CPSA Board Meeting at the Clubhouse on 5th November 2003 at 8PM


1) Apologies

SS, PB & ZS


2) Day Nursery

Billy Hamon joined the meeting to outline the Nursery proposal, including the financials his company Chinook Ltd were proposing (and as per Nursery sheet attached). After some discussion*, it was agreed by the Board to proceed with negotiations with Billy as it was a yes in principle to everything that had been tabled. Provided Chinook get all the requisite regulatory approvals and can proceed with Ofsted backing etc, CPSA is happy to continue as partner to the project, subject of course, to contract. Billy is expecting planning permission to come through in 5/6 weeks time and no problems with this anticipated as Ofsted have been very positive about the proposal to date.

* Highlights of issues raised were:
- storage requirements for nursery equipment
- must be careful to avoid similar problems as encountered with the previous nursery at old Clubhouse of CPSA
- use of kitchen will be needed, H&S compliance necessary
- CPSA mess from the w/e and how this is to be dealt with
- Do we need different locks / intercom facility
- Juniors cricket – will the nursery mind games starting at around 6-ish weekdays?

Actions: CC to contact Billy to confirm CPSA interest in continuing to develop this opportunity.


3) Finance (PB)

As PB was unable to attend he emailed AS and DP his report which AS read out at the meeting (PB’s report attached).

DP also added to this report by noting that accounts should be ready in time to enable an AGM as from December. AS said that maybe we should aim for a February date for the AGM as at this point we might be in position to unveil nursery proposition in detail to members.

DP reported bank balance had improved on last month with overdraft reduced to about £1K. On the back of this news, AS suggested that Ted Payne was paid at least half of the monies CPSA owe to him and it was agreed by DP that he would be paid £1072.61 with the then remaining £1,000 to be paid the early part of 2004.

DP confirmed with AW that there is now a dedicated bank account set up for the astro fund.

DD told the Board that Hockey Association League affiliation fees not now due until December and so the Hockey section can cover these as they have accumulated sufficient match fee income.

BH reported that RS gave six lots of Subs @ £60 (should be £70) and promised that all 15/16 Subs from the Saturday football section will be paid (plus extra £10 for those paid up) by end of November. Plus there is pitch hire monies to be collected once RS confirms home fixtures.

A general discussion ensued re the future of football as RS made it clear to BH that they wanted to develop the section. DW outlined the issue of football traditionally paying less and how this can be incorporated into CPSA. Both CC and AS thought that to be a full member you have to pay the same Sub as all the other sections. Future discussions with football need to be arranged at the end of the football season to see if there is a way forward and AS asked DW to get feedback from players on how much he thinks the Sub could stand to have any chance of football buying into it. DW also mentioned that no payments at all had been made to CPSA to date by DW’s Sunday football section.

Actions: DP to liaise with PB and SS to arrange for cheque and cover letter to go to Ted Payne

BH to liaise with RS to get further clarification on the monies owing for pitch hire to date, plus to arrange for all football Subs cheques to be in by end of November.

DW and PB / AS to discuss Sunday football payments to CPSA


4) Cricket (DW)

DW reported that Cricket were happy they will have an opportunity to raise Teas / Bars costs at a later date this year when the 6 month review of Taylormade is due in March.

Cricket’s plan to fundraise with the fixture booklet has made some small progress and is ongoing matter for the winter.

Shab’s has volunteered to do the Square and DB suggested the Golf Club to cut the outfield – costings required.

AW said the latest on the covers was that they would be ready by January.


5) Hockey (DD)

DD reported that due to availability issues, the Mens 6th team was not viable this season and so the decision was made to withdraw them from their League.

Match fees up-to-date in general with some gaps but overall much better.

Going along reasonably well, probably a little more difficult this season, as teams are not winning so regularly, so there is more feistiness.


6) Marketing / Astro (AW)

AW reported that for the astro project, the position regarding lottery funding would not be know for sure until January 2004 at the earliest. Also, AW had received another quote of £400K for a sand-based pitch with water-based pitch coming in at over £500K. AW asked that the money CPSA will get if the nursery goes ahead be used for securing a loan to help build the astro.

