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REPTON SQUASH CLUB
MEETING OF DIRECTORS
MINUTES OF COMMITTEE MEETING
Date of meeting: 26 April 2006 Venue: Repton Squash Club Start time: 19.30 hrs
Present: D Wood M Lambert Apologies : P Howkins
C Wood I Rodgers Jo Bunt(Jo)
J Boyden (JB) J Bunt (JRB)
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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 8 March 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 Simon Evans from the Committee due to family and work commitments, and thanked Simon for his contribution and support given to the Club during his time on the Committee. JRB to complete relevant Companies House documentation for Simon and Martin Howson – IR to provide JRB with relevant forms.
All other matters arising from the last meeting were reviewed under the appropriate section.
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JRB
IR
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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 8th March
(ref. 3.1.1) New Handbook now available and being distributed from the bar. JB apologised for omission of DW and Jo from Committee list.
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3.1.2
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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
4.2
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Items from 8th March
(ref. 4.1.2) ML to contact Sean Mahon and provide introduction to Club. JRB to arrange.
(ref. 4.1.5) JRB to ensure latest key fob numbers maintained on membership list.
New Members
The following applications for membership have been received since the last meeting and have been approved:-
Alex Hillier
Jane Hillier
This brings total membership up to 118
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JRB
JRB
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5.0
5.1
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Treasury and Finance
Current Bank Balances:-
Close Brothers: £13751.78
Nat. West: £10531.68 (both accounts)
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5.2
5.3
5.4
6.0
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IR reported ongoing problems with Nat. West in becoming cheque book signatory despite having taken necessary forms to Ashby branch. JB (as one of current signatories) to contact Nat. West to facilitate if possible. IR to provide JB with account details.
IR has all year end information and will supply to Smith Cooper (Accountants) with view to having end of year accounts available by end June.
The Committee agreed a 3% salary increase for the Club Steward and his Assistant effective from 1st May 2006. DW to communicate to Mick and Sandra verbally, IR to confirm in writing.
Club and Team Squash
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JB
IR
IR
DW
IR
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6.1
6.1.1
6.1.2
6.1.3
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Items from 8th March
(ref. 6.1.1) ML to issue Team Captains Check List to captains prior to start of next season. ML to stress importance of adhering to start times for matches.
(ref. 6.1.2) End date for ‘Champions League’ format extended to 30th April. Handicap Summer League will commence mid May and operate until early December. DW will administer. Prize of meal for two at Jee Jaa Jees agreed – DW to arrange via PH.
CW has organised an internal league for all Lady members to run through the summer.
(ref. 6.1.3.) Club Competitions
Part 2 of ‘Finals Night’ will take place on Wednesday 3rd May commencing at 7:30pm. ML to post notices at Club and contact winners from Finals night Part 1 to attend for photos and trophy presentation.
ML will also organise markers – JB agreed to mark Doubles Final.
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ML
DW
DW/PH
CW
ML
ML/JB
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6.1.4
6.2
6.2.1
6.2.2
6.2.3
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In view of resignation of Social Secretary and timing, it was agreed to formally cancel the ‘End of Season’ dinner. Possibility of organising a Social Night out later in June, e.g. go for a curry, to be considered by JRB.
Team Squash
ML highlighted some potential issues relating to 1st team captaincy and player availability for next season – ML to discuss with parties involved and report back to Committee with recommendations.
CW reported that Ladies Team had finished second from bottom of Ladies League. Final positions in Men’s Leagues were still outstanding.
Repton has one team competing in Division 2 of the DSRA Summer Leagues. Steve Coppard is captain.
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JRB
ML
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7.0
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Action Plan Progress Reports
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7.1
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Committee Resources
In the light of issues highlighted at the last meeting relating to the Committee’s ability and resources to operate the Club in accordance with the objectives and plans which it had set, JB had issued a discussion paper to all Committee members prior to the meeting. Following extended discussion at this meeting, it was agreed that:-
· The Committee would concentrate its efforts in 3 priority areas:-
o Attracting new members and improving their introduction to and integration within the Club.
o Encouraging participation in Internal leagues
o Improved Team and Tournament administration.
· To underpin this approach, the Committee will seek volunteers within the Club to assist in these areas without necessarily joining the Committee. The roles identified with a brief description of responsibilities are as follows:-
Internal League Motivator
Working in conjunction with the Internal League Co-ordinator (currently David Wood).
Objectives
- To ensure all league participants contact details are available and correct.
- To encourage/chase all participants to play league matches.
New Member Co-ordinator
Working with the Club Secretary and Marketing Manager (currently James & Jo Bunt).
Objectives
- To introduce and integrate new members into the Club:
Ø To issue the New Member’s Pack.
Ø To play an initial game to assess standard.
Ø Arrange introductory games with other members.
Ø To introduce and encourage participation in the Club internal leagues.
§ Organise New Member Night functions.
