CHALFONT PARK SPORTS ASSOCIATION

Minutes of a Board Meeting held on Thursday 13th June 2002

Present: Simon Seabrook(SS) Chairman
David Banner(DB)
Bob Hance(BH)
Caroline Chipperfield(CC)
David Peters(DP)
Mark Rutherford(MR)
Peter Banner(PB)
Ken Mander (KM) (in attendance)
Apologies: Giles Payne(GP)


1. Minutes of the Board meeting on 13th May 2002
- DP to confirm that PB was on the Bank mandate
- SS to check that the mandate list was complete
- a member had elected to put £2000 into the Loan Draw Scheme and make £2000 as a conventional loan; PB would suggest a repayment schedule whilst SS would see whether all could be put in the Loan Draw
- PB had still to suggest a repayment plan for a member's £5k loan
- PB would ensure that up to £750 was available every two months to fund the cash prize in the Loan Draw Scheme
- SS was coordinating nominations for Life Membership proposals to be submitted to the AGM
- KM was still chasing a major sponsorship


2. Board composition
SS announced that GP and BH would be resigning as Directors with effect from the AGM, owing to pressure of work; he thanked both, and particularly GP, for their contributions. BH would draft a role spec to aid identification of a successor.

SS welcomed CC and MR as Operations and Sports Directors respectively.

3. Annual General Meeting
Notifications had gone to members that this would be held at the club at 8.00pm on Tuesday 25th June 2002. SS would prepare an electronic presentation to make proceedings more interesting for those attending.


4. Directors' Reports
Operations (CC): - a diary of forthcoming events was now on the website; the intention was to update the diary weekly - Andy Watts would show CC how to do this direct
- hire charges were discussed and agreed; maximum two third-party Saturday events per month with facilities retained for cricketers
- were there conditions attaching to insurance or the bar licence that needed to be taken into account?
- CC needed liaison contacts in the Cricket and Hockey Sections to ensure efficient two-way information flows (DB and Alison Spicer to nominate, MR to chase AS)
- a glass washer is urgently required to ease pressure behind the bar and comply with food safety recommendations; PB to ringfence £800 asap
- the back office needed tidying and organising; DB offered to help, PB offered filing cabinet and files
- SS would discuss clubhouse security and key control with CC and email proposals to Directors for comment
- CC/SS reminded Directors of the Life Members' Dinner on 13th July, need confirmations of attendance, obtained Board approval of catering arrangements
- a final draft of the Membership Application Form would be circulated; this would incorporate a section on skills that members can offer the club

Commercial (BH): nothing to add to the Operations' Report

Sports & Youth (MR): MR was still fresh into the role (which would include responsibility for Youth Development Policy; the latter was being implemented in Hockey, now needed to embrace the colts activity in Cricket

Premises (DB): DB had circulated a list of rectifications needed on the ground and in the pavilion; he would get Peter Glenn Contracts to quote for the engineering works required for approval by PB/KM and would be seeking volunteers for the manual work

Bar (DB): 20 kegs had been sold at the Jubilee event, income £7k, profit £2.5k plus reduction in Young's loan; it was agreed to use £300 to buy the tents from DB and £500 as a goodwill donation to the organising committee's Jubilee Fund. This would leave £2k retained profit. DP to implement.


5. RAE Leisure
The case was reviewed in the light of recent exchanges.

6. Finance
DP tabled and explained the CPSA Annual Accounts for year ended 30th September 2001 - these were accepted by the Board and would be presented to the AGM for approval. DP reported that the Hockey Section had requested that the Section's P&L Account for the year should be audited; this was agreed and should apply to the Cricket Section also. DP would arrange these at no cost to CPSA. Regarding the CPSA P&L Account for the year, there was no statuary requirement for an audit as CPSA was a small company; however, DP would arrange for a qualified accountant to review the figures on a gratis basis.

DP had circulated the latest Cash Flow; it was agreed to repay £2k of a Director's loan from cash currently in hand.

DP updated the Board on the current Vat position - this may result in a reduction in the amount of Vat that CPSA has to refund.

KM ran through the assumptions behind the five year Business Plan and financials. PB would now incorporate these into the Plan and draw the appropriate inferences. The possibility of accessing additional land and incorporating a Football Section (see below) would require mention, in the spirit of transparency.

DP was asked to draft a repayment schedule for Directors' short-term loans in the light of the Business Plan P&L for year 1.

PB tabled pro forma Income and Expenditure accounts for Hockey (similar for Cricket) and for CPSA.

It was agreed that the Finance Committee should start to meet monthly to review CPSA finances and prepare a report to the Board. Composition to be PB, DP, KM, Andrew Downing and the Cricket Treasurer. First meeting to be at KM's house on Sunday 30th June at 9.30am, subject to AD being able to attend.


7. Membership subscriptions
Agreed that, for the year 2002/03, these should be:

Playing member senior £100
18-21 £75
16-18 £50
student £50
colt £40
Vice President £30
Social £15
Life £1000


8. Loan Scheme
KM would review the near final draft of the Rules of the Scheme and report back to SS.

9. Constitution & Rules
PB would liaise with CC on the drafting of the Clubhouse Rules.

10. CPSA expansion
The Business Park developers seemed prepared to let out the pitches to the east of the Park; a veterans football club was interested in winter use and would be happy to work with CPSA, even become a new CPSA Section, but CPSA needed to react quickly to pre-empt other potential lessees. After some discussion, the Board agreed that in principle it was in favour of such expansion of its activities and SS would mandate Geoff Bullock to negotiate with the developers, liaising with himself and PB, and report back. PB would prepare a rough cost/benefit analysis to ensure the financial attractiveness of such expansion.


11. Next meeting
This was set for Thursday 18th July at 8.30pm at the Clubhouse.

Simon Seabrook
18th July 2002