UPS CLUB SQUASH SECTION – ANNUAL GENERAL MEETING (2007-2008):
21^st May 2009 (Ups Club pH Bar - Sutton).

Web Version

Present: Mark Sydenham (Secretary), Lionel Gunn (Membership Sec), Ola Bielen, Nick Spencer, Steve Edwards (Chairman), Mike Swan, James D'Arcy, Edoardo Missiaglia, Rahul Samant, Sandra Edwards, Jon Gear (Treasurer) and Donald Flohr.

1. Apologies:

Laura Robison (Coaching Organiser), Antigoni Divoli, Chris Bunton, Simon Doran, Andreas Gertsch, Louise Johns, Chris Croucher, Scott Morgan, Carol Marlow and Neil Goddard.

2. Minutes and accounts of last years meeting for approval: The minutes of 2006-2007 AGM were written up between the secretary and chairman during 2008. They were converted to a web version in January 2009 and the web link distributed to the Squash Committee on 18 May 2009 for reading prior to approval. At the meeting, Steve asked if there were any problems with the distributed minutes. There were none so they were duly accepted as a true record of last year’s AGM and a hard copy subsequently signed on 24^th May 2009.

3. Chairman's Report combining matters arising:

This year Steve had tabled (sent by email 18.05.09) the ‘Chairman’s Notes’ and statistic sheets in accordance with recent practice for the AGM. The notes circulated by email contained blue text which was for presentation and discussion, the black text was ‘tabled’ for committee members to read in their own time and was considered ‘accepted’ in lieu of any later objection. Printed copies of the Chairman's Notes had been kindly printed for non-committee attendees as well as statistic sheets.

Steve informed the meting that there were a number of formalities to attend to, but because it was rarer to have meetings these days (as most business was conducted by email), then he encouraged attendees to table any issues so that they could be prioritised for discussion.

Two matters were raised. The first - interestingly raised by two attendees was to do with difficulty in contacting certain players in the squash league to arrange matches. The second matter related to what scoring system the club should adopt for league games. These matters are recorded in Section 6 - AOB.

Steve advised the meeting that further important issues needed attention: online booking, insurance (membership list and notice), safety goggles and first aid provision, roof repair, new air conditioning system and squash rules.

[Post meeting note: all text (tabled and discussed) has been changed to black for the purposes of these minutes].

3 (i) Matters arising from 2006-2007:

· From item 6(i)(a-d) AOB: Price Increase for Squash Game

This was discussed at last year’s AGM. Then there was further lengthy email discussion which started on 11 June 2008 and is recorded in the ‘virtual general meeting’ referenced by that date (VGM 11.06.08) - [http://intra.icr.ac.uk/upsdowns/_sq_vgm_110608.htm].

The outcome of the VGM was the following agreement:

Consensus opinion from six committee members on the email debate:

Increase lights from £1.00 to £2.00 per 40mins.

Retain booking stickers at £0.50.

Price increase to cater for insurance cover and future expenditure as in Intitial Proposal (See Appendix 1).

Price increase to take place after court playing walls redecorated (recorded prior to works commencing in April 2009).

There was a lengthy debate by attendees on the consensus reached in 2008 about the proposed price increase. Steve stated the case again for the price increase. This was based on the new insurance instruction (£500 pa) which equated to approximately 50p extra per game played based on current income. In addition as the court and it’s fixtures and fittings were getting old (erected circa 1975) there was a need to ‘future proof’ our financial reserves and be ready for unforeseen/unexpected bills. The cost of a game of squash had not risen since 1998 (see history in section 6 (i) of these and last years AGM minutes). The current dehumidifier is on its last legs, the approximate cost of a replacement is estimated at £6-7K. The roof is leaking and needs repairing or replacing. Quotes are being sought at the moment. A temporary repair may cost around £1-3K. A new roof may cost up to £10K. Sourcing an additional court is still an agenda item. And lastly an online booking system is being investigated and was discussed later in the meeting. Attendees unanimously agreed that such a system was an aspiration for the club. The cost of such a system needs to be investigated.

All of the factors presented, apart form additional court, were discussed at length, and are recorded in these minutes elsewhere as separate items.

