Minutes of the Committee Meeting
28 August 2008, at the Clubhouse

The meeting started at 7.40 p.m.

Present: Dave Bisson, Kathy Charles, Guy Clayton, Sally Daniell, Linda Ganter, Joan Jones, Roger Moore, Suzanne Sanderson, Rob Seymour, Paul Treacy, Keith Ward (11)

Apologies: Jill Pooley, Sarah Tucker

The Minutes of the last Committee meeting (19 June 2008) were approved.

1. Matters Arising from Minutes of 19 June 2008

i) Rusty Racquets has now finished and will be reviewed in the Spring. The new time of 7.30–9 p.m. worked well with Wednesday Social tennis but Maureen would be keen to revert to 6.30.

ii) Centenary: a) tickets for the Celebration Supper at Hartley Wintney Golf Glub on Friday, 10 October are now on sale from Doreen Healy. 50 already sold. b) despite the weather the Fleet Centenary Day on 9 August was considered quite successful for the Avondale stall and Paul Treacy thanked all those involved.

iii) Handicap tournament: PT expressed his thanks to Dave Bisson and the tournament sub-committee (TSC) for organizing both a successful tournament and an enjoyable finals, and Suzanne for organizing the tea.

iv) Grounds maintenance: in his new role Guy Clayton had picked up this issue and was in the process of learning what was required for a new contract (draft framework previously approved), with a view to putting it out to tender early next year to be in place for Spring/Summer 2009. Meanwhile, the existing contractor carries on. Whether he continues is likely to depend on his taking out Public Liability insurance, something the Club will insist upon in the new contract. His pre-Finals visit is due within the week. Ongoing Action: GC.

v) Storage: again, GC is now pursuing this and awaiting response from Hart District Council about planning permission. He recommended the site for the store be changed from the Committee’s previous decision, in view of the complications with power and costly earth-moving, to the neck of the car park, adjacent to the Clubhouse. Agreed. He also recommended a Glasdon shed (rather than an unsightly ship’s container), which would look more permanent and possibly support our application for Planning permission. Rob Seymour pointed out that our CASC status may also affect the Planning outcome.The Committee agreed to a 4m X 3m unit at a cost of £4084 + VAT. In addition to the greater cost of the shed, further costs for a hardstanding, erection, power and security are also likely. Action: GC to ascertain full costs and email Committee members for approval. In view of the urgency for storage a decision should be taken as soon as possible, preferably before the next meeting.

A wider issue of coaches’ security was also discussed. It was acknowledged that it is often dark at the end of coaching sessions and coaches may feel more comfortable leaving their equipment in the Clubhouse.

vi) Website: Sally Daniell reported that the new design is being developed by Tom Blacker. Tom is happy to continue managing the site and is now retained on a £12p.h. basis. Committee members may view the redesign at www.avondaleltc.co.uk/redesign and send any comments/suggestions to Sally. The main differences include different positioning of items to make the Home page more intuitive, the inclusion of more photos and use of slideshows, linking with LTA/British Tennis, local weather and BBC tennis news, plus a calendar of events. Much content is still required, especially the Winter fixtures and squad details. The new site will go live for the start of the Winter season. Roger Moore asked that links to the ADLTA site be more prominent so that people know  that maps to other clubs and match cards may be downloaded from that site, as well as results. Ongoing Action: SD.

vii) Pat Styles’s bench: now purchased and a commemorative plaque ordered. Action: PT. Siting/preserving etc.

2. Health & Safety/Pavilion

Linda Ganter reported that no work is required following the electrical check on 1 July.

Keith Ward commented that the H&S measures taken in the car-park seem to be working well.

3. Clubmark

Linda Ganter reported that the draft Clubmark document had been well received by Hants LTA and a recent meeting with Simon Johnson (Tennis Development Officer) had highlighted areas that still need to be completed. These consist mostly of evidence that a) Committee formally adopts the policies, statements and procedures contained therein, and b) relevant certificates to show that required courses have been attended by both coaches and volunteers. The latter are dependent on course availability. It is hoped the former will be addressed at the next Committee meeting after various amendments have been made.The aim is to be awarded Clubmark in our centenary year, and to be the first in the League to achieve it.

PT thanked the Clubmark sub-committee for driving this initiative, recognizing that Clubmark is the standard by which all sports clubs are now to be judged and that achieving Clubmark would stand us in good stead both locally and with the LTA. KW added that as regular League winners Avondale should be leading the field.

