CHALFONT PARK SPORTS ASSOCIATION MINUTES OF BOARD MEETING HELD ON 9TH OCTOBER 2003

Those Attending

Alison Spicer (ACS) Chris Blamey (CB) Caroline Chipperfield (CDC) Drew Downing (DND)
Dave Peters (DP) Zoë Scott (ZAS) Simon Seabrook (SS) Andy Watts (ASJW)
Dan Webb (DW)

Introduction

ACS welcomed Dan Webb as Cricket’s Representative and Chris Blamey as Operations Director to the Board. The Operations Director role will be more facilities management based rather than incorporating the social side of the role as it was previously undertaken by CDC. The social side will be picked up by the Social Director, although this role is currently vacant due to the resignation of Adrian Halliday this week.

1. Apologies

Peter Banner (PB) Bob Hance (BH)

2. Minutes of Meeting held on 3rd September 2003

The minutes of the previous meeting were approved.

3. Outstanding Actions Update

The following actions were completed, all outstanding actions remain on action sheet:

ZAS - collect in keys, although not done passed over to CB in new Operations position.
ASJW - revert back to contact re Bar Steward position and explain current position.
ACS - arrange signature of Ground Maintenance Contract, not done see AOB 9.9.
CDC - send holding letter to Taylormade until final contracts signed.
PB - send Board requirements of Football Section to Rory Staunton.
DP - forward details of loan scheme draw to ZAS.
DND - confirm Hockey Section budget with PB re inclusion of teas.
CDC - review Bogarts rental situation – not applicable as no longer continuing.
ZAS - forward newsletter to ACS and SS.
CDC - follow up with Sarah re salsa classes; see Commercial report for update.
CDC - check for Jim Keenan’s address and forward to ZAS for loan scheme certificate.
DP - confirm upgrade of VPs to Matt Stevenson.
ACS - finalise container hire contract.
ASJW - report back to Charlie Wooller re opening bar on Monday nights.
DND - speak to Neil Turner re PC set up / e-mail.
DND - distribute membership forms to Mens Captains.

4. Finance Report (DP)

DP reported that we are currently £3,500 overdrawn, which is an improvement on last month. The period from now to Christmas is usually very good with the hockey annual subs coming in and fundraising from social events.

PB had circulated the amended budget prior to the meeting and SS stated that he is very concerned that the inclusion of the Uniq car park hire contract means we will only just break even. The cash surplus of £1,993 should be plus £9,750, when the contract was negotiated it was meant to be bringing in extra revenue not to ensure the Club breaks even. It was agreed that the Board needs to make contact with Uniq before the first invoice is due, just to explain rental situation again and ensure our invoice will not come as a surprise to them. The contract was signed 2 years ago, for 10 years with a 5 year break available to both sides. The first 2 years were paid initially and the next 3 years are due commencing in February 2004. ACS will write to our contact at Uniq to touch base.

SS stated that we need to find ways to bring in extra income, the Board has done its best to bring costs down and we now need to seriously look into sponsorship from outside Companies.

On this point DND reported that at the Hockey Committee meeting last night costs had been discussed, partly in light of the report from Cricket as to what needs to be spent before next season. The Hockey Section want everything that hockey costs are involved in should be reviewed annually to ensure that money is being spent well and we are getting good value for that spend for example teas, Sky contract etc. The Board agreed that specifically with Sky its use should be reviewed before the contract is due for renewal in February 2004 as this is a large expenditure and if it isn’t bringing money into the Club it will have to be cancelled.

CDC stated that she is still spending roughly 6 hours a week on external events, showing people round, diary bookings etc and she really hasn’t had time to start approaching companies. ASJW stated that Cricket must have the money on their list to ensure survival of the Section and he feels it is up to him and CDC to be going out and bringing revenue / sponsorship in. To that end we desperately need a Social Director to free CDC up to concentrate on the commercial side. A couple of names were suggested to approach to be Social Director, ZAS will approach one person on Saturday at the Club.

ACS confirmed that until we have a new Social Director on board and CDC has been freed up to concentrate on fundraising there isn’t any point in discussing wishlists and money going to any Section as there is no money to give out.

MS stated that the Cricket Section are looking into printing a fixture booklet next season, printing it themselves and getting advertisements to pay for its printing and to bring in extra revenue. SS stated he thought this was an excellent idea, but something that was imperative for the Cricket Section to realise that if they cannot put up match fees they need to be looking at fundraising this way. ACS suggested that this is something that ASJW and CDC can assist with in the project management side and perhaps setting up a sub-Committee to look at these options may be the best way in getting others involved in fundraising initially.

Action - ACS to contact Uniq re next instalment of car park hire charge.
- ZAS to speak to possible Social Director.

5. Hockey Director Report (DND)

DND reported that there was a Hockey Committee meeting last night (8th October 2003) and there has been generally good feedback on the new teas and bar arrangements which is good to hear. Regarding the playing situation unfortunately the men haven’t been able to get all 6 sides out yet this season due to lack of players, some due to injuries and some to older players who have left. The new training arrangements also seem to be working well.

