COMMITTEE MEETING 10 th FEBRUARY 2016

Transcription

1 COMMITTEE MEETING 10 th FEBRUARY 2016 Meeting Opened at 1955 hours. PRESENT: Mike Paterson, Cheryle Lavender, Wayne Alexander Gail Bradley, David Underwood, Ben Marlborough, Peter Sardi APOLOGIES: Bruce Read, Glenn Eaton PREVIOUS MINUTES All attending committee members have read the previous minutes and agreed they are correct. Moved: Cheryle Seconded: Mike BUSINESS ARISING FROM NOVEMBER 11 TH 2015 MEETING: Still waiting for the removal of tree on court 2 fence. Still waiting for the repair / replacement of the tap & drinking fountain on court 3. Eltham waterworks have adjusted the sprinkler nozzles on courts 1 & 2. Mike has placed a request for the repair of the steps between courts 1 & 2. Xmas party was a success with approx members plus partners attending. Thank you to Wayne for organising. Community Shade Grant application was submitted on the 12 th December A reply is expected by March. Moved: Mike Seconded: Wayne CORRESPONDENCE IN: Date From Details Action Taken Received 12/11/15 DVTA Neville Mears MNX Preliminary Finals Fwd to Jo Marshall 12/11/15 -Tennis Victoria November newsletter Fwd all committee 12/11/15 -Australian Sports Summer camps program Nil Camps 13/11/15 -Tennis VIC Updated Certificate of Insurance Bruce 13/11/15 -Tennis VIC Steph Eltham Festival Committee Eshak 13/11/15 -Marsh Advantage Certificate of Currency Bruce Insurance 13/11/15 -DVTA Neville Mears TNM Semi Finals Fwd to Peter Sardi 13/11/15 -DVTA Neville Mears Mid-week Ladies Competition Nil 14/11/15 -DVTA Neville Mears Team entries for Autumn 2016 Mike, Glenn 14/11/15 -DVTA Neville Mears Team entries file for Autumn 2016 Mike, Glenn 16/11/15 -DVTA Neville Mears THNM Preliminary Finals Fwd to Mike Paterson

2 20/11/15 -DVTA Neville Mears MNX Grand Finals Nil 20/11/15 -DVTA Neville Mears TNM Preliminary & Grand Finals Fwd to Peter 22/11/15 -Fed Cup Breakfast With the Stars Fundraiser Nil Foundation 22/11/15 -DVTA Neville Mears THNM Grand Finals Fwd to Peter 24/11/15 -Nillumbik Council-Jo Massoud Shade Grant Response Fwd to all committee 25/11/15 Energy Australia Bill $1, Bruce 25/11/15 -Tennis VIC Possible governance / Constitutional Nil changes 26//11/15 -Janelle Hansen Transfer form to Viewbank for Jayden Fwd Ben Marlborough 26/11/15 -Linda Turner Xmas party RSVP Fwd to Wayne 28/11/15 -DVTA Neville Mears TNM Grand Finals sct 1 & 6 Fwd to Peter 29/11/15 -DVTA Neville Mears Reminder team entries due today Mike, Glenn 2/12/15 -Tennis VIC-Steph Eshak Tennis update Fwd to all committee 2/12/15 Gary Purcell-Hume Tennis Centre Flyers for Summer junior tournaments & clinics & Melbourne Wheelchair Tennis Mike, David, Brayden, Ben Open 3/12/15 -Tennis Australia My Tennis Update Gail & Mike 3/12/15 -Australian Summer Camps Summer tennis camps, 15% discount David, Ben, Brayden 4/12/15 -Hip Pocket Club shirt price quote Cheryle Workwear 4/12/15 - Web Enquiry Tennis lesson enquiry from Coritha David 5/12/15 Vic Commission for BYO Permit $ Bruce Gambling & Liquor Regulation 5/12/15 Community Clubs VIC CCV Quarterly Newsletter the hub Committee 8/18/15 -DVTA Neville Mears Gradings for Autumn 2016 Jo, Mike, Peter 9/12/15 -DVTA Neville Mears DVTA Meeting tonight Glenn 11/12/15 -DVTA Neville Mears Premiership flags Glenn, Mike 11/12/15 -Jo Massoud- Community Shade Grant Nil Nillumbik Council 11/12/15 -Tennis Victoria E-Newsletter Committee 11/12/15 Bendigo Bank Term deposit review Bruce 11/12/15 AusNet Managing interruptions to your electricity Bruce supply 13/12/15 -DVTA Neville Mears DVTA Draft Fixtures for Autumn 2016 Jo, Peter, Mike 16/2/15 -VIC Health H3O Challenge Campaign Nil 16/12/15 -Active Activities New contact request for membership from Gail Australia Gillian Payne 17/12/15 -DVTA Neville Mears Spring Premiership Winners Mike, Peter, Jo 7/1/16 -Sara Conyers- Australian Open 2016 Player Draw Committee Tennis Australia 7/1/16 web enquiry from Tennis lessons for 5 yr old David Vanessa Drew 11/1/16 Kids Tennis Foundation Newsletter Vol Committee 11/1/16 Yarra Valley Water Account $24.49 Bruce 11/1/16 Alison Hall Family Membership application Gail 15/1/16 -DVTA Neville Mears 2016 Autumn Draft Fixtures & Updating of Jo, Peter, Mike Trols 20/1/16 -DVTA Neville Mears Steps for coming season Cheryle 20/1/16 -DVTA Neville Mears Production of Scoresheets Jo, Peter, Mike 20/1/16 -DVTA Neville Mears Revised Scoresheet Maker Jo, Peter, Mike 20/1/16 -DVTA Neville Mears DVTA Rules Updated Jo, Peter, Mike 27/1/16 Energy Australia New electricity prices Bruce

