Ormskirk Tennis Club Meetings
Minutes of the Management Committee Meeting held on Wednesday 13 April 2011
Present
Robert Owens (RO), Sandi Duffy (SD), Ian Duffy (ID), John Spurr (JS), Phil McConnell (PM), Brenda Golds (BG), Hilary Bell (HB), James McLoughlin (JM), Janet Crompton (JC).)
Apologies for absence
Brendan Maguire (BM), Janet Crompton (JC), Danille Hock (DH).
Previous Minutes
Minutes of the Management Committee meeting held on 02/03/2011 were agreed as a true record.
Matters arising
There were no matters arising
Correspondence
The Committee was notified of the following correspondence received since the last meeting:
Rob had received a number of complimentary emails about the Open Day.
WLCVA emails:- notification of the requirement to register with the Charity Commision. BG to enquire about the next course.(BG)
Phil had received the Wimbledon ticket allocation and posted a notice for members in the Clubhouse.
Treasurer’s report
The Treasurer presented the monthly accounts and brought the following issues to the attention of the Committee;
Payments to coaches and income arising from coaching may vary as not all monies or claims have yet been passed for March.
Membership numbers are down on last year. However a number of members are known to be planning to renew their membership.
Sponsorship. The 'Awards for All' grant application was rejected as sports are not currently being supported. The application will be resubmitted stressing positive community involvement its aim.
The Committee thanked Sandi for a comprehensive report.
Secretary's Report
Two further small grants have been applied for but it may be some time before notification of a decision. BG to contact West Lancs Borough Council about the possibility of funding.
Declaration of Fit and Propder Persons' forms were circulated by RO to be returned to BG.
Vice Chairman's Report
The response to orders for club clothing has so far been slow. JMc requested that hoodies be ordered for junior members.
ID & SD provided details of options for the barn dance. After consideration it was decided that the most cost effective option would be to hire the Liverpool Road Hall and use Scotts' catering for the barbeque. The committee aproved the proposal and a date was set for the 2 July. Many thanks to Ian & Sandi for organising this event.
Head Coach's Report - presented by RO
The coaches are pleased with the way inwhich the coaching opportunities are developing.
Danille has contacted local schools to arrange sessions on their own premises abd has organised the Easter Camp.
RO reported that the have a slight concern in that they feel the committee is slightly hesitant in commiting to the future. Members voiced their support for coaching development.
Court usage. Concern has been voiced by a number od Senior members about the lack of availability of court time for Senior Social play.JM made the following points
He stressed that he fully supports the aims of the club and the coaching programme but is concerned that restricted time for social play may lead to members leaving the club. He would like to see the courts open to all for Social play on Saturday evenings
He is concerned that the club may lose Senior members because of the focus on the junior programme.
The peg board should be re introduced for social playto allow members to play at the appropriate level.
Outreach sessions for the general public should be organised at local Secondary schools in order to promote tennis within the community and ultimately attract new members DH is currently contacting schools.
After a full and frank discussion it was agreed that the court usage and coaching opportunities should continue as planned with the proviso that they would be kept under cinstant review to allow for a blalance which benifits all members of the club.
Court timetables will be displayed with a note if members wish to book a court they should contact RO
On Saturday nights three courts should be reserved for juniors and two for social play
Club Captain's Report presented by RO
Match practices are progressing well
Team captains have expressed appreciation for the valuable input given by the coaches.
Junior Team Tennis Co-ordinators' Report
Junior matches are due to start during the last week in April.
Tournament Co-ordinator's Report
Senior finals day has now been re scheduled for 16 July.
JM to arrange American Tournaments in May June and August and the Jack Wilford tournament in September
Maintenance and Ground Officers Report
Many compliments have been received regarding the refurbishment of the clubhouse. Many thanks to those involved.
After many years of loyal service the groundsman Bob Smith has decided to retire. Dave Hobson has agreed to step in for this season.
The watering system suffered a major leak during the cold weather PM has managed to repair it but it will be less effective and more time consuming. To replace like with like would be very costly and not value for money given that the courts will be replaced with artificial clay if the refurbishment project goes ahead as planned.
Business Plan update
The initial draft Business Plan has now been redrafted by PM after feedback from Scott Reid and the coaches.
Issues discussed by Phil included:
Cash flow projection
The need to raise a further £20000 by September
The possibility of completing the project without floodlights in order to lower the costs
The committee agreed to progress as planned and continue to try to raise the full amount
ID will approach a local firm in order to compare costs.
RO will email the Business Plan to Management Committee members for discussion at the next meeting.
Chairman's Report and Meeting Summary
Nothing further to report.
