UPS CLUB SQUASH SECTION – ANNUAL GENERAL MEETING (2003-2004):

24th FEBRUARY 2005

 

Web Version


Present: Chris Stott, Antigoni Divoli, Laure Parent, Jonathon Gear, Bob Ott, Maggie Flower, Nick Hearle, Sandra Edwards, Steve Edwards, Louise Johns, Neveen Hosny, Tom Eykyn.

 

1.       Apologies: Martin Forster, Helen Tucker, Mark Sydenham.

 

2.       Minutes and accounts of last years meeting for approval: read and approved.

 

3.       Chairman's Report combining matters arising

 

(i)      Matters arising from 2003:

 

·         Update on situation with regard to Richard Garfield's notification of no room in 'Genetics/Epi' building for a squash court (23.07.02):

·         Steve wrote a letter (cc Bob, Maggie, Nick, Glenn) to Richard 08.07.04 to ask if there was any provision for land for squash courts, after a verbal indication from Richard that there might be such a possibility.

·         No reply to this letter so Steve wrote an email to enquire further 27.11.04 (cc Glenn, Nick, Bob, Laure). No reply from Richard. But email back from Glenn suggesting we keep  Roger Thomas ‘in the loop’.

·         Further email from Steve to Richard on 07.12.04, to suggest that if Richard was too busy then maybe I should speak to Steve Surridge.

·         No reply from Richard to this, but acknowledgement of email from PA David Clark 13.12.04.

·         Saw Richard in passing Jan 2005, he said he hadn't forgotten the matter.

·         Chat with Bob subsequently about arranging a meeting with Mr. Surridge, as we seem to be getting no response from Richard. There was further discussion at the AGM about the best way to progress this matter. There was consensus that perhaps contacting Peter Rigby directly might be the best way forward.

 

·         Stickers for sale behind the bar:

Email from Maggie to Nick 21.12.04 to say lockable  money box would be available in New Year (2005). Nick reported that everything was ready to go and he would send out an email soon. [Post Meeting Note: Nick sent out email (25.02.05) telling members of the new system]. Action Steve to put on web site. Action SE

 

·         Roof inspection after leak Oct 2002:

This will take place July/Aug 2005 as agreed in OGM 10 December 2004.

Also side walls will be cleaned and painted. Also out of court area renovated and painted.

 

·         Loan Racquets:

There are 4 of these. Two of which we agreed to keep in last year's AGM. [Post Meeting Note:  Other 2 agreed by Maggie Steve June/July 2004 (email 19.07.04)]. Total cost £150

[Post Meeting Note:  List not reported but they are:

1 x Pro Kennex Power Bulge Tour 160 RRP £51, reduced £25 Feb 2004

1 x Unsquashable Titanium 200Ti (RRP £68, reduced £25 Feb 2004

1 x Wilson Hyper Hammer 120 Carbon from Ron 17.06.04 RRP £130 (club £60)

1 x Dunlop Titanium Black Max from Ron 17.06.04 RRP £60 (club £40)]

 

·         Squash Court Paint:

This was sourced to Glixtone Paints Ltd, Nailsea Bristol.

Steve ordered 2 x 5L SQ1 in June 2004. Received 22 June 2004 £58.87

 

·         Phil Martin:

Email from Phil 17 January 2005 to say he was regrettably leaving the leagues as he had found a new job. Steve wrote back (cc committee) to wish him good luck with the new job and to say thank you for all his support to the club over the years.

 

·         Squash Leaflets:

Sandra has made these and distributed to Penny Strover at Occupational Health for ICR Health Awareness Day (2004 and Feb 2005).

Sandra has also made them available as agreed in the squash court and Marsden notice Sports and Social board.

Steve asked if all sections had produced leaflets. Lousie and Sandra said no, it was mainly the ones who had enough self interest [Post Meeting Note: But Louise had produced a leaflet covering some of the other sports available, on behalf of the Ups and Downs Sports and Social Club - no other sports sections produced anything - email from Louise 13.06.07]

 

·         Doubles Ladder:

27 January 2005. Squash Doubles Evenings started. First evening for this. Ron Nye present to help out. Planned to keep it going on a Thursday night at 5.30pm.

Present: Ron Steve Sandra Peter Willmor, Louise Chris, Jonathon Gear.

Web pages set up and hope to start a league. 03 Feb 2005 Second evening, again with Ron helping out. Plan to keep it going.

