Greendale Committee Meeting Wednesday 7th September 2016 7.00pm TSA Pavilion Present: Sarah Shand, Irene O Malley, Suzanna Taylor, Victoria Roberts, Ian Smith, Jay Mason, Stacey Skilton, Greg Margerison, Ross McDonald, Luke Donovan, Simon Nelson Apologies: Nil Inwards Correspondence HB Midweek Ladies AGM Tennis Ball prices Tennis Eastern Confirmation Lots of emails regarding membership and key tags. Invoices from tennis Eastern theseaccounts were approved for payment Outwards Correspondence Important we contact members who are not on email Minutes moved by: Sarah Shand Minutes seconded by: Victoria Roberts No matters arising Financial Report: Attached Club Captain: Irene has been in touch with he council to no avail, Will keep trying, Simon mentioned he has a contact and will forward details onto Irene. Irene has also fixed up big picture frame of Stephen Cook Memorial which will be put on the wall in the clubrooms. Irene moved her report be accepted Seconded by: Victoria Roberts Junior Co-ordinator Report: Monday night singles well under way, good turn out so far, Holiday camp was cancelled first week due to the weather, so is now running this week, good numbers of around 30 juniors participating. Kidult Tournament this Sunday. Presidents report TNZ webinar viewed and distributed Good ladies Vets clarification of Ian s role with the lights
Coach report: Tennis Xpress, Cardio Tennis and Hotshots are now all part of Greendale Tennis Club, Luke reported that we are the only club in Hawkes Bay to have 2 or more of these TNZ endorsed programs being run at our club. Lots of squads and hotshot groups this coming term. Maintenance report: We have ordered 6 net straps from Thump Sports. Membership report: Lots of emails enquiring about membership and quite a few new members, people still paying for keys but Tory has removed that option out of Promato. If people want a refund of $10 on their key tag then we are more than happy to oblige. General Business: TSA - Simon mentioned a letter was received from the Police, no further action to be taken regarding their enquiry into the TSA Bar operations. Meeting this coming Monday where it will be tabled. Football still to decide what they want to do. A roster system will be put in place to man the bar. Will help with reducing the workload Simon Cowan does. Tennis Eastern Website is now live, with junior tournaments all available to enter online. Team from Noumea coming to the international junior tournament Sponsorship Courts 7,4,6 still to be sponsored, Suzanna to write up an invoice to give to our sponsors for the one off payment of $100 plus $600 sponsorship. PVC Canvas s are currently being made for a couple of sponsors, awaiting confirmation they are done before picking up. Xmas Function: Date is November 12 for our annual xmas function. John Barnes band will be playing again, cost is $20 per ticket. Stacey, Sarah and Irene to organise. Wilson Tennis Balls: Club has purchased 2 boxes of 4 ball can Wilson Tennis Balls. To be sold to members for $15 per can. Not until after the Spring tournament incase the shipment of Head Tennis balls doesn't arrive in time. Still awaiting our order of Head Tennis Balls from Thump Sports, Luke to chase this up. Spring Tournament: Fantastic amount of entries so far, down a little on the ladies, still a few entries still to come in. Stacey, Irene and Victoria to sort the prizes. Kidult Tournament: This Sunday, up to 18 pairs entered so far. All under control. Hard Courts: Still waiting to hear regarding their start date. Roger Forsyth looking into pricing of strip drains, moving the fence inside the grates at the bottom of the court, and general drainage of the water/dirt off the park.
