| 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 JULY 2005 AT 7.30 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) Further to her e-mail, ACS outlined her plan to have Board meetings bi-monthly as she feels we are failing to focus on the fundamental issues in running the Club. We are managing the day to day stuff well but need time to tackle the fundamentals. Therefore the usual Board meeting will be every other month, with the “spare” month being used for specific working group meetings to discuss key issues. ZAS stated that NT has created a “live” web based action sheet, which all Directors can update themselves, which would thus help with saving time in the meeting. The Board approved the new meeting format and agreed the first 3 areas to concentrate on as membership, social and technology. The 4th has already been started with the emergency catering / bar issue. Action: ACS / ZAS to block book dates and inform Board 1. Apologies Andrew Parsons (AP) Andrew Watts (ASJW) 2. Minutes of Meeting held on 14th June 2005 Due to ZAS’s broken computer the minutes of the previous meeting were not available. As soon as the computer is fixed she will send them out. 3. Finance (PB) PB stated that he has no formal cash position available but it is roughly £8,000 credit. There is no large expenditure in the pipeline and we are in a fairly healthy position at this stage. We have commenced paying off capital on the 2nd Barclays loan. PB has received a quote for sports club insurance from PCM which initially looks good (comparable to our current Nat West rate) but he needs to check the actual cover in detail. It is too late for this year, but if good he will obtain another quote next year. The Club license has now been converted to the new Council run license, there is no named Licensee as the license is held in the name of the Club. 4. Hockey (WPS) WPS stated that preparations for the new Season are underway. Training will be as last year and they are looking to give good feedback to Steve Jack so he can improve on the training given last Season. The need to get Junior members to Monday night training has been identified. The Committee are also looking into options to recognise the help that volunteer coaches and trainers provide. Our kit supplier is no longer able to supply our kit and we will therefore need to change the strip. Alex Bagehot is looking into alternative suppliers. The main contender is very similar looking to what we have now and will blend well with the current shirt if members do not want to purchase the new one yet. WPS acknowledged that this is something that may happen again in the future but is obviously out of our control. Concern has been raised by Sarah Watts and Ian Ringham regarding the Junior helpers. Tony Eaude is stepping back and experienced coaches are needed. The Committee are looking into running a coaches course, similar to that of the umpires courses we run. The fixture card is due to be redone, unfortunately Heidi Frick is not carrying on with sorting out the advertising / sponsorship and WPS is looking into finding a replacement. There is still no news regarding Newlands Park and WPS is trying to locate the original contract of hire taken out with Newlands. The Open Day is set down for the 3rd September 2005 and the Mixed Tournament the 18th September 2005. The Board agree that camping is again permitted as long as the Clubhouse is kept locked overnight. CDC suggested hiring a portaloo might be required and the Hockey Committee need to take into account there will not be any bar staff. 5. Cricket No report. 6. Softball (NT) NT stated that the Flames are now 3rd in their division and Phoenix are top of the division. If Phoenix win their game this week then they are likely to get a place in the C National Cup. This is a weekend tournament held in September in Birmingham. It is the week before the Mixed Hockey Tournament. The Flames are also entered in the D National Cup, which will be great experience for them. NT has 4 new members to the Club from his Section which is excellent. NT thanked DB and Shabs for their work on marking the pitch and liaison regarding when pitches can and cannot be played due to weather conditions. PB stated that he needs to know what to include in Shabs’ contract regarding the softball requirements and further to look at how much extra cost this is on what Shabs is already being paid. There is also a need to add a clause regarding exceptional ad-hoc work needing to be done by the Groundsmen to be negotiated as and when the requirement arises. NT stated he is still under pressure from the League to set up a Committee. Having looked at the CPSA Constitution they feel it is not relevant, PB is to give NT a copy of the Hockey Rules to see if they can be edited for Softball. NT stated the main problem is finding the time to set up the Committee. Action - PB to pass Hockey Rules to NT 7. Events (CDC) • Party in the Park • We have been granted the Lottery & Amusements License so we can hold the raffle and the chance to win a car stall. Insurance for this is being sponsored by Smart-for-Hire and CDC understands they will also find us Public Liability Insurance. • The Entertainments License application has now been submitted. • CDC is to attend Wycombe Magistrates Court on the 13th July 2005 for the hearing regarding our outdoor liquor license. • Part