Minutes of a Board Meeting held on Saturday 5th October 2002

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


Minutes of the Board meeting on 17th August 2002

SS would ask CC to circulate the Clubhouse Rules to directors for approval prior to issue.

Chairman's Report

"Wish lists" for use of surplus funds had been proposed and discussed with Hockey and Cricket Section representatives on 2nd October; it had been found very useful and its outcome would help shape spend during the year.

There seemed to be some concern about how ground maintenance costs were handled; SS would discuss the matter with the Hockey Section Chairman.

The issue with RAE Leisure had been settled, with the final payment due by 30th October.

Financial

DP had circulated the Bank Reconciliation and Cash Flow as at 4th October; this showed a small deficit (£1232) that would be reversed within two weeks.

The balance of the Young's Brewery loan stood at £38,384 at 30th September; the target had been £36,000. A continuation of this trend would be a longer payback period than the target 10 years; higher consumption of beer would bring down the payback period!

A response from the bank was expected shortly to the request for an additional loan and overdraft facilities; the loan would enable CPSA to pay off the very short term directors' loans.

A CPSA Budget for 2002/03 had been drafted, building on the Hockey Section budget and the likely Cricket Section outcome for 2002. Some amendments would be required in the light of the revised Hockey Section budget and the wish lists; a final draft should be available by mid-October.

Operations

CC had circulated a proposal in respect of Clubhouse keys that reflected the need for security yet also flexibility. The Board agreed to allocate £250 to implementing the system, subject to a final checking out by CC of one other option.

Three events had been held in September yielding £500 in hire charges and £1235 in bar sales. One event exposed some deficiencies in its management; steps were being taken to avoid a recurrence. So far, one big event had been booked for October.

SS proposed the following standard opening hours for the clubhouse and bar:

Day Season Hours Bar manning
Saturday all year 11am to 11pm paid staff (7pm - 11pm)
Sunday all year 12 noon to 10.30pm members
Tuesday winter 8pm to 11pm members
Wednesday all year 8pm to 11pm paid staff
Thursday summer 8pm to 11pm members
Friday all year 7pm to 11pm paid staff

Minimum wage legislation meant that paid staff would need to be paid at least £4.20 per hour, making the total annual cost of full implementation upwards of £3000. CPSA younger members would be preferred, followed by Newlands Park students. SS would seek reaction of members to this proposal once the Finance Working Group had approved the allocation of spend in the CPSA Budget.

Also on operating hours, DB asked that Simon Gooch (SG) explore the possibility of licensing a later closing time for parties: ss to discuss with SG.

SS identified completion of the bar area as high priority. Much of this work could be carried out by CPSA members; the purchases of a glasswasher (Health & Safety requirement) and a bottle chiller (additional capacity) were approved in the sums of £1000 and £800 respectively.

Grounds

DB requested approval of expenditure as follows:

- £500 to hire a slitter for the CPSA ground, to maintain good draining characteristics
- £300 to hire a leaf collector, to remove leaves from the hockey pitch

These were approved.

DB was obtaining a quotation for grass cutting on the CPSA and Alcan pitches from Chenies Landscapes.

Commercial

MW confirmed that he was formulating a plan for sponsorships from local firms and for the commercial exploitation of the facilities, bearing in mind always that CPSA was a members' club.
 

New Football Section

Wilson Bowden had indicated their agreement to CPSA using the Alcan pitch for football; a written document was awaited.

The Vets Football Club had agreed to become a Section of CPSA, with Playing Member
subscriptions as for Cricket and Hockey and match fees to cover total match costs.

It was hoped that football would start within a matter of weeks.


New members

It was agreed to offer Social Membership to the Artisans of GX Golf Club, recognising their assistance and support to CPSA ground maintenance.



Simon Seabrook
Chairman, CPSA
7th October 2002