Steve asked if there were any further amendments to the VGM consensus proposal that was on the table as he felt the matter needed addressing and finalising in this public forum.

A concern was raised by the Jon that more banking would be required if all of the price increase was placed on the lights (playing fee). It was suggested that help would be provided with the coin collection and banking as more coins would be deposited in the money box. It was noted that any price increase, regardless of whether on lights or stickers, would inevitably generate more coinage that would need banking. This matter was linked in with the proposal of online booking and electronic payment (see later).

There was a concern about possible theft. Steve said it had been approximately 10 years since the last thefts. The thefts had been addressed completely at that time by adopting a policy of emptying the box more frequently and putting a large security bolt through the money box.

There was debate on increasing or spreading the fee increase on booking stickers. It was felt by many that it was possible to increase sticker fees to £1.00 each.

Steve said that this could be a problem because it might encourage more players to peel off and try to re-use stickers. He also stated that the policing of this ‘illegal’ activity was one of the least popular aspects of the committee’s job.

Steve reminded attendees that the booking fee had always been viewed by the Squash Section in the context of not charging at all and having to face indiscriminate booking. Levying a nominal charge for a booking sticker, that made people think before booking indiscriminately, had always been the policy of the section - and this is why stickers were currently 50p.

Steve felt that the price of a sticker affected the tendency to try to re-use stickers and as such we would be making a ‘policing’ rod for own backs if we raised the fee to £1.00.

A few of the committee and attendees favoured raising the fee for stickers to £1.00. Steve therefore asked for a proposal to be tabled in line with this.

Sandra Edwards proposed to raise the lights fee from £1.00 to £2.00 as well as to increase the sticker fee from 50p to £1.00 with immediate effect. A total of £3.00 compared to the current £1.50 charge. Sandra argued that if you wanted to play squash in public sports facilities, then it could cost between £7 per hour off peak and £10-14 peak. See email 29.03.09 (Appendix 2).

This suggestion had support. However Steve made a counter proposal based on his worry that the arguments for doubling the charge to £3.00 per game had not been investigated properly and that justification for this proposal needed more thought. In view of this he suggested that the stickers did not need to be increased unless found later to be absolutely necessary.

The counter proposal was therefore to have an interim price increase to £2.50 (£2.00 for lights and retain 50p for stickers) with immediate effect - but to reserve the right to raise the sticker fee from 50p to £1.00 at anytime in the future if deemed appropriate by the Squash Committee.

The counter proposal was carried unanimously by all attendees. Steve was actioned with checking that the existing meter could be reprogrammed to give 20mins per £1.00 coin and 4 mins per 20p. He was also actioned to investigate modifying the mechanism to accept 50p and £1 coins. Attendees concurred that there was no need to investigate modifying the mechanism to accept £2 as these coins were thought to be harder to come by. This decision was made despite the obvious benefit of depositing a single coin in the meter that was linked with the concern raised earlier about having to deal with more £1 coins.

There was further discussion on the possibility of a money-less system should an online booking and electronic debit/payment system become feasible for the lights.

There was a proposal to use tokens - this had been discussed many years ago and discounted because it still entailed money handling.

The meeting was informed of the purchase of green stickers that will be used if the committee decide to raise the stickers price up to £1.00. The stickers were ordered and received from Bond Labels (Rec 16.06.08) - Green & Yellow - details in Section 3(ii).

The committee was actioned to notify members of the price increase and to implement it on or nearest to 1^st June 2009.

[Post meeting note: the price increase motion was endorsed by committee member Neil Goddard (OM) by email 23.05.09. An all_sut email (with cc to key RMH people) was sent as actioned by Sandra on 26 May 2009 to advise of the price increase. The coin meter was reprogrammed and the price increase implemented as actioned on 01.06.09].

· From item 6(i)(a-d) AOB: Online Booking Systems

This matter was raised last year and involves the investigation of potential systems to computerise booking and remove the need for all cash transactions.

The matter is of relevance to the section’s intention to increase its reserves by increasing fees (see above). Steve gave a brief background and said that potential systems had been looked at provisionally since April 2008.

The benefits of an online booking system would be:

- Ability to book courts from any computer terminal with internet access at a secure site.

- Ability to electronically track membership - which is an insurance requirement.