 

(ii)      Maintenance:

·         Leak reported Oct 2002 has gone away, but will still request a roof inspection (see Matters Arising above).

·         Air con fix (Nov 2002 fault reported Oct 2002) bill arrived (Invoice No 512608) but refused to pay it as I thought it was the same fault as in July 2001 (Invoice No 504128) so I sent a letter to Trembath 27.0.203. No reply to my letter. Then Trembath requested payment again in July 2003, and I sent another letter to query the charge in July 2003. Still no reply.

·         Floor Washing:

21.01.04 - prior to coaching

09.06.04 - prior to coaching (soap and acetic acid). general tidy of court

28.06.04 - prior to Mini-O final (soap)

·         Air con set to:

‘Summer mode’ - 09 June 2004.

'Winter mode' - 03 October 2004

·         Gardening:

05.06.04 - shrubs, strimming, branches/brambles, foyer.

·         Water (half inch) in base of air con (07.04.04), not reported to Trembath.

·         Lean to loose over air con unit (05.06.04). Put back 03.10.04.

·         Front wall painted 26/28 June and 02-05 July 2004.

·         Bob oiled the inner door mechanism. Maggie raised the question in the meeting about the possibility of having a different mechanism in order to avoid struggling with our current. There was agreement that providing the mechanism was suitably lubricated then it would be fine. The prospect of changing the lock and potentially the door was thought to be too involved.

 

(iii)     Court Usage.

·         6 leagues on average again this year but with addition of 2 'Novice Leagues'.

Novice leagues started in April 2004

Ending up with 8 normal leagues and 2 novice leagues

This is the highest since April 1997

 

Number of players booked courts is up from last year (47) to 60 (see attached stats).

The number who have played in the leagues over the year is up from 33 to 60.

More league games were played 520 to 898 a rise of 73%.

 

Approx. 11 league players (a similar number to last year) have left (notably long term players Phil Martin and Eric Fauvet) and 23 have joined compared to 7 last year.

 

·         The weekly usage is up significantly to an average of 18.6 games per week.(see chart).

This may be due directly to the increase of coaching (see below) which brings in new players and counteracts the high loss due to staff turnover. And is the highest weekly average since 1996-1997

 

Previous years average weekly usage:

                 9.5   2002-2003

                 11.8 2001-2002

                 11.0 2000-2001

                 11.8 1999-2000

                 13.5 1998-1999

                 see attached sheets for stats (not available yet on web version)

 

·           The percent played is up from 9.3% to 18.6% - double

 

·           [Post Meeting Note: Steve forgot to say that he had to add 1 extra week's worth of data to the stats in order to bring the usage  'reporting year' back into line.]

           

(iv)         Coaching

Again with Ron Nye (Dates reported but not names - [Post Meeting Note names added post meeting]

Six week courses: 22 January 2004

Susan Martin, Chris Croucher, Tatiana Faria-Da-Fon., Eric Fauvet, Rachel Hawes,

Vanessa Martins, Alain Oregioni, Martin Forster, Dharshini Ganeshap., Geoff Payne,

Rem Talaban, Louise Coutts, Neveen Hosny, Christina Fleischm., Joanna Richards,

Stefan Reinsberg, Nadia Mudie, Nicola Bixby.

                               10 June 2004

Blathnaid Farrell, Sonja Watson, Pam Calleemootoo, Chongbo Sun, Sarah Blagden, Sarah Martin, Liliana Bowler. Chris Croucher, Louise Coutts, Nadia Mudie, Tatiana Faria DF, Joanna Richards. Tom Matthews, Alain Oregioni, Christina Fleischmann, Rem Talaban, Julia Nicol, Richard Coleman. Ad Hoc: Harmen Dijkstra, Martin Forster, Hiran Jayatilake, Steve Edwards, Mark Sydenham.

                               28 October 2004

Cristina Gabellieri, Joanna Selfe, Tina Chang, Alex Irrthum, Athena Matakidou, Jayne Getaz. Laure Parent, Tatiana Farai-Da-Fonseca, Pamella Calleemeetoo, Alain Oregioni, Jonathon Travers, Joanna Richards. Ad Hoc: Harmen Dijkstra, Hiran Jayatilake, Sandra Edwards, Robert McCann.

