AGM – Wednesday 4th April 2018 – Church House 8pm
In attendance; Daren Coles (Chairman) Peter Toms (Men’s Team Captain), Paul Kaye (Treasurer) Ollie Toms (Coach) Lynn Banks Lewis, Sue White, Sean Murphy, Emlyn Pritchett, Keith Gummery, Harry Stark, Joan Gee & Jeremy Reed.
Apologies; Clare Jackson (Mixed Team captain), John Truman, Serena Skerratt, Colin Carr, David Stark, Kern Roberts, Peter Venus, John Yates
The previous minutes were adopted and approved by the meeting; proposed by Sean Murphey and seconded by Peter Toms
Chairman’s report
We now have 50 (43 in 2016) Adult members, 49 (25 in2016) Families, 17 (13 in 2016) juniors and 6 students. These numbers represent continuing growth in membership since last year, particularly in the Families and junior sections. I’m sure Ollie Toms (coach) coaching with juniors has supported the membership growth; it’s been so great seeing the wider use of the courts and to see so many young people enjoying their tennis and being active.
With our membership of the LTA we were fortunate to receive 5 pairs of Wimbledon tickets in the ballot, even receiving one pair for the men’s final. The feedback from those attended was positive and we hope to be as lucky with our allocation next year. Reminders for the ballot ‘opt in’ process will be sent to membership shortly
The club took part in the village fete with two stalls – putting and speed tennis; Both were well supported on the day and helped the village fund which our club is a beneficiary. If you attended the Fete and had a go at our stand thank you.
Max Williams, our young junior is doing fantastically well. Thanks to his coach Ollie and his parents coming second in two Essex competitions.
Social media WhatsApp – Feedback from last year’s AGM – this has been a very useful tool for the membership – arranging matches and checking on court conditions. (19 subscribers)
Court – Moss treated
Kim & Jeremy Reed – Moving to Lavenham (only 1 hr drive) Suffolk, so no excuses !! I’ve done some brief research into Jeremy’s club history and didn’t realise he was a member of such distinction. Member since 1994ish (24 yrs) and Chairman for 4 -5 yrs around the turn of the century. But couldn’t find any records of any club honours/ trophies. I personally will miss Jeremy’s fun attitude to life and his liberal political views!! but won’t miss the jokes. The club will welcome you back anytime.. as I’m sure you’ll soon get home sick for Essex. Perhaps the club should create a new membership .. like golf clubs do .. country member… fee … the same as normal membership £40!!
I’m sure the club would want to wish you both all the very best for your new adventure.
Summer – Doubles Presidents cup (23rd August) won by David (just got out bed) Stark and Clare Jackson
Golden Jubilee Trophy (15th October) won by Daren Coles & Peter Venus
Xmas Competition (23rd December) won by Emlyn Pritchett & Paul Kent
A new key will be available to members, on surrender of the old key and their payment on Thursday May 3rd at Social Tennis. The key will also be available at the White Horse from 8-30 pm on that date.
Thanks
Paul Kay – Taking on the Treasurers role
Peter Venus – for organising such a successful Xmas dinner at Debden Barns
Peter Toms & Clare Jackson for running our teams
Ollie Toms – for continuing to develop his coaching with us, in particular the juniors and term holiday sessions and competitions
Peter, Ollie Toms & Lewis Naughton – Vegetation clearing following comments from Gaces Charity.
Treasurers Report
Paul stated that the finances remain on course to make sure the necessary funds are in place for the next time the courts require resurfacing. So we continue with the strategy of half the subscription income to be invested per year, whilst the remaining funds will cover the standard operational costs of running the club.
The current court surface was discussed generally and it was felt that we should investigate costs for a clean and surface paint, as there are areas were the surface protection is looking distressed. The Chairman stated that he would obtain quotations for consideration and would look at various grant options from the LTA and local sources.
Team Captains report
Peter Toms
The men’s team continue to play in the premier division of the Essex Small Clubs League.
The league is divided into a winter and a summer session. For winter 2016/17 we played against Dunmow I and II, Stebbing, Standon and Puckeridge and Henham. Dunmow I won the league with 105 points and we came fifth with 59 points, with Henham last with 22.
