Please find below the minutes of the latest Club Committee meeting. Please do not hesitate to contact me if you have any questions, suggestions or comments.
Regards
Mike James
Club Secretary
_______________________________________________________________________________
Royston Tennis Club Committee Meeting - December 13th 2017
Introduction & Apologies
Attending:
Chairman Rupert Matthews
Secretary Mike James
Membership Nicole Hamblin
Webmaster Mike Fellingham
Treasurer Russell Hollingshead
Trustee Stuart Long
Apologies:
Coaching Matt Fellingham
Social Claire Crafter
1/ Welfare Officer (Chairman)
We still do not have a Welfare Officer; no one from the Club has volunteered yet. The Welfare Officer is responsible for creating a safe and inclusive venue for everyone. Rupert (Chairman), is care-taking the role at present but this is not ideal and not in line with LTA guidance. The next 1/2 day LTA course to train new Welfare Officers is early next year and it would be great to get a new volunteer in place before the course at Letchworth or Cambridge Please, if anyone is interested, can they make contact with Rupert.
2/ Health and Safety Risk Assessment (Chairman)
The Risk assessment for the Club urgently needs updating following the changes to the courts.
Action : Stuart (Trustee) to provide current (outdated) risk assessment to Secretary for storage on Club Google Drive.
Action : Stuart (Trustee) to update the risk assessment, by the 2018 AGM at the latest.
3/ Review of Weekly Schedule (all)
About 18 months ago we changed the Wednesday evening club session to be a Drills Session from 6pm to 7pm. The initial response was good, and the evenings were a success, but attendance has dwindled and there is a possibility that the Club is just subsidising a coaching session for a small number of the same people each week. The Committee agreed to give the drills a rest for a while (especially as the Winter period tends to reduce the number of people on courts anyway). The Wednesday Club session will revert to a 6:00 pm start and the Drills Session idea will be reviewed and possibly restarted in the Spring of 2018. Our thanks to Nathan for the Coaching of these sessions.
The Team player Club sessions were reviewed, and various ideas were floated including having a Box League for the teams (any volunteers to organise this?), having the Monday Team player nights running from January to the end of June, then reverting to normal Club sessions, and having Coaches available for the Teams. Because the Team Captains were not at the meeting, no firm decisions were taken. Rupert (Chairman) will progress the discussions on the ideas at later meetings.
The weekly schedule of Club sessions was reviewed and updated.
Action : Mike (Secretary) to update and publicise the weekly schedule to members
4/ Actions Update (All)
Progress on Actions allocated at previous meetings were reviewed; current actions and status :
04/01/2017 Proposal to have a "Royston Tennis Club" sign or banner above court entrance was well supported by committee. Stuart to check with Conservators and price up options.
Stuart L Signs are still no further progressed. Will chase the conservators at some point. Agreed at meeting to be completed by AGM at latest.
15/03/2017 Trustees to review cleaning regime
Stuart L Spoke to Wilsons and awaiting their revised rates and maintenance schedule. Agreed at meeting to be completed by AGM at latest.
15/03/2017 Can we have a singles league?
Rupert M Request for help and players to members was in Aug minutes. None forthcoming. So, no. Completed
04/05/2017 Secretary to establish current position of Role Specifications for each committee member, with a view to confirming them all at next meeting Mike J Role specs are on shared drive. Will be updated for new 2018 Committee after AGM. In Progress
04/05/2017 Consider opportunity to reinstate a "beginners" type club session with members support on a week night over and above the existing club sessions. Mike J Pending clarity over current club weekly diary of sessions. Best to start Spring 2018 ? In Progress
04/05/2017 Mike Fellingham and Matt Fellingham to propose a clothing range and ordering system to the Committee for approval. Mike F, Matt F Advertised to club by email. Secretary emailed club and added News item to web. Agreed will be for sale at AGM. Completed
04/05/2017 Trustees to update Asset List Rupert M, Stuart L Note from Secretary-2015 list is on Google shared Drive. Agreed at meeting to be completed by AGM at latest.
21/06/2017 Mike F to lead working party to install boards along path to prevent ingress of dirt onto courts. Mike F Mike F, Mike J and Christine K completed Completed
21/06/2017 Install new netting behind Noticeboard Stuart L Mike James & Mike Fellingham inverted and turned existing net to effect repair. Completed
01/11/2017 Action : Captains to email team Captains and match players with a reminder to dispose of tin lids inside the tins and not leave them on court. Emma W, John H Believed completed verbally. Completed?
01/11/2017 Action : Secretary to consider how to gain membership approval for use of email addresses. Mike J Data Protection Policy drafted and on circulation to Committee In Progress
01/11/2017 Action : Secretary to draft Complaints Procedure Mike J In progress; draft with committee for review.
Agreed at meeting to be presented at AGM. In Progress
01/11/2017 Action : Secretary to draft Disciplinary Procedure Mike J In progress; draft with committee for review.
Agreed at meeting to be presented at AGM. In Progress
01/11/2017 Action : WebMaster : Procure 2nd leaf blower and extension cable. Consider small "shed" to locate leaf blowers on court 5 or 6. Mike F Mike F procured cable, blower and shed. Mike J and Mike F built and installed shed. Completed
01/11/2017 Secretary to circulate current Playing Times for review by Committee. Mike J In progress; draft with committee for review. Reviewed at meeting. In Progress
5/ Matters arising / AOB (All)
ï¬2018 AGM (Mike James)
The 2017 AGM was on March 15th, and the Committee needs to begin to work towards the 2018 AGM.
Action : Mike (Secretary) to set date and book venue (The Bull again?) for the 2018 AGM.
ï¬Clubhouse Doormats (Mike Fellingham)
Doormats are very worn and sad. Agreed to replace them.
Action : Mike ( Webmaster) ro replace Clubhouse door mats
ï¬1st Aid Kits low on plasters (Mike James)
First Aid kits are running low on plasters and some are near their expiry date
Action : Mike (Secretary) to replenish 1st Aid Kits
ï¬Bag of Sand (Rupert Matthews)
1st Surface have left a large bag of sand outside the courts on the Heath. This was in case we needed more on the new courts, but the sand is not required and needs removing.
Action : Rupert (Chairman) to have 1st Surface remove the unwanted bag of sand
ï¬"Windfall" plans (Russell Hollingshead)
At the last meeting, several ideas were floated on how to use the "windfall" money received for lighting from the Rugby Club. Proposed to present ideas to membership at the AGM.
Action Russell (Treasurer) to drive discussion at Committee on use of "windfall" money
6/ Next Meeting
The next Committee meeting wil be on January 24th 2018.
Royston Tennis Club