| Amersham & Chalfont June 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 4TH JUNE 2003 Those Attending Alison Spicer (ACS) Peter Colwill (PJC) Adrian Halliday (AH) Emma Hewitt (EH) Warren Scott (WPS) Zoë Scott (ZAS) Andy Watts (ASJW) Sarah Watts (SJMW) Annie Brothwell Bruce Greenwood Bob Hance Andy Pearce Jo Peters Ian Ringham Neil Turner Clare Winter 1. Apologies Martin Cartledge (MC) Val Cremin (VC) Drew Downing (DND) Tom Townsend (TT) Nick Wilson (NW) 2. Chairman’s Introduction ACS thanked everyone for attending the meeting and stated that the Committee as it stood may be subject to change after the main CPSA AGM on the 24th June 2003. However there were a number of issues that needed to be looked at over the summer and she wanted to get the ball rolling on these in due course. These are listed on the agenda at 5, 6, 7 and 8. Her original intention had been to divide into sub groups but felt that everyone would like input into all these issues and therefore she would have group discussion on all points. ACS asked ZAS to go through points 3 and 4, as they are outstanding from the last Committee meeting. 3. Minutes / Actions of Meeting held on 24th April 2003 The minutes from the previous meeting were agreed. 4. Outstanding Actions Update ZAS explained to the meeting the Action Sheet and went through the actions remaining as follows: • JC/MAR: obtain playing committee solutions for future training and playing requirements – this will pass to WPS and EH for future action. • ACS: ask Neil Turner to put a short piece in newsletter re payment of match fees – outstanding. • ACS: meet with Neil Turner and WPS for full survey feedback – outstanding. • DND: research payment of match fees by direct debit – outstanding. • DND: contact Dave Peters re opposition cancelling recharging – this is done through CPSA books, about 5 or 6 times so far and DND has amended the books accordingly. DND was asked to remind Captains that they need to inform Jo Peters as soon as a cancellation comes in as it may be possible to cancel the pitch with no fee if it is within time. • DND: contact Simon Seabrook re Board proposal on annual subs – the proposal is likely to be £115 which should enable the payment of a Steward on Friday and Saturday nights. This means there will be no requirement for a bar rota on Saturday evening, only Saturday afternoon. • CDC: raise possibility of table football with the Board – ACS said she thought this had been raised with the Board but due to lack of money this type of expenditure had been put on hold. • DND: reimburse Dave Peters cost of coaching course – this has been offered by DP has declined being reimbursed, so DND has put money into the astro fund account. This will finalise the current Action Sheet and ZAS will create a new one from today’s meeting. 5. Teas Bob Hance suggested that the tea supply / preparation should be put out to tender. ACS stated that tea provision is something that has been discussed at Committee level previously, including the possibility of providing it ourselves but felt there would be problems with this. There was general discussion surrounding the teas, the need for variation on a theme, that it needs to be something substantial and that teams aren’t unlucky with their “home week”. We need to check when firms are quoting whether they will prepare and serve the food or prepare and we need to provide people to serve up. Jo Peters stated that the food needs to be provided fresh in order that anything that is unused can be frozen for future use. AH volunteered to research firms for tender. Action - AH to approach firms for tender for provision of teas 6. Training / Coaching / Overseas Player / Selection ACS stated that to some extent we cannot decide much tonight as with no DND we don’t know what our training / coaching budget will be. However there was lengthy discussion surrounding the type of coach required and who will be coached by them. It was agreed that somebody already based in England would be better than trying to obtain an overseas player to play and coach as issues such as pay and accommodation cannot be sorted out. It was agreed that as a starting point we need to look at getting someone in who will train the men at Tuesday night training, perhaps then we can look at whether they will be able to attend games on Saturdays. PJC asked what Martin Cartledge’s views are, as Men’s First Team Captain and WPS reported that the ideal situation is of course a Manager Coach, but agrees that we need to start somewhere. Giles Payne is set to be Men’s First Team Manager and it was suggested that someone should speak to him to ascertain his views and find out what he intends to do. AH stated that we need to look within the members of the club to help out with things like fitness training. There was then further discussion regarding the tie in of coaching, training and selection and it was agreed that we need to find out about a coach for the rest to naturally follow on. Neil Turner suggested an advert be placed in Hockey Sports magazine asking for people to send in their charging rates and cv and see what response we get. Jo Peters said that she has been asked to look into bringing training forward, however she cannot book the Newlands Park pitch before the August Bank Holiday. ACS requested that she doesn’t bring the start of training forward due to the costs, stating that if individual teams wanted to get together in August to organise their own fitness it would be up to them to organise. Action - WPS to liaise with Giles Payne regarding Manager role / advertising. - WPS to liaise with NT regarding magazine and web advertising, depending on outcome of discussions with GP. 7. Mixed Tournament Potential dates for the Tournament were discussed and the data agreed upon was 28th September 2003 as this appears to be the only date free from any other team commitments. AB volunteered to organise the tournament event, with assistance from AH for organising breakfast and a BBQ. AH will organise some kind of social event for the Saturday night, disco, camping etc. WPS will speak to AB regarding potential travelling teams for invite. It was agreed the cost will be £35 per team, each team comprising 7 players. PJC volunteered to be Announcer. Action - AB send out team invitations. 