Committee Meeting

Monday 28th July, 19:00 Upper Fields Pavilion

Minutes

Present: Tim Graham (TG), Mark Blackham (MB), Tim Sparkes (TS), Mike Horton (MHo), Kelly Nolan (KN), Trevor Prentice (TP).

Apologies: Shelley Pike (SP), Allan Curnow(AC), Andy Higgs (AH), Simon Sparkes (SS)

1. Introduction From Chairman

The Chairman opened the meeting at 19:10.

2. Minutes Of Last Meeting

The minutes of the meeting on 8/4/03 were accepted as a true record

3. Matters arising

There were no matters arising.

4. Men's 4th Team Captain

Following informal discussions between TS and Chris Gibbs, and subsequent discussions between TG and Chris Gibbs, Chris confirmed that he would be delighted to take over as Men's 4th Team Captain.

5. Cup Competitions 2003/4

TG informed the Committee that the Club must return the applications for the national cup competitions before the end of July for Men's, Ladies and Veterans teams. Since the Ladies had entered the Somerset Cup previously, it was decided that they should again enter this competition and decline entry to the national cup. The Men's and Veterans teams would be entered at a cost of £35 per team. Due to the influx to the veterans of players between 35 and 40, the Veterans Cup requirement for players to be over 40 would provide a chance to play for those members.

6. Coaching Arrangements - (a) Update

No update available since Gordon Opie is away on holiday.

(b) Child Protection

MB highlighted the need for more coaches to attend the NGB approved Child Protection Courses. MB has indicated which coaches should attend and would ensure that they are booked onto the course at the earliest opportunity. [Action MB]

7. Umpiring

TP asked if it was necessary for the Men's 3rd Team to have appointed league umpires in the forthcoming season. SHa informed him that this would not be necessary.

Times and venues for the Men's 2nd Team first five games were required before 10th August 03.

MC to liaise with TP. [Action MC]

TP informed that a Rules and Coaching evening has been arranged for Tuesday 2nd September at 7.30pm at the Ridge Inn Pub, Yatton. All members are welcome and there will be guest speakers and rules discussions. TP will inform all umpires and coaches. [Action TP]

TP suggested that the Club hold another Rules evening. Since the last one had a poor turnout it was decided that there would be no point in holding such an event.

There will be a Level 1 umpiring course on 7th Spetember. Details have already been posted to the Club Website.

Four prospective new umpires have been found. It was decided that the Club should pay for them to attend the Level 1 course as long as they, in return, umpire for the Club. TP will monitor their progress and ensure that this is achieved. [Action TP]

MHo suggested that these prospective umpires, officiate a match before they attend the course to ensure that they know what they are getting themselves into.

MB asked the Chairman what was happening regarding the £30 paid by the Club to YPN to attend the L1 umpiring course, now that YPN had informed the Club that she no longer wished to umpire any games. TG informed that MB should approach YPN to request a refund. [Action MB]

TP highlighted the fact that the Level 1 umpiring course does not teach people how to control the game. MB suggested that TP mention this to the people that arrange the courses to see if this could be included in future.

8. Development - (a) Update

MB informed the Committee that he had written to Jane Vines of Kingswood Commercial, with a letter of support and a document outlining the Club's requirements, needs and aspirations. Initial feedback from Jane was that the document was excellent and would be used to support the planning application.

MB had held opening discussions with Jane regarding after match meals. Jane is flexible in that she would allow City of Bath to provide their own food using the facilities or could provide food to the Club budget. Further discussions would be held over the next few weeks.

(b) HEL Clubs First Accreditation

MB told the committee that he had met with Louise Riddle of Sports West to initiate the accreditation process. Initial indications are that City of Bath HC could be the first in the West to achieve the accreditation, if not first in the UK. There were many aspects of the accreditation that were either unnecessary or too restricting and these have been fed back to HEL via Louise Riddle. Whilst this accreditation would not come with immediate financial incentives, to gain this accreditation first would bring a great deal of valuable attention to the Club and open the way to a possible lottery grant.

9. Finance - (a) Update

The Treasurer was not present so no update was available. TG had been informed that the Club account was in good shape.

(b) Membership arrangement

TG had met with MHa and discussed the role in depth. MHa had contacted MB for information on the current membership, including the membership forms and database. MHa had also contacted FVG for information on direct debit/standing order requirements. Most of the data would be collected at Club Day.

10. Social events 2003/4 plans

KN and MHo presented a plan of events for the forthcoming season. They include the usual Club Day's, Quiz nights, a race/casino night and two free social nights. The two free events are included to try and get the Club membership to bond more effectively. Some initial discussions were made over the Club Christmas party that included where to hold the event and what type of food and entertainment would be included. Nothing was decided but it seemed that a buffet and disco would be a better event to hold at the pavilion due to the restricted available space.

11. Club Day

Jane Vines had spoken to MB to say that Kingswood School had booked the pitch for their pupils pre-season training on the same day as the Club Day. It was decided therefore that the booking should be made for 11am - 1pm with the barbecue at the pavilion at 1pm onwards.

12. Club Clothing

MB informed that the Club Clothing had evoked a good response from members and that in the first month an approximate turnover and profit of £150 and £75 respectively had been made. A catalogue has been produced and would be distributed shortly. A stall at the Club Day would also be set up.

AH had decided that the best ordering method for the Club Kit was to take orders monthly. He would investigate purchasing approximately 20 shirts ready for the beginning of the season.

Hannah Browster had mentioned to MB that the Ladies 2nd Team were dissatisfied with the current Club shirts and MB had found a possible replacement. The Committee were not happy that one team would possibly have a completely different strip to the rest of the Club but indicated that if the whole ladies section were happy to change then this would be allowed. MB would arrange for a sample to be available for Club Day and to ask Hannah to write to the Committee with her hopes and requirements. [Action MB]

13. Publicity - (a) Handbook

DB has most of the handbook ready for production. MB stated that the book must be ready for delivery to Melanie Blackham at Concept before 11th August otherwise the preparation and publishing would not be possible due to work load.

(b) Newsletter

DB requires content for the Newsletter. MB had provided a fair amount already. The letter would be distributed on Club Day.

14. Any other business

TP asked that confirmation of the following weeks games were required by the Saturday night or Sunday before the fixture. DB and AR should liaise with TP to ensure that this happens.

TP asked about Club first aid kits, given the serious injuries to MHo in the previous season. MB informed TP that as part of the HEL accreditation that this and first aid courses would be taken in hand. TG also requested that MC and AH perform an audit on the current kits.

TP also highlighted a possible problem with the format of the changing at the pavilion. MB informed that this was already taken into account and signs would be produced for the entrance doors.

DB had requested that KWD are asked about the strength of the lights at the pitch to see if they are powerful enough to play league matches. MB would discuss with Jane Vines. [Action MB]

DB has investigated the possibility of running a fantasy league. A member had been found to run the league and MB had produced some automatic spreadsheets to administer the scheme. Whilst this would be a money making venture, the main aim of the scheme is to get the club members to take interest in other members that they would not otherwise even notice. The league would require that the Captains record some basic match statistics. All agreed that this was a good idea but would be left to DB to organise. [Action DB]

15 Date of Next Meeting

The date of the next meeting was set as 1st September 2003.

The meeting was closed at 20:35