Plumpton Tennis Club

Minutes of Committee Meeting held on Tuesday 20th September 2005
at Heath Farm, Plumpton Green

Present: Mike Warren (Chair), Paul Mitchell, Christine Gannon, Marilyn Hanbury, Pamela Lucey-Butler.

1. Apologies for Absence: Bryan Seel (ill)

2. Approval of Previous Minutes (28th June) Approved as a true record.

3. Matters arising:

1. Club Shirts – Paul gave a report. 20 Polo shirts had been sold (out of 50) and 12 Tee shirts had been sold (out of 100). Paul would ensure that these were promoted at the Rosebowl Tournament, AGM, Quiz Night and would send an e-mail to members promoting the shirts as Xmas Gifts
2. Wimbledon Tickets – Paul would ensure that there is a written process for next year’s distribution will be presented to the Committee for approval and circulated to members
3. Chris Chapman, Oliver Morgan and Paul had met and progress had been made. Chris and Oliver would continue the development work.

4. Treasurer's Report presented by Bryan Seel.

	Club Balance's   28.06.05 20.09.05   £ £ Reserve Fund (Portman) 13000.00 13000.00 For current expenditure (Portman) 6682.27 8748.87 For current expenditure (Lloyds TSB) 701.12 514.07 Petty Cash 28.80 35.31 Overall Balance 20412.19 22298.25

The increase reflects receipts from a successful Safari Supper (£540), payments for Wimbledon tickets and ongoing receipts from subs. Thanks and best wishes were expressed to Bryan for submitting the accounts despite being ill.

5. Junior Report

There was discussion about how the club could help to promote the availability of coaching. Gift vouchers for coaching sessions would be made available at £15 an hour – Marilyn to design. It was agreed that blocks of coaching offered one day a week over 4 weeks, would also be offered to members. The 4 sessions would cost a total of £16, the first block starting on Monday 17th October and the 3 following Mondays. Pam will forward some promotional information to Paul to circulate by e-mail. It was agreed that with Pam’s support the club would do more to promote the coaching available. Marilyn suggested that there could be a Junior Tournament and Sue Brown had suggested a Junior/Senior tournament where juniors would partner seniors in doubles play. It was agreed that both tournament ideas would be considered for next year’s calendar of events.

6. Membership

• Paul reported that membership was at its highest ever level at 154 members and that the committee’s target of 150 members had been met. 69 new members had joined since 1 April 2005. Receipts from membership fees had exceeded £7,500. Paul was thanked for his efforts.
• Paul reported that he had obtained signed statements from all but one of the non-playing members who had been issued keys to allow access to their sons and daughters who are junior members. The signed statement underlined the fact that juniors are not allowed to use the courts unless supervised by an adult. Paul would acquire the outstanding statement.
• A draft questionnaire was circulated and approved. This would be sent to members with the minutes requesting returns by 31st October. Results would then be reported back to the members at the AGM in November.

7. Comments from the Membership

• Dave Collett – had asked if the ‘road’ leading to the club could be improved. It was agreed that this would be a good idea. It was believed that the road was the responsibility of the Parish Council. Paul would contact the Council.
• Martin Range and Rob Collett – requested clarification of rules on tennis balls hitting the overhead wires. The Committee acknowledged that their had been a local custom of playing a let for as long as anyone could remember but also acknowledged that ITF (International Tennis Federation) rules state that the player that hits the ball on the wires loses the point. Paul had taken advice from the LTA – it was clear that the club could have its own rules for internal play if it wished but should follow ITF rules for any external matches e.g. against other clubs. It was felt that the most important issue was that of clarity and that to have one rule for all play would achieve that clarity. As a result it was decided that the club rule would change to follow the ITF rules (as stated above) with immediate effect. A notice would be posted outside of club and e-mailed to members. It was also agreed that the club would follow ITF rules for all play and that this would be added to the clubs official rules. A copy of ITF rules would also be issued to all new and existing members and posted in the clubhouse. Paul would ensure these actions were carried out.
• Sue Brown – had asked if donations could/should be made to local charities/organisations in order to put something back into the local community. In principle this was accepted by the Committee but will be discussed at the AGM.

8. Events

• Safari Supper – the Committee expressed thanks to Lesley Satchell and Ann Denny for organising the event that raised £540 for the club and provided a very enjoyable evening.
• It was decided that the frostbite tournament would be held on Sunday 8th January 2006.
• Club Tournament – this had been a great success. Thanks to the organising team and those that took part – congratulations to the winners who were:
  
  Men's Singles - Brendan Carroll
  Ladies Doubles – Anne Jones & Maria Roche
  Mixed Doubles – Maria Roche & Paul Mitchell
  Men’s Doubles – Mick Jackson & Rob Collett
  Men’s Singles Plate – Dan Mansell
  
• Rosebowl Tournament – 2nd October 9.30 start, to be organised by Mike and Paul. Entries currently coming in and due in by Wednesday 28th September.
• Jumble Sale – 19th November - being organised by Marion Tilford and her team. Paul to check with Marion if any support is needed.
• Quiz – 3rd December – Mike volunteered to do the bar, Nick and Lesley are doing the quiz questions, Paul would approach Eileen for catering. Paul would issue a request for someone to co-ordinate the organisation of the event.
• AGM – 14th November – to be discussed at pre AGM on 18th October.

9. Premises & Equipment

• Mike would prepare a maintenance diary for future use.
• Marilyn had organised a local gardener to clear ‘court 4’ and carry out hedge cutting – with great results.
• Thanks were expressed to Graham Goodman for treating the weeds on court 3.
• A quote from Jeff Smith to check club electrics was approved and it was agreed that the work would be extended to include moving the security floodlight from the clubhouse front to the corner of the clubhouse and fitting a new sensor light outside clubhouse.
• Nets – Paul had fixed the net on court 1. Mike has replaced the court strap on court 2. Mike would fit new net posts on courts 1 and 3.
• Mike has sent a letter of complaint to the company that laid the courts about the cracking on the edges of courts 1 and 2. A response is awaited.

10. Any Other Business

• Paul would investigate the giving of receipts to non-members booking courts so they can prove their booking if challenged or if needing to take priority over other players who had not booked.
• Paul to ensure that the quiz and the jumble sale and AGM, Frostbite tournament are listed in the forthcoming events in the parish mag.
• Ideas would be discussed about making Finals Day more of an event for members including presentation of trophies, barbeque and press coverage.

11. Next Meeting

Tuesday 18th October 2005 - 7.30pm at Heath Farm, Plumpton Green (pre-AGM meeting)