Committee Meeting Minutes, 05/02/09
Minutes of the Committee Meeting
5 February 2009, at 4 Ridley Close, Fleet
The meeting started at 7.40 p.m.
Present: Kathy Charles, Guy Clayton, Sally Daniell, Linda Ganter, Roger Moore, Jill Pooley, Suzanne Sanderson, Rob Seymour, Paul Treacy (9)
Apologies: Dave Bisson, Joan Jones, Keith Ward
1. Minutes of the meeting held on 11 November, 2008
Minutes approved with the correction to item 1bviii): Outside WC door has been replaced by a wooden one as UPVC could not accommodate a suitable security system.
i) Committee agreed to increase Sarah Duncalf’s session rate to £30 w.e.f. 1 April 2009. Action: Rob Seymour.
ii) Grounds: Guy Clayton to send out copies of the revised garden maintenance contract to various firms identified as likely contenders within the next couple of weeks. Brian Bourassa-Cedar (current contractor) will continue to provide a service until the new contract is in place. GC does not expect BB-C to tender for the contract because of the Public Liability insurance issue. GC is also arranging for all the courts to be inspected and sprayed as required for algae/moss control (£160 for first court; £180 for subsequent courts).
iii) Storage: GC had met Schofield builders who estimated building costs of £1–2k per sq.m. Reversing its earlier decision to erect a Glasdon 5mx3m steel shed, the majority Committee agreed instead to pursue the erection of a brick-built extension to the Clubhouse. Estimated cost: £20–30k, against approx. £10k for Glasdon shed (all in). A permanent structure was felt to be more appropriate over time and therefore cost-justifiable. Action: Suzanne Sanderson initially to ask Jeremy Keep (architect) if he would be prepared to draw up plans.
iv) Courts 1&2 resurfacing: an order was placed with Trevor May Ltd at end-January. Work is expected to take place in March (est. cost: £28k). Action: GC to liaise with contractor over the potential need to replace the Macadam regulating layer (extra cost: approx. £10k) (there have been some complaints about the level). Agreed: Additionally two new nets to be provided (approx. £1600).
v) Mains water (arising from Proposed New Court(s)): PT: A recent incident of engineers damaging and subsequently fixing the water access pipe reminds the Committee that the issue of putting the Club on mains water (or not) has still to be addressed. Tabled for next meeting.
vii) Soakaways: Linda Ganter: these have been inspected and cleared.
viii) Website: RS: £646 disbursed. SD asked Committee members always to think of the website, letting her know of news/events, etc. if they are unable to post items themselves.
ix) 4 balls for matches: after discussion the Committee agreed to the trial of allowing 4 balls for match play but will monitor the impact on the Club of having more balls in circulation. Action: PT to liaise with Dave Adams.
2. Health & Safety
Following complaints by members the Committee agreed that the uneven footpath flags by the hedge constitute a hazard. Action: LG to investigate costs and proceed with the work subject to final approval.
3. Summer Programme/Spring Mailing
The draft programme of summer events was agreed subject to minor corrections. SS: the Pimms and Strawberries event will be run concurrently with the 4th American tournament (Albany Cup) on 28 June.
GC: the resurfacing of Courts 1&2 will take place during the second half of March, weather permitting. Early season events may need to be played on 4 courts if wet weather delays work. Action: KC and Associates to liaise with GC if holiday coaching and early Spring tournament likely to be affected (see below).
Joan Jones (in absentia) asked for sufficient copies of inserts to be given to her by the end of February for mail-out in the first week of March.
4. Clubmark
(Items to be Agreed by Committee – document circulated) LG expressed thanks and appreciation to JJ who, in addition to supporting KC and attending the necessary courses, also took on the onus of IT work necessary for the formal presentation our Clubmark application. KC added her thanks.
