| 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 14TH JUNE
2005 AT 7.30 PM Those Attending: Alison Spicer (ACS) Dave Banner (DB) Peter Banner (PB) Chris Blamey (CJB) Caroline Chipperfield (CDC) Andrew Parsons (AP) Dave Peters (DP) Zoë Scott (ZAS) Neil Turner (NT) 1. Apologies Warren Scott (WPS) Simon Seabrook (SS) Andrew Watts (ASJW) 2. Minutes of Meeting held on 4th May 2005 The minutes of the previous meeting were approved. 3. Finance (PB/DP) PB stated that cash in the bank is roughly £7,000 so we are looking quite healthy at the moment, although at the end of June 2005 we will commence repaying the second loan which will be roughly £400 per month over 3 years. Uniq have also paid their latest invoice. ACS stated on behalf of DP (who arrived later) that he intended to resign as a Director at the AGM due to all his other commitments he does not have the time to attend Board meetings every month. He will however be continuing to help PB with the accounts behind the scenes. DP also intends to drop some of the other responsibilities he currently has, including the Loan Scheme Draw and chasing up unpaid annual subscriptions. DP has approached Mike Snell with regard to the latter, ZAS stated that when the new membership database comes on line the reporting of this should be made easier. Regarding the Loan Scheme ACS stated that another Board member should take this up. PB stated that he now has all the documentation required to re-apply for our alcohol license in line with the new regulations. Also, the annual electrical and emergency lighting checks are being carried out on the 15th June 2005. The cost of this will be roughly £1,000. • Loan Scheme Draw There are still 5 draws remaining and DP wanted to ensure that we catch up at the AGM. ZAS stated that she has received apologies from Peter Colwill and we will therefore have to do the draws ourselves. ACS will liaise with DP to ensure these happen. • Insurance Quote PB had e-mailed the new Nat West insurance quote in advance of the meeting, being £1,603.30 an increase of £20.37 on last year. ASJW has spoken to a local Broker who cannot get us a better deal, stating that the current rate is very good. PB is waiting for another quote but thinks it is unlikely this will come in cheaper than Nat West. The Board agreed for PB to take out the most competitive cover. With Nat West there will be a saving of £108 annually if we pay by direct debit and the Board agreed that this should be done. DP arrived with the proposed accounts for the AGM on the 17th June 2005. These were discussed in detail with a couple of points to be amended. There was discussion regarding the Hockey Astro Fund money and how best that can be utilised when the contract is drawn and it is transferred to us. PB agreed to investigate the possibilities. The Board agreed the accounts subject to DP making the amendments. Action - PB to investigate best way to use astro fund money when transferred to CPSA 4. Hockey WPS’s report was read as below: The section AGM was held earlier this month, and like last year was well attended. It was pleasing to see so many people showing a continued support for the section with this attendance, and it was then more than encouraging to see so many of the current volunteers staying on in their posts, and those posts that were vacated being filled with relative ease. With only one Captains role to fill this has been one of the most successful AGMs. The committee remains in place, with only the Treasurer (Bob Hance) stepping down and being replaced with Geoff Brown. There have been many people that have done a lot over the last year for the Section, but in particular Jo and David Peters, Justin Bootland and Geoff Brown have put in monumental efforts over various areas and while it is of not particular consequence to the board I think that it is always good to know these things!! The summer hockey is continuing as usual with teams for all levels. Following initial enquiries that I made with some other clubs with regards to Badgers Hockey, and with the help of Watsy following his interest in getting more games we now have a few games arranged in a "Badgers" friendly set up. If this is successful we hope to create a Badgers League throughout the season. My vision of a Badgers team is several "senior" experienced players and several general players along with a few ( 4 or so ) very junior colts ( 12-16 ). The idea is that all clubs provide teams of a similar standard and play in a league with the understanding that the Juniors are competitive, but the "Seniors" are there to help the game progress, thus allowing the Juniors to experience adult pace and style of hockey without meeting the combine harvester use of the hockey stick. This should we hope in the future allow us to bring some Junior players through the club without having to jump them immediately into higher teams for fear of injury ! Following the success of the course last year Jo Peters has arranged another course for the end of this month which we hope should get us more people involved in the section from a management point of view. Open Day is to be decided yet, but is likely to be one of the first 2 weekends in September as the women’s league starts