CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 7TH APRIL 2004

Those Attending

Alison Spicer (ACS) Peter Banner (PB) Chris Blamey (CJB) Caroline Chipperfield (CDC) Bob Hance (BH) Simon Seabrook (SS) Zoë Scott (ZAS) Andy Watts (ASJW) Chris Yoxall (CY)


1. Apologies

Drew Downing (DND) Dave Peters (DP)

2. Minutes of Meeting held on 3rd March 2004

DP had e-mailed ZAS stating that the VAT man is the person looking into the technicality which may result in a refund, not PB, and that the reduction will relate to Rates rather than VAT.

3. Outstanding Actions Update

The following actions were completed, all outstanding actions remain on action sheet:

BH - Produce new certificate for Mr. Scott and pass to ZAS for sending out; done and ZAS has sent off.
ASJW - Organise hockey photographs; has some photographs taken, framed and ready to be put up.
ALL - Come up with strategy for security system; see Finance Report.
DND/PB/DP - Meet and work out which loan would be best to pay off; agreed that the Barclays loan which has no early payment penalty would be best.
DND - Chase up outstanding annual subs; DP had forwarded list of those outstanding. There are quite a few, which is a very bad situation and must be addressed urgently. ZAS to write letter to all outstanding to chase up including the one person outstanding from 2002/03 Season.
ACS - Look for copy of memorandum and articles and pass to PB; found and passed over.
CJB - Meet with Cricket Section to formalise pitch maintenance and consider maintenance of machinery; see Operations Report.
DP - Sort out cricket kit; done.
CY - Organise rebuilding of third sight screen; not yet rebuilt but screen moved and stored in the container ready for rebuilding.
PB - Contact Insurers re car park lighting levels; they do not have a recommended specification, but they will need to be notified when work commences and is completed.
CJB - Contact Dan Webb re football scaffolding; done and moved.
ACS - Write to Golf Club re notification of planned work; done but no response received as yet.

4. Finance (PB/DP)

DP had e-mailed report to Board as unable to attend, as follows:

• Cash flow balance is approximately £1,800, which does not take into account any monies banked last weekend.
• Cheque from Uniq has been received for first quarter’s renal and corporate subs. Invoice to Uniq for second quarter’s rental will be sent shortly.
• Budgens have been invoiced for Clubhouse use, money not yet received.
• Further to the recent VAT visit we will be receiving a VAT refund of £2,000, (this sum has not been included in the current balance of £1,800).
• Ted Payne’s final balance is £919.50. Mr. Payne has written and apologised for the mistake he made regarding the amount outstanding. Board have to decide whether the final payment should be made or not.

ACS stated her concern that the Uniq payment puts our balance at £1,800 as we are not meant to be relying on that money.

Regarding the payment to Ted Payne the Board agreed that while we have the money we should make the final payment to him. SS will send payment with covering letter.

ACS stated that some members have raised their concerns with her regarding the security costs. The Board felt that there is the need to clarify with the membership the insurance implications of our security and the actual costs of security. To that end it would be worthwhile getting a quote from another security firm for a comparison of system set up, installation, potential call out costs etc. We also need to look at our current PIR settings to check they are not set too sensitively.

Action - SS to send final payment of £91.50 to Ted Payne
ZAS to write chasing up outstanding annual subs payments
PB to obtain the call out history from Delta
PB to contact another security firm for comparative quote / costs
PB to contact Delta re current PIR settings

5. Hockey (DND)

No report available.

6. Cricket (CY)

CY reported that preparations for the upcoming season have been in hand, with working parties clearing up around the ground.

Shabs would like a key to the garage and Clubhouse, which CJB is to provide.

Regarding teas, 24 hour cancellation is not acceptable due to the nature of the game. CY stated that you cannot compare hockey and cricket and would want CPSA to cover the cost of the post-24 hour cancellation charge. CDC stated that she would be attending the next Cricket Committee meeting with Sandra Taylor to discuss requirements / options. She asked that the cricketers keep an open mind and to bear in mind that there have been problems with hockey teas due to fluctuating / ordered numbers. At least with cricket there will always be a static number. The hockey have had to cover their costs and suggested that things like this need to some degree to be played by ear.

