| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club | Chalfont Park Softball |
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CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 14TH
APRIL 2005 AT 8.00 PM Those Attending: Alison Spicer (ACS) Dave Banner (DB) Peter Banner (PB) Chris Blamey (CJB) Caroline Chipperfield (CDC) Andrew Parsons (AP) Dave Peters (DP) Warren Scott (WPS) Zoë Scott (ZAS) Neil Turner (NT) 1. Apologies Simon Seabrook (SS) Andrew Watts (ASJW) 2. Minutes of Meeting held on 2nd March 2005 The minutes of the previous meeting were approved. 3. Finance (DP) DP stated that the cash balance is roughly £5,000 with the accounts up to the end of March to be done next month and a more exact figure will be available. All outstanding invoices have now gone out, although nothing back in yet. Regarding annual subscriptions a lot of the stragglers have paid and DP just needs an update from WPS. PB stated that we are now registered with the CASC. 3.1 Loan Scheme Draw (DP) DP stated that despite previous discussions we are still behind with the loan scheme draws, which should be being drawn once a month but are only happening about every 2 ½ months. This is because when the original schedule was drawn up it did not take into account those people that lent money later on. We are currently 5 draws behind, with 22 left to do in 24 months. It was agreed to draw 2 on Presidents Day and 3 at the AGM to bring us up to date. 3.2 Delta Call Out (PB) PB had circulated an analysis of the Delta call outs prior to the meeting, showing we are still getting about one call out per month mainly to the garage after Friday deliveries. This is costing £110 per call out. PB has obtained quotes for a roller garage door, which will enable a better alarm contact to be made and should therefore cut down on the garage alarm going off so regularly. The quote from Banham Security is for £1,050 + VAT and from another company for a non-branded garage door at £600 + VAT. The Board agree that the purchase of a new roller garage door should be made and PB will investigate further. 4. Hockey (WPS) WPS reported that the Ladies Section had had a very successful season with every team being promoted and the indoor side also having a good season. The Men’s season had not gone so well, in the main due to availability problems, with no-one being promoted and 3 sides being relegated (2s, 3s and 5s). All the Cup teams had done very well, with the Under 15 Girls at the semi-final stage. WPS gave an outline of the plan for Presidents Day, Bob Hance is organising the dinner in the evening. The Hockey AGM date is planned for the 13 May 2005, although confirmation is needed from Sandra Taylor that the Club is free that evening. 5. Cricket (AP) AP stated that net practice had started in preparation for the start of the season next Saturday. It looks like there will be some good overseas players available this year. There are plans for the usual summer BBQs, CDC asked if the dates had been checked, AP was unsure and will provide CDC with them to ensure no double-booking occurs. Unfortunately due to the Cricket Section having their own end of season dinner in October AP feels that the precedent has been set for Cricketers not to attend the Hockey end of season dinner. AP also stated that there is enthusiasm within the Section for the next working party, they are just waiting for DB to set a date. ACS stated that the contracts for the outfield and square are at first draft stage, which she will try to e-mail round for approval / discussion. 6. Softball (NT) NT stated that after a lot of interest from both within the Club and externally he has confirmed to the League that we will be running 2 teams this season, Phoenix will be playing in Division 2 and Flames in Division 3. Games start on the 27 April 2005 for Phoenix and 28 April 2005 for Flames. All the fixtures have been confirmed, the League has been very helpful and the pitch guidelines set down have been adhered to, there are only 2 weeks when both teams are at home. The website has brought in 2 new players and the local poster campaign has brought in 3 potential new players. NT has paid the league fees of £317 and includes insurance cover. The only other expense NT foresees is umpires at £10 per match and the purchase of new balls. NT has entered the Windsor Tournament, which is the biggest in Europe and takes place on 16 and 17 July 2005. Regarding the pitch, for 2 weeks running dog dirt has needed to be cleared from the outfield and that will need to be addressed. DB stated he will keep an eye out for people walking their dogs and not clearing up after them. 7. Social (NT) NT felt that further discussion is required on the social front as nothing firm has been set down after the discussions in February. The Board agreed that small socials are the way to proceed and this idea will be launched at NT’s Darts Tournament. NT aims to put this on in early May so there is time to publicise the tournament. ACS will launch the plan with the list of available dates and ask for a member or group of members to take a date and organise something. ACS stated that the invites to the Life Members Dinner will be ready to go out this week via e-mail by NT and hard copy by ZAS. Guests will be invited free of charge. ACS has asked Catherine Watson to organise the raffle. 