It was noted by the Hockey Committee that there is no Bucks side higher than our women and that is a position we must maintain. In relation to the men they are overshadowed by Gerrards Cross who are in a higher league and attracting new players because they have paid coaches. This is the one thing that the Hockey Section really need. Steve Jack is doing a great job with the Mens Is and IIs but we need more than one coach if the IIIs onwards are to benefit. Obviously this is going to depend on the results this season and DND stated that this is going to be a really tough year for the Section.

Regarding the Newlands Park facility DND reported that we still don’t know what will happen to it. There are a lot of rumours but no one at Newlands can tell us what is happening and we need to fnd out as soon as possible as without Newlands the Hockey Section will definitely fold. However, for this season specifically DND has been in touch with them and they are repairing the goals and looking at access and the netting etc.

6. Cricket Report (MS)

MS stated that there is not much to report as the Cricket Season is just finishing. There was a Cricket Committee meeting last night where the fundraising issue was addressed and the fixture book idea was brought up. The grounds projects were also discussed, but nothing can be firmed up until the money is available to do the works. The covers were also discussed and that is an ongoing project.

7. Commercial Report (CDC)

CDC stated that she has been in touch with the nursery people who have been and inspected the building and our facilities with an OFSTED Inspector. There has been very good feedback from this, OFSTED thought the facilities on offer were very good and of a high standard. It has a potential start date of Easter 2004, it would be for 2 – 5 year olds and could have up to 40 children. They would make any necessary alterations, such as putting cupboards under the stairs etc. The use of the kitchen has already been discussed with Sandra Taylor and this is something that can definitely be accommodated. CDC is just waiting now to hear back from them re firming up rental details etc.

ASJW stated that he would like the revenue money that the nursery would bring in to be offset by the bank for a loan against the new astro pitch funds. Obviously this is something that will need to be looked into in more detail when arrangements have been made.

CDC reported that the Salsa classes discussed at last months meeting are definitely going ahead. They are starting on Thursday 27th November 2003, from 8.30 – 10.30 pm. They are paying £60 to hire the club each night and Taylormade will be opening the bar. The arrangements will be subject to monthly review.

CDC has been in contact with the owners of Santhi, who placed an ad in the Hockey Fixture card this year via Dan Lovelace, regarding potential sponsorship and this is something she will follow up.

CDC asked if Sue Shrimpton had paid her outstanding bill from the social function in August 2003, DP stated he had sent an invoice but it had not been paid yet. DP will chase up.

There are currently bookings for external events on 3 18th birthday parties, a 21st birthday, a christening and a wedding. CDC has already put the wedding party in touch with Taylormade and they have got on well, Taylormade will also cover the bar. There are 2 Saturday night bookings, on the 18th October and 1st November 2003. For the party on the 18th October 2003 CDC needs someone from the Board at the Club, SS thought he may be able to cover and will check and revert back to CDC. Budgens have hired the Club house again on the 8th October 2003 and have booked for 25th November 2003. CDC wanted confirmation that their outstanding account has been paid before confirming the booking for the 25th November 2003, they have also booked Taylormade to cater for them on this date. DP will chase up and also invoice for the hire on 8th October 2003. There is also likely to be a booking from the Village Voice in the Bucks Ad for their Christmas party, but the date etc are yet to be confirmed.

CDC stated that there is still raffle money etc outstanding from the mixed tournament Saturday night and possibly team entry money still to come in. ZAS thought Warren Scott had some entry money at home, which DND agreed to chase him for and DP thought Catherine Watson had taken the raffle money to count and sort out, he will chase up with Catherine.

Action - DP to chase payment from Sue Shrimpton.
- SS see if he can cover party on 18th October 2003 for CDC.
- DP chase payment of outstanding bill from Budgens and invoice for hire on 08.10.03.
- DND chase Warren Scott re outstanding entry fee money from Mixed Tournament.
- DP chase Catherine Watson re raffle money from Mixed Tournament.

8. Social Report

As Adrian Halliday has resigned from Social Director position we really need to find a replacement, as discussed earlier in the evening.

There is a social evening booked of Curry and Fireworks on 8th November 2003, which ACS and ZAS volunteered to arrange. CDC stated that Simon Gooch and Giles Payne would probably be happy to organise the fireworks again this year. Dan Webb stated he may have a contact for getting a good deal on any fireworks and Simon and Giles should speak to him. It was agreed to keep the same format as last year, with fireworks to start at 6.30 pm. Costs to remain at same price as last year, £10 for adults and £5 for children. Taylormade to be approached to discuss catering arrangements. CDC stated that we need to ensure all used fireworks are cleared up from the cricket pitch and golf club on the Sunday.

Action - ACS and ZAS to organise Curry and Fireworks night.

9. Any Other Business

9.1 CDC asked that if CB’s role isn’t going to incorporate the social side of operations, what is going to happen in relation to the social events bookings. After some discussion ZAS agreed that if CDC will carry on with it for the short term she will take over from CDC when she has moved to Chalfont St. Peter as she will be able to show people round in the evenings etc as she will be much closer than currently.

