CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 5TH MAY 2004

Those Attending

Alison Spicer (ACS) Peter Banner (PB) Chris Blamey (CJB) Caroline Chipperfield (CDC) Drew Downing (DND) Dave Peters (DP) Zoë Scott (ZAS) Andy Watts (ASJW)

1. Apologies

Bob Hance (BH) Simon Seabrook (SS) Chris Yoxall (CY)

2. Minutes of Meeting held on 7th April 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:

DP / PB - Look at viability of producing monthly profit and loss accounts
DND - Chase up David Dunford for teas figures and pass to CDC; DND has chased a number of times to no result, removed from actions due to forthcoming resignation of DND
PB - Liaise with Delta re security settings / call out patterns; see Security report under Finance
CDC / ASJW - Look at viability of selling advertising on the website; removed as cannot currently be done
ACS / ZAS - Organise dates for 2004/05 social events; removed due to potential take up of Social role
SS - Send final payment and letter to Ted Payne; done and TP has sent acknowledgement letter (passed to PB for accounting records)
PB - Obtain call out history from Delta; done
PB - Contact another security firm for comparative quote / costs; done
PB - Contact Delta re current PIR settings; done
CDC - Chase up delivered flyers via members list; has been looked into, delivery firm say 88% delivered and we do not agree. Will not use the same firm again but will go to Royal Mail, regardless of long lead time required.
CJB - Cancel contract with Chenies Landscape re football pitch cutting; done
ACS - Respond to any e-mail from Footballers; after initial response received independent contact from Andy Machin regarding Juniors, suggested AM tell us what he can afford, not heard anything from AM or any Veterans. ACS thinks they are not going to contact us again, but means the outstanding monies will not be forthcoming. This highlights the need for contracts and having everything put into writing. ACS and PB need to meet with Dan Webb re Sunday Football and costs solutions.
ACS / ASJW - Contact James Williams re football enquiry; no further contact made by JW so removed from actions.

4. Finance (PB/DP)

DP reported the current cash position which doesn’t include the VAT refund and the Budgens outstanding invoice also needs to be chased up. The next UNIQ invoice has also been sent.

A draft set of accounts have been produced to be submitted for approval at the forthcoming CPSA AGM. Most aspects of this were discussed and gone through.

ZAS reported that she had been unable to write to any of the people on the outstanding subs list as no contact details available for anyone on the current membership database. She had however managed to obtain telephone numbers for nearly everyone and had contacted as many as possible. ZAS gave an update on the current situation and would give a further report at the next meeting.

Regarding the monthly p&l management account has been prepared for the 6 months to 31 March 2004. From looking at this we are controlling the cash well. A quarterly basis for producing management accounts would be best. The management accounts were generally discussed.

This led to a discussion regarding bar sales / costs and control of the stock and till. The Board felt, depending on the cost, it would be worthwhile investing in an itemised till which would enable a proper cashing up system to be put in place. ZAS will look into costs. A review of the bar pricing policy in line with members benefiting and ensuring costs are covered and profit made also needs to be undertaken. This cannot be done without the input of Simon Gooch, who controls the bar and ZAS is to invite him to the next meeting.

PB reported that he has looked into the security issues. PB has contacted the Universal Security Group and spoken with Andy Hogger there. They would be prepared to take over our system, but first they need to give us an independent assessment of our current system and would need us to take any action recommended. Their daytime call out costs are £54 + VAT (5.30 am – 8.30pm) and night time call out costs are £96 + VAT (8.30 pm – 5.30 am), which is slightly more expensive than Delta. They have no keyholder service and will not recommend anyone that offers this service.

PB has looked into the call out costs / reasons supplied by Delta and tried to assign “blame” accordingly to see if the problem with the call outs are CPSA based or any other reason. It does appear to be relatively evenly spread, but the Board needs a solution to the problem of the alarm being set off by the delivery men. The key situation is also once again out of hand, as it appears that keys are being handed around and the alarm system not being explained correctly. CJB is considering getting the locks changed once again and issuing instructions when the new keys are issued.

