CHALFONT PARK SPORTS ASSOCIATION
MINUTES OF BOARD MEETING HELD ON 3RD SEPTEMBER 2003


Those Attending

Alison Spicer (ACS) Peter Banner (PB) Caroline Chipperfield (CDC) Drew Downing (DND)
Adrian Halliday (AH) Dave Peters (DP) Zoë Scott (ZAS) Simon Seabrook (SS)
Andy Watts (ASJW)

Also Attending

Mike Snell Rory Staunton (RS) Matt Stevenson (MS)
Sandra Taylor and Peter Broom (of Taylormade)

1. Apologies

Bob Hance (BH)

2. Taylormade Proposal

Sandra Taylor and Peter Broom joined the meeting to discuss the catering and bar proposals with the Board. Sandra initially explained that Taylormade Catering has been running for 2 years, catering weddings, parties etc and she feels it is now a natural progression to develop the business. After discussions with CDC regarding her plans for the development of external events and hire of the Club, tied with the regularity of providing teas and bar staff throughout the year the Club is definitely something she wants to be involved in.

There was a long discussion regarding the provision of teas, costs, health and safety etc. MS expressed concern that £3 per head is too much for cricket teas and is worried that Sandra isn’t aware of what a cricket tea should consist of. Sandra explained that as this is to be an annual contract the cost of tea is spread over the year and the cost of £3 per head is for the whole year and it will balance out over the year. The Board recognised that the cost incorporates the preparation of the teas, serving, clearing up etc and ensuring the facilities are up to health and safety standard and this is something we need to expect to pay for. No members will be allowed in the kitchen once contracts are signed to ensure health and safety standards are maintained.

There followed discussion regarding the bar, this is a separate entity and SS and AH stated that the £8 per hour is too expensive. CDC stated that we need to remember that this is not just for bar staff it will involve opening up, cleaning the pipes, cashing up, ordering stock etc and has much more responsibility than just serving behind the bar. No members will be allowed behind the bar whilst Taylormade staff are working.

Sandra stated that the main sticking point regarding the bar is that she thinks 2 people should run the bar. This will aid security and it is better when it comes to locking up as this is a very secluded area to be locking up late at night. The Board agreed that this needs to be looked at in more detail due to the cost / security involved.

Everyone agreed that there needs to be a degree of flexibility in relation to the arrangements that are made as the Club is still developing its external events, such as Bogarts etc and we need to maximise our resources. Sandra stated that this is something she will be able to assist with, showing people round who want to hire the club etc.

Sandra and Peter left the meeting and the Board discussed the proposed arrangements in detail. It was decided to split the 2 contracts, one for catering and one for bar. The bar should be a 3 month short term contract so it can be reviewed quickly. There should be 2 people, one for full core hours the second from 10.00 pm – midnight to be there to assist with security / locking up. The catering contract should be arranged to run until April 2004 so it can be reviewed before the cricket season starts. It will be £3 per head for teas. CDC stated catering should really start on the 13th September 2003 as this coincides well with the start of the hockey season.

Action - CDC to send holding letter to Taylormade until the final contracts can be agreed and signed.

3. Football Proposition

RS joined the meeting again to discuss the situation with the Veterans Football team becoming full affiliated members of the Club. After discussion there appeared to be further points that needed to be sorted out regarding provision of teas, payment of subs and whether last season had been a transitional year or whether this season should also be one. RS felt that it would be difficult to get his players to commit to joining the club in line with the hockey commitments but is prepared to speak to them. ASJW informed RS that potential members who are students, redundant etc pay reduced fees, RS stated that this kind of detail had not been discussed as of yet.

There was also discussion regarding future development of teams, leagues, potential funding from the FA etc. RS had to leave the meeting to attend training and it was agreed that the Board would revert back to him with our requirements of the Football Section for him to discuss further with his team. The Board agreed that as a Section football would have to comply with the constitution rules and fall into line regarding teas etc. The only point on which we can compromise would be the payment of subs for this year only, with half to be paid by 31st October 2003 and the second half at the second half of the season.

Action - PB to send Board requirements to RS.

4. Minutes of Meeting held on 30th July 2003

The minutes of the previous meeting were approved.

