| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club | Chalfont Park Softball |
|
|
|
||||
|
|||||
|
CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 2ND
NOVEMBER 2005 Those Attending: Zoë Scott (ZAS) (Chairing meeting in ACS’s absence) Peter Banner (PB) Chris Blamey (CJB), Andy Parsons (AP) Fay Rider (FER) Warren Scott (WPS) Neil Turner (NT) ZAS welcomed FER to the Board as the Social Representative. FER will attend a few meetings before deciding whether or not to become a Director. 1. Apologies Alison Spicer (ACS) Dave Banner (DB) Caroline Chipperfield (CDC) Andrew Watts (ASJW) 2. Minutes of Meeting held on 7th September 2005 The minutes of the previous meeting were approved. 3. Finance (PB) PB stated that taking into account receipts not cleared the current balance is £1,144, with Mike Snell having taken over £3,000 in annual membership last Saturday. The new licensing law comes into play on the 24th November 2005 and our license has been converted and will be fine. PB is looking into getting competitive insurance quotes ready for renewal next year. NT asked how the collection of annual membership was going, PB is not involved in this, but WPS is keeping a strict tab on paid up members for selection criteria. He stated that the majority of members have now paid, many more than in previous years and those outstanding are being chased. 4. Hockey (WPS) WPS reported that the accounts will be very tight this year, hopefully the Section will break even, but that will depend on the number of games played, teas ordering etc. The worst case scenario is a loss of upto £1,500. Match fee collection is much better. To date £7,000 has been collected with only £80 outstanding, against a collection of £2,000 last year. No one owes more than one week. This is due to the implementation of a better reporting / charging system. There have been few cancelled matches and good availability, except for half term, so far this season. WPS stated that the Hockey Section is looking at going into a schools based coaching partnership with South Bucks and Gerrards Cross Hockey Clubs. The initiative is for 2 part time sports coaches to go into the 3 main secondary schools for 7 hours per week which feed these 3 Clubs. Half the costs will be covered by the Council and the other half will be divided between the Clubs. The cost to ACHC will be roughly £1,700 over 3 years. WPS would like to fund this solely through the Hockey Section, but would ask for a contribution from CPSA if required. The breakdown is roughly £250 in the first year, £800 in the second and £700 in the third. The Section will receive roughly 50 hours of coaching each year, but there are also the long term benefits of getting our coaches into local schools, covering all age groups. As it is divided by school, when the coaches go into “our” school they promote ACHC, that way there can be no dispute over which Club gets the best players. It will bring juniors to the Club and also promote ACHC when it comes to business links for the astro project. Wycombe are involved in a similar project which is so successful they now have 2 full time coaches in their area. PB stated that it will not cause any cash flow for CPSA to fund and the Board agreed it is a good idea. WPS stated that the only small problem is that someone is needed to employ the coaches as the Council cannot do this. PB asked if it could be done on a contractual basis, if it can he is happy to assist in setting up the contracts. WPS will check and revert to PB if necessary. WPS stated that the Committee are looking at fixing a date for President’s Day, although they are thinking of changing the format this year so he is waiting for feedback from ACS after her planned chat with the President. 5. Cricket (AP) AP stated that as we are out of season there is not much to report other than the Nets Project. The end of season dinner is booked for the 25th November 2005 and will be a sit-down meal in the Clubhouse. AP is in discussions with MG Catering over the menu. The cost will be £20 per head, costs being £18 and therefore £2 fundraising from each person. NETS PROJECT AP provided a handout with pictures of the proposed new net area and an estimate of costs (attached). There was general discussion regarding the design, its uses for all Sections and how it will be built. AP stated that Ian Ringham is giving advice on both building and drainage, he has also kindly offered the use of his digger for free as long as Cricket pay the cost of the diesel used. WPS pointed out that the moveable middle net must go both ways for left and right handed batsmen. AP confirmed that nothing other than this design was costed out as this was the