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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 meetings of 17 May 2005 and the AGM on 17 August 2005 were approved as an accurate record.
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2.0
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Matters Arising from Last Minutes
All matters arising from the last two meetings were reviewed under the appropriate section.
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3.0
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Secretarial and Administrative Matters
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3.1
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Items from 17th May/AGM
· JB to use amended contact details for members renewing to produce new Members Handbook in conjunction with Steve Pogmore. Target is to have new handbook printed and available for distribution by w/c 7th November.
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JB
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3.2
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Plans for new Secretary
· IR to provide bullet pointed job description for Secretary role to JB who will discuss with James Bunt who may be prepared to take on the role.
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IR
JB
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3.3
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Minute Taking Role
· DW agreed to cover this aspect of the Secretary role on a permanent basis
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DW
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3.4
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Secretarial Duties to be covered in interim period
· IR to advise JB if any secretarial duties require assistance from Committee in period prior to appointment of new Secretary.
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IR
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3.5
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Letter from School Bursar
· In light of recent ‘incident’ relating to access to normal Club car park for 5:50 courts on Wednesday evenings when Repton School CCF are using the area, it was agreed that to avoid any future conflict, a notice would be posted to Club members requesting them to use the top car park if they require access to the Club prior to 6pm on Wednesday evenings during term time. JB to write to Bursar advising on action taken and apologising for any offence caused in specific incident.
DW to prepare Club Notice.
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JB
DW
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· JB to investigate provision of A board in Club in order to highlight this and other important notices in future to Club Members.
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JB
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4.0
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Membership Matters
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4.1
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Items from 17th May/AGM
· PH to clarify with Dave Clibborn whether or not the Volvo sponsorship invoice has been paid – treasury records suggest that it has not.
· IR to confirm what if any response has been received to ‘Applications for Membership sent out’ reported at 17 May meeting relating to D Challinor, R Choundary, and S.Mahon.
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PH
IR
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4.2
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Renewals Status
· New Applications received from:-
o Gavin Cox
o Patrick McConvey
o Elizabeth Ryalls
o Vicky Sessions
o Sarah Yates
· The success of the Ladies poster/parish magazine advertising initiative in recruiting 3 new lady members was acknowledged.
· SE has seen two potential new junior members who contacted the Club via the web site and expects them to join.
· ML has been requested to nominate a new player for the 3rd team – ML to ensure application form completed and subscription fee received prior to first 3rd team match.
· IR presented a list of existing members who have still not renewed. Names were allocated to members of Committee to contact prior to end of day Friday 30th September. Agreed that these members be given final opportunity to renew by Friday 7th October – renewal form plus payment to be received at Club. Failure to do so will result in fine if subsequently wishing to rejoin and cancellation of key fob access to Club from Saturday 8th October. DW to issue allocation list to Committee, - Committee members to action accordingly.
JB/DW to review situation on Friday evening 7th October and take appropriate action.
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ML
DW
All
JB/DW
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5.0
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Treasury and Finance
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5.1
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Items from 17th May/AGM
· AS is continuing to pay MD & SD salaries until handover to IR is completed.
· Repayment of running costs from ReptonSchool for year ending 31st March 2005 is still outstanding. AS has sent reminder letter plus copy invoice to school – AS/IR to monitor progress.
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AS
AS/IR
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5.2
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Hand-over Status
· Target for completion of handover of Treasurer responsibility from AS to IR is end October 2005.
· DW & JB to sign bank forms required to authorise IR as a cheque signatory for the Club.
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IR/AS
DW/JB
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6.0
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Club and Team Squash
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6.1
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Mens Teams – Nominations/Captains
· Following extensive discussion, it was agreed that it was necessary to withdraw the 4th team from the Derbyshire Winter Leagues with immediate effect. This was due to availability of team resources and fixture scheduling problems (2nd, 3rd, and 4th teams all required to play on same night). ML to advise Scott Marsh asap, communicate with team captains, and produce finalised realistic nominations list. ML to provide information to DW for web site update.
· JB to provide ML with Team Captains Check List – ML to issue as reminder to captains.
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ML
ML/DW
JB/ML
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6.2
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Ladies Team – Nominations/Captains
· Ladies team resurrected and up and running. Ruth Stanley is Captain. Two new lady members nominated to play for team if necessary.
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6.3
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Internal Leagues
· Agreed that there was a need to re-launch the Internal Leagues from October. ML and MH to review membership and positioning within leagues, inclusion of team players, and inclusion of rules re responsibilities for arranging fixtures. Then devise marketing campaign to re-launch.
· Agreed to set up separate Ladies League.
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ML/MH
MH
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6.4
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Club Competitions
· ML to set dates for individual tournaments and end of season Finals Night and communicate to members via notice board/web site/handbook(?) as soon as possible.
· ML to appoint Competition Managers for individual tournaments.
· Ml to review approach to presentation of trophies to tournament winners e.g. present on Finals night to ensure winners are present(?).
· ML to review with SE opportunities for linking Finals and presentations to social events, and how link in with annual dinner.
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ML
ML
ML
ML/SE
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7.0
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Action Plan Reports and Objectives
· JB stated his intention to publish the Committee’s agreed objectives for the forthcoming season to the Club Membership via notice boards/web site etc. Objectives to based on the outlines reported at the AGM.
· Committee members to finalise objectives for publication by next meeting,
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JB
SE/PH/DW/CW
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7.1
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Sponsorship
· PH to finalise package with Jee Jar Jees and issue invoice
· Objectives 2005/2006:-
* increase our court and team sponsorship
* explore opportunities for sponsorship of our website
* refresh the club handbook from the above two areas
PH to expand above and circulate to Committee prior to next meeting
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PH
PH
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7.2
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Marketing & Promotions
· Just one initial objective – to recruit a Marketing & Promotions Manager. JB to progress.
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JB
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7.3
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Social
· Objectives 2005/2006:-
o Social Doubles Match with Burton Squash Club (Home match set for 14th October, return mid November)
o Quiz Night plus Faggots & Peas early December
o Finals/presentation night event
SE to expand above and circulate to Committee prior to next meeting
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SE
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7.4
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Coaching and Squash Development
· Objectives 2005/2006:-
o Continue with Friday night junior squash sessions.
o If demand dictates, consider introducing separate Minisquash FUNdation/Improver and Minisquash Pro sessions.
o Introduce ES Development Award scheme for the older juniors.
o Encourage juniors to enter more of the local competitions sponsored by DSRA and ES (eg Grand Prixs, Age Group tournaments)
o Continue with junior league/ladder and try to encourage more juniors to play these games outside Friday night sessions (eg off-peak courts).
o Continue with initiatives to attract more lady players to the club
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7.5
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Facilities
· Objectives 2005/2006:-
General Maintenance
· Electrical maintenance as required.
· Shower and boiler servicing.
· Courts 2 and 3 cleaning.
· Resolve outstanding intermittent fault with door access printer.
Infrastructure Improvement
· Men’s changing room – carpet tile replacement
· Kitchen improvement
· Internal décor improvement
· Web site enhancement – on line match report submission.
· With regard to internal décor improvement objective, it was agreed to obtain professional advice on potential schemes to fit various budget options. JB agreed to source this advice.
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JB
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8.
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Any Other Business
· JB proposed to move date of next year’s AGM to October 2006 when new membership would have been finalised and plans for season more substantial. This was agreed subject to feasibility within Club’s constitution – JB to review constitution with advice from S.Pogmore.
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JB
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9.
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Date of Next Meeting
Wednesday 9th November commencing 7:30pm
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