Sully Centurions Cricket Club
Minutes of Committee Meetings - 2010
Committee Meeting – Thursday 14th January 2009, 6.30pm, Sully Inn
Present: Lino Scaglioni (chair); David Sylvester; Terry Williams; Marianne Sullivan; Don Sylvester; Mick Fisher
1. Apologies for Absence: Jamie Sylvester, John Wooden
2. Minutes of Previous Meeting (16/12/09): Read and agreed as a true record
3. Matters Arising:
Community Council: DWS reported that, following another telephone conversation, Phil Beaman has now emailed the Community Council with a copy of our concerns. LS reported that his proposed meeting with Chris Tatt (council chairman) had had to be cancelled. There had been a council meeting since we raised concerns, so they should have had the opportunity to discuss them. LS pointed out that there is a half hour slot prior to community council meetings given over to residents for Questions and Answers. Those Sully residents on the committee could make use of this to ask a few pertinent questions. LS also said he would write to Councillor Tatt regarding getting our letters answered. Agreed that we should wait a week and if nothing had been heard from the council we should contact Miles Punter direct.
AGM: MF had written to the council asking to use the pavilion for the AGM. He had received a reply indicating that the club would be charged a fee of £11.30p for the use of the building. LS had responded with an email stating our dismay at this. It was agreed that we should go ahead and use the pavilion for the meeting and tell the council that the £11.30 could come out of the money we would bill them for DWS’s time when he assisted the cleaner last Sunday afternoon, following the leak in the changing rooms.
Annual Dinner/Presentation Night: MS apologised for not having contacted the Golf Club, but she would follow this up this week. A final decision needs to be made soon (agreed we should have the information by the date of the AGM)
Junior Issues: The flyers were desperately needed, as we are low on numbers, particularly at U 13 and U15 levels. DPS agreed to sort out the flyers by this weekend. LS is ready to have them printed as soon as they are ready.
Glamorgan CCC have not allocated Alex Jones to us, as we had been hoping. This is particularly irritating for the club, as he has been assisting JS with the 1:1 junior coaching on Sundays. There is some hope that this decision may be changed.
The coaches for the various county age groups had been sent a list of our best players. As a result several boys had been invited to trials at the Swalec Stadium.
Scoreboard/Scorebox: DWS reported that the work was still outstanding, but had a suggestion that the box could be re-sited slightly further down the hill. MF reported that he had registered the club for the Nat West Cricket force programme. This is a scheme that helps clubs to address projects and make best use of volunteers etc. We are awaiting a pack to arrive from the ECB, with details of how to proceed. The nominal start date for the project is 1st March 2010.
New League: MF reported that approximately 40 players had been registered ‘on line’ nad that he had managed to get about twelve paper forms completed and sent off following the Race Night. We will be attempting to get the rest signed up at the AGM and at the pre-season nets (starting 4th February)
Start Times: MF had emailed all of the other clubs asking for their support for our suggestion of a 12.30pm start in the new league. Cardiff CC and Newport CC were in favour of an earlier start, but no other clubs had responded. MF agreed to chase them up. If no more clubs came forward we would have to shelve the plan for this year.
Transport for 2010 Season: Agreed that we need to get some quotes from a variety of sources before making any final decisions.
4.Treasurer’s Report
DWS reported that there is currently £1700 in the account, but we owe approximately £3000. We are still owed £295 from the Sponsors’ Day auction.
We still owe money to the Vale Council for last year’s indoor nets and to Veolia for the hire of coaches last season. Stephen Hirst, the agent for Ian Nicolson, has contacted us regarding his fee (£250 plus VAT). Jamie had previously said that we were disputing this as Ian had taken £400 worth of kit with him. Agreed we need to get this settled as a matter of urgency.
5.Annual General Meeting
Agreed we should keep the annual subscriptions at the current rates. This will be put on the agenda as a proposal from the committee. DWS also suggested that we offer members a variety of ways to pay, due to the current economic climate – agreed.
