Minutes of a Board Meeting held on Saturay 17th August 2002

Present: Simon Seabrook(SS) Chairman
David Banner(DB)
Caroline Chipperfield(CC)
David Peters(DP)
Peter Banner(PB)
Ken Mander (KM) (in attendance)
Martin White (MW) (in attendance)
Apologies: Mark Rutherford
 

1. Minutes of the Board meeting on 13th June 2002

No matters arising not on the Agenda.
 

2. Board composition

SS welcomed MW to the meeting to observe proceedings; MW had offered to take on the Commercial Director's role.
 

3. Annual General Meeting

It was noted that the AGM had been held at the club on Tuesday 25th June 2002.
 

4. Directors' Reports

Chairman (SS): - SS congratulated the cricket section (Matt and David B) for
getting four teams out weekly and for the performances of those
teams; also for the section's support of the clubhouse
- SS would arrange a meeting with the section chairmen and
treasurers to agree budgeting for 2002/03, wish-lists for assets to
be purchased and the ground-rules for coexistence
- SS congratulated DB on the condition and appearance of the
grounds; they were still attracting favourable mention from league
umpires
- the Life Members dinner had been held successfully on 13th July
- SS would call a meeting with the playing section Chairmen and Treasurers, also DP and PB, to discuss and agree budgets for the coming year, in particular budgets for items of a capital nature - the sections would be asked to prepare and bring along "wishlists" for such items

Operations (CC): - there had been favourable feedback on third party functions held at
the clubhouse; in particular, SS congratulated those members that
ran the recent wedding function
- for the 2002/03 Budget, one function per month should be included
- as from September, there would be a monthly analysis of bar income and costs against budget
- CC would table the final draft of the Clubhouse Rules by email and ask for comments, in the absence of which, she would post them over the Chairman's signature
- CC would draft rules for bar closing time, cleaning up, checking up and locking up
- SS asked that the bar area be finished off, DP would liaise with Peter Glenn Contracts re costings, materials, etc
- the allocation of keys to the Clubhouse was approved with the addition of Peter Colwill and the Golf Club; the list would be posted in the Clubhouse for any member to make a case for a set. CC would draft rules for the issue and use of Clubhouse keys
- the laminated sample Membership Cards were approved (cost 30p each) with a CPSA rather than member's signature
- it was confirmed that Bob Hance was preparing the Life Membership certificates
- Jo Peters had confirmed the completion of a kitchen and bar manning rota for the hockey season
- DB would lead a party on August Bank Holiday to clear out the back office in the Clubhouse and make it useable as the CPSA office

Commercial (MW): - KM was still chasing Sytner for major sponsorship
- SS was chasing another sponsor
- it was important to ensure that ground advertising was seen by as many as possible particularly during the short winter days; Watsy would look into any need for planning permission

Sports & Youth (MR): - MR was requested to involve himself in the cricket colts activity
next season, as he does with the hockey colts
- it was noted that there would be no formal end-of-season function
for the cricket section; the section would share in an April function
with hockey. It was suggested that an informal repeat of the recent
Indian Barbeque would be well received and supported by
members

Premises (DB): - sponsorship of the cricket covers had been secured, thanks to a
Member - though final agreements were still to be made
- the cost of a picket fence had been established and looked
attractive; it would go onto the cricket wish-list
- it was agreed that DB could concrete over one parking space to receive deliveries of soil, etc
- DB reported that the trees around the ground needed to be pollarded; this would cost about £2000. It was suggested that the job should be put onto a premises wishlist
- the desirability of installing airconditioning in the clubhouse was raised; SS/DB would investigate costs and the matter should be put onto the premises wishlist
- PB had circulated designs for Clubhouse signs and would collect comments, to make a recommendation to the Board; noted the total cost will be under £300
- it was agreed that the club should purchase and inscribe a bench for the grounds in memory of Satish's late daughter
- Wilson, Bowden seemed to be dragging their heels over permission to use the grounds to the east of Chalfont Park House

Finance (DP/PB): - it was noted that £295 expenditure had been incurred in replacing
a window broken by a cricket ball in a match
- it was agreed that a glass washer should be purchased for about
£800 to be installed behind the bar; this would speed up and
automate glass washing, improve hygiene and enable us to comply
with the Council's HSE recommendation
- it was agreed that part payments of sum owing and loan due respectively to two members be made
- the Business Plan was almost complete, would be sent to the Chairman for approval and then submitted to the bank
- an Annual Budget for 2002/03 would be prepared; this would retain considerable autonomy for the sections within the bounds of the overall Budget and would allow approval in principle of section wishlists in line with the generation of cash surpluses
- financial progress against plan was reasonable thanks to members' support of bar and functions; however, cash needed to be managed carefully
- DP was chasing C&E for clarification of Vat reclaim principles for the future
- for a number of reasons, the Finance Group had not started to
meet monthly; PB to ensure that such meeting started as soon as
possible
 

5. RAE Leisure

The case was reviewed and the hearing date of 4th September noted.
 

6. Next meeting

This was set for Saturday ?th September at 9.30am at the Clubhouse.

Simon Seabrook
19th September 2002