on the second Saturday. The Mixed Tournament is likely to be early September - but Geoff will need to confirm with Caroline a suitable time for using the Club and having a Saturday social would be. He will also confirm with Dave Banner with regard to marking the pitches An EGM is being held prior to the CPSA AGM to accept the Accounts of the Hockey Section after they were found to not tally. The "missing" £220 has now been accounted for as a problem in the spreadsheet and all should be ok for the meeting. Regarding annual membership the list of outstanding members is still being ratified. The Hockey Section Chairman would like to pass on his gratitude to the CPSA Board, and particularly the Chairperson for all their support and hard work over the year that has continued to allow them to function as such a successful section in the area. 5. Cricket (AP) AP stated that the season has started well, the Saturday first team are doing very well and are second in the league and the Saturday second team and mid-table, losing the last couple of games very closely and should improve over the course of the season. From a playing perspective things are looking very good. Socially, an Indian BBQ and “fun” casino night is being organised for Saturday 16th July 2005. After the day’s cricket there will be an interval with the Youth Team Presentations before the BBQ kicks off, which promises to be a great start to the evening. 6. Softball NT stated that the season is going very well, Phoenix winning a top of the table clash in mid week and if they win their games in hand they will be top of the league. The Flames are currently mid-table and have a lot of potential in the side to do even better. As a section they are getting out roughly 26 players a week which is very good. The Phoenix are entered into a cross-London cup league and are also likely to get a place in the C National cup in September. NT has requested a downgrade of the Flames to D grade and if granted they may get into the D Nationals also. The ground is very good, although due to the cricket commitments they are unable to train on the weekend regularly and ASJW has arranged for them to use the Mill Meadow facility free of charge on a Sunday afternoon so that regular sessions can be held. 7. Events (CDC) CDC passed round her proposed report for the AGM which the Board agreed was very good as it shows statistics of profit from external events etc. ACS may use some of this in her report and CDC will decide with ACS whether she will give a separate report. • Party in the Park CDC handed round the progress report as below as a discussion document: This progress report is to update the board on the planning status of the event and to confirm that they agree to underwrite the event. Aim of the event The aim of event is to: • Raise the profile of CPSA and attract new members for the playing sections - hockey, cricket & softball • Provide an enjoyable event for members and the local community • Raise funds for CPSA and a local charity Programme 12noon Chariot race 2pm Junior Cricket match (drinks & food available – BBQ/hot dogs etc) 4pm Live outside stage 9pm End Possible Grounds set up KEY Light green – Chariot racetrack Light green & dark green – pitch for cricket match Yellow – Stalls (beer tent next to clubhouse) Brown – toilets Red – staging Black – entrance to park ROUGH COSTING Outgoings Marketing 1,000 Staging (including lighting & sound) 900 Toilets 1,000 Bands 800 Other T-shirts for Stewards Donation Extra licences 500 Printing of programmes 500 Raffle tickets 100 Sundry 200 TOTAL (£) 5,000 Income Sponsorship/Donations 5,000 Programmes (1000 x £2) 2,000 Raffle (1000 x £2.50) 2,500 Beer tent (1500 x £5 = £7,500 @ 40% profit) 3,000 TOTAL (£) 11,500 eg Sponsorship of programme: 25 x 1/2 page @ £100 each = £2500 Sponsorship of stage - £1000 Sponsorship of headline band - £1000 Local groups - £500 Notes Chalfont St Peter - population 13,000 – 1500 is approx 10% of local population Donation to The Williams Fund (50% of profit on Programmes & Raffle c£2,250) Estimated profit for the club: (£2,250 + £3,000) = £5,250 Money made on chariot race goes to The Village Fund for Christmas lights, flower baskets etc At the Jubilee event in 2002, £7000 was taken in the beer tent resulting in £2800 profit (It is believed that in the region of 3000 people attended the event). 20 kegs had been sold which also contributed to a reduction in the Young's brewery loan. Local charity - The Williams Fund The Core Committee: Caroline Chipperfield Community & Overall event Jacqui Smith Music & Staging Judith Dean Sponsorship Andrea Jobling Marketing Also: Andy Parsons Cricket Match Laura Noble Health & Safety Marion Fyfe Volunteer recruitment & training Chris Blamey, Geoff Brown, Alastair Wertheim, Clare Winter, Simon Beedell, Sue Butler, Nicky Smith, Catherine Watson. The Board discussed the pros and cons of the event, potential security issues, the need to liaise with the Golf Club etc. Judith Dean has spoken to a lot of contacts regarding community involvement and the feedback has been very good. CDC stated that the Committee of volunteers that are involved are very good and focussed on the event and what we aim to achieve. With regard to the charity involved CDC is meeting with the people who run the charity on the 17th June 2005 to discuss logistics etc. After deciding on the charity CDC was informed that William Dodd attended the nursery that was held at the Sports Club, which makes the choice even more poignant. After a full discussion, the Board agreed unanimously to underwrite the cost of the event to a maximum of £5,000. 