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REPTON SQUASH CLUB

MEETING OF DIRECTORS

MINUTES OF COMMITTEE MEETING

Date of meeting: 24^th July 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, W.Hibbert        

Ref.		Action
1.0       2.0       3.0   3.1                         3.2             3.3         3.4           3.5           3.6             3.7	Apologies   JB reported that in addition to those listed above, apologies had been received from John Clay who had also indicated that he would not now be joining the Committee.   Minutes of Last Meeting   The minutes of the meeting of 22nd May 2007 were approved as an accurate record.   Review of Committee Changes/Job Allocation   The allocation of roles between the future Committee members was confirmed as follows:-   Club Secretary                                   -              Adrian Oldbury Treasurer                                            -               Ian Rodgers Club Captain                                       -               George Whitehurst Coaching and Development               -              (see note 3.2 below) Sponsorship Manager                        -              Simon Evans Marketing and Promotions Manager   -               Simon Evans Facilities Manager                               -               Will Hibbert (see 3.3) Chairman                                           -                Simon Evans Internal leagues & Competitions        -                GW/Martin Allen New Member Manager                       -                 Martin Allen          Bar Manager Liaison                          -                 Will Hibbert Web Site Maintenance                       -                 (see 3.4 below) Social Secretary                                 -                 approach to be confirmed Coaching & Development   CW to continue Friday Night coaching session for Juniors in association with parents. This to be on existing financial basis – CW to circulate details to new Committee. New Committee to consider approach to/implications of CW no longer being a member of the Club. New Committee to explore possibility of using Lee Watson (rejoining Club in September) to provide other (non-junior) coaching services to the Club.   Facilities Management   DW to continue to organise annual maintenance requirements on behalf of the Club with Will Hibbert as his point of contact on the Committee. WH to be responsible for organising any new infrastructure improvement projects approved by the Committee.   Web Site Maintenance   DW agreed to continue ongoing maintenance of the Club’s web site providing that the new Committee communicated required updates on a regular basis through a single point of contact on the Committee. George Whitehurst was confirmed as this point of contact – new Committee to review and agree best approach for providing web site updates.   Club President   The new Committee expressed the view that they would prefer the ‘Club President’ to have a more active presence/involvement with Club activities and had asked John Boyden if he would be prepared to take on this role. JB indicated that he would be prepared to do this for an initial 2 year tenure if the current President, Nim Wilkinson was happy to stand down. DW to discuss with Nim and report back.   Repton School Liaison   DW highlighted the need for maintaining a communication link with the School Bursar, Carl Bilson e.g for capital expenditure approval over £1000. It was agreed that DW would contact the Bursar advising the Committee changes following the AGM and propose/offer an ‘introductions’ meeting with key representatives of the new Club Committee (e.g SE, WH)   Handover   All new position holders to contact current incumbents to arrange handover asap and prior to AGM in September.	ALL                           CW New Committee New Committee       DW WH         DW GW New Committee       JB   DW         DW         New Committee
4.0   4.1   5.0	Secretarial and Administration   (ref. 3.1) (carried forward) IR to arrange appropriate refund for Gordon Hill.   Membership Matters	IR
5.1       5.2   5.2.1     5.2.2	New Members   No update available.   Other Membership Matters   (ref. 4.2.1) (carried forward) Following latest information received from English Squash, JRB and IR to ascertain whether a refund is still required.   (ref. 4.2.2) (carried forward) 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.	JRB/IR     JRB
5.3   5.3.1                                   5.3.2     5.3.3   5.3.4     5.3.5   5.3.6   6.0   6.1	Subscription Levels for next Season   MA circulated bar and court revenue statistics for the last 2 years illustrating the declining profitability of the Club due to the significant reduction in the frequency of members ‘coming through the door’ and spending money on courts or over the bar. In the light of these statistics, the Committee agreed the following increases in membership subscriptions to be implemented from 1st September 2007:-   Category                                           Current 2006                 Proposed 2007   Adult                                                      £105                                   £120 Junior                                                     £21                                    £21  (no change) Student                                                  £41                                    £41  (no