Wilton Full Committee Minutes Monday 18 th September 2017 Wilton Clubhouse

Transcription

1 Wilton Full Committee Minutes Monday 18 th September 2017 Wilton Clubhouse Present: Tony Osbourne - AO (Chair/minutes), James Reed (JR), Nick Trayford (NT), Kim Craig (KC), Collette Matheau (CM),Terry Oakes (TO), Marc Beckles (MB), Martin Schiller (MS), Maggie To (MT) 1. Apologies Ossi Bashiri (OB), Minutes of Last Meeting (03/08/17) Update online court calendar with Ladies matches (Action KC) The gate on court 4 is coming off its hinges and needs to be fixed (Action MS) - COMPLETE The inclusion of a year-long male/female ladder competition was discussed and to be further discussed at the next meeting. (Action Committee) COMPLETE The updated response will be shared with the membership (Action AO) - COMPLETE Karen Dervish provided information on Data Protection Act CCTV registration. It was discussed and the data will be reviewed (Action JR) - COMPETE At the September committee meeting or perhaps a small sub-committee decide way forward, how much rent should be charged, what length of lease and what other conditions to be considered (Action committee) STILL PENDING September meet with Alpha and Marley and inform them of the committee decision (Action committee) STILL PENDING JR and MS were concerned that it was not clear if the caters had all the hygiene certificates and 3 rd party insurance as necessary. (Action TO) -STILL PENDING Minutes were approved. Actions of Meeting (29/06/17) Oliver Shuett s leaving party (ver. 2.0) It was agreed that the club would have a leaving party for Oliver, with a date and numbers to be arranged. (Action MB) - COMPLETE Terry to also contact club s nearby to arrange for alternative courts to play on while the club s courts are not available. (Action TO) - STILL PENDING Various ideas were discussed for ways of increasing membership with an agreement that via Parent mail (Action - MB), and a Wilton promotional team ( KC,MB,MS,AO) the club should make a concerted effort to raise membership. STILL PENDING Welfare Notices to be put up by next week (Action MB) STILL PENDING Actions of Meeting (18/05/17) Survey - Summary of club survey to be sent to committee for approval before sending out to members. This to include brief responses to members comments. (Action - AO) COMPLETE Court diary On-line template to be filled in with more detail (Action - TO/MB) STILL PENDING 18/09/17 Page 1 of 6

2 Facebook Club s accounts to be looked at and consolidated (Action TO/JR) - COMPLETE Following reports submitted by committee members via ) formatted by AO Collette Matheau and Maggie To welcomed to the committee as welfare officer and social secretary Discussion on providing automatic updates to online diary from Android tablet in the office took place. Talk to JR on feasibility of tablet synchronisation with Website (Action AO) Due to MS being unable to be at Finals Day to do the BBQ so plan to get Alpha and Marley to provide food (Action - MB, TO and KC) Captain s Reports Ladies Captain report 18 September 2017 Surrey League SUMMER 2017 Ladies 1 (Div 02) Played 4 W4 One to play, but safe to say that promotion is on the cards, likely finishing top. Ladies 2 (Div 06 West) Played 5 W1 / D1 / L2 Finished 5th, and will be relegated for Summer Ladies 3 (Div 13 East) Played 5 W4 (one w/o) / L1 Finished 2nd, and will be promoted for Summer Ladies Midweek 1 (Div 10) Played 4 L3 / W1 Finished 4th of 5 teams. AEGON Ladies 1 National Champions for the 3rd year in a row! Ladies 2 Promoted for My thanks go to all the captains of the ladies teams this year it s been a tricky and busy season. All the best of luck for the winter season 18/09/17 Page 2 of 6

3 Mens Captain report 18 September 2017 Wilton 1 (3rd) Marc & his Men going great guns It all hangs on the last match against Putney, Wilton could be in 1st, 2nd or 3rd place!!! Wilton 2: (1 st ) Dan Corbett and crew have finished top of the league thanks to some tough Tennis... Wilton 3 : (4 th ) Ronan and his men would seem to be safe in middle-table security... Wilton 4: (6 th )Still time for Andrew and the boys to turn this around with 3 more matches to play Wilton 5: (2 nd ) Martin and his Merry Men look to be safe with one match left to play. This group seems very tight at the top Wilton 6: (1 st ) Chirs and his crew finished in pole Position... Coaching Action points from last meeting MB Started level 5 course Piers has been appointed as the new Assistant Head Coach To work with Colette in finishing work on club policies and procedures and any other legal documents. - Outstanding Reports to be handed out to all players in the main programme WC 10 th July. Completed Calendar on club website updated Taking pictures of committee to upload to the website - Outstanding Plans for the next 6 months / Still need to be actioned as of last meeting Coaching programme Report 1 st week has been very good with lots of groups full, we are currently still getting new bookings too. New Green group, started at WCS on Saturdays at 1.30pm. Holiday Camps Holiday camps went well, numbers increased from last year. Financial report to follow next week. Next year s camps 4 weeks will be held at WCS to allow court time to lay the courts. Coaches Otto Sterner has left to go to University We will train up some new coaches and get them ready for their level 1 Hassan Baig, Humza Baig, Taye Lucking, Kayla Lynn-Connoly Team Practice Re shuffle of team players led by Terry. 18/09/17 Page 3 of 6

