WEALD LAWN TENNIS AND SQUASH CLUB
MINUTES OF GENERAL COMMITTEE MEETING HELD ON 13 JANUARY 2014 AT
1930
PRESENT : Adrian Rutherford (Chairman), Kristina Banham (Secretary), Jim Gowans,
Philip Latham, Sarah Naish, John Gilbert, Mick McCarron, Ashley Parrott, Gill
Stafford, Lisa Thatcher
In addition Sally Sharp (Club President) and Helen Large (Club Manager) were
present
APOLOGIES FOR ABSENCE : Noel Poncelet
MINUTES OF MEETING HELD 25 NOVEMBER 2013
Subject to an amendment regarding the Bank Mandate, approved and signed by
Adrian Rutherford
MATTERS ARISING – see Action List
DEVELOPMENT UPDATE
All major works have been completed. Some minor snags are outstanding. Luke and
Luke will come back to make good cracks in some of the paths and will fix the new
benches on the bank
Work to the squash courts roof is completed. The recent bad weather has been a
good test and no significant problems have arisen. Sarah Naish will pay the final
amount
Tennis courts : AMB have delivered three tonnes of infill. Two tonnes will be put on
the courts with one tonne spare for maintenance. This work will hopefully be done
in the next few weeks. Some of the defects won’t be dealt with until the courts dry
out so AMB will come back in April or May
A plan is in place to apply for flood-lighting for the new clay courts. A contractor
needs to be selected. Mick McCarron has looked at Wickwoods’ lights which are a
different specification to what is required. He and Phil Latham will put out an
invitation to tender. Loans and grants will be applied for from Sport England and the
Lottery. More utilisation of the facilities will be necessary in order to get a grant
from Sport England
UPDATE FROM CLUB MANAGER
Helen Large has had meetings with all Receptionists to get an idea of how tasks are
allocated. It seems to be working well. She has sorted out various things on the
computer system, eg filing e-mails etc. She has spoken to Mike Burgess about his
job list and discussed membership forms with Jim Gowans to try and simplify them.
The database needs to be updated. She has also been through fire procedures etc.
Brushes have been bought to use for cleaning clay from shoes at the court gates to
prevent granules being spread around, especially indoors.
Some areas have been tidied up, eg Bar store. The refuse collection has been looked
at in order to cut costs. Helen will try and streamline ordering of supplies, eg sweets
etc . She thinks the coaches’ cupboard may need some shelving in order to
maximise available space. Another shed may be required to store the chairs
currently on the ground floor.
She has spoken to the cleaners but they have pulled out of their contract and she has
two quotes for a new contract, which is three times the previous one. It was felt a
company would be better. The General Committee agreed for Helen to proceed with
Rascals Cleaning.
Helen needs to understand how renewals are processed – there is quite a lot of work
involved
There was a party on 11 January which was very successful. However Helen feels
there should be a more efficient system for booking functions, eg using a form, how
the Bar is run, what music might be used etc. Adrian Rutherford will work with Helen
to improve the current system ie all Receptionists should be able to give information
to people and know what is involved when booking the Clubhouse
Helen Large has been to the logo suppliers with Jason Roberts and showed the
Committee a sample of the embroidered logo. It was agreed to slightly amend the
colour and to see if a printed logo was available too for soft fabrics. Helen will then
get a sample of Weald items to be sold, ie caps, shirts etc
On the catering side, cakes will be provided again from 13 January. Some Members
would be prepared to come in and do some food at weekends. Food on Fridays is
going well too. Phil Latham is concerned about tennis events being run during the
summer, Club championships, the Open Tournament, but Helen was confident there
would be catering in place by then.
She has been thinking about the acoustics in the Bar area without spending a
fortune. Acoustic tiles could be put on the ceiling. Adrian Rutherford will ask
George Baxter about something suitable
She has not been able to speak at length to John Gilbert about ordering and pricing.
There have been some queries from Members about finding out what goes on at the
Club. Even though the Newsletter has been very successful, some other form of
notifying Members of up-coming events/regular activities might be useful. Helen
Large has bought a noticeboard which could be put somewhere as a visual point of
information, although the location has not yet been decided
Adrian thanked Mick McCarron for sending out the Newsletter. Gill Stafford will
speak to Tony Charman about the website. Some more help is required on adding
information
Helen thinks that the Members’ Information Pack should be made a bit more
professional and has agreed to look at this
MEMBERSHIP FEES PROPOSAL 2014/15
A paper had been circulated prior to the meeting.
Sarah Naish had prepared a sheet of proposed rate increases. There are three
options – 3, 4 or 5%. There will no longer be an Off-peak category for new Members.