8. Fixture Card ACS said that last year the Fixture Card had been organised by Mark Rutherford and Heidi Frick, and it may well be that Heidi Frick will take up the advertising again this year, she will speak to her. The latest Alistair Wertheim needs the information to get to the printers is mid September, although it was agreed the earlier we can have the fixture cards the better. To that end Jo Peters will speak to Nick Wilson regarding getting the men’s fixtures arranged as soon as possible. It was agreed that the bar rota will not be in the fixture card. Social dates / events were also discussed. AH stated that he wants to focus on fewer but bigger events for next season. He intends to keep most of the regulars like curry night and Irish night, some will go and there will be some new events. He has heard of the 200 club and is thinking of reviving it and this is something that needs to be discussed at Board level as the current 200 club is still in existence. Open Day was discussed, to take roughly the same format as last year and the 6th September 2003 was agreed upon. We will have the pitch from 1.00 pm with half hour game slots. ACS asked SJMW if she would be happy to co-ordinate open day this year and SJMW agreed she would. ASJW stated he has had some good ideas about advertising but it is something he will have to pitch to the Board as all advertising costs now go through them. AH asked if it would be his responsibility to organise next year’s Folkestone tour in his capacity as Social Representative. ACS replied that she felt this was something that the mixed Captains should organise as it is essentially a playing matter for all members to attend. A date for Presidents Day / Club Supper was also discussed. It was agreed that holding both events on the same day has worked well and should be done again next year. After discussion of Easter and cricket dates 17th April 2004 was agreed upon as the best day to hold the event on. ACS suggested that ZAS write to the President to inform him that the date has been set. Action - ACS to speak to Heidi Frick re arranging advertising. - JP to get Ladies fixture information to AW. - NW to get Men’s fixture information to AW. - AH to get social information to AW. - SJMW to organise Open Day arrangements. - ZAS write to President to advise of Presidents Day date. 9. Roles / Descriptions WPS asked if the Committee and other Officers roles were documented as to what they should be doing, suggesting that if they aren’t then they should be. SJMW stated that she may have the old roles from the Chalfont Club which could be used as a starting point. It was agreed that this is a good idea, but something that can be looked at after the Board AGM. JP said that the roles of people that are not elected Officers do need to be looked at as well as these are often the forgotten roles, such as money collectors, pitch co-ordinator, umpire co-ordinator. It was clarified by ACS that SJMW is still Press Officer and Disciplinary Officer, this has not been reiterated this year as they were not elected at the AGM. 10. Any Other Business 10.1 Ladies Vs ACS stated that we need to do our best to ensure the Ladies V team is still organised bearing in mind it is unlikely that anyone is going to stand as Captain next Season. She said that members of the Ladies Is and IIs need to be approached to double up and help out which everyone agreed with. JP stated that the first few games she has scheduled are joint between IVs and Vs which will help the situation. Action - ACS / EH to organise Ladies Is and IIs helpers when fixtures arranged. 10.2 Summer Match Fees Andy Pearce asked for clarification on the summer match fees and ACS confirmed the fees are £5.00 and £2.50 for students. 10.3 Ladies Is and IIs Summer Fixtures JP stated that there is a possibility that Cressecks is going to be available for hire over the summer, a health and safety inspection is awaited. If it is not available she is trying to find another location but the costs may be higher. There is the possibility of taking a couple of the mixed games at home and giving them to the Ladies. 10.4 AH had been asked by a club member to find out if the decision on training will stand indefinitely. ACS clarified the position in that a decision has been made for the forthcoming Season which is final. That decision was based on what is felt to be most beneficial for club members, however if it is felt that this hasn’t been the best way forward then next Season it will be open for review. 11. Date & Time of Next Meeting To be held on Wednesday 2nd July 2003 at 8.00 pm, to be attended by Hockey Committee only. ACS stated that she would expect Playing Committee meetings to be held quite quickly after the next meeting. ZAS asked that all agenda points are with her by Monday 30th June 2003 in order for her to e-mail out an agenda in advance of the next meeting. |
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