| 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 THE 8TH SEPTEMBER 2005 Those Attending: Alison Spicer (ACS) Chairman Peter Banner (PB) Caroline Chipperfield (CDC) Andy Parsons (AP) Warren Scott (WPS) Zoë Scott (ZAS) 1. Apologies Dave Banner Chris Blamey Neil Turner 2. Minutes of Meetings held on 14th June and 12th July 2005 The minutes of the previous 2 meetings were approved. 3. Finance (PB) PS reported the cash balance is currently £3,259 with approximately £500 to be paid out for Party in the Park expenses. The electrical survey and emergency lighting regulations was a larger than expected cost. The Board felt it may be worthwhile compiling a database of maintenance people used regularly and identifying any Club members that may have good, reliable contacts. Regarding electrical specifically, ACS suggested we speak to Ian Ringham to see if his Electrician could be brought in. Further to the e-mails sent by PB regarding the situation with the Youngs loan, the letter has been sent to Youngs and PB is waiting for a reply. Until a reply is received PB cannot circulate the draft budget for the coming year. PB will try to get this circulated in October. This led to a broader discussion regarding the ongoing “social” problems with the Club, ACS wants to kick off the social working group as soon as possible and stated she would hope CDC and ZAS would be part of this group. ACS to set a date for the first meeting as soon as possible. Action: ACS to set date for social working group meeting 4. Hockey (WPS) WPS stated that the Section need to change their home shirts and are likely to chose a style the same as the new away shirts. Regarding finances a reconciliation of match fee collection from last season has recently taken place and the section is roughly £1,600 short. This is of course a lot of money, but appears to be less than the uncollected / unaccounted for sums during the previous 2 seasons. This can be broken down into what is owed from each team, but not necessarily from which player. One Captain is making up the £300 short from their team personally as feels it is their responsibility for not collecting the monies in correctly. WPS and Geoff Brown have put in place a process which will make collection better. WPS has had the match fee forms printed onto NCR paper into pads so that Captains have their own record of what they have paid in and full instructions are printed on the insert card. Match fees are also to be collected before the match starts and if someone doesn’t pay they may not be allowed to play. WPS also hopes to keep a better hold on the annual membership payments this season. WPS also stated that he would like the safe code changed and CDC said he should speak to Simon Gooch about this. It was agreed that a comprehensive list should be kept of those people that know the safe code. The fixture cards for this season have been done, in time for Open Day, at a considerably cheaper cost and with the adverts covering the printing costs in full. WPS has been discussing the design of the new nets with Matt, as he would like to change the angle which would encroach on the hockey pitch. Bucks Hockey are running a programme of putting sports coaches into schools which is something that WPS would like us to become involved in. It would mean needing to raise funding in the region of £2,000, but would be very beneficial to us, getting us into the schools, great publicity and networking etc, which in turn may help with the astro project. WPS is discussing the funding and requirements with South Bucks. A local man is raising money for a cancer charity by attempting to play in 50 games all over the world. The Hockey Section assisted in this by allowing him to play for our Club (ie wearing our colours) in a recent mixed game. He also managed to raise around £80 on the day for the charity. The Club wishes him well with his fundraising and all the games he plays in. Unfortunately WPS did not have his name or the charity available for inclusion in the minutes. WPS is still trying to obtain accounts for Club Supper from Bob Hance, but this is proving quite difficult. Further, a lot of unbanked cheques were received by Geoff when he took over as Treasurer which have now been banked. The Committee are looking at changing the format of Presidents Day and Club Supper, potentially having some kind of games where the whole of the Club are eligible to play, rather than just the Presidents and First XI teams. This led to a discussion regarding the role of the President and Vice President roles. ACS stated that she needs to think further on the role of President and will come back to the Board. WPS asked that this be done fairly soon as if the Committee are to change the format it will need to be discussed with the President. Action: ACS to consider roles of President and Vice Presidents and revert back to the Board 5. Cricket (AP) AP reported that the season has now finished, with both Saturday teams finishing in third. The first team had a great season and it was a