MF agreed to present an update of the Glebe Field situation to the members at the AGM (we are currently awaiting feedback from Peter Hybart’s meeting with the ECB this week).
All officers will be standing again, but MS expressed reservations regarding her role, as she hadn’t been impressed with some child welfare issues last season. All agreed that coaches should be fully aware of their welfare responsibilities.
6.Pub Sponsors 2010
DWS agreed to meet with Ken at the Sully Inn. TW stated that, wherever we went, we need to make the most of our Saturday nights, with raffles, football cards etc, in order to raise money for the club. The matter was left for the next meeting.
7.Any Other Business
Juniors: LS suggested that as we needed to recruit more juniors, we should contact Sully Colts Football Club and see if we can recruit from their membership. We should also make use of the local press. DPS felt that more senior players should get involved in assisting with the juniors.
Future of the Club: DWS suggested that, if we wanted to get new blood onto the committee and help with the running of the club, we should get people to shadow existing committee members and assist them, therefore giving them valuable experience of the committee’s role and work. It was agreed that this could be a good idea, but was perhaps a little ambitious, as it was unlikely that we would get many takers for this. LS expressed disappointment that far too much committee time is taken up with disagreements both with the council and with each other. We should be using the committee to promote the club. TW agreed and said he had joined the committee, as he wanted to make a difference, but was unsure whether he had. MS suggested that the club had made good progress under the committee and that although things were slow in changing, there had been some significant improvements in recent years.
Grants from Vale etc: DWS informed the meeting that we had applied for Kick Start, Community Chest and some others, but had so far been unsuccessful. We would be reapplying the Community Chest in time for the 28th January deadline.
Welsh Cup: MF had received an email regarding the Welsh Cup competition. The draw has been delayed, due to the sponsors wishing to be present. The date for the draw will be arranged soon.
The Meeting finished at 8.40pm
Date and Time of Next Meeting: 28th January 2010 – 6.30pm at The Pavilion, prior to the AGM
Committee Meeting – Tuesday 23rd February 2010 7.00pm, Sully Inn
Present: Lino Scaglioni (chair); David Sylvester; Jamie Sylvester; Marianne Sullivan; Don Sylvester; Mike O’Shea; Chris Chaulk; Richard Jones; Mick Fisher
1. Apologies for Absence: John Wooden, Terry Williams, David Morgan, Matt Thomas
2. Minutes of Previous Meeting (14/01/10): Read and agreed as a true record3. Matters Arising:
Community Council: MF reported that he had not received the invoice from the council regarding the fee for using the hall for the AGM.
Junior Issues:DWS reported that both Sully and Rhoose primary schools had been contacted regarding our coaches going in. It was agreed that we would arrange for this to commence in April, with 4 weeks of input for each school. CC reported that flyers had been accepted by Barry Comprehensive and Richard Gwyn Schools. It was noted that we are low on under 15s and that we should concentrate on increasing the U 15 numbers. JS agreed to contact the head of Barry Comprehensive regarding this age group. LS reminded the committee that a new junior register would be prepared for the commencement of the outdoor nets, in order to ensure that all junior members were accounted for each week.
Score-board/Score Box: DWS reported that the repairs to the electronic score-board would be undertaken by the person who is used by Daktronics. It was hoped this would be done on 12th March, when he is next in the area. the actual siting of the scorebox was also discussed. RJ suggested building it up on top of the concrete slabs. LS said he would be talking again to Chris Tatt regarding the siting issue.
New League: MF reported that the majority of players were now signed, up both on line and via the registration forms. The Glamorgan allocated players would need to be registered on line only.
Start Times: No more clubs have come forward and DWS reported that the league were unlikely to shift their position at this stage. We would have to accept a 1.30pm start this year.
Transport for 2010 Season: JS brought a quote from Contract Travel, LS asked that we get two more quotes before making a final decision.
4.Treasurer’s Report
DWS reported that there is currently £1799.34p in the account. Veolia had agreed to payment of £100 per month for the hire of coaches last season. There was still a disputed £90 to be sorted out, regarding the hire of the coach for Bath. We still owe £250 (plus VAT) to Stephen Hirst, the agent for Ian Nicolson.
