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Ref.
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Action
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1.0
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Minutes of Last Meeting
The minutes of the meeting of 18 January 2006 were approved as an accurate record.
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2.0
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Matters Arising from Last Minutes
JB announced the resignation of Martin Howson from the Committee due to heavy work commitments, and thanked Martin for his contribution and support given to the Club during his time on the Committee. JRB to complete relevant Companies House documentation.
All other matters arising from the last meeting were reviewed under the appropriate section.
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JRB
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3.0
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Secretarial and Administrative Matters
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3.1
3.1.1
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Items from 18th January
(ref. 3.1.1) New Handbook now finalised and delivery to Club expected on Friday 10th March. JB to check content on Tuesday 14th March prior to distribution to Club Members from the Bar. DW to brief M.Davies.
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JB
DW
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3.1.2
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(ref. 3.1.2) Formal hand over of Secretary Role from IR to JRB has been completed.
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3.1.3
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(ref. 3.1.3) The ‘A Board’ sourced by JB to facilitate communication of important club notices was agreed to be too large. JB to organise smaller version. (carried forward)
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JB
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4.0
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Membership Matters
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4.1
4.1.1
4.1.2
4.1.3
4.1.4
4.1.5
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New Members
The following applications for membership have been received since the last meeting and have been approved:-
Sean Mahon
ML to contact Sean and provide introduction to Club. JRB to arrange with ML.
JRB to email Committee with latest membership numbers.
DW to email latest Members Contact Details spreadsheet to JRB who is having problems opening this from disc provided by IR.
JRB to ensure latest key fob numbers maintained on membership list.
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ML/JRB
JRB
DW
JRB
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5.0
5.1
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Treasury and Finance
Items from 18th January
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5.1.1
5.2
5.3
6.0
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(ref. 5.2.1) IR to confirm by email to Committee that handover from AS is complete.
IR to check and confirm whether Mick and Sandra have been inadvertently paid twice at end February (due to misunderstanding with AS) and if so cancel March payment. IR to confirm action taken with MD/SD.
IR to provide full details of latest financial situation (i.e. bank balances etc.) at next meeting – written report if unable to attend.
Club and Team Squash
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IR
IR
IR
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6.1
6.1.1
6.1.2
6.1.3
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Items from 18th January
(ref. 6.1.1) JB provided ML with Team Captains Check List at meeting – ML to issue as reminder to captains. (carried forward)
(ref. 6.1.2) DW has taken over administration of internal leagues. Agreed that end date for ‘Champions League’ format should be extended from 26th march to 16th April in light of number of games played to date. DW will circulate email to all participants encouraging support.
CW to organise internal league for Ladies. (carried forward)
(ref. 6.1.3.) Club Competitions
Concern was expressed regarding the organisation/administration of the forthcoming semi-finals night, finals night and end of season dinner given the imminence of the dates set for these events. In light of this concern, it was decided that:-
· Semi-finals/Finals Nights - ML/SE to confirm ASAP the format of these two nights (trophy presentation, food provision, social event opportunity, method of promotion etc.), their availability/ability to organise them, and any support required to do this.
· ‘End of Season’ Dinner/Golf Day/Event – whatever form this is to take, this should not now take place on 21st April as there is now insufficient time to promote. JB to speak to ML/SE to coordinate an alternative event on a later date.
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ML
DW
DW
CW
ML/SE
JB/ML/SE
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6.1.4
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(ref. 6.1.4) Squash Grants
Meeting held with Steve Amos of England Squash on 7th February, attended by JB, JRB, and CW. Possibility of Repton qualifying for ES Bronze Club Charter discussed – see note in 7.5 Coaching & Development.
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7.0
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Action Plan Progress Reports
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7.1
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Items from 18th January
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7.1.1
7.2
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(ref. 7.1.1) Committees Objectives published on the web site. DW to post a copy on the Club Notice Board.
Sponsorship
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DW
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7.2.1
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(ref. 7.2.2) PH to confirm latest status of sponsorship administration, i.e. invoices issued and amounts, monies collected to date, and responsibility for monitoring the process i.e. PH or IR.
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PH
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7.2.2
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(ref. 7.2.4) PH has ‘discovered’ 10 Derby Evening Telegraph T shirts in attic and will discuss their possible use as prizes at social events with SE. (carried forward)
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PH/SE
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7.3
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Marketing & Promotions
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7.3.1
7.3.2
7.3.3
7.3.4
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(ref. 7.3.1) Marketing Plan prepared by Jo/JRB and circulated to Committee was applauded and approved for action by those present as a sensible, realistic well constructed plan.
Jo/JRB to drive execution of plan seeking assistance from other Committee members as required/appropriate.
First two items of plan (New members pack, Hilton Advertiser) were identified as priorities – ML, DW, CW. to provide support to Jo/JRB on these items.
It was noted that the execution of the Marketing Plan, with one of its key objectives to attract new adult (especially ladies) and junior members to the Club, would only be justified and worthwhile if the Club/Committee is able to provide the infrastructure and resources to effectively support the influx of new members which it would potentially provide. In the light of recent experience this requires serious consideration by the full Committee at the next meeting.