cheapest design. Dave Nolder is Project Manager and has on his team Tony Hewston, Dan Webb, Andy Parsons, Matt Stevenson, Chris Yoxall Snr, Chris Yoxall Jnr and Rolo. The costs are a worst case scenario (all are excluding Vat and delivery) as they are list prices and no negotiation has been done on anything yet. There have been a few offers of donations and sponsorship but nothing firm yet. Rolo has a contact who is looking at sponsorship but he needs to know what he can get for any sponsorship. It was agreed that AP should speak to CDC on this point. AP stated that the reason the project went ahead without any agreement by CPSA regarding funding is that the money already raised would be enough to put in one strip and use mobile nets if need be and it was felt that this is the most urgent thing that Cricket need to do to improve next season and in the future. At the moment anyone with any potential is walking away from the Section as the practice facility was so bad. AP said that the Section will be looking to CPSA for some funding as they will be unable to raise the full amount, however he cannot even give a rough estimate yet as to what that will be. PB said that details of what is required and when must be provided as soon as possible so the Board can make a decision on what money can be made available. Regarding community funding the Section does not have enough community links to obtain any funding. Dave Nolder and Chris Yoxall are looking into this aspect further to find out what needs to be done to be eligible for funding. PB stated that we recently joined the CASC Scheme which may help, he will e-mail details to AP so he can look into further. NT also stated that he has been in touch with the Softball League to find out if any kind of funding is available. NT feels that this may be the ideal project for funding as it helps more than one sport. NT will discuss with the league and revert back to AP as appropriate. The Board agreed that there is no problem with building on CPSA land and favourably viewed the draft proposals as put forward by AP. They were unable to vote / approve costs until final costings have been put to them. Action - PB to provide CASC details to AP - AP to liaise with CDC re sponsorship possibilities - NT to discuss possible funding with Softball league and revert to AP 6. Softball (NT) NT reported that the Phoenix were promoted to Division 1 and also came 6th in the Nationals, which is excellent. The Flames had a very good first season, finishing second in their league. It is likely that they will stay in league 3, but it may change depending on which teams move in and out. This means that at the moment next season the Phoenix will play on Tuesday nights and the Flames on Thursday night. If the Flames are promoted this will change to a Wednesday, but NT will not know for definite until after Christmas. NT is still writing the constitution for the Section, is in the process of setting up a bank account and finalising this season’s finances. NT has also heard that Sam Machin would be interested in having some kind of President’s Day next Season, which he will follow up on. Action - AP to feedback next season’s softball playing days to Shabs, Keith Neave and Phil Noot 7. Events CDC provided the following report: EVENTS October was a very quiet month. Fortunately November and December are filling up. For your information, 18th Birthday parties all now sign to say there will be a strong parental presence at the event and that failure to do so will result in the event being stopped. DATE EVENT CHARGE 07-Sep-05 Tomlinson 200 11-Sep-05 Glen (naming) 60 20-Sep-05 Nationwide 50 23-Sep-05 Ford (40th) 150 25-Sep-05 Ahmed* 150 02-Nov-05 Nationwide 50 05-Nov-05 Fireworks Night SOCIAL 09-Nov-05 Williams Fund Xmas Fayre None – community event 10-Nov-05 Nationwide 50 11-Nov-05 Elliott 150 13-Nov-05 Vets Cup Game Hockey 18-Nov-05 Carter (18th) 150 25-Nov-05 Cricket End of season do Cricket 26-Nov-05 Ladies Night SOCIAL 27-Nov-05 Ladies Cup Game Hockey 30-Nov-05 Nationwide 50 02-Dec-05 Radburn (18th) 150+50 03-Dec-05 Cricket Colts Awards Night Cricket 09-Dec-05 Holland (18th) 150 10-Dec-05 Ladies 4s/5s Xmas meal SOCIAL 16-Dec-05 CPSA Xmas Party SOCIAL 17-Dec-05 Young (PTA Christmas meal) 200 06-Jan-06 Eade (50th) 150+50? 