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MINUTES OF ANNUAL GENERAL MEETING OF REPTON SQUASH CLUB LTD HELD AT 19.30 TUESDAY 3rd OCTOBER 2006
Minutes of meeting
Date of meeting: 3 October 2006 Venue: Repton Squash Club Start time: 19.30 hrs
Purpose of meeting: Annual General Meeting
Attendees: D Wood Apologies : N Wilkinson Distribution: Attendees
J R Bunt Notice Boards
J Boyden
C Wood
A Oldbury
G Whitehurst
A Jemison
M Davies
I Rodgers
P Howkins (part)
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Minutes of Last Meeting
The minutes of the last AGM held on the 17th August 2005 were approved as an accurate record.
Directors’ Reports
Chairman – see Appendix 1 to these Minutes
JB opened the meeting with a review of progress against the objectives set by the Committee at the start of the 2005/2006 season. These objectives together with the progress achieved are detailed in Appendix 1 – Chairman’s Report and are supplemented by reports from the other Directors as indicated below.
The latest situation regarding Membership numbers (re Objective 1) following subscription renewal due 1st September 2006 was provided by the Secretary. Based on those paid to date, those expected imminently, and resignations advised, it is likely that membership for the current season will reach around 100 – this represents a decrease of 20% and underlines the urgency of attracting new members during the forthcoming year in order to maintain the viability of the Club. It was noted however that this decline was probably consistent with other clubs throughout Derbyshire as witnessed by the reduction in teams competing in the Derbyshire Leagues.
Sponsorship – see Appendix 2
Web Site– see Appendix 4
Club and Team Squash – see Appendix 3 and Appendix 4
Following a summer of some upheaval resulting in the withdrawal of last year’s Repton 1 team from Derbyshire League 1 and the resignation of Mike Lambert as Club Captain, a strong nucleus of 3 men’s teams and 1 ladies team has been established for the new season spearheaded by Adrian Oldbury (Club Captain), George Whitehurst (Competitions Manager), and Simon Evans (Team Manager). The basis of the new structure for team and competition management within the Club is detailed in Appendix 3 and to date is working well.
For an update of Internal League progress see Appendix 4.
Facilities – see Appendix 4
Coaching and Development – see Appendix 5
Social– see Chairmans Report - Appendix 1
Marketing and Promotions
Adverts have been placed in the Parish magazine and Hilton Advertiser. At least two enquiries have been received. A poster has been designed and placed in Melbourne Village and at the Squash Courts. It is planned for Repton Village, Newton Solney and the Leisure centres at Derby and Swadlincote.
Consideration of the Accounts
The Accounts for year ending 31st March 2006 were adopted by the meeting.
The Treasurer highlighted the following points relating to the P&L Account:-
- Despite a significant reduction in bar/equipment revenue, gross profit was only slightly down reflecting an increase in GP% to 37%.
- Subscriptions and Court fees up.
- Reduced Repton School contribution due to reduced repair expenses.
- Association fees relate to England squash fees for each member which were introduced during this financial year.
The current bank balances for the Club were reported as:-
Close Bros. - £14,024.15
Nat West - £13,456.10
Election of Directors
Mrs. N Wilkinson, Mr. A Oldbury, Mr J R Bunt and Mr I Rodgers were elected as President, Club Captain, Secretary and Treasurer respectively.
Mr P Howkins was re-elected as director (having retired by rotation).
Directors continuing in office are Mr J Boyden, Mr. D Wood, and Mrs. C Wood
Resigning directors are Mr M Howson, Mr S Evans, Mr M Lambert.
Any Other Business
The Chairman indicated that the Committee would be developing objectives for the new season to address areas of concern mentioned in the meeting – these would include:-
- Attracting new members
- Better integration of new members into the Club
- Increased participation by members in Internal Leagues and Competitions
- Possible introduction of Club Night.
These would be finalised at the next Committee Meeting.
The meeting closed at 21.00 hrs.
Date of Next Committee Meeting
Wednesday 8th November 2006 commencing 19:30hrs.
Chairman……………………………………. Secretary……………………………………..
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APPENDIX 1
CHAIRMANS REPORT
Objectives for the Past Year
To give some focus to the Committee’s work, other than the day-to-day general administration of the Club, we published a set of objectives and targets which we hoped could be achieved during the past year.
I would briefly like to report on the progress.
1. Membership
Objective: To increase the membership by 10% to 134.
2. Handbook
Objective: To produce a new handbook for early 2006.
Completed.
3. Sponsorship
Objective: To increase court and team sponsorship by 15% to £400.
