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REPTON SQUASH CLUB

MEETING OF DIRECTORS

MINUTES OF COMMITTEE MEETING

Date of meeting: 16 February 2005       Venue: Repton Squash Club        Start time: 19.30 hrs

Present: D Wood   Apologies : M.Howson

  C Wood    

  J Boyden    

  I Rodgers     

  A Starkey

  P Howkins

  M Lambert

  J Kirtland    

Ref.		Action need by
1.0	Minutes of Last Meeting   The minutes of the last meeting of 12 January 2005 were approved as an accurate record.
2.0	Matters Arising from Last Minutes   All items recorded under this heading in the last minutes will be dealt with under the appropriate section.
3.0	Secretarial and Administrative Matters
3.1	S Pogmore has agreed to organise the members hand book. It was agreed to put up a list of members together with the currently held contact details in order that members could update their details if necessary prior to publication of the handbook. JB to put up notice and liaise with S Pogmore and to contact the sponsors re advertising. It was also agreed to insert an additional column in the members list to enable M Davies to insert members key fob numbers and keep these up to date.	JB
3.2	Licensing laws – IR to look into new licensing act and report back at next meeting.	IR
4.0	Membership Matters
4.1	New Applications Received   M Trickey A J Stoll M J Walford A Darling
4.2	Applications for Membership Sent Out   None

4.3	Resignations None
4.4	Membership Subscriptions
4.4.1	Members Not Renewed and Action Taken   Clibborn -   Purchase order obtained – AS to raise purchase invoice. Lambert -    AS to raise purchase invoice and ML to set up direct debit.                                   Westhead – DW to organise cancellation of key fob if applicable.		AS AS & ML DW
4.5	Membership Numbers
	IR to update members list and e-mail to committee members		IR
4.6	England Squash
	IR passed on report from R Flynn to AS to enable him to identify new members since the last England Squash Return and pay over the relevant fees. AS to action payment of fees.		AS
5.0	Treasury and Finance Matters
5.1	GP margin Bank balances were reported by AS.
5.2	Bar Alternative supplier for 02 canisters now going ahead – M Davies organising.
5.3	Bar Prices Increases received – M Davies looking at putting up bar prices shortly.
6.0	Squash Matters and Teams Update
6.1	First team selection now resolved and nominations submitted.
6.2	It was discussed that the second and third teams were struggling in their respective leagues – ML reported he was talking to several people to try and recruit additional team members.		ML
6.3	Ladies team – CW reported at the last Derbyshire Squash Meeting there was a possibility that the ladies teams would be amended to 4 players rather than 5 from next season, so hopefully Repton should be able to re-introduce the ladies team.

7.0	Action Plan Progress Reports
7.1   7.1.1	Facilities   Door access – Malcolm Electrical delivering new printer tomorrow.
7.1.2	Electrical inspection – still awaiting proposal.
7.1.3	Drinking water – DW to obtain quotes.
7.1.4	TV – quotation obtained to move TV at £150 – PH to contact Sky re pricing.	PH
7.1.5	Changing rooms – floor now re-tiled.
7.1.6	Kitchen improvement – it was agreed that this was not a priority at present.
7.2	Marketing and Promotions
7.2.1	Introductory offer to new members to look into further. It was agreed to drop the bar voucher idea. JK to look at disseminating encouragement to existing members to recommend new members.	JK
7.2.2	Buddy scheme – JK to look at modifying membership form to ascertain standard of new members in order to put people in touch. ML volunteered to act as a buddy scheme member to play new players in order to gauge their standard.	JK
7.2.3	Improve School/Staff relationship with Club – JK discussed with Patrick Griffiths who is on half term at present. JK to follow up.
7.2.4	Business/Corporate Promotion – JK had obtained pricing for list of companies within a 10 mile radius of Repton. There was considerable discussion over the cost/benefits of such a marketing campaign. It was eventually agreed that the committee were in favour of the idea in principal and would probably look to operate a phased campaign as opposed to a single total mail-shot. JK to look at implementing a plan to facilitate the mail-shot following the committee’s approval in principal.	JK
7.2.5	Website – looking at developing a new site and then transferring the hosting. The cheapest option would be to have the site hosted as part of someone else’s website. DW had obtained graphics for several new logo’s and the committee agreed the preferred option. DW to liaise and obtain some draft design work.	DW
7.3	Sponsorship Items requiring attention were as follows:-
7.3.1	Mastercars – Direct debit signed – PH to liaise with AS and ML to put into effect.	PH
7.3.2	Volvo – looking to have a court sign rather than shirts. Purchase order obtained – AS to invoice.	AS
7.3.3	Jee-Jar-Jees – PH to contact and ascertain if they are to renew.	PH
7.4	Coaching & Squash Development
7.4.1	Andy Stoll has signed up for coaching lessons.
7.4.2	CW reported that a couple of the juniors had gone on squash camp.
7.5	Competition and Leagues
7.5.1	ML reported that the draws for the competitions are to go up on Monday 21 February. M Allen had agreed to run the Presidents Cup competition.
7.5.2	The venue for the presentations night was yet to be established – Branston had been identified as a possibility and PH was awaiting a call from them. PH to liaise with ML. The dates for finals and presentation nights were established as:- Semi- finals night     13 April 2005 Finals night               27 April 2005 Presentation night     6 May 2005	PH ML
7.5.3	Internal leagues – the new leagues had now gone up. ML to consider if all team players should play in the internal leagues and action as appropriate.	ML
7.6	Social
7.6.1	JB looking to get someone to be responsible for social matters and was awaiting a response.	JB
8.0	Any Other Business
8.1	Logo – new logo approved. JB to circulate to committee members.	JB
8.2	ML broached the idea of starter courses and their proposed advertising. ML to follow up.	ML
9.0	Date of Next Meeting The next meeting will be held on Wednesday 6 April 2005 at 7.30 pm.

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