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REPTON SQUASH CLUB

MEETING OF DIRECTORS

MINUTES OF COMMITTEE MEETING

Date of meeting: 8^th November 2006       Venue: Repton Squash Club       Start time: 19.30 hrs

Present:       D Wood           J.Bunt (JRB)                         Apologies : P Howkins

                       C Wood            A Oldbury                                               G Whitehurst 

                       J Boyden (JB)   I Rodgers

Ref.		Action
1.0	Minutes of Last Meeting   The minutes of the meeting of 27th September 2006 were approved as an accurate record.
2.0	Secretarial and Administration - Membership Matters
2.1   2.1.1     2.2               2.3   2.3.1                 2.4   2.4.1	Items from 27th September   (ref. 4.1.1) JRB to ensure latest key fob numbers maintained on membership list. (carried forward).   New Members   Applications for membership have been received from:-   Mary Kuhl, Wayne Gregory, Ryan McConvey, Rory Farquharson, Vikramjeet Baines, Mike Butler, and Sarah Preston.   These were approved by the Committee.   Membership Subscriptions Update   (ref. 4.3.1) The majority of the 30 names identified at the last meeting as not having renewed their subscriptions have now rejoined. Action regarding those still outstanding was agreed as follows:-   M.Armson – has indicated intention to rejoin – JB to follow up. D.Young – JRB to follow up. P.Sutherns – recovering from recent operation – hold pending L.Jellyman – CW to follow up. G.Wall – JRB to follow up.   Total membership currently stands at 99.   Other Membership Matters   England Squash have requested an updated list of members. JRB to inform ES and request a reimbursement of fees overpaid due to the invoice (already paid to ES) being based on last years membership numbers (circa 120).	JRB                             JB JRB   CW JRB         JRB
3.0   3.1   3.1.1	Treasury and Finance   Items from 27th September   (ref. 5.1.1) JB has recently been sent Nat West account details by IR and will now attempt to resolve outstanding signatory problem. (carried forward). JB has not received these details – IR to re-send)	IR/JB
3.1.2       3.2         4.0	(ref. 5.1.2) IR has actioned the 3% salary increase for the Club Steward and his Assistant effective from 1st May 2006 as agreed at April meeting. IR to confirm in writing to MD and SD. (carried forward)   Current Balances   Nat West: £14,123.24 Close Bros.: £14,024.15     Club and Team Squash	IR
4.1   4.1.1       4.1.2   4.2   4.2.1           4.2.2       4.2.3       4.2.4       4.2.5     4.2.6     4.3   4.3.1	Team Squash Update   Men’s Teams – AO reported largely successful start to the season for all teams (1st team – played 4 won 3, 2nd team played 4 won 3, 3rd team played 4 won 2) with new team format working well.   Ladies Team – CW reported progress to date (played 2, won 1 ) but highlighted likely difficulty in sustaining a ladies team at Repton in future seasons.   Club Competitions   (ref. 6.2.1) Entry forms for all competitions have been posted on the Club Notice Board and this has been highlighted on the web site. Dates have been set for the Time Tournament (Tuesday 21st November) and Doubles Tournament (to start at beginning December) but entries have been limited to date. AO to encourage participation via notice on A-Board and word of mouth. JRB to email members to encourage participation.   It was agreed that the £2 entry fee should apply to all competitions – AO to highlight clearly on entry forms. It was agreed to ask Mick Davies to collect entry fees for all competitions. AO to ensure that MD is provided with a list of members to collect from for each competition once entry has been finalised and the draws completed.   It was agreed that dates and a schedule should be set and published for the Mens, Veterans, Super Veterans and Presidents Cup Competitions as soon as possible together with a date for Finals Night so that members can get the dates in their diaries NOW. AO to discuss with GW and finalise.   AO reported a problem in retrieving competition trophies from previous winners – particularly the Men’s trophy which seems to have disappeared somewhere between Andy Clark and Ryan Loska. AO to make further attempt to resolve this but if necessary to source a new trophy.   AO reported that GW had obtained quote for updating Honours Boards of £40 - £70 per board – AO to send details to JB who will obtain alternative quote.   AO to speak to Graham Howkins regarding photo boards of 2005 and 2006 competition winners. If this proves to be a problem DW may be able to provide digital copies of pictures put on web site and IR may be able to assist with printing. AO to advise accordingly.   Internal Leagues   At end of November when current ‘Rule Britannia’ league ends, it was agreed to run the next league on the same format with completion in 2 months i.e. by end January 2007. DW will email internal league participants and also request feedback on preferred future format for leagues after January.	AO JRB   AO           AO/GW       AO     JB   AO   AO         DW
5.0	Action Plan Progress Reports
5.1	Sponsorship
5.1.1     5.1.2	(ref. 7.1.1) All invoices for handbook advertising raised – some payments outstanding. JB to confirm status with PH. (carried forward)   GW has organised shirt sponsorship for 3rd Team.	JB/PH
5.2	Marketing & Promotions
5.2.1       5.2.2	Ads have been placed in the Hilton advertiser and will shortly be appearing in the Willington and Findern Directory. JRB is also investigating the establishment of links from local estate agent web sites to the squash club site in order to further encourage membership among new movers to the area.   Membership Initiatives – it was agreed to offer the existing 3 month temporary membership option (which currently applies only to short term visitors to the area) as an option for new members to the Club so that they can get experience of the Club before committing to a full year’s membership. At the end of 3 months such members would pay the balance of the annual membership fee or resign from the Club. This will require additional administration to monitor the end dates for such joiners. JRB to update membership form as appropriate and brief Mick Davies on any additional administration procedures.	JRB             JRB
5.3	Social
5.3.1     5.3.2	(ref. 7.3.1) Vacancy Notice for Social Manager put on web site and Notice Board but still no response to date.   AO mentioned that Simon Evans was organising a night out pre-Xmas for team members. IR agreed to ask SE about the possibility of arranging a pre-Xmas Quiz Night for Club Members after the success last year.	IR
5.4	Coaching and Squash Development
5.4.1	Report prepared by CW and attached as Appendix A
5.4.2	England Squash Bronze Club Charter   (ref. 7.4.2) It was agreed that efforts to achieve this should not be further pursued given that the Club could not provide the necessary resources to sustain such status.
5.5	Facilities
5.5.1         6.0   6.1             6.2	(ref. 7.5.1) DW summarised the results of the Fire Safety Risk Assessment and the tender process for the purchase of a new automatic fire detection and alarm system to meet current legislative requirements. It was agreed to accept the bid from O.Heap & sons. DW to confirm with the Bursar that Repton School will make the normal contribution to this expenditure and then organise for the work to be carried out.   Objectives for 2006/2007 Season   JB indicated his intention to leave the Committee at the end of the end of the current ‘Club’ year i.e. at the next AGM in October 2007.   DW and CW indicated that they would do likewise but were prepared to continue to assist the Club in the areas of Facilities/Web Site Maintenance and Coaching/Squash Development/Ladies squash respectively if that was the wish of the future Committee. It was felt that it was time for younger and more active playing members of the Club to take responsibility for shaping the future direction of the Club.   In light of 6.1 above it was agreed that the main objective for the Committee for the coming year should be to attract new members on to the Committee. JB asked JRB and AO to identify potential recruits to the Committee and would be pleased to assist in the ‘persuasion’ process.	DW                     JRB/AO JB
7.0.   7.1   7.2   7.3           8.0	Club Steward’s Review Meeting   Review Meeting held by DW with Mick Davies on 6th November.   September & October bar/court usage statistics attached as Appendix B.   In light of the significant reduction in court usage (down more than 30% on last year), a discussion ensued regarding initiatives to reverse this trend – e.g reduced court fees after 7:50pm – some concerns were voiced regarding the extra administration involved and the risk of this resulting in an overall reduction of revenue to the Club. It was therefore agreed that AO would draft a questionnaire to Club Members in order to better understand what sort of initiatives would be greeted positively by the membership in order to improve both court usage and revenue to the Club.   Any Other Business	AO
8.1	Review of current ban on Felix Frixou - following some discussion it was agreed that AO should canvass views among the 1st team as to whether the string against FF in the away match against Duffield 2 in February 2007 should or should not be played. The general consensus remained however that the ban against FF playing at Repton Squash Club should remain in place. A formal decision on the future approach to both home and away matches involving FF will be made at the next Committee Meeting following feedback from AO
10.0	Date of Next Meeting – Wednesday 13th December commencing 7:30pm

