| Amersham & Chalfont July 2003 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 2ND JULY 2003 Those Attending Alison Spicer (ACS) Peter Colwill (PJC) Drew Downing (DND) Warren Scott (WPS) Zoë Scott (ZAS) 1. Apologies Adrian Halliday (AH) Emma Hewitt (EH) Andy Watts (ASJW) Sarah Watts (SJMW) 2. Minutes of Meeting held on 4th June 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. ACS - Speak to Heidi Frick re arranging advertising for Fixture Card. HF has agreed to do this in the same format as last year, a renewal letter is going to all current advertisers and HF is being assisted by Heidi James, both are aware of renewal date. 4. Teas – Update Report Although AH was not in attendance he reported via ZAS that he has approached 3 local firms and will be speaking to them tomorrow for quotes / menus. AH has spoken to Catherine Watson who has volunteered to put together a set of menu plans and cost them out so he has a base menu set / costing to work from. AH agreed to e-mail an update to ZAS for her to send round to the rest of the Committee to think about before the next meeting, as she has informed him that a decision needs to be made as soon as possible. Action - AH to obtain quotes etc and update ZAS, to update rest of Committee. 5. Treasurer’s Report DND stated that there wasn’t too much to report, there are a few outstanding bills from last season, but we have received £1,000 as promised from the CPSA and with the subs coming in we will have enough to pay the EHL subs in October 2003 for the forthcoming season. PJC asked if there was currently any monies outstanding and DND reported that there are a couple of Men’s VI games and some summer Club match fees outstanding. PJC asked if there were any individual monies outstanding and DND stated he was not aware as this is an area that Jo Peters has always dealt with. DND will chase up all outstanding monies. DND produced a rough 2003/04 season budget, which covers the cost of teas going up (and also takes into account the fact that the uptake on teas last season was roughly 75%). There is some leeway with regard to coaching fees as the figure quoted for men’s, ladies and juniors relates to a player coach, having subs / match fees etc waived as is currently the case. Also the training cost is very general as there is talk of training at Uxbridge and DND is unsure of the total cost of this. DND finally stated that he would soon be in a position to start looking into the idea of paying match fees by standing order and would like that added as an action point. Action - DND to contact JP for individual non-payers and BH for outstanding games monies. - DND to look into possibility of paying match fees by standing order. 6. Men’s Playing Committee Report WPS stated that there is not much to report as he hasn’t held a Playing Committee yet, however WPS reported that regarding the Men’s First Team Coach / Manager Andy Pearce is speaking to someone who he thinks may be interested at Slough. WPS has asked Steve Jack to look into the going rate for coaches / managers as he has more contacts than WPS. WPS will keep all these things in hand and chase up as soon as possible. There is also the possibility of the men training on a Wednesday night at Brunel College in Uxbridge and Jo Peters is looking into costs etc of this. DND asked to be invited to the first meeting and WPS agreed that he would invite him. Action - WPS to hold first Men’s Playing Committee, and invite DND. 7. Ladies Playing Committee Report EH was not in attendance and no report in her absence had been submitted. EH needs to organise a Ladies Playing Committee as soon as possible and again DND would like to be invited to the first meeting. Action - EH to hold first Women’s Playing Committee, and invite DND. 8. 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). 9. Any Other Business 9.1 Fixture Card PJC stated that we need to ensure that all new life members and vice-presidents are included in the fixture card and that the current list is still correct. ZAS and ACS said they would sort this out, firstly obtaining list of new people from Simon Seabrook and Mike Snell. Action - ZAS to obtain new list from SS and MS and proof with ACS. 9.2 Bucks County Representative ZAS stated that Mike Snell has informed her that he is now Treasurer of the County Committee and has offered to attend as our representative if we need him to. There was some discussion by the Committee, who agreed it was a good idea, as long as SJMW who is our current representative is in agreement. ACS to speak to SJMW for her opinion. Action - ACS to contact SJMW re Bucks Representative being Mike Snell. 9.2 National Competition Entries ZAS has received an e-mail from Nick Wilson, stating he has the application forms for the national competitions but doesn’t know which he should be entering. ACS confirmed that for the women it will be the Cup and the Trophy, PJC confirmed for the Veterans it should be both the Vets Cup and Vintage Cup, WPS confirmed we should enter the Mixed Trophy. No one was exactly sure of the situation re the Men’s or the Juniors, so ZAS will contact Alistair Wertheim and SJMW for confirmation before getting back to NW. Action - ZAS to contact AW and SJMW for confirmation and report back to NW. 9.3 Bucks County Competitions PJC stated he is unsure of the situation regarding the Men’s and Veterans being entered into the Bucks County Competitions as the draw for these used to be done automatically. It was suggested that Mike Snell and NW be contacted and asked to look into entry, ZAS agreed to do this. Action - ZAS to contact MS and NW re entry into County competitions. 