CHALFONT PARK SPORTS ASSOCIATION

Minutes of a Board Meeting held on 28th November 2002

Present: Simon Seabrook (SS) Chairman, David Banner (DB), Mark Rutherford (MR), David Peters (DP), Caroline Chipperfield (CC), Peter Banner (PB), Alison Spicer (AC) in attendance

Apologies: Martin White (MW)

Matters arising from the Board meeting on 5th October 2002

SS reported that he had not progressed the matter of bar manning/opening hours owing to lack of information about the ability of CPSA to fund. Given the small profit in this year's budget, the ability to fund could be assessed only by comparing actuals with budget on a monthly or quarterly basis and this information was not yet available. SS requested the Finance Group to set regular variance analysis in place as soon as possible - action PB.

Chairman's Report

SS welcomed AS to the meeting and expressed the hope that she would be a regular attendee
at future meetings.

SS voiced concern about communication within CPSA generally and about fewer members staying on Saturday evenings, hence lower bar takings. By contrast, he paid tribute to the
hockey ladies for the spirit and support at and after the match on 24th November

Financial

DP tabled the Bank Reconciliation and Cash Flow as at 28th November; this showed a small deficit (£1075.25), nothing to worry about. Subs were coming in at a satisfactory rate; DP would chase those outstanding through the team captains - action DP.

DB had submitted receipts for materials for the picket fence, which was nearing completion; it was recalled that the picket fence had been approved off the Wish List but that payment would need to await funds. It was agreed that commitments and spend against the Wish List should be tabled at Board meetings in future - action PB.

The extra bank loan (£21,000) and overdraft facility (£5000) were now in place and the new signing mandates were being set up (one signature on cheques up to £500, two on cheques over £500). To date, it had not been necessary to use the overdraft facility. The Board confirmed that the overdraft should be used only to smooth revenue and expenditure and not to provide working capital.

SS wanted the AGM to be scheduled as early as possible in 2003; with the work required to prepare and audit the Accounts for y/e 30.09.02, and planned holidays (DP 10th to 30th December, PB 29th January to 29th March), it seemed likely that the AGM would be held in April 2003

The Board agreed to make a payment on account of £1500 to Ted Payne (for services rendered) pending reconciliation of the total amount he is owed - action DP.

Operations

CC commended the team that carried out a most impressive bonfire night fireworks display.

The Clubhouse Rules had been agreed and were in place.

Bar takings in October had been £1680, in November £2635. Forecast takings for December were £5730. Volunteers to man the bar for parties in December were urgently required - volunteers to contact CC.

New keys have been cut and new locks were to be fitted over weekend of 30.11/01.12. the keys would be issued according to the schedule agreed earlier by the Board - action CC.

A local bridge club had approached CPSA with a view to hiring the clubroom one evening a week. PB offered to progress this possibility within constraints that the usage nets a profit for CPSA and security arrangements are watertight - action PB.

PB and CC would meet on 30/11 to finalise specs for external club PB signages, for PB to progress with the preferred (on the basis of least cost) supplier - action PB.

CC reported a Fire Service inspection of the clubhouse fire extinguishers and its recommendation that an additional unit be installed in the garage to fight petrol fires; the Board agreed to this, in the sum of £101.50.

PB reported that CPSA's insurers had sent a reminder of the need to be particularly vigilant during the Fire Service strikes.

Delta had responded to the query about excessive call-outs for false security alarms, advising against increasing the insurance cover; a cause had subsequently been identified and it was agreed to take no action unless the situation persisted. In this case, consideration would be given to a dual technology upgrade.

SS said that he wanted the bar area to be completed asap (floor, fascia) so that an appropriate formal opening could be arranged. It was agreed that this function should be scheduled for a Friday in January 2003.

Sports

MR was congratulated on the local press cover of hockey section matches.

MR reported favourable comments on the organisation of youth hockey; he now planned to adapt the model for the cricket section.

AS reported that there were some gripes from hockey players on the post match meals and some challenges on two way communications between club management and players.

Commercial

MW had submitted a written report which SS summarised.

One potential sponsor had been signed up for four advertising boards at a total contribution of £2000 p.a.

The Board noted a reference in the Bucks Advertiser that Chalfont St Peter FC was seeking to attract local sponsorship by way of £200 per season for an 8ft x 2ft board - action MW.

Grounds

DB reported that the storm on 26th October had destroyed two sight screens and badly damaged a third; PB was pursuing an insurance claim.

DB reported good support from the cricketers for clearing the grounds of leaves and branches, and in construction of the picket fence which was should be complete within two weeks.

Regarding the grant of usage rights to the Alcan pitch, PB had conveyed CPSA comments on the draft licence to Wilson Bowden and was awaiting feedback.

Website

The Board acknowledged the excellence of the website.

CC asked that she should be able to update the calendar of events on the website (as she could earlier) without the need to involve Andy Watts - action AW via SS.

Next Meeting

Thursday 16th January 2003 at 7.30 for 8.00pm.



Simon Seabrook
Chairman, CPSA
3rd December 2002