Tennis committee meeting 15/08/18
Present: Kate Lamb (KL); Yuan Wu (YW); Rachael Tonkin (RT); Pete May (PM); Mo Smallwood (MoS); Martin Smallwood (MS); Guy Muggleton (GM); Hannah Longega (HL); Sally Hunter (SH); John Sweet (SW)
Apologies: John Hoyle (JH); Kevin Mulvaney (KM); Dillon Slade (DS); Ann Page (AP)
Actions | |
Matters arising: | MS to circulate the report again to all committee members |
1) Coaches report: Tom advised that the club should purchase the grant funded equipment. He have provided a detailed list of the required purchases. The purchases are to support the new coaching initiative which will start in September. The purchases will include a mini net, ball machine, smart racquets (x2), speed gun, children's racquets (x30) etc. | RT, KL and YW will do the purchasing |
• Coaching numbers (report circulated). The team coaching session on a Wednesday evening has finished due to lack of interest. The adult sessions will be amalgamated on a Monday night. | |
• Dillon will do one off sessions on a Wednesday night to cover team sessions when required. | |
• Advised that the committee needs to promote coaching sessions, especially targeting the new teenage girls session. | HL will circulate info to all |
2) Finances: Accounts circulated. Coaching grant of £9k is included in the accounts and presentation needs to be amended to show it is for restricted spend. | RT and JH to discuss |
3) Role of club secretary | YW to handover to HL |
4) Pattern of play: discussed bringing back the peg board or introducing a similar system to arrange the play on club nights. Club nights have been very popular this year. Several members have suggested they would like to see a different system to organise the play at club nights. Terms of reference for playing committee to be presented to next full committee meeting, peg system group to work just on this project. | MS, MoS and YW
MS and MoS to present terms of reference for playing committee at next full meeting
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5) Captain's report:
| AP to present paper ahead of next full committee meeting. MS, YW and AP to agree submissions. |
6) Clubhouse/ Lease:
We are awaiting BANES proposals for (c) before considering our options further. All the options though must recognise that either directly, or through increased rent, we will have to fund the next resurfacing. There is some uncertainty over what the last resurfacing cost BANES and we are clarifying. Both fundraising and a CAT would be helped if we changed the structure of the Club to a Charitable Incorporated Organisation (CIO). The SCA have recently done this so we will progress this as a priority. A big thanks to Pete, Guy and Rachael for taking us this far. | RT to start transition to CIO RT to do applications for grants |
Additional court: Sally raised the suggestion that now may be a good time to consider a further court. A fourth court would allow a further league team and growth of the club. There is actually plenty of land /space if the car parks were re-sited. We recognise there would be many obstacles to overcome to achieve this, but we have done this before and there is no reason we couldn't do this again. PM suggested that we will focus first on the current courts and clubhouse issues before considering a fourth court. | To reconsider next year. |
7) Club tournament: Lists are up on the wall for in house tournament. Last chance to sign up Friday 5pm. It was agreed to do the draw on Tuesday 21st at 8pm during club night. Discussed blocking out sessions for match games at certain times, but agreed that we should encourage players to book sessions on club spark. Three sets are generally played, unless one is agreed by mutual agreement. We have block booked one court on a Saturday and Sunday afternoon for tournament matches. To book this court please sign up in the clubhouse. | HL and YW to organise the cheese and wine. MoS and MS to organise the draw. KL to send email Booking sheet for one court in clubhouse. |
8) Social events: | |
9) Safeguarding: Joyce Pickard (Safeguarding Officer) has written a policy, with advice from the LTA. Hannah asked for a full committee meeting to go through it as require all committee members to be involved as all need to approve and sign the policy. The policy will also need to be published on the website before the club’s LTA registration in October. Joyce Pickard (JP) has asked the committee for assistance to take forward the work with disadvantaged children. |
HL to emails dates for a meeting to cover safeguarding in early Sept. RT will form a working party with JP to look at the initiative. |
AOB
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KL to send email RT agreed date with SCA |