The answer to this can be likened to a politician’s fuzzy reply. In truth, I am not sure how we have faired against the target. (Accruals, prepayments). However, although we have lost some team sponsorship we have added sponsorship from Volvo Trucks, Webbs Removals and kept other major sponsors such as Master Cars and Jee-Jar-Jees. Handbook revenue has also increased. So, all in all, we have at least matched last year.
4. Website
Objective: To redevelop and enhance our website and manage ‘live’ updated information sections with on-line match report submission.
This has been spectacularly achieved and David Wood needs an enormous vote of thanks for his development work and on-going site management and updates.
5. Club & Team Squash
Objectives:
- Encourage greater participation in internal leagues.
- Maintain an effective team squash squad.
Certainly, if just encouragement was the objective, then this has definitely been met. The level of participation may, however, only be marginally successful.
The League format has been innovative and changed each period but still there is some apathy in League members playing their games.
The Committee have advertised for a ‘League Motivator’ i.e. someone who would be prepared to be responsible for encouraging members to play but unfortunately no-one has stepped forward.
6. Club Facilities
Objectives:
- Re-carpet the men’s changing room.
- Completed.
- Plan kitchen improvement.
The kitchen situation is in a similar situation to the internal décor – on hold until:
- We are confident that any new cooking facilities would be utilised.
- That the future finances of the Club can justify the work.
- Plan internal décor improvement.
We have had plans for the internal décor produced but no action has been decided as the cost would seriously affect the Club’s finances.
We will review the possibility of a scaled down scheme next year.
- Carry out cleaning of courts 2 and 3.
Will have been completed by next week.
7. Coaching & Development
Objectives:
- Ensure continuation of Friday night junior squash sessions.
- Encourage demand in order to support mini squash sessions.
- Introduce ES Development Award Scheme for older juniors.
- Support our juniors to enter more local competitions.
- Continue with Junior League and encourage junior participation outside Friday night sessions.
- Continue initiatives to encourage more lady members to join the club.
This has definitely been successfully met and I have asked Carol to outline the achievements she has made in her report shortly.
8. Social
Objectives:
- Develop social activities.
- Hold at least 3 social events during the year.
We were extremely pleased when Simon Evans joined the Committee a year ago last Summer. With his direction we enjoyed:
- A successful barbeque/Summer fun day
- Social doubles matches, and
- A quiz night
Unfortunately, with a change in Simon’s work and an increase in home commitments, Simon resigned from the Committee and as yet – despite advertising – has not been replaced. Thanks to Simon for the work he did.
Committee Resources
Increased work and family commitments has certainly had its toll on the Committee throughout the year.
As just mentioned Simon resigned as Social Manager, Mike Lambert has resigned as Club Captain and Jo Bunt was recruited and resigned as Marketing & Promotions Manager. I would like to thank all three for the work they did for the Club. Paul Howkins has been working away for much of this year and therefore has been unable to attend many meetings. He has, however, maintained an active presence in securing a number of sponsorship deals. Thank you to Paul for this.
James Bunt joined the Committee as Secretary in November last year, which allowed Ian to move to Treasurer. James was also nominated by his wife Jo to continue with her role as Marketing & Promotions Manager with Jo giving a helping hand (!) at home.
Recently, Adrian Oldbury and George Whitehurst have joined the Committee in their respective roles as Club Captain and Competitions Manager and it was good to see Simon Evans back and being able to assist Adrian (outside of the Committee) as Team Co-ordinator.
APPENDIX 2
SPONSORSHIP REPORT etc. – PAUL HOWKINS
Key achievements for 2005/06;
- Renewal of Jee Jar Jees court 1 sponsorship through to December 2007. This extends the original three year arrangement.
- Added Volvo trucks to the court two/handbook sponsorship for 2005 and 2006 seasons.
- Webbes Removals have agreed a court sponsorship and also added an advert into the handbook.
- 2005/06 handbook adverts raised £275 in revenue including adverts from a number of self employed members (too numerous to mention individually!)
- Total revenue generated from sponsorships since Sept 2001 now stands at just under £5000 with £600 being agreed in 2005/06.
Future plans
- Need to revisit opportunity from teams – given the reduced number of teams I believe we are better placed to consider a single team shirt sponsored by a number of sponsors for a longer period of time. This will reduce the effort required to arrange/provide shirts. This will realistically not come into effect until next year.
APPENDIX 3
Team/Tournament Organisation 2006/2007 Season
- Roles and Responsibilities
Club Captain
- Overall responsible for Repton Squash Club team squash and internal competitions, supported by Competitions Manager and Team Manager.