good effort by the seconds bearing in mind the patchy availability the team suffered from throughout the season. Zeddy is stepping down as first team Captain and it is likely that Saqib will be voted in to take over from him next season. Regarding expenditure, AP stated that the Committee feels that new practice nets are an important and necessary expenditure. They are looking at building new nets over the winter months, which will be a great asset for next season. The Board asked for clarification regarding how it is intended to fund the project and whether a request for funding will be made to the Board. AP was unsure of this, there is to be a planning meeting after the next Committee meeting when he will know more. However, preliminary costs look to be if it was fully contracted out to be around £9,000. The Committee would hope to keep costs between £2,000 and £4,000 if the labour is carried out by volunteers. It may be possible to incorporate a softball net into the new practice facility, which would be great for both sections. The Board encouraged the Cricket Section to put forward proposals regarding the new facility and not to necessarily go for the cheapest option which may not have much longevity in it, but to look at building something really beneficial to the sports and which would be good for the CPSA to help with the costs. The End of Season dinner has been booked for the 25th November 2005, to be a formal sit-down dinner in the Clubhouse. AP will need to liaise with CDC and the new caterers for arrangements and menu etc. Shabs has mentioned to ACS that he is struggling with wear and tear of the square due to the number of schools matches. There is some confusion about this as it was thought that only 6 games were offered at no charge to help the schools and no more than that should be being played at our Club. AP agreed to discuss current usage with Shabs. Action: AP to discuss schools usage and resulting problems with Shabs 6. Softball No report. 7. Events (CDC) Party in the Park CDC reported the finances raised and expenditure of party in the park. Total outgoings were £5,141, total income was £7,160.00 making a total profit of £2,019.00. As not enough raffle tickets or programmes were sold to cover expenses and make a profit the Board discussed the sum to be donated to the 2 charities. It was agreed that £500 should be given to the Williams Fund and £100 to the Chamber of Commerce for the Christmas lights and flower boxes. There is a feedback meeting for all volunteers and organisers at CDC’s house on the 9th September 2005. ACS thanked CDC for all her work in organising the event and congratulated her on it being such a fantastic success. Catering Further to the analysis of the tenders sent round by CDC, the 2 main contenders were Pavilion Catering and MG Catering. CDC also stated that something else that needed to be considered was that Taylormade Catering were going to be VAT registered this year so their costs would have gone up even if their rates had remained the same and they had won the tender this year. CDC and ACS had reviewed both tenders fully and taking into costs and staffing levels they decided to go with MG Catering. MG Catering already cater external functions and run cricket teas. Leslie will be running the bar and have 2 staff covering the teas. They have asked for a one month trial and then a contract for the fixed term of one year. After this it is suggested that a rolling contract with a notice period is introduced. The Board agreed that this was fine. They would like a full stock take before they take over running the bar on the 12th September 2005 and then monthly stock takes thereafter. The catering will start on the 10th September 2005. CDC will continue to do the banking and Simon Gooch will keep control of his bar take spreadsheet. CDC and ACS will formalise the contracts and ZAS will write up. Taylormade Catering are returning their keys on the 9th September 2005. The Board asked whether Alan Crossman had made payment of his outstanding invoice from his recent hire. It has not yet been received and ACS is to contact Alan to discuss before any further action is taken. Action: CDC / ACS / ZAS to formalise catering and bar contracts ACS contact Alan Crossman regarding outstanding invoice 8. Astro / Marketing No report. 