minutes
KPTC – Committee Meeting Minutes – 10 May 2016
ATTENDEES AND APOLOGIES
Present Jeff Byrne, Don Simpson, Debra Fairy, Steve Close, Ben Liu, , Gayle Powell, Peter Budd
Apologies, Dylan Edgley, Nicole Eaton, Gary Newnham, Warren Booth, Brad Tuckerman
PREVIOUS MINUTES
Minutes of the previous meeting- held on 12 April 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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1. WHC new lease update- Jeff
Committee to review the decisions of the other clubs before deciding on our action.
Plan is to stick with the other clubs in solidarity if possible. Jeff to report back via
email to committee within a week. Need to have the options form completed by
June 15 and lease signed by June 29. Peter to action these. Final decision at our June
14 meeting, but we could decide earlier.. Council building valuation to be provided
to Steve. Steve to contact insurance agent to confirm cost of insuring.
2. Sheds - Jeff
Jeff to price pavers for shed. Need a working bee. Sunday morning 9 am – 29 June.
Don to email members for volunteers.
3. TV Future leaders program:
Lead
Jeff
Jeff/Don
ASAP
Debra/Peter
End of
May
Don
June
Don
May
Peter
June
Jeff/Steve/Don/
/Peter
June
meeting
Peter reported
4.
Honour boards
Due
Date
June
meeting
Don to add the Treasurer name and check life members on the honour board.
Updated
5.
Membership drive:
The May Sunday social day was washed out. Don to advertise for another
event -May 22 didn’t happen -later
6.
Grants
Committee decided to not apply for a grant at this stage and to do more research.
Survey members to take place. Peter to action. $1140 grant towards sun shades
7.
Planning for AGM:
Membership fees to be finalized at the June meeting. Don to consider night team
membership option, Steve to do a rough budget and Jeff to consider other clubs’
fees. Peter to promote the AGM process to members as per the timeline of events
tabled.
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8.
Pennant players:
Dylan
End of
May
Don
End of
May
Don
May
Dylan
June
meeting
Pennant players membership to be confirmed by Dylan with Nicole. Dylan to
provide a report as per the agreement.
9.
ERT teams:
There are clubs using players from other clubs at ERT matches. Committee agreed,
to write a general letter of concern about this. Don to action.
10. Tennis balls:
It was part of the agreement that Dylan buy used balls. Don to invoice for the balls.
Still to occur.
11. Coaches report
Committee need receive a coaches report (quarterly) as per the coaches
agreement. Jeff to remind Dylan of requirement for June meeting.
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Action items completed:
1. nil
Action items still to be completed (carried over):
1. BBQ area: Gary to provide another update at the June meeting.
2. Table cloths: On going.
3. 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.
4.
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.
MATTERS CONSIDERED
1. WHC new lease update – Jeff
Jeff outlined the current progress and possible strategies still available. Committee to review the decisions of
the other clubs before deciding on our action. Plan is to stick with the other clubs in solidarity if possible. Jeff
to report back via email to committee within a week. Need to have the options form completed by June 15
and lease signed by June 29. Peter to action these. Final decision at our June 14 meeting, but we could decide
earlier. Council building valuation to be provided to Steve. Steve to contact insurance agent to confirm cost of
insuring.
2. TV future leaders program (finalization)- Debra
Debra outlined the current progress. We have one definite candidate at the moment- Sarah Hayes and
possibly Pat Clark. Debra to decide by end of May. Peter to submit application June 3.
3. Latest grants opportunity WHC – Peter
Committee discussed this. It decided to not apply for a grant at this stage and to do more research. Survey
members to take place. Peter to action.
4. Shed – Jeff
We have purchased a shed $1223 - 10 sq m. We will install ourselves.
5. Initial planning for AGM, including 1st discussion of new fee structure – all
Peter tabled a timeline of events to occur before the AGM and this was accepted. Membership fees to be
finalized at the next meeting. Don to consider night team membership, Steve to do a rough budget and Jeff to
consider other clubs’ fees. June meeting.
REPORTS
Treasurer
The April Treasurer’s report was accepted.
It was agreed that if the water heater breaks down again, that we replace it.
Membership
No report
Mid-week ladies
No report
Juniors.
Apology letter was received from Croydon re incident at junior comp.
Pennant:
Pennant players membership to be confirmed by Dylan with Nicole. Dylan to provide a report as per the agreement.
ERT Sat:
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There are clubs using players from other clubs at ERT matches. Committee agreed, to write a general letter of concern
about this. Don to action.
Mid-week masters comp:
CORRESPONDENCE
ANZ Vic Community Tennis Forum. – June 1, Don to attend& report at the June meeting.
GENERAL BUSINESS
Tennis balls - Need to check if Dylan is buying the used balls? This was part of the agreement. Don to invoice for the
ball.
Next Committee Meeting
Next meeting June 14th at 7:30pm.
Meeting closed at 9:15 pm
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