of the mound and picket fence needs to be removed for public access. We need to ensure that the BP Collins advertising board is still there when that is done. • CDC has met with the Golf Club and they are supporting the event, they will allow us to use their road for emergency access and are also providing 2 raffle prizes. • On-site first aid has been sorted out. • We have obtained £750 worth of sponsorship, Keith Neave has agreed to do the printing of the programmes. The raffle tickets will be printed as soon as the prizes are finalised. The Rogers Partnership are providing For Sale advertising boards. Integra are producing the posters and will also provide advertising space in the newspaper. Fake It, CD Wow and the Village Hall are all sponsors. • Marion Fyffe will call the membership to ask if they can help and are free just to attend. ACS suggested CDC put a “warning” of the call in the newsletter and on the forum. • CDC would like the Sections to get involved they could have their own stalls and get the juniors involved. Also they may want to enter the chariot race, entry costs £20 with the spec for the chariots on the Chalfont St. Peter website. • Car Parking CDC has checked the car park and we have 20 spaces on each side of the car park. Uniq have 20 in their contract so we have 20 spare. We need to remember that people hiring the venue during the day will need parking also. The Board agreed to offer 15 spaces, with potentially more in the future if Uniq do not continue with their hiring. ACS agreed that she would contact Gareth Jones to negotiate. Action - ACS to negotiate car park hiring with Gareth Jones • Tendering Process • CDC has identified 40 companies to approach in the local area when the invitations to tender are finalised. She has also e-mailed Root Ginger who did Club Supper in 2003 as they may be interested. • An Invitation to Tender has been drafted by Dan Webb which is a great starting point but does need working on. More detail and scope etc need to be added. • The Board agree there should be 2 tender options, one for the bar and one for the catering and it was agreed the preferred supplier would do both. They will be attached to the newsletter and put on the website for members to view. • Deadlines agreed upon as: Comments from Board – 15.07.05; Send out ITT – 22.07.05; Closing date for submissions – 19.08.05; start date – mid September. • CDC has spoken to Adam Laubser who does not want the Bar Stewards position but is happy to cover shifts at the bar. Taylormade will cover the wedding in August and open up for the Nationwide hire. • Our current option is to run a rota for August Saturday and Sunday 5.30 pm – 9.00 pm at £5.50 per hour. People working the bar will need to serve, clear up and lock up. • The Board accepted DB’s offer to clean the pipes during August at a cost of £5.50. If DB does not wish to take the money he can donate it as he sees fit. CDC will ask Simon Gooch to take over ordering of stock. 8. Astro / Marketing No report. 9. Operations (CJB) CJB asked if he should assume responsibility for the work in the Clubhouse that Peter Broome was going to do? It was agreed that we should ask for the combination key locks to be installed before they go as he has already agreed to do this, however the extractor fan in the kitchen does not need to be done. The fan in the men’s changing room has been installed but is not yet wired up. It was felt that a proper shampoo of the carpet needs to be done to tackle the smell. CJB will ask Mrs. Birger if she will hire a carpet shampooer and do all the carpets in the Clubhouse as a one-off, obviously being reimbursed for the cost of the hire and paid for the time. The missing carpet on the stairs has been replaced. The disabled toilet needs to be cleared and the storage racks in the cupboards need to be reorganised so they can be used properly for storage. DB will clear out this weekend. The windows need to be cleaned outside and the sign needs to go on the side of the building. DB and CJB offered to do this but the Board felt this is certainly a job that should have an external cost. Even if DB and CJB clean the windows this time a window cleaner should be found for next time. Action - CJB to speak to Mrs. Birger regarding cleaning the carpets - DB to clear out disabled toilet and storage racks in cupboards - CJB / DB arrange / clean windows and put up sign on outside of building 10. Grounds (DB) Regarding the softball use of the pitch, Shabs will now paint a W on the wicket that needs to be covered for the game that week. As per earlier discussion Shabs’ contract still needs finalising. Paul Gethin’s outfield contract will follow on. DB stated that no extra work has been required on the outfield in the last 2 softball seasons. 