8. Astro / Marketing ASJW’s report was read out as below: • Introduced CDC to the Chariot racing / chamber of commerce which should ensure the day's success • Was working with Dr Challoners regarding their astro and working with them to change planning permission so we could use it, England Hockey unfortunately intervened in the Thames Valley Tournament preparations that had been made - so that relationship has taken a few steps back unfortunately • Have emailed Sue Tanner but heard nothing back from her regarding her astro project • Exchanged messages (voice and email) with the Director of Land at Laing homes who are proposing to buy Newland Park subject to planning - very early indications are positive but all could of course change • As of 13th June 2005 should have organised a regular piece of land for softball to train on on Sunday afternoons, helping to promote it further • Taken my idea of mentoring junior men one step further by trying to arrange fixtures and a team of younger players, though struggling for opposition fixtures at present • Updated the web site with various things eg spent almost £200 on the database for the members forum, added various minutes, weekly newsletters put up, encourage postings on the web forum, one lot of photos, sharpened up the softball section • Put up another couple of team photos on the wall • Sourced a quote for the secure facility for the barrels which has been emailed to the Board. Planned in the next month or 2: • Put up contacts for hockey on web site - will await their permission first (maybe CPSA as well) and a big “join us” section • More team photos • Trying to make more general contacts for our projects • Hockey marketing campaign - awaiting to hear details of open day format and then design flyer for insertion into Bucks Ad as they've started doing that again and that was always the most successful • Help out on the members database NT stated that with regard to the money spent on the database not only can this be used for the forum it can also be used for the new membership database and the cricket stats. The cricket stats will be going on line next week and the money has been well spent. The Board agreed that ASJW should be reimbursed for this outlay and he should provide a receipt for the cost. Action - ASJW provide receipt for cost of database upgrade for reimbursement 9. Operations (CJB) CJB had not prepared a report, a full report will be given at the next meeting. 10. Grounds (DB) DB reported that the picket fence has now been repaired. The ground is looking very good at the moment. Some machinery has been repaired. The contracts for the Groundsmen are outstanding and these need to be sorted asap. He has now left the Golf Club and has started his new job. 11. Outstanding Actions Update Outstanding actions / non-responses remain on action sheet and completed actions are as follows: PB - Contact Guinness to see if they can supply us with Giant Jenga game; done Guinness require a bit more information. However, NT stated that the winners of the Darts Competition refused to take their cash prizes and he intends to use this to purchase Giant Jenga for the Club. NT - Discuss with DB grounds “first aid” after softball training and matches; done CDC - E-mail membership re advertising boards; done only one response from Annie Brothwell who is talking to her firm and will get back to CDC with any outcome DB - Provide CDC with e-mail address for Sharon Douglas; DB has spoken to Sharon Douglas and she does not want to be involved in Party in the Park PB - Investigate insurance costs for “win a car” stall; our insurers do not provide this type of cover, CDC will investigate with other insurance companies independently DB - Investigate costs of replacement outfield mower; no longer applicable as mower welded and no longer needs replacing ZAS - Apply for bar extension for wedding on 04.06.05; done 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 obtain a lid has removed bin DB - Take down cricket nets due to health and safety risk; no longer required as nets sorted out by Dan Webb ZAS - Circulate Honorary Life Members list to obtain correct details; done awaiting response from DB, DP has suggested to speak to Peter Colwill also as he may have details for some ACS - Arrange meeting with PB, SS and Sam Machin; spoken to Sam Machin, he feels as ACS is stepping down it is more appropriate to meet with the new Chairman once that has been decided upon 12. Any Other Business 12.1 Secure Storage Box (ASJW) ASJW had e-mailed a quote for a secure storage container for deliveries to be made to. The Board agreed that as we are intending to replace the garage doors with roller doors which will be easier for the draymen to lock, the secure box is not required. 