Special Meeting – Tuesday 26^th April 2011

Pavilion, Burnham Avenue, 7.30pm (after 1^st XI Net Practice)

Background: 1^st Team Captain Ryan Sylvester called a special meeting at short notice to discuss various matters as a matter of urgency prior to the beginning of the league season

Present:  R Sylvester; J Sylvester; M Sullivan; L Smith; DP Sylvester; DW Sylvester; M Fisher

1.       Nets: The cage nets which were ripped are urgently needed to be replaced.  It is impossible to run junior training with 4 age groups with only one net.  The senior nets are also being affected, as the 1^st XI are having to train separately due to only having one net.  After some discussion the following was agreed: Don Sylvester will contact the company responsible on Wednesday (27^th April) and request a replacement net – also to request next day delivery.  Once received and invoiced we will pay the company.

2.       Balls: The balls need to be available in the pavilion for the 1^st and 2^nd XI matches as well as Sunday cup games.  The following was agreed: David Sylvester will bring a box of 20 match balls to be kept locked in the cupboard at the pavilion (Jamie and Don both have a key for this cupboard).

3.       Keys: We have now been given a new key for the pavilion, following the change of locks.  We need 4 more for 1^st and 2^nd XI captains, Director of Cricket and Junior co-ordinator.  The following was agreed: David Sylvester will get 4 keys cut and distribute them to the above people.

4.     Juniors: We urgently need more help with junior coaching and match days.  After some discussion (and a phone call to Tom Evison) the following coaching team was agreed:

Under 9s              Huw Williams/Ben Callow

Under 11s           Ryan Sylvester/Tom Evison
Under 13s           Jamie Sylvester/Don Sylvester

Under 15s           Don Sylvester/Ian Bennett

(Lloyd Smith will also be available, when work and other commitments allow, to help out with various age groups)

5.       Council Matters: The brambles at the sea end of the ground need urgent attention, both in terms of health and safety and time taken to retrieve balls – this is an annual problem, which last year was attended to only once, by the Vale of Glamorgan Council – with the added issue of the wild flowers being identified.  The rugby post holes need to be filled in, as they are a safety hazard.  The council promised to paint the pavilion and this has not been done.  Mick Fisher will email the Community Council clerk regarding these matters.

6.        Pitch Issues: The ends need to be attended to properly; the wickets need to be cut low enough; the square needs to be the correct length.  Ryan had agreed with Andy Noyes for him to come to speak with Don regarding these matters, but Don had missed him.  It was agreed that Don will meet with Andy and agree a programme of work.

The meeting finished at 8.50pm

Committee Meeting – Wednesday 16^th March 2011

6.00pm, Seashore Grill, Sully

Present: Lino Scaglioni (chair) David Sylvester, Don Sylvester, Matthew Thomas, Ian Edwards, Jamie Sylvester, Jimmy Pritchard, Lloyd Smith, Mick Fisher

1. Apologies: None Received

2. Minutes of Last Meeting (20^th January 2011) were accepted as a true record.

3. Matters Arising:

Sponsorship/Fundraising: The Seashore Grill has paid us the sponsorship money.  We have been granted £150 from Waitrose following being featured in their February local fundraising scheme.  MF had spoken with Morrison’s re the bag packing but had yet to receive a response.

Kit: JS reported that the number of junior shirts previously referred to is 22. We will have to make a decision regarding what the juniors will be given this year.  LS will speak with Marianne Sullivan about this.

Advertising Boards: DWS said that the boards had been moved following the last meeting.

Repairs:  MVC builders had estimated that the cost of repair of the score box could be in the region of £4000, but JS was confident they could come down to £3000.  This was felt to be extremely costly. After much discussion it was agreed that Lloyd Smith would draw up a list of what was required and use the Natwest Cricket Force day (2/3 April) to do the work.  He considered that a group of 6 people would be required to help.  DWS will supply what materials are needed.  The sightscreens are also in need of repair and this too could be fixed over the same weekend.  Tom Evison is to contact DWS regarding the requirements.  Covers and Cage Nets need to be assembled.  MT and Ll S will meet this Saturday (19/3/11) to assess what needs to be done regarding the nets and then make a start on the work the following Saturday (26/3/11).  It was estimated that the repairs to the covers will be about £250.

The Natwest weekend is scheduled for 10/11 April, but we can do it the previous weekend, as the 10^th April is the training day.

4.   Treasurer’s Report: DWS reported that we have been asked by the Vale Council to settle up the outstanding payments for the indoor nets from 2009/10.  DWS and JS agreed to meet next week to discuss this and agree a plan of action with the council. 

5.   Subscriptions: Only one member had used the standing order form so far.  It was suggested that the individual captains should chase up payment from their players. Agreed.  Approximately £1300 had been collected from the juniors so far.

6.   Transport: C J Contract Travel had been approached and had come up with a figure of £1970 for the season. It was suggested that the money from the ‘Bonus Ball’ scheme could help towards the payment (see item 7 below).  JS reported the company had been approached about having an advertising board at the ground and would be doing so.  It was expected that they would contribute £500.  MF suggested that this could be taken off the bill and the board could be done for ‘free’.  JS agreed to put this to them.

