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REPTON SQUASH CLUB
MEETING OF DIRECTORS
MINUTES OF COMMITTEE MEETING
Date of meeting: 22nd May 2007 Venue: Repton Squash Club Start time: 19.30 hrs
Present: D Wood A Oldbury Apologies : P Howkins
C Wood I Rodgers
J Boyden (JB) J.Bunt (JRB)
G Whitehurst
Future Committee Members attending: S.Evans, M.Allen, J.Clay, W.Hibbert
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Ref.
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Action
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1.0
1.1
1.2
1.3
1.4
1.5
2.0
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Introduction/Committee Changes
JB welcomed Simon Evans, Martin Allen, John Clay, and Will Hibbert to the meeting and thanked them for their agreement to join the Committee following the AGM in September at which JB, CW, and DW will resign from the Committee.
JB announced the resignations of Paul Howkins (due to work and family commitments) and James Bunt (due to work commitments) from the Committee and thanked them for their contribution to the Club during their time on the Committee.
It was agreed that the period running up to the AGM in September must be used to ensure a smooth handover of the roles held by those Committee Members resigning to the new Committee Members. The roles which require handover/allocation were identified as:-
- Club Secretary
- Coaching and Development
- Sponsorship Manager
- Marketing and Promotions Manager
- Facilities Manager
- Chairman
- Internal league Administration
- Bar Manager Liaison
- Web Site Maintenance
- Social Secretary
To assist the new Committee in the allocation of the above responsibilities, JB agreed to circulate bullet point job descriptions for all the above roles by end of May.
The ‘new’ Committee agreed to review these and determine allocation of responsibilities by the next Committee Meeting in July. This will allow the handover process to be completed by the AGM.
With regard to Coaching and Development role, CW indicated that she was prepared to continue Junior coaching on a part time basis (2 or 3 Friday evenings per month during winter) in conjunction with Junior Parents if that is the wish of the new Committee – this would be on the same financial basis as currently albeit CW would probably no longer be a member of the Club.
With regard to Facilities Management , DW indicated that he would be prepared to continue to organise annual maintenance requirements on behalf of the Club as a non-Committee role if that was the wish of the new Committee – see Job Description Document for details.
Minutes of Last Meeting
The minutes of the meeting of 27th March 2007 were approved as an accurate record.
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ALL
JB
New Committee
CW
New Committee
New Committee
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3.0
3.1
4.0
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Secretarial and Administration
(ref. 2.1.1) (carried forward) IR to arrange appropriate refund for Gordon Hill.
Membership Matters
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IR
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4.1
4.1.1
4.2
4.2.1
4.2.2
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New Members
Applications for membership have been received from:-
Howard Holmes (adult)
Rachel Chapman (adult)
These were approved by the Committee.
Total membership currently stands at 117.
Other Membership Matters
(ref. 2.2.1) Following latest information received from English Squash, JRB and IR to ascertain whether a refund is still required.
JRB to check if 3 month membership for Panan Joshi has now expired and follow up as appropriate. JRB to advise Bar Manager of status of PJ and any other 3 month members as their 3 month period expires.
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JRB/IR
JRB
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5.0
5.1
5.1.1
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Treasury and Finance
Items from 27th March
(ref. 3.1.1) JB has written to Nat West. requesting all forms required for change of signatories to the bank account. It was agreed that these will be completed for IR and for other new signatories (which will be required following the resignation of JB and DW from the Committee) as soon as these have been agreed. (carried forward)
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JB/IR
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5.2
5.3
6.0
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Current Balances
Nat West: £2631
Close Bros.: £14,325.57
IR reported that annual accounts information has been passed to Smith Cooper and Accounts should be available for perusal at next meeting.
Club and Team Squash
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IR
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6.1
6.1.1
6.1.2
6.1.3
6.2
6.2.1
6.2.2
6.2.3
6.2.4
6.3
6.3.1
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Team Squash Update
Men’s Teams:-
1st Team –finished 4th in Division 2
2nd Team – survived in Division 4 by one point.
3rd Team – one game still today – will finish in bottom half of Division 5
No Repton team competing in Summer Leagues due to lack of interest.