9.4 Newsletter Regarding WPS’s comment regarding a newsletter being sent out PJC asked for clarification of what would be going and to whom. WPS stated that it will be a brief e-mail format newsletter, being sent in the next couple of weeks and will have information purely regarding the mixed tournament, men’s winter training and possibly summer fitness. DND stated that Sarah Lupton has offered to run a fitness session on Wednesday nights if anyone is interested, the Committee were unsure if anything had already been put in place for the Women’s Section. WPS and ACS said they would look into this. Regarding summer fitness etc generally, DND asked if there was any plan for a summer tour. WPS said he was not sure, if we were to tour the best to go to would be Barnstaple but it would need to be looked into and discussed further. Action - ACS to speak to Dave Peters re ladies fitness training and report back to WPS. - WPS to obtain feedback re fitness training and report back to DND. 9.5 Cadbury’s Schweppes DND reported that following his getting in touch with his contact at Schweppes he has been contacted by the UK Social Director. He is to attend a meeting with ASJW in a couple of weeks for them to hear Schweppes’ view and for them to put our plans as a Club forward. DND wants to speak in more detail with WPS regarding his thoughts for the future and how sponsorship could help. Action - DND to liaise with WPS regarding future thoughts prior to Schweppes meeting. 9.6 Mix 96 FM, Radio Station DND stated that he has a contact at the above Radio Station and it may be worthwhile adding them to the people we contact with our match results. SJMW is Publicity Officer so he needs to speak with her. Action - DND to pass contact details to SJMW. 9.7 Iver Heath Ladies Club ACS reported that we have had an approach from Iver Heath Ladies who would like to hire our grass pitch during the winter season. This has been discussed at Board level and passed to ACS for action. There was discussion regarding use of the pitch, costs, teas, possible affiliation to the Club etc and it was agreed that it needs to be discussed further. DND agreed to take this on from a costing / logistical point of view and will need to speak with ACS, Dave Banner, Jo Peters and WPS regarding all aspects of the same. Action - DND to speak to ACS, WPS, Dave Banner and Jo Peters regarding costs / logistics of pitch hire. 9.8 Fees WPS asked if there is a definitive set of fees that should be supplied to Captains, for example if someone who usually pays full match fees only gets half a game or just under should they pay half match fees. DND said currently there is not but he will provide one for the first Men’s Playing Committee so that everyone has a definitive list to work from. Action - DND to provide definitive match fee list to WPS. 9.9 David Nicklen WPS stated that he has received an e-mail from Doug Macoll regarding contact from David’s mother. She would like to develop David’s skills as much as possible and there has been interest from St. Albans, however she doesn’t want to just take him away from our Club after all the help we have given him. It was agreed that this is both a Committee and a playing issue and something that will need to be discussed further so that David’s best interests are ensured. WPS will forward DM’s e-mail to all so it can be looked at in advance of the next meeting. Action - WPS to forward e-mail to Committee members. 9.10 Umpiring Courses WPS has been contacted by Mark Rutherford who was trying to organise umpiring courses and has now passed this to WPS. After some discussion it was agreed that it would be best to hold an in-house lecture type session for anyone who wanted to attend in September / October time and then anyone who wanted to continue and go for their Level One could do so. Whilst on the subject of umpires PJC stated that standards within the Club are generally slipping and both Captains and team members are neglecting to thank umpires after games. The Committee agreed that this was not a good thing and people need to be reminded to thank umpires. Also, qualified umpires must umpire a certain number of games per season to remain qualified and we need to ensure our umpires remain qualified. Action - WPS to organise umpiring course. - ACS to write letter of thanks to our umpires. 9.11 Hockey Committee Restructure ACS stated that as she is now Chairman of the CPSA it had always been her intention to try to streamline all the sections so there is better flow between playing, administration, money and the Board. The current situation with 3 members of the Hockey Committee standing at Board level doesn’t really seem to be fair or productive and that is another good reason for streamlining. There was general discussion, with ACS and WPS setting out their feelings on how it should be restructured. It was agreed that this is something that needs to be discussed in depth by the whole Committee if possible and we agreed to have another meeting on Wednesday 9th July 2003 purely to discuss this. WPS agreed to e-mail his ideas round to all Committee members for them to look at prior to the meeting. This needs to be sorted out as soon as possible so that any changes can be put before the Club at an EGM and all be finalised before the start of next Season. Action - WPS to e-mail restructure discussion points to Committee. 10. Date & Time of Next Meeting To be held on Wednesday 16th July 2003 at 8.00 pm. ZAS asked that all agenda points are with her by Monday 14th July 2003 in order for her to e-mail out an agenda in advance of the next meeting. |
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