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CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 4th
August 2004
CHALFONT PARK SPORTS ASSOCIATION MINUTES OF MEETING HELD ON 4TH AUGUST
2004 AT 8.00 PM
Those Attending
Alison Spicer (ACS) Peter Banner (PB) Chris Blamey (CJB) Caroline
Chipperfield (CDC)
Dave Peters (DP) Simon Seabrook (SS) Warren Scott (WPS) Zoë Scott (ZAS)
Neil Turner (NT) Andy Watts (ASJW)
1. Apologies
Chris Yoxall (CY)
2. Minutes of Meeting held on 7th July 2004
The minutes of the previous meeting were approved.
3. Outstanding Actions Update
Completed actions as discussed at June meeting, new actions not discussed at
this meeting and full list of outstanding actions / new July and August 2004
actions to be reviewed at September 2004 meeting:
ACS / PB - Contact Dan Webb re his costs / Uniq contribution; done
contribution discussed and given straight to Dan Webb to cover his costs
ACS / PB/ CJB / CY - Liaise with Cricket and discuss future options with
Paul Gethin / meet Dan Webb re Sunday football; a meeting was held and
Cricket are going to revert back to ACS with proposal for 2005 Season.
CJB - Speak to Dave Banner re Golf Club contact; ACS has done this. DB
recognises that everything to do with the Grounds must be through CJB who
either makes the final decision or takes matters to the Board for
authorisation before anything is done.
PB - Investigate ways of starting tendering process re catering within CPSA;
PB has looked into although Board agreed at July meeting to continue for
further year with Taylormade before tendering out.
CJB - Chase Dan Webb re boarding Pavilion for the Summer; done and PB to get
Wilson Bowden in to inspect and report back to Insurers.
CJB - Arrange Grounds meeting; done as above.
PB - Contact Sign Supplier for quote for advertising boards; done and passed
to CDC.
DP - Invoice Budgens; done.
CDC - Book Royal Mail for leaflet drop; done.
CDC - Liaise with Taylormade re setting up Friday business lunches; agreed a
good idea for the future but not currently possible due to Nationwide
bookings.
ASJW - Pass list of people to invite to Commercial event to CDC; done.
WPS - Advertise working party evenings on forum and in newsletter; done.
CJB - Obtain quote for plumber to fix men’s toilet and showers; done CJB has
fixed without getting a plumber in.
CJB - Chase up Chenies to cut Alcan Ground; done.
WPS - Source new projector bulb; done and purchased cost £380 + VAT.
ACS - Liaise with Dave Banner re offer of free mowers from Golf Club; done
and mowers at Club.
PB - Obtain quote from Peter Broome re car park resurfacing; not applicable
as holes already filled in.
WPS - Check planned hockey dates with Committee and revert back to CDC;
done.
CDC - Finalise social dates for 2004/2005; done
PB - Develop more user friendly sign-in system; done and new system in
place.
PB / ZAS - Agree exact wording re M&A for AGM Notice; done.
ZAS - Resend AGM Notice with approved M&A proposed changes; done.
ACS - Discuss AGM report with CJB; done.
4. Finance (PB / DP)
The current balance is roughly £800, prior to the latest payment by Uniq
(£4,000) and Budgens invoice of £500.
Most of the Cricket subs have been collected but some are still being chased
up.
CDC asked DP to invoice BP Collins £350 + VAT for their advertising board,
Bucks Council £160 for venue hire, a wedding hire for August 2005 £100
deposit. CDC stated payment needs to be made to The Royal Mail for the
forthcoming leaflet drop.
ACS stated that she and SS have had a meeting with Dave Banner where it was
agreed he needs to be refunded for the expense of the picket fence. DP
stated that this should be fine as soon as the Uniq money is received. ACS
also stated that Dave Banner is donating the mobile cricket nets to the Club
and the Board stated their thanks for the donation.
PB stated that a draft budge for 2004/2005 should be available for the next
meeting. He reported that we will be receiving a rebate of £1,600 from
Southern Electric due to overbilling last year.
The Loan Scheme draw catch ups have started and we are about 4 behind now.
