minutes
KPTC – Committee Meeting Minutes – 13 September 2016
ATTENDEES AND APOLOGIES
Present Jeff Byrne, Elizabeth Byrne, Don Simpson, Debra Fairy Gayle Powell, Steve Close, Jan Christie
Apologies: Peter Budd, Warren Booth, Dylan Edgley , Ben Liu,
PREVIOUS MINUTES
Minutes of the previous meeting- held on 9 August 2016 at 7.30 pm were approved
ACTION ITEMS
New action items arising from this meeting (see details in the minutes):
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Sunshades: Design and cost of up to $3 500 agreed. Jan to investigate if a cheaper
supplier is available with a final decision on supplier to be made by end September
to achieve installation by Summer.
BBQ area: Design, cost and implementation strategy for Option 3 (see below) to be
refined for later consideration.
TV Terry Dillon management solutions: Club not proceeding with the
proposal
Tennis balls: Club to purchase supply of Slazenger balls from Northcote Tennis
Centre.
Ladies ball money: Treasurer to liaise with Gayle and ensure that the Ladies players
are being billed correctly for balls used.
Membership:
- All unpaid members to have fobs disabled on 14 September
- No unpaid members to be allowed to play in forthcoming ERT Summer season
- A list of unpaid members to be circulated to the committee for personal follow up
where appropriate
- Dylan to be contacted personally re his outstanding subs and for provision of
names of those who were members of club pennant teams for recent season – Jeff
- Member to be offered option of paying subs by instalments given his
circumstances - Don
Lead
Jeff/Don
Due
Date
30
Septem
ber
October
Dylan
ASAP
Don
ASAP
Treasurer
ASAP
Don
Don/Ben/Deb
Elizabeth
ASAP
ASAP
ASAP
Jeff
ASAP
Don
ASAP
Jan/Don
Action items completed:
1. nil
Action items still to be completed (carried over):
1. Table cloths: On going.
2. Injury register: A notice on the notice board letting members and visitors know that there is a form to
completed (Deb). Jeff provided a school form template. Jeff will give to Deb and follow-up.
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3.
Membership registration with Tennis Vic – Nicole spoke to TV. They want us to register our members. In
order to be eligible to be eligible to accident insurance we need to register our members with TV. The
personal details are in accordance with privacy act. 168,000 currently registered with TV.
Still unresolved.
MATTERS CONSIDERED
1. Sunshades - Don
Don presented an alternative design for the sunshades based on that used at the neighbouring bowls club
(essentially 2 side posts with shade cloth between them). The cost is about $3 500 for shades for 2 seats,
$2000 net of the $1500 grant). There was general support for the design but the cost was of some concern.
Decision: Design and cost of up to $3 500 agreed. Jan to investigate if a cheaper supplier is available
with a final decision on supplier to be made by end September to achieve installation by Summer.
2. TV July camp report and potential next steps - Sarah Hayes
Sarah was not asked to attend.
Decision: Liaise with Sarah re her coming to a future meeting - Peter
3. Club house BBQ area
Low cost options based on levelling/extension of the current paved area were presented by Ern Kiefer. Three
options were presented:
 Option 1 - Level the existing area only (Cost of materials less than $500)
 Option 2 - Level the existing area and extend it forwards by 1.5mI (Cost of materials less than $2 000)
 Option 3 - Level the existing area and extend it forwards by 0.9m and to the Blackburn road side by
4.8m (Cost of materials less than $3 000).
There was general agreement that Option 3 best met the objectives of providing a significantly larger, more
functional and flatter area. There was considerable discussion re refinements of the design and possible ‘add
ons’ such as a railing on the front and new outside furniture. It was also noted that the design would require
considerable club labour contribution but that it would lend itself to being completed incrementally.
Decision: Design, cost and implementation strategy for Option 3 to be refined for later consideration –
Jeff and Don.
4. TV Terry Dillon management solutions – Dylan
Concerns were expressed re the likely workload for the club to prepare information for any assessment, the
limited and generic advice which may be provided and the ongoing cost (the quoted discount cost of $250 was
for the first year only.
Decision: Club not proceeding with the proposal - Dylan.
5. Purchase and Sale of tennis balls – Don
Based on out of session views from committee members Don has proceeded to purchase a supply of
Slazenger balls from Northcote Tennis Centre. Dylan has recently purchased 24 cans at $2 a can. The Club is
continuing to accumulate used balls and will continue to explore options for sale of used balls. All team captains
have been given supplies of balls for the forthcoming seasons.
Decision: Club to purchase supply of Slazenger balls from Northcote Tennis Centre - Don
6.
Membership – All
All outstanding subs have been followed up via email and they have been advised that their access to the
courts will be terminated on 14 September. Don advised that there are currently about 30 unpaid subs
(including 6 juniors) but that this does not include any outstanding subs from the recent pennant season
players. The unpaid members include the club coach.
There is considerable uncertainty re who were in our pennant teams for the recent season and which of these
people have paid their subs.
Decisions:
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- All unpaid members to have fobs disabled on 14 September - Don
- No unpaid members to be allowed to play in forthcoming ERT Summer season Don/Ben and Deb
- A list of unpaid members to be circulated to the committee for personal follow up where appropriate
- Dylan to be contacted personally re his outstanding subs and for provision of names of those who were
members of club pennant teams for recent season – Jeff
- Member to be offered option of paying subs by instalments given his circumstances - Don
to have
REPORTS
Treasurer
The August Treasurer’s report was accepted
Membership
Currently 30 un-financial members (See above) Elizabeth has now taken over responsibility for maintaining
membership list.
Mid-week ladies
New season about to commence
Juniors.
Congratulations on 2 Winter comp premierships – Girls 1 and Open rubbers 11.
Pennant:
No report
ERT Sat/Night tennis:
Three teams for coming season – 2 Open sets teams and 1 Singles/doubles team
Mid-week masters comp:
Season progressing. Some non-members helping to boost numbers, may be potential new members down the track.
CORRESPONDENCE
Invitation to ERT President’s dinner on 21 October.
GENERAL BUSINESS
Next Committee Meeting
Next meeting 13 October at 7:30pm.
Meeting closed at 9:30 pm
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