4 Tuesday night practice Ladies 1, Mens 1-3 coached by MB Thursday night practice Ladies 2, Mens 4-6 coached by PHJ Emphasis on the coaches sending out weekly s or Whatsapp messages to gauge attendance. Two courts will be allocated for both practices. A minimum fee will be set for each practice. I suggest one hour of a coach s individual rate for an hour and a half group session. Marketing General marketing via parent mail and websites. Finance: Nick just back from holiday and Sue had PC problems last week. a half-yearly review will be produced at the next meeting, figures May July 2017 Cash position at end of May 110,352.20, June 112, and July 112, Corporation tax return tax liability c 5k based on last year s return to be calculated (Action NT) Social Events Fiona Morris has agreed to assist Maggie in her role as Social Secretary A xmas party is planned to take place at the club 15 th or 16 th December (Action - MT) Clubhouse and Grounds The gate leading to court 4 has been re-set. Court 4 sprayed with anti-moss - other courts to be done when weather and availability allow Lawn retaining edge continues to be installed - will be finished off week beginning 9th October We had a problem with 'Box Moth' which was destroying our box hedges - caterpillars removed manually - pheromone traps to be set next year Meeting held with Adrian Berry and Kim to discuss options for club refurb and best use of space. Adrian to present options to committee There is an ongoing problem with wooden gate lock (outside). Motion sensor light fitted to illuminate lock on wooden gate Ongoing dispute with rubbish collection - club has been invoiced but several missed collections since Veolia took over the contract from Merton Council in April. Carpets cleaned Sky box remote not working - new box probably needed Drains - jet washed. Report stated blocked with baby wipes and fat. I have spoken again with Maria at the nursery re. wipes being put down toilets. She is confident that all her staff don't do this. Need to check if our drains are connected up to another source. Work scheduled over the next few months Several trees to be pruned. Conifer near court 4 to be reduced further to create more air flow and help prevent moss on court. Practice wall re-painted Hard-standing created for wheelie bins in border next to bike shed. Bike-shed extended to fence (street side) 18/09/17 Page 4 of 6

5 Membership Nothing to report Wilton promotional team (KC,MB,MS,AO) the club should make a concerted effort to raise membership. Promotional team to look at and compare local clubs and devise ways of attracting new members. IT Terry s computer needs to be updated as it has become unresponsive. JR to sort out replacement ( Action JR) Welfare Collette has her level 3 updated Martin has requested for a renewal of DRS Enhanced check which will be obtained through the LTA site. (Action AO) Any Other Business: Resurfacing It was agreed to arrange with Trevor May to have the courts resurfaced at the beginning of August weeks to do courts and 1 week to paint? Finishing 3rd week of September? (Action TO to send ) Members Suggestions Ed Boyce sent an commenting of team practice and funding coaches. It was agreed that the change in team practice sessions would address his first point and that there is not sufficient income to fund the coaches directly. (Action TO and AO to reply to Ed) Catering - status A discussion was held on the catering provided by Alpha and Marley. The committee discussed the successes and failures of events (average 20 per day) provided by A&M and agreed that having a food providing service was good for the club but not sure that the current model works as there does not appear to be sufficient foot fall to provide sufficient income for A&M and for the club. It was clear that more promotion was required by A&M but it was clear that the expected the club to be more involved in that area. The committee was split on the way ahead so a sub-committee of TO, AO and NT was formed to provide feedback from/to A&M and a position to the committee. (Action: TO, AO and NT to meet and suggest a way ahead) Clubhouse/kitchen/changing rooms refurb 18/09/17 Page 5 of 6

6 Kim and Martin meet the member with interior design experience who has a few ideas for refurbishment. Expected costs around 35/40k Date of Next Meeting : Thursday 2 nd November 2017 (7:30pm) [Note new time] 18/09/17 Page 6 of 6