- Spokesperson for team affairs/reporting on Club Committee.
Competitions Manager
- Overall responsible for organisation and scheduling of all internal Club Competitions and Internal Leagues, supported by individual Tournament organisers and Internal League Administrator.
- Setting annual timetable and rules for all competitions.
- Procurement of trophies and organisation of Presentation Night(s).
- Recruitment/management of individual Tournament Organisers.
Team Manager
- Overall responsible for management of teams supported by individual team captains.
- ‘Official’ Team Contact for Repton Squash Club
- Recruitment/management of individual Team Captains.
- In conjunction with Team Captains, determining number of teams and nomination order for Repton’s participation in the Derbyshire Winter and Summer Leagues.
- Submission of appropriate entry forms/fees to DSRA for Winter and Summer Leagues.
Nominations for Roles
- Club Captain: Adrian Oldbury (member of Club Committee)
- Competitions Manager: George Whitehurst (member of Club Committee)
- Team Manager: Simon Evans
APPENDIX 4
FACILITIES REPORT etc. – DAVE WOOD
Facilities:
Achievements 2005/2006
Largely a year of infrastructure maintenance rather than improvements as witnessed by the following highlights:
- Carpet tiles in men’s changing room replaced
- Major blockage between Club and septic tank removed thereby improving changing room ‘atmosphere’.
- No Smoking policy introduced.
- Revised weekend locking arrangements for Club
- Courts 2 and 3 cleaned (as we speak!)
The two large infrastructure improvement objectives relating to internal décor and kitchen improvement were put on hold in light of club finances and membership number uncertainties.
Plans/Objectives 2006/2007
It is likely to be another year of ongoing infrastructure maintenance rather than substantial improvement in light of declining membership numbers. Some expenditure can be anticipated resulting from the need to update fire safety equipment to meet latest legislation – this has been identified from a recent fire risk assessment exercise and is currently being investigated. External painting of the Club will also be considered as this was last carried out in 2001.
Web Site
Major improvement for the year was the successful introduction of the facility for Team Captains to submit Match Reports via the web site. Otherwise the site was maintained regularly throughout the year and was influential in attracting new members to the Club – particularly people moving into the area. It is unclear how much the site is used by existing members to keep up to date with Club activities.
Internal Leagues
The Club Internal Leagues were effectively re-launched in December 2005 and an attempt made to encourage increased participation by the introduction of different themes each league and the Master Cars Cup for the member playing the most games throughout the year. To this end the Americana, Champions League, and Summer Handicap leagues have been run during the season, with the Rule Britannia League currently underway. There has been some improvement in participation but not as much as was hoped for – there is still a ‘regular partner’ culture within the Club which needs to be broken down. This is essential - a thriving internal league system is absolutely vital in order to attract new players to the Club and integrate them into it. If we could improve participation then a sensible objective for this season would be to reduce the length of each league from 2/3 months down to 6 weeks thereby generating more interest/incentive in promotion/relegation issues.
APPENDIX 5
COACHING & DEVELOPMENT REPORT 2005-06 SEASON
- Continue with Friday night junior squash sessions
- Between 10 and 18 juniors regularly attending sessions as follows:
- Minisquash FUNdation (5.50-6.20pm): n=3
- Minisquash Improver (6.20-6.50pm) n=3
- Minisquash Pro (6.50-7.20pm) n=3
- Squash Beginner/Improver (7.20-8.30pm) n=6–8
- Introduce ES Development Award scheme for the older juniors
- Elements of this scheme introduced into Squash Beginner/Improver class. ES manuals (n=10) issued to all participants.
- Encourage juniors to enter more of the local competitions sponsored by DSRA and ES (eg Grand Prixs, Age Group tournaments)
- No entries from Repton due to other sporting commitments by junior groups. PDH sports are now sponsoring the Junior Grand Prix events and details of the 2006-07 events have been posted on the club notice boards.
- Continue with junior league/ladder and try to encourage more juniors to play these games outside Friday night sessions (eg off-peak courts)
- Several junior leagues implemented throughout season with most of the squash Beginner/Improver group participating. The junior (U16) tournament for 2006 is to be scheduled for November with finals night in early December.
- Continue with initiatives to attract more lady players to the club
- Repton ladies’ membership numbers doubled following Parish magazine advert in August 2005. Regular Monday night training sessions arranged throughout season were well attended. As a result, several additional lady members have been recruited over the past 2 months. These sessions to continue throughout 2006-07 season, and 3 of the new lady members have been included in the nominations for Repton ladies team playing in the Derbyshire league.
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