9.2 MS asked for clarification as to how the Cricket Section should proceed regarding their expenditure requirements. ACS stated that after looking at the latest figures there just isn’t any money available. DND asked what the latest times would be to get the roller and look at the thatch problem. MS said for the roller it is March 2004 and he isn’t sure about the thatch treatment. SS is concerned that £300 isn’t going to be enough work / money to sort the problem properly, MS stated that Dave Banner had already spent the money so it was a question of reimbursing him when the money was available. DW stated that the feelings of the Cricket Committee is to try the cheaper fix regarding the thatch rather than go out straight away and spend thousands. Apparently the Cricket Committee has been told that there are railway sleepers under the strip and under no circumstances should it be dug up, but they need to get this confirmed.

ACS asked about the £6,000 in the hockey budget, DP and DND are going to look at whether this can be offset somewhere to get some cash available.

On this point ASJW stated that the money raised for the astro fund needs to be publicised to members regularly and perhaps this should be via the newsletter. DND to get short information to Neil Turner regarding money raised so far on a regular basis for publication in the newsletter.

ACS summed up expenditure and money by stating that the Ted Payne debt must take priority for any available cash, but a full review would be made in January 2004 and if anything was available Cricket would be informed.

9.3 DW asked for clarification over the teas situation and how it works for Hockey and this was explained by DND. DW asked if it would be possible for the Sunday IIs to bring their own teas and ACS confirmed that they couldn’t. The decision to use Taylormade has been made and it is to benefit the whole of the membership and there cannot be exceptions to the set-up. DW reported that the Cricket Committee are worried that in spending the money on teas their match fees will have to go up to cover the cost and they may lose players, this would mean profits are even less. ACS stated that the pros and cons regarding teas / how the Club would be run this year were weighed up by the Board and the decision made to employ Taylormade was on the basis that it was the best way forward for the membership as a whole. The Cricket Section may feel they have lost out because they have to pay slightly more for teas than in previous seasons but it is hoped that both they and the hockey section will benefit in the long-run because CPSA will receive increased revenue from more external bookings of the Club / larger bar take now that we can also provide good quality catering to go alongside the facility itself. Also the fact is that teas have in effect been subsidised by "volunteer" help since the opening of the Club. As of this summer, this total reliance on a fast-diminishing amount of members was no longer sustainable meaning it was inevitable we would have to pay more if what these volunteers were doing at the Club was entirely outsourced. Finally, Cricket do benefit significantly in other ways from central CPSA budget decisions with regard to other aspects of the costs of running their section and so need to take this into account when considering teas and the bigger CPSA picture. This is where fundraising etc must come in and why the cricket fixture card idea is welcomed. DW was happy with the explanation and will take it back to the next Cricket Section.

9.4 DND stated that Peter Colwill is the only person on the Hockey Committee who has a key and Committee members need keys. CDC thought ZAS may have spare keys, but ZAS stated she has not yet managed to sort out collection of the keys other than the 2 already collected. CDC stated that this list will now pass to CB for collection and she will pass it to him. CDC will also get a key to DND and that should sort out the Committee problem.

Action - CDC to pass list of keys for collection to CB.
- CB to collect in keys.
- CDC to give key to DND.

9.5 DND reported that the Hockey Committee would like an Honours Board for CPSA people who hold positions every year. The question of who would be on the Board was raised and DND agreed this needed to be discussed. Ongoing Action to sort out.

9.6 DND stated that one point raised at the Hockey meeting is the fact that the members loan draws are not being publicised very well. SS stated that he thought the draw reports were printed in the newsletters when they were held and didn’t feel there was much more that could be done.

9.7 DND stated that the Hockey Committee wishlist would be a paid coach, to ensure promotions and try to get the Mens Is as leading team in the area. Obviously for ongoing discussion when finances available and we can see how the teams are progressing this season.

9.8 SS suggested that we should hold an AGM as there are obviously problems that need to be aired and it should mean there is a good turnout from all Sections so they can hear what the Board has to say and they can put their thoughts to the Board directly. The year end is over so it would depend on how quickly PB can organise the accounts.

Action - ACS will speak to PB regarding preparation of the accounts prior to an AGM being called.

9.9 ACS stated that the Grounds Contract has not yet been signed as it was going to be reviewed due to potential costs of roller, thatch treatment etc. ACS felt that the negotiations of the contract should be driven by Cricket as they know what they are looking for and perhaps this is something that can be tendered out to other Company’s to try and make it more cost effective.

On this point ASJW stated that he had been talking with Dave Banner about the new contract and Dave wanted the Board to know that he may well be discontinuing the Groundsman business. He has yet to make a decision on the future of the Company and understands the Board needs to know so that if he does decide to close the company a new firm can be organised and he will let the Board know of any decision as soon as possible.

Action - DW to look at grounds contract against cricket requirements and budget.

9.10 ACS reported that she would be having a meeting with DW and PB regarding the organisation etc of the Sunday football team and would report back on their discussions.

10. Date and Time of Next Meeting

The next meeting will be held on 5th November 2003 at 8.00 pm.

ZAS asked that all agenda points are with her by 3rd November 2003 in order for her to e-mail out an agenda in advance of the next meeting.