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Jo/JRB
ML/DW/CW
All
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7.4
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Social
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7.4.1
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(ref. 7.4.2) ML will discuss with SE the organisation/format of a ‘New Members’ night at the Club possibly involving some form of mini handicap tournament including the new members and a selected group of established members. A provisional date of Wednesday 1st March was set for this event – JRB, ML, DW, CW and JB offered to participate. (carried forward)
1st March target missed – realistic new date and plans to be provided by ML/SE
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ML/SE
ML/SE
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7.4.2
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(ref. 7.4.3) PH to discuss his suggestion of an inter club ‘champions’ competition with SE. (carried forward)
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PH/SE
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7.5
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Coaching and Squash Development (report circulated)
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7.5.1
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The recent success in attracting more juniors of all ages to the Friday night junior coaching sessions and the spin off of attracting Mums as potential new lady members was noted with thanks to Carol for her considerable efforts. However again this raises the issue of how the Club is able to provide additional resource/support for Carol going forward if there is a further influx of new members attracted by and requiring the availability of coaching services. This requires serious consideration by the Committee.
In the interim, CW will investigate in principle the availability of other qualified coaching resources within Derbyshire who could help to provide coaching services to the Club. It was noted that this may require future discussions with ReptonSchool to explore the possibility of securing additional afternoon court time for junior coaching purposes.
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All
CW
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7.5.2
7.5.3
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CW’s proposals for Junior Membership Subscriptions (i.e no membership fee for Juniors under 9 years old and flat rate subscription of £50 for 3 or more children in one familiy) were agreed. CW to communicate to parents.
England Squash Bronze Club Charter (Paper circulated by JRB)
Given the low attendance at the meeting, those present agreed that no further progress towards achieving this should be attempted until there has been a full discussion by all members of the Committee – in particular, before moving forward, the Committee must be confident that it is able to put the necessary level of infrastructure/resources in place to sustain charter status and be committed to do this. Recent experience indicates that neither the Committee nor the Club is in a position to make this commitment.
JRB to advise Steve Amos of ES accordingly.
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CW
All
JRB
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7.6
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Facilities (report circulated)
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7.6.1
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(ref. 7.6.1) Internal Décor Improvement – costed proposals from design consultant received – unfortunately costs for full scheme far exceed Club’s maximum potential budget for such improvements. Options to be further considered. (carried forward)
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All
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7.6.2
7.6.3
7.6.4
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Fault with Court 3 heater now resolved. Other heaters serviced on Wednesday 8th March.
Long hairline crack identified on front wall of Court 3 - Sirius (Court Care Services) have been informed and will inspect when next in area
Phone numbers and email addresses of players in internal leagues removed from web site following concerns raised by some members - suggest inclusion of tick box on membership form at next renewal to obtain agreement or otherwise to publish.
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JRB
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8.
8.1
8.2
8.3
8.4
8.5
8.5.1
8.5.2
8.5.3
8.5.4
8.5.5
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Club Steward’s Review Meeting
At a meeting on 1st March by JB, DW, and ML with Mick Davies, revised job descriptions and contracts of employment for Mick and Sandra had been discussed and agreed with the exception of a small number of points. (Post meeting note: all points now resolved and agreed – JB to provide updated documents to Mick and Sandra for signature).
As with the existing contract, MD will have the discretion to close the Bar and Club prior to the published evening closing times if a) all members have left the Club, b) there are no later court bookings, and c) no members have phoned the Club to enquire about court availability that night and signalled their intention to play. However as an amendment to the existing contract, the Club/Bar will not be closed prior to 8:15pm even if all the conditions above have been fulfilled. It will therefore be incumbent on members to telephone the Club by 8:00pm on any evening if they wish to turn up ‘on spec’ later that evening and be sure that the Club is open for them. This will be communicated to Club Members.
With immediate effect, a regular review meeting will be held with the Club Steward a few days prior to each Committee Meeting – this will be attended by DW and/or ML from the Committee, and feedback reported at each meeting.
Following the first Club Steward Review meeting (attended by DW and MD), DW reported Bar/Court Usage statistics for February 2006 and comparison with February 2005. These are attached as Appendix 1 and indicate a significant downturn in activity. Full year figures for year ended 31st March 2006 will be available by the next meeting to give a broader picture of the overall trend.
A number of issues were raised by MD at the meeting and require action by the Committee as follows:-
Membership status of new lady and junior visitors to the Club (being resolved by CW).
Communication of social events. JB to discuss with SE.
Late starting of team matches.
Indiscipline amongst certain juniors on Friday evenings – CW to raise with parents.
Requirement for MD to attend ‘Bar Manager’ course in light of revised licensing legislation? IR to confirm and organise if necessary.
Any Other Business
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JB
JB/DW
CW
JB/SE
ML
CW
IR
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8.1
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(ref. 8.1) Letter received from Felix Frixou by JB. JB has replied reiterating that the agreed ban remains in place until further notice. Formal communication from DSRA still awaited.
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8.2
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(ref. 8.2) ML suggested the introduction of induction packs for new members – this was agreed to be a good idea – ML to formalise. (carried forward) This is now incorporated into the Marketing Plan - ML to coordinate with JRB/Jo
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ML
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8.3
8.4
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Total ‘No Smoking’ Ban
In the light of recent legislation and the extremely small number of members who smoke at the Club, the Committee members present agreed unanimously that a full ‘No Smoking’ Ban at the Club should be introduced from 1st May 2006. Other members of Committee (not in attendance) are requested to confirm their agreement or otherwise by Sunday 19th March. DW to email Committee.
The request from a new member for a refund of membership fees following a decision to stop playing at the Club, has been discussed by ML and JB and in light of the circumstances has been refused. ML to communicate.
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DW
ML
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9.
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Date of Next Meeting
Wednesday 26th April 2006 commencing 7:30pm
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