change) Family                                                     £235                                  £250 Repton School Adult                              £53                                    £60 Repton School Junior                             £21                                    £21 (no change) Country                                                    £62                                   £70 Life (Under 44)                                        £1050                               £1200 Life (Over 44)                                         £560                                 £650 Life (Over 70)                                         £233                                 £250 Social                                                     £14                                    £20 3 Month temporary/introductory             £32                                    £30 (reduction)   No change to initial Entrance fee of £7.   New Committee to further consider whether any increase in court fees is required.     AO to contact JRB to arrange Secretarial handover in next 7 days – by 31st July.   Wording of Subscription Letter to membership to be agreed by AO, SE, and MA to reflect rationale for revised rates.   Subscription Letters to be sent out by 9th August   JB offered to provide secretarial assistance if required.   Treasury and Finance   Current Balances   No update available.	New Committee     AO   AO/SE/MA     AO   JB
6.2   6.2.1     6.2.2     6.2.3	Audited Annual Accounts   No update available. JB to speak to IR to organise circulation to Committee for perusal and agreement.   Notification letters for AGM to be finalised by AO and sent out with Subscription Letters by 9th August.   AO to obtain advice on content of AGM letter from JRB/IR.   Club and Team Squash	JB/IR     AO     AO/JRB/IR
7.1           7.2   7.2.1     7.2.2   7.2.3     7.3   7.3.1       7.4   7.4.1     7.4.2       7.4.3     7.5   7.5.1	Team Squash Update   Number of Repton teams to be entered in Derbyshire Winter Leagues needs to be advised to Gill Ford by 4th August – GW to action. Likely number of teams is three. Notice posted asking for names, but SE/GW/MA will chase members by phone.   Items outstanding from 22nd May   (ref. 6.2.2) Veterans trophy lost without trace – replacement to be obtained prior to next year’s competition.   (ref. 6.2.3) Honours Boards nearing completion – AO to liaise with Dave Clibborn.   (ref. 6.2.4) Photo Boards – Graham Howkins is completing boards for 2005 and 2006. AO will organise 2007.   New ‘Club Night’ Progress Report   The introduction of a ‘Club Night’ on Wednesday evenings has had a very promising start with an average of 15 members attending. Introductory fee of £1 per person is to be increased to £2 from Wednesday 25th July and it is planned to continue the Club night throughout the winter season. Web site to be updated accordingly.   Internal Leagues   In view of previous lack of support, it is likely that the existing Internal League format will be discontinued, with the Club Night being promoted as the medium of integrating new members to the Club.   In addition it is intended to introduce an ongoing ‘handicapped’ Doubles League from the beginning of the winter season. GW is organising and notices have been posted at the Club inviting participation.   Web site to be updated accordingly.     Social Match   Bradley house have requested a social Racquet Ball Match against Repton. SE to contact Bradley house to discuss.	GW MA/SE/GW         GW   AO     AO         GW/DW               GW     GW/DW         SE
8.0	Action Plan Progress Reports
8.1	Sponsorship
8.1.1     8.1.2   8.1.3	(ref. 7.1.1) Outstanding Invoices – Webbes invoice raised and sent. IFC money received.   T.L.Derby sponsorship agreed – IR to finalise.   SE will contact PH to arrange handover of sponsorship matters.	IR   SE
8.2	Marketing & Promotions
8.2.1	(ref. 7.2.1) Roadside signage at entrance to Club – to be raised with School as part of Bursar introduction meeting.	New Committee
8.3	Social
	Nothing to report.
8.4	Coaching and Squash Development
	Nothing further to report
8.5	Facilities
8.5.1	Progress Report attached as Appendix A.
9.0.   9.1   9.2	Club Steward’s Review Meeting   Review Meeting held by DW with Mick Davies on 23rd July.   May/June bar/court usage statistics attached as Appendix B.
10.0	Date of Next Meeting -  AGM Tuesday 18th September commencing 7:30pm   New Committee will meet on that evening following completion of AGM	New Committee

Signed:           Chairman:  Secretary:  

APPENDIX A

FACILITIES REPORT – JULY 2007

• 6 monthly fire safety equipment service completed
• Water fountain filter to be changed Thursday 27^th July to resolve weak flow problem
• Shower boiler service scheduled for sometime in August (TBC)
• New Electrical Services supplier identified to replace Malcolm Electrical/W.T.Parker 

APPENDIX B

Repton Squash Club – Bar/Court Usage Statistics May/June 2007

	May 2007	May 2006	+/(-) Last year	% +/(-) Last Year
Bar & Equipment Sales	£739.08	£819.89	(£80.81)	(9.9%)
Court Usage (stamps)	£296.00	£380.00	(£84)	(22.1%)
Court Usage (meters)	£181.00	£110.00	+£71	+64.5%
	June 2007	June 2006	+/(-) Last year	% +/(-) Last Year
Bar & Equipment Sales	£689.32	£724.42	(£35.10)	(4.8%)
Court Usage (stamps)	£296.00	£302.00	(£6.00)	(2.0%)
Court Usage (meters)	£180.00	£123.00	+£57.00	+46.3%

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