| 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 12TH
JANUARY 2005 AT 8.00 PM Those Attending: Alison Spicer (ACS) Dave Banner (DB) Peter Banner (PB) Chris Blamey (CJB) Caroline Chipperfield (CDC) Warren Scott (WPS) Zoë Scott (ZAS) Neil Turner (NT) Andrew Watts (ASJW) 1. Apologies Dave Peters (DP) Simon Seabrook (SS) Chris Yoxall (CY) 2. Minutes of Meeting held on 1st December 2004 The minutes of the previous meeting were approved. 3. Finance (PB) DP was unable to attend but had provided the following report: • Current balance (after estimating and accounting for Taylormade bills up to end of December 2004) is £650. • Uniq have been invoiced for the current quarter’s rental and their annual corporate membership. • DP needs to review CDC’s hire schedule to see what additional invoicing is required. • DP will forward the latest Hockey subs situation, WPS provided with a copy earlier in the week. • Latest Hockey bank statement shows a balance of over £15,000. £2,000 relates to Affiliation fees paid by CPSA during Bob Hance’s absence which needs to be reimbursed by Hockey Section. DP does not know what other bills are forthcoming and wonders if the intention is to pay more money into the Astro Fund. WPS is aware of the money that needs to be reimbursed, there is also teas money to be reimbursed. PB suggested that Bob Hance speak to DP regarding teas money. CDC stated that she will liaise with DP regarding invoicing. PB stated that in cash terms CPDS is healthy which is to be expected at this time of year. He has spoken to Dan Webb regarding the outstanding £200 and Dan will forward this to him asap. 4. Hockey (WPS) WPS stated that the Junior Section is going very well, the helpers are running it excellently and good numbers attending and good games. The girls in the Junior Section are coming through into the Ladies Section well, unfortunately this is not the case with boys coming through to the Men’s’ Section and this is being looked at to try to see why not. ASJW stated that there are 90 Junior members, starting at the age of 5 which is the youngest members we have ever started at. Regarding the Men’s’ Section WPS reported that the results are not going so well and this is mainly down to availability. It seems that the Men’s’ Section is going through a natural downsizing and the Hockey Committee need to look at this to ensure that it does not continue and we retain the 5th team. Specifically there is a lack of guidance and the correct level of players in the Men’s 2s and that is also being looked at. WPS reported that the Ladies Section is getting some very good results. John Spicer has put in a lot of work with the Indoor teams and the recent tournament in Hazelmere was very enjoyable, although slightly disappointing that we didn’t get through to the Sunday. There are the usual selection issues in both Sections, WPS has attended the selection meetings for both Sections and he feels the meetings are very well run and the guidelines are being used to assist in resolving the issues. WPS stated that the teas are always appreciated but he has received comments that the value to portion sizing is not correct. He knows there are still problems with the system which he is working on improving. He has bought some numbered and coloured poker chips for Sandra Taylor to hand out to the Captains to give to home and opposition players, which should assist with portioning out the ordered teas. It should also assist in ensuring that those who have ordered teas get theirs and “left over” teas are not either handed out too early or portioned into the next team’s allocation. Regarding the issue of socialising in the Club WPS feels that this is something the Board need to focus on. He stated that he knows it is difficult trying to organise social events as there is no Social Committee, but he feels we need to find a way to get members to stay drinking at the Clubhouse without there actually being a “social event” that evening. NT suggested it might be an idea to have a “hat” of ideas for offers, happy hours etc that we could pick and chose from on non-event evenings to tempt people to stay. Mark Rutherford has contacted WPS, stating that he has met a professional financier whose job is to go into the community and raise money for sports clubs. Mark did not go into detail with the gentlemen but felt he may be someone the Board would like to meet with to discuss what we can do for each other. The Board agreed that it couldn’t do any harm to set up an initial meeting to see what he has to say. WPS will pass contact details to DP and PB as it was agreed they would be the best people to meet him. Regarding the suggested “thank you” event for volunteers WPS reported that the Hockey Committee feel it is a good idea and should go ahead. Regarding the Junior Section, ASJW stated that he has the contact details for the Police checking for volunteers in the Section and feels it is important that the checks are carried out, which the Board of course agreed with. He will pass these details to Matt Stevenson and Sarah Watts. Action - WPS to pass Financier contact details to DP and PB - DP and PB to arrange meeting with Financier - ASJW to pass Police check contact details to MS and Sarah Watts 5. Cricket CY was unable to attend and MS had e-mailed ZAS in advance of the meeting and DB highlighted the following points: • There is a problem with moles on the outfield (to be covered by DB under Grounds Section). • AGM is coming up on the 4 February 2005 where there are vacancies for Fixture Secretary, Social Representative and Board Representative. • The Grounds working party needs to be organised as soon as possible, DB to arrange date with WPS to ensure hockey cup dates are avoided. • The fixture booklet is being produced again this year, however some advertisers have dropped out so they will either need to be replaced or the revenue will not be as high as last season. ZAS said that MS’s e-mail stated that shirts are going to be produced for the Junior Section and she wondered whether they are using the same embroiderers as the Hockey Section to utilise any discount that may be on offer. DB stated that the Cricket Section had their logo already with an embroiderer and it was unlikely to be the same as the Hockey Section but wasn’t a problem as the logo was already set up. 6. Softball (NT) NT said there wasn’t a lot to report, there is an article going into the Bucks Advertiser in the next 2 weeks. He is also intending to organise an open day with Martin Cartledge for the beginning of February 2005. 