CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 2ND JUNE 2004

Those Attending

Alison Spicer (ACS) Peter Banner (PB) Caroline Chipperfield (CDC) Simon Gooch (SG)
Warren Scott (WPS) Zoë Scott (ZAS) Andy Watts (ASJW) Chris Yoxall (CY)

ACS welcomed WPS to the Board meetings who will be replacing DND as the Hockey Representative. ACS stated that BH has also stepped down from the Board.

1. Apologies

Chris Blamey (CJB) Drew Downing (DND) Dave Peters (DP) Bob Hance (BH)
Simon Seabrook (SS)

2. Minutes of Meeting held on 5th May 2004

The minutes of the previous meeting were approved.

3. Outstanding Actions Update

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

PB - Sort out appeal re advertising boards; Appeal was successful and now have planning permission for 24 boards. PB passed file to CDC for specifications and then to be passed to ZAS for keeping with other Club records
ZAS - Arrange meeting with Mike Snell and Neil Turner re membership / contact database; done as per report by ASJW
ZAS - Write chasing up outstanding annual subs payment; all subs bar 1 ½ received from list of outstanding members. Feedback regarding person outstanding from 2002/03 season passed back to Board and ACS will contact that person now
CDC - Liaise with Taylormade re event for 13 June 2004 / Euro 2004 games; done the Club will be open for all games
ZAS - Obtain costs for a new till system; although not going ahead currently information to be kept on file if required in the future
PB - Obtain receipts for topsoil and seed expenses from Dave Banner; done and passed to CJB
CJB - Speak to Matt Stevenson re keys requirement; done and 2 keys provided for Junior Coaches
PB - Collect outstanding money from Budgens; done and banked
CDC - Speak to Sandra Taylor re Taylormade intentions for next Season and reasons for tendering decision; ST happy to look at the contract and also has a lot of ideas for future improvements which will need to be taken into account
ALL - Bring outline of what should be reported from their areas at the AGM; see report under 11.

Action - ACS contact the one person re outstanding subs from 2002/03 season

4. Finance (PB)

SG attended the meeting in order to discuss the issues raised last month regarding bar take and drinks deliveries. Regarding the concern as to whether the management accounts produced last month tally with SG’s figures, SG and DP have reconciled the figures. There is a “difference” of roughly £800 which relates to purchases from Youngs which were ordered at the end of September 2003 (last years accounts) but were not delivered until October 2003 (this years accounts), SG had put them into last years figures due to ordering and DP had put them into this years due to payment. This issue is therefore sorted out.

Regarding drinks prices SG stated that some beer prices have increased quite considerably so we need to look at raising some prices. SG will draft a proposal for this and submit to the Board for approval. SG stated that the prices should be reviewed annually as that is when the drinks prices are increased by the Brewery.

Regarding the new till it was agreed that at this stage it would be unnecessary expenditure and the Board is happy with the current bar take situation. SG stated stock takes could be done more regularly than is being done currently. PB asked if a stock take could be done every quarterly to tie in with the management accounts. SG agreed he would be able to do this.

DP had submitted a report stating current balance is roughly £4,000, taking into account recent monies banked including Uniq’s quarterly rental, the VAT refund and Budgen’s payment of last invoice.

PB reported that he has paid out £970 for our safety lighting certificate, which is required for our entertainment licence. The lighting has not been certified since the building was finished and the average cost should be £300 per year so this sum is correct.

Regarding the car park PB has obtained 2 quotes, one for the current finish will be £1,500 and one for full tarmac of £33,000. PB stated however that we are unable to go for the tarmac option, even if funds for this were available, as we cannot tarmac as we are in the green belt area.

In relation to a spending budget or required work we have roughly £1,000 once the list has been agreed.

Action - SG to draft proposal for price increases

5. Hockey (WPS)

WPS had nothing to report.

6. Cricket (CY)

CY stated that there had been some general problems with the machinery, but he now understood this to be working currently and had nothing further to report.

CDC stated that she had attended the last Cricket Committee meeting for feedback on teas. This had been very good, with the only requests being a separate table for the umpires and more vegetarian options.

7. Commercial (CDC)

CDC stated she had met with the organisers of both the hockey and cricket fixture cards as she felt there had been some overlapping issues / opportunities that should be discussed and this had gone well.