PB asked CDC to check with Taylormade how close they are to the VAT
threshold. We need to know that they are monitoring their turnover and
ensure they know how close they are to the £58,000 limit.
Action - ACS or Matt Stevenson to write letter of thanks to Dave Banner for
donation of cricket nets
- CDC to speak to Sandra Taylor regarding VAT threshold
5. Hockey (WPS)
WPS reported that he and the Committee are preparing for the new Season.
There is an invoice from Newlands Park that he needs to get sorted out. Tim
Brooker is to be the new Treasurer and he is sorting out the hand over with
Drew. There are 6 new players for the coming Season all of whom are signed
up to receive the e-mail newsletter.
Geoff Brown and Sarah Wood are organising the mixed tournament. The Board
agreed that people would be able to camp as long as the building was locked.
WPS stated that everything is in hand with just the pitch marking to be
sorted out and Sandra Taylor to be contacted regarding food.
6. Cricket
DP stated that the Season is progressing well, with Presidents Day this
coming Friday. Most of the annual subs are in which Matt and DP are
monitoring.
PB stated there is a lot of cricket kit unsecured in the Men’s Changing
Room. It needs to be made / kept secure to ensure it is not stolen.
There was general discussion regarding the problems the Cricket Section
appear to have when it comes to booking the Club for functions. They do not
book either through Caroline or Taylormade and it creates problems with
double booking, catering requirements etc. This discussion was brought on by
a booking for the 5th August 2004 for 2 cricket teams, requiring teas,
coming to light very late today which no one knew about and Sandra had not
been booked. The Board agreed that ACS should speak to Matt Stevenson to
ensure the booking requirements are reiterated to the Cricket Section and
complied with in the future.
Action - ACS to speak to Matt Stevenson re Cricket Section bookings
7. Events (CDC)
CDC reported that The Royal Mail leaflet drop is going ahead, there will be
staggered drops starting the week commencing 23 August 2004 and going
through to mid-September. There will be 24,657 drops and Royal Mail
guarantee 99.9% coverage. This will cost just under £1,000. ASJW is
currently designing the leaflet.
Another advertising board has been sold, to BP Collins and CDC is just
waiting for the artwork from them. The period of hire is 1 year from the
date of the invoice.
CDC stated that unfortunately the recent Corporate Day was not very
successful. Thirty people had confirmed their attendance but only a couple
actually came, a representative from Play Sport in Chalfont St. Peter and a
netball contact of Sarah Cartledge. SS stated that Play Sport are certainly
worth following up. Also, H20 Solutions have stated they would like another
advertising board and CDC should contact them.
Simon Gooch has drafted a list of proposed drinks price increases which CDC
handed to the Board. All proposed increases were agreed and ZAS kept prices
for records.
PB stated that he has created space in the garage for drinks deliveries
which will get around the problems short term. We can still monitor the
alarms, locking of the garage etc and look at again. To sort out security of
the garage properly a roller door which locks at the bottom needs to be
looked at.
Action - SS to contact Play Sport re advertising board
- CDC to contact H20 Solutions re advertising board
8. Astro / Marketing (ASJW)
ASJW reported that the position at Newlands has still not been made clear.
The astro project is not looking good as none of the local schools and help
with funding and the buy out from Newlands will not be enough on its own. No
lottery funding is available due to the Olympic bid and any approach to
Tesco cannot be made until nearer their opening in Gerrards Cross next year.
SS stated that this highlights the need for a Commercial Director, which the
Board agree needs to be a full time role which would mainly be needed during
the day, so someone working wouldn’t be able to fulfil the role.
ASJW suggested we need to think about approaching Barclays when the 2005
loan is paid off. It was agreed that a full project plan and portfolio is
geared up and we are professionally ready to go to Barclays at the right
time.
Updating the 5 year business plan was also discussed, to incorporate the
major “astro” funding. PB offered to help with the revision of the business
plan having spearheaded the original plan. ACS stated that she would like to
check the buy out options in the Newlands contract and wait for any
announcement from Newlands regarding their plans before this goes ahead.
9. Operations (CJB)
CJB stated he has had a set of keys returned by SS. No further redecorating
parties have taken place as he has not had time to organise anything,
although Dave Banner has painted the downstairs corridor / stairs. Pauline
Birger has reported a leaking basin in the men’s toilet which he will look
into.
