Minutes of the Committee Meeting
9 March 2010, in the Clubhouse

The meeting started at 7.30 p.m.

Apologies: Guy Clayton, Anita Patel, Keith Ward

Present: Kathy Charles, Sally Daniell, Linda Ganter, Joan Jones, Roger Moore, Anita Pocock-Gulliver, Suzanne Sanderson, Rob Seymour, Paul Treacy, Catrin Williams (10)

Paul Treacy welcomed Susan Gilchrist who expressed an interest in taking over Tournaments.

Before beginning, the Committee toasted Rob Seymour who was attending his last Committee meeting as Avondale’s Hon. Treasurer and thanked him for his long and diligent service to the Club.

Rob graciously responded saying that his 22 years, despite being a ‘pensionable’ period, has nevertheless passed very quickly. He has enjoyed his tenure but feels that now the time is right for someone else to take over and he has no doubt that Anita Patel is a good choice.

1. Matters Arising from Minutes of the Meeting Held on 19 January 2010
i) Courts 1&2: a representative from Trevor May Ltd will inspect the flat patches when temperatures improve.

ii) Meeting with Simon Johnson, H&IOW LTA: members of the Committee met SJ on 19 February. In addition to suggestions for employing Gift Aid for membership subscriptions, laying down railway sleepers to provide a crude seating area on the bank beside Court 1, and painting mini-tennis lines on the practice court, SJ said that the County think highly of Kathy Charles’s efforts to increase Junior competition, had rewarded the Club with some equipment for Junior coaching and hopes she will manage to meet further targets. He added that both loans and grants are available, irrespective of Club finances, for capital projects (see more below). In addition, he said there were services within the LTA to advise on major schemes such as buying land (for further courts). The Committee will now consider these ideas.

iii) Adult members’ feedback form: Catrin Williams said that this is almost complete and will go out to most members by email within the next week or so. She hopes that between her and Joan Jones, they can provide a hard-copy version for those members without email addresses.

iv) Linda Ganter reported that new table tennis bats and balls have been acquired in response to the Junior survey.

v) LG reported that, again in response to the Junior survey, the practice wall has been cleaned up and repainted, with the addition of new and higher netting. She awaits a decision on possibly marking out the court for mini-tennis before costing.

vi) PT said he is to hold a further meeting with one of the two players in dispute over behaviour during a match last summer.

vii) The Handicap tournament is now under way. The Closed entries are addressed to Dave Bisson but Susan Gilchrist will organize the competition thereafter. JJ drew attention to a notice that says no refunds will be given to the 6 Ladies who did not get partners in the Handicap. The Committee Agreed that this is unacceptable. Action: JJ with SG to redress.

2. Health & Safety
i) LG reported that the new ‘corral’ fencing near Court 6 and the earth mound opposite has been erected and KC confirmed that it has improved safety already. CW queried the gap between the end of the fence and the road, fearing a hazard for toddlers especially. LG responded that this was for access to the side of the court if necessary and added that she is happy that the Club has discharged its duty properly and that parents must bear responsibility for their errant children. KC will monitor and report if this does become a safety issue. In response to the suggestion that the fence may look more attractive painted green, she said the wood was already adequately treated and painting would increase the cost of maintenance.

LG confirmed that maintenance of the new boundary fence is the responsibility of the developer building the new houses behind Rose Cottages.

ii) LG reminded the Committee that H&S/asbestos/fire/water safety risk assessments are due. Recently she directed a worker from Cannon Hygiene to evidence of the Club’s asbestos register, without which the service would not have been carried out, so these checks are undoubtedly an important part of Club management. She will seek recommendations for specialist tennis club surveyors from the LTA or the Club’s insurers before engaging independent experts. Agreed. Action: LG and SD. Annual electrical checks will be done in July as usual.

3. Coaching arrangements
Documents previously circulated and available from Hon. Secretary. PT pointed out two changes to the consultancy agreement, or contract, between the Club and Head Coach, Kathy Charles: a) the change of date in para 2 to cover the new period, and b) the amendment to use of Court 6 on Sundays, allowing members to book the court from 1.30 p.m. (or the Club on tournament days). As advised by KC, the coaches rates of pay should remain unchanged and the list of approved coaches extended to include Clive Asprey (CCA), Dave Bisson (DCA), Maureen Clackett (DCA), Jamie Cheetham (Level 2 LTA Coach) and Harry Stow (Level 1 LTA Coach). All approved coaches are to renew their Agreements with the Club after the wording has been amended to clarify how coaches may conduct their business at the Club. (Action: KC with CW). KC recommended that coaches should receive all monies due for individual lessons but be paid an hourly rate for group work. Agreed. PT confirmed, that as Head Coach, KC represents excellent value for money for the Club and she has the unequivocal support of the Committee, indeed of the County, as demonstrated in para 1ii) above.