The current Off-peak membership will remain. Members will not be able to become
Off-peak Members if they are currently full Members. Adult squash Members will still
be able to play Off-peak tennis. Sarah feels that 3% is the minimum rate of increase.
Adrian Rutherford proposed a 4% increase for tennis and 4.5% for squash and also
the fees for members of the public and visitors. The General Committee agreed this.
Sarah feels that the fees for squash for visitors/members of public should be
increased in line with other local facilities. Adrian asked Sarah to bring some more
information to the next meeting.
Jim Gowans feels that joining fees should not be reduced. Joining fees, visitors’ fees,
members of the public fees, non-members coaching fees will be discussed at the
next meeting. Jim Gowans, Mick McCarron and Helen Large will look at the process
for Membership renewals
REPORTS
Finance :
as Sarah Naish’s report.
development works
Some outstanding monies are due on the
Although Sarah has been looking after finances since the AGM, Adrian Rutherford
has possibly found someone who would take on the Treasurer’s role, but is waiting
for confirmation
Adrian produced some quotes for various items, to be prioritised for expenditure
Quote for lighting in the squash courts from Gorringes
£2,220.00
Quad bike to tow brush for dragging clay courts
£2,689.00
Blinds for the meeting-room
£ 448.00
Blinds for squash court corridor
£ 750.00
Shed for extra storage
£2,500.00
Some warm-up equipment for squash courts
£1,000.00
The General Committee agreed the electrical expenditure as the work is legally
required. The quad bike could be purchased from monies raised from the Weald
Open Tournament and Phil Latham will transfer these monies to the Club account.
John Gilbert will go ahead with the purchase of blinds for the meeting-room. The
proposals for the Squash balcony blinds, a shed and a warm-up area were not
agreed at this stage
Membership :
533 Members
as per Jim Gowan’s report. Membership continues to be healthy at
Maintenance/Grounds : Mike Burgess is working through the spread-sheet well
Squash : as per Sarah Naish’s report. She asked that sufficient Bar coverage be
provided for a new Business League
Tennis : as per Phil Latham’s report.
Bar : John Gilbert and Helen Large will get together to sort out various issues
Social :
Maddy Dunkley may organise an event in February . Thanks were
expressed to Jason Roberts and Kristina Banham for organising a hugely successful
Christmas Party
Publicity : More publicity is needed on the tennis side
HEALTH & SAFETY
The current Risk Assessment was reviewed and the H & S Officer did not need to
bring any urgent matters to our attention
The cooker canopy needs to be cleaned regularly. All major requirements have been
completed, with some work on testing and reviewing various items remaining
UPDATE FROM MEETING WITH ROY WILLIAMSON, SOUTH BANK RESIDENTS’
ASSOCIATION
Adrian Rutherford, Mick McCarron and Helen Large had met with Roy Williamson.
He has been pleased that our appeal for users of South Bank to adhere to the speed
limit seems to have worked. The Club needs to protect its interest with regard to the
road. Some work will be done to the Brighton Road pillar as well as work to the
verges which were damaged during the development works
ANY OTHER BUSINESS
The future of legal advice to the Club will be raised at a future meeting
DATE AND TIME OF NEXT MEETING
Monday 24 February 2014 at 1930
ACTION LIST
Role of new Committee
Members
Provide Reception with list of
contractors for maintenance
issues
Provision
of
Members’
Information Pack
Adrian
Rutherford
Club Manager
November 2013
Gill
Stafford/Ashley
Parrott
January 2013
December 2013
Weekly check of fire alarm to Jim Gowans
be carried out by Reception
February 2013
December 2014
Letter to Hassocks Community Adrian
Partnership regarding cycle Rutherford
path
September 2013
Research ideas for reducing John Gilbert
glare from squash court
windows on to tennis courts
September 2013
Contact Mid-Sussex District Kristina Banham
Council about licencing
October 2013
e-mail to MidSussex District
Council
–
December 2013
Quotes received
for blinds for
meeting room
and
squash
court windows –
December
Forms
submitted–