5. Pub Sponsors
After much debate it was agreed that we should continue to use The Sully Inn. There was an offer of three payments of £333 and another £500 from DWS as part of the deal. In addition Terry Williams had offered to run raffles, football cards etc in order to raise a further £500.
6. Community Council Update
LS has met with Chris Tatt and discussed several items, including DPS’s time spent on cricket club matters and the payment of overtime for such work. CT had agreed to put this issue to the council. CT was keen to have meeting with the club - it was agreed that LS would agree a date with CT when they next met. One issue that would be up for discussion was the matter of paying per match played rather than the present ‘lump sum’ system.
7. Juniors
MF had received a batch of CRB forms, which were handed over to MS. MS asked for a list of which members needed to be CRB checked. MF agreed to provide the list.
JS brought up the matter of new junior shirts, which would be long sleeved, cost £12 each. Money from the outstanding junior subs would be used to pay for this.
MO suggested that we put out a letter to all parents showing them how their £65 is broken down.
Agreed that this is done and given out on Thursday at nets.
8. Issues from AGM
MF reported that he had sent a letter of thanks to Steve Hood, as agreed.
JS had managed to get 53 names for the presentation dinner, so it was agreed that it would go ahead on 6th March as planned.
Cage Nets - MT would need £400 for one cage or £650 if we were to have two. DWS agreed to pick up the materials in his van.
Natwest Cricket Force weekend - This would be the best time to get the nets assembled (LS agreed to speak with Chris Tatt about the use of the ground on this day and about the storage of the cages). The day would also be useful for painting the sightscreens, assembling the covers and sorting out the score box.
9.Glebe Field
MF and DWS reported on their meeting with Sara Green and Howard Tolley. The committee were given a breakdown of the costs (attached) and agreed to the continuance of the project subject to legal advice being obtained regarding the setting up of a limited company (so that no individual would be financially liable in the event of the club going out of business) and registering the club for VAT. It was agreed that RJ should get three quotes for architects for the pavilion.
10. Any Other Business
DWS asked if he should continue with taking our issues with the community council to Miles Punter at the Vale council. It was agreed that this should be put on hold while LS has a discussion with Chris Tatt. It was hoped this would be more productive.
The Meeting finished at 9.45pm
Date and Time of Next Meeting: 16th March 2010 – 7.00pm at The Sully Inn (to prepare for the NatWest Day)
Committee Meeting – Tuesday 6th April 2010 7.0pm, Sully Inn
Present: Terry Williams (in the chair) David Morgan; David Sylvester; Marianne Sullivan; Don Sylvester; Mick Fisher
1. Apologies for Absence: Lino Scaglioni , John Wooden, Jamie Sylvester, Matt Thomas, Chris Chaulk
2. Minutes of Previous Meeting (23/02/10): Read and agreed as a true record
3. Matters Arising:
Community Council: MF reported that he had now received the request from the council regarding the fee for using the hall for the AGM and had passed the information on to LS, who will be bringing it up with the council
Schools: DWS reported that both Sully and Rhoose primary schools were ready to receive our coaches when it could be arranged.. DWS will contact head teachers to agree days and dates (MS suggested that Owain Sullivan may be in a position to be involved in the Sully coaching, but would check his availability).
Score-board/Score Box: DWS reported that the repairs to the electronic scoreboard were undertaken. We need to get the computer controls back – DWS will see to this.
Start Times: DWS reported that he had heard that several of the league umpires were also unhappy with the start times, but it was unlikely that anything would change at this stage.
4. Community Council Update
MF reported that the meeting had taken place on 16th March and he had sent notes of the meeting to the council. However, yet again, no acknowledgement has yet been received from them. One issue that was still causing concern was the Sunday cup games. The council were of the impression that we should liaise with Sully Spartans when a cup game clashed with one of their fixtures. We maintained that this had never been the case and the clerk had always dealt with it. The council had agreed to charge the fees on game-by-game basis, with no charge for the juniors or training nights. However there were still disagreements over the service provided, with Sully Council refusing to accept that we have a man at Rhoose and Wenvoe who opens and clears away/locks up every Saturday. LS will be pursuing this with the council. LS had also agreed to pursue the matter of the moving of the score box with the council. MF will contact LS in order to check what had happened at this evening’s council meeting.
