CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 30TH JULY 2003


Those Attending

Alison Spicer (ACS) Peter Banner (PB) Caroline Chipperfield (CDC) Drew Downing (DND)
Bob Hance (BH) Andy Morton (AM) Dave Peters (DP) Zoë Scott (ZAS)
Rory Staunton (RS) Andy Watts (ASJW)
 

1. Apologies

Adrian Halliday (AH) Simon Seabrook (SS)

2. Minutes of Meeting held on 30th June 2003

The minutes of the previous meeting were approved.

3. Outstanding Actions Update

The following actions were completed, all outstanding actions remain on action sheet.

CDC / ACS - Pass requirements of Bar Steward position to ASJW.
ASJW - Speak to interested party re Bar Steward position.
ASJW / ACS - Put out local adverts re Bar Position (no longer applicable).
ZAS - Contact Martin Cartledge re CCTV – done but MC is unable to deal with this, he also suggested that the equipment belongs to Dave Banner rather than the Club which needs to be looked into.
DND - Speak to Mark Wardman re Hockey Finance Representative – done, MW has declined.
SS - Give Rory Staunton’s contact details to ACS.
ZAS - Distribute contact sheet to Board members.
PB - Send last months minutes to ZAS.
ZAS - Contact Simon Gooch re handover of legal docs etc.
DP - Raise housekeeping matters at next cricket meeting – done, Matt Stevenson is talking to Dan Webb about matters and Simon Gooch is showing them what to do behind the bar.
ZAS - Collect in keys – keys obtained from Mark Rutherford (no. 6) and passed to CDC.
SS - Supply names of Presidents Team to CDC in advance of Presidents Day.
SS - Give list of Life Members to ACS.
SS - Provide maintenance contract to ACS for review before signature.
ACS - Speak to Iver Heath with Jo Peters (and DND) re hire of grass pitch.
DP - Speak to Matt Stevenson re cricket curry fundraising night (no longer applicable).

4. Veteran’s Football

Rory Staunton and Andy Maton joined the meeting in order to discuss the possible affiliation of the Chalfont Park Veterans Football Team to CPSA. RS stated that they currently play at the Epileptic Centre whilst waiting for our pitch to be usable. Currently his team pay an annual fee of £45, pitch hire is £45 per game and match fee is £7. Their fees pay for their Referees, insurance, affiliation fees, kit washing, teas etc. RS and AM have been to look at the pitch before the meeting and it does need some work to get it up to playing condition and they have been discussing this with Dave Banner. The Board explained the structure of CPSA and what subs and match fees cover and the maintenance of the pitch would be covered under these.

Whilst at the pitch they met Martin who told them that he had been informed by Wilson Bowden that he would be informed in writing in advance before the pitch was going to be used.

RS stated that other teams may want to come down and use the Club and in theory the pitch could support 2 – 4 teams. There is also the potential to have one adult and one junior pitch depending on the position of the cricket square. The possibility of starting a section and building a section from their team was outlined to RS and AM as opposed to “renting” out pitch time, as the CPSA’s aim is to be growing Club with sports sections rather than just being a pitch provider.

It was agreed that there is a lot to discuss and iron out such as change to signs, noticeboard in the Clubhouse, finance, website etc. The following actions were agreed:

Action - PB to arrange a sub-committee to discuss issues with BH, RS and AM.
- Eversheds document needs to be agreed by ACS and sent off as soon as possible.
- PB to ask Dave Banner to cut pitch grass as soon as possible and to provide maintenance quote for football pitch.

RS and AM then left the meeting.

ASJW reported that he has had a meeting with Chalfont St. Peter Football Club regarding an informal partnership between their Ladies and Junior sections to the Club. These have been just informal discussions as they currently are a semi-professional organisation which won’t fit in with our Club. There have also been discussions with the tennis club about the 3 of us joining informally.

ACS stated that it was good to keep the communication open with Chalfont St. Peter Football Club and with the tennis club, but we needed to concentrate on sorting out the affiliation of the Veterans Football team.

5. Finance Report

DP reported that we are now overdrawn £2,900 which is an improvement. We are now receiving a regular income from Bogarts. This figure includes the life membership money received from Sam Machin £1,000 for his children and all outstanding Bogarts money. CDC asked if Budgens had hired the Clubhouse on 24th July 2003. CDC confirmed that they had and he had to invoice them. DP stated that he had received Vice Presidents money from John Tamplin and Mark Pearce (£25 each), both paid on Presidents Day.

PB reported that there had been a meeting of the Finance Working Group where terms of reference, wishlists etc had been agreed, he will send ZAS the minutes of the meeting to attach to these minutes.

The bank mandates / signatories need to be altered to add ACS and remove SS. PB will send ZAS bank mandate wording.

The cricket section have applied for funding from the ECB and a development plan has been sent in which incorporates much of the cricket section wish list from last year. Matt Stevenson is putting together the documentation to be sent in and PB is meeting with him tomorrow. PB has chased Tesco to find out if there is any development following our letter being sent and he has been informed that it is with Corporate Affairs.