December 2013
New policy template to be Jim Gowans
prepared
Prepare new cleaning contract Under remit
Manager
E-mail
to
Lee
Barnes Adrian
regarding work required to Rutherford
clay courts
Obtain quotes for work to Adrian
resurface overflow car park
Rutherford
October 2013
November 2013
of October 2013
December 2013
November 2013
December 2013
November 2013
Works
completed
December 2013
Review and revise long-term Sarah Naish, Lisa November 2013
strategic plan for March Thatcher,
Phil
meeting
Latham,
Ashley
Parrott
Arrange
for
debit-card Sarah Naish
November 2013
machine to be installed
Review
and
agree Phil
Latham, November 2013
Membership fee structure
Sarah Naish, Jim
January 2014
Gowans
Prepare invitation to tender Phil Latham/Mick
for floodlights for clay courts
McCarron
Update database
Jim
Gowans/Helen
Large
Implement
comprehensive Adrian
system for function room hire Rutherford/Helen
Large
Investigate way of improving Adrian
acoustics in function room
Rutherford
More instruction on adding Gill Stafford
information to website
Investigate
method
of Jim Gowans/Mick
rationalising
rates
for McCarron/Helen
visitors/members
of Large
public/non-members
coaching fees
Transfer of monies from Phil Latham
Open/Junior (?) Tournament
to Club account
Analyse
aspects
of John
running/stocking Bar
Gilbert/Helen
Large
Arrange more publicity for Gill Stafford
tennis section
Amend/improve presentation Helen Large
aspect
of
Members’
Information Pack
January 2014
January 2014
January 2014
January 2014
January 2014
January 2014
January 2014
January 2014
January 2014
January 2014
TREASURER’S REPORT
May
6,488.20
800.00
June
3,311.11
419.12
July
5,017.81
2,652.32
Aug
4,357.48
2,640.54
Sept
4,891.95
4,660.36
795.00
4,128.00
Oct
3,718.60
-
Nov
3,429.60
-
Dec
2,487.30
-
974.19
-
841.67
60.00
Jan
-
Feb
-
Mar
-
-
-
160.00
7,448.20
170,000.00
195.00
242.82
8,896.05
36,000.00
449.00
547.68
8,217.81
528.11
7,526.13
9,552.31
279.50
246.49
4,269.00
402.90
71.00
88.00
333.60
79.20
49.60
62.00
251.16
10.00
193.89
1,541.35
493.00
20.90
111.00
32.50
210.00
140.00
116.60
76.40
62.40
363.87
200.00
188.56
2,015.23
455.50
22.00
80.00
330.00
105.00
380.80
193.20
206.40
68.80
339.12
10.00
297.08
2,487.90
308.50
56.00
23.20
343.60
144.00
75.60
43.20
16.00
133.10
30.00
188.86
1,362.06
539.95
205.50
54.00
30.00
99.58
145.11
68.52
114.39
100.00
959.78
2,316.83
15,812.49
19,531.09
55,000.00
3,038.23
1,884.75
127.92
2,716.11
174.96
568.81
5,122.63
1,511.40
194.84
6,110.03
-
-
-
3,266.50
221.83
3,610.80
42,000.00
2,758.00
-
-
-
1,911.77
185.00
146.25
2,396.40
92.38
508.52
5,240.32
1,241.19
277.00
267.50
115.42
2,463.16
555.97
515.71
5,435.95
-
-
-
Total
61,232.05
11,793.17
2,610.86
60.00
4,128.00
113.40
15,812.49
1,511.40
2,019.45
99,280.82
7,899.56
1,147.65
337.20
450.50
435.00
30.00
1,809.88
750.91
929.31
425.99
16.00
9,010.80
300.00
60.00
473.39
3,622.18
27,698.37
-
MEMBERSHIP REPORT
Type ID
Total
Junior 14-17
10
66
Junior U14
18
56
Life Member
14
38
Mini Sport U10
11
36
Social
12
16
Squash Family
9
13
Squash Full Adult
7
91
Squash Full Adult
couple
8
5
Student
17
23
Tennis Adult off-peak
5
27
Tennis Family
4
32
Tennis Full Adult Couple 3
24
Tennis Full Adult Single
1
104
Tennis off-peak couple
6
2
Total Number of Members 533
Membership Report Compiled on 20/01/2013 03:01 pm
Membership Type
Type ID
Total
Junior
10
129
Life Member
14
38
Mini Tennis U10
11
33
Social
12
13
Squash Family
9
2
Squash Full Adult
7
81
Squash Full Adult couple
8
2
Student
17
5
Tennis Adult off-peak
5
30
Tennis Family
4
27
Tennis Full Adult Couple
3
17
Tennis Full Adult Single
1
92
Tennis off-peak couple
6
2
Total Number of Members 471
SQUASH CHAIRMAN’S REPORT
Teams
At the half way point of the season all the teams are lying mid-table. This is slightly disappointing
given the improved strength of the teams this year, so we will be working hard to improve our
position to a point in April where we can argue promotion from some divisions to add at least one
new team next season.
Courts
Court 2 was badly marked in the second week in December, both by shoes and balls at the back of
the court. I have asked Helen Large to start more formal walk-arounds first thing in the morning to
more quickly identify when these events happen and who is contributing to them.