CDC is organising the commercial afternoon for the 30 July 2004 from 3.00 – 6.00 pm. CDC intends to have a couple of sample advertising boards on display so that people can see what they will be purchasing PB asked if CDC had spoken to our contact at Stokenchurch re providing the advertising boards, she has not and PB offered to contact him for her. CDC also wants the go ahead for another leaflet drop for hockey season and there will be advertising space to sell on that too. Royal Mail costs to cover the same area as the Cricket drop would be in the region of £600, however it would be more for the Hockey drop as the coverage needs to be further, to include the Chesham area. Board agreed expenditure for the leaflet and confirmed CDC should start planning Hockey Leaflet.

CDC stated that although Budgens have paid their last invoice they have now hired the Clubhouse 5 more times and now need to be reinvoiced.

The bookings for July are looking very good with the calendar on the website running well. Salsa is running very well and averaging around £180 bar take every week, especially when we consider they cover the bar staff and hire charges.

ASJW suggested that we need to be more proactive with Taylormade and start marketing business lunches, to start on Fridays. It may take a while to catch on and make a loss to begin with, but once it has caught on it could be expanded further. CDC agreed to speak to Sandra Taylor on this.

Action - PB contact sign supplier at Stokenchurch for a quote
DP to invoice Budgens
CDC to book Royal Mail for Hockey leaflet drop
CDC to liaise with Sandra Taylor regarding setting up Friday Business Lunches


8. Astro (ASJW)

CDC stated she had been discussing astro fundraising with Sandra Taylor and are considering a big outdoor event for the whole community in the summer of2005, with all profits to go to the astro fund. It would be a big event which CDC estimates will take the year to plan and organise. The Board agree it is a good idea.

ASJW gave a full report, covering his activities and plans. ASJW stated he is very pessimistic with regard to our own astro plans as funding is looking to be a real problem. He has been in touch with Dr. Challenors Girls School in relation to their astro plans and has yet to make contact with Dr. Challenors Boys. Sue Tanner at the College has just been awarded the Sports Quality Mark which is very good.

Regarding the marketing side ZAS had set up a meeting including ASJW, WPS, Mike Snell and Neil Turner for an overview and review of the membership database which looks to be a good springboard for the future.

Regarding community work ASJW wants to get a working together as there are a lot of opportunities, for example a grants liaison officer is needed as that would involve a lot of work which he cannot do by himself. He is also making a lot of contacts in the community and cannot deal with everyone. He is also on the Youth Action Committee, which is to be a voice on the Parish Council and District Council regarding sports in the local community. CDC suggested ASJW pass some contacts on to her so she can invite them to the commercial event on the 30 July 2004 so they can see where we are and what we’re doing.

In relation to the website ASJW is gradually overhauling the site but that is a big job and will be ongoing for quite some time. He wants to set up e-commerce on the website and suggest we start with selling off the vast amount of lost property we have on the website. This could then springboard into selling merchandise and sports kit. There is also a discussion forum now up and running which is being used by a lot of people and ASJW urged the Board to get involved and respond to the comments and views being aired on the forum as it is another great tool of communication.

Action - ASJW to pass list of people to invite to 30 July 2004 event to CDC

9. Operations

Regarding drinks deliveries SG recommends that we need to stop using the garage for deliveries and that cuts out the problem with the delivery getting in the way of equipment. To do this SG suggests either:

• A brick storage area is built for the delivery to be placed into every week. SG believes Peter Broom will quote for this build; or
• Purchase the cage like structures which are available.

Whichever route we go down we will need to know the size required and what it will be required for, Dayla deliveries only or Youngs also. SG to provide size / access details to PB. PB suggested perhaps 20’ container would be required. Regarding the actual Dayla delivery SG stated that having the delivery works very well due to convenience, direct money payment and not having to pay someone to purchase these items.

CJB was not in attendance but ZAS had spoken to him regarding the e-mail sent be David Banner for his input at the meeting. Discussion between Board including CJB’s comments regarding each point as follows:

Inside of Clubhouse looking a bit tired and in need of painting etc. CJB to organise a working party over 2 weekday evenings on 22 and 23 June 2004 so that cricket and external events are not affected. Board agree this is a good idea and should be advertised on forum / newsletter in advance so that people can sign up and jobs / expense can be planned and budgeted for in advance. Also, need to buy paint on sale or return and ask people to bring a paintbrush.