7. Events (CDC) CDC said she is in the process of finalising the External Booking Guidelines, ZAS asked that once CDC has done this if she could be given them for “tidying up”. CDC agreed that would be fine. NT suggested that the softball and cricket fixtures should go onto the calendar as well as external bookings so that people can see when the pitch is actually free or not. There was discussion as to whether this was possible in the current format of the calendar and it was agreed that a way can be found for them to go on. Regarding Saturday bookings in Hockey season ZAS noted that the Guidelines do not state that they cannot be made without consultation with the Hockey Committee. CDC stated that she was presuming that bookings could not be taken on an all day basis at all on a Saturday but special cases could be discussed and this was covered under the Overall Responsibility section. CDC reported that Budgens and Nationwide have bookings for February and March 2005 and she is liaising with DP regarding invoicing. ZAS has applied for the bar extensions for this year’s events after going through the diary with CDC the cost of these are £10 total. ZAS stated that she had received in the post the block extensions for Bank Holidays and the Board agreed she should go ahead and apply for those, again the cost is £10 for all the extensions. CDC stated that the Club will be open for all 7 of the Rugby 6 Nations. Taylormade will provide food to purchase and CDC has not taken any external bookings for after the matches which means members will be able to stay at the Clubhouse afterwards. It was suggested that drinks promotions on these days may also be a good idea. A loan scheme draw should also take place for one of the matches and PB agreed that there is enough cashflow to cover a draw payout. ACS stated that SS had sourced an OHP which will be at the Club ready for the rugby. The Board also agreed to the purchase of a Freeview box as Sky Sports News is available and will be good to have in the bar on Saturdays. The cost should be roughly £50. DB agreed to purchase one next time he is in Tesco. After much discussion it was agreed that the Thank You Party and the Life Members’ Dinner could not be combined, largely due to sheer numbers expected. The best date for the Thank You Party is the 5 March 2005. CDC stated that there is the Italian Restaurant Night in the diary for the 4 March 2005, but felt it would be better to move that event and hold the Thank You Party as June would be a better time for the Italian Restaurant Night. The Board agreed this was fine. The rough outline for the Thank You Party was agreed, to be co-ordinated by ACS, although CDC will initially liaise with Sandra Taylor regarding a hot buffet. The Life Members’ Dinner was agreed for the 28 May 2005, with the same format as previously. ACS to give a small speech and to hold a raffle. It was agreed that partners could also attend but their ticket would have to be purchased. To be planned later in the year. Regarding the tidy up / clear out the Board agreed that an amnesty for people to take their property away should be offered before the agreed “sale” date of 29 January 2005. Any items remaining can be sold off at Quiz Night and if not sold then items will be thrown away. ZAS stated that something should go into the newsletter so members know well in advance that this is going to happen. ZAS agreed to draft something for NT to put into this week’s newsletter and pass to NT. CDC stated that Salsa are still reviewing their position following the recent price increase and requested change of night. The night that it is to be held is to be reviewed at the end of March 2005, but as Board agree, Softball requirements must take priority. ACS stated that she has donated her Life Members booking to Annie Brothwell as part of her birthday present for Annie to hold her 30th birthday celebrations at the Club. DB stated that he had been contacted by Adam Marquee who wants to hold a fundraising event for the Tsunami disaster. All profits will go to the disaster relief fund. Adam has asked if we would be prepared to let him use the ground as a venue for putting up the marquee. Adam realises that there will be cost involved re bar staff, catering etc but would like us not to charge for the ground. The Board agreed in principle this would be fine but more details, a date, liaison with Taylormade etc would need to take place before saying yes. CDC agreed to contact Adam to discuss requirements. Action - DB to purchase Freeview box - MS, WPS and NT to provide list of invitees for Thank You Party to ACS by end January - CDC to speak with Sandra Taylor re Thank You Party buffet (Sandra to thereafter liaise with ACS) - ACS to co-ordinate Thank You Party - ZAS to prepare item for newsletter re lost property sale - CDC to liaise with Adam Marquee re Tsunami Fundraising event 8. Astro / Marketing (ASJW) ASJW stated that, further to the announcement in this weeks Bucks Advertiser, he is trying to make contact with Laing Homes, who it is reported have bought the Newlands Park facility, with a view to organising a meeting and putting forward a formal proposal to them. He has spoken to Newlands who say that the deal has not yet been done, but it is with Solicitors at the moment and should be finalised very soon. He intends to write to Sue Tanner to inform her of the current situation. He has also been talking to the Manager of Chalfont Saints Junior Football. They have about 300 members and ASJW has a meeting scheduled for next week to discuss development options. Regarding Marketing, ASJW stated that Cricket and Softball advertising is in hand. There are new Sports Reporters at the Bucks Advertiser and he will make contact with them to start establishing a relationship with them. He has more team photographs to get framed and put up and will pass to CJB when they are framed. The website is still bringing in a good number of enquiries. ASJW said that the Board now need to look at getting coaches into schools, especially as Dr. Challinors Boys have now built their astro pitch. 