9. Operations CJB was unable to attend the meeting and had provided the following report: • Pauline Birger has been booked in to shampoo the carpets in both changing rooms, she has also e-mailed a list of jobs that need attending to. CJB hopes to look at some of these next week. • CJB has received a quote to replace the broken glass at £308 + VAT, he is looking around for a cheaper quote. • CJB had hoped to have the ovens at the Club cleaned after the mixed tournament, but needs to know whether that is still required with the new caterers starting this weekend. PB reported serious problems with mildew in the men’s changing rooms as a shower had been left running all weekend after cricket. It is so bad that it will possibly need repainting. The Board were very concerned with this as players must ensure showers are switched off before leaving the changing rooms. It is the Captain’s responsibility to check the water is off before locking up. Regarding the broken glass, PB has checked with the insurance and stated it is not worth claiming as our excess is £250 and will adversely affect our no claims bonus. Regarding the ovens, with the caterers starting this weekend there is no time to get the ovens professionally cleaned. They will also be catering the mixed tournament. It was decided not to get the ovens cleaned unless the caterers requested it. WPS asked if Geoff was aware of the caterers covering the mixed tournament and CDC confirmed she had told him. Action: CJB to look at shower problems urgently Matt Stevenson to e-mail Captains to inform them of shower problems and ensure showers are switched off PB to inform CJB that we are to pay glass replacement costs CDC to inform CJB no current requirement to get ovens cleaned. 10. Grounds No report. 11. Outstanding Action Review CDC - Contact H2O Solutions re advertising board; name changed to Oakwood, board now in place CDC - Purchase “to advertise here” board for picket fence; done board now in place ZAS - Revert to Gareth Jones regarding hiring of car park spaces; passed to ACS to commence negotiations ACS / CDC - Arrange date for next year’s life members dinner; done set down for 25th February 2006 ACS / ZAS - Block book meeting dates and inform Board; done PB - Pass copy of Hockey Rules to NT; done CJB - Speak to Mrs. Birger re cleaning carpets; done WPS - Draft response from Board re forum postings and circulate to Board for approval prior to posting; done and response posted 12. Any Other Business 12.1 Grounds Booking (CDC) Once again there has been a double booking of the pitch this week, again this is due to there being no designated person to speak to for pitch booking. It was suggested that as Grounds Director this should be DB’s responsibility, however ACS felt that as it is predominantly a sports playing related issue a volunteer should be found from either the Cricket or Softball Sections and actioned AP and NT to liaise with their members. Action: AP and NT to liaise and find a volunteer to co-ordinate pitch booking role. 12.2 Suggested New Years Eve Party (ZAS) Regarding the offer made by Abdul Chowdhrey to run a New Years Eve party at the Club the Board agreed that this should be looked into further. ZAS was asked to contact him to ask for either a meeting or written proposal from him to state whether he would underwrite the costs or whether it is something he would expect the CPSA to underwrite, what he actually proposes to run, how much it will raise, what his take would be etc. Action: ZAS to contact Abdul Chowdhrey for meeting / proposal. 12.3 Umpires (AP) AP asked for clarification from WPS on the payment of umpires within the Hockey Section as this is a large cost for the Cricket Section. WPS stated that the Men’s and Ladies’ First Teams have designated umpires for which they have to pay a fee and the other teams have volunteer umpires, who can claim £5 per game towards expenses. 12.4 Cricket Fixture Card (CDC) CDC asked if a fixture card had actually been produced. AP stated that no card had been printed, but sponsorship had been raised. He did not know the exact figure but would find out at the next Cricket Committee meeting and would report back to the Board. 12.5 New Format (ACS) ACS asked how the Board felt about the new format of meetings. Those present felt that it had been such a busy summer for them that they hadn’t really noticed, but the space had been good to get on with getting things done. ACS felt that the turnout at this meeting was poor, especially when taking into account the full list of meeting dates had been provided 2 months ago. ZAS must be informed if Board members are unable to attend, if we are to have meetings every 2 months then it is imperative that all members can attend, if ZAS is informed in good time then dates can be arranged if need be. ACS will be speaking with those Board members who were unable to attend, or send apologies to ZAS in advance. ACS stated that the first working group for the annual membership review had started well but seemed to have stalled. ZAS explained that this was because she was having trouble with the accounts breakdown and knew that NT had not yet completed his comparisons and it was therefore not worth calling another meeting. As soon as NT had completed the comparisons and she had completed her actions another meeting would be called. 13. Date and Time of Next Meeting The next Board meeting will be held on the 2 November 2005 at 7.30 pm at the home of Zoë and Warren. The next working group meeting is to be held on the 29 September 2005 at 7.45 pm, at the home of Zoë and Warren, the subject being annual membership review. Those expected to attend are ACS, AP, CDC, NT, WPS, ZAS and ASJW. |
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