- Do away with cash transactions for booking and playing fee (lights).

- The booking would be done over the internet. A touch screen would be required in the court to make bookings and to see what was booked.

- The light meter which regulates the playing fee (raised at this AGM to £2) could be controlled via a pin number and players would be debited electronically.

- The plan would be for players to be debited via a system similar to PayPal. Players would be able to keep their own accounts in credit.

There was quite a bit of debate on how necessary such a system would be in view of the club’s financial reserves being used for court refurbishment, roof repair and new air con system.

There was agreement that such a system would be nice to have so it was unanimously agreed that we would aspire to such a system, but not make a commitment for the moment as we had no costings.

It was also agreed that costings would be sought. Costings would include quotes for full systems and part systems so that we could investigate our own software and bespoke solutions.

It was also suggested that the idea was presented to the Ups Club Management Committee - perhaps with a view to investigating a wider applicability, and potential funding.

Steve handed out a list of possible providers - these are listed below:

· HBI Consulting Ltd. Hard copy filed in archive by date ref 30.04.08

HBI at http://www.hbiconsulting.co.uk/

& http://www.mycourts.co.uk/

· Globus found from England Squash 30.04.08

http://www.globusdata.co.uk/home

Globus have a good demo site at:

http://www.squashbooking.co.uk/demo/

· Leisure Controls International (coin and systems operation) from England Squash

30.04.08 at http://www.lci.gb.com/

· XML2010 (courtbookingonline)

at http://www.courtbookingonline.com/XML2010_squash_court_booking_system.asp

· Court-Bookings at

http://www.court-bookings.com/products_screenshots.html

· In-Zone online booking systems

at http://www.absolutemicro.co.uk

· Peoria online booking systems

at http://web.peoriadesignweb.com/court/index.php

Steve said that the Globus system had a good demo version and encouraged attendees to have a play with it.

Mark asked if it was known who used such systems. Steve said there was a list of around 20 clubs (squash and tennis) associated with the Globus system (e.g. Ilkley Squash Club). Mike said that he was aware of some clubs in the States that used online booking.

Attendees were encouraged to spread the news of the aspiration to implement an online system and to seek views from fellow players. A working party will be set up if this proposal is pursued further.

· From item 3(i) Matters Arising: Roof Inspection and Repair

The meeting was informed that within the reporting period (Nov 2007 - Nov/Dec 2008) there was no action on this item. However in April/May 2009 quotes had been sought for the repairs - including restarting communications with Jim Marling of Romfords Insulations as actioned in last year’s minutes.

There is a leak in the roof near the highest point. The leak is worst when the wind and rain are in a certain direction. We are awaiting quotes from 4 companies. Quotes are sought for repairs (est £1-3K) and/or roof replacement (est. upwards of £10K). Steve said that these costs would eat substantially into the club’s reserves and therefore were big factors in the argument to raise the squash playing fees. He added that the court was now around 35 years old and the asbestos cement sheets used for the external roof were showing signs of decay. These sheets are prone to cracking and the cracks are not always easy to see by eye. The roof has been repaired/patched in the past, but not in the last 10 years or so. A new roof will inevitably be needed at some time in the future.

The meeting agreed that a repair was needed urgently and went further suggesting that maintaining the fabric of the building was the section’s highest priority.

· From item 3(i) Matters Arising: Squash Club Insurance

Insurance cover for the Squash Section started on 06.10.08. The cover is via 2 policy documents. These were received on 23.10.08. Steve investigated member-member cover as actioned and this is now in place. The matter was also discussed at length in last year’s AGM in item 6(i)(b) AOB.

Steve reminded the meeting that 50p of the agreed price increase was going on the squash insurance provision. There is a full update on the insurance situation in Section 3(viii). As part of thoughts on taking out cover, a meeting was held to discuss ‘Children and Vulnerable Adults’ on 21.10.08. Full info on this and the insurance matter in general are on squash web pages.

’http://intra.icr.ac.uk/upsdowns/_sq_insurance.htm

[Outside reporting period - Steve had placed a copy of the two insurance policies in the squash court foyer 14 May 2009]

· From item 6(i)(a) AOB: Provision of New Air Con / Dehumidifier

The current TSC15 dehumidifier is showing signs of aging and will need to be replaced in the next few years. The Maintenance Section (3 ii) shows how much work is now generally needed on the unit every year.

