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MINUTES OF ANNUAL GENERAL MEETING OF REPTON SQUASH CLUB LTD HELD AT 19.30 WEDNESDAY 17^TH AUGUST 2005

 Date of meeting:            17 August 2005             Venue:  Repton Squash Club      Start time: 19.30 hrs

Purpose of meeting:       Annual General Meeting                                    

Attendees:        D Wood            Apologies :        N Wilkinson       Distribution:       Attendees

                        M.Lambert                                M Howson                                 Notice Boards   

                       J Boyden                               S Evans                                                                                               I.Rodgers                                   J Kirtland

                        C Wood                                    G Oldbury

                      M Davies                             A Starkey                                                                                             P Howkins (part)                                                                

                        S Coppard

                        S Pogmore

1.0 Minutes of Last Meeting

The minutes of the last meeting held on the 25th August 2004 were approved as an accurate record.

2.0 Directors’ Reports

2.1 Treasurer - see Appendix 1 to Minutes

2.2 Chairman – see Appendix 2

2.3 Marketing and Promotions – see Appendix 3

2.4 Social – see Appendix 4

2.5 Coaching and Development – see Appendix 5

2.6 Facilities – see Appendix 6

2.7 Club Captain – see Appendix 7

2.7.1 With regard to the possibility that the number of men’s teams may be reduced from 5 to 4 for the forthcoming winter season (due to losses of last year’s 3rd team players), Steve Coppard requested that the aspirations of all Club members to play for the teams be taken into account when reaching the final decision – particularly given the large pool of potential 5th team players who did not get regular team squash last season. JB promised that this would be taken into account along with other practical considerations in the light of the final nominations list. Action: ML/Committee

2.7.2 Steve Pogmore asked whether it was the intention to retain Richard Davies as a paid professional in the men’s 1st team. JB indicated that this was likely to be the case subject to the Club Captain’s final recommendations.

2.8 Sponsorship – see Appendix 8


3.0 Consideration of the Accounts

The Accounts for year ending 31st March 2005 were adopted by the meeting.


4.0 Election of Directors

Mrs. N Wilkinson and Mr. M.Lambert were elected as President and Club Captain respectively.

The position of Treasurer is currently vacant.

Mr J Boyden, Mr. D Wood, and Mrs. C Wood were re-elected as directors (having retired by rotation).
 
Directors continuing in office are Mr P Howkins, Mr I Rodgers, Mr s Evans, and Mr M Howson.

Resigning directors are Mr J Kirtland and Mr A Starkey.

5.0 Any Other Business

5.1 The Chairman noted the following points for inclusion in the record of the meeting:-

•5.1.1 Following review, it had been decided to discontinue off peak membership terms and court fees.
•5.1.2 Membership fees for year commencing 1st September 2005 had been increased by 5% but there would be no increase in court fees. Subscription letters had been circulated accordingly.
•5.1.3 A new handbook would be prepared and distributed to members early in the new season.
•5.1.4 Subject to the Club’s constitution, next year’s AGM would be held in October 2006. This would allow membership and team make up for the new year to have been finalised, and avoid summer holidays (thereby hopefully encouraging increased attendance at the AGM). Action: JB
•5.1.5 Thanks were recorded to Mick and Sandra Davies for their continued efficient management of the Club Bar and facilities, to Gary Jones for locking the Club at weekends throughout the year, and to Dave Wood for his assistance to the Chairman during the past year.


5.2 Ian Rodgers recorded his thanks to Steve Pogmore for assistance in producing a scale plan of the Club required for the recent revised Licence application.

5.3 Steve Pogmore requested that the latest copies of Committee Meeting minutes were posted promptly on the Club noticeboard. This was agreed and it was noted that the latest minutes would also be available for viewing on the Club’s new website. Action: IR/DW


The meeting closed at 20.30 hrs.


Chairman…………………………………….            Secretary……………………………………..
 

APPENDIX 1
TREASURERS REPORT (YEAR ENDED 31ST MARCH2005)

Given by the Secretary in Adrian’s absence:-

The accounts show a small profit made for the year of £497. This has been brought about by:

1)A reduction in the value of repairs and renewals required this year.
2)The reduction in team expenses.
3)The increase in membership subscriptions received.

Whilst the bar sales are shown to have decreased, the overall profit has increased, this has been caused by 2004’s figures being mis-stated. Going forward the GP% made in 2005 should continue.

On the balance sheet the debtors figure remains high due to issues over the payment of the re-charges from the school relating to 2004. Since the preparation of the accounts, payment has been received in full.

APPENDIX 2

CHAIRMANS REPORT

1.      Membership

Pleased to report that we currently have 122 members compared to 111 last year.  This 10% increase is welcome news and the committee hope to build on this year’s improvement by increasing the total membership during next year by another 10% to 134.