Stacey moved that we purchase a Bowdry" water remover machine for the hard courts. Price of $2695.00 Unanimous Coach Contract: Lukes contract was up for review, John Penny, Ian Smith and Sarah Shand worked on this and presented the committee with a draft. It was agreed in principal - subject to confirmation on Wednesday 2nd November. General Business Greg showed a plan of what the tennis club is wanting in regards to changing the entrance at the top of the stairs, and the tennis corner Simon and Stacey to present this for confirmation at the TSA meeting on Monday. Greendale Tennis Club will fund the entire project. Meeting closed 9.30pm Next Meeting Wednesday 2nd November 7.00pm Resolutions It was resolved that a request be made to Grassroots Trust Limited for funding for Tennis coaching and coaches for the amount of $4,920. Proposed: Suzanna Taylor Seconded: Greg Margerison Carried It was resolved that the Club s puts $40,000.00 on Term Deposit with the bank for 6 months. Proposed: Suzanna Taylor Seconded: Victoria Roberts Carried
Greendale Tennis Club Committee Meeting - 5th October 2016 Treasurer s Report Per the Financials attached please sign Sarah. The Greendale Tennis Club is currently showing a surplus of $11,000 prior to depreciation. Subscriptions are slowly coming in - $18,770 have been paid and according to Promata, $38k are still outstanding. The following payments have been made on behalf of the Club over the past 4 months: 15/06/2016 Energy on line 765.21 20/06/2016 I Systems Ltd 5.95 7/07/2016 Energy on line 327.34 7/07/2016 Paper Plus 18.58 7/07/2016 Green Acres 100.00 7/07/2016 HB Engraver 216.11 7/07/2016 New World Greenmeadows 363.72 7/07/2016 Thump Sports 496.80 15/07/2016 Paper Plus 38.95 15/07/2016 New World Greenmeadows 363.72 15/07/2016 Tennis Eastern 3,450.00 20/07/2016 I Systems Ltd 5.95 8/08/2016 Plexipave 50,600.00 8/08/2016 Energy on line 435.69 9/08/2016 Reimb I O'Malley 30.30 22/08/2016 I Systems Ltd 5.95 29/08/2016 Reim keys - Labat 20.00 29/08/2016 Reimb - Tory - gift for I Morley 150.00 30/08/2016 Hart Sports - marking discs 165.00 31/08/2016 Monthly charge 0.38 42,618.00 Energy on line 391.38 6/09/2016 Hart Sports - marking discs 361.00 8/09/2016 Reim keys - Bishop, Karauria, Simes 60.00 20/09/2016 I Systems Ltd 5.95 20/09/2016 Paper Plus 12.62
20/09/2016 Tennis Coaches NZ 65.00 20/09/2016 Green Acres 80.00 20/09/2016 Nelson Signs Limited 126.79 20/09/2016 Tennis Eastern 150.00 20/09/2016 R & AJ Morrison - key reimb 20.00 20/09/2016 CE & CL Williams - key reimb 20.00 21/09/2016 Cromie Lockwood Insurance 1,651.40 27/09/2016 Johnson - key reimb 40.00 27/09/2016 Luke Donovan - Term 3 960.00 30/09/2016 Bank Fees 0.95 30/09/2016 HB Midweek Ladies Interclub 50.00 The resurfacing of the courts 7,8 & 9 will cost approximately, $139,725.00, of this total a deposit of $50,600.00 has been paid leaving a balance of $89,125. To date $109,000.00 has been received through funding shortfall of $12,500 to be met by the Club. Interclub fees have been paid for the following: 2 x Premier 1 x A Grade 2 x A Reserve 2 x Men 2 person Thump Interclub 1 x :adies 2 person Thump Interclub Paid for Ian s coach affiliation fee - $65.00 Paid $960.00 to Luke for Term 3 Coaching coaches, Saturday mornings, Monday night singles,. Annual insurance premium has been paid fee unchanged from the previous year. Inwards Email AGM Minutes from the HB Midweek Ladies Interclub Tennis; Picked up Club prices from the Mount Maunganui Tennis Club 5 hard courts and 5 astroturf courts (7 with lights); Tennis Balls Club Price 2016; Letter received from Tennis Eastern confirming affiliation to Tennis New Zealand for the 2016/2017 season. Invoices received from Tennis Eastern. Invoice 0009 for $2,875.00 for the balance of the local Affiliation fees for 2016/2017 season And invoice 0010 for $4,691.13 for Greendale s contribution to the development and implantation of the participation programmes that helps the Club and their coaches. The sum of these 2 invoices is similar to what we previously paid to Waikato-Bays. Both are due 30.11.2016. I would like to propose that the Committee agree that these 2 invoices are paid by the due date.
Outwards Mail Resolutions to be included in the Minutes: The Greendale Tennis Club currently has $154,566.41 in the Cheque Account and $40,000 on Term Deposit. The Re-surfacing of courts 7,8 & 9 will cost approximately $139,725 inclusive of GST. To date the Club has paid $50,600, leaving a balance of $89,125.00 payable. I propose that the Club s puts $40,000.00 on Term Deposit with the bank for 6 months. This will leave $25,441 in the bank. This should be sufficient to cover further expenses as Subscriptions are still coming in. Other Example invoice for the Court Sponsorship Names of members need to be given to Tory and book entry to record Sub income of $220.00 and Sponsorship income of $380.00. $100 to cover costs of making the signs. Potential Court sponsorship is $3,420.00. Would like Quote from Luke for Term 4 and Term 1 (2017) so that the Club can apply for funding (use Jessica) as previous provider no longer exists. Notification to members if Club Days change or are not on (Buster)