5. Outstanding Actions Update

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

CDC - pass list of keys to be collected to ZAS.
ACS - speak to AH re liaison of club house bookings with CDC.
ZAS - report back to AH re 200 Club.
CDC - organise Life Members dinner – all in hand, although people have asked if they can bring their partners, the Board decided not, but to perhaps review next year.
CDC - ask Simon Gooch to draw up work list.
ZAS - post out Loan Scheme Certificates.
PB - arrange sub-committee to discuss football issues with BH, RS and AM.
PB - agree Eversheds document with ACS and send off – done and documents passed to ZAS.
PB - ask Dave Banner to cut football pitch grass.
DP - invoice Budgens for Clubhouse hire on 24th July 2003.
PB - send ZAS bank mandate wording; done hard copy only available.
ZAS - contact Simon Gooch re applying for liquor licence – done, agree external advice required ZAS has spoken to a Solicitor she has obtained policy document from local Court but need to look at it further – ongoing.
DND - contact Burnham Ladies re pitch hire for 04/05 season – done they are playing at Burnham Cricket Club.
ZAS - speak to AH re planned catered events for next Season.
DND - provide CDC with current budget and last season’s actual costs.
CDC - revert back to Taylormade re their quote.
ZAS - confirm Life Member dinner date with AH.
ACS - send out Life Member invitations – done, some cannot be sent as no contact details, Tony Eaude has supplied ZAS with a few more addresses and these need to be sent.
ASJW - respond to Dr. Stredwick re Christmas trees.
ZAS - confirm new membership forms are ok with Mike Snell.
PB - report additions to checklist to Matt Stevenson.
ZAS - sign up for Phone and Ink Schemes – done, awaiting pack for Ink Scheme.
PB - contact Delta for 2 new keys – not necessary as lost keys have been found.
ASJW - ask Turret to contact ZAS with their ad for fixture card.
ACS - speak to Dave Banner re ownership of CCTV – not necessary SS confirmed that Dave bought cameras and gave them to the Club and the central unit was bought by CPSA. CDC suggested that perhaps Simon Gooch would speak to engineer about setting up correctly if someone contacts him. ZAS to check with Warren Scott whether he has the instruction manuals.
ZAS - ask Mike Snell to send membership list to Board – done MS and ZAS have agreed that he will send her list regularly for her to forward on to everyone.

6. Finance Report (PB/DP)

DP reported that we are currently £4,400 overdrawn mainly due to a VAT bill and the 2 loan scheme draws that have taken place. ZAS asked for the details of the draws to mark off on her sheet. DP will forward details to ZAS.

SS stated that he has recently seen Ted Payne who said he had not received any monies since December 2002. There is still £2,072 owed and Ted Payne stated that he would like to be paid in full by Christmas. The Board agreed to look at the accounts next month and review regarding the cash flow position.

DND stated that he has the affiliation forms from HA which needs to be paid by end of September 2003, cost roughly £1,800 for all teams. He has also got Bucks affiliation fees which are roughly £379. DND stated that the fixture card has cost £780. He is unsure of whether there is cash flow in the hockey account to cover these expenses. DP stated that he has picked up some advertisement money from Heidi Frick.

Regarding the Ground Maintenance Contract ACS reported that Dave Banner has some concerns as to whether we are getting value for money currently. He feels that we need to look at the contract before signature and perhaps renegotiate some aspects to ensure it is more flexible. The Board agreed that we need to have a meeting with Dave and this should be looked at at the next Board meeting.

PB has put together a budget for the forthcoming season. He stated this has been split into 12 months to make it easier to draw comparisons and bring back to the Board. He has not put in the money due from Uniq but will add this back in. We have received permission for advertising hoardings on part of the cricket fence so this should bring in extra income. He will also need to alter to add in the provision of 2 bar staff. This was circulated in advance and the Board made the following comments:

• Bar sales target is high and needs to be promoted to ensure we meet this target.
• Membership subs is actual x 15%.
• DND wasn’t sure whether the hockey section included the £3.00 for Taylormade teas, he will calculate to make sure and confirm figures with PB.
• PB asked whether putting CDC down for Sponsorship area was correct and CDC confirmed that was right.
• Rental includes Bogarts, CDC needs to review the Bogarts situation on her return to England.
• ASJW stated that the £480 allocated for advertising and publicity isn’t high enough.
• Security of £2,400 is for the basic contract and does include some call outs, but could increase as we are charged £100 per call out.
• Sky TV is budgeted at £2,496 and the Board agreed to continue with it and promote viewing with happy hours etc, review again at a later date.
• The Board agreed the Members loan scheme of £2,000 looks correct.

