Plumpton Tennis Club

Minutes of Committee Meeting

Held on Tuesday, 20th February 2007
at Heath Farm, Plumpton Green

Present: Paul Mitchell (Chair), Mike Warren, Brendan Carroll, Marilyn Hanbury, Jennie Holland, Shân Allan

1. Apologies for Absence:
None

2. Approval of Previous Minutes (9th May)
Approved as a true record

3. Matters arising:

• The club website was launched at the AGM.
• Mike has received a cheque for court usage from the badminton club.
• Mike had reported that a cheque for £104.00 for the badminton club booking of the tennis courts is expected from Alan Mates soon.
• The dip in the access track has been repaired.
• The groundsman’s wages have been increased.
• Thanks to Linda for updating the membership list with email addresses.
• The ball machine and basket of balls has been moved into the main club house for easy access – the hire fee has been waived
• Thanks to Brendan for agreeing to organise the 2007 club tournament
• Match fees have been dropped for all LTA league matches and Horam league away matches
• A new committee was elected at the AGM
• Paul - Chairman
• Mike – Treasurer
• Shân – Secretary
• Jennie – Membership secretary
• Marilyn and Brendan – committee members
• Chris Gannon was also elected as a committee member but has subsequently resigned.

4. Premises.

Court 1 - subsidence and cracking
Following a site visit, the club has received a comprehensive report from Lee West (LTA consultant) about the collapse and cracking of court 1 adjacent to the stream. The report, which makes a number of points about the possible reasons for the collapse, has been shared with Trevor May (contractor who built the court). Trevor May’s response has been sent to Lee West for further comment. In the meantime, the bank of the stream has been cleared to check for any evidence of subsidence; there has been some erosion on the lip of the bank but the reinforcing metal pilings are intact and stable. Paul will ask Lee West and Trevor May to jointly review the site conditions and negotiate a way forward. Paul, Mike and Marilyn will attend from the club.

Court cleaning
Over the winter, court 3 flooded on a number of occasions and had become heavily silted up and covered with moss. A notice on the court has alerted members to the slippery and potentially dangerous surface. Over the last week, all three courts have been cleaned professionally. Courts 1 and 2 have come up well though the paint is slightly worn. However, because of the relatively poor condition of court 3 and the incursion of weeds and grass at the court margins, the cleaning process has removed some of the macadam surface. Court 3 has the oldest surface of the three courts but has the lowest usage. The estimated cost of re-surfacing is £8-£10,000.

After considering all these factors, the committee agreed to proceed with restoration and repair of court 3 through screeding and repainting at a cost of £2,750. This should extend the life of the court before a full re-surfacing is required. Mike will test the soundness of the playing surface before proceeding. Subject to satisfactory references, Paul will make arrangements with Geof Read (the cleaning contractor).

Court Maintenance
The flooding has highlighted the need to ensure that the courts are well maintained to prevent further damage and deterioration. The committee agreed to spend £320 on specialist chemical treatment for all three courts to prevent any weeds or moss returning. Paul will contact the recommended specialist. The treatment will be carried out thereafter on an annual basis.

Kelvin Speirs (Plumpton PC) is arranging for the ditch to be cleared to prevent further flooding.

Paul will prepare a regular maintenance task list for the groundsman. This will be based on advice from Geof Read on routine tasks and will include outstanding items:

• Ash trees will be treated with weedkiller
• Wire to be repaired in the spare net.
• The wire mesh in the ditch (which had been removed during court cleaning) needs to be reinstated and kept clear weekly.

Marilyn will place a task sheet in the club house for members to record any items that need attention, repair or maintenance.

Other maintenance issues
One of the floodlights has been repaired and all have been serviced. The lock on the toilet door needs to be realigned – Jennie will ask Jacko

5. Financial Report
Mike reported that £3,000 had been received since the AGM in November primarily from fundraising which had been very successful and enjoyable:

• The Jumble sale made a net profit of £714. Thanks to Marion for organising it and to everyone who helped on the day.
• The Quiz made a net profit of £776. Thanks to Linda, Derek and Lesley for organising the event, Lesley and Nick for the quiz, Eileen and Pam for the catering and everyone who donated a pudding or raffle prize.

Mike will remind Chris Chapman about the outstanding bills for the website and web hosting.
The audit of the accounts has been completed.

6. Membership Report
Jennie reported that two members have already renewed their subscription and one new member has joined.
Jennie will email members with renewal reminders. There is a 10% reduction for existing members paying before the end of March. The club is keen to encourage all members to pay their annual subscription electronically; otherwise cheques should be returned to Jennie or Paul
The committee agreed to encourage more new members to join the club:

• It was agreed to offer 10% off for the subscription fees for new members joining in April
• Paul will update the membership information pack
• Shân will write a piece for the Parish mag
• Paul will place a poster about the club outside his house and on the entrance to the access track.

The correct contact information is now in the Parish magazine.
Mike will investigate the cost of shoe tags for members. If less than £50 Mike will place an order.

7. Comments from the membership
One member had enquired whether adverts for services/accommodation etc could be emailed to members. The committee did not feel this was appropriate.
Shân will contact members to see if there is any interest in competing in a Worthing club tournament.
Shân will contact Maria to establish whether a team has been entered for the West Sussex mixed doubles tournament.

8. Events Calendar
The events schedule for 2007 was discussed and agreed (see attached). Points to note:

• We need to ensure that the club is more inclusive so that all members have the opportunity to put themselves forward for events/matchplay etc.
• Marilyn will write a brief note about the Park Burgess Hill summer charity tournament for inclusion in the events calendar.
• Brendan volunteered to organise the club tournament. The pros and cons of entering as a couple or drawing a partner were discussed. A sample of members will be asked for their views before a decision is made. The draw will be held on 1 May to allow new members the opportunity to enter.
• Some club members have visited East Hoathly club for a friendly match. It was agreed that we should make a reciprocal invitation. This needs to be planned in advance and entered onto the club calendar. Paul will discuss with Pam.
• Team captains are kindly asked to:
  1. email members the week before matches to remind them that the courts will be in use; and
  2. look at the website to make sure that the fixture dates are accurate.

9. Any Other Business
None

10. Next Meeting
Monday, 23rd April 2007 - 7.30pm at Heath Farm, Plumpton Green