Following its earlier ratification of most sections of the Clubmark document the Committee formally agreed to adopt and implement the outstanding items; namely, sections:
- 3.1.1 Adopt Tennis Clubmark guidelines for child protection
- 3.1.2 Adopt and maintain the code of conduct for people working with children
- 3.1.3 Adopt and maintain the Tennis Clubmark child protection policy
- 3.1.4 Adopt the guide for safer recruitment
- 3.1.5 Adopt the self declaration form
- 3.1.6 Adopt the use of images of children and young people policy
- 3.1.10 Adopt and use the trip activity and consent form
- 3.1.11 Confirm that the form exists and is in use
- 3.2.2 Equality and Diversity policy in place
- 3.3.1 The Club has a code of practice for parents and guardians and carers
- 3.3.2 The Club has a code of practice for young people
- 3.4.3 The Club has guidelines for dealing with an incident/accident
- 3.4.4 The Club has an accident report form
- 4.3.1 The Club has a volunteer policy
- 4.3.3 The Club has a volunteer recruitment check list
- 4.3.4 The Club has a volunteer agreement form
LG and JJ will present the updated Clubmark application to Simon Johnson at the H&IOW LTA at the earliest opportunity. The Committee acknowledged that, once Clubmark is achieved, the existing sub-committee will have completed its initial brief of setting up the procedures. A new sub-committee should be formed to ensure all agreed practices are followed both in day-to-day Club management and at annual review. The Committee will seek to co-opt appropriate members, particularly those showing interest in competitive tennis at all levels, especially Junior, and/or have organizational, administrative and/or IT skills. Leadership is also required.
PT thanked LG and the sub-committee for their work in setting the Club on the road to Clubmark status.
5. Coaching
a)(Organization and Structure of Avondale Coaching – document circulated) PT: the 3-year coaching (financial) agreement with the LTA is now ended and it is time a) to review the level of retainer paid to KC, and b) to consider organizational change within the coaching framework. He thanked KC for her professionalism in further advancing the Junior section. Discussions among some members of the Committee concerning the way forward have already occurred. KC is developing plans to manage and increase coaching sessions, bringing both existing and potential new coaches under her direct control (though they will remain self-employed), as well as expanding Junior participation in both internal and external competitions. This will require considerable administration. To this end she seeks approval for the appointment of a part-time Junior administrator.
The Committee agreed to:
- appoint KC as Head Coach, with full supporting retainer contract
- increase retainer to £4500 p.a.
- pay up to an additional £2000 p.a. for part-time administration costs
- increase KC’s Saturday morning coaching wet weather payment from £75 to £100.
RS pointed out that the Club already pays around £2000 in supplementary Junior/coaching costs.
LG: the Club should be aware of its legal and fiscal responsibilities when it regularly pays for labour, even if that labour is self-employed. Extra administration is bound to be necessary. Action: LG to ‘sound out’ accountants of her acquaintance. SD to investigate LTA Tennis Resources for advice on employment.
b) Rusty Racquets: the Committee agreed that this may take place on two courts on Wednesday mornings and Wednesday evenings from 8 p.m. Times and start date should be advertised on the website. The outside notice-board could be enlarged to accommodate details of all available coaching.
6. Reports from Officers
Grounds: GC: Action: court wires to be tightened. Will investigate the use of ‘grommets’ to prevent slacking. What should be done to facilitate play/matches in snow/ice? Action: purchase new court brushes.
Match Sec: a) Roger Moore has entered 20 teams into the Aldershot Summer league (5 Men’s, 4 Ladies, 4 Mixed and 7 Junior); 1 Men’s in H&IOW. b) He reported the sad news of the death of Sheila Slater of Alton LTC. c) The ADLTA AGM will be held at Avondale on 11 February. Members will be asked to vote on i) an increase in clubs’ annual affiliation fees from £5 to £10; ii) proposed Winter league rule changes whereby points will be awarded for each set as opposed to each rubber. He will collect a reduced number of trophies this year.
Treasurer: RS announced he would be stepping down from the post on 31 March 2010. PT acknowledged and thanked him for his work on behalf of the Club. The Committee will now begin the search for a replacement.
Coaching: a) KC is entering 3 Junior teams in the Aegon league (formerly National Club League) to be played Mar–May. Some home games – 3 courts needed. Sat a.m./p.m. optimum times. b) She intends running another Tennis Leader’s course and is sending 6 SJs on a competition organizer’s course.
Secretary: SD: an increased 2009 Wimbledon ticket allocation of 32 pairs because Avondale is one of ten Hants clubs with the most BT members. The Committee agreed to apply for our whole allocation which is for the first time preselected by the County. The Club draw will be held on 6 May in the Clubhouse at 7.30 p.m. Refreshments to be served (Action: SS); ample publicity to be given (Action: SD).
Associates: Jill Pooley: Social tennis is well attended; Xmas lunch very successful. A Spring tournament is proposed; also Ladies’ doubles and Mixed doubles Round Robin competitions. The Committee confirmed that Associates are Priority Users from 9 a.m till 12 p.m. on Mondays.
Date of next meeting: 2 April 2009
Meeting closed 10.48 p.m.
