Minutes of Committee Meeting held on Monday, 28th November 2005
at Heath Farm, Plumpton Green
Present: Paul Mitchell (Chair), Mike Warren, Christine Gannon, Marilyn Hanbury, Jennie Holland.
1. Apologies for Absence:
No apologies. Welcome to Jennie, the new member of the committee
2. Approval of Previous Minutes (20th September)
Approved as a true record
3. Matters arising:
- Club Shirts – these would be promoted again at the Quiz Night and an e-mail would be sent to members
promoting the shirts as Xmas Gifts.
- Wimbledon Tickets – Paul would discuss with Alan Mates the criteria for allocation and distribution
next year.
- Chris Chapman and Oliver Morgan have continued the development work and have sent some samples to the
committee, which look good. Paul would meet with Chris Chapman shortly to discuss progress. It is hoped that
eventually payment facilities for members would be available on line.
- Coaching (£15) and membership (whatever sum required) gift vouchers can now be purchased from Paul.
Paul would send an e-mail to members notifying them of this.
- The group adult coaching sessions on Monday evening have begun and are going well.
- Paul had now received the last signed statement from key-holding non-playing parents of junior members.
- Paul raised the matter of improvement to the road leading to the clubhouse with parish councillor Tom Hawthorne who took the issue to the Parish council, but the latter had not received this sympathetically. Paul would investigate further.
- It was agreed in principle that the club would donate 10% of fundraising profits to local charities. Given the excellent £1,000 profit made by the jumble sale and further monies to be generated by the Quiz Night it was agreed to make 3 donations of £50 each to local charities. Sue Brown, who had put forward the idea of making charitable donations, would be asked to nominate these charities. Great appreciation was voiced for all those who helped with the jumble sale.
- Mike would produce a maintenance diary for the club premises.
- Jeff Smith had done very good job on the security and safety checks, and extra security lights.
- Mike would install new net posts on courts 1 and 3 as well as a new net on court 1.
- Mike had received a response from the company that re-laid the courts re cracks on court 1 and 2, saying that remedial work would be done by the spring.
4. Feedback from the AGM (14/11/05)
- The new rate of £50.00 for non-student members aged 16-24 had been agreed
- It was agreed that a service of the ball machine should be carried out – Paul to ask
Graham Goodman to look into this.
- It was agreed that Paul would also ask Graham to explore ideas for extending
the footpath to the clubhouse. A budget of £600.00 was agreed for this work.
- The results of the questionnaire had shown that those members (14) that had
responded were happy with the running of the club, facilities etc. There had been
some ambiguous responses re the coaching available which Paul would look into.
As far as future developments were concerned, the results had given no clear direction
with a wide range of ideas from the members but with no one idea carrying significant
support. The committee would therefore continue to consult with members and proceed accordingly.
5. Feedback from the LTA meeting on 2/11/05
- Paul and Chris attended a LTA meeting in Worthing to discuss a possible change to the way
that clubs pay for their affiliation to the LTA. At present the club pays £7.50 per member, but
proposals were made by the LTA to change this to, for example, payment by number of courts a club has.
It was agreed at the meeting that it was preferred to continue to pay per member as this related
affiliation costs to income generated by clubs, but the meeting was only one of many, and the results
would be discussed at a national level. Paul and Chris had of course pointed out that payment by court would
be beneficial for Plumpton! There was much discussion as to what the real benefits of LTA affiliation
were. Liz Wigley, LTA Club Development Office agreed to meet with Chris and Paul to discuss this.
It had been useful to meet the LTA representatives Liz and Matt, and representatives from other clubs.
- Chris would look into the free personal liability insurance offered to clubs by the LTA and take
over responsibility for all club insurances – previously dealt with by Bryan.
- Paul would send Chris a list of members of the club as at September 2004 needed for the annual
membership return for the LTA.
6. Treasurer’s report/handover update
- Since the AGM the club income has been £1100 and the outgoings £620.00
- The handover from Bryan Seel to Mike Warren is now complete.
- At Mike’s request it was agreed the Microsoft Money software package
would be purchased for £26.00, enabling electronic recording of the club’s finances.
- A new petty cash tin would be purchased.
- The bank had been notified of the change of treasurer name and address.
- Mike would investigate the availability of better savings account rates.
- Paul and Marilyn would become cheque signatories (necessary paperwork to be completed),
and would have read only access to the club accounts on line.
7. Comments from the membership
Martin Range had expressed his concern about the quality of the balls at Wednesday club nights.
Paul stated that his understanding was that club session supervisors Mick Jackson (Wednesday)
and Anne Jones (Friday) were to notify him if balls were needed. This had not happened.
Paul said that he would check this with Mick and Ann and would do a list of club night
supervision responsibilities so everyone was clear. It was also agreed that Mick and Ann would
be issued with 8 tubes of balls each to hold as stock to ensure that there are always new balls available.
These should last until the spring at least.
8. Plans for the Quiz Night
- Eileen would provide the food. Maria would provide a vegetarian option. Various club members
would bring puddings. Some young people would be paid to do the washing up – Marilyn to organise.
- Mike would organise the bar. Mike & Paul would serve.
- Mike to obtain licence.
- Mike to obtain beer glasses on hire from Tesco’s and wine glasses from the PTA.
Paul to return the glasses.
- Lesley would organise raffle tickets.
- Sue Mitchell would organise the ‘Front of House’.
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- Lesley and Nick preparing quiz.
- Sue Brown had already distributed posters.
- The Quiz opens at 7.30 and the quiz would start at 8pm, food at 9pm.
9. Plans for the Winter Tournament
Jennie would organise this supported by Mike. The tournament would take place on Sunday
8th January 2006, 9.30 start. Sue Brown would be asked by Jennie if she could organise
the food. Paul would issue the entry form by post and e-mail. Cost would be £5.
Application forms would need to be returned to Mike by 31st December.
10. Any Other Business
There was none
11. Next Meeting
Monday 20th February 2006 - 7.30pm at Heath Farm, Plumpton Green