Showers sticking and wasting hot water. CJB will find out makes and try to obtain a quote from a plumber. WPS commented that one of the toilets in the Men’s toilet needs urgent attention, CJB should mention this when speaking to the plumber.

External work, the Alcan ground is in desperate need of being cut, PB commenting that this is the whole of the ground and not just the pitch. CJB remarked he has already phoned Chenies to ask them to cut the ground but has not had his calls returned, he will continue to chase up. Car park needs trimming and weeds around picket fence and Clubhouse need sorting out. CJB will put this on the list for the working parties on the 22/23 June 2004.

Projector bulb needs replacing at a cost of around £350. CJB remarking there used to be a fund at the bar to go towards a new bulb but is unsure of what happened to it. He will be unable to action as doesn’t know where to find a supplier. Board agree cost and WPS actioned to obtain new bulb. ASJW asked what the situation was with regard to obtaining Freeview now that we no longer have Sky. Needs to be looked into and WPS actioned to do this.

Offer from the Golf Club of mowers for free. The Board agreed that this does sound like a good opportunity but before accepting them need to consider potential disposal costs, storage costs and what condition they are in. The idea of storing them in the pavilion at the Alcan ground was put forward and this will need to be looked at in more detail. ACS to speak to Dave Banner regarding all these issues.

Expenditure priority was then discussed, the current urgent expenditure being the resurfacing of the car park, new projector bulb, clubhouse maintenance, showers / plumbing, drinks storage container and repayment to Dave Banner of £900 cost of picket fence. Initial expenditure agreed as follows:

• Car park (firm quote needs to be obtained)
• Projector bulb
• Club house maintenance – set at £200
• Showers / plumbing (firm quote needs to be obtained)

The next things for priority expenditure once the above have been completed will be the drinks storage container (quote dependent) and repayment to Dave Banner.

Action - PB to look into an alternative for secure storage to a self-built brick structure
SG to liaise with Peter Broom for quote to build brick storage structure
SG to provide size (cubic metres) and access details to PB
WPS to advertise working party evenings on forum and in newsletter
CJB to obtain quote from plumber for men’s toilet and showers
CJB chase Chenies to cut Alcan ground
WPS to source new bulb for projector
WPS to research obtaining Freeview
ACS liaise with Dave Banner regarding offer of free mowers from Golf Club
PB to obtain firm quote from Peter Broom regarding car park

10. Social

CDC has liaised with Catherine Watson and Sandra Taylor to organise a social programme for the coming season, which maximises Sandra’s time. CDC presented the draft programme for approval. Regarding the planned Hockey Open Day on the 4 September 2004 the Board felt this was no good as the schools were not yet open, stating it might also be a good idea to tie in with the inter-Club Cricket planned for the following week. This change was agreed. The mixed tournament and fancy dress dates need to be checked to make sure there are no clashes with other Clubs’ tournaments, WPS to confirm dates are acceptable with Hockey Committee and report back to CDC asap. WPS stated that the proposed date for the Hockey v Cricket Cricket match is no good as quite a few of the men are likely to be away on tour in Nottingham.

Regarding the Cricket End of Season Event CDC had been under the impression that they wanted a “sit-down meal” in the Club house with Taylormade doing the catering, but has since heard that Dan Webb is proposing an Indian BBQ for the Inter-Club Cricket, although he has not booked anything with either herself or Sandra Taylor, CY is to confirm position / requirement and report back to CDC asap so something can be booked in the diary if required.

In relation to the annual Club Supper ACS reported that Bob Hance is happy to organise the event but needs a date confirmation and profit margin direction from the Board. WPS stated that the Hockey Committee are talking of changing the format, perhaps splitting Presidents Day and Club Supper and that is still to be agreed upon.

It was noted that the Life Members dinner needs to go onto the dates. After discussion the Board agree that the dinner should be opened up to the members also, but non-life members will have to pay a ticket price likely to be in the region of £20, and it should be scheduled for around October 2004.