3 27/1/16 Jim Parsons Return of court keys Cheryle - letter 27/1/16 -DVTA Neville Mears Monday Night Mixed revisions Jo 28/1/16 from Joanne Lynn Website enquiry for lessons David 1/2/16 -DVTA Neville Mears DVTA Warning re: Fines for failing to Jo, Peter, Mike submit results 1/2/16 -Mary Wooldridge Vic Health Round 2 Active Club Grants Mike MP 2/2/16 -Awards & Trophies Re: Buy awards & trophies online 4/2/16 Nillumbik Council Re: Annual rates review and charges Cheryle 4/2/16 Metwood Pty Ltd Invoice for paper towels $ Bruce 5/2/16 -Tennis VIC Newsletter Committee 5/2/16 -DVTA Neville Mears Monday Night Mixed section 7 changes Jo CORRESPONDENCE OUT: Date Sent Details 16/11/15 to all juniors-end of Season/Xmas BBQ & Awards 18/11/15 Mailchimp newsletter to all members re: Xmas Party 18/11/15 to local primary & high schools re: Come & Try Tennis Day 23/11/15 to Craigieburn HipPocket Workwear re: club shirt price enquiry 30/11/15 to DVTA Neville Mears re:team entry Autumn /12/15 to Coritha re: website enquiry for tennis lessons 10/12/15 to Shade n Sails re: adjusting quote & shade shadows 11/12/15 to Jo Nillumbik Council re: Community shade grant application 12/12/15 to DHS re: Community Shade Grant Application submission 11/1/16 reply to Vanessa Drew re: tennis lessons 20/1/16 Mailchimp newsletter to membership list re: Yarra Valley Winery Tour 28/1/16 reply to Joanne Lynn re tennis lessons Moved: Cheryle Seconded: Gail REPORTS Finance: Treasurer Bruce Read was not available for the committee meeting. Secretary Cheryle Lavender gave the financial report. Total Balance: $105,036 Bank Account: $13,225 Term Deposit 1: $56,463 Term Deposit 2: $33,285 Bills Paid: Date Recipient $ Amount 21/11/15 Bundoora Trophies /11/15 Ben Marlborough (Saturday mornings) CASH /12/15 DVTA team entry fees /12/15 Energy Australia-electricity 1, /11/15 Glenn Eaton (fuel + maintenance) /11/15 Tracey Sardi (cleaning)

