ROYSTON TENNIS CLUB Committee Meeting June 13th 2018
Attendance & Apologies
Attending:
Rupert Matthews (Chair)
Mike James (Secretary)
Nicole Hamblin (Membership)
Matt Fellingham (Coach)
Mike Fellingham (Web)
Claire Crafter (Social)
Apologies:
Doug Coton (Men’s Captain)
Russell Hollinshead (Treasurer)
Absent:
Stuart Long (Head Trustee)
Deborah Dunford (Ladies’ Captain)
New Committee Introduction
This item was curtailed because no new committee members were present.
The Secretary reminded those present that there are Role Descriptions for all committee members.The systems in use for Committee business are :
1. Web Site of all members and areas for committee use
2. Club email addresses for committee members
3. Google Shared Drive [Documents storage, Rules, Minutes, Actions etc.]
4. ClubSpark system [Membership database, Membership contacts, etc]
Club rules
The Club Rules can be found through the Web Page (they are stored on the RTC Club Google Drive). All members agree to obey all Rules and Codes of Conduct when renewing their membership. Generally Rules are followed. Having said that, we have a slight problem with some members ignoring the Juniors on Court Policy, and also the Tournament Rules.
Web Site
Court Schedule is out of date (Aug 2017)
Action : Mike Fellingham to update Court Schedule on Web Page
Accident & 1st Aid Review
After a recent serous accident on court, there was a suggestion that we have more extensive 1st aid kit(s) to include Scissors, Cold packs, Foil blanket, Stretcher or Spinal board. It was agreed that we can only provide 1st Aid equipment and not specialised emergency equipment that requires training to use safely (such as spinal boards or stretchers) thus Cold Packs and Foil Blankets will be added but not the other items suggested.
Action : Mike James to add Foil Blanket and Cold Packs to 1st Aid kits.
Welfare Officer
No-one has come forward to volunteer despite three calls for help to the membership. Rupert Matthews will continue in this role until a volunteer is found on until November this year at the latest.
General Data Protection Regulation
The Club Secretary has already completed an Audit and Risk Assessment on Club Records and Systems. This generated the need to clean out old club paper records, email records, and the membership database, removing the contact information of past members who have not renewed their membership. These actions are under way.
A Data Protection Policy was agreed and implemented at the last AGM to make it clear to members what is done (and not done) with the data the Club holds on members.
We do not need to do any more.
Action : Mike James and Nicole Hamblin to complete clean up of membership and contacts database
Email and Membership Lists
All current Adult members were contacted by the Secretary through the ClubSpark email system to check contact details. Of 143 Adult members, 123 replied to say they had received the email. Clearly the system is working.
Web & Email
The cost for the website domain name (RoystonTennis.co.uk) and the Club email adresses (e.g. Secretary@RoystonTennis.co.uk) increase every year and are now more than £60. Most of this is for the email addresses. We agreed to keep the domain name and review the prices for the email addresses next year to see if we wish to switch to a free alternative - however these would be harder to administer.
Junior Co-ordinator
Lucy Batisovsky has volunteered to be the Junior Co-ordinator and the Committee welcomes her to the role and thanks her. Lucy will attend RTC Committee Meetings on an Agenda driven basis i.e. when there is a need to discuss items relevant to Juniors. She will work closely with Matt Fellingham in this role.
Lucy will only succeed if other Parents step in to support her by acting as Parent Captains and providing general help. Please let her (or the Club Secretary) know if you can offer help in getting the Junior Teams back up and competing.
In relation to this, the Chairman wishes to apologise and express regret to Junior Members who have not been involved in Teams and match play during the time we have not had an active Junior Co-ordinator - it has taken too long to resolve this situation.
Facilities
Broken light - has been fixed.
Cleaning regime - it is still proving difficult to talk with Wilsons to establish a better regime.
Our thanks to those Club members who are helping out with general maintenance and rubbish clearing and thanks to the Addisons for the new bins.
Action : Rupert to contact Wilsons (again)
Plan for Club Sign - suspended due to inactivity
Membership
Adult Members 143
Family Members 59
Total membership including Seniors and Juniors is ~ 284
Social
The Quiz Night raised a profit of £55 for the Club and was enjoyed by all who attended.
The Tournament raised a profit of £24 for the Club and was also enjoyed by all who attended.
Future plans include a Summer BBQ on July 21st or 22nd and an Awards Night in September.
Tournaments
Two Tournaments are planned, organised by Christine Knight, one in July and one in December.
The Summer Club Championships are being organised by Doug Coton
Actions
All previous actions are completed except:
- Sign for Club (see note above)
- Updating Court Cleaning (see above)
- Meet with Conservators (Rupert will progress this)
Any Other Business
- Attracting New Members via a Tournament
This will be considered for a later date
- Publicity, reports in the Crow
Previously it was agreed that the Team Captains would communicate match results to the Club Secretary for publication. Almost no information has been received; hence very little publicity is apparent.
Action : Men’s and Ladies’ Captain to ask all Team Captains to report match results to Club Secretary by email.
- Entry System for Courts
Could we have a membership card based entry system for the Courts based on ClubSpark or the LTA system or another system ?
Action : Secretary to investigate possibilities of card based entry system
- New Coach
We welcome Alfie Kennard to the Club as one of our Coaching Team. Alfie starts on 22nd of June; please make him feel welcome when you see him.
- Monday Night Team Only Session
This has been very poorly attended. Committee decided to revert to a Monday night Club Session for Adults.
# Action: Secretary to email Members about Monday Night Session.
Next Meetings
Next RTC Committee Meetings will be on:
Ø July 11th
Ø August 8th
Ø September 12th