Amersham & Chalfont June 2004 Club Minutes

Amersham & Chalfont Hockey Club
Minutes for meeting held on the 10th June 2004


Present:
Warren Scott (WS) Peter Colwill (PC) Ian Ringham (IR)
Sarah Watts (SW) Tim Brooker (TB)


Apologies:
Drew Downing (AD), Jo Peters (JP), Emma Hewitt (EH)


Minutes of last meeting &matters arising:
The minutes of the last meeting (21st April 2004) were accepted.

Actions from previous meeting. (Outstanding items in bold)
SW to enter teams into junior’s leagues for 04/05 season. Ongoing – to be completed by 1st July.
Nick Wilson as fixtures secretary to start arranging 6th team fixtures. If at home, to be at 4:30 so as to allow other players to play their main game and then help out. Ongoing.
AD to have a separate sheet for the AGM giving notes re the accounts when presenting to the membership – completed for AGM. Completed.
AW to write a letter of complaint regarding the street deliveries of the recent flyer. Removed as a CPSA issue.
SW to find old 5 year (and active sports) plan to be reviewed as a basis for the club’s plan. Ongoing.
WS to write to the Folkestone Tour organisers to raise issue of quality of some opposition games during the tournament (playing very young players in Men’s games). Ongoing.
AD to finalise accounts (with explanatory notes) and circulate to committee members prior to meeting. Completed.
All committee members to forward suggestions re list of worthy people to thank in chairman’s speech etc. Completed.
AD to contact 3 candidates re Chairman to discuss role, time required to fulfil role etc. Completed.
AD to pass list of all hockey roles to NT to then be distributed by e-mail (weekly newsletter) by 28th. Completed.
AD to contact MS to discuss the development of a club web-based database. Completed.
AD to confirm with MS that he is aware of the hockey AGM in case any cricket members wish to attend. Completed.

Matters arising:
Database: Mike Snell, Neil Turner, Zoë Scott, Warren Scott and Andrew Watts met recently to discuss the database. It will be a centralised, web-based protected database, possibly with some kind of search criteria and access levels for different club officers – it was mentioned that access to club contact details is important for captains to inform all parties (umpires etc) that games are cancelled etc. Any thoughts from the committee regarding the set-up & use of the database should be communicated to Neil Turner.


New Committee:
WS informed the committee that Drew Downing has decided to step down as Treasurer for this season. Many thanks for all his hard work with the accounts over the past few years. WS will speak with Drew over the next weeks to discuss how the role works, if any of it can be split and will advertise in the Newsletter/discuss with club members for his replacement.

Therefore the committee is as follows:
Chairman Warren Scott
Secretary Sarah Watts
Treasurer Vacant
Men’s Playing Rep Tim Brooker
Ladies Playing Rep Emma Hewitt
Junior Playing Rep Ian Ringham
General Members Jo Peters (also Ladies Fixture Secretary) & Peter Colwill (also Vintage Captain).
WS to send info re committee to the members.

PC pointed out that it was important to inform all the relevant Hockey bodies of the changes in club personnel.
WS will check who should be informed on the Men’s side (for the leagues etc) & add to calendar of events.
SW will check all the Ladies, plus inform the Bucks Hockey Association and England Hockey.


New Season:
Dates:
The recent CPSA board meeting decided upon the following hockey dates:
Open Day 4th September 2004 starting at 1.30pm. SW to check with Jo to see if this can be brought forward to 12.
Mixed Tournament 12th September 2004

As mentioned by Andy Watts at the board meeting this will make advertising in schools impossible and therefore it was agreed that we would hold a separate Junior Open Day on the first Junior Sunday (19th September).

TB/EH to hold a meeting with the Captains and set out a plan for Open Day / Trials? It was suggested that the first training evenings will be set up as trials for the new season teams and that games would be organised for Open Day so that old players can re-acquaint and any new players can have a game without being put off by the suggestion of trials. Open Day needs to be fairly flexible to accommodate an unknown quantity of new players; Goal keepers should be available & umpires for any games.

Training will start on 6th (Men’s) & 7th (Ladies) September. An urgent meeting is required between the coaches to establish the plan for next year’s training. TB/EH to organise with David Peters, James Heath, Steve Jack.

TB agreed to look into setting up some kind of summer fitness programme.