Signed:           Chairman:  Secretary:  

APPENDIX A       REPTON SQUASH CLUB COACHING AND DEVELOPMENT REPORT

2^nd October to 8^th November 2006

• Continue with Friday night junior squash sessions
• Numbers of Juniors regularly attending the Friday night sessions are as follows:
• Minisquash Fundation:  2
• Minisquash Improver/Pro:   3
• Squash Beginners (members):  3
• Squash Improvers (members):  6 (8 maximum)
• As a consequence I have increased the fee for the Minisquash groups to £2 (previously £1.50).
• Encourage juniors to enter more of the local competitions sponsored by DSRA and ES (eg Grand Prixs, Age Group tournaments)
• Some interest in the Junior Grand Prix to be held at Duffield on the 10^th December 2006.
• Continue with junior league/ladder and try to encourage more juniors to play these games outside Friday night sessions
• Few results from junior league posted 6^th October so deadline extended to end November.
  The results will be used to establish seeding for Repton Junior Tournament (U16) to be held in December 2006. Considering holding Junior Finals between Xmas and New Year but will canvas participants before finalise the date.
• Continue with initiatives to attract more lady players to the club
• New lady member – Sarah Preston (ex Bass ladies) is very keen and receiving individual lessons from me and has been recruited to play for the ladies team.
  I have responded to another 2 enquiries from the website Katie Startin and Sharon Sherrad) but I have not received any further correspondence.
• Monday night training sessions (1 x 7.50pm & 1 x 8.30pm court) have continued although attendance for the past 2 Mondays is disappointing (n=2).
  Another lady, (Rachel) who has attended the Monday session is a potential member but unfortunately cannot afford to pay the full subscription as 1 payment.
• Action: Discuss options under initiatives to encourage new members.

APPENDIX B

Repton Squash Club – Bar/Court Usage Statistics September/October  2006

	September 2006	September 2005	+/(-) Last year	% +/(-) Last Year
Bar & Equipment Sales	£1055.19	£1027.70	+£27.49	+2.7%
Court Usage (stamps)	£462	£736	(£274)	(37.2%)
Court Usage (meters)	£145	£143	+£2	+1.4%
	October 2006	October 2005	+/(-) Last year	% +/(-) Last Year
Bar & Equipment Sales	£1000.78	£1416.39	(£415.61)	(29.3%)
Court Usage (stamps)	£408	£612	(£204)	(33.3%)
Court Usage (meters)	£117	£110	+£7	+6.4%

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