7.   100 Club JP suggested that we do not go ahead with the Bonus Ball and instead we should run a 100 Club.  £1 per week could pull in £400 per month with a percentage going on prizes.   The easiest way would be to have a standing order for all participants (monthly).  The draw could take place at the committee meeting each month.  This was felt to be a good idea – JP will organise it and liaise with MF regarding publicity.  Agreed

8.   Pre Season Friendly Matches: MF had been approached by the council clerk regarding ‘giving up’ 17^th April to the Sully Spartans, as he had been told that the pitch would not be ready for the first Spartans match on 10^th April.   The committee felt that the 1^st and 2^nd XI needed as much pre season preparation as they could get.  DPS said that the pitch could be ready by 10^th April if absolutely necessary.  MF will contact the clerk and pass this information on – suggesting that we keep 17^th and the Spartans can have 10^th after all. Agreed

9.   Community Council Update: LS reported that the council had been in complete disarray over the past month, due to the problems between the chairman and the clerk.  The councillors had asked advice about putting forward a motion of no confidence in the chairman.  As a result of this, no council decisions had been made and our rent cheque has still not been cashed.  JS suggested that we should propose a flat rate of fee for the coming year and draw up a new agreement to back it up.  The fee of £1800 was proposed (which was slightly more than we owe for 2010).  If the council agreed to this in principle then we could finalise the wording on any new agreement as soon as possible following this.  MF to contact the clerk to put this proposal forward. Agreed

10. Glebe Field: DWS reported that the ECB have agreed to our request for a £50,000 interest free loan and a £75,000 grant.  This was extremely good news, but the planning has now hit another snag – some residents have sent in a petition regarding the possibility of cricket balls damaging their property.  There had also been a query about volume of traffic.  LS said that the overwhelming majority of emails from the residents association were supportive of the development.  Both local Vale of Glamorgan councillors are also in support.  JP suggested that we answer the residents concerns by pointing out that the biggest reported 6 in the current cricket world cup was 75 metres.  The distance from the middle to the houses was 140 metres, so it was virtually impossible that any damage could be sustained.  LS suggested that this could be illustrated by showing the distances on the site plan, which could then be sent to the planning committee. This was agreed.  DWS and MF will be meeting with South Wales Sports Grounds next week in order to agree the timetable for work.  DWS has also been in touch with Jonathan Smith (Geo Turf) regarding negotiating a reduction in the fee for overseeing the work. DWS had already received a promise of an initial reduction from £10,000 to £7,500 and was confident that by taking out the 12 month follow up clause it could be reduced even further.  It was agreed that any follow up monitoring could be done by whoever the club had appointed to be groundsman.

11. Junior Issues: JS reported that the 1-1 sessions had been going very well.  12 juniors had benefitted from these sessions.  There are currently 8 players in the county squads and 5 in the Welsh squads (in various age groups).  This was a great achievement and reflected well on the club.  It was suggested that we try to raise the profile of the junior section and could use the ‘Barry & District News’ for this.  DWS said that local councillors Jeff James and Anthony Earnest were likely to be supportive of the club and that Jeff James was chair of the planning committee.  Any positive publicity would also help with the Glebe Field application.  LS will give JS Anthony Earnest’s email address and DWS will give JS Jeff James’ address so that they can be given information.  Agreed  JS also suggested that at least 2 pages of the club programme should be given over to highlighting junior issues.  The turn out on Thursday evenings had been reasonable, with enough under 13s to field two sides.  However, we were struggling for U 9s and U 15s.  It was suggested that we enter two U 13 sides in the league, but a number of factors were against this.  It was probably too late to enter another side and also it would be difficult to do this without any further addition to the coaching team.  It was then suggested that some friendly games are organised for this year.  DWS offered to help out with this team.  MF asked about the junior handbook – Js said he would have a look at the handbook and if any alterations were needed he would let LS know.  LS agreed to print off 100 copies for JS to distribute to the juniors.  There was some discussion about input to schools and it was agreed that the main problem, as always, was the time required.  DWS said that the ‘Community Chest’ funding could not be used for payment of coaches, but we could look at some other juniors’ related project to raise some money. Ll S offered to look into this. Agreed  IE offered to send in a regular junior report for the local paper. Agreed  The outside training would be commencing on Monday 18^th April and we need the nets sorted out by then.  DPS said that we need 3 new poles for the nets.  DPS will see to this. Agreed

12. Pre Season Meetings:

·         4^th April – SWALEC  League (Captains/Umpires) JS and DWS will  attend.

·         5^th April Conference Umpire  Meeting (St Fagans) MF and DWS will attend

·         18^th April SWALEC Distribution Meeting – DWS/MF will attend

·         27^th April Conference Distribution Meeting – DWS/MF will attend

13. Captains: JS had spoken to John Wooden and Oz Bennett regarding the 3^rd XI captaincy.  John will remain as 3^rd XI captain. Agreed For a number of reasons, Alex Wharf is no longer able to be 1^st XI captain.  JS reported that he had spoken with Alex, Ryan and Lloyd regarding this.  It was agreed that Ryan Sylvester should be 1^st XI captain and Lloyd Smith should be vice captain.  Lloyd will captain some Sunday cup matches (including any Welsh Cup games).  MF will contact the league to inform them of the changes

14. Fundraising/Sponsorship etc: DWS reported that we were awaiting the outcome of applications to Barry Town Council (£2000 for a bowling machine) and also the Big Lottery Fund (ITV).  JS reported that the sponsorship targets were on track. 

JP suggested that we go the ‘Barry & District News’ and get an insert put in – these are free of charge and our regular sponsors would be approached by the paper to put an advert in.  JP will approach the editor to set this up.

15. Any Other Business

MF: We still require an umpire for the 2^nd XI.  JS suggested that we approach D Fiddler.  DWS agreed to do this.

JS: A ‘cabaret night’ is planned for the 22^nd April at the Seashore Grill.  There was some debate about the desirability of this date, as it was Good Friday and probably the last chance 1^st XI players would have to go away before the season starts.  DWS agreed to check the date with the Seashore Grill

     The Meeting finished at 8.55pm.

Date and time of next meeting: Wednesday 20^th April 2011 

Committee Meeting – Thursday 20^th January 2011

7.00pm, Seashore Grill, Sully