Ad Hoc courses:    04 March 2004

                               Harmen, Hiran, Mark

                               22 July 2004 - 30 Sep 2004

Liliana Bowler, Amanda Chan, Louise Coutts, Tatiana Faria-Da-Fonseca, Blathnaid Farrell, Sarah Martin, Chongbo Sun, Christina Fleischmann, Sarah Blagden, Remben Talaban, Richard Coleman, Chris Croucher, Louise Johns, Alain Oregioni, Joanna Richards, Helen Tucker, Sandra Edwards, Gerhardt Attard, Harmen Dijkstra, Steve Edwards, Nick Hearle, Hiran Jayatilake, Bob Ott, Mark Sydenham, Martin Forster, Rachel Hawes.     

                              

Rebate on June course (16 x £5.00 stickers).

 

(v)     Matches

None played -  a proposal to consider doubles matches was not discussed at length, but could be something worth considering if the 'doubles evenings' continue to be popular.

 

(vi)    Racquet loan/purchase scheme.

          Loans mentioned earlier. Note post meeting - this is list sold

1 x Prince Power Fan Excel Ti RRP £80 reduced £40 Nov 2003 -  Sold for £40 to Hiran 21.04.04

 

1 x Prince Power Fan Excel Ti RRP £80 reduced £40 Feb 2004 – Sold to Antonis 06.05.04 for £40

1 x Prince Power Fan Excel Ti RRP £80 reduced £40 Feb 2004 – Sold to Alain 06.05.04 for £40

1 x Prince  Power Fan Tour Ti RRP £70, reduced £35 Feb 2004 – Sold to Nadia 06.05.04 for £35

1 x Unsquashable Titanium 200Ti  RRP £68, reduced £25 Feb 2004 - Sold to Harmen 24.06.04 for £25

 

1 x Pro Kennex Power Bulge Tour 160 RRP £51, reduced £25 Feb 2004 – to be used as loan racquet

1 x Unsquashable Titanium 200Ti (RRP £68, reduced £25 Feb 2004 - to be used as loan racquet

1 x Wilson Hyper Hammer 120 Carbon from Ron 17.06.04 RRP £130 (club £60) - to be used as loan racquet

1 x Dunlop Titanium Black Max from Ron 17.06.04 RRP £60 (club £40) - to be used as loan racquet

 

1 x Wilson Hyper Hammer 120 Carbon from Ron 17.06.04 RRP £130 sell for £60 – Sold Andoni 11.08.04 for £60

1 x Wilson Hyper Hammer 120 Carbon from Ron 24.06.04 RRP £130 sell for £60 – Sold Helen T 11.08.04 for £60

1 x Wilson Hyper Hammer 120 Carbon from Ron 24.06.04 RRP £130 sell for £60

 

1x Fischer Pro 150 No. 1 Titanium from Ron 06.08.04 RRP £100 sell for £40 - Sold to Alex Irrthium 03.12.04 £40

1x Fischer Pro 150 No. 1 Titanium from Ron 06.08.04 RRP £100 sell for £40 - Sold to Laure Parent 08.12.04 £40

1x Fischer Pro 150 No. 1 Titanium from Ron 06.08.04 RRP £100 sell for £40

 

1x Fischer Pro 150 No. 1 Titanium from Ron 00.09.04 RRP £100 sell for £40 – Sold to Bob Ott 08.10.04 £40

1x Fischer Pro 150 No. 1 Titanium from Ron 00.09.04 RRP £100 sell for £40

(one with out cover – still waiting for this so have not paid Ron for either yet)

(Paid Ron for both, and received cover Nov 2004).

         

(vii)    Stickers Sales

‘Thank you’s’ were made to Dai Suter, Maggie, (then Bob), Antigoni, Louise, Sandra, Nick

[Post Meeting Note: Orange stickers dying off  to 19%].

Maggie/Laure asked if Dai was still selling stickers for IT.

Action Laure to find out. Action LP

[Post Meeting Note: Laure has talked to Dai in March 2005 and he confirmed he would no longer be selling stickers]

 

(viii)   Insurance

Correspondence with James Kendall of RMH about change of insurers (02 August 2004).

