Committee Meeting

June 2003.
 

Minutes

 

Present:                  Tim Graham (TG), Dudley Bartlett (DB), Mark Blackham (MB), Gordon Opie, (GO), Tim Sparkes (TS), Penny Bromley (PB), Alanna Rice (AR), Andy Higgs (AH), Shelley Pike (SP), Glen Wright (GW), Pat Ost (PO), Jackie Cole (JC), Mike Horton (MHo).

 

 

Apologies:            Phil Edmonds (PE), Melanie Carosi (MC), Trevor Prentice (TP), Freddie Van Gerwen (FVG), Simon Sparkes (SS), Stuart Hares (SH).

 

 

1. Introduction From Chairman

The Chairman opened the meeting at 19:00.

The Chairman welcomed Jackie Cole to the Committee as the newly elected Ladies 2nd XI Captain.

 

2. Minutes Of Last Meeting

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

 

3. Matters arising

It was decided that umpiring issues would be discussed at a later date but it was noted that it was going to be difficult to find umpires for fixtures in the season ahead due to the formation of the Mens 6th XI. Umpires would need to cooperate, especially for league matches. The Club will have to actively seek qualified umpires next season. PB said that Annette Pettit was interested. TS put himself forward along with Chris Gibbs and Mahendra Patel. AR also said that she would possibly be interested. TG to pass the names onto TP.  <ACTION TG>

 

 

 

4. Proposal to establish a Membership Sub-Committee

The financial proposal for collecting subscriptions had been accepted by the Club at the recent AGM.

To put the new scheme into practice and to manage the ever-increasing number of members would be far too much work for one person, especially in September when the scheme begins and when membership forms are usually received.

 

Following on from previous discussions with MB, TG proposed to establish a Membership Sub-Committee. The Sub-Committee would comprise of TG, MB, FVG and Michelle Hares, with Michelle Hares, noted for her organised and efficient approach, taking the bulk of the workload away from the other established Committee members.

 

The Chair of this Sub-Committee would be decided at a later date

 

It was noted that this Sub-Committee had to be created because the current Club Constitution did not provide the facility to co-opt members of the Club onto the Committee. This matter should be discussed at the next AGM. It is proposed that in the future a permanent Committee Post will be created to supersede the Membership Sub-Committee.

 

MB has created an initial draft of the Terms of Reference for the Membership Sub-Committee Chairman setting out the basic role and responsibilities of the Chair of the Membership Sub-Committee. These include; being the single point of contact for Club members with grievances about the new payment scheme; liaison with Captains, TG, FVG and MB; attend selection committee to ensure each player gets a game and those that have not paid, do not.

 

All members present were in agreement with the proposal. TG would liaise with the new Sub-Committee to arrange an inaugural meeting. <ACTION TG>

 

5. Coaching and Training

 TG informed the Committee that the training lights would be in place at KWD by September and that coaching would move to this venue next season.

GO is to hold a meeting with Glen Wright, SP, Richard Westgarth, DB and MB to discuss the format of the new coaching sessions. The slots available would be from 7.00pm to 8.30pm and the probable days would be Tuesday, Wednesday and Thursday .

GO would enter into negotiations with Jane Vines of KWD regarding the fees. <ACTION GO>

 

6. Development

There was a wide-ranging discussion concerning moving the club base from LTC to the Upper Fields Pavilion.  MB had received confirmation from Chris Lane that a ‘Spike Bar’ would be incorporated into his designs for Kingswood School’s partner clubs at no cost to us. It would be a basic bar and it should be possible for us to contribute from our own funds to its decoration. Jane Vines of Kingswood Commercial had also promised further refurbishment for the Pavilion in the form of comfortable chairs and a TV.  The Committee unanimously decided that the club should move its base to Upper Fields as from the start of the new season as the proposed development of the Upper Fields was too good an opportunity to miss.

TG then suggested that this proposal should be put to the whole membership at an EGM. Some members of the Committee thought that the Committee should take this decision, others that the whole membership should decide. A vote was held, with a 7-4 result in favour of an EGM.

TG informed the Committee that the training lights would be in place at KWD by September and that coaching would move to this venue next season.

GO is to hold a meeting with Glen Wright, SP, Richard Westgarth, DB and MB to discuss the format of the new coaching sessions. The slots available would be from 6.30pm until 9.30pm and the probable days would be Tuesday, Wednesday and Thursday or extended sessions on Tuesday and Wednesday. <ACTION GO>

GO would enter into negotiations with Jane Vines of KWD regarding the fees. <ACTION GO>

 

7. Social Events

TG thanked KN, MH, YPN and GW for their efforts on Saturday and said that it was an enjoyable and successful occasion.

 

8. Any Other Business

TS reiterated the necessity to change the Constitution to allow the co-opting of members onto the Committee. His reason behind this was to recognise the efforts by Glen Wright in the umpiring and coaching and he thought it would be beneficial to invite him to meetings for regular input. TG informed TS and the Committee that any member could be invited to attend any Committee meeting and that creating a place on the Committee for no other reason would serve no purpose.

 

DB commented that he thought it was essential to review the structure of the Committee. If the Committee were smaller with Sub-Committee Chairmen giving input this would create an executive Committee. MB reminded DB that the Committee already had two Sub-Committees and that there was no need to restructure the Committee at the present time. AR also noted that the current large Committee allowed for a broader base of opinion. She also noted that female representation has improved on the Committee and that this should be encouraged.

MHo– the committee has become less remote to the members and it important to work on maintaining this.

TG – new structure can be considered at an AGM.

Fixtures for the men are nearly complete. Ladies now have league dates so hopefully their matches can be confirmed soon also.

DB will coordinate this season’s handbook and aim to produce it in time for the Club Day on 30th August. <ACTION DB>

 

 

 

9. Date of EGM

The date of the EGM was set as Friday 11th July at the Kingswood Upper Fields pavilion. MB to arrange the venue availability with Jane Vines/Caroline Cundy. 

 

The meeting was closed at 20:45