Minutes of a Board Meeting held on Thursday 11th April 2002

Present; Simon Seabrook (SS) Chairman
David Peters (DP)
Bob Hance (BH)
David Banner (DB)
Giles Payne (GP)
Peter Banner (PB)
Ken Mander (KM) (by invitation)


Previous meeting
The minutes of the previous meeting were approved. Matters arising not covered by the Agenda of this meeting were:

- GP reported that two hockey subs had been received and that he awaited a report on 7 or 8 colts' subs; he would chase these and outstanding match fees by email,
though he believed the latter were more or less up-to-date
- SS would confirm to UNIQ that the car park was ready for use with car stickers
- DP reported that Barclays had reimbursed CPSA with £200 of the survey fee; PB would seek to establish why the full amount had not been reimbursed
- PB would confirm that Paul Robinson (Barclays) and Norman Burrell (Youngs) would be attending the Hockey Dinner with wives
- a special licence was being applied for (one of 12) which would enable CPSA to run the bars (6.30 to 9.30pm) at the Jubilee event on June 3rd - this would help barrelage; playing section chairmen were asked to obtain volunteers to man the bars; DB would be the focal point for coordination
- KM had contacted Sytners regarding sponsorship and expected feedback shortly


Life Membership and Loan Scheme review
The recent saturation approach to members had produced disappointing results, with many non-replies, some noes and a few "possibly/send more information". BH believed that we were unlikely to raise much more. PB undertook to prepare a pro-forma for attendees at the Hockey Dinner to commit to one or other schemes. PB would also calculate a repayment plan for one member's loan.

The current position on support from members was a follows:

actual pledged total

Non-repayable monies 25,230 2,000 27,230
Repayable monies 50,050 150 50,150
Total 75,280 2,150 75,380

SS would draft the rules governing the repayment of loans via regular draws. The frequency of the draws and the sums involved would need to reflect undertakings made at the time the scheme was publicised and the club's ability to fund. The first draw was likely to take place in July. DP would talk to Peter Colwill about administration of the draws and BH would provide PC with the information to initiate this.

PB would explore with Barclays the possible timing and size of a bank overdraft.


Current financial report
DP reported that trading over the past 5 or 6 weeks had been disappointing. However, there had been an adults' party the previous Friday (£1300) and the Hockey Dinner (expected £1500) and Golf Day (expected £1000 to £1500) were imminent.

Monthly theme evenings were planned throughout the summer and the feasibility of barbeques after cricket matches explored.

DP would prepare a new bank mandate to include PB (as Finance Director).

There was nothing more to report from Hockey or Cricket sections but SS asked GP to ensure that the Hockey Section financial feedback was improved in timeliness and completeness.

It was agreed that the Business Plan should be reviewed (KM+BH+DP+PB) in the light of experience since September 2001. BH pointed out that nothing had yet been implemented against the extra business included in the original draft of the Plan; the implied shortfall might mean that a larger overdraft than £20,000 should be sought. The format of the Plan should enable meaningful comparisons of actual against Plan to be tabled and discussed at Board Meetings; in turn, this would require a view on financial reporting (what is important for the Board to monitor) and the timely provision of the financial information from the Sections. KM, DP and PB (meeting on May 6th) would agree financial control and reporting requirements and feed these into the Plan format.

Review of remaining loans
It was agreed that repayment by September of DB's loan, covered by the principles of the PGC/CPSA/DB Agreement (not signed because of the uncertainties over availability of funds), had the highest priority; DP/PB would ensure that DB was repaid as fast as surplus cash from trading became available.

Clubhouse
Tony Eves had confirmed in writing that CPSA had made full and final settlement of his fees.

Peter Glen was finishing the remaining items on the snagging list; this would enable the building to be signed off with the planning inspector. CPSA would enter into a maintenance agreement with PGC and this would cover also the PGC container.

DP would submit a final cost of the clubhouse project for the next meeting.

RAE Leisure
BH had sent the letter to Mr Petherick, an email of which had been circulated to the Board earlier in the day. Mr Petherick had been in touch with Geoff Bullock by phone; GB had informed the Board of the content of the conversation.

Constitution & Rules
SS had amended the draft and GP and KM had commented on the amended draft. PB would now incorporate the amendments and circulate a revised version to the Board for (final) review.

Sports ground proposal
DB's proposal for the ground maintenance to be contracted to himself and Gary Hales for £10,000, with DB's half (after expenses) being reinvested in materials and equipment to the benefit of the club, was accepted. MS/SS would draw up an appropriate contract. The Board acknowledged DB's work on the ground in 2001.

As a safeguard against CPSA not being able to meet its contractual obligations, a one month break clause would be incorporated into the agreement.

Board composition
DB had indicated his wish to stand down from the Operations Director role owing to his involvement in ground preparation, though he was ready to remain on the Board. GP indicated his desire to resign from the Board owing to exhaustion. SS had drawn up a job specification for Operations Director and was sounding out candidates. He would add Sports Director to the list of Board positions he was seeking to fill.

Next Meeting
This was agreed for 12th May 2002 at 10.30am at the KM's house.


Simon Seabrook
Chairman
19th April 2002