11. Outstanding Actions Update Outstanding actions / non-responses remain on action sheet and completed actions are as follows: PB / ALL - Contact Dan Webb re outstanding football money; paid CJB - Obtain quotes for new extractor fan; no longer required CJB - Liaise with Peter Broome re extractor fan work / spec and provide quote; no longer required PB - Contact Guinness to see if they can supply us with Giant Jenga game; n/a – NT has purchased Giant Jenga from proceeds of Darts Competition (winners refused to take their prize money) NT - Discuss with DB grounds “first aid” after softball training / matches; done no extra work has been required on the outfield, DB and Shabs are happy CDC - E-mail membership re advertising boards; done only received one response and that person is checking with her company and will come back to CDC DB - Provide CDC with e-mail address for Sharon Douglas; n/a PB - Investigate insurance costs for “win-a-car” stall; usual insurers do not cover, taken over by CDC under PITP remit DB - Investigate costs of replacement outfield mower; n/a current mower welded so don’t need a replacement as yet (a new seat will definitely have to be purchased) ZAS - Apply for bar extension for wedding on the 04.06.05; Court have confirmed application granted, Taylormade and DB informed CJB - Arrange installation of combination key locks with Peter Broome; done although actual installation still outstanding DB - Provide invoice for Shabs’ April 2005 work; done DB - Obtain lid and empty bin by the nets; cannot get a new lid so bin has been removed DB - Take down cricket nets due to health and safety risk; n/a sorted out by Dan Webb CDC - Purchase baby changing equipment from Mothercare; done ZAS - Circulate Honorary Life Members list to obtain contact details; circulated to DB, DP, MS, SS, ACS and Peter Colwill. Some responses still awaited ACS - Speak to DP re loan scheme draws to be done at AGM as Peter Colwill will not be attending; done CDC - Pass invoicing details re Uniq and Alan Crossman to DP; done some issue with Alan Crossman regarding paying of the bill. ACS would like to write to Alan before he goes into the Club accounts as an unpaid debt as the Board need to remember how much he does for the Club. This highlights the need to ensure a booking form is signed and returned before events take place including when the venue is hired by club members PB - Ask Electrician to quote for installation of extractor fan; done fan installed but not yet wired in AP / WPS - Obtain feedback from their Sections re Taylormade teas ready for contract negotiations and pass to CDC asap; no longer applicable 12. Any Other Business 12.1 Keys (WPS) WPS brought up the issue of keys, feeling that there are a lot of keys floating around and this needs to be addressed. The Board agreed that this is something that needs to be looked into and asked CJB to think of access levels and a plan, with this item being carried onto the next meeting. Action - CJB think of access levels for keys and plan for distribution etc 12.2 Peter Glen Container (NT) NT asked if there was any particular reason that the container is lit up like the Delorian from Back to the Future. DB stated that this was an error, Peter Glen had forgotten to switch off the light, he had now been informed and the light is off. 12.3 Broken Window (DB) The glass in the door by the men’s changing room is broken and will cost around £300 to replace. CJB will obtain a comparative quote from other glaziers. The Board assume that the glass was broken by Cricket Juniors practising in front of the window and they need to be told stop. Members need to be aware that if they play games and windows are broken they may be liable for the cost and it is a good idea to e-mail the cost of replacing the window to the membership. Action - CJB to obtain quote for replacement glass 12.4 Forum Posting by Cricketers (ACS) ACS reiterated the details of the posting put on the forum by some cricketers who are refusing to pay their annual membership. They feel they are not getting value for money because a) the practice facility is rubbish; b) softball is ruining the cricket square; and c) the lower teams do not get a reasonable strip. The Board are aware that this is a big issue and have always intended to address the membership fee due to the formation of the Softball Section, however if people are refusing to pay but are still playing it was agreed to start the working group as soon as possible. DB stated that the 1st XI say the square has never played better and the Cricket Section are aware of the problems with the practice facility and intend to sort it out at the end of the season ready for next season. ACS stated that she is very worried that these comments will end in devolved powers going to the Sections, which would lead to them being responsible for their own costs. This would be a disaster for the Cricket Section as their income in annual membership and match fees does not cover their costs. ACS suggested that a posting from the Board must go on the forum tomorrow, which WPS agreed to draft and send round for final approval before it is posted. Action - WPS to draft Board response and post agreed statement 13. Date and Time of Next Meeting The first working group meeting will be held on the 18th July 2005 at 7.30 pm. This will be the Annual Membership Review Working Group and will be held at ZAS’s home. The next Board meeting will be held on Wednesday 7th September 2005 at 7.30 pm at ZAS’s home. The list of Board meeting and working group meetings are as follows: Working Group Board Meeting 18.07.05 01.08.05 07.09.05 05.10.05 02.11.05 07.12.05 04.01.06 01.02.06 01.03.06 05.04.06 02.05.06 06.06.06 All Board meetings will be held at ZAS’s home (to enable both ZAS and WPS to attend) at 7.30 pm. The working group meetings will be held at a venue to be decided in advance depending on who is involved in the group. |
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