Steve said that the replacement costs would eat substantially into the club’s reserves and was therefore a significant factor in the argument to raise the squash playing fees.

Steve had approached Tech Services Refrigeration Ltd - our current contractors, and has had ongoing discussions about this potential provision since 2006. Full details of dealings are shown in Appendix 3. A quote was received from Kevin Ruggles on 31 October 2008.

£5765.65 + VAT, protective grilles for interior blowers £500 + VAT. Kevin was thanked for the quote. There had not been any follow-up on this for various reasons until outside the reporting period. However the new Mitsubishi air con/ dehumidifier unit will be much ‘greener’ and more efficient as technology (eco) has moved on since the 1970’s when our current TSC15 was designed. The unit will have one temperature control box and the temperature will simply be chosen once. There will be no winter or summer mode. The unit will be in two parts similar to those seen in the newer labs (fan/blower unit inside with compressor and coil unit outside).

Further specification details will be made into a report by Steve and then circulated to committee members for approval. It is proposed to mount the blower unit/s on the balcony wall.

[Outside reporting period - Steve sent fuller details to committee by email on 29 April 2009. The specifications, report and final quote are still being worked on].

· From item 3(i) Matters Arising: Safety Goggles

The combined Goggles & Let notice was displayed in the court until the refurbishment of April 2009. Steve bought 4 pairs of goggles as actioned in March 2008 (full details in section 3(ii)). A Goggle Box was bought from Radleys with club funds and installed on 06 April 2008 with an appropriate notice on box. The Goggle Box is referenced in the aforementioned notice. None went missing in the reporting period.

· From item 3(i) Matters Arising: First Aid Kit

The first aid kit (kindly from Jeff Barley) was installed on 06 April 2008 with wording: “Please report all accidents and injuries to your respective employer and to any Squash Committee member: http://intra.icr.ac.uk/upsdowns/_squash.htm”.

The wording was tabled for discussion at last year’s AGM and there was no subsequent committee views about the notice.

No further discussion took place on the contents of the box. However Steve bought and deposited (14.05.09) a cold pack as actioned in last years AGM minutes after advice from trainer (Lee 02.04.08). A confidential log file was made to record any accidents and injuries sustained. This is currently administered by the chairman, but can also be managed and accessed by any section officer.

· From item 3(i) Matters Arising: Rule Changes - Mobile Phones

Steve had circulated a web link to the current squash club rules to all committee on 18.05.09. He also tabled a copy of the current rules at the beginning of the meeting and suggested that we needed to pay particular attention to them in this ever increasing bureaucratic and health and safety conscious environment. The copy included the amended mobile phone rule that was proposed at last year’s AGM, and the rules list was displayed throughout the reporting period until the refurbishment of April 2009. There were no further concerns raised at the meeting about the current 12 point set of rules. Rules at [http://intra.icr.ac.uk/upsdowns/_sq_rules.htm].

· From item 3(i) Matters Arising: Singles Ladder

The squash singles ladder was discontinued on 26 April 2008. The web page reflects this change. The main reason was lack of interest and participation - probably because people find the leagues are enough.

· From item 3(i) Matters Arising: Constitution

Constitution updated and signed (12.02.08) and deposited on web. Just need to add in a bit about ‘Guests’. This is now covered by the ‘Taster Sessions’ that have been introduced as an insurance requirement. All guests have to be declared to a committee member. A confidential log file has been created to record guest attendances (max of 3 per attendee per annum). The log file is administered by the chairman, but can also be managed by any officer. The squash web pages describe the ‘Taster’ procedure. More discussion in Section 3 viii - Squash Club Insurance.

· From item 3(i) Matters Arising: Gardening

Steve & Sandra applied B&Q weed killer as actioned (26.04.08) - see Maintenance section for more details. The treatment was very effective and the shrubs have died off.

· From item 3(i) Matters Arising: Floor Washing/Cleaning

The section has publicised the need for a slippery floor to be reported asap to the committee. This is also advised in the Squash Rules which is deposited in the court as a notice or web page [http://intra.icr.ac.uk/upsdowns/_sq_rules.htm].