The Board also need to speak to Simon Gooch on this issue, regarding a “delivery container” for deliveries, which would stop access to the garage by the delivery people and we would see a costs saving on those call out charges.

Action - ZAS to obtain costs for new till system
ZAS to invite Simon Gooch to next meeting to discuss future bar options
PB to organise the independent assessment of the security system

5. Hockey (DND)

DND gave a summary of the last Hockey Committee meeting, with an overview of Men’s and Ladies Sections. DND circulated the accounts he intended to produce at the forthcoming Hockey AGM and the financial position was discussed including the astro fund / CPSA levy, Easter Tour and Presidents Day.

The Hockey AGM is to be held on the 7 May 2004, DND stated that a list of all roles had been circulated via the newsletter in advance. DP suggested that any positions which go to the vote, the vote should be by secret ballot and voting numbers should not be disclosed just the result. ACS stated that she would be abstaining from the vote of Hockey Chairman so she would be happy to do the count, PB volunteered to assist her.

6. Cricket (CY)

CY was unable to attend, but Matt Stevenson had submitted the following report:

1. Fixture booklets are progressing well, £700 profit confirmed with a possibility of a further £450 to come.
2. Euro 2004 Quiz to be launched and promoted to all CPSA members in next week or so.
3. Roller “working” at no cost to CPSA, after advice from Hugh Bell, but the oil leak has not gone away and we are likely to need to spend some money in the future.
4. All 3 mowers have been returned and are working, £250 bill anticipated.
5. Worm killer required for square, Dave Banner to explore the possibilities with the Golf Club as they may be able to do us a favour.
6. Topsoil required, Dave Banner to purchase 25 bags at £4 each, £100 cost.
7. Fresh seed required, Dave Banner to purchase at cost of £100.
8. Cash to provide clubhouse keys for Junior Managers.

The Board expressed some concern over any potential favour from the Golf Club. CJB will discuss the position of the Board with Dave Banner. The costs for the topsoil and fresh seed were ok’d by the Board and PB stated that he will require receipts for both these expenses. CJB will speak to Matt Stevenson regarding the keys requirement.

ACS stated that she is still waiting for guidance regarding the content of the contracts. CY to liaise with CJB initially and ACS can then draw up the contracts.

Action - CJB to speak to Dave Banner re Golf Club
PB to obtain receipts for topsoil and seed expenses from Dave Banner
CJB to speak to Matt Stevenson re keys requirement

7. Commercial (CDC)

CDC reported that the hiring of the Club for the Easter wedding had been a huge success, there had been good co-operation with Taylormade. There had been a good bar take also.

Geoff Bullock has expressed an interest regarding wedding organisation and his suggestions. After general discussion it was agreed that ACS and ASJW would revert to Geoff Bullock with the CPSA view of event hiring.

CDC stated that Budgens wish to hire the Clubhouse on the 10 May 2004 and with the current invoice outstanding she cannot authorise the hire. CDC can organise for the money to be collected if someone would collect it for her. PB volunteered to collect the outstanding monies.

Surrey County Council have also booked the Club for one hiring, which could develop in the future. CDC had circulated a revised income forecast, with a rough forecast of the bar take / profit. Sandra Taylor has been approached by Tesco to cater for them and been asked to recommend a venue, which is encouraging.

CDC is also planning a commercial evening in the summer to invite potential investors / advertisers in to see the facilities, it will be informal with wine and canapés. It was suggested that it should start around 3.00 pm to enable the people invited to link it to work and hopefully this will encourage them to attend. Suggested dates are 2nd or 9th July 2004. CDC asked that if anyone could suggest contact names it would be good if they could be passed on as she wants to send personalised invites.

ACS asked about the current situation with Salsa. CDC stated that it is ticking over very healthily and bringing in roughly £200 per night as it has established itself well. ACS raised the problem with the clash of softball games / training with Salsa and the unavailability of the facilities but although the Board agreed it was a shame we desperately need the revenue and CPSA membership rules must apply to the Softball Section too.