4. Storage
Documents previously circulated and available from Hon. Secretary. LG reminded the Committee of the proposed changes as recommended by a sub-committee:

i) the immediate erection of a secure metal shed, on the site of the previous shed behind the practice court, to take chairs, tables, umpires chairs and other equipment, etc. (est. cost £2450);

ii) the dismantling of the existing wooden shed and the hiring of a skip to take away debris (plus rubbish from existing stores) (est. cost £150 for skip hire);

iii) the construction of a room opposite the front door as a coaching store taking space away from both the Ladies and Gents changing rooms (est. cost £6450). (An alternative store created by the erection of a wall reducing the space in the table tennis room was rejected.) Architect Jeremy Keep has confirmed that no RSJ is needed. Electrical and some decorating costs are additional. All costs subject to VAT. Agreed. Action: LG to arrange for contractors as appropriate. A party will organize to clear out existing stores when the skip is in place. In addition it was suggested that the Club approach the LTA with a view to seeking a grant for this work. Action: PT/SD.

5. Reports from Officers

Fixtures: Brought forward from previous meeting, Roger Moore suggested that during the upcoming summer season, especially May to July, members should be urged to book courts in the evenings to maximize the time available, i.e., 8.30–10.00 p.m. and 7.00–8.30 p.m. Committee Agreed while accepting that enforcing this as a rule is not appropriate. A notice will be posted in the Clubhouse and on the website asking for members’ cooperation during the busy period. Action: SD.

RM reported that Winter League is still progressing but it should be possible to complete by end-March. Summer League starts 12 April. 5 Men’s, 4 Ladies’ and 4 Mixed teams have been entered. The Fixtures meeting will take place 18 March.

Treasurer: RS reminded the Committee that Anita Patel takes over w.e.f. 1 April. He explained that normally at this point he would be running two yearly accounts so that all monies fall into the correct financial year. He urged Committee members to present any bills appropriately. However, he warned that with the change of Treasurer there may be some negligible accounting oddities shown in the next Statement of Accounts.

Associates: Anita P.-G. said that knock-out tournaments for Ladies, Men and Mixed are planned.

Catering: Suzanne Sanderson said there are still some gaps in the list for tea-makers but it is not a concern.

Head Coach: KC reported that she has had some complaints about the quality of balls for Saturday morning coaching (ex-Adult match balls) and, following discussions with Dave Adams (balls), asked for 10 dozen low-pressure balls to be purchased from PWP (£89). Agreed.

Two weeks of Easter holiday coaching is planned. While this will not impact greatly on normal play, Associates’ time on Mon 12 April will be affected. She will post a notice accordingly. Action: KC.

Two teams are again entered in the Aegon tournament. Matches will take place on Sunday mornings and should be completed by June.

RM asked if it were now appropriate that Juniors pay match fees. RS advised that administratively this would not be worthwhile but that an increase in Junior subscriptions could be considered for next year. Agreed.

Pavilion: LG reported that new and more effective lights have been fitted in the stores and changing rooms.

Secretary: Sally Daniell recommended that we accept our provisional allocation of 47 pairs of Wimbledon tickets, including those less popular tickets even though these would cost the Club around £500 if they all remained unsold (unlikely, based on 2009 experience). The total and largely recoverable cost to the Club is £5394. Agreed. As stated in the Chairman’s Newsletter, the draw will be on Wednesday, 28 April, 7 p.m. for 7.30 p.m. and will follow the same format as 2009. Taking up the suggestion last year of a large display so that it is possible to see how the tickets are going, SD is looking at various options: a large white board is the likely solution. JJ offered to investigate one she knows of; otherwise the Club will buy one. PT offered to source a microphone for the evening. SD will need a couple of helpers on the night, including a ‘runner’ to update the whiteboard. In a change this year SD will offer just two dates for winners to collect their tickets from her at the Club, provisionally set for Sunday, 16 May and Wednesday, 26 May during Social sessions. Notice of the draw will be given both in the Clubhouse and on the website and full information will be disseminated on the night. SS to provide some snacks on tables and to sell wine. Action: SD (and others) and SS.

6. Any Other Business

i) PT – someone is needed to replace the balls while Dave Adams is on holiday in June.

ii) PT – received a complaint from Sue Adams that her forward booking had been wrongly annotated as ‘too early’. Nothing further known by Committee members present.

iii) JJ – asked that the East Hants Vets League, played during the day, be considered for fixtures next summer. She believes there to be sufficient interest. Agreed.

iv) AP-G – does the Committee list need updating? She requested her address be removed. Action: SD.

v) LG – a) following the suggestion of sleepers aside Court 1, and further advice, she recommends new wood planks, and demonstrated how they would be arrayed, est. cost £1k (possible LTA grant?) Agreed; Action: LG and SD.

b) Costs for the mini-tennis lines on the practice court (see above), when known, to be approved by Treasurer and Chair? (Possible LTA grant?) Agreed. Action: LG and SD.

c) Tuakana developments has ascertained from South East Water that there is no water pipe in Ewshot Lane. She is now in discussion with them over sharing access to a new pipe.

d) What progress has been made on the new grounds contract? PT said that a meeting with potential contractors is due.