[In addition, although outside reporting period - Sandra’s email (19.04.09) after squash refurbs and chairman’s notice about Muddy Shoes (10.04.09) which was posted in the squash court and in the changing rooms].

· From item 3(i) Matters Arising: Wearing of Playing Shoes Outside

This is connected with the Floor Cleaning/Washing item above. Just to re-emphasise, notices and emails have been posted. We await to hear any reports from all committee members after they were actioned with informing and encouraging players not to wear their squash shoes outside at any time.

· From item 3(i) Matters Arising: Etiquette ‘Let’ Lessons

No ‘let’ courses were run in the reporting period, as we ran a lot of coaching courses, during which our resident coach emphasises the ‘let’ rule and how it works. There were no committee views on the combined Goggles & Let notice that was tabled [09 Goggle And Let Advice Squash Mar 2007.ppt], and subsequently displayed in the court until the refurbishment of April 2009. Attention is also drawn to the ‘let’ rule in the Insurance poster.

· From item 3(i) Matters Arising: Phone Line

This action item is carried over from last year. Chris Stott kindly offered to organise a phone to be installed to help with possible safety matters. It was reported at last year’s AGM that Chris had made enquiries and the feasibility of installing a phone was being investigated (see Appendix 2 AGM Minutes 2006-2007). There was no further news on this.

· From item 3(i) Matters Arising: Update on Possible Provision for Land

No change from last year. Ron is still kindly keeping his eye out for a second hand outdoor Banbury style court. Also discussed at length in price increase section last year in 6(i)(d) AOB. There was no further news on this.

3 (ii) Maintenance & Miscellaneous Costs:

The following matters were addressed and recorded in the Chairman’s Notes - more detail in Appendix 6:

· Air Con (Trembath TSC 15)

· Air con mode (Summer & Winter Modes TSC 15)

· Goggles - Safety

· Goggle Box - For Housing Safety Goggles

· First Aid Kit:

· Memory Card

· Floor Washing

· Working Party

· Squash Paint

· 'Gardening'

· New Squash Stickers

· Filing Cabinet Key

· Engraving Costs

· Chau Leaving Present

· Ventaxia Fan

· Asbestos Report

· Royal Marsden Works Department and Gardeners:

We would like to thank and acknowledge Don Taylor and the RMH works department for all their help all through last year. We also want to say thank you to the RMH Gardeners who do a great job of keeping the court area looking neat and tidy.

3 (iii) Court Usage.

· We consistently maintained 9 leagues per month on average throughout the year. On occasion, towards the end of the year, there were 10 leagues. The average is up significantly from the seven recorded last year.

The number of players who booked courts between Dec 2007 and Nov 2008 (incl) is up a little from 67 last year to 70 in this period (see attached stats - not yet available in web version).

The number who have played in the leagues over the year is also up from 52 to 58. This is again a good annual trend and we hope it continues. This is therefore reflected in the number of league games that were played - up massively from 947 to 1145. An incredible increase of 21% on last year considering that last year saw an amazing increase in itself of 18%. So taken together we believe this shows that the club is in an extremely healthy state.

Approximately 17 league players left the leagues during the year (compared to previous year of 16): Richard Hubner, Hiran Jayatilake*, Louise Johns (came back in for a month 2009), Alan McIntyre, Jim McLaughlan, Ed McLaughlin, Kat Spanova, Kathryn Taylor, Wing Chau Tung, Emily Webb, Natalie Hutton, Alan Dunlop, Chris Chandler, Simon Walker-Samuel, Catherine Robinson, Lou Chesler, Vivek Chhaya.

Notable amongst the long term players who left were: Hiran* (records show he joined the leagues in March 1992), Alan McIntyre (member since 2002), Emily (member since 2004) & Chau (member since 2005).

The number who joined the leagues was down a little, but still similar to last year (26) at 22. This didn’t appear to have any adverse effect on usage as just illustrated

We welcomed Antigoni back to the club after an absence due to work commitments.

[* Hiran was given (22.05.09) a letter of acknowledgement of his support for the club as well as a scan of the league in which he entered in 1992].