4 16/12/15 BYO permit /2/15 NEJTA team entry fees /12/15 G & H McLagan Electrical (sensor repairs) /1/16 Tracey Sardi (cleaning) /1/16 DVTA team entry fee /1/16 Yarra Valley Water /1/16 Court Technics /1/16 Clubhouse groceries (Cheryle Lavender)r /2/16 Metwood (paper towels) /2/16 Tennis Balls Ball Money Paid: MNX sections 5, 7, 8R, 8B TNM sections 1, 2, 4W, 5 THNM sections 3, 4, 5R Tuesday ladies x2 Wednesday night ladies x2 Moved: Cheryle Seconded: Mike Membership: Gail has sadly resigned from the role of Membership Secretary citing increased personal priorities and lack of time commitment. Gail will continue in the role to the best of her ability until another volunteer replacement is found. The special 3-month trial family membership offer was successful with approx 12 new family memberships. There are still approx 25 unpaid membership payments. Mike will assist in contacting non-financial members. Ben is to send a list of juniors with contact details to Gail. The membership list needs to be finalised as much as possible so Stephanie Eshak (Tennis VIC Participation Leader) can come out to the club and show us how to use My Tennis the most efficient and easy way possible. Tennis Connect Rewards, where $5 per player is awarded to Research Tennis Club when they connect to Tennis VIC, closes on the 31/5/16. Maintenance: Still waiting for the removal of a tree on court 2 fence -. a service request has been initiated. There is a build up of leaf matter along the sides of on court 2 that needs cleaning up. Mike will again request for the repair / replacement of the tap & drinking fountain on court 3. The issue of safety with the steps between courts 1 & 2 has been raised with council. The internal net winder for courts 4 & 5 has been stolen. Mike is having difficulty sourcing a replacement. DVTA: Congratulations to the 2015 Spring Premiership Winners:- TNM sections 2 & 5 and THNM sections 3 & 5 Red. An update of DVTA Rules has been issued. A copy will be placed on the clubhouse corkboard. The DVTA junior squad has been running at the Uniting Church TC for years employing their tennis coach. The issue to rotate the junior squad to other clubs was raised at the recent DVTA meeting.

5 Juniors: Congratulations to 2015 Spring season winners Boys section 7 and well done to runners up Girls section 7. The 2016 Autumn season has 8 junior teams three girl teams and five boy teams. Parent Audry John has kindly volunteered to purchase the BBQ groceries for the Saturday morning competition. Cheryle will Audry with a list of BBQ groceries to purchase and the code for the key lock box. Committee discussed the importance of continuing the Saturday BBQ to cover junior costs such as team entry fees, tennis balls, Saturday morning home supervisor fee $100 per week, club shirt discounts, end of season BBQ & trophies etc annual BBQ profit was over $1, Orders for Junior club shirts have closed and Cheryle will place an order with the supplier this week. Social: The Christmas Party at Eira Café, Lounge, Bar on the 4 th December was a success with approx members and partners attending. Thank you to Wayne for organising. Unfortunately Wayne only two RSVP s for the Yarra Valley Winery Tour and therefore it was cancelled. Mike suggested a FAST 4 Tennis social day with a winery tasting at the club. GENERAL BUSINESS: Reconsideration of Membership Fees A female player (DD) has requested reconsideration of her club membership fees. She was previously a member last financial year but hadn t renewed her membership this year. The club received no notice of membership resignation from the member. She was asked to come back by the competition coordinator to play tennis on Wednesday nights to help fill a team. Pro rata membership is only offered to people who are new to the club. Lapsed members are not eligible for pro rata payment. Many other club members do not play the Spring season, preferring to play Autumn season (i.e. February season). These players pay the full club membership. As the committee has not met for 3 months, the request was not given timely consideration. So the committee has decided unanimously to make a one off exception for this season. Committee determined this was a special circumstance for payment of pro rata membership fees, paying 50% of a single membership totalling $80. Membership Fees and Ball / Light Money Cheryle has suggested that prior to the next AGM committee should look at membership fees and ball money, as they haven t been reviewed for a number of years. In particular ball / light fees are inconsistent: $ for HDTA Tuesday ladies, $ for NENTG Wednesday night ladies, $ for DVTA night competitions and Juniors pay $50.00 each.

6 OTHER ITEMS: Team App A free Team App platform is available that allows teams or groups to improve communication by linking fixtures, team news, results & ladders, availabilities etc and also link to club social media such as newsletters & website. A number of junior clubs including Viewbank TC, Research Junior Football Club etc are using the app but it could also be used by the senior competitions. Members can be categorised into groups (eg juniors, MNX, TNM etc) to improve communication with players, parents, and coordinators. The communication content goes directly to the relevant members and is completely secure and private. Team App can be viewed on any iphone or android device and a website version of the app is automatically created. Communication is instant with notifications sent to the smart phones or tablets. Meeting closed at 2150 hours. NEXT MEETING: Wednesday 9 th March 2016.