretary, however this could not be ZAS as she has too much to do with being Secretary on the CPSA Board. It was suggested that the General member becomes Secretary instead. It was agreed that the best solution regarding a Chairman is that whoever is voted in at any AGM automatically becomes Hockey Director on the Board. We would need Board approval for this. Ideally whoever controls finance at Hockey Committee level would also be on the CPSA Finance Sub-Committee. Again, something that needs to be discussed at Board level.

WPS stated that there are many positions which people fulfil which are not at Committee level and these need to be clearly defined, so that when points for discussion come up that concern them and their expertise they can be called on. For example Pitch Co-ordinator, Umpire Co-ordinator etc. It was felt that we need to get a clear list to go onto the wall of the Clubhouse showing what is done and asking people to volunteer to help out by putting their names down. Everyone to e-mail ZAS to definitive list to be drawn up.

The final positions to be at Committee level were agreed to be:

Chairman / Hockey Director
Secretary
Men’s Playing Rep
Ladies Playing Rep
Junior Playing Rep
Honorary Treasurer

WPS stated that he felt what should be discussed at Playing level and Committee level should be clearly defined. ACS agreed stating that items should be driven down from the Committee to the Playing level and back up. If decisions at playing level cannot be made due to conflict then the Playing Committees need to ask the Committee to step in and help out.

JP suggested that the separate Playing Committees should be held on the same night as often there are questions which need to be asked and could be quickly answered if everyone were together. WPS and EH agreed this was a good idea.

There was discussion as to how a restructure would effect the constitution and it was agreed that WPS and ACS will go through the constitution to look for these.

There was also discussion regarding the necessity of a Disciplinary Committee / Disciplinary Officer and SJMW as current Disciplinary Officer agreed to look at the Clubs Disciplinary Code and revamp / update as necessary.

It is likely that ACS and ZAS will resign at the next meeting, with DND to take up the vacant Chairman role as well as the revised “treasurer” position. The Committee will then fill the vacant positions as per their right under clause 18 of the constitution.

Action - WPS and ACS to look at constitution.
- SJMW to revamp Disciplinary Code.
- All e-mail ZAS with items for list of positions / work involved to be put up in Clubhouse.

7. Treasurer’s Report

DND stated that he has collected outstanding match fees and needs to check them off against his list. He has nothing further to report as all very quiet over Summer season.

8. & 9. Playing Committee Report

WPS has scheduled the first Joint Playing Committee on 30th July 2003 at 8.00 pm at the Club. He will invite DND, SJMW and EH to the meeting. He needs to check with JP the name of the ladies IV Captain. ACS stated that there has been some interest in Ladies III Captain and Louise Hagan may take on Ladies I Captain position, she will check the position and let WPS know.

Action - WPS to hold first Joint Playing Committee.

10. Social Committee Report

AH was not in attendance and no report in his absence had been submitted, bar the tea situation (as reported at point 4 by Catherine Watson).

11. Any Other Business

11.1 Open Day Advertising

ASJW has placed an ad with the Bucks Advertiser for Open Day and they are suggesting it goes into the Guide. He is not happy with this as feels it won’t be seen by as many people as if in the main paper. The Committee agreed to go with any decision that ASJW felt appropriate. PJC asked if it was appropriate for ASJW to be the contact person on the adverts as he is going on holiday the week following Open Day. It was agreed that JP should also be the contact person named and this will get round any potential holiday problems. SJMW to report back to ASJW.

SJMW will write a report of the summer hockey information to submit to the paper, also mentioning the Open Day.


Action - SJMW to write summer report for paper.
- SJMW to report decision re ad placement back to ASJW.

11.2 Match Fee Refund

DND has received a letter from Sam Falconer asking for a refund of her match fees as she has been unemployed and still paying her fees. The Committee agreed that she should be given a refund.

Action - DND to refund match fees of Sam Falconer.

11.3 Iver Heath

DND has spoken to Michelle at Iver Heath and the Council have extended their lease by a year, but after this they will definitely not be able to play there. He will meet with Michelle tomorrow to discuss plans for the future. WPS said he should ask what will the plans be with the Eagles mixed team as they are made up from some of the Iver Heath Ladies.

Action - DND to meet with Michelle of Iver Heath.

11.4 Cadburys Schweppes

DND reported that the meeting has been postponed due to holiday commitments and will be put off until August 2003.

11.5 Umpiring Course

JP reported that we need 2 sessions, the first will be theory from 8.00 – 10.00 pm. The second will be an exam to start at 7.30 pm. The cost is £20 per person. It was agreed the best dates would be 11th and 18th August, which WPS will book and send an e-mail round the Club to publicise. We need to provide some kind or incentive for Club members to become qualified and perhaps umpiring 2 away games or 3 home games would give that person a match fee off. SJMW stated that she has a list of people interested in becoming umpires.

Action - SJMW to provide list of people interested in umpiring to WPS.
- WPS to book and publicise umpiring courses.

11.6 Hockey Balls

WPS asked who was responsible for balls and problems with collecting them in after games. The Committee agreed that this is a problem that should be raised with the Playing Committees and a solution found. Perhaps balls are allocated at the beginning of the season and if short and cannot be accounted for at the end of the season the team should pay?

Action - WPS to raise at Playing Committee level.

11.7 Outstanding Actions

ACS stated that from tonight’s meeting there are now a lot of actions in hand and we need to get a handle on these and bring things as a Committee under control.

12. Date & Time of Next Meeting

To be held on Wednesday 13th August 2003 at 8.00 pm.

ZAS asked that all agenda points are with her by Monday 11th August 2003 in order for her to e-mail out an agenda in advance of the next meeting.