Any other Business
Proposal to buy a gift to the vakue of £100 for the retiring groundsman and to confer Honorary Life Membership of the Tennis Club in recognition of his long service. The proposal was unanimously agreed.
Confirmation and Date of Next Meeting:
Business Plan meeting Thursday 28 April at 7.30 in the clubhouae
EGM Thursday 5 May at 8.00 pm in the clubhouse
Minutes of the Management Committee Meeting held on Wednesday 2nd March 2011
Present
Robert Owens (RO), Sandi Duffy (SD), Ian Duffy (ID), John Spurr (JS), Phil McConnell (PM), Brenda Golds (BG), Hilary Bell (HB), James McLoughlin (JM), Janet Crompton (JC).)
Apologies for absence
Brendan Maguire (BM), John McNeil (JM), Daniel Hock (DH).
Previous Minutes
Minutes of the Management Committee meeting held on 02/02/2011 were agreed as a true record.
Matters arising
There were no matters arising
Correspondence
The Committee was notified of the following correspondence received since the last meeting:
WLCVA email.
LTA interclub
LTA incorporation RO to investigate further and report back to the next meeting
Declaration of Fit and Proper Persons. RO to emial forms to Committee members for completion, to be returned to BG.
A request was received from another Edge Hill student to undertake voluntary work. RO to meet with the student,
Treasurer’s report
The Treasurer presented the monthly accounts and brought the following issues to the attention of the Committee;
The overall position as of 1 March is better than predicted.
Junior support.
Loans from members to be acknowledged in the forthcoming Newsletter with an account of use to date.
The Committee thanked Sandi for a comprehensive report.
Secretary's Report
Nothing further to report
Vice Chairman's Report
ID provided an overview of the newsletter to date including the following:
Club development. PM agreed to provide a precis of plans for inclusion PM
Dates of forthcoming social and match events
A separate coaching leaflet will be sent out with the newsletter
Newsletter to be sent to all members ASAP ID
Head Coach's Report
A full coaching programme has been compiled. Details of all coaching opportunities will be sent to members with the newsletter.
Junior coaching will be provided by Brendan and Danielle. Phil Thompson will be imvolved with the schools tennis programme.
DH has contacted schools and schefuled a programme of events.
Senior Team Co-ordinator's Report
JC reported on issues to date including:
Dates for the start of the season and practice nights
The lack of a seventh team
Date of pliminary Captains meeting
Issues arising from the Southport and District League AGM
Junior Team Tennis Co-ordinators' Report
Nothing to report.
Tournament Co-ordinator's Report
The possibility of organising social tournaments was discussed. RO to speak to JM
Maintenance and Ground Officers Report
The majority of the work on the clubhouse is now complete and within budget. PM will arrange to have the skirting boards repaired and the carpets cleaned.
Preparation of the courts is on schedule.
PM presented an update to the committee regarding the court resurfacing project which included:
A quote from a 3rd supplier
Lighting costs.
Fencing. PM proposed that the area around the first court be squared off with fencing to provide a viewing area. The ommittee agreed to put this proposal to club members at the EGM
Cost of annual fire protection maintenance.
Working party day 12 March. PM to organise
Chairman's Report and Meeting Summary
Nothing further to report.
Any other Business
No further business
Confirmation and Date of Next Meeting:
A Srategy meeting will take place on Wednesday 13 April 2011 @ 7:00 pm in the Clubhouse.
Minutes of the Management Committee Meeting held on Wednesday 2nd February 2011
Present
Robert Owens (RO), Sandi Duffy (SD), Ian Duffy (ID), John Spurr (JS), Phil McConnell (PM), Brenda Golds (BG), Danielle Hock (DH)
Apologies for absence
Janet Crompton (JC), Brendan Maguire (BM), John McNeil (JM), James Mcloughlin (JMc), Hilary Bell (HB)
Previous Minutes
Minutes of the Management Committee meeting held on 12/01/2011 were agreed as a true record.
Matters arising
Amendment: Item 4.1 should read; Costs for juniors are breaking even as previous junior support figures had some coaching costs included.
Correspondence
The Committee was notified of the following correspondence received since the last meeting;
WLCVA email; note Awards for All Information
Pyramid Sports flyer; file for future reference
Big Society, ‘Grow Your Sports Club’; no action
Geoff George email, vacancy for a funding coordinator
Treasurer’s report
The Treasurer presented the monthly accounts and brought the following issues to the attention of the Committee;
The overall position as of 26th January is better than predicted.
Income from Junior funds is limited as Friday night meetings have not yet resumed.
