Follow ups via email after Meeting at Carluccios, Friday 26 January 2007

Present: Norm, Jen, Nicky (follow ups from Stella and Roger via email).

Agenda

1. Apologies
   

   Roger, Stella
   

2. Minutes of previous meetings (and AGM)

   Matters arising (not addressed below)
   From AGM:
   - Hall of Fame idea - ACTION ROGER: ask Chris and Andy Meigs to provide plans. Roger hadn't had chance to do this yet.
   - Umpiring course: ACTION STELLA - find out how much BSUK charge now and run one in April (could see if we can run it at Upper Heyford or the Oxford Harlequins Rugby club, again). Action carried over to next meeting as Stella was not present.
   Feedback from Stella: Umpiring course is run by BASU, cost prices are £50 per day of instructon, plus travel and room and board. With room and board you can save some money by finding someone for the instructor to stay with. The person whom I contacted was Cedric McLendon, to organise the dates. We need to supply them dates first to see if they can fit us in. The harlequins Rugby club is probably our first choice of venue-ACTION Roger do you know who to contact there?
   Comment from Norm: I have a contact at Oxford Rugby Club (at North Hinksey) and I'm sure they'd allow us - but it's a busy place on a Sat and Sun.
   - Changing branding to Oxford Softball. Norm has asked Mark Gower to mock up some logos for letterheads etc. These are at the Important Documents of this site.
   - Level 2 coaching course: Find out when they are after Christmas and then tell the captains. ACTION ALL (carried over).
   
   

3. Reps at League Heads Forum and BSUK AGM
   

   LHF was in Birmingham on Sun 12 Nov. We really should have sent apologies. ACTION STELLA: Contact BSUK and apologise for not attending LHF and find out about Thames valley contact (as suggested by Jamie).
   Note from Stella: "I emailed Bob Frommer back in November and told him that there would be no representation from Oxford League at the time. I have emailed him again to ask him the name of the Thames Valley contact."
   (No further action required, then?)
   
   BSUK AGM (17 Feb) - teams have to send people if they want to send a team to the Nationals (if they sent a team last year). The league must be represented. ACTION STELLA to co-ordinate this.
   Note from Stella: "I emailed captains with the info, the only reply was from Pete from the Harriers asking for clarification about attendance. Only the angels need to send a representative as they played the nationals last year and may want to enter again this year. Myself and Norm will be attending."
   
   

4. Finances

   Forms have been sent to the bank and signatories removed are: David Warren, Andy Meigs, Andy McCann, Phillippa Harris. On as signatories are: Jen Edis, Jane Silverwood and Chris Dore.
   ACTION JEN: Next committee meeting will get Stella and Norm added and Jane removed.
   We received an unexpected invoice from Rover for the pitches in August up to 5 September. Jen is now dealing with it
   
   

5. Development grant
   

   Stella has begun to complete the form from BSUK. She was hoping to show it to us at this meeting. ACTION STELLA to circulate form and to send it to BSUK as soon as possible.
   Note from Stella: "Application has been done and edited after Norms helpful hints and been submitted. I apologise for not sending it out to the committee, but I only updated it in time to get it sent off this week."
   
   

6. Liaison with Rover
   

   In the last 2 years, Roger has liaised with the groundsman directly. ACTION ROGER: to try to get groundsman (?Paul?) to do it himself first, next best do it with one or two of us in attendance. Roger has spoken with the secretary of Rover who said that no planning was really possible until the cricket calendar is published. We think that this may be in the middle of February.
   
   We need to plan the line painting and see if Paul will be able to take this on. Urgent item for discussion at next meeting. Line painting and calendar.
   
   

7. Other volunteers

   Marketing/recruitment co-ordinator
   Barbara Young keen to co-ordinate recruitment and raise profile for the beginning of the season. Norm has talked to Barbara to encourage plans. Barbara has lots of ideas but these will all be aimed at the open days before the start of the season. Urgent action is to get this calendar to Barbara.
   
   (Related item) Maybe we can do something different for the grapefruit games so that it really attracts people. ACTION JEN to think a bit more about this. (The problem being that if it isn't competitive, people don't come along).
   
   Cup day/tournament organiser - wait until we get dates.
   
   Captains/coordinators for single sex nationals
   - Men's team: Norm has asked Simon Taylor and Jamie Parish who have both agreed to organise this.
   
   

8. Cup day/tournament
   

   Roger has found out that we can't get a Saturday, but probably could get a Sunday. Need to pick a date and get Roger to pursue with Rover. ACTION ROGER.
   

9. Rules and constitution
   

   New rules for captains at start of year. Penalty for not returning trophy. Financial and points? Amended constitution - what should we do with it? Urgent item for consideration BEFORE next meeting. ACTION ALL: Review the current rules. We should also check "what a club is" and review that. ACTION NORM - co-ordinate rules discussion.
   
   ACTION STELLA: Send email in Feb to seek requests for rule changes.
   Note from Stella: "sent out today!" [16 Feb]
   One end of Feb after we have the calendar dates and to cover rule changes and review captains pack. Captains meeting to endorse rules and draft captains packs in March.
   
   

10. Draft timetable/calendar

    Need to decide when first competitive game is and then work back from there. Urgent item.
    
    

11. Any other business
    

    (Carried over from last meeting as a reminder: Pictures on web sites. Send a message to captains to say that people's pictures and names may appear on the web site and to have people opt out if they don't want to appear. Do this at start of season.)
    
    Thursday 8th March - Exec. (venue pub at Weston on the Green)
    Captains meeting date changed to 26 March - at Cumnor Cricket Club.
    

12. Date of next meeting

    Thurs 8 March