8. Events (CDC) CDC stated that we have had a health and safety inspection which was passed with no issues, the Inspector commenting that we are of good standard. Sandra Taylor has requested some kind of baby changing facility, perhaps to go in the disabled toilet, as she is concerned with the health and safety implications of where babies are being changed. The Board agree this is a good idea, CDC to investigate costs. CDC has spoken to Adam Marquee regarding the coconut matting, it will be brought with the marquee for Club Supper and they will leave behind what we can have. Regarding advertising boards the BP Collins board is up, with H2O Solutions going up next week. CDC asked if she could e-mail the membership with some kind of incentive if their company purchases a board. The incentive was agreed of £50 to spend behind the bar and CDC will send the e-mail. She also plans to send a letter to the Cricket contacts asking if they are interested and has been given some appropriate wording from Matt Stevenson. Sandra Taylor has reported that the tea urn is now well and truly dead and CDC has authorised the purchase of a new one, at a cost of £80. DP confirmed that BP Collins has paid their invoice and the Village Hall has been invoiced for the next part of their sponsorship. Action - CDC to investigate costs of baby changing facilities - CDC to e-mail membership re advertising boards 8.1 Party in the Park 29 August 2005 (CDC) CDC has sent out an e-mail to the membership outlining the plan for Party in the Park asking for volunteers and she will have a meeting at her house to kick start the planning with all volunteers. She will speak to Sharon Douglas who organised the Jubilee Event on Gold Hill Common. DB said he still had an e-mail address for her and would pass it to CDC. There was general discussion among the Board regarding the event, CDC would like 2 celebrities to Captain each side in the 20/20 cricket game and if anyone had any contacts. PB also suggested that we run a “roll dice to win a car” stall and will look into the insurance costs. Action - DB to provide CDC with e-mail address for Sharon Douglas - PB to investigate insurance costs re “win a car” stall 9. Astro / Marketing (ASJW) No report. 10. Operations (CJB) CJB stated that he has been unable to get much done recently but is aware of what needs to be done. He also intends to organise the next stage of the tidy up as soon as possible. 11. Grounds (DB) DB stated that the outfield mower has a broken seat, needs new belts and bracings and needs servicing. Estimated cost of this is £200 for the seat, £200 for belts and bracings and £150+ for servicing. This mower was bought second hand for £1,200 3 years ago and suggested that it may be more cost effective to sell it or part exchange it for another one. Regardless a new belt at £20 must be bought and a new seat would be needed if it were to be sold. The Board agreed that DB should look into costs of a new machine before a decision could be made. The moles have now gone from the original outfield location, but are now in the bank and in the other side, DB will be dealing with these in the same way as the others. Aside from this, the ground and the square are looking very good. Action - DB to investigate costs of replacement outfield mower 12. New Licensing Law (PB) PB had intended to outline the above this evening, but after discussions with the Council it seems they have sent us the wrong paperwork. He is therefore waiting for the correct paperwork to arrive before this can be done. 13. Administration (ZAS) ZAS stated that the annual return for this year had been completed and sent into Companies House in good time. She had purchased a new TV licence, although this has come through in the name of the Cricket Club rather than CPSA which she will sort out. There has been an enquiry from a local Police Officer regarding viewing our CCTV and this has been dealt with. ZAS asked for a date for the AGM to be fixed and the 17 June 2005 was agreed upon. A reference request has been received regarding a previous contractor and ZAS asked how this should be dealt with as she is unaware of him. The Board agreed that ZAS should reply stating that he was employed but no one is now left who has first hand knowledge of his work. Action - ZAS to reply to reference request 14. Outstanding Actions Update Outstanding actions / non-responses remain on action sheet and completed actions are as follows: WPS - Inform Hockey Committee of CPSA insurance cover; done CDC - Liaise with Peter Broome re cost of combination key locks; done see 15.3 CJB - Putting up photographs, first aid kit and notice board to be put up at work day; done DB - Review MS’s outdoor job list and add to as necessary; done CJB - Prepare indoor work list; done NT / CJB - Advertise working party in newsletters and send member specific e-mail; done NT / ZAS - Send out e-mail protocol to all members on e-mail; done WPS - Pass notes of Database meetings to ACS prior to above meeting; basically the database model is in place and WPS / NT now need to meet to hand over for NT to progress the Web side of the project MS /WPS - Provide list of invitees to Thank You Party; done ACS - Co-ordinate Thank You Party; done DB - Prepare priority list of required machinery; not required WPS - Forward playing database to DP for checking of men’s players / annual subs; done ACS - Liaise with DP and WPS to ensure correct players are chased up re annual subs; done ACS - Contact all unpaid-up players informing them of immediate requirement to pay; done ACS - Contact Captains and Playing Reps re the above and potential forthcoming selection issues; done PB - Inform DB of safety risk in garage due to storage of equipment; garage now cleared and access to fuse box is fine PB - Obtain quote for roller shutter for garage door; done see 3.2 SS - Confirm whether new projector is gift or loan; ACS confirmed on SS’s behalf that the projector is a gift, however if SS is billed up to a maximum of £500 we will honour the cost 15. Any Other Business 15.1 Outstanding Invoice (DB) DB stated that there is still an invoice of his outstanding for end of season work he did. PB stated that the invoice is with him for payment. 15.2 Bar Extension (DB) DB stated that a friend of his has the Club hired for a wedding on the 4 June 2005 and has requested an extension until midnight. He was unable to provide full name of hirer, so ZAS said she would liaise with Sandra and then apply for the extension. Action - ZAS to apply for bar extension 15.3 Combination Key Lock (CJB) Peter Broome has provided a cost of £126 for purchase and installation of combination key locks for the kitchen and the cellar. The Board agree it would be wise to install these and CJB to speak to Peter Broome to arrange the same. Action - CJB arrange installation of combination key locks with Peter Broome 16. Date and Time of Next Meeting The next meeting will be held on the 4 May 2005 at 7.30 pm. As this will be SS’s last meeting, ACS suggested the Board have a curry after the meeting. Those wishing to attend should let ACS know so that a table can be booked in advance. |
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