CY stated that cricket don’t want to be seen as the “bad guys” regarding the catering arrangements and have it held against them if they incur higher teas costs because there is no provision to cancel teas if games are rained off on the day of the game. ASJW said that cricket need to remember that there will be matters beyond their control and it’s not like they will be closed down if they can’t cover these costs if matches are rained off late in the day.

Action - CJB to pass key to Shabs

7. Commercial (CDC)

CDC reported that the flyer had gone out and was currently being distributed to local homes and businesses. We have already had a few responses to it. The following local businesses are sponsoring the leaflet:

• Budgens - £500
• Taylormade - £250
• The Village Hall - £500

Which makes the actual cost of the flyer £350. ASJW stated that he is logging responses to check new members against costs so we can see how much interest it generates and how worthwhile it was to produce.

The Clubhouse is booked for a wedding this weekend at £500 hire charge, Taylormade are doing the catering.

CDC has booked the Buckinghamshire Building Society shop window for 2 displays on the 10th May 2004 and 27 September 2004 for one week each. The May window is going to be used to promote cricket and September hockey. CDC will put the displays up but needs a volunteer to take each one down the following Monday. ASJW and PB volunteered to take them down.

The Bucks Council hirings are starting soon, they have 10 bookings up until December 2004 and Taylormade are doing the catering for them.

On the 13th June 2004 England play France in the first Euro 2004 game. CDC said it would be a good idea to have a social this night. CDC will liaise with TM re food for the night and ensure the Club is kept free that night. She will look into dates for the other games.

A draft contract has gone out to the Village Hall on the lines discussed last month but has not yet come back.

Action - CDC to chase up delivered flyers via members list
CDC to liaise with Martin Cartledge to chase up Village Hall contract
CDC to liaise with Taylormade re event for 13th June 2004 / Euro 2004 games

8. Astro (ASJW)

ASJW reported that he has been contacted by Dr. Challenor’s High School who need an astro. He has also heard rumours regarding Dr. Challenor’s Grammar School and their astro plans. However, the High School is still the best option as it is both sexes and will benefit both Sections with upcoming members / players.

There is a working group in the village regarding the Meadow hill project which he is involved with.

Hershall School in Slough has a new sand astro and indoor pitch. ASJW understands that South Bucks will be playing there next season, with a new tournament there too. South Bucks moving to Hershall School should free up Wexham for bookings.

9. Operations (CJB)

CJB stated that there had been a meeting with the Cricketers to decide on grounds maintenance. They have decided that Shabs will cover the square, Paul Gethin has requoted for the outfield cutting at £40 a session, estimating that it will need cutting once a week maximum. Chenies Landscapes will cut the football pitch at £2,184 + VAT per year commencing April 2004. The Board are responsible for drawing up contracts for Shabs and Paul Gethin, CJB has signed the Chenies Landscape contract.

ACS said that she is very concerned about controlling costs for grounds. The Footballers are withholding payment due to problems with pitch maintenance which were never reported to the Board. Furthermore, costs the football section incurred in respect of the ground that they paid for from their own section’s funds with no reference to, or approval from the Board they have discounted from what they are prepared to pay to CPSA in final settlement of monies outstanding. ACS is worried that these problems may recur in the Cricket Section unless a contract is in place with both Shabs and Paul with clearly defined working practices and reporting lines. CJB stated that the onus is on the Cricket Section to book when they want the pitch cut, this can only be done through himself otherwise it will not be done, this will keep the control at Board level.

ACS is also concerned that Paul Gethin re-quoted and yet Peter Broome was not given the opportunity to re-quote. For next year the Board will review which is the best option of grounds control in light of the possible requirement for maintenance of pitches for a Football Section and whether CPSA should take full central control of all grounds matters. CY stated that he is unaware of the background discussions but we cannot afford to prolong decisions being made otherwise it will be too late. ACS stated she is happy to draw up the contracts for Shabs and Paul Gethin, but will need input from the cricket as to the specifics that need to go into them.