The Committee thanked Sandi for a comprehensive report.
Secretary's Report
BG contacted Asmall Primary School regarding the possibility of using the school as a venue for holiday coaching. The school is happy to participate. Danielle to contact the Headteacher, Mrs Speake, when arrangements are finalized. DH
The Social Secretaries supplied a list of possible social events for the forthcoming season. After discussion it was agreed that Rob would decide upon dates for a limited number of regular events and provisionally diary these in throughout the season. He would then send suggestions to Sarah and Jenny for approval. Details to be sent to ID for inclusion in the newsletter RO
JS, webmaster, continues to update the club website. ID to transfer information when the newsletter is complete. The Committee thanked John for his work to date. ID, JS
HB requested that the committee be reminded of the League AGM on 24th February and that OTC is entitled to six votes. RO to contact the team captains to attend if possible. RO
Vice Chairman's Report
ID will contact Mike Webster to request an updated Health and Safety assessment when work on the clubhouse is complete. ID
An order form for club clothing will be included with the club newsletter. ID
ID will re stock the bar in readiness for the forthcoming season but members will be needed to man it, especially for Junior sessions.
Head Coach's Report
Danielle presented a comprehensive coaching plan for 2011 which would offer coaching availability for all levels and maximize income. The Committee discussed the following points:
The previously agreed weekly timetable.
The use of five courts for coaching during the times detailed in the Coach Supported Events Calendar.
Proposal; to allow the use of five courts as per the plan. The proposal was unanimously accepted.
Coach involvement in team selection. The Committee supported the motion that the coaches make recommendations to the Team Captains.
Coach involvement in team practices. Danielle proposed structured coaching for team members at a minimal cost of around £3.00 per session. Proposal accepted. Coaches to contact club members. DH, BM
Proposed Open Day on Sunday 27th March. Coaches to organize events, RO helpers, ID bar. RO, ID, DH, BM
Senior Team Co-ordinator's Report
Presented by RO) The first Winter League is now finished and the second will start shortly.
Junior Team Tennis Co-ordinators' Report
Nothing to report.
Tournament Co-ordinator's Report
JM has supplied proposed dates for club finals days.
Maintenance and Ground Officers Report
11.1. Work has now started on the clubhouse refurbishment which should be completed in two weeks within budget. Unfortunately the table tennis table was damaged and will need repairing or replacing.
11.2. The heaters were left on throughout Sunday night. Members are to be reminded to switch them off after use.
11.3. A new safe has now been installed. PM and SB to hold the keys. A new vacuum cleaner has been purchased.
11.4. Court project
PM had a further meeting with Scott Reid who suggested that the club try to raise up to 30% of the final cost of the project in order to secure LTA approval and funding. In effect the club will need to raise a further £20,000 in the next six months over and above any monies already earmarked. The Committee agreed to support this proposal and asked PM to continue to liaise with suppliers. BG to apply for ‘Awards For All’ grant funding. R.O to seek sponsorship. PM, BG, RO
11.5. PM was thanked for presenting an extremely comprehensive business plan outlining the development of the club in the coming years. This will be presented to club members at the AGM.
Chairman's Report and Meeting Summary
As no one is available to organize the Friendly Team it will be disbanded this season.
The video clip produced by Edge Hill students is now complete. RO to pass to JS and also display at the Open Day RO
Any other Business
As mentioned earlier The League Annual General Meeting is to be held at Southport and Birkdale Sports Club on 24 February. It is important that the club has 6 members there to cast the club's votes on resolutions, especially replay days.
There will also be discussions regarding the format of the Spartans Trophy
Confirmation and Date of Next Meeting:
Wednesday 2nd March 2011 @ 7:00 pm in the Clubhouse.
Minutes of the Strategy Meeting of 8th December 2010
Present
Robert Owens (RO); Sandi Duffy (SD); Ian Duffy (ID); Dave Hobson (DH); Anne Crowe (AC); John Spurr (JS); John McNeil (JM); Phil McConnell (PM); Jenny Watling (JW); Sarah Lawton (SL); James Mcloughlin (JMC); Pat Hesketh (PH); Brenda Golds (BG); Danielle Hock (DHO)
Apologies for absence
Janet Crompton (JC); Brendan Mcguire (BM); Hilary Bell (HB); Barry Sheriff (BS)
Previous Minutes
Minutes of the previous committee meeting held on 27/10/2010 were agreed as a true record.
Matters arising
- As yet the search for a new clubhouse cleaner has been unsuccessful. A gift was purchased and given to Sue, the present cleaner, in recognition of her hard work throughout the years.
- The Winter League has now resumed. Numbers participating are lower in this round but look set to increase in February.
