CHALFONT PARK SPORTS ASSOCIATION

Minutes of a Board Meeting held on Thursday 14th March 2002

Present; Simon Seabrook (SS), Chairman
David Peters (DP)
Bob Hance (BH)
David Banner (DB)
Peter Banner (PB)
Giles Payne (GP)
Ken Mander (KM) (by invitation)


Previous meeting
The minutes of the previous meeting had been approved and put up on the website.

Internal funds-raising
BH reported that 20 members had taken up Life Membership, leaving a further 10 if the target of 30 was to be reached.

Repayment terms for loans had been established; the majority would be repaid via monthly draws of £600, £450 and £150 (CPSA's finances permitting). Those who preferred to be repaid over five years would receive one fifth back on each successive anniversary of the loan, with an additional sum added to the last tranche in lieu of interest. PB would propose an appropriate size for the additional sum (relative to the size of the loan) in the light of current interest rates.

It was agreed that emails (or letters in the absence of an email address) would be sent to all members seeking contributions to the fund raising campaign (donations, loans, advance payment of subscriptions, etc) but without coercion or disapproval if negative responses were received; BH would draft the message for approval by SS, GP would coordinate the email addresses with inputs from DB and Peter Colwill. DB would reinforce the approach to the cricketers.

Only a small number of hockey players had yet to pay their subs; GP would chase these. DB would chase the cricketers whose subs were due shortly. The Board confirmed that social membership should cost £10 per annum; these subs would also need chasing via the membership database.

Membership cards would be prepared and issued to social members, particularly to UNIQ staff, to aid identification at the bar. Car stickers would be required for those allocated parking spaces. DB undertook to produce membership cards and car stickers, GP to source wallets for the stickers .
Creditors

In the light of the club's cash position, it was agreed that the following major invoices would be paid:

Peter Glen Contracts £8500 on 15/03
Barclays Bank £4800 on 18/03
ERI Refrigeration £2226 on 18/03 (PB underwriting)

DP/PB would consider how best to recover the £500 building survey fee from Barclays.

It was noted that Paul Warren had confirmed that he had waive the balance of monies due, effective 30/09/01; this meant that he would not appear as a creditor in the year-end accounts. The Board agreed that the club should recognise PW's contribution over many years in an appropriate way in the near future.

A sure routing of reimbursement of DB through Peter Glen Contracts was agreed; SS would draft a suitable agreement.

KM had met Tony Eves and negotiated a mutually acceptable final settlement under which TE would complete the snagging list and secure building regulations approvals. TE would confirm this agreement in writing with SS.

Andrew Petherick had not responded to the letter requesting further information regarding his invoices.

DP was asked to prepare a final statement of cost of the new clubhouse.

Policies
After some discussion, the Board confirmed the existing policy that dogs were not allowed in the clubroom but could be left on the balcony or downstairs outside the changing rooms.

It was confirmed also that smoking was permitted in the larger clubroom but not in the smaller clubroom/kitchen area at any time.

The Board also confirmed the undesirability of chewing gum in the smaller clubroom owing to the possibility of the gum being deposited on the carpet.

These, along with all the other policies, will be incorporated into the revised Constitution & Rules.

Sponsorship
KM undertook to work out how much CPSA should charge for sponsorship of various aspects of its activities.

Constitution
SS reported that he was still reviewing the draft Constitution & Rules; the intention would be for a final draft to be submitted to the AGM for approval by the members.

Jubilee Event
The club's proposed promotion of this had met difficulties over the licence - CPSA has a members' licence and not a public licence. DB was seeking either to change the club's licence or to access a friendly publican's public licence.

Next Meeting
The next meeting would held in the clubhouse at 8.30pm on 11th April.

Simon Seabrook
Chairman
15th March 2002