2.      Committee Structure

A year ago a new committee structure was put in place in order to:

i)        Help share more equitably the workload of managing the club.

ii)      Give more autonomy to individual committee members to action agreed improvement plans.

iii)     Encourage other non-committee members to participate in the running and management of the club.

iv)     To enable more information to be shared outside committee meetings which would reduce the time spent discussing issues at meetings, and be more efficient in implementing improvements and change.

The way these objectives were to be met was to allocate each committee member an area of responsibility i.e.

            Secretarial, Administrative & Membership Matters            Rob Flinn

            Treasury & Finance                                                        Adrian Starkey

            Marketing & Promotions Manager                                    Jon Kirtland

            Sponsorship Manager                                                     Paul Howkins

            Facilities Manager                                                          Dave Wood

            Coaching & Squash Development Manager                      Carol Wood

            Club Captain                                                                  Martin Allen

            Internal League Manager                                                Martin Howson

            Social Manager                                                              Vacant

This new structure and approach has achieved a moderate level of success but it is not what I had hoped for. Getting used to a discipline of more individual responsibility together with increased non-club related work pressures for a few of the committee has restricted some areas of progress and has resulted in committee changes and now some vacancies.

During the year two committee members have resigned.

Rob Flinn resigned in December 2004 and Ian Rogers took over the role of Secretary in January 2005 – thanks to Rob for his service to the club over the years (and thanks to Ian).

Martin Allen resigned in November 2004 and Mike Lambert took over the role of Club Captain in December 2004. Thanks to Martin for his efforts, and thank you to Mike.

Adrian Starkey and Jon Kirtland have decided to leave the committee after this AGM.  Thanks to them both.

We were fortunate that Simon Evans agreed to take on the vacant role of Social Manager in May this year. 

_____________________________

The ideas and actions which we tried to achieve during this past year have been very much in keeping with your past Chairman’s objectives which were to attract new members, improve facilities, improve revenue and maintain Repton Squash Club as a viable concern.  Some of the objectives have been met this year and it is now the continued task of the committee to achieve all of these objectives and show some measurable levels of improvement on each aspect by this time next year.

May I also reiterate one of the other comments of our past Chairman David, which was that if we are to be fully successful in these tasks and initiatives, we are dependant upon a reasonable degree of support, involvement and enthusiasm from all members and therefore part of the committee’s task this year is to encourage more participation which will lead to a greater feeling of belonging to the club for all members.

In breaking the tradition of the Chairman giving a complete report on the year past and the objectives for the coming year, I have asked the mangers of the club (who can be present) to give a report on their area of responsibility and to give proposals of what they consider the committee should also be considering for next year.

 APPENDIX 3

MARKETING AND PROMOTIONS REPORT

Given by the Chairman in Jon’s absence:-

There were many initiatives suggested and investigated during the early part of this past year on promoting membership and the club in general and some work was carried out together with some cost analysis.  Unfortunately, due to Jon being unable to devote sufficient time, the majority of these initiatives have not been actioned and will be carried forward to next year.  We are now looking for a replacement for Jon who is able to give more time to the club for these responsibilities.

APPENDIX 4

SOCIAL REPORT

Given by the Chairman in Simon’s absence:-

·        First event following take on of ‘Social Manager’ role was barbeque on 6^th August. Very successful but would have been improved by greater attendance – had around 40 – not bad but 50 – 60 would have been really good. Many thanks to those who helped to organise the event. (Chairman added particular thanks to Carol Wood for all the catering).

Future events will be:-

• ·        Squash Doubles Match versus Ashby Road Squash Club – Home and Away fixtures in September and October. 7 Doubles pairings from each Club and after each match a trip out locally for drinks and food – Home team to organise.
• ·        Quiz Night with ‘Faggots and Peas’ late November/early December – aim to encourage wives, husbands and partners to attend.

·Let’s all spread the message and get as many members as possible to participate.
 

APPENDIX 5

COACHING AND DEVELOPMENT REPORT

Major objectives for the 2004-05 season were to develop junior squash at the club and try to increase the number of lady players at the club.

Juniors

1. 3 to 4 junior members have been attending the Friday evening minisquash sessions (6.30 – 7.10pm) and up to 10 junior members at the beginner/improver sessions (7.10 – 8.30pm).
2. A squad of 5 juniors took part in the Minisquash Pro tournament that took place at Duffield in October 2004.  Repton came 3^rd out of 6 teams.  Several also attended the individual tournament held in the same week. 3 juniors also attended a Derbyshire Junior Grand Prix held at Duffield in March.
3. Several juniors attended ‘squash camps’ held by Paul Hargrave during the February half-term and Easter holidays.
4. 2 junior leagues were run during the season (pre and post Xmas), both of which created some very close and competitive games.
5. The season culminated in the under 16 junior championships which were held for the first time in more than 10 years.  The final which was held on the Wednesday 13 July was well attended by participants and parents.  The final between Elliott Coxon and Tom Adams was very close, with Tom having 2 match points in the 4^th game and Elliott  taking the 5^th game to win the championship. Robert Egan beat James Baker in the Plate final after Nick Martin had to withdraw through an injury sustained playing cricket.