12.2 Membership Database (ZAS) ZAS stated that after sending round the notices for the AGM and discussion with Sarah Watts after she had sent round the Hockey AGM notices there are a lot of e-mail addresses that bounce back and for which we have no other contact details. Sarah stated that some of these are old Amersham Hockey players who did not rejoin when the Clubs merged. ZAS requested that she go through the list with Sarah and delete the addresses as appropriate. ACS stated that it is a Data Protection requirement that our membership database is kept up to date and the Board agreed with this course of action. Action - ZAS and Sarah Watts to go through e-mail address list and delete as appropriate 12.3 Hire of Car Park (ZAS) ZAS stated that she has been contacted by a Mr. Gareth Jones representing Broad Systems based at Chalfont Business Park who are interested in renting some of our car parking spaces. The only questioned ZAS asked were roughly how many and when the spaces would be required. Mr. Jones said a few initially that could rise to 20 or more and business hours Monday to Friday. The Board agreed that more this should be looked into further and more information was needed, ZAS to revert back to Mr. Jones. Action - ZAS revert to Gareth Jones for more information re hiring of car park spaces 12.4 Clubhouse Security (CDC) CDC stated that on a number of occasions recently she has been to the Club and it is not as secure as should be. NT agreed that he has also found this to be the case. There was also some concern raised by Taylormade regarding the stock levels. After general discussion AP agreed to raise with Cricket Committee at next meeting. Action - AP to raise security issues at next Cricket Committee meeting 12.5 Outstanding Invoices (CDC) CDC asked if Uniq had been invoiced for their bar tab when they recently hired the Clubhouse and also whether Alan Crossman had been invoiced for the wine tab for his event. DP confirmed they had not been and asked CDC to provide him with the relevant information. Action - CDC provide invoicing information to DP - DP to invoice Uniq and Alan Crossman 12.6 Fridge (CDC) Taylormade asked whether the fridge behind the bar that is owned by DB is being taken away as some friends of his had been measuring it up. DB confirmed that a friend of his had needed a specific size fridge and if it had been the right size it would have gone, however his friend would have replaced and therefore we would not have been short of a fridge. 12.7 Men’s Changing Room (DB) DB stated that the smell of damp in the Men’s Home changing room is now quite bad and needs sorting out. CJB suggested in the first instance another extractor fan may work as there is already a hole in the wall. CJB asked for PB’s electrician to provide a quote for this. Action - PB to obtain quote for installation of extractor fan from electrician 12.8 Life Members Dinner (ACS) ACS reported that the Life Members Dinner had been a great success and that she had received 3 thank you cards. She felt that this was down to the fact that guests had been invited this year. Following on from that she wanted to get a date in next year’s diary as soon as possible so that members had more notice this year. She was concerned that there are no contact details for some honorary life members and ZAS stated she has circulated the list and is endeavouring to get contact details for as many as possible. Following on from this, Ann Johnson wife of Ron Johnson had asked what has happened to his trophies for hockey, cricket and squash. ACS knows that the hockey trophy is behind the bar as she was the last recipient of this. No one on the Board could help with the cricket or squash trophies, although it was likely that the squash trophy was destroyed in the Clubhouse fire and DP suggested ACS speak with Matt Stevenson about the cricket trophy. Action - ACS and CDC arrange date in diary for next year’s Life Members Dinner - ACS speak to Matt Stevenson re Ron Johnson Cricket Trophy 12.9 Taylormade Catering (ACS) ACS raised the question of putting the functions covered by Taylormade out to tender prior to the end of their current contract. This was an issue discussed last Season and ACS wanted the Board to revisit it before it gets too late. Last year Taylormade’s prices were frozen and it is therefore likely that there will be an increase this year. The Board discussed in detail the object of tendering and agreed that it is highly unlikely that we will find a Company to take over all the functions that Taylormade now run and if they could whether any tenders would come in cheaper. ZAS gave some feedback that she had received during the hockey season and after both Club Supper and the Life Members Dinner. It was agreed that we would not put out to tender, however constructive criticism was needed from the Sections as to what can be done better and CDC must have this when the contract renegotiations take place. This should then make the teas provision run better than before. Action - AP obtain feedback from Cricket Committee and pass to CDC - WPS obtain feedback from Hockey Committee and pass to CDC 16. Date and Time of Next Meeting The next meeting will be held on Tuesday 12th July 2005 at 7.30 pm. |
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