CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 4TH May 2005 AT 8.00 PM

Those Attending:

Alison Spicer (ACS) Dave Banner (DB) Peter Banner (PB)
Caroline Chipperfield (CDC) Andrew Parsons (AP) Simon Seabrook (SS) Zoë Scott (ZAS)

1. Apologies

Chris Blamey (CJB) Dave Peters (DP) Warren Scott (WPS) Neil Turner (NT)
Andrew Watts (ASJW)

2. Minutes of Meeting held on 14th April 2005

The minutes of the previous meeting were approved.

3. Finance (PB)

DP’s report was read, stating the current balance is £7,900. Bucks County Council have paid their invoice, with monies still outstanding from Nationwide, the Village Hall and Uniq. There was no update regarding the status of the hockey subscriptions. DB stated that our contact at Uniq is soon to retire and we need to ensure that we have a good relationship with his successor. There was general discussion regarding the Uniq contract. ACS stated that a review of the financial position needs to be made without the Uniq contract money. CDC stated that Uniq had recently hired the Clubhouse and they will need to be invoiced for drinks.

4. Hockey

WPS’s report was read, stating that not much has happened lately and a Committee meeting has not been held since the last Board meeting so there are no figures available regarding Club Supper. An umpiring course that was scheduled for this month unfortunately had to postponed until later in the year.

5. Cricket (AP)

AP stated that as with Hockey there has not been a Committee meeting since the last Board meeting so not a lot to report. The Season has started and the Section is looking forward to a good Season, with some promising new players. The league games to start this week. DB stated that Shabs had done some work on the ground in April and as his new contract is not yet in place it was agreed that DB should provide an invoice for Shabs for this work. PB stated that there is a bin by the nets that not only needs to be emptied regularly but should also have a lid on as it collects rainwater. DB stated he would sort this out. It has been reported by the Juniors to ASJW and DP that the nets have collapsed recently. The Board agreed that due to the potential health and safety risk, until they can be securely repaired they should be taken down. DB will take down over the coming weekend.


Action - DB to provide invoice for Shabs’ April 2005 work
- DB to obtain a lid and empty bin by nets
- DB to take down nets due to health and safety risk

6. Softball

NT had not provided a report prior to the meeting. DB stated that we are now in receipt of the protective coconut matting. DB has a spare garage key that he will pass to NT who has requested a key. DB reported that he and Shabs marked the pitch, which is looking very good, taking 2 hours.

7. Events (CDC)

CDC reported that we have a lot of Friday night bookings, which is bringing in good revenue. She is trying to deter people from booking Saturday nights to ensure the Clubhouse is free for members to use. There are also 3 weddings booked for the summer.

Regarding the baby changing facilities the standard drop down table costs around £700, which CDC suggested and the Board agreed was prohibitive. CDC stated that to purchase a changing mat and nappy bin from Mothercare will cost roughly £30 and the Board agreed that she should go ahead and purchase these.

There has been an initial meeting of the Party in the Park sub-committee, which consists of 14 people, which went very well. The plan is to have a 20 / 20 cricket match headed up by some local celebrities from 12.00 until 3.00 pm and from 3.00 pm onwards there will be the stage with local bands. There will be safety implications regarding spectators if there are stalls etc so netting will need to be looked into during the cricket match. There is another meeting booked for next week and things are progressing.

Regarding the advertising boards CDC confirmed that Manor Signs have the text and are currently producing the sign for H2O Solutions. CDC requested approval to purchase a “to advertise here” board to go up so interested parties know who to contact and how, the Board agreed to this spend. PB stated that it would be a good idea to get some temporary signs from companies like Youngs to go up, as the more signs we have the better this will look. There are also some weeds in front of the BP Collins board which need to be dealt with. DB stated that he has some Youngs banners that he can cut to the appropriate signs which can go up in the meantime, he will also cut the weeds. CDC stated she is concerned that the position of Commercial Director is still vacant and we are missing out on opportunities to approach local businesses to advertise. The Board agreed this is a problem but currently cannot see any way round the situation unless a volunteer is found.

Action - CDC to purchase baby changing equipment from Mothercare
- CDC to purchase “to advertise here” board for picket fence

8. Astro / Marketing (ASJW)

No report.

9. Operations (CJB)

No report.

10. Grounds (DB)

DB stated that he will soon be changing jobs and will therefore have less time to devote to the grounds maintenance. Apart from this, nothing else to report.

11. Outstanding Actions Update

Outstanding actions / non-responses remain on action sheet and completed actions are as follows:

CDC - Investigate costs of baby changing facilities; done see Section 7
ZAS - Reply to reference request; done

12. Any Other Business

12.1 Clubhouse Working Party

It was noted that CJB needs to co-ordinate and book another working party for inside the Clubhouse.


12.2 Life Members Dinner

The invitations have now gone out, most via e-mail some via post. ZAS stated that there are a number of Honorary Life Members for which there is no contact information and she is therefore unable to send them invitations. After showing the list to DB he thought that either himself, DP or Matt Stevenson would have contact details for most of them and asked that ZAS distribute the list to them for checking.

Action - ZAS to circulate list of Honorary Life Members to try to obtain current contact details

12.3 Club President

There was some general discussion regarding the role of the President and it was agreed that ACS, SS and PB should meet with Sam Machin to discuss this role in more detail.

Action - ACS to arrange meeting with Sam Machin

12.4 Chairman’s Position

ACS formally stated that she will be resigning as of the AGM. This is purely due to a change in her personal circumstances and she knows that she will not be able to commit the time to the role that is required in the coming year. ACS said that she was unhappy to have to resign the position but felt that her personal situation had to take preference. The Board agreed that these are all voluntary positions and individuals must do what is right for them. ACS stated that she would like to be able to announce her successor at the AGM, and further hoped that it would be a member of the current Board.

12.5 Simon Seabrook

SS also stated that he would be resigning at the AGM. He had stayed on the Board for as long as ACS had needed him, and with her standing down SS felt it was also time for him to stand down.

16. Date and Time of Next Meeting

The next meeting will be held on Monday 6th June 2005 at 7.30 pm.