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REPTON SQUASH CLUB
MEETING OF DIRECTORS
MINUTES OF COMMITTEE MEETING
Date of meeting: 27th September 2006 Venue: Repton Squash Club Start time: 19.30 hrs
Present: D Wood G Whitehurst Apologies : P Howkins
C Wood A Oldbury J.Bunt (JRB)
J Boyden (JB) I Rodgers
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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 2nd August 2006 were approved as an accurate record.
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2.0
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Introduction of New Committee Members
JB welcomed Adrian Oldbury and George Whitehurst as new members of the Committee in their roles of Club Captain and Competitions Manager respectively. JRB to raise appropriate documentation to formally co-opt AO and GW as Directors of the Club.
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JRB
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3.0
3.1
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Matters Arising from Last Minutes
(ref. 4.1) JRB will complete relevant Companies House documentation to cover resignations of Mike Lambert, Jo Bunt, Simon Evans and Martin Howson. (carried forward)
All other matters arising from the last meeting were reviewed under the appropriate section.
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JRB
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4.0
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Secretarial and Administration - Membership Matters
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4.1
4.1.1
4.2
4.3
4.3.1
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Items from 2nd August
(ref. 6.1.1) JRB to ensure latest key fob numbers maintained on membership list.
( carried forward).
New Members
No details available in absence of JRB.
Membership Subscriptions Update
A list of about 30 names of members who have not yet paid their subscription or advised resignation was reviewed by the Committee. It was agreed to phone these members to ascertain their intentions before imposing fines which become due on 1st October. Names allocated between Committee Members – to be completed by 3rd October (AGM). DW to circulate list. (Post meeting note:- separate email sent)
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JRB
DW
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5.0
5.1
5.1.1
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Treasury and Finance
Items from 2nd August
(ref. 7.1.1) 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)
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IR/JB
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5.1.2
5.2
5.3
5.3.1
5.4
5.4.1
5.4.2
6.0
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(ref. 7.1.2) 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
Not available in absence of IR
Year End Accounts – Review and Final Draft
IR has confirmed that Accounts have now been finalised and will present at AGM.
AGM – Meeting Content and Format
JB will contact JRB to ensure that a document listing those directors seeking re-election together with proposers and seconders is available for the AGM.
JB will ascertain which directors are attending the AGM – all directors will be required to give a brief report of past and proposed activity in their area of responsibility.
Club and Team Squash
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IR
IR
JB/JRB
JB/ Directors
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6.1
6.1.1
6.1.2
6.2
6.2.1
6.3
6.3.1
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Team/Competition Organisation
(ref. 8.1.1) Following the resignation of Mike Lambert as Club Captain, the following roles have now been confirmed:-
Adrian Oldbury – Club Captain
George Whitehurst – Competitions Manager
Simon Evans – Team Coordinator and Team Contact for Club but not on Committee
(ref. 8.2..1) AO will review the original Team Captains Check List, update as appropriate and highlight to this season’s captains asap.
Club Competitions
(ref. 6.2.1) (carried forward) The proposed format put forward at previous meetings i.e:-
- Hold earlier in season culminating in Finals Night towards end January
- Entry Fee for all competitors.
- Specific nights to be set for preliminary rounds with courts marked off for purpose
- Short period between preliminary rounds
- Exception to above will be Doubles Tournament which will retain this year’s successful format
was endorsed by AO and GW who agreed to circulate a detailed proposal on the approach to Club Competitions for the 2006/07 season by 13th October. This will include a full programme of tournament dates, individual competition managers, competition guidelines and internal marketing approach. Proposal to be emailed to Committee for comments/agreement.
Internal Leagues
Summer Handicap League completed with moderate participation. Congratulations to winner, Rob Flinn. Rule Britannia league up and running – no volunteers for ‘Motivator’ role so down to Committee members to encourage participation.
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AO
AO/GW
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6.4.
6.4.1
6.4.2
6.4.3
6.4.4
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Team Squash
Good start to season with all men’s and ladies teams winning opening matches.
DW requested he be advised of any changes/additions to nominations in order to keep the club web site up to date. AO to speak to SE.
AO confirmed that Adrian Starkey is Captain of 2nd Team – DW to update web site.
In view of increase in food cost from Swan for matches from £6 to £7 per home player, it was agreed to reduce the match fee for players from £2 to £1 thereby leaving total cost unchanged. DW to inform Bar Manager.
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AO
DW
DW
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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
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(ref. 9.1.1) All invoices for handbook advertising raised – some payments outstanding. JB to confirm status with PH. (carried forward)
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JB/PH
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7.2
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Marketing & Promotions
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7.2.1
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No report in absence of JRB
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7.3
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Social
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7.3.1
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Vacancy Notice for Social Manager put on web site and Notice Board but no response to date.
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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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Report prepared by CW and attached as Appendix A
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7.4.2
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England Squash Bronze Club Charter
It was agreed that efforts to achieve this should remain on hold pending more certainty that the Club could provide the necessary resources to sustain such status.
(carried forward)
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7.5
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Facilities
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7.5.1
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(ref. 9.5.5) In line with new Fire Safety Law, Risk Assessment to be completed by October 2006. DW has completed outline assessment and is discussing with Repton School Fire Officer prior to finalisation.
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DW
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8.0.
8.1
8.2
9.0
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Club Steward’s Review Meeting
Review Meeting held by DW with Mick Davies on 25th September.
August bar/court usage statistics attached as Appendix B. Concern re declining draught bitter volumes noted.
Any Other Business
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9.1
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No items to report
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10.0
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Date of Next Meeting
To be confirmed at AGM on Tuesday 3rd October.
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Signed: Chairman: Secretary:
APPENDIX A REPTON SQUASH CLUB COACHING AND DEVELOPMENT REPORT
July to September 2006
- . 1. Continue with Friday night junior squash sessions
- Sessions resumed on Friday 15th September, which consists of the following groups:
- MiniSquash FUNdation/Improver, MiniSquash Improver/Pro, Squash Beginners and Squash Improvers. Attendance slightly down on last season, but realistically more manageable sized groups for 1 person to organise.
- 2. Encourage juniors to enter more of the local competitions sponsored by DSRA and ES (eg Grand Prixs, Age Group tournaments)
- Notices regarding the forthcoming GranPrix competitions which are sponsored by PDH Sports have been posted on the Club noticeboards. The 2006 junior club championship will be run as a tournament with plate competition with finals in December.
- 3. Continue with junior league/ladder and try to encourage more juniors to play these games outside Friday night sessions
- A junior league will be organised to run between 29th September and 1st November.
- 4. Continue with initiatives to attract more lady players to the club
Ladies training has recommenced on Monday nights and several potential new lady members have been identified.
APPENDIX B
Repton Squash Club – Bar/Court Usage Statistics August 2006
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August 2006
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August 2005
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+/(-) Last year
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% +/(-) Last Year
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Bar & Equipment Sales
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£799.00
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£904.33
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(£105.33)
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(11.6%)
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Court Usage (stamps)
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£394.00
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£445.00
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(£51.00)
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(11.5%)
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Court Usage (meters)
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£181.00
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£110.00 (£220.00 on same basis*)
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(£39.00)*
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(17.7%)*
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* Off peak court fees doubled in 2006 – hence 2005 figure doubled to give like for like comparison.
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