Club Vice Captain
Working with the Club Captain (currently Mike Lambert).
Objectives
- To assist in team nominations and match co-ordination.
- To assist with Club tournament arrangements.
- To assist in the promotion of team squash and internal tournaments.
Recruitment of members to fill these vacancies will be via advertising (Noticeboard and Web site) and internal canvassing of potential candidates.
JB to prepare Notices, DW to post on web site.
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All
JB/DW
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7.2
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Sponsorship
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7.2.1
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(ref. 7.2.1) JB circulated a report from PH summarising the latest revenue from sponsorship as follows:-
Jee Jar Jees (2 years) - £300
PDH Sports (1 year) - £108
Webbes Removals (1 year) - £75
Volvo Trucks (2 years) - £300
Mastercars (3 years) - £1200
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7.2.2
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JB to confirm status of invoicing for handbook advertising with PH
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JB/PH
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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
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Updated Marketing Plan prepared by Jo/JRB and circulated to Committee – see attached as Appendix A. Agreed to focus on new member related items.
New Members Pack was agreed by the Committee. JB will produce hard copies for issue, including pages relating to Juniors and Coaching taken from the web site.
JRB will organise to email copies of the ‘Pack’ to all new members who have joined in the last 12 months.
JRB/Jo will progress external and internal advertising as per the plan.
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JB
JRB
JRB/Jo.
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7.4
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Social
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7.4.1
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In the light of Simon Evans’ departure from the Committee, it was agreed that progressing social activities would become a low priority for the Committee in the short/medium term. However attempts would be made to recruit a replacement for Simon on the Committee via advertising (Notice board and Web Site) and internal canvassing.
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JB/DW
All
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7.4.2
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7.5
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Coaching and Squash Development
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7.5.1
7.5.2
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Report circulated by CW and attached as Appendix B
(ref 7.5.1) Following investigation by CW, early indications were that the availability of other qualified coaching resources within Derbyshire who could help to provide coaching services to the Club, was unlikely.
However the possibility of assistance from parents of juniors will be further explored and it was agreed that any parents providing this assistance should not be charged for junior coaching of their children as recognition of their contribution.
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CW
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7.5.3
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England Squash Bronze Club Charter
It was agreed to put efforts to achieve this on hold pending more certainty that the Club could providethe necessary resources to sustain such status.
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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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8.
8.1
8.2
9.
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Club Steward’s Review Meeting
(ref. 8.5.5) Requirement for MD to attend ‘Bar Manager’ course in light of revised licensing legislation has been confirmed as unnecessary.
Review Meeting held by DW and ML with Mick Davies on 18th April. No issues to report. Revised Contracts and job Descriptions agreed and signed.
March and end of year bar/court usage statistics attached as Appendix C.
Any Other Business
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9.1
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(ref. 9.3) Total ‘No Smoking’ Ban – this has been agreed by the Committee and will come into force on 1st May 2006 – JB to post permanent signs at Club.
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JB
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9.2
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Arrangements for closing the Club at weekends from June after Gary Jones leaves Repton were discussed briefly. DW to explore options with Mick Davies. Alternatively the Club will consider advertising locally and making a small payment for the service.
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DW
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9.
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Date of Next Meeting
Wednesday 7th June 2006 commencing 7:30pm
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Signed: Chairman: Secretary:
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APPENDIX A Repton Squash Club Marketing Plan 06/07
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The marketing plan must be designed around our ability to deliver against clear outcomes. These outcomes are:
1. Attract new adult members to the club, especially women and girls
2. Attract new junior members to the club
3. Retain existing members
4. Retain existing volunteers
The club must not exceed its ability to deliver. We have already made strides with the operation of a league and the success of the website. The new website is a significant marketing tool and has been named by new members as key part in their decision to join. Another lesson of the last 12 is within the Repton Parish Magazine. The advert aimed specifically at ladies attracted new members as it sent a clear message that the club wanted them to join. We therefore need to target our adverts so as to overcome “mental barriers” that people will erect.
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Outcome
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Proposed Action
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Target Date
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Support Required
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Finance
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Status
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1
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Devise new members pack, perhaps an “Epack” so that on joining members receive a list of activities i.e. league; ladies coaching; general coaching, junior night, teams and doubles
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April 06
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Pack designed and circulated by JRB.
Committee to agree content and distribution. Suggest email all members who joined since January 06; post to those with no email; Mick to have copies behind bar for new joiners from May.
JBoyden to produce 30 colour and stapled packs.
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1
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Place adverts in Hilton advertiser similar to those used in Repton. Link advert to Commonwealth games success
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May 06
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Drafts circulated. Suggest launch in August so advert needs to be with Hilton advertiser by 15 July. Suggest full page spread. Cost awaited from Hilton editor, expected to be around £50 as 1/4 page is £10. Also looking at Burton Circle.
Campaign for existing members. Committee need to discuss principle.