Public fees
Reception generally have problems persuading public players to respect our non-marking shoe policy.
Having checked the rates at The Triangle, it seems our court rate is much cheaper, so I propose raising
public fees for a 40 minute squash court to £8.20 from £7.00 from 1st March 2014. It is good to have
new players here, but with the increase in members and other hirers of the courts we are not reliant
on this trade.
Hiring of courts
Two new Business League teams have asked to hire courts at the club on Mondays which is a good
money maker, not only for the hire fees, but also for the bar takings and publicity in the squash world.
We have another established Business League hiring the courts as well, so it is using up a lot of any
spare capacity we have on Mondays.
Hurst College and Downlands hire the courts during weekday afternoons and we received over £1,800
plus VAT for the autumn term.
Development and building issues
As the weather got worse, the performance of the roof improved and there have been only minor
drips in the last month. I intend to settle the final balance due to Advanced Roofing.
Water is running down the inside of court 4 where the squash wall meets the clubhouse wall. Mike
Burgess has looked at it and can’t find anything obvious, but suggests painting the squash wall with
waterproof bitumen paint. I think that this is a good point to start and that the whole length of that
wall should be painted where it meets the bank. Court 1 has damp patches along the base of the
outside wall where the water has entered the ventilation holes.
It has been a period of very extreme rainfall, and I think water is running off the soil onto the squash
walls above the damp courses. The committee should be aware that we may have to replace sections
of plaster in the future if the waterlogged areas fail after drying out, especially on court 4.
There are still some areas of the flooring that need to be sealed under the snagging list by Luke &
Luke, and rain is entering through the fire door which does not fit properly (and I think there are now
issues with it remaining closed).
We would like to kit out the end of the squash corridor with mats for warm-ups, an exercise bike and
a rowing machine. Could the Committee agree a budget of £1,000 to buy these items? We are also
on the look-out for some decent non-sweat-absorbing chairs for the squash area.
TENNIS CHAIRMAN’S REPORT
All the recent rain has not helped the Tennis side with little play being available.
However there was a let up in the rain on the Sunday between Christmas and New Year and my
thanks to Ingrid Shortall for running a very successful American Tournament, which was enjoyed by
all. Russell and Lisa Thatcher have kindly agreed to host the next event on Sunday 2 nd February.
Sadly we are continuing to see member’s drifting to Martin Tigg (@ Hurst College) and Giles Cutlack
(Private Court in Albourne) for coaching. Adrian D picked up a number of Giles groups and they are
in the main going well.
Teams
Men’s 1 Played 3, Won 1, Drawn 1 Lost 1
Men’s 2
Played 4, Won 2, drawn 2
Men’s 3
Played 3, Drawn 2, Lost 1
Men’s 4
Played 3, Drawn 1, Lost 1
Currently 4th
Currently 1st
Currently 6th
Currently 5th
Ladies 1 Played 5, Won3, Lost 2
Currently 3rd
Ladies 2 played 2, Won 1, Drawn 1
Currently 3rd
Ladies 3 Played 4, Won 1, Drawn 2, Lost 1
Currently 3rd
Ladies 3b
Played 4, Won 1, Lost 3
Currently 6th
Ladies 4 Played 3, Won 2, Lost 1
Currently 3rd
Ladies 5Played 3, Lost 3
Currently 6th
Ladies 6Played 3, Drawn 2, Lost 1
Currently 4th
Dates for 2014.
Men’s Open Doubles
Sunday May 25th
Club Senior Closed Tournament: Sat/Sun 12th/13th and 19th/20th July.
Weald Junior Open: Sun 3rd to Saturday 9th August (Provisional date)
Junior County Closed tournament 24th August to 31st August (Provisional subject agreement to
number of Courts and available catering. PL And AR will liaise with the County over this.
American Tournaments:
Sunday 2nd January 2014
Sunday 1st June, 2014
Sunday 7th September, 2014
Membership Fees
There is a proposal on the table from the acting Treasurer looking for a 5% rise across the board.
From Tennis prospective I am reluctant to support the increase. For the following reasons: 1) Current Instability with some members suggesting they are looking to move on and do not
believe we are currently provide value for Money
2) We are one of the most expensive Clubs in the County
3) I would like to see 3% with the exception of
a) Couples 5%
b) Family’s 4%
c) Green Ball up 13% to bring us more in line with other clubs
d) New Category for Orange and Red Ball £ 25.00 (currently no fee)
Non-Members fees for coaching up from £ 1.00 to £ 1.50 per session bring us in line with other clubs.