Sky have increased their rental to £186 per month, which including VAT is £209 per month. This is an increase to £2,400 annually. The Board need to look at the value having Sky is adding to the Club, and it was suggested that we need to speak to Charlie Wooler as he wanted to open the Club on Monday nights during football season, however it was noted that this would clash with Men’s training.

We have been granted an Entertainment Licence subject to providing required documents. The cost to date are £803 which Bogarts have offered to contribute 50% of. PB suggests we accept their offer by adding a £10 surcharge to their rental for 40 weeks. The renewal charge is £100 annually. The Licence allows us to provide entertainment up to midnight and 6 events post midnight each year. ASJW stated that in light of this we need to look into obtaining a permanent liquor licence to midnight. This needs to be progressed with Simon Gooch as he is the licence holder. PB stated the only worrying aspect is the decline in bar sales.

ASJW asked when the astro fund bank account will be online and PB stated that there is a dormant deposit account already in existence which will be used for this. It is still being looked into for viability.

Action - DP to invoice Budgens for hire on 24th July 2003.
- PB to send ZAS bank mandate wording.
- ZAS to contact Simon Gooch re applying for liquor licence.

6. Hockey Report

DND reported that he has spoken to Iver Heath Ladies and they have been extended for a year, he will speak to them about the following season later in the year. DP asked if Burnham were in the same position as he thought they played on the same pitch. DND didn’t know, but will contact Burnham to ascertain position.

He is investigating the possibility of paying match fees by standing order, it will take some setting up to make it work but if it does work it could be very good.

A Playing Committee was held on 28th July 2003, but he did not attend. BH, CDC and DP did attend and CDC reported that training, coaching, selection and match fees were discussed. Regarding annual subs the Playing Committee have decided that the closing date for annual subs is 1st October 2003 and will increase on the 1st November 2003 and on 1st December 2003 members will not be available for selection until they have paid. The Board agreed that with the current cash position tightening up on collection of money is a good idea. BH stated that there is going to be a spreadsheet set up to show payment of match fees on an ongoing basis which will help keep track of non-payers and will be checked at selection meetings. The next meeting date has not yet been arranged, but it will be separate men and women’s committees but on the same night.

Action - DND to contact Burnham Ladies re pitch hire for 2004/05 Season.

7. Commercial / Operations / Social Report

CDC stated that she is desperate for bar cover this Friday and Saturday. The Board authorised her to pay anyone she can get to help out as the situation is not good.

CDC reported that Brian Wilson has passed the running of Bogarts to Karen Waken as he no longer wishes to be involved. Karen is happy to continue running Bogarts. The Board stated that we need to give our full backing to the development of Bogarts, it is a good way of bringing revenue into the Club, it doesn’t effect members as normally the bar wouldn’t be open on a Friday and members are allowed to come to Bogarts for free.

Regarding the Bar Steward position CDC has had a quote from Tailormade who provided teas and the dinner at Club Supper this year. The quote will be for all teas, catering the Spring Ball and two or three social events throughout the year. It would be helpful to know how many catered social events AH is planning to hold. The bid means they will run the kitchen solely as otherwise their health and safety certificate is invalid. Tea and coffee making facilities would be put behind the bar. The initial quote is £2.50 per head. CDC is going to go back to them on this point.

The quote also included running the bar. The idea is that we would pay Tailormade £7.50 an hour (£90 per week, 12 hours per week), and they would provide bar staff for the whole year. They would organise the payment of the bar staff, stock the bar and claim receipts back. We would retain all bar profits and set level of service required. There is the potential to give them some operations work as well. There would be an understanding that they would be offered first refusal for catering of any external events etc.

ZAS stated that AH has contacted at least half a dozen local suppliers and none have been interested in quoting for teas work. The only other solution we have is for us to provide teas ourselves. The Board agreed this sounded like an excellent solution to the bar / teas problem. BH asked that we have comparisons to work to. CDC is drawing up a budget. BH asked that this include current budget, plus any uncharged work (ie bar staff cost) and the extra money allocated from the increase in the annual subs. DND will provide last years figures and a budget based on Sally providing teas next season for CDC. We need to look at all the budgets and quotes to find the best option before a decision is made. ACS reiterated that the money set aside from the subs increase must be taken into account as this was promised to the membership at the AGM.

ACS stated that we need to look into producing some brochures that are professional and highlight the Club as a venue for external events and commercial activities.

The Life Members Dinner has had to be postponed from the planned date as we need to give members better notice, especially as we need to get the bar and Clubhouse sorted out for the bar naming ceremony on the night. A date was provisionally agreed for the dinner of 11th October 2003, with ZAS to check AH has nothing planned for that night and report back to the Board. Once confirmation received ACS will write to all Life Members inviting them to the dinner.

ASJW reported that he had had a meeting with Dr. Stredwick regarding hiring the grass pitch for the sale of Christmas trees in December 2003. This will unfortunately clash with another revenue idea that CDC is putting together. ACS is therefore to go back and say no to Dr. Stredwick due to other commitments at that time.

