OxVox Board Minutes

Quarry Gate, 4 July 2005

Present: Trevor Lambert, Andy James, Graham Hilsdon, Chris Davis, Neil Carter, Ray Whittaker.

Apologies: Paul Lowe, Terry Taylor, Stan Taylor, Sally Lambert, Helen Joslin, Martin Brodetsky, Tim Rosser.

Minutes of last meeting: Approved.

Oakley Waterman fund: Not on agenda, but has arisen in last day or two. Following suggestion on TiU Trevor has set up payment online to the fund via our website. £305 received in first 24 hours, cheque written at meeting and Ray to take to club. Agreed OxVox will bear the PayPal commission charges so that full amount individuals donate is passed to the fund.

Players tunnel sign: Club agreed in principle to the sign, Neil had done extensive planning work, however club have introduced Buildbase into the equation. In turn this brings in Buildbase's advertising agency and a simple task becomes complicated. Club also proposes their website address be added. Graham to investigate Buildbase's interest via his contacts.

Concourse painting: Nilu "doesn't see it as a problem" but would like an estimate of paint costs and proposals for "the type of paintwork you want to carry out including colours". Graham to cost the job up for the East Stand. Agreed to propose painting to 2m from ground level in yellow with a narrow blue band from ground level. Wash coat plus two further coats probably needed. Roller application. Not enough time pre-season. Suggested dates in the fortnights between 13 and 27 August or 27 August and 10 September.

Maintenance work: Many topics on our list had simply been indicated as "on maintenance schedule". Agreed at next meeting with club we need to press them on progress and dates for work not done.

Further contact with club: No reply yet to FK letter sent on June 23. Time is passing. Trevor has emailed Nilu to ask about progress - no reply. Agreed Chris would ask Mick Brown. At least three of us would be available on Thursday or Friday 14/15 July so these dates would be offered if the club came back asking for dates.

Leaflet for first home match: Agreed to prepare handout for Wycombe match. Agreed to get as many of committee as possible handing them out. Cannot be written until nearer the time. Graham offered to print.

Membership renewals: Those with email addresses who fall due before 01.09.05 have been contacted by Trevor with invitation to renew (ideally for >1 year or via standing order). Trevor to liaise with Ray regarding contacting those without email.

5 a side league: Dan Abrey has the information required (provided by Ray) to enter an OxVox team in the Champion Soccer Monday night league at Wheatley. Deadline of 15 August for registering a team. Players all to be OxVox members. Players must be 16 or over. Agreed OxVox would bear the cost of £23.50 for registering the team. Weekly playing costs will be under-written by the players and guaranteed by the team manager, so no defaulting costs will be accepted by OxVox.

S106 and OCC: Trevor has emailed John Tanner of City Council to ask about the status of the S106 agreement in view of the fact that the council has set aside one requirement of it viz. the payment by the club for an adventure playground. No reply yet, Trevor to follow up.

Promotional materials/equipment: Trevor has costings for mugs and poloshirts bearing OxVox logo from Oxford Print. Need to keep costs and prices low if we want them to sell. Agreed to cross check with Dave Underwood on pricing for the Exiles mugs, and to look around for local suppliers who were cheaper.

Medium term:

Setting up a junior members section: A member and his partner have been in touch and are keen to establish a juniors section with regular activities. Agreed to arrange a meeting with them to discuss their ideas and practicality.

Diary for next 12 months: Agreed the need to programme into our diaries preparation/dates for the following: Newsletters (3), members meetings (3), AGM, Adults events, Junior events, club meetings, leaflet drops, committee meetings.

Discuss business plan preparation: Agreed we should prepare one over the coming months. Need to draw on many sources of information and to address likely scenarios as far as possible. No time for detailed discussion at this meeting.

Date of next meeting: Thursday July 28th 7.30pm Quarry Gate.