For the summer 2017 we played against Dunmow, Stebbing, Much Hadham and Harlow. Dunmow won the league with 100 points and we came a creditable third with 42.
Norman Elson, the league organiser for many years is looking to retire so if anyone is interested, please let me know.
Thanks to all who took part.'
Clare Jackson
The Mixed Team took a big step up to play in Division 1 last winter. Out of 7 teams, we finished a clear second which was a great result.
Back in the 3rd division for the summer, we really wanted to do well, having finished runners up the previous two years. Mission accomplished – we won 8 matches out of 10 and drew the other two. We smashed the division, winning by nearly 50 points. A total of 15 different members played for the club.
This Winter we are back in Division 1 - we have been totally out of luck with the weather and have only played four matches, winning two and drawing the others. We are currently in 4th place but with six matches still to play, so we have a good chance of moving up the leader board if all goes well! Huge thanks to everyone who has already played – it’s been a very frustrating winter and a special thank you to Jo and Sue for allowing me to bombard them with emails when I need to reschedule – they reply within hours even when the other side of the world – it certainly makes my life a lot easier!
Membership and Court Bookings
The Chairman informed the meeting that the booking system seems to be working well. The meeting felt that the club should continue to promote the facility more widely using the Newport News line and other local media outlets; the Chairman will act on this.
The financial situation of the club was agreed to be good and sound and so the meeting agreed that there was not a need to increase membership rates. Therefore, for the forthcoming 2018/19 season the rate would remain the same
Membership
Adults-£40
Juniors (under 16) £12
Students over 16 and still studying £16.50
Family two adults, plus any child under 16 £92
Social events
Xmas dinner
Peter Venus organised a very successful Xmas dinner at Elder Street Restaurant at Debden Barns (the Antique Centre). 45 attended the evening with great food and music accompanying the meal. Following soundings of the membership Peter will look to make a booking at the same venue for this year’s Xmas dinner.
Competitions 2018
Hospital cup
Sept – Doubles competition –date to be advised
Xmas Competition –date to be advised
Golden Jubilee trophy – date to be advised.
GDPR (General Data Protection Regulation)
What is GDPR?
GDPR (General Data Protection Regulation) is a regulation by which the European Parliament, the Council of the European Union and the European Commission intend to strengthen and unify data protection for EU residents. This legal framework replaces the current EU Data Protection Directive (95/46/EC) with additional requirements that you need to be aware of. The new EU data protection regime extends the scope of the EU data protection law to all companies even outside the EU when they process data of EU residents.
When does GDPR apply?
GDPR will officially apply from 25th May 2018.
Who does GDPR apply to?
GDPR applies to persons or entities of all sizes that process personal data of EU residents, regardless of location. These regulations apply to both data controllers and data processors, including third parties such as cloud providers. Therefore, it applies to all venues and coaches and it is important that you are familiar with the requirements.
The Chairman stated that the club would be compliant by the 25th May 2018, further notifications will be sent out to the membership in the coming weeks.
Welfare Officer
Club must have a Welfare officer to be registered with the LTA as a venue by Oct 2018
Welfare Officer Role Description
The Welfare Officer is responsible for promoting safeguarding within their venue and working with others to ensure a safe and inclusive environment is achieved
The Welfare Officer must not be a member of the venue’s coaching team and should not be related to a member of the coaching team (for example, their spouse).