Club Competitions
Finals Night held on 2nd May. Congratulations to tournament winners:-
Mens Championship: Simon Price
Veterans: Tim Stretton
Presidents Cup: Ryan McConvey
Doubles: Simon Evans and Simon Price
(ref. 4.2.2) AO has been unable to retrieve the Veteran’s trophy from Mike Lambert. JB to speak to ML.
AO will organise engraving of this years winners on permanent trophies including Juniors.
(ref. 4.2.3) Honours Boards update - AO has passed latest winners to Dave Clibborn. AO will also advise DC of Junior winners for 2005 (Elliot Coxon) and 2007 (Robert Egan) so that the Junior Board can be updated.
(ref. 4.24) Photo Boards – AO has attempted to resolve this with Graham Howkins, but with no success to date – JB agreed to progress via PH. (carried forward)
Internal Leagues
(ref. 4.3.1) League was extended to end of May. Format if any for Summer and new Administrator now need to be decided following resignation of DW.
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JB
AO
AO
JB/PH
New Committee
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7.0
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Action Plan Progress Reports
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7.1
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Sponsorship
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7.1.1
7.1.2
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(ref. 5.1.1) Outstanding Invoices – Webbes Removals to pay £50 for ads in this and next handbook. PH has raised invoice and will pass copy to IR. JB will collect cash from IFC.
IR reported that T.L.Derby are interested in sponsoring the Club – IR is meeting representative and will aim to agree along lines of existing Master Cars sponsorship format.
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PH
JB
IR
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7.2
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Marketing & Promotions
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7.2.1
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(ref. 5.2.1) Roadside signage at entrance to Club may be worth investigating – AO to review with JRB. No progress – to be considered by new Committee.
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New Committee
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7.3
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Social
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Nothing to report.
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7.4
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Coaching and Squash Development
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7.4.1
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Junior Finals Night held 25th April – very successful and well attended by parents and Juniors. Thanks to CW.
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7.5
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Facilities
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7.5.1
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Progress Report attached as Appendix A.
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8.0.
8.1
8.2
8.3
8.4
9.0
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Club Steward’s Review Meeting
Review Meeting held by DW with Mick Davies on 20th May
March/April bar/court usage statistics attached as Appendix B.
SE reported that a number of informal initiatives were underway to attract new members and increase court usage.
DW to send copies of Bar/Court stats over last 12 months to MA for analysis.
Any Other Business
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DW/MA
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9.1
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AO to represent Repton Squash Club at DSRA AGM to be held at Dragons Squash Club next Tuesday 28th May.
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10.0
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Dates of Next Meetings - Tuesday 17th July (PLEASE NOTE CHANGE from 10th)
- Tuesday 18th September AGM
All commencing 7:30pm
Main topics for next meeting:-
- Role allocation on new Committee
- Subscription levels for next season
- Review of Accounts
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Signed: Chairman: Secretary:
APPENDIX A
FACILITIES REPORT – MAY 2007
- 100 new door access fobs purchased (Manufacturer no longer supplies so alternative compatible fobs sourced via internet at much lower price - £1 plus VAT per fob)
- IR confirmed that replacement of Squash Club sign would be covered under insurance but subject to £250 excess. Have spoken to School Marketing Manager who is in process of updating school branding - will advise me when finalised with cost of sign for Club in harmony with School signage.
- MD has purchased new vacuum cleaner for Club.
APPENDIX B
Repton Squash Club – Bar/Court Usage Statistics March/April 2007
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March 2007
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March 2006
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+/(-) Last year
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% +/(-) Last Year
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Bar & Equipment Sales
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£856.60
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£1227.54
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(£370.94)
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(30.2%)
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Court Usage (stamps)
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£482
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£681
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(£199)
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(29.2%)
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Court Usage (meters)
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£162
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£136
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+£26
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+19.1%
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April 2007
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April 2006
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+/(-) Last year
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% +/(-) Last Year
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Bar & Equipment Sales
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£845.60
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£953.00
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(£107.40)
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(11.3%)
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Court Usage (stamps)
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£290
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£366
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(£76)
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(20.8%)
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Court Usage (meters)
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£190
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£162
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+£28
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+17.3%
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