Committee Meeting

Monday 8th July, 19:00

Kingswood School

Minutes

Present: Tim Graham (TG), Mark Blackham (MB), Dudley Bartlett (DB),

Pat Ost (PO), Trevor Prentice (TP), Yeng Ping-Ng (YPN),

Shelley Pike (SP), Alanna Rice (AR), Mike Horton (MH), John Lippiat (JL).

Apologies: Freddie Van Gerwen (FVG), Grant Sable (GS), Michelle Hares (MH), Andy Higgs (AH), Melanie Carosi (MC)

1. Introduction From Chairman

The Chairman opened the meeting at 19:00.

The Chairman revealed to the members of the committee of the sad news that one of our more popular players, Rob Stafford, had passed away after a long battle against Leukaemia. The Chairman paid tribute to Rob's unquestionable skill, temperament and character and informed the Committee that he had sent a letter to Rob's widow on behalf of the Club.

2. Minutes Of Last Meeting

(TG) read the minutes of the last meeting to the committee and they were accepted as true record. The Committee made no further comment.

3. Matters arising

Unfilled posts

• MB

  Auditor - Brian Thomas is to approach John Agate but a replacement has been identified by (MB) should it be required.

• TG

  4th Team Captain - Names put forward were Tim Sparkes, Rob Prentice and Sean Sutton. (TG) will contact all and ask them if they are interested in the role.

4. Finance

• Outstanding Match Fees - FVG has received no further fees. It was suggested by TG that the outstanding debtors should be identified and asked politely, by letter, to make good their arrears before the beginning of the new season. A line then should be drawn under the subject and it is hoped that the problem will not occur again.
• Profit and Loss - No figures were available.

• FVG

  Subscription Collections - In the 2002/2003 season FVG will invoice players directly with no direct involvement from the team Captains. A table will be set up at the club day where FVG can hand out invoices. Remaining invoices will be mailed.
• Match Fees - The collection of match fees will remain the responsibility of the team Captains. It was advised by TG that, if possible, fees should be collected before the match. If a player is subbed he should receive a discount the following week.
• Captain's books to be discussed again at the next meeting.
• Petrol is to remain at 15p per mile.

5. Kit

Captains should already have all items but AH will call all Captains to locate any change strips and any other items.

YPN advised the Committee that there is no kit for the mixed team, no decision was made on this item.

First aid kits require checking that their contents are in date and that all essentials are present. It was suggested by MB that Melanie Carousi would be ideal for this task.

AH

It was agreed by all that new Club shirts (10 x XL and 10 x L) with shirt numbers and new match balls should be purchased from John Moore Sports.

Shirt numbers require consolidation. The inclusion of shirt number should be made to the member's proforma that is to be completed on club day.

6. Summer League

The Cob Rascals remain unbeaten to date and therefore look sure to join the CobWebs in Division 3 next summer.

Both CoB Buns and CobWebs remain mid-table.

The CoB Ladies teams are also doing well with the possibility of a trophy on the way.

7. Tours

The mens Veterans will be attending the Alkmaar Tour in April 2003.

PE

The mixed team will be attending Barnstaple over the August Bank Holiday.

No information on the Brussels Green Dragons tour was available.

8. Training

Two new coaches have passed the level one training course. These are Glen Wright and Sally Duval. Sally has promised to help out on Sunday mornings with the youths and Glen has committed himself to attending the same sessions when he is available.

Tanya Read and Tim Jones (an ex Bath player) have also indicated that they would like to help out at these sessions.

Next Season Shelley and Glen will be the main coaches for Tuesday evenings with the occasional assistance from Brain Thomas.

Wednesdays will continue as 1st and 2nd team squad (men and ladies) training with the addition of invite only players at the discretion of Gordon Opie.

TG mentioned that the Club intended to move training to the Kingswood pitch pending the installation of flood lighting that is currently in the planning stages. This move will mean cheaper rental and better facilities due to the close proximity of the Lansdown Tennis Club.

John Davies will be taking fitness training 5 weeks prior to the start of the new season.

9. Fixtures

TP

TG handed a copy of the mens fixtures to all members present.

TP stated that all of the new umpires were required to officiate at least three matches before Sept 02. TP will coordinate this.

10. Social Events

MH highlighted the following dates for social events:-

1st Sept (Sunday) - Club Day (2pm-5pm) and BBQ (5pm-8pm)

12/19th Oct - Race Night

16th Nov - Quiz Night

14th Dec - Christmas Party (At LTC pending discussion on food quality with new Chef.)

15th Mar - Quiz Night

5th April (Saturday) - End of Season Club Day

MH also said that it is his intention to organise an event especially intended for parents of the juniors to try and integrate them into the club and try to tap a great source of funding.

MH

A Barn Dance and Pig Roast was also mentioned as a possible fundraising event.

Early publicity of these events is seen as critical.

11. Publicity

TG

JK could not attend the meeting but it was agreed that the club needed more newsletters to be produced to inform the club members of social events.

MB's wife was happy to again produce the club handbook as long as the information is given to her much earlier than last season. TG will coordinate the collation of information and sponsors.

DB will continue as the main contact with the Bath Chronicle.

12. New Developments

MB & FVG

MB stated that it is essential, for funding purposes that the Club try to attain the HEL Club Mark accreditation. MB has already met with Anne Baker of HEL for information about the scheme and has already begun to create the documents that are required.

It is intended MB and FVG will produce a Captains pack which can be handed to Captains at the beginning of the season, including, Terms Of Reference, Club Book, Envelopes and Paying In Book.

MB

TG

TG and MB attended the initial meeting with Kingswood School along with all the other clubs interested in the project. The Club is required to send an "expression of interest" letter to KWD following this meeting. All members of the Committee agreed that this is the best way forward for the club and that TG should draft the letter.

TG asked MB (Chairman of the Development Committee) to provide a written update of progress for each Committee Meeting.

13. Any Other Business

It was decided that the mens 2nd team should continue to have appointed umpires at a cost of £8.50 per home fixture.

14. Next Meeting

The Chairman set the date for the next meeting as Wednesday 7th August, 7pm at Middle House Kingswood School.