On marketing AW reported that:
- 2 new bookings received for Christmas parties as a result of Bucks Ad report featuring Goochie;
- investigating a new opportunity with the BBC and consumption of curry,;
- new icons on Website; and
- new database built of contacts information

Actions: AW to check Cricket Website


7) Commercial (CC)

CC reported the following:

18/10/03 – 40th party and £700 bar take
Kids party raising £50
01/11/03 - 18th party and £900 bar take (£220 hire charge)
23/11/03 – Christening planned (£150 hire + bar take)

Two Christmas Parties booked for £300 hire charge per party with Taylormade doing catering, with a couple more interested.

Salsa starting Thursday nights on 27/11/03 with hire to cover bar staff so CPSA gets any profit from bar take.

Ballet for 10 weeks on Friday afternoons with revenue for hire of up to a total for the 10 sessions of £300.

Nursery maybe from Easter.

Rugby breakfasts at the Club.

Wagon & Horses playing Darts at the Club for a couple of weeks during refurbishments.

CC asked that newsletter is Club rather than either Hockey or Cricket.

Actions: AW to liaise with Neil Turner re the Newsletter


8) Operations (CB)

CB had nothing to report as yet but agreed there were plenty of things to be getting on with and he would be doing an inventory of work required to the Clubhouse with the aim of starting this as soon as possible.

Actions: CB to liaise with PB, Taylormade and Pauline Birger for inventory

9) Life Members Dinner

Raffle on the night raised £300 which almost covered Taylormade costs plus there was a considerable bar take.

10) Social (AS)

AS reported that arrangements for the Fireworks & Curry Party were going very well and ZS had reported 107 tickets having been sold as at time of meeting and the acting Committee (ZS, AS and Catherine Watson) were confident of a significant profit. The next event after the 8th November would be the Christmas Party on 13th December.

11) AOB

DB reported that he had incurred costs of £290 for chemicals to use on the Cricket square as he had been given Cricket Committee approval to go out and buy these to find out these were then not approved at Board level. AS stated that this time CPSA would cover these costs, but made it clear to both Hockey and Cricket sections that in future ANY EXPENDITURE THAT REQUIRES CPSA FUNDING MUST BE APPROVED BY THE BOARD BEFORE AUTHORISATION IS GIVEN TO ANY MEMBER TO GO AHEAD AND SPEND THAT SUM OF MONEY. IF A SIMILAR SITUATION OCCURS AGAIN, THE SECTION/MEMBER CONCERNED WILL HAVE TO FIND WAYS OF COVERING THAT SPENDING ITSELF/ THEMSELVES AS THERE IS NO GUARANTEE CPSA WILL APPROVE SPENDING REQUESTS BY SECTIONS.

DW pointed out that the Club is one of the only places to have a big screen showing SKY Tv and that he is willing in the run-up to renewal due in February to open up the Club and run the bar for the Champions League games / any Premiership games to see whether it is viable for the Club to continue subscribing at £2400 annual cost. This matter will be discussed and a decision made at the early Feb Board meeting.

DP reported that Geoff Bullock was keen to help CPSA more and wanted to get involved and AS asked CC if she would consider ways GB could help and be more involved as his interests were in the Commercial side of things.

A general discussion about the 2nd phone line, lighting in the car park and keys ensued.

Went through outstanding actions sheet.

Actions: CB to look into Paul Haythornthwaite’s offer of help re Car Park lighting.
DB to ask PB to terminate 2nd BT line at the Club.
CB to sort out keys to the Clubhouse situation and CC to provide another list of keyholders to him to enable CB to do this
CB to investigate with BT the setting up of the Club phone so CC/ZS can dial in to pick up messages left.

12) Date and time of next meeting

As it’s nearly Christmas, the meeting will be on Thursday 4th December at The Tabla, CSP at 8PM. If you are unable to attend, please notify ZS who is booking the table. Walkers vouchers to be provided by AS, DB & DP.

Please can everyone email their reports for this month to ZS and copy the rest of the Committee PRIOR to the evening of the meeting.