- JM, JW, RO & DH completed Child Protection training. The Child Protection Committee will meet prior to the January Committee Meeting
- A coaching update was circulated prior to the meeting by Brendan Mcguire. Issues arising were:
- The positive effects of the coaching programme to date.
- Concern about communication for coaching sessions, especially cross over sessions. RO to discuss with the coaches. RO
- The summer coaching timetable and court availability.
- Input into team selection.
- Up to date first aid certificates have been displayed in the clubhouse.
- Davis Cup match tickets are now available.
Correspondence
Notification of LTA Junior Tournaments. RO has been contacted by two Edge Hill students wishing to complete fifty hours of voluntary work at the club, including court maintenance and helping with practice sessions. The committee was in agreement. RO to contact and finalise details. RO
Treasurer’s report
SD provided a comprehensive statement of accounts. Figures, including all known costs and ring fenced amounts until the end of February, show a possible deficit of £3778.
Issues discussed:
Coaching costs are higher than suggested. Coaching fees are covering costs but not retainer fees.
Funds are limited and will not allow for the completion of proposed projects; Clubhouse refurbishment, court resurfacing, new courts.
The committee agreed to an increase in subscriptions for the coming year. SD to circulate new figures. SD
Facilities Development
a. Plans to refurbish the clubhouse were discussed. Funds are limited therefore the proposed refurbishment is not possible at the moment. Members discussed the merits of completing limited, essential maintenance immediately or waiting until further funds are available in order to carry our major works. A decision was not reached.
b, Members agreed that up to £100 may be spent on resources by officers of the club if permission is previously granted by the treasurer and communicated by e mail and copied to RO & ID. The only exception being PM, in his role as maintenance officer, who may buy necessary equipment immediately to the value of £100, followed by notification to the treasurer.
c. PM apprised the committee of revised costs for resurfacing the shale courts based on LTA quotes. These are substantially more than previous quotes. PM to pursue and bring further information to future meetings. PM
The committee members debated the merits of the development of the courts versus the development of the clubhouse. The consensus being that more courts would attract more members which would in turn provide further income for the club, allowing the clubhouse refurbishment to take place at a later date. A decision was not reached.
d. RO provided examples of proposed new signage. However it was decided not to replace the signs in view of the financial situation.
Club Clothing
Thanks to DH for providing examples of clothing. This was slightly more expensive than that previously purchased. ID & DH agreed to compare suppliers and make a final decision. JW & SL agreed to arrange an event to promote the clothing. It was agreed that a list should be made available for members to purchase clothing when membership is renewed. ID & DH
Club Business Plan
a. Discussion centered upon the options available working within current financial restraints. No decision was taken on the development of the business plan.
b. PM offered to work with Scott Reid to pursue grants.
c. PM offered to look at the business plan in light of cash flow projections for refurbishing the courts. PM
Court Timetable for Summer 2011
Review of current court timetable commitments.
Discussion of court requirements to allow for coaching sessions.
Committee members agreed the following times and courts be reserved for coaching;
Monday – Wednesday, 4:00pm – 6:30pm, (7:00 after the first three weeks), 2 x carpet courts Thursday, club social tennis from 6:00pm, coaching on two courts until 7:00pm Friday, Junior Night 4:00pm – 9:00pm Saturday, 12:00 – 3:00pm, two courts Sunday, social tennis with one court available for coaching. DH requested that four dates per year on Sunday afternoons are reserved for junior tournaments. This was agreed. RO informed the committee of plans to display the court timetable on the club website.
Club Committee structure
Members discussed the suitability of the current committee structure.
RO presented an alternative structure which would support the future vision of the club allowing for a more corporate approach with officers of the club liaising with sub committee members to oversee designated areas.
It was unanimously agreed to move to the restructured model which will be trialed for twelve months. The suggested structure will come into effect immediately. RO to circulate revised structure. RO
AOB
RO, on behalf of the committee, would like to thank PM for providing the meal enjoyed by the committee members during the meeting and would also like to thank all of those who washed up after the meeting!
Since the meeting has taken place RO has contacted the LTA regarding the requirement of a designated Child Protection Officer (CPO) and ascertained that there is no issue with the club having more than one CPO, indeed it was viewed as a proactive step that the club would provide more than one individual to undertake the role as it offered a greater choice to junior members, parents and guardians should they wish to discuss any child protection issues. The Child Protection Committee members are to be asked if they are in agreement with all acting as Child Protection Officers at the next meeting.
Date and venue of next meeting: - Wednesday 12th January 2011 @ 7.00pm in the Club House
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