Regarding the Footballers SS reported that he and ACS had met with Rory Staunton and 3 other footballers for a review of the year. The outstanding money, pitch cutting, moles etc were discussed. They agreed to waive 3 lots of pitch hire @ £60, meaning a reduction of £180 in recognition of poor pitch maintenance in January (after Rory Staunton had reported the problem to BH on 24th December 2003). There is still £720 outstanding broken down from 6 x £60 of subs and 6 x £60 of pitch hire. They were not willing to pay this amount in full and it was agreed that a proposal for what they felt appropriate would be sent to ACS in time for this Board meeting, however it had not yet been received. The Footballers were asked to prepare their proposal for next season, including pitch maintenance and affiliation to the Club etc in advance of this meeting but neither ACS nor SS had received it. Rory Stanton had requested that along with a reduced subscription rate the football section was given voting rights at Board level, which was rejected outright by ACS & SS.

The main consideration here for the Board is whether we are looking at renting out a pitch for hire and getting in a match fee or whether we want an affiliated Football Section within the Club. After discussion the Board agreed that regular football must be affiliated to the Club in exactly the same terms as hockey, cricket and softball. However, if there are teams that wish to hire the pitch on an ad hoc basis it must be booked and paid for in advance with a contract letter The contract must be returned with money in advance of the planned booking.

The new Softball Section was briefly discussed and it is unclear whether the position regarding players who are not current members of the Club has been made clear to Neil Turner. It is likely that most players are current members, but he must tell any players who are not current members that they need to join the CPSA as well as paying the relevant match fees.

Action - CJB to cancel contract with Chenies Landscape for football pitch and organise the one-off cuttings on request as required
ACS, CJB and Cricket to discuss future options with Paul Gethin
ACS, CJB and CY to draw up grounds contracts
ACS to respond to any e-mail from Footballers
ACS to contact Neil Turner re softball membership

10. Social (ACS)

ZAS gave an overview of the plans for Club Supper, numbers coming, likely costs and the fact that it is very likely that we will make a loss on the event due to lack of tickets sold. This is again an indication of the lack of interest in social events this year so far. ACS reported that some members had said the Club Supper event was too expensive, despite the fact ticket prices had been frozen at £30. The reason the ticket prices are this amount is to cover the costs of the marquee (around £2000) and ACS suggested that perhaps the Board should consider for next year whether Club Supper should be a scaled down event, with numbers limited and held entirely within the Clubhouse. This would have the disadvantage of not being able to accommodate all members and their guests if they wished to attend, but the advantage of turning this back into a profitable event. There followed a lot of discussion amongst the Board and BH stated that he felt strongly that the Club Supper should be a big marquee event and that he would take it on as a stand alone project next year to try to ensure its success.


11. Secretarial (ZAS)

ZAS reported that the annual return had been completed and returned to Companies House with the £10 filing fee. She had also paid the TV Licence at £116. The new licence is in the Board post tray behind the bar in case needed.

12. Any Other Business

12.1 CY raised a constitutional point and the Board agreed that he only attend Board meetings by invitation only.

12.2 ASJW stated that he had been contacted by James Williams who wishes to play football at the Club from September 2004. He had given him details of the costs etc and ACS / ASJW will revert to him with Club policy.

12.3 BH stated that he intends to stand for the position of Hockey Chairman at the forthcoming Hockey AGM and felt it was appropriate he inform the Board in advance.

12.4 ACS stated that she is intending to look at the Board structure, particularly rejigging SS’s role and ensuring that every Director / Board member has a clearly defined role. She is presuming that everyone (apart from DND) is intending to stand for re-election and is pleased this appears to be the case.

Action – ACS / ASJW contact James Williams re football enquiry

13. Date and Time of Next Meeting

The next meeting will be held on Wednesday 5th May 2004 at 8.00 pm.