| Chalfont Park Sports Association | Amersham & Chalfont Hockey Club | Chalfont St. Peter Cricket Club | Chalfont Park Softball |
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Chalfont Park Sports
Association Minutes - May 2002 Minutes of a Board Meeting to progress the Business Plan, held on 12th May 2002 Present: David Peters(DP) Giles Payne(GP) Ken Mander (KM) (in attendance) Peter Banner(PB) Apologies: Simon Seabrook(SS) David Banner(DB) Bob Hance(BH) Caroline Chipperfield(CC) It was agreed that, in SS's absence, KM should chair the meeting as he had updated the Business Plan assumptions and cash flow and emailed them to the Directors prior to the meeting. Most of the assumptions were agreed as reasonable; the following would benefit from further consideration/updating: - monthly events actuals to be updated (DP/BH) - planned/target future events/parties (a good number) to be updated (CC/BH), in particular the profit from the Chalfont Jubilee event - cricket match-fees to average £9, reflecting £10 on Saturdays and £8 on Sundays (KM) - hockey summer match-fees to be included at £5 (KM) - hockey colts may be worse than breakeven owing to a need to purchase equipment (GP/KM) - interest to be added to "members loans" in LOANS repayment schedule (KM) - a member's loan repayment schedule to be calculated (PB) It was agreed that CPSA needs regular major events in order to maintain a healthy P&L Account. It was agreed also that sponsorship was highly desirable; to this end, KM was continuing to chase Sytner. The Business Plan essentials were close to completion and showed a healthy surplus of income over expenditure. This would enable CPSA to build up a healthy reserve to fund exceptional maintenance and capital expenditure, deemed highly desirable. GP would encourage the Hockey Section to draw up a wish list of expenditure; PB would invite the Cricket Section and Operations Director to do likewise. PB undertook to prepare a framework for the Plan assumptions and financials that could serve as a document to submit to members and to the bank. GP undertook to draft a section for the Plan on the pursuit of excellence in colts' hockey. In additional schedules, DP would match actuals to Plan for the first 6 or 7 months of 2001/02 and break down the Pan for the remainder of the year by month (to aid monthly review by the Board); year 2 of the Plan (2002/03) would be broken down also by month. Financial actuals Performance in the first half of 2001/02 showed an adverse overall variance of £2k. GP believed that only £200 to £300 was outstanding on Hockey subscriptions but that there could be a fair sum due on match fees; this would be clarified when the Hockey Accounts for 2001/02 were completed and would be considered at the next Board meeting. In financial budgeting and reporting terms, it was agreed that profits on bar sales should be allocated to the bar, whilst in management/ownership terms they should be allocated to the Section/event that gave rise to them. Autonomy It was agreed that the playing sections should enjoy as much autonomy in operations and financial control as possible within a framework agreed with CPSA; such a framework was necessary for the CPSA Board to discharge its responsibility to members as a whole and as a legal entity. Next meeting It was agreed that this group should meet again on 2nd, 3rd or 4th June at PB's house and invite Drew Downing to present the Hockey accounts for 2001/02 (PB to explore the date most convenient for DD). Peter Banner |
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