Fixture Card:
Mark Rutherford (Heidi Frick & Zoë Scott) will be putting this together again this year. Some changes have been requested from the hockey section:
• The ACHC committee should be on the first page (not CPSA board).
• Full addresses and telephone numbers are needed for all officers. SW to collect.
• A full list of all awards should be listed (including all the individual team awards).


PC also mentioned that the contact details for the EH Knock-out competitions should be established (probably Nick/Jo) so we don’t miss out of the entry deadlines.


Player’s availability for the New Season:
Players need to take some responsibility for their availability throughout the season & keep their Captains/Playing rep informed. TB should look at the model the ladies use for availability and try to implement something similar for the Men. All Captains should also be aware that attending Selection Meetings are one of the main responsibilities of their role. Match details/times etc should be available for all via the website shortly. WS to discuss with Neil Turner whether fixtures can be put onto the pc at the club each week as well.


Player’s Reps & Captain’s responsibilities:
WS to put together a list of player’s reps and Captain’s responsibilities – ideally many of these can be delegated. TB to encourage all Captains to have a Vice. Mike Snell holds details of directions to all clubs in Bucks Berks & Oxon & many others for the Ladies – maybe this can be located centrally for all to use.


Unfilled ACHC roles:
Treasurer
Vints & Mixed Fixtures. PC may be able to identify someone from the team for Vints
Social Rep
Captains for L4s, L5s, M5s, M6s
Team Managers for Juniors
All committee members to advertise amongst club members.


Reports:
Treasury: Most teams are up to date for match fees although the summer fees need to come in a bit faster. WS will collate the remaining information he has for his spreadsheet & follow-up any missing fees
Fixtures (from Jo Peters):
18th December is booked for Club Day & 18th April as a possibility for President’s Day.
No fixtures available yet for the ladies, although will probably need up to the 9th April as a slip date. Summer fixtures in progress for Ladies Club & an end of summer friendly for the ladies 1s/2s.
Umpires are being watched over the summer (Chris Paine, Paul Dunning, James Heath).
Bucks HA are desparately in need of 2 Bucks Reps for the Trysports league committee – delay in these appointments is holding back the release of the league fixture dates. (Post meeting note: these have now been filled by other Bucks Clubs).


CPSA Board Report:
• Caroline Chipperfield is organising an external event for all CPSA Sponsors (from our fixture cards & elsewhere) plus potential new Sponsors on 30th July 2004 from 3pm-6pm at the clubhouse
• A calendar of CPSA events is held on the website & is regularly updated if anyone needed to look up whether or not the clubhouse is available on specific dates.
• This year’s flyer for the start of the season will aim to be more generic and not focus entirely on the date of open Day, although this will be mentioned, in the hope that those new players who receive it after the Open Day date will still get in contact with us. It will be delivered by the Royal Mail to CSP, CSG, Amersham, Chesham areas.
• The aim is to be more active in local schools this year through Andy Watts’s contacts.
• Next year Club Supper / President’s Day may be held on separate days, partly because if Club Supper is held on a Friday night, CPSA can obtain an extended bar licence to 1am. It will be advertised as a major club event throughout the year to club members in the hope that more will be encouraged to attend and so there is less rush to sell tickets at the end of the season. Most likely date looks to be 16th April. All committee members should feedback preferences for how Club Supper & President’s Day should be run next year in terms of timings/days and WS will take this back to the next CPSA board meeting.
• Euro 2004 Football is on at the clubhouse throughout June.
• Mixed hockey vs cricket cricket match to be held 25th June & other socials are on the website.
• Dates for next year’s AGMs should be set early and in the Fixture Cards.
• 22nd & 23rd June are CPSA working parties at the club house to repair & tidy up.


Any Other Business:
• Disappointment was raised that there was such a low turnout of Vints at the club supper. There were many reasons for this and these, particularly the format of the evening, will be considered for next year’s event.
• WS expressed a wish that all hockey members consider themselves as part of CPSA and to support CPSA’s other sections (cricket / softball).
• WS aims to put together a long term plan for the club to identify goals for the next 5-10 years. Many other clubs in the area are way ahead of us on this and we need to have an ultimate target as section in order to move forward successfully.


Date of Next Meeting:
21st July 2004 (venue to be confirmed – either Jo’s or Warren’s).