Action - DP to forward loan scheme draw info to ZAS.
- Board to review cash flow position regarding payment to Ted Payne.
- DND confirm hockey section budget with PB re inclusion of teas.
- CDC review Bogarts rental situation.

7. Hockey Director Report (DND)

DND reported that the open day is to be held this Saturday 10.00 am – 5.00 pm. ACS stated that there are no estate agents boards this year as there were some but they have been stolen.

A Playing Committee has been held where match fees, players behaviour and captains roles were all discussed. Guidelines have been agreed upon to assist Warren Scott and Emma Hewitt in their playing representative roles.

Training has started this week, Steve Jack, John Spicer and Tony Eaude are all assisting with training this season. The Men’s First team had a mini-tournament with 2 other teams on Saturday which went very well.

DND stated that players etiquette is something that needs to be underlined this season. Also, a pre-season newsletter was sent out this week which covered a lot of items, including the vacant positions within hockey and the forthcoming umpires course. SS and ACS stated they had not received this, ZAS agreed to forward on to them.

Action - ZAS to forward newsletter to ACS and SS.

8. Commercial / Operations / Social Report (CDC)

CDC stated that she has mainly been working on the Taylormade contract. She is also putting together a marketing database and looking at developing a sponsorship package for prospective sponsors.

She has been approached by a lady called Sarah who would like to hire the Clubhouse on a Thursday night to run a salsa class. The plan would be to have the lesson from 8.00 – 9.00 pm and then have the bar open with music and dancing from 9.00 – 11.00 pm. CDC will follow this up.

CDC stated that she feels we need to review the costs for Mrs. Birger. She is working increasingly long hours and needs to be spoken to to check she is happy with everything. DP confirmed that at the last Finance Working Group this was one thing that had been discussed. DP stated that he intends to speak with Mrs. Birger regarding her money and also the possibility of her purchasing the cleaning products and being reimbursed. CDC stated that this is something that she could probably pass to Taylormade to purchase rather than something else for Mrs. Birger to do.

Action - CDC to follow up with Sarah re Salsa classes.
- DP to speak with Mrs. Birger re current rates etc.

9. Social Director Position (ACS)

ACS welcomed AH to his first Board meeting and stated that AH does not intend to become a Director.

AH stated that he has organised the regular fixed social dates and although there are large gaps between these dates he intends to organise smaller events in between. He had intentionally kept October free to ensure no clashes with the Life Members dinner occurs. He is intending to try to integrate the sections more and ensure all members are invited to all social events. He will also need to get in touch with Sandra Taylor to discuss future catering requirements.

AH also stated that he has received a proposal / quote from Sally at Gorgeous Grub and it doesn’t compete with Taylormade at all. He would like someone to go back to her and explain the situation as he doesn’t feel he is the appropriate person to do this. DND agreed that he would do so.

Action - DND to speak with Sally at Gorgeous Grub.

10. Entertainment Licence (PB)

PB reported that the Entertainment Licence is framed and ready to be put up, a summary of the licence has been circulated to Board members by PB in advance. PB stated that we will need to keep a record of bar opening times, random checks will be carried out so it is imperative that these records are kept. PB has purchased a diary for this purpose to be kept behind the bar and he will write the instructions in the front of this.

11. Clubhouse Job List (CDC)

CDC has circulated the work list that Simon Gooch has drawn up ready for work day on the 5th October 2003. ACS stated that unfortunately the ladies had a cup game so she wouldn’t be able to run the day. ACS is going to speak to Chris Blamey to see if he will control / run the day.

PB stated that we should ensure the Entertainment Licence is put up and that the plaques are also put up.

12. Loan Scheme Certificates (ZAS)

ZAS explained that Murray Scott had asked that the certificate drawn in his name should be redrawn in the name of his father as it was his father who had loaned the money. The Board agreed this should be done and SS explained that BH had produced the certificates so ZAS should ask him to draw up a new one. ZAS confirmed that she had asked Murray Scott to return the original certificate.

ZAS stated that she had had Jim Keenan’s certificate returned and needed an address for him. CDC thought she had one and will check and pass to ZAS if she has it.

