Minutes of Committee Meeting
Held on Tuesday, 30th April 2007
at Heath Farm, Plumpton Green
Present: Paul Mitchell (Chair), Mike Warren, Marilyn Hanbury, Jennie Holland, Shân Allan
1. Apologies for Absence: Brendan Carroll
2. Approval of Previous Minutes (20th February 2007)
Approved as a true record
3. Matters arising:
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Clearance of the ditch adjacent to court 3 is still outstanding – Paul will write to the Parish Council
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A list of regular maintenance issues has been agreed with Derek (groundsman).
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A task list has been placed in the clubhouse.
- The lock on the toilet door has been repaired – thanks to Jacko.
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The club has been promoted through:
- An article and flyer placed in the parish magazine
- Posters in newsagents
- The ‘A’ board outside Paul’s house
4. Premises.
Court 1 - subsidence and cracking
Paul, Mike and Marilyn have met with Trevor May (contractor) to discuss possible solutions to the subsidence and cracking of court 1. Over the years, there have been previous incidences of cracks or holes appearing in the courts. Marilyn has established that the courts were built on the site of an old sewage works and that the possibility of subsidence was highlighted when the courts were constructed. Given that the main playing area is not affected, and knowing the history, it was agreed that a major repair is unlikely to be cost effective. A decision will be taken on appropriate action after Mike has phoned the insurance company to check cover. The temporary repair will be checked regularly to ensure it is not a trip hazard. Paul will add to the regular weekly maintenance checks.
Court resurfacing and chemical treatment
Court 3 has been screeded and repainted. The court looks good and the playing surface is much improved. All three courts have been treated chemically to prevent weed and moss growth. The chemical treatment will be repeated in the autumn and thereafter annually to help maintain a good playing surface.
Court Maintenance
A working party has tidied up the court area and clubhouse in preparation for the new season. A big thank you to Ann and Denis Jones, Geoff Spinks, Linda Taylor, Sue Brown and Paul Mitchell.
Paul will ask Derek (groundsman) to repair the fence adjacent to court 2.
5. Financial Report
Mike reported that since 20th February, £4,431 has been received, primarily from membership fees. £5,724 of expenses have been paid – key items were court screeding and resurfacing, power cleaning, chemical treatments, the LTA membership fee and Wimbledon tickets.
Club funds are primarily held in the Portman building society, which is merging with the Nationwide later this year. The club may receive a windfall of up to £1,000.
A bill for £140 has been received to cover the backlog of website hosting fees paid by Chris Chapman. The club will now be billed direct.
6. Membership Report
To date, 70 members have renewed their membership and 12 new members have joined. 13 members have confirmed they will not be renewing and 20 2006/07 members have yet to decide. An updated members list will be issued in due course (Jennie).
Mike has explored the cost of show tags for new members – a minimum order of 500 was required at 55p each. This was not considered be cost effective.
7. Events Calendar
Update as follows
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Spring tournament - thanks to Jennie and Jacko for organising the event and to Ann for providing lunch. This was a fun morning enjoyed by all 14 participants.
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Summer league is now underway. Both ladies teams have played matches.
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Horam league – members have been informed of the arrangements - league matches start in May
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Club tournament – to date only a few members have expressed an interest in taking part in the tournament. Brendan is hoping to receive more entrants before making a decision on the configuration of matchplay.
- St John’s tournament – entry forms have been issued and a draw has taken place.
- LTA mixed doubles tournament – the club has not entered a team.
- Other tournaments and sessions - it was confirmed that the people named in the events calendar remain prepared to organise these.
Possible New Events
- East Hoathly friendly - Shân will contact East Hoathly club to arrange a return friendly match
- New club session. Agreed to canvas members to see if there was interest in running a club session on a weekday morning or afternoon. This may encourage regular play from members who are at home during the week. Shân will email members.
- Club Ladies day. Agreed to see if there was interest in running a club ladies day (possibly in September). The format would be similar to the May 17th tournament but would be restricted to club members to offer more opportunities for participation. Shân will email members for their views.
8. Coaching
In order to encourage new members to make full use of the facilities, Paul will discuss coaching possibilities and options with Pam. This could include
- an adult beginners’ session
- links with the Primary school
9. Shirt Sales
Agreed to have a sale on the stock of club polo and T shirts. These will be offered at a reduced price of £10 and £5 respectively. A display will be placed in the clubhouse (Paul)
10. Racquet demonstration session
Intersports in Lewes offer a racquet demonstration service for tennis clubs. The owner brings a selection of racquets to the club for members to try out on court. There is no pressure to buy. Shân will email members to see if there is sufficient interest in arranging a session.
11. Any Other Business
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Details of the Wimbledon tickets have been sent to members and the draw has been arranged.
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Marilyn has arranged for the cesspit to be pumped out.
10. Next Meeting
Monday, 25th June 2007 - 7.30pm at Heath Farm, Plumpton Green