4. Finals/Tournaments

i) Dave Bisson said preparations are under way for Finals weekend. Junior matches to start at 9.30 a.m. Singles Finals to start promptly at 1.30. Court allocation to be decided nearer the time. Balls and keepsake trophies are ordered and umpires needed. Mel Budd is tracking down cups. There is to be no evening party this year because of the recent and upcoming Centenary occasions but Suzanne Sanderson said food will be available during the day and there will be tea in the afternoons on both days. PT said the bar will be open and he is looking for bar staff. He asked for the coaching equipment to be removed from the bar area for the weekend.

ii) DB assured the Committee that the House Trophy tournament (28 September), for which names are required, will be publicized in time. The Archer Cup will be presented on 12 October at the same time as the Albany Cup, the final American. The postponed Fayers Cup will be played one Sunday afternoon in October.

iii) LG asked the Committee to consider a Singles Ladder, which she feels would particularly benefit newer members. The Tennis Resources CD explains how this works. She suggested this be open to all members but RS counselled that we should be careful not to erode the distinction between Senior and Associate members. Also, LG proposed a Plate competition as an adjunct to the Open, in which first-round losers get a second chance to play in the tournament. Both innovations she feels would enhance our Clubmark application/status as the LTA is trying to get clubs to run more competitions. The Committee agreed. Action: DB to discuss and develop with TSC. The LTA’s Tennis Tournament Planner (TTP) was discussed and considered as potentially a useful tool for both Senior and Junior competitions, as well as providing the means to report results to the County. There is a vague suggestion from Simon Johnson (LTA) that this could lead to an increase in the Club’s Wimbledon ticket allocation. Action: Kathy Charles and Joan Jones to attend LTA briefing.

5. Proposed New Court(s)

JJ presented an estimate from Trevor May Ltd for the construction of a new court on existing land. Some ambiguity in the costings led to confused discussion but the consensus was that a single new court could be constructed for c£75 000 for a synthetic grass surface or c£65 000 for tarmac. A key issue in the construction is access to the site: ideally this would be via Redfields’ land but if they refused permission then the only alternative would be via existing courts, which would need to be taken out of use for some time to create access for the machinery. Another obstacle to be overcome is the relocation of the mains water pipe that crosses this land (cost estimated £5000 some 10 years ago – now considerably more). There would also be the need to remove tree chippings, although we could offer these to Redfields in return for their co-operation.

SD queried whether we needed an extra court at all: no other club in the area has more than 6 courts; she doubted that it would be fully used except for 6–8 weeks a year when there is some difficulty in booking courts for tournament matches; maintenance costs would impact on resources; and the project would be overwhelming for the Committee to manage. JJ countered that Trevor May Ltd had offered to manage the project (cost unknown). Furthermore, SD felt that no decision should be made without first consulting the members. PT said that the Committee should not make a financial commitment on this scale without presenting a proposal (or alternative proposals) to an AGM or EGM.

RS commented that the cost for a single court did not represent good value but considered it may be more cost-effective to build two courts. It was noted that this would require the purchase of more land either from Redfields or the adjoining farm. Locating a second court on the farm land may not be viable because of the overhead power cables along our boundary and it was suggested that the cost of re-routing these cables would be prohibitive. Buying land from Redfields might be a possibility if they were willing to sell.

Clearly the Club could not afford to fund the total cost and it is understood that funding from the LTA would only be possible for a two-court project at least. JJ indicated that other sources of funding could be SITA (Waste management), Hart DC, Hampshire CC and Awards 4 All. Action: GC to make initial approach to Redfields as to the possibility of land purchase and/or access. Action: JJ to investigate LTA involvement and partial funding.

6. AGM

The AGM was set for Wednesday, 22 October 2008. All officers are willing to stand for re-election. After no increase for two years, approval will be sought for membership subscriptions to be raised by £5:

Proposed increased rates are in red. All other fees remain the same.

Action: SD to post usual notices in accordance with Rules.

7. Reports from Officers/AOB

i) SD reminded Officers that the cut-off date for signing up to British Tennis membership for the calculation of Avondale’s Wimbledon 2009 ticket allocation is 30 November. She and JJ have publicized this (notices in Clubhouse, emails to members) but now the personal approach is needed. Action: All Officers to encourage signing up among Club members.

ii) GC: reports of too much sand coming through on the courts (possibly due to above average rainfall). Action: GC.

iii) GC: The surface on the centenary plaque is eroding. Action: GC.

iv) RM: Winter League fixtures begin on 27 September. Fixture list will be available from mid-September.

v) KW: All 3 ‘A’ teams came second this year in the League. See the ADLTA website for full results. He reported a further Avondale transgression in the late return of match cards. Keith Morris (ADLTA) has rightfully complained but the offending captain has been unhelpful. Action: KW to send formal apology.

vi) KC: hopes to arrange the proposed visit to the Roehampton tennis centre for a Saturday in the autumn, when she can get cover for Saturday morning coaching. She will address this after Finals. She asked for umpiring help on Finals Day. Holiday coaching went well.

vii) RS: accounts are now audited and verified. He reported a discrepancy in the accounts of £100 arising from a cash payment on Centenary Day. He cannot recall now who asked for the money.