9. Operations (CJB) CJB said he didn’t have much to report as most work waiting for the Working Party. He has been speaking to Sandra Taylor who would like to get a deep fat fryer for the kitchen. Health and safety-wise this means an extra fire extinguisher and a bigger extractor fan are required. Taylormade will cover the cost of the fryer but wonder whether the CPSA would pay for the extractor fan. The Board agreed it should be looked into, CJB to price up the cost of the fan and ask Peter Broome to provide a spec for the required work and a quote for him doing the work. Action - CJB to obtain quote for extractor fan - CJB to liaise with Peter Broome re extractor fan work / spec and provide quote 10. Grounds (DB) DB stated that the potholes in the car park are going to be filled in the coming week, with a local club coming down to help with a tractor to ensure they are properly compacted. ACS asked DB to prepare a list in order of requirement for equipment DB wants so he can ensure that we purchase machinery that is required at a good rate and not take things just because they are a good deal and on offer. With the agreement of the Board to the list it will also be easier for him to purchase items by calling them off rather than having to wait for a Board meeting to obtain purchase approval. Regarding the pitch there are 2 active mole hills that need to be dealt with. Windmills have been put out as a temporary measure to drive them away, but this will not eradicate them as required and DB intends to work on getting them sorted out about 5.00 am on Saturday morning. DB asked for the requirements of the pitch from the Softball Section. He suggested putting down astro squares for the positions taken by the bowler and batter as this will preserve the pitch longer, especially if it is being used twice a week. He presumed markers would also need to be put down. NT agreed with the markers, he will check the regulations regarding astro squares and let DB know whether this is possible or not. PB stated that we now have a fair amount of machinery for which we have no protection and it may be worthwhile looking into building some kind of structure to protect from wind and rain. DB said we have some materials that could be used to build a structure and it may be worthwhile speaking to Peter Broome for a quote and cost out other materials. The date of the working party was agreed as the 13 February 2005, to start around 10.00 am and finish at 2.00 pm. Volunteers will be asked to let DB know in advance that they will be coming and then a free hot meal and be provided for them. The meal to be served at 2.30 pm. CDC stated that rugby is also being shown that day so it will be good to have the meal before that starts at 3.00 pm, it may also encourage members to come down and help out and then stay to watch the rugby. ACS suggested a happy hour on drinks after the rugby, which the Board agreed with. Action - DB to prepare priority list of required machinery - NT to check Softball Regulations re astro squares and revert back to DB - DB and CJB to look into cost of building protective structure for machinery - DB and CJB to compile list of jobs in advance of working party ready for allocating out - WPS to advertise on the forum - NT to advertise in forthcoming newsletters and send out member specific e-mail on behalf of CJB - CDC to liaise with Sandra Taylor re provision of a hot meal at the end of the day 11. Outstanding Actions Update Outstanding actions / non-responses remain on action sheet and completed actions are as follows: PB - Find out from Matt Stevenson why Shabs not informed of pitch hire; MS cannot recall, procedure to be established and disseminated prior to start of 2005 Season CDC - Tell Sandra Taylor about new kitchen key box; done CDC - Contact Adam Marquee re coconut matting; happy to provide matting, delivery to be arranged CDC - Liaise with Catherine Watson and Taylormade re Fireworks night; done CDC - Liaise with Taylormade re cleaning of Clubhouse in short term; done, Taylormade covered and Mrs. Birger now back cleaning Clubhouse CDC - Let Taylormade know about first aid training and ask anyone who wants to participate to contact Heidi Frick; done PB - Produce summary document of new Licensing Regulation proposals; done and e-circulated PB - Revise and circulate draft budget for final agreement; done ASJW - Contact Bucks Advertiser re future article on Softball Section; done CJB - Add photographs, first aid kit and noticeboard to working party job list; photographs and noticeboard have been put up, first aid kit outstanding WPS - Inform Hockey Captains of Newlands Park liability; done CDC - E-mail ZAS draft Guidelines for records; done ALL - Review Guidelines and send final comments to CDC; done CJB/DB/ WPS - Agree new date for Working Party; done 13 February 2005 date agreed 12. Any Other Business 12.1 Rolling 12 Month Membership (PB) PB confirmed that he had checked both the Memorandum & Articles and the CPSA Constitution and there is nothing in either to prevent the proposed rolling 12 month membership / subscription. 12.2 Tobacco Advertising / Point of Sale Fireworks Night (ZAS) ZAS stated that she had received a flyer from Imperial Tobacco in the post, stating that under the new Regulations point of sale / bar merchandise (eg ice buckets, bar towels) can no longer be tobacco related. The bar area was checked and it was confirmed that all our merchandise is Youngs, not tobacco related and we are therefore fine. 13. Date and Time of Next Meeting The next meeting will be held on the 2 February 2005 at 8.00 pm. |
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