11-Jan-06 Nationwide 50 24-Jan-06 Bucks County Council (TBC) 150 07-Feb-06 Bucks County Council (TBC) 150 02-Sep-06 Blamey (life member) Staff costs only *Saqib’s hire of 23rd September still has a hire charge of £150 outstanding. WILLIAMS FUND CHRISTMAS FAYRE The Williams Fund are using our clubhouse for their Christmas fayre on Wednesday 9th November - I will have some CPSA publicity on a table for attendees to take & will use the day as a chance to promote CPSA and it's facilities to the community. DATABASE I am currently using a double entry Access database/outlook calendar webpage to record events. I have passed a specification to Neil and am waiting for him to quote on the costs involved. CATERERS MG Caterers took over the running of the kitchen on 10th September and the bar on 17th September. They have been operating on a verbal agreement with the proviso that a more permanent contract is signed shortly. I am meeting Mark on Monday 7th November to sign the contract, which Zoë has adapted from the previous contract (Thanks!). Food The feedback from members has been extremely positive regarding the food the caterers produce. The hockey section, Helen Kitto (& Warren Scott) contact Mark on a Wednesday lunchtime with their requirements for Saturday teas. Mark records the number of teas served for Helen to analyse and for hockey records. I am copied in on the numbers and sign off the invoices when they come in at the end of the month. Bar The bar side of things has not been going so well. There have been problems with Mark’s staff not charging the correct prices, being unfriendly and closing the bar before people have left. I have had regular discussions with Mark on how to improve the service he is offering. I have agreed with Mark to stay open until 8.30pm unless there is a booked social event. LICENCE Would it be possible to apply for a permanent extension to 12 midnight on Fridays and Saturdays. We are having many requests for an extension and we can easily charge an extra £50 for hire. ZAS stated that FER has suggested that she run the bar, if the new Caterers do not wish to do so. There would need to be discussion regarding anyone FER brings in to work for her regarding paying tax and national insurance, PB stated he could assist on this point. The Board agreed that this is a definite possibility but will obviously depend on the outcome of CDC’s contract discussions. It is nice to know we have a fall back regarding the bar if the current problems persist. Action - AP to chase up outstanding rental monies from Saqib 8. Social (FER) FER stated that she is just getting started on the social events, having started a new job this week which will give her more time to plan events. FER reported that plans for this Saturday’s Fireworks Night are well underway, with Simon Gooch sorting out the fireworks (he will set them off with the assistance of NT again this year), food has been ordered for 63 people. FER is trying to focus on ways to keep members at the Club longer on a Saturday evening (although the current situation with the bar doesn’t help). To that end she is organising a small social, Games Night, for the 12th November 2005 where she will take her Playstation to the Club and link it to the OHP and people can play. It won’t be ticketed or food etc, just a way to try and get a few more people staying down. 9. Astro / Marketing No report. 10. Operations (CJB) CJB reported that he is working through his list of jobs and is getting regular e-mails from Mrs. Birger. The broken glass in the door has been replaced. CJB is having difficulty in getting the problems with the showers sorted out as he does not know the make of the showers to obtain spare parts, due to no final spec of the building being provided. ZAS offered to write to Peter Glen to obtain the name of the contractor used to install the showers to see if they can be contacted. It was suggested in the first instance that the walls need to be scrubbed down and repainted and that should help, if not we may need to look into installing a humidity fan. Action - CJB to obtain quotes for repainting showers - ZAS to write to Peter Glen for contractors details 11. Grounds No report. 12. Any Other Business 12.1 Results Website (WPS) WPS stated that all league results go onto a website called www.fixtureslive.com. We are therefore entitled to place a free advert on the website for each team that has results go onto it. WPS felt that this may be an advertising opportunity that we can charge out or be an added extra for companies who take out advertising boards etc. AP will look into this to see if cricket will be eligible also. 12.2 Annual Membership (WPS) WPS stated that he has some issues regarding payment of annual membership, but he will take these up direct with ACS. 12.3 Licensing (FER) FER asked if we need to have a PLU under the new licensing terms. PB confirmed that as we have a Club license we did not need one. There was some discussion regarding the new licensing rules and the situation regarding extensions. It was agreed that a working group needs to be set up to look