Main duties
• Work with others in the club to promote safeguarding, diversity and inclusion and ensure compliance with the LTA’s minimum standards for venue registration
• Work with others in the club to ensure safeguarding and diversity and inclusion information, including policies, reporting procedures and details of the venue Welfare Officer are visible and available
• Work with others in the club to promote the venue’s Code of Conduct(s)
• Ensure safeguarding and diversity and inclusion is on the agenda at committee meetings
• Act as the first point of contact for all children and adults where concerns about welfare, discrimination, poor practice or abuse are identified
• Work with the LTA Safeguarding Team when concerns arise within the venue
• Maintain contact details for the LTA Safeguarding Team and key statutory agencies
• Contact the Local Authority children’s or adults’ social care teams and the police about concerns where appropriate
• Work with the LTA Safeguarding Team to facilitate audits of the venue in relation to the minimum standards
• Work with the Committee/Management and LTA to facilitate the completion of any action plan to address the results of an audit
• Work with others in the venue to ensure the relevant people at the venue have completed a satisfactory criminal records check
Skills and traits
• Tactful and discrete
• Able to resolve conflict
• Engaging and supportive
• Approachable and trustworthy
• Good listener and friendly
• Caring and understanding
• Professional and helpful
Training
• Safeguarding and Protection in Tennis (or another course approved by the LTA) – required
• Time to Listen – required
• Yearly updates – optional
Key relationships
• Chairperson and management committee
• Coaches
• Volunteers at the venue
• All members – junior and senior, plus parents/carers of junior members
Time commitment
• Attendance at key venue events, such as open days and junior competition
• Attendance at management committee meetings
Criminal records check
• Essential for this role
Post AGM -I’m pleased to confirm that we have a received an offer from a member to hold this role.. further details to follow.
Joyce Franklin sports ground proposal
The chairman shared his communication with Richard Vallance (Chair of Trustees)
From RV
The full planning application should be submitted by the beginning of next February. The pre-application process produced a favourable response from Uttlesford planners, so we are hopeful for success and to commence building next autumn.
The application includes the proposal for a second floodlit MUGA pitch, including markings for 9 tennis courts, and separately a proposal for 2 designated unlit hard courts for tennis, and for netball. Please see the 4 plans attached. We are also seeking permission to put an additional floor on the Wawn Pavilion, alongside the existing pitch, in order to improve changing and catering facilities.
We hope that the first proposal will be useful to your club for long evenings and the second for more serious competition. However, we would appreciate your feedback, and would also be happy to discuss your needs, so that these can be taken into account as we go forward.
Note
The separate tennis courts x 2 will be 6 mm open texted tennis macadam suitable for competition. A decision has not yet been made on whether the surface for the tennis courts x 9 on the new MUGA will be sand-filled or sand-dressed. I understand that either will be good for recreational tennis but, if sand-filled is chosen, it will require 12 months to consolidate.
RV – Recently asked the club if we’d like to move permanently to the new venue with the benefit of a shared clubhouse and move away from Gaces Acre. The meeting unanimously agreed that we would not be willing to move from our current location, but would like to use the venue for club matches and social tennis on an flexible arrangement, as it would give us access to courts through the winter months evenings.
Wimbledon Ballot
5 pairs of tickets available
The draw took place in accordance with the LTA rules; as only opted in eligible members were able to participate.
Draw result
Ollie Toms 05/7 centre court, Paul Fox 12/7 centre, Sebastion Pardoe 03/7 court 1, Ashley Morrison 13/7 court 1, Clare Jackson 4/7 court 2
Court Maintenance & Funding (grants)
The courts were moss treated last year, however, they are now showing signs of wear and tear in some areas mainly affected by roots (particularly in the far corner next to the church yard and play area). This could develop into a trip hazard and impact on the playability of the courts. The Chairman will investigate costs for a clean and paint.
The club may need to contact the church in respect of these trees to discuss possible loping of the nearest tress (Maybe one or two max) but will get professional advice before the club takes this action, as there maybe solutions which we can control within our court boundaries.
Funding options maybe available through the LTA, the Chairman will do some research and report back later in the year
Election of officers
The Chairman Daren Coles & Paul Kaye Treasurer were re-elected & Peter Venus agreed to arrange the Christmas dinner and Clare Jackson & Peter Toms agreed to carry on captaining the mixed and men’s teams respectfully.
AOB
Clare Jackson (via email) Church House is being used as for matches – albeit briefly for use of the toilets – no charge is made. The chair agreed that the club will make a suitable donation as a thank you for their support of the club.
Sean Murphy – stated that Saffron Apparel has still got stock of NVTC branded clothing in all sizes. Please contact them on 01799 542142 for further details
Chairman stated that the LTA are again promoting their Great British weekend comp/ events – NVTC will check out the details further to see if it’s a suitable event for the club which could involve a promotion/ communication to our local schools to generate interest.
Ollie Toms–requested that the first aid kit needed replenishing – the club will address this
There being no further business the meeting closed at 9.30pm