Could we involve our sponsors to support a mailout? Or use members?
Pete Riley has offered to help, he is professional designer.
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1
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Ask South Derbyshire County Sports Partnership/Sports Develop team if we can use their mailing list/email list to invite local sports people to play squash with Repton
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June 06
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JRB to action once advert and new member pack agreed.
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2
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Attain England Squash (ES) Club Charter and use ES to send out press release and promote through the ES Website
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April 06
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2
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Use ES to identify local Young People from the sports college to support Carol on Friday night to coach juniors, make a story of it on the website
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Sept 06
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1 and 2
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Make leagues an automatic part of joining. Ask members to rate their standard using a system such as “Beginner, Improver, Regular, Low Team, Mid Team, County player or similar. This brings introductions to new members swiftly.
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From April 06
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Form redesign if committee agree. “What level” for league placement; “Where did you hear about the club” to assess marketing impact.
Leagues will need persistence to overcome “friendly culture”.
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1 and 2
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Organise new members nights, perhaps one a quarter
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May 06
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3
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Regular updates on the club, perhaps a monthly “All team match report” or Chairman’s message.
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From Sept 06
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Committee to discuss who will do reports. Jo to approach Parish Magazine.
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1 and 2
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Write monthly match report on all teams for the Repton Parish magazine.
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August 06
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Who will write report?
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APPENDIX B REPTON SQUASH CLUB COACHING AND DEVELOPMENT REPORT
March and April 2006
1. Continue with Friday night junior squash sessions
As reported at the last meeting (8th March 2006) significant increase in number of children attending the Friday night sessions with up to 14 children attending the 3 MiniSquash sessions (4.5 to 10 years) and up to 10 juniors for the Development group. CW only available for 3 sessions since 1st March, sessions recommence Friday 28th April until mid-June.
All children 9 years or over (1st September 2005) have taken up junior membership. CW to prepare an Attendance Register which will include details of all children who attend on Friday nights.
Offers of help with MiniSquash sessions have been received from Ruth Stanley, Sarah Baker and Russell Baker. Intend to follow this up before next session on 28th April. However, the question of remuneration needs to be considered by the committee.
2. Encourage juniors to enter more of the local competitions sponsored by DSRA and ES (eg Grand Prixs, Age Group tournaments)
I have been asked by Derbyshire Junior U11 Mixed team captain if Repton has any children who would be eligible and interested in playing in this team next season. I have identified 3 juniors (George Baker, Alex Hillier and Joshua Fogg) who should be considered if they are interested and will follow this up with their parents next session.
3. Continue with junior league/ladder and try to encourage more juniors to play these games outside Friday night sessions
Junior league organised for the Development group which seems to have been reasonably successful with some games played during weekends and school holidays.
Propose to organise a MiniSquash (PRO) League to be run during Fridays between May and June.
The Junior Championships for 2006 will to be organised as league format (2 leagues; 5 players each) with matches to be played during Friday night sessions commencing 28 April 2006. Date for Junior Finals night to be agreed by the Committee (early June?) and advertised to encourage support from the rest of the membership.
4. Continue with initiatives to attract more lady players to the club
Ladies training sessions have continued on Monday nights during my absence. As a result 2 further adult members have been recruited (Lyn Ordish and Jane Hillier).
It is planned that these ladies training sessions will continue until through the summer in the hope that additional ladies will be attracted to join.
Ladies League which will run from May to September has been organised and will be posted internally (and on the Website?).
APPENDIX C
Repton Squash Club – Bar/Court Usage Statistics March 2006
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March 2006
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March 2005
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+/(-) Last year
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% +/(-) Last Year
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Bar & Equipment Sales
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£1227.54
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£1633.07
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(£405.53)
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(24.8%)
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Court Usage (stamps)
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£681.00
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£609.00
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£72.00
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+11.8%
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Court Usage (meters)
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£136.00
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£112.00 (£224.00 on same basis*)
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(£88.00)*
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(39.3%)*
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* Off peak court fees doubled in 2006 – hence 2005 figure doubled to give like for like comparison.
Repton Squash Club – End of Year Statistics March 2006
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y/e March 2006
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y/e March 2005
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+/(-) Last year
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% +/(-) Last Year
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Bar Sales
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£12593
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£14171
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(£1578)
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(11.1%)
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Cost of Sales
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£7983
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£9012
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(£1029)
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(11.4%)
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Bar Profit
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£4610
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£5159
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(£549)
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(10.6%)
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G.P. %
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36.6%
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36.4%
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+0.2%
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+5.5%
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Equipment Sales
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£566
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£659
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(£93)
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(14.1%)
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Court Meters
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£1542
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£1756
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(£214)
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(12.2%)
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Court Stamps
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£6881
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£6836
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+£45
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+0.7%
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Subscriptions
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£9041
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£8310
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+£731
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+8.8%
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