ACS asked the Boards view on the need to tender out the contract currently in place with Taylormade as the membership are querying the lack of tender last year and the current costs. There was a general discussion regarding the situation, the Board agreeing that tenders need to be obtained to ensure that we are getting value for money and the tenders need to encompass the complete role Taylormade play now.


Action - PB to collect outstanding money from Budgens
PB to investigate ways of starting tendering process
CDC to speak to Sandra Taylor regarding her intentions for next Season and reasons for decision for tendering out

8. Astro (ASJW)

ASJW stated nothing new to report this month.

9. Operations (CJB)

CJB stated that apart from the repair of the mowers he has nothing else to report. PB stated that he has been down to the football pitch and the pavilion has not yet been boarded up, he understood Dan Webb was going to organise this and CJB agreed to chase this up.

PB also stated that we need to remember the pitch down there will also need fairly regular cutting during the summer so that it is in a useable condition for football next season and cricket in 2005. ACS reiterated that this shows the underlying need to look at the grounds remit as a whole and asked CJB to organise a meeting to invite Matt Stevenson and CY from Cricket, ACS, PB and CJB from the Board and Dan Webb from Football.

Action - CJB to chase Dan Webb re boarding up of Pavilion for summer
CJB to arrange Grounds meeting

10. Social (ZAS)

ZAS handed DP £30 which was monies outstanding from Race Night.

ZAS also gave an overview of costs of Club Supper, banked ticket income is £3,425 with £240 ticket income still outstanding which she will continue to chase, the disco was paid out of the ticket sales at £230. The raffle took £296 with costs of £11. Marquee costs were £1,793, and other costs, including disco, decorations etc were £532.75. No invoice for food has yet been received, presumably this will go direct to CDC, but estimated costs are £1,990.80, however ZAS has received some feedback from members that no tea or coffee was served so she will need to speak to Sandra Taylor regarding a reduction. There is a potential problem with the costs of the tablecloths as apparently a number were ruined with mud, which we will have to bear the costs of upon inspection but this will be looked at when they are received.

It was agreed that people who had purchased tickets but then been unable to attend and had cancelled in good time were not entitled to a full refund they would be allowed a refund on the price of their food as it had not been ordered, these people being Andrew Downing and Sarah and Jan Croft so £45 further outgoings.

ZAS estimates a loss based on ticket sales and raffle / costs of between £200 and £300 depending on the tablecloth costs. CDC reported that estimated bar take was £1,700, which was excellent.

CDC stated that Taylormade have volunteered to organise the end of season cricket do, with the intention to sell tickets behind the bar during the season. They will need to liaise regarding ticket price likely to be £20, and the format along the lines of the Life Members Dinner. The date to be confirmed at a later date. The Board agreed this seemed like a good idea as the tickets could be publicised in the newsletter and Cricketers will have easy access for purchase of tickets. Obviously members from all Sections are welcome to attend but as the event is to be held in the Clubhouse tickets are of course limited. DP will need to mention this at the next Cricket Committee to start getting word around.

Action – DP to report end of season Cricket do at next Cricket Committee

11. Any Other Business

11.1 ACS asked that in preparation for the forthcoming CPSA AGM Board members e-mail her before the next meeting whether they wish to give their own reports and what they intend to say or what they would like incorporated into her report. ACS and DP need to agree the presentation of the accounts and ACS felt it would be very helpful to present a commercial outline to the members. PB suggested everyone brings an outline of what should be said to the next meeting.

11.2 PB reported that there is to be a change to the Licensing Law at the end of the year, here each premises will have a licence and then each licensed premises must have a licence holder/s, who must be on the premises whenever alcohol is served. We will be informed by Chiltern District Council nearer the time re implementation / requirements as we are not sure how this will effect us as a “members only” organisation.

11.3 ACS reiterated her intention of having a reshuffle of the Board, which she envisages will mean getting rid of the Vice Chairman position and SS remaining on the Board with a likely title of “Special Projects Director”. If anyone has any ideas regarding the reshuffle she would like to hear from them.

Action - ALL to bring outline of what should be reported from their areas at the AGM

12. Date and Time of Next Meeting

The next meeting will be held on Wednesday 2nd June 2004 at 8.00 pm.