OOASC Full Committee meeting 20th July 2020 – Minutes

Minutes of Full Committee Meeting held Monday 20^th July 2020 at 7.30pm in the Main Hall at Old Owen’s Sports Ground.

In attendance: I.Breeze(IB), Richard Hattrell(RH), A.Hunter(AH), P.Kennedy(PK), T.Lane(TL), P.Riley(PR), K.Rowswell(KR), John and Lynn Clark (JLC) (TL chaired the meeting with IB appointed to take the minutes).

JLC is still required to sign the new Contract. Lynn stated that some areas of the contract require amendments before signing.
Warning signs in the Car Park have been completed and the height barrier has been repaired
IB has now been made a signatory on the HSBC account.

Managers update – Clearly with the Covid-19 situation, takings have been significantly down. John and Lynn would like to recommence paying rental at 33.3% of their current amount for the time being. The facilities and bar is now open to members with limited numbers allowed inside with table service and members allowed outside. Recreational Cricket has just restarted which will help with takings and recreational football is due to restart in September 2020.
Trading accounts (Monthly Sales) – None produced.
JLC have just recommenced trading in the last 2 weeks.
Forthcoming events – No bookings have been made as yet due to the effects of Covid-19.
Bungalow Roof repairs – Roof is now fixed but electrics and plaster boarding needs to be completed
The exterior lights on the Clubhouse have been fixed.

Balance at bank presently stands at £58.5k. Balance sheet looks artificially healthy at the moment due to the Covid-19 grant of £25k received from the government. In actual fact when considering the period from 23^rd March 2020 to 09 July 2020 we are £11k down on rental income. An anticipated reduced income from Cricket will be around £4k.
OOASC Confirmation Statement – All directors have re-accepted apart from Alan Davison (resigned) and William Hamilton-Hinds (No contact).
Profit/Loss and Balance Sheet – RH produced figures in detail for the period 1^st August 2019 to 12 July 2020 showing a Net Profit of £29,507.29.
The Investment Bond was approx £153k as at 31^st July 2019. RH has a review meeting next week with David Wainman and will confirm the Bonds valuation.
Tansley & Mid-Herts still owe rental for Football pitch hire (IB to chase).

Very pleased with the ground condition for Cricket and received compliments from opponents Bishop Stortford at last Saturdays Cricket game verses Owens 1^st XI . TL highlighted the work put in by Ed Clark (Grounsdman). The Football club have requested some training on Tuesday evenings and will be instructed to keep off cricket areas.
AW is now being paid by Standing Order for his work on the ground.
Rabbit control – Meeting agreed £90 pm to be paid to control these pests.
Fire claim wood pile – Oaklands Landscaping have been organised to clear asap. Insurance claim is currently being processed with an excess of £250 to be paid.
Club signage – TL showed the meeting a proposed image for the ground entrance sign. KR/TL co-ordinating the Art work required (Note: gold doesn’t show very well on a maroon background.) PR advised that Potters Bar United wlll be happy to contribute to the cost.
Pavilion Clock – Now fixed at a cost of £650 but the Freeman family have agreed to pay £400 towards the cost in memory of Keith Freeman, with a plaque under the clock to celebrate his memory.
A request was made to OOFC to extend OOCC season to include the 12^thSept 2020. It was agreed that Football will commence on Saturday, 19^th September 2020. All Clubs using the ground have been informed by IB.

£4,047 has so far been collected for this year in subscriptions (including £1,600 from OOFC.). The financial year ends on the 31^st July 2020. AH is awaiting Bank Statements from March 2020 onwards from Nicki Culhane to check for further subscription payments.
AH has sent a list of names from the OOASC membership file (i.e. Full, Honorary & Life members) to Anna Welsford (DAOS Alumni Manager) to do a comparison on Alumni records to determine if OOASC members are deceased. Anna will have a look when School returns in September 2020.

At 2^nd July 2020 there was a kitty of £452 (including £49 owed to Eamonn Dempsey for the Pavilion Windows). Meeting agreed AH should make payment of £49 to Eamonn Dempsey to clear the debt.
Previous draw 2^nd place winner Gavin Flook donated his £25 winnings back to the Zoo Club.
No prize draw until the end of August.

AH has made significant changes to the website with new images and updated pages.
AH provided statistics for the website as follows:

Last 7 days there were 882 visitors with 5,033 visits

Last 30 days there were 3,659 visitors with 26,242 visits

Last 365 days there were 47,545 visitors with 179,765 visits.

The statistics show a continuous increase on hits to previous figures and indicates an upward trend.

10.1 OOFC Football Section (Paul Kennedy)

Recreational adult Football will be allowed from September 2020 with restrictions such as limited changing rooms. The post match refreshments might pose problems and OOFC would need guidance on this from the AFA.

10.2 OOCC Cricket Section (Tim Lane)

Saracens League Cricket has now recommenced with matches as friendlies (No relegation or promotion will take place in this short 9 week season). Team availability is excellent and all 3 sides won last weekend.

10.3 Affiliated Clubs (Phil Riley)

Potters Bar United (PBU) are keen to start training, but realise that the ground is predominantly used for Cricket at this time. Home PBU games can commence on 19/09/20.

The draft Privacy Policy was accepted at the meeting and AH will add it to the website.
The Privacy Policy requires an appointment of a Data Protection Compliance Officer for GDPR monitoring & compliance – The meeting agreed that it would make sense for AH to carry out this role.

12.1 Impact of Covid -19.

RH stated that the Financial effects would be ongoing and that the rental situation with JLC should be under constant review. He also pointed out that we should be ready to react quickly to any government directives.

12.2 Easyfundraising

The meeting agreed this is a great idea (Essentially free money). AH to investigate the process for setting up easyfundraising for OOASC.

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