Since the Ups and Downs Club administration was taken over by the RMNHSFT we have been insured under their NHS policy. Steve had asked for a copy of the policy in order to check liabilities whilst playing. He had been advised that the fine print was complicated and advised to ring the NHS helpline. Steve proposed that we need to clarify the insurance situation. Action Steve to get policy and talk to helpline. Also to liase with Glenn. Action SE

                                                                                                                               

(ix)    Re-supply of electricity - Squash court power cable:

          Talks started in November with Colin Randall.  Rest covered under AOB

 

(x)     Other meetings in year and other matters:

          Co-opting of Laure (17 September 2004)

          OGM (28 September 2004)

          OGM (10 December 2004) - Presentation to Maggie

Yoga group - used court during re-wiring of DC for fire safety (Sep Oct 2004).

         

4.             Accounts: Presented by Laure (Chart and balance sheet) 01.01.04 – 31.12.04.

These have some footnotes this year to explain the difference in racket income and expenditure as well as some profit which was made on the coaching course. Much of this was used to purchase 4 loan rackets (see earlier). In addition a rebate was given to some coachees for overcharging. Ron is aware of this.

 

5.       Election of officers

 

          The current officers standing again:

          Steve Edwards as Chairman

          Laure Parent as Treasurer

          Bob Ott as Secretary

          Nick Hearle as Membership Secretary

 

          Chris Stott, Louise Johns, Antigoni Divoli, Sandra Edwards, Mark Sydenham and Jonathon Gear were all elected as Ordinary Members.

 

Thank you to Maggie again for all her efforts as treasurer and then as Assistant Treasurer and settling Laure in.

 

All were proposed by : [Post Meeting Note: not recorded]

          Seconded by: [Post Meeting Note: not recorded]

 

Maggie expressed her wish to stay on as an Ordinary Member. She has a visiting worker contract, but it was also proposed that she could also be a Ordinary Member under an ex-staff category. [Post Meeting Note: this motion was carried; Proposed by Steve, Seconded by Louise].

 

6.       AOB  

·   Thanks to all committee members for their efforts during the year.

·   A few courts were lent to Yoga (Sep Oct 2004) no further discussion.

·   Re-supply of electricity - Squash court power cable: Steve informed the meeting that he had spoken with Colin Randall of the RMNHSFT facilities dept and Mike Brown (Head of McGough & Vickers) that a trench would now be dug for the cable. The contractors had abandoned plans to build frames to help support the wire, and to put in posts as additional supports for the wire. Steve had been informed that the work could take up to a week to complete. It was therefore agreed to leave the matter with the contractors. However if progress was slow then Steve proposed to start discussions on supply of a temporary generator to supply the court.

·   The issue of extending the February leagues was discussed. A proposal to extend the February leagues to the end of March was carried unanimously.

·   Steve proposed to replace stickers to those who had lost courts due to the power cut. This was also carried. Action Committee

·   There was a proposal to send Ron Nye (coach) all the info presented at the meeting about increase in play, and to thank Ron for all his efforts. Action SE

 

7.       AWARDS

 

The awards ceremony was conducted by Sandra Edwards.

 

No award was presented for ‘Most courts booked by a player in the year’, but this out of interest was won by Bob Ott (51).

 

Mike Chow Cup for Best League Improver

 

Prize to Neveen Hosny from league 6 of 6 to 3rd in league 4 of 8

Cash award of £25.00 and plaque to keep.

(Plaque for previous winner - Antonis Kalemis, given to Antigoni to hand over top him.)

[Post Meeting Photo: Neveen accepting her award]

         

Most League Games Played

 

The calculation for this is the number of games played vs. the number playable.

This year’s qualification has been agreed as 90% (raised from 80%) email 26.01.05 (agreed by majority of committee)

 

As there were 10 leagues in the year 6 leagues had to be played to qualify.

4 players achieved the target of over 90%.

 

(The committee has decided on the following prizes)

 

1st             Maggie Flower                          94.44% - £25.00 cash

2nd            Tatiana Faria Da Fonseca        92.86% - £20.00 cash

3rd            Bob Ott                                      92.50% - £10.00 cash or stickers

4th            Sandra Edwards                       91.67% - £10.00 cash or stickers

 


Post Meeting Notes and Committee Approval

The minutes were approved as a true record of the meeting by the Secretary (Bob Ott 04.03.05) and subsequently by the committee (by email CS, LP, NH, MS (not present at AGM), LJ June 2005). The post meeting notes were also all approved at this time. The minutes of this 2004 AGM will formally be accepted at the next AGM.

Steve Edwards

Chairman: Ups Club Squash Section

08.07.05