Minutes of Committee Meeting
Held on Tuesday, 17th September 2007
at Heath Farm, Plumpton Green
Present: Paul Mitchell (Chair), Marilyn Hanbury, Jennie Holland, Shân Allan, Mike Warren
1. Apologies for Absence: Brendan Carroll
2. Approval of Previous Minutes (17 June 2007)
Approved as a true record
3. Matters arising:
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Ditch clearance – the ditch has been strimmed of vegetation. (thanks to Kelvin and
PPC for arranging). The culvert, which was unblocked earlier in the year,
remains clear. Agreed to keep the situation under review.
-
Marilyn has placed an advert for the club in the Chailey and Wivelsfield Parish magazines.
-
Coaching
- Following a meeting with Pam (coach), Paul has sent out a summary of coaching opportunities to members.
- Paul will follow up earlier contacts with the Head teacher at Plumpton School re possible coaching and use of the tennis courts.
4. Premises.
Court 1 - subsidence and cracking
There has been no further movement or cracking on court 1. Derek is monitoring on a weekly basis.
A decision will be taken on appropriate action after Mike has phoned the insurance company to
check cover. Note – the crack has recently opened to 2” or so in places and will need patching or repair.
Leaf clearance
The club owns a blower/vacuum to assist with leaf clearance. Paul will ask Derek to clear the
courts twice a week during the autumn/winter leaf fall. Important dates for clearance are:
- 27th Sept – Ladies morning
- 7th October – Open event
Hedge
Marilyn will ask David Westgate for a quote to reduce the height of the hedge bordering the farmland
Court 3 net
Paul has contacted Geoff Read who will quote to repair the net fixing.
Court maintenance
- The lock and hasp on the clubhouse door has been replaced for the second time –thanks to Mick for sorting it out
- A new floodlight control box has been purchased and will be held as a spare as the original is now working again.
- Foliage on the access track has been cleared and trees cut back – thanks to Kelvin and PPC
- Paul will speak to Derek re regular court maintenance:
- Repair the bench outside the clubhouse
- Fix the handrail adjacent to court 2
- Paul will arrange for the courts to be chemically treated to prevent moss and weed growth
Bicycles
There are tyre tracks and skid marks on the surface of court 3. Shân will email members requesting that bikes are left outside the courts.
5. Financial Report
Mike provided a financial update. As at 17 September the club’s balances stands at £24,237. The
most significant receipts and payments since June relate to the purchase and sale of Wimbledon tickets.
£91 of ticket income is still outstanding. Mike will check with Alan Mates.
Other Items:
- Mike is anticipating a windfall of around £1,000 from the Portman Building Society
- The club now has on-line access to the Alliance and Leicester account.
6. Membership Report
Since June 2007, there have been two further membership renewals. Membership now stands at 97.
Some members have expressed an interest in playing in club teams. Marilyn will speak to
Maria (ladies captain)
Marilyn will place an article in the Chailey and Wivelsfield Parish magazines to try and attract new members from villages which do not have a tennis club.
Items from members
Tennis balls. The club currently buys Slazenger XL tennis balls in bulk for club and match play and for onward sale
to members. These are currently purchased at £3.96 per can of 4 balls and sold at £6 per can. Very few cans of balls
are sold. It was agreed that the sale price was too expensive and that better priced, similar quality balls could be
purchased on-line or from discount sports shops. Mike will compare prices to find the best deal.
It was agreed that balls would be offered for sale to members at a mark-up of no more than £1 per can.
Floodlight tokens Tokens for sale to members are in short supply. Mike will order more
Ball Machine The ball machine is accessible in the clubhouse for all club members to use.
However, the balls for the machine have very quickly ‘disappeared’ rendering the machine useless.
Mike will put 25 more balls out. Members are reminded that the balls are for use with the machine only.
7. Events Calendar
Open tournament 7th October
- The event has been advertised in the Plumpton, Chailey and Wivelsfield Parish magazines
- Jennie will notify members by email and ask Mick to organise the order of play.
- Sue has volunteered to help with the food.
- Shân will put up some posters
Safari supper – 24 couples have signed up for the evening on 29th September. Thanks to Lesley and Ann for organising.
Club Ladies day – Scheduled for 27th September when 10 ladies are participating.
Jumble sale – 17 November – thanks to Marian for organising the day.
Quiz – Jennie will contact Linda and Lesley to check the arrangements.
Possible future events
- East Hoathly friendly - Shân has contacted East Hoathly club and discussed a possible friendly tournament. We are likely to receive an invitation to their Winter friendly in December.
- New club sessionAlthough there was interest in running a day time mid-week session, no one has volunteered to take a lead so unfortunately the session cannot be run. Shân has notified all members who expressed an interest.
Men’s league team
Brendan has stood down as men’s captain. Unfortunately, there is no one to captain or organise a men’s team over the winter and the club has pulled out of the league.
8. Future of the committee
A new committee will need to be elected at the November AGM.
- Paul will be standing down as Chairman, although he will remain on the committee;
- Both Mike and Shân have offered to stand again as Treasurer and Secretary respectively;
- Jennie is willing to remain on the committee but will not stand again for membership secretary; and
- Marilyn is planning to stand down from the committee;
The committee urgently needs new members in order to ensure the club runs smoothly. At present there
is no one willing to stand as Chair or Membership Secretary – both vital roles. It would also be
helpful to have someone on the committee willing to take a lead on premises and court maintenance issues.
Any interested members are asked to contact Paul or any committee member.
Shân will send out a nomination form with the minutes.
9. Any Other Business
Club website – the website needs regularly updating. Paul will speak to Brendan to see if he will take on the role.
Church auction of promises. The club has been asked to provide an item for the church auction.
Agreed that we would offer an individual or club family membership to 31 March 2008
10. Next Meetings
Monday 29 Oct 2007 – pre-AGM meeting – 7.30pm Heath Farm
AGM – 12 Nov 2007 – village hall