CJB asked for direction from the Board regarding the Alcan Ground. ACS
stated that no proposal has been received from the Cricket Section. A rumour
has been heard that the Cricket won’t be asking for the ground to be kept on
as they are not sure of getting commitment for a Third XI next summer. To
maintain this ground commercially costs roughly £2,500 per year so the Board
definitely need feedback from Cricket before a decision can be made. The
Football requirement is on the basis of their getting 3 teams over the
winter Season.
PB stated that the annual check and certification of the building has taken
place which covers the fire alarm, emergency lighting and electrical
systems. An annual check of the gas installation and fire fighting equipment
is to be arranged. PB has also put in place a new log book and small diary
by the entry keyboard for opening and closing up. Fuller entries in the
large log book for third party functions are required to comply with Fire
and Safety Regulations which he will go through with CDC and Sandra Taylor.
SS asked for the sign to go up on the side of the building, CJB said he
would sort it out.
PB reported that there is no accessible key to the kitchen due to Taylormade
requirements we need to ensure a key is available in an emergency. A
solution to this is for a wall mounted glass fronted key box to be purchased
and mounted on the wall, with a kitchen key inside and the glass can be
broken for access to the key in an emergency. The Board agreed this as a
good idea and PB is to obtain a suitable box.
Action - ACS to e-mail Matt Stevenson and Football for feedback regarding
Alcan ground requirement
- PB to contact District Council regarding development rules for the Alcan
ground
- CJB to get Alcan ground cut
- PB to go through Fire and Safety Regulations / log book requirements with
CDC and Sandra Taylor
- CJB to organise putting up of new sign on side of building
- PB to look into obtaining secure wall mounted box for the kitchen key
10. Social
CDC stated that the last function was Hawaiian night which was quite
successful, although no figures are available.
WPS suggested that a notice board or something of the sort is purchased to
go at the bottom of the stairs to advertise forthcoming social events.
ZAS stated that she is becoming very frustrated chasing up the outstanding
money from Club Supper. All the non-payers are Cricketers and she has been
chasing Mike Burge and Matt Stevenson. The names of those outstanding were
given and CDC confirmed she had had problems in obtaining payment from some
of them last year. ZAS has been unable to prepare a final account due to
this, although there is still the issue of the tablecloths to be sorted out
and she is chasing Adam the Marquee supplier on this. The Board agreed that
as Shabs is one of the people who has still not paid £30 will be docked from
his next invoice.
Action - ACS to speak to Matt Stevenson re outstanding Club Supper money
- SS to speak to Zeddy regarding outstanding Club Supper money.
11. Any Other Business
Softball (NT)
NT reported that their Season is going very well. They are now marking their
own pitches, Dave Banner had offered initially but will no longer do it.
200 Club (SS)
SS stated he has had a rough idea of increasing annual subs to £125. The
extra £10 is one number in a newly launched “200 Club” with a £5 levy for
attending the CPSA AGM. The income after prizes would go back to the
Sections for them to use as they wished. This way people would have a chance
of winning prize money but would also have an incentive to come to the CPSA
AGM.
There was some discussion, WPS stating that he understood the point of view
but before the Board look into ways of getting members to an AGM we need to
identify why we want them to come. Once that has been identified we can look
at ways of getting members there. Most members still see themselves as part
of a Playing Section and aren’t interested in who runs the Club as a whole,
those who are interested do come. He is unsure that charging members more
money is a way for them to become more interested.
DP stated that Nat West have telephoned him, saying that someone in the
current 200 Club has contacted them trying to find out what is happening
with it. DP said that the Board would need to look at sorting out the
current scheme before anything new is launched.
The Board agreed the principal of the 200 Club is a good one and it needs to
be relaunched, under CPSA branding, with all profit going back to the
Sections nothing into the CPSA “pot”. We would also need to find a volunteer
to run it, the Board agreeing that Mike Snell would be very good for this.
Action - DP to speak to Peter Colwill regarding closing the current 200 Club
12. Date and Time of Next Meeting
The next meeting is Wednesday 1 September 2004 at 8.00 pm
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