The Board agreed the dates subject to WPS and CY checking those required.

ZAS stated that in relation to last Club Supper there is still money outstanding and the tablecloths have not been provided for checking so that cost is still outstanding and she therefore cannot provide exact costs. ZAS will continue to chase up outstanding money and try to finalise monies.

Action – WPS to check planned Hockey dates with Committee and revert back to CDC
CY to liaise with Dan Webb re Cricket End of Season do and revert back to CDC
CDC to finalise social dates for 2004/2005

11. Any Other Business

11.1 Signing In
There was general discussion regarding compliance with the signing in procedure and ways to make it more user friendly and this would hopefully encourage everyone to sign in and out.

Action - PB to try to develop a more user friendly sign-in system

11.2 Memorandum & Articles (PB)
PB stated that CPSA had applied to become registered with the Inland Revenue as recognised / sponsored Community Amateur Sports Club Scheme which should give us a further % off our Business Rates (from 75% - 80%). In response to our application CASC have raised 3 points which require amendments to our Memorandum and Articles. PB had e-mailed these proposed amendments out in advance and these were gone through and agreed by the Board. Any amendments to the Memorandum and Articles must be ratified by the membership at an AGM or EGM with the amendments notified in writing in advance. ZAS stated it was not too late for this to be done for this years AGM as the 2 week notice period is this Friday and she

could reissue the AGM Notice tomorrow by e-mail if PB stayed behind with her tonight to go over exact changes, which PB agreed to do.

Action - ZAS and PB to agree exact wording for AGM Notice
ZAS to resend AGM Notice with approved Memorandum & Article proposed changes

11.3 Format for AGM (ACS)
ACS stated she wants the AGM to follow the usual format there will be some accounting matters ACS wants highlighted which she will agree with DP in advance. ACS wants the accounts to date to show restrictions and debts. DP has said that he intends to follow the usual accounting format, trying to incorporate the management accounts.

ACS would like as many separate speakers as possible to highlight work and where people can help on sub-committees / working groups. ACS definitely would like CDC and CJB to give separate reports. CJB had stated that the Operations report should cover trying to get the place organised at a minimal cost, which of course requires volunteers as ever. ACS will speak to CJB about giving own report. ACS asked that all intended reports should be e-mailed to ZAS in advance of the AGM.

Action - ACS to discuss AGM report with CJB

11.4 Annual Subscriptions (ACS)
ACS stated that she had been intending to suggest keeping annual subs the same for the current year, however ACS feels that social membership should be increased to £30. The Board agreed with this suggestion. ZAS also stated that social is a membership category that needs to be looked at as there are probably a number of regular people coming to the Club on a social basis that are not social members.

WPS highlighted the problem with the 18 – 21 non-student members, stating that although obviously this age group were not students they are generally in lower paid jobs and the subscription increase potentially prohibits some younger people from joining. The Board agreed with this and agreed to amalgamate this category with the student category, effectively increasing the full time student age scope to 16 – 21.

These changes will of course have to be voted in by the membership at the forthcoming AGM.

11.5 200 Club (CDC)
CDC stated that Peter Colwill has been talking about resurrecting the existing 200 Club. WPS stated that this was also something that Davey Crossman had mentioned an interest in and suggested CDC liaised with them both.

Action - CDC speak to Davey Crossman and Peter Colwill re the 200 Club

11.5 Cream Teas (CDC)
CDC stated that Sandra Taylor is intending to start cream teas on Saturdays and Sundays while the cricket is on. This will be publicised around the Village and will hopefully attract local people down to the Club to watch the cricket and enjoy the atmosphere.

11.6 Annual Subscriptions – Future Plans (ASJW)
ASJW said he has been having a personal rethink of the annual subs system, especially taking into account the debt situation and the different potentials available with softball and football. He feels the Board need to review the subs system in the future to make it more sophisticated, however he has nothing solid to suggest at present as he has just started thinking about it. We also need to look at ways of adding value to the subs, for example getting 10% off at sports shops and local sports clubs etc.

12. Date and Time of Next Meeting

The next meeting will be held on Wednesday 7th July 2004 at 8.00 pm. ACS asked CDC to book Board meetings in the diary the first Wednesday of each month for the next year.