Action - ZAS speak to AH re catered events for next season.
- DND to provide CDC with current budget and last seasons actual costs.
- CDC to go back to Tailormade re their quote.
- ZAS to confirm Life Member dinner date with AH.
- ACS to invite Life Members to dinner.
- ASJW to respond to Dr. Stredwick.

8. Bar Position Update

Further to discussions above, ASJW is going to go back to his contact, who had asked for further details and also when we would be looking to interview, and explain the situation with Tailormade. His contact is aware that we were looking for someone who could ideally provide catering also.

Action - ASJW go back to contact and explain currently on hold.

9. Social Director Position

ACS reported that Adrian Halliday will take up the Social position, but as a non-executive Director. ACS explained his initial concerns had been in relation to the fundraising side of the position, but she felt that it was better to have someone organising the social side of things rather than nothing at all. The Board agreed with this view.

10. Authorised Signatories

Covered by PB in Finance Section.

11. Ground Contract for D. Banner

This is a one year contract running from April 2003 to March 2004. ACS stated that it all seemed in order and she will arrange for signature. A further quote regarding the football pitch will need to be obtained, as per point 4.

Action - ACS arrange signature of Contract.

12. Membership 2003/04 Season

The alteration to the membership form as suggested by Mike Snell was agreed, ZAS to report back to Mike.

Action - ZAS confirm new forms are ok with Mike Snell.

13. Closing Up Checklist

The checklist as drawn up by Matt Stevenson was felt to be very good. However PB stated that we need to ensure a check for smouldering matches, tobacco etc is added and that all ash goes into the metal ash bin rather than the rubbish bin. Once these items have been added the checklist will be fine to be used. PB will report back to Matt.

Action - PB to report additions to checklist to Matt Stevenson.

14. Any Other Business

14.1 Fundraising Schemes

ZAS has approached her employers regarding possible fundraising and although they will not advertise in the fixture card they may provide gift vouchers for raffle prizes etc. They also run an Ink for IT recycling scheme, whereby we collect all used printer cartridges and dependent on the number collected we can exchange them for software, cameras, PCs etc. These could be used for raffle prizes. Another scheme run is for recycling old mobile phones. For every phone collected the Club would be given £4. The Board agreed that ZAS should sign us up for both schemes and publicise them as appropriate.

Action - ZAS sign up for Phone and Ink Schemes.

14.2 Saturday 26th July 2003

It was reported that there had been problems at the party organised on Saturday 26th July. The Club had been locked up by AH but unfortunately windows had been left open and the alarm was activated. The cost of the call-out was £150. The Board expressed concerns over people holding parties and camping if this was the outcome, but recognised that more detail on the evening's events is required before any decisions are made as to whether future such events should go ahead and, if they do, whether they should require more Board involvement when being arranged. The other concern arising from the events of the Saturday night is that it is alleged by those camping that it took over 2 hours for Delta to attend the call-out. It was agreed that 2 spare door keys would need to be requested from Delta.

Action - PB contact Delta for 2 new keys.

14.3 Junior Sub

ASJW asked for clarification of the subs paid by the Juniors. After some discussion regarding the divide between 16 – 18s and under 16s it was agreed that all under 18s should pay £50 annually.

Action - ZAS to report back to Mike Snell for change to membership form.

14.4 Work Date

The Board agreed Sunday 5th October 2003 for all the work that needs to be carried out around the Clubhouse to be done. This will need to be publicised and volunteers asked for nearer the time.

14.5 Food Poisoning

ASJW brought to the attention of the Board the fact that at a recent BBQ at the Club a number of people had become ill. This could raise serious implications with the local Health & Safety Officer if it had been reported. CDC stated that as it had not been paid for as an event, as it was a private party, there was no problem, however it was good that it was brought to our attention. We need to be careful with BBQs such as this and ensure they are run correctly and health and safety regulations are always adhered to regardless of whether they are private functions or not.

14.6 Fixture Card

ASJW asked if Turret could have a free ad in the fixture card. It was agreed that they could. ZAS asked that the wording / format be with her as soon as possible. ASJW would ask them to e-mail her direct.

Action - ASJW to ask Turret to contact ZAS re advertisement.

14.7 Fire and Rescue Check

PB reported that following the recent check there were 2 things that needed to be implemented, which he would sort out.

Action - PB to implement fire and rescue changes.

14.8 CCTV

Further to ZAS reporting Martin Cartledge’s comments about the CCTV, ACS stated we need to ascertain the rights / ownership of the CCTV, which she will do. We also need to find out who has the manuals. Once this has happened further action will be needed.

Action - ACS speak to Dave Banner re ownership of CCTV.

14.9 Membership Lists

The Board asked that Mike Snell send them all the current membership list on a regular basis as it will be helpful.

Action - ZAS to ask Mike Snell to send list to Board.

15. Date and Time of Next Meeting

The next meeting will be held on Wednesday 3rd September 2003 at 8.00 pm.

PB stated that the 2003/04 budget would need to be a key agenda item.

BH gave his apologies in advance.

ZAS asked that all agenda points are with her by Monday 1st September 2003 in order for her to e-mail out an agenda in advance of the next meeting.

ACS stated the following meeting would be 1st October 2003.