CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 4TH DECEMBER 2003


Those Attending

Alison Spicer (ACS) Dave Banner (DB) Chris Blamey (CJB) Caroline Chipperfield (CDC), Drew Downing (DND) Dave Peters (DP) Zoë Scott (ZAS) Simon Seabrook (SS), Andy Watts (ASJW)

1. Apologies

Peter Banner (PB) Bob Hance (BH)

2. Minutes of Meeting held on 5th November 2003

The minutes of the previous meeting were approved.

3. Outstanding Actions Update

Not covered.

4. Finance Report (DP)

DP stated there was not much to report regarding finance. One payment of £1,072.74 had been made to Ted Payne, which leaves £1,000 still outstanding. It is hoped that this can be paid in the new year.

Hockey finances show a surplus of £3,500 to end of November. The sum of £2,000 can therefore be transferred into the astro fund.

5. Hockey (DND)

DND reported that the majority of hockey subs had been paid on time and the Board stated they were pleased with this improvement. DND also reported that match fee collection is going very well, with a marked improvement on the number of people not now falling through the gaps when moving up or down teams.

DND gave a brief report on all teams, particularly pointing out the Men’s Is through to the Vase Cup Fourth Round and the success of the Ladies Is indoor team. The Ladies indoor should be publicised more within the club as it is going very well.

DND stated more volunteers are needed to help out with the Juniors as those currently helping are worn out. Hockey seniors also need to find a way of getting the Juniors more involved in Club life and the social side to being a club member.

Action - DND to identify and approach people to assist at Junior level.

6. Cricket (DB)

DB reported that at the Thames Valley AGM it had been voted for current start times to stay and the over rate should be faster.

There was a day organised to sort out the outfield where unfortunately only 2 people turned up. The outfield needs cutting and general maintenance done to it.

UNIQ have approached the Club offering a contribution towards the costs of doing up the old pavilion. CPSA would need to apply to UNIQ in writing for the funding to formalise matters.

DB stated that Dan Webb has made improvements / repairs out of his own pocket and ACS stated that although it is good of Dan to have done the work off his own back she reiterated points made previously regarding personal costs incurred and reimbursement not being made unless prior Board approval has been obtained. In light of the offer made by UNIQ the Board felt that a portion of this money could go to Dan as part reimbursement of his costs.

Action - CDC to contact Dan Webb re his costs and then approach UNIQ for their offered contribution.

ACS stated she is very concerned at the lack of support to both sections from the membership, noting the unfilled positions in hockey and the lack of volunteers at the cricket party. The membership need to be aware of the desperate need for people to help. ACS asked the Board to think of members that could be put on a “hit list” and approached to help out with specific jobs. One way to identify jobs would be to ask the Captains in both Sections to break down their roles into specific jobs and work out what from this could be given to others to help with. This would need to rebound onto playing committees.

DB reported that the cricket approach had been discussed at the last cricket meeting. The overall plan is for Matt Stevenson to head up the Cricket Section. They need serious help with their Juniors on Saturday mornings, 4 helpers including Phil Noot are needed if they are to progress. DB stated that there needs to be a garage session to work out what the Club owns / what they can have. A separate Grounds Committee also needs to be set up with specified people and prices.

ACS stated that it seems that a total inventory, to include serial numbers of equipment, needs to be done and formalised in writing. This should be looked at between the Finance Committee and DB.

Actions - DND to discuss jobs at playing committee level.
- PB & DB to assess property and formalise what belongs to Club and what doesn’t.
- CJB, DB + Cricket + Football to sort out responsibilities and costs (eg. Cricket outfield, cricket square, football pitch).

7. Commercial (CDC)

CDC stated that she has a database of roughly 100 people to send Christmas cards to. She will organise getting the Board to sign cards and send out. DB asked to see list to ensure nobody has been missed off.

CDC stated that she is planning to hold an open day for local businesses in April 2004 to show what the Club has to offer them. The Board agreed this was a good idea.

CDC reported there are lots of daytime activities. Salsa is taking off very well and they are requesting bar staff for after the classes which they will of course pay for. Ballet classes are also starting on Friday afternoons (for 3 hours) for an initial 10 week period. Sandra Taylor will open up and they are being charged £50 per week. The nursery plans are still going ahead, although it is rumoured that another nursery is going to be opened nearby in January 2004.

Action - CDC to show Christmas card list to DB.

8. Operations (CJB)

CJB stated that he needs all the information regarding the garage, who holds the keys, deliveries etc and he has a lot of information coming in at the moment. DB stated that Mr. Hales holds the garage keys and he will get them from him for CJB. CJB stated that Sandra Taylor is reporting in to him already regarding work that needs to be carried out in the Clubhouse. It was agreed that CJB and DB need to sit down together to sort out knowledge of running of the Clubhouse, car park etc.

Actions - DB to obtain garage keys from Mr. Hales for CJB.
- DB & CJB to meet to discuss operational knowledge.

9. Social (ACS)

ACS reported that the Curry and Fireworks night in November had been very successful, a lot of money had been made although there was still some money outstanding so definitive figures were available.

There was some concern noted by members of the Board regarding the Christmas party organisation and the fact that ACS and ZAS had organised a raffle with prize costs being quite substantial, and the potential for a sponsored raffle had been missed. ACS stated that the total prize costs would be £580, which is less than the money raised by the fireworks night so it shouldn’t be a problem. This did not include any money raised by ticket sales for the event.

There was then general discussion amongst the Board relating to the role of social functions / Social Director within the Club and how money raised at social functions from ticket sales and raffles should be spent. No final conclusions were made.

10. Any Other Business

None.

11. Date and Time of Next Meeting

The next meeting will be held on Wednesday 7th January 2004 at 8.00 pm.

NB – Actions completed between October and December 2003 meetings:

• Board – review cash flow position regarding payments to Ted Payne.
• DP – speak to Mrs. Birger re current rates.
• CDC – provide Charlie Wooller with a key to open up on Monday nights.
• ACS – contact UNIQ re next instalment of car park hire charge (with assistance from Dan Webb).
• ZAS – speak to possible Social Director (done and person cannot commit to time required).
• DP – chase Catherine Watson for raffle money from Mixed Tournament.
• CDC – give key to DND.
• ACS – speak with PB regarding accounts preparation prior to AGM.
• DW – look at grounds contract v cricket requirements and budget.
• CDC – contact Billy to confirm interest in developing nursery.
• DP – liaise with PB and SS to arrange cheque and covering letter to Ted Payne.