 Ladies

1. Unfortunately the ladies team had to withdraw from the Derbyshire ladies league through lack of players.
2. Plans are ongoing to resurrect the ladies team, which for the 2005/06 season will consist of 4 players.  An advert has been placed in the local Parish Magazine and flyers distributed in local post offices, shops etc.  Already 3 ladies responded to the advert and a ladies night is planned for the 22^nd August.

3.      A ladies team has been entered into the Derbyshire league for the forthcoming season.

AOB 

1. I have signed a contract with Dunlop to promote the sale of Dunlop rackets during my coaching.  If anyone is interested in buying a new racket I can arrange for a ‘try before you buy’ session through PDH sports.

COACHING & DEVELOPMENT OBJECTIVES 2005-06 SEASON

1. 1.       Continue with Friday night junior squash sessions.
2. 2.       If demand dictates, consider introducing separate Minisquash FUNdation/Improver and Minisquash Pro sessions.
3. 3.       Introduce ES Development Award scheme for the older juniors.
4. 4.       Encourage juniors to enter more of the local competitions sponsored by DSRA and ES (eg Grand Prixs, Age Group tournaments).
5. 5.       Continue with junior league/ladder and try to encourage more juniors to play these games outside Friday night sessions (eg off-peak courts).
6. 6.       Continue with initiatives to attract more lady players to the club.

APPENDIX 6

FACILITIES REPORT

ACHIEVEMENTS 2004/2005

General Maintenance

• Court lighting – tube replacement
• Electrical Services – 3 yearly inspection and remedial work (Certificate issued)
• Central Heating – thermostatic valve installation
• Court 1 cleaned.
• Door access security – printer replacement.

Infrastructure Improvement

• Men’s changing room – shower floor re-tiled and ceiling repaired.
• Chilled filtered water fountain installed in foyer.
• New enhanced web site designed, hosting transferred and now fully live.

PLANS/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.

APPENDIX 7

CLUB CAPTAIN’S REPORT

2004/2005 SEASON

Team Performances:-

1st TEAM

• ·        Good season finishing mid-table in Division 1
• ·        Ably captained by Geoff Oldbury
• ·        Richard Davies settled in well at No.1
• ·        Ryan Loska at No.2 now very much part of Club
•  

2nd TEAM

• ·        Finished 4^th in Division 2
• ·        Good team spirit
• ·        Enthusiastically captained by Simon Evans

3rd TEAM

• ·        Relegated to Division 4
• ·        Tough time for Jon Kirtland with player availability
• ·        Viability next season uncertain following move of A.Hagger to Dragons and probable unavailability of P Howkins and M Meakin.

4th TEAM

• ·        Finished mid table in division 4
• ·        Good season
• ·        Ably captained by Ian Wood

5thTEAM

• ·        Finished 5^th in Division 7
• ·        Large selection pool for Captain James Bunt
• ·        Some injury problems limited strength at No.1 and 2

Club Competitions:-

• ·        All ran smoothly
• ·        Particular thanks to Dave Wood and Martin Allen for organising Doubles and President’s Cup competitions respectively.
• ·        Tournament Winners Boards update and Photo display to be organised in near future. NB see new website for results and photos.
• ·        Presentation night held at Willesley Lodge Golf Club – will seek venue closer to repton next year (e.g. Mickleover Golf Club).

PLANS FOR 2005/2006 SEASON

• ·        Nominations list to be finalised asap.
• ·        Richard Davies to be retained for 1^st team
• ·        Review No. of men’s teams e.g. amalgamate 3^rd/4^th teams in Division 4
• ·        Put Master Cars Sponsor signs back up
• ·        New Master Cars strips for 1^st and 2^nd teams.
• ·        Maintain/encourage participation in Internal Leagues with help from Martin Howson.

APPENDIX 8

SPONSORSHIP REPORT

Given by the Chairman prior to Paul’s arrival:-

1)      During 2004/05 we have

*       Renewed our agreement with Mastercars our main sponsor. This deal will last for 3 years and incorporates both a court and 1st team sponsorship.

*       Renewed our annual agreement with Paul Hargreaves for both court and website sponsorship.
*       Discussed a renewal package with Jee Jar Jees for court 1 which has been agreed in draft.    
*       Agreed a 2 year deal with a new sponsor Volvo for sponsorship of court 2 (thanks to Dave Clibborn)

2)      Going forwards into 2005/06 we are aiming to

*       increase our court and team sponsorship
*       explore opportunities for sponsorship of our website
*       refresh the club handbook from the above two areas

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