into the possibility of asking for a permanent extension as per CDC’s report but to wait until after Christmas. Action - ZAS, FER, PB and CDC to set up working group re extension to hours application (on hold until New Year) 12.4 Newsletter Advertising (NT) NT reported that he had been approached by Catherine Watson for an advert in the newsletter this week as she is having a stall selling outdoor gear at fireworks night. The stall has apparently been ok’d by ACS but as nothing definitive received regarding the newsletter NT did not place an advert. NT asked for Board direction on this point in case it arises again. After discussion it was agreed that whoever hires a pitch will do so at a nominal charge which would include one advert in the newsletter. The Board agreed that the newsletter is an advertising / revenue generator like the advertising boards or the fixture cards so any adverts should be charged. As it is too late for this in respect of Catherine Watson she should be asked to pay a donation towards the Club. Action - ACS / ZAS to speak to Catherine Watson re a donation for pitch hire - ZAS to start e-mail discussion re pitch hire / advert rates for agreement 12.5 Loan Scheme Draw (NT) NT suggested that as we must have 2 further loan scheme draws before the end of the year fireworks night will be an ideal time for the next one. The Board agreed and NT is to contact Peter Colwill to ensure he brings the balls etc with him for the draw to take place. Action - NT to contact Peter Colwill re Loan Scheme Draw 12.6 Action Sheet (ZAS) ZAS asked if everyone had looked at the action sheet on line and if they were happy with completing. If everyone does not put in regular updates and sign off their actions it will be a total waste of time and not worth the others completing as we will still have to go through the actions each meeting. Everyone agreed that it looked good and looked easy to use and they will update. ZAS again said that if people have difficulty completing it on line she is happy for them to let her know and she will update on their behalf. 13. Actions Update The following actions have been completed, all outstanding actions remain on Action Sheet Ref Date Title Description 5 26/08/05 Outstanding Football Money (PB / ALL) Contact Dan Webb to chase up the outstanding football money. Last comment: 26/08/05 12:06 (PB) DW attended emergency bar / catering meeting at ZAS's home on the 07.07.05 and all outstanding monies were received. Action complete. Click here to see all comments 6 26/08/05 Extractor Fan (CJB) Obtain quotes for new kitchen extractor fan. Last comment: 26/08/05 12:08 (CJB) No longer required due to not knowing new caterers requirements. 19 02/03/05 Shabs' Contract (ACS) Circulate Shabs' 2004 contract for amendment and approval at next Board meeting. Contract now written, awaiting signature. Original to be passed to ZAS to hold once signed. Last comment: 18/10/05 13:44 (ACS) ACS finished and signed contract and PB arranged for Shabs to sign. 22 14/06/05 Database Upgrade (ASJW) Provide receipt for cost of database upgrade to be reimbursed. 26 14/06/05 Ron Johnson Cricket Trophy (ACS) Speak to Matt Stevenson to try to locate the Ron Johnson Cricket Trophy. MS contacted, ACS awaiting response. Last comment: 18/10/05 13:42 (ACS) MS has no knowledge of such a trophy, seem to have reached a dead-end with this matter now. 43 08/09/05 New Years Eve Party (ZAS) Contact Abdul Chowdhrey for meeting / proposal. Last comment: 18/10/05 13:25 (ZAS) ZAS spoken to FR who had wanted to try to organise a Club night for New Years Eve. Having asked around FR states that a lot of people are away and so it looks to be a no-goer. ZAS contacted Mr. Choudhray, he now has commitments taking him out of the country from mid-December to mid-January so unlikely to be able to do anything now. He will have his tickets confirmed in November, so if anything changes he will contact ZAS. He is also interested in maybe having some kind of Asian Summer Day. It was agreed to keep in touch and meet in the new year to discuss. 14. Date and Time of Next Meeting The next working group meeting is set down for the 7th December 2005, as no date could be found for the Annual Membership Review working group to put forward their plans ZAS stated this meeting will be used for that. It should be in everyone’s diary already and so all Board members should be able to attend. The meeting will be held at ZAS’s home to commence at 8.00 pm. The next Board meeting is scheduled for the first week of January 2006 but this will need to be moved due to apologies already received. ZAS will e-mail new date asap. |
|
| Designed and maintained by Chalfont Web Design |