CAMPBELLS BAY TENNIS CLUB
Minutes for CBTC Committee Meeting 18 June 2013
NAME
PRESENT:
John Roughan, Anthony McNaughten, Craig Burrows, Liz
Brooks, Sharon Taylor, Deece Guisinger, Graeme
Thompson, Marijke Knoester, Kate Price, Tim Ibbotson,
Lynda Wiseman, Jo Dalton, Adam Thompson, Rossana
McNaughten
NAME
APOLOGIES:
Wiebke Gailer
ITEM
DESCRIPTION
1.
Minutes of previous meeting – Approved with correction to
Coaching Sub-Committee item. “Review the coaching contract for
Thompson Tennis and recommend to Management Committee”.
2.
Matters Arising
Promato Database. Access levels - Tim and John are set up as
Administrators and Marijke as Assistant. All communication centralized
through database, Email lists can be done on database. Membership
registration and payment functionality to be trialled by Committee
members first. To be set up by name and ID number. Details trigger
email to member. Payments not automatically updated by Promato.
Need to establish whether Pay Pal automatically updates. (% discount
to be used rather than $).System to be worked out to give court tags
to members. John has sent revised enrolment form to Marijke to be
used if needed.
Kate to bring court tags to next meeting.
MOVED
John
Marijke
Action
Date
Tim
Kate
Website. GardyneHOLT - domain registered, hosting website and
manage email accounts. Need to update website ourselves as too
costly. Five emails to be set up – Juniors, Ladies, Information,
Membership and Coaching. John’s newsletter to be uploaded to website
under News Tab. Online court bookings to be controlled by Graeme.
Direct contact email address for coaching is needed.
John to email Deece Newsletter plus new Committee contacts to be
uploaded on to website.
Deece in conjunction with his IT tech contact will update.
Marijke to email photos to Deece.
Affiliation/interclub fees. Captains of Interclub teams should be told
not to use anyone who isn’t a club member. Craig to check list of
players and report back.
Assistant coaches and membership/interclub fees. Committee
agreed that assistant coaches who are members of the club and play
interclub are not exempt from paying subs.
SECONDED
John
Deece
Marijke
Craig
2.
Matters Arising Continued
Fundraising. Liz predominantly grants/ applications – sponsorships on
small scale e.g. Chelsea Cup. Avenues need to be explored to bring in
more revenue. Suggestions:
Junior teams – each team to try and get $50 sponsorship per player
from local business. White board to be put up in Club with plastic box
for business cards obtained. Craig to investigate further.
Windbreakers around courts – to be considered.
Coaching initiative/Wilson rackets. Graeme will meet with Tennis
NZ next week to discuss bringing in Hotshots Tennis programme.
Graeme wants to be provider for Campbells Bay School independently
of Tennis Northern. Meeting with Campbells Bay School in Term 3 to
discuss coaching programme – 9am to 12.30pm 2 days per week for 4
weeks. Funding for this to be ideally provided by KiwiSport or worst
case find sponsorship for it. Any child on completion of 4 week
coaching programme who subsequently joins CBTC will receive a
complimentary Wilson tennis racket. Graeme to report back next
meeting.
Coaching initiative membership drive. As part of the drive to
increase club membership a presentation by Adam on his career as a
tennis professional to Westlake School (amongst others) to include a
PowerPoint presentation, photographs and an introduction to CBTC was
suggested. Presentation to cover tennis pathway including tennis
scholarships to US Universities. Intermediate pupils are the preferred
target. Anthony to help with presentation and marketing/introductions
to schools.
Coaching contract. Current contract is to be used as template as is
more robust than examples in Tennis Northern Toolkit. Both Graeme
and Adam are registered. In the contract it should be stipulated that
there is to be no charge for the coaches coaching non-members. The
Coaching Sub Committee is meeting Tuesday 25 June to review the
contract. Once reviewed Anthony will contact Graeme for his views and
report back at the next Committee meeting.
Action
Craig
Graeme
Anthony
Adam
Anthony
Craig
Jo
Sharon
Date
3.
Administration
Action
Date
Correspondence
Received. Application for Planning Certificate under the Sale of Liquor
Act letter dated 23 April 2013. Marijke to pass to John Smith.
Marijke
Bills for Genesis Energy and Magic Lawn Man plus ASB statement
passed to Kate.
Kate
Sent
Matters Arising
4.
Financials
Payments & Receipts Tennis Northern General, Statutory and
Employers Liability Insurance to pay.
Action
Date
Kate
Balance Sheet Plenty of cash in account.
Profit & Loss Statement
Grants
Other Matters Prestige Realty has not paid promised $3,500
sponsorship. Kate to chase up.
5.
Tennis
Kate
Action
Club Captains Report
Mid-Week Ladies Report. Marijke reported that AGM had taken place
and new committee members were welcomed. There are a substantial
number of mid-week lady members. Advised ladies of subs increase.
Currently $3,500 in account. New $5 levy to be charged for selection
for Interclub teams to cover assistance from coaches. This will help to
minimize any complaints with regard to team selection.
Junior report. Jo reported that junior membership numbers are up
from last year and that juniors playing tournaments outside the club
are doing very well. Jo to forward info re juniors to Deece for inclusion
on News page on website.
Jo
Coaching Report. Graeme is introducing Game On for young new
junior players on Sunday mornings.
Graeme wants to introduce an introductory night in August for Junior
player’s transitioning into adult tennis. Craig to give this some thought.
Craig
Date
6.
Facilities
Action
Repairs & Maintenance – Craig is to be the contact person for any
maintenance issues. Jo indicated that her husband Chris is happy to
recommend any maintenance workers when needed. John and Craig
will walk around and check on any current problems. Craig to get chain
and padlock and to check with John Braggins if he will be happy to
assist.
Craig
John
Date
Cleaning of Clubhouse. Marijke confirmed that Fiona Rouse has
agreed to clean the clubhouse windows every two months in addition
to current cleaning arrangement.
7.
First Aid Kit. Jo has re-stocked the First Aid Kit. Invoice to be
submitted to Kate.
Jo
Clubhouse Alarm–Countrywide Security. Countrywide Security
called Adam a few days ago when the club alarm was activated. Adam
should not be on alarm contact list. John to contact Countrywide
Security to advise preferred contacts which are to be Tim Ibbotson, Liz
Brooks and John Roughan.
John
Events
Action
Date
Action
Date
Tournaments – Marijke was happy to report a successful June Harris
Tournament.
Club Events
8.
General Business
Letter of thanks to Stuart Clark. Letter of thanks to Stuart Clark for
his years of service as Club Treasurer has been done.
Newsletter. John to add a reminder to members in the Newsletter to
turn off lights and close court gates. To inform via Newsletter of
increase in subs while pointing to fact that the fees are still one of the
cheapest on the Shore. Also to acknowledge Stuart’s work as
Treasurer.
Tennis balls. Graeme currently supplies tennis balls. Kate to check
what we currently pay Graeme for a can of balls. Liz and Graeme have
discussed a funding bid for balls or possibly a sponsorship deal. Have
to play with the “approved by Tennis Northern” tennis balls.
John
Kate
Tennis Northern. Nicky from Tennis Northern would like to meet and
get to know new Committee members. Will take her offer up closer to
the start of the season in August.
Green post box in clubhouse. Kate passed key for post box to
Rossana to be emptied regularly.
The meeting adjourned at 9pm.
Minutes prepared by Rossana McNaughten, Club Secretary.
The date of the next Committee Meeting is Tuesday 2 July at 7pm