Minutes of a Board Meeting held on Friday 1^st December, 2001 at the Clubhouse

Present:
Simon Seabrook (SS), Chairman
David Peters (DP), Finance Director
Bob Hance (BH), Commercial Director
David Banner (DB), Operations Director
Peter Banner (PB), Sports Director

1.  Financial position
DP tabled the cash position and bank reconciliation as at 29^th November.
To reduce the bank overdraft and hence interest payments:

A.     surplus cash had been transferred from the cricket account to the general account (hockey accounts had only recently been set up)

B.     one BT line would be disconnected (DB would seek BT agreement to forego its 12 month minimum period charge)  

C.     section chairmen would be urged to collect outstanding subs (around 28) quickly

DB was asked to finalise the Delta account for DP and submit his own costs to SS as soon as possible – action DB.
DP outlined the bigger picture in respect of creditors as follows:

Barclays Bank loan repayable over 5 years                                           £30,000
Barclays Bank temporary overdraft repayable on demand £30,000
                        less expected Vat refund                             £20,000      £10,000
P Glen Contracts outstanding invoices                                                  £30,000
Miscellaneous creditors                                                                         £25,000
Total creditors to be paid from CPSA income                                       £95,000
Young’s Brewery advance of 10 years’ product discounts                   £40,000
                                                 (repayment via price of beer) 
Young’s (£40,000) and Barclays (unlimited) have charges on CPSA assets as security for their loans.

DP undertook to update his earlier five year cash flow projection by 13^th December, providing for a realistic cost of a groundsman and removing the provision for a club manager – action DP.  The section chairmen would be asked to prepare section budgets for 2002 at the least for incorporation into DP’s update (cricket figures to be based on 2001 actuals) – action PB.  The first task for the new Finance Director would be a fundamental update of the cash flow forecast.  BH pointed out that the new FD would need to take responsibility also for accounting for sponsorship monies.

It was confirmed that a letter should be sent to all members informing them of the current financial position (which many do not seem to appreciate) in order to demonstrate why the fitting out of the clubhouse will take time, and welcoming further loans and donations from members – action SS.

2.   CPSA Mission Statement
SS and BH had circulated their suggestions, which were discussed.  It was agreed that  members’ interests should be at the core of the way the Association was run, but that the commercial exploitation of the Association’s assets was essential in order to pay off CPSA indebtedness as debts fell due.   It was agreed that BH would coordinate development and polishing of the Statement, using email to seek inputs from Board members – action BH.  Target would be to post the Board’s best effort on the club noticeboard by 25^th December, inviting comment/input from members with a view to approval of the definitive version at the AGM (February 2002).

3.  Terms of Reference and Objectives
SS asked the directors to formulate Terms of Reference and Objectives for their area of responsibility, noting that BH had already circulated his – action ALL.

4.   Commercial issues
BH elaborated on ideas for Commercial and it was noted that the delegation and empowerment involved would bring a significant number of CPSA members into the running of the Association, which was a highly desirable objective.
BH was formulating charges for hiring out the clubhouse and would respond to the enquiries received so far – action BH. 
BH would take up the suggestion that CPSA organise the beet tent for the Chalfont St Peter Jubilee Day on 3^rd June 2002, liaising as necessary with DB – action BH.

5.  Operations issues
DB explained that he saw the role of Operations as running the clubhouse and ground, and supporting commercial activities; he would maintain the masterlist of club and external bookings and emphasised the need for immediate and continuous communication on this score.

It was agreed that cleaning of the clubhouse would be placed with Mrs Birger - action DB 
Spec for the Groundsman was required – action DB
DB reported that the sleepers protecting the ground and thereby the road to the GXGC land had been stolen.  DB offered to undertake discussions with the GXGC with a view to relocating their road barrier on a 50/50 cost basis to restore protection – action DB
Noted that PB was drafting rules for the operation of the clubhouse which he would hand over to DB for finalisation and issue after Board approval – action PB

6.  Sport issues
PB reported that he planned to attend the next section meetings and would be able to formulate intentions for the future thereafter – action PB.   Noted that a budget for the cricket section for 2002 was urgently required (see Financial position) – action PB

7.  General
It was agreed that the Board meeting minutes would be posted on the CPSA website and the club noticeboard as soon as possible after the meeting, as a means of keeping the members fully and promptly informed of how the Association was being run.  Members would be encouraged to comment on the proposed intentions through the sports sections or directly to the CPSA Chairman.

It was noted that PB was drafting a constitution for CPSA, building on the rules which governed the former club and the Amersham HC - action PB
The next Board meeting would be called for early January, at which the arrangements would be agreed for the AGM in February.

Simon Seabrook
Chairman, CPSA

2^nd December 2001