Actions - BH to produce new certificate for Mr. Scott and pass to ZAS for sending out.
- CDC to check for Jim Keenan’s address and pass to ZAS if appropriate.

13. Data Protection (ZAS)

Following discussions over the e-mail regarding sending out the membership list to Captains etc ZAS confirmed that she had checked data protection guidelines and the Club must follow data protection regulations and the disclaimer on the bottom of our membership form covers us for this.

14. Any Other Business

14.1 Performing Rights Society

PB stated that we need to find out the requirements the Performing Rights Society have of us and to this end he is seeing them on Friday. PB to report back at the next meeting as necessary.

14.2 Vice Presidents

DP stated that there has been some discussion regarding 2 people who Cricket feel should be upgraded to Honorary Vice Presidents. These are Martin Stevens and Eric Stevenson. The Board agreed to the upgrade and DP will let Matt Stevenson.

Action - DP to confirm upgrade of VPs to Matt Stevenson.

14.3 Peter Glen Contract – Container Hire

SS confirmed that the monthly charge is £50 excluding VAT and ACS confirmed that she will now be able to finalise the contract and get it out for signature.

Action - ACS to finalise container hire contract.

14.4 Astro Report

ASJW confirmed that he had sent round a report on the astro project prior to the meeting and there were no further developments to report.

14.5 Nursery Rental

ASJW stated that he had been approached by a local nursery who were interested in hiring the Club Monday – Friday 9.00 am – 5.00 pm. This would be starting from January 2004 if agreed, but ASJW is waiting for their proposal and will revert further with more information when available.

14.6 Summer Hockey

ASJW stated that there are a number of students who are currently at University and therefore not Club members but are coming back and playing hockey during holidays. The Board agreed that it would be a good idea to encourage these people to pay a social membership rather than full membership.

14.7 Monday Night Football

ASJW reported that Charlie Wooller had offered previously to open the Clubhouse on a Monday night when Sky was obtained for Monday Night Football and he has not heard anything. The Board agreed to a one month trial starting from 1st October 2003. CDC to give Charlie Wooller a key.

Action - ASJW to report back to Charlie Wooller re Monday night opening.
- CDC to provide Charlie Wooller with a key.

14.8 Radio Publicity

DND reported that Mix 96 and Swan FM will give out our results on a Saturday and he wanted to know if it was possible to e-mail from the PC behind the bar. It was confirmed that this is possible it just needs to be set up correctly. Swan FM will also publicize us on their website with photographs etc.

Action - DND to pass contact information to CDC.
- DND to speak to Neil Turner about PC set up / e-mail.

14.9 Mike Snell

Mike Snell joined the meeting briefly to report that all the current membership forms had been printed and they need to be distributed. DP has the forms for the ladies. DND stated he should have the mens and he will give them to Captains to distribute. Mike has put in copies of a letter drafted by ACS with the membership forms. He will ensure new members forms are behind the bar ready for the weekend. The only outstanding area that needs to be looked at is the people who have had their fees waived due to their coaching etc.

Action - DND to distribute membership forms to Captains.

14.10 Change to Constitution

PB confirmed that following the grant of the Entertainment Licence the constitution should be amended:

The Board hereby agrees a change in the Clubhouse Rules paragraph GUESTS, deleting the words:
No guest may be signed in more than 4 times in any one year (recall that Social Membership is available at a nominal subscription).

and substituting the words:
Adult Members of the Club may sign in up to 4 guests at any one time, shall remain on the premises while their guests are present and shall be responsible for their conduct.

The paragraph GUESTS thus becomes:
To comply with licensing regulations, each guest must be signed-in by a Member using the Guest Book kept behind the Clubhouse bar unless he/she has been pre-notified to the Club. Adult Members of the Club may sign in up to 4 guests at any one time, shall remain on the premises while their guests are present and shall be responsible for their conduct.

PB holds the original and ZAS needs to check the copy that she holds.

Action - ZAS to check her copy of Club Constitution.

15. Date and Time of Next Meeting

The next meeting will be held on 9th October 2003 at 8.00 pm.

PB gave his apologies in advance.

ZAS asked that all agenda points are with her by 6th October 2003 in order for her to e-mail out an agenda in advance of the next meeting.