5. Treasurer’s Report
DWS reported that there is currently very little in the account. The cage nets had cost £1,200 when we had been expecting to pay £650. There was still some junior money to collect, but JS had indicated that there was approximately £200 recently collected, which he will give to DWS as soon as possible. With the league fees etc, still to be paid, plus regular outgoings and no movement on the sponsorship front the club has to find ways of both raising and saving money.
MS stated that we need to ensure two things;
·Money for expenditure is agreed in advance and that all decisions taken at committee meetings are adhered to.
·All members should refer back to the committee if costs change after a decision is made.
DM suggested that a budget should be prepared and stuck to. If we haven’t got the money we cannot commit ourselves to any further expenditure without any extra income – Agreed. DWS reported that MT is due to go ahead and complete the second cage net construction next Monday. TW will meet with JS and MT regarding the issue of the nets.
6. Signing On Night/ Subs Collection
The signing on night is this Saturday at the Sully Inn, after the Training Day (6.30pm). As we are having a social evening as well, TW is trying to get hold of a karaoke machine. DM said he would be able to provide a PA system if needed. There will be a raffle and other fund raising activities (e.g. football card).
It was agreed that the cut-off date for the payment of subs should be 31st May. Agreed that payment by instalments was acceptable. Captains should ensure that their players pay up and should do the majority of the chasing up once the season is underway.
7. Transport for 1st and 2nd XI Matches
In view of the financial situation it was imperative that this is dealt with. We had not received any more quotes apart from the £1800 for Contract Travel. After much debate the following things were agreed:
·There are 12 Matches where transport is required (Port Talbot, Usk, Ynysergerwyn, Swansea, Ammanford and Pontarddulais - 1st and 2nd XIs)
·2 more quotes are still needed (TW will phone around for the quotes).
8. Teas
DWS asked that the teas are £5 each. MF felt that this was a lot to ask particularly in the 3rd and 4th XIs. Agreed that they should stay at £4 for 3rds and 4ths. MF also reported that Mrs Wooden, who had done the 3rd and 4th XI teas for the past 2 years, was probably unlikely to be able to do them this year. MF will sort out the 4th XI. DWS said the 3rd XI teas would be sorted out as well.
9. League Meetings
7th April – SWALEC Premier League press day/launch. DWS and JS attending.
21st April – SWALEC League – Distribution Meeting at SWALEC Stadium. MO and DWS/MF will be attending.
22nd April Conference Distribution Meeting – at Croesyceiliog (MF and DWS attending).
10.Glebe Field
There is a site meeting on 7th April at 11am. Attending will be Howard Tolley from Butlin Consulting, Peter Hybart (CBW), Fiona Prescott (ECB) and MF/JS/DWS from the club. MF felt that the recent correspondence led him to believe that the whole process was dragging out longer than we had originally anticipated. However, if it meant that things were done correctly it would be worth it in the long run.
11. Any Other Business
DWS – the programme is due to go into print. We need any adverts and also the friendly fixtures – DPS said he would get them to DWS by Thursday.
MF – We have no main sponsor at present. James Hull and Lift Srrvices are on every page of the website, but it was unlikely that we would be getting any more from them. DWS said that RJ had indicated that S&G would come up with a sponsorship package similar to last year if they managed to secure a big contract currently being negotiated.
TW asked about the cost of signs and banners – would it be cheaper having banners, which could be folded away, rather than wooden boards? DWS Agreed to look into this.
DPS – concerned about the use of the roller to push the sightscreens. This would be looked at.
DPS – the Nat West day was success and it was good to see so many people
The Meeting finished at 9.30pm
Date and Time of Next Meeting: 26thApril 2010 – 7.00pm at The Sully Inn