· The weekly usage average is significantly up from 21.4 to 24.0 games per week, again the highest figure since 1995 -1996 of 22.5. It is encouraging again to see this annual 12% increase, which is in line with last year (16.3%).

Previous years average weekly usage:

21.4 2006-2007

18.4 2005-2006

19.6 2004-2005

18.6 2003-2004

9.5 2002-2003

see attached/tabled sheets for stats - not yet available in web version

· The fraction of all slots ‘played in’ is up again this year - from 21.4% to 24.0%.

The total number of slots booked this year is up from 1115 to 1247. The figure contains 97 coaching slots, 9 coaching practice slots and 12 Mini-Olympic slots. This is a similar number of coaching slots to last year, though there were fewer practice slots because of fewer formal six week courses.

· The peak slots remain the most popular at around 74% played in, compared to last year’s of 82%. This simply indicates that more games were played in the ‘off peak’ times - which is a good thing !

3 (iv) Coaching

Coaching was again conducted with our resident coach Ron Nye who we would like to thank hugely for his enthusiastic help and ever popular courses. As Ron was coaching whilst the meeting was held - Steve thanked him in person after the meeting.

As reported in last year’s AGM, Chau stepped down and Laura Robison kindly agreed to be co-opted to the committee as Coaching Organiser (28 March 2008). Chau was thanked by email for her fantastic contribution (Appendix 4).

We would like to thank Laura for the wonderful job she has done after taking over from Chau.

Just for information, Ron’s fees were effectively raised by agreement in October 2007 by reducing session times from 45 to 40mins.

The charge per coachee for the formal 6 week coaching courses was retained at £30 each. Any excess funds made by the club were used to offset the loss of revenue because of loss of access for members to Thursday night slots (& Fri practice slots). This was all formally agreed at a previous AGM (2003-04 AGM 24 Feb 2005). Minuted in AOB, with a footnote in those 2004 Accounts (corrected 21.03.11 - Chairman).

The charge for informal (regular) coaching is £20 (lights also financed by coachees), which is spilt amongst attendees.

For this reporting period (Nov 2007 - Nov/Dec 2008), a total if 51 people received coaching. This is quite a high proportion of all members for the year (approx 80-90).

The coaching stats break down as follows:

16 returning coachees.

5 existing players taking coaching for first time.

30 new members, 21 of these were beginners.

Six week courses: 01 May 2008 - 05 June 2008 (Organised by Laura)

Beginners: James Storey ICR, Florian Buttner ICR, Teeara Rawjee ICR, Catherine Robinson ICR, Mariachiara Di-Bernardo ICR, Bing-Feng Lu ICR. (Reserve: Ruwani S. Gunaratne RMH, Tino Schenk ICR, Hannah Moore RMH formerly ICR, Luke Matthews RMH)

Novices: Laura Robison, Juliet Richards, Katarina Spanova, Frederik vanDelft, Natalie Hutton. (Reserve: Wing-Chau Tung, Celine Ducruix). All ICR

Improvers: Edoardo Missiaglia, Aleksandra (Ola) Bielen, Jonathan Gear, James McLaughlan, Donald Flohr (Family Member). (Reserve: Lionel Gunn, Dan Jones (External)). All ICR unless otherwise stated.

13 November 2008 - 15 January 2009 (Organised by Laura)

Beginners: Helen Hanson, Chey G A Loveday, Stavroula Kyriazi, Ryan Bishop, Grazia Saturno, Rosalind Perrin. (Reserve: Lucy Morgan, Mara Vinci). All ICR.

Novices: Thelma Fourie RMH, Matt Blackledge, Celine Ducruix, Dalemari Crowther, Janet Liong RMH, Chris Bunton. All ICR unless otherwise stated.

Improvers: David Roberts, Jon Travers, Ian Cooper (External), Donald Flohr (Family), Laura Robison, Francisco Bautista RMH. (Reserve: Lucas Moreno RMH). All ICR unless otherwise stated.

Informal Coaching: This continued under Laura’s organisation and is designed to give

continued access to coaching but not on a formal basis like the six week courses. Hence the name 'regular' or 'informal' coaching.

Course begun 03 July 2008 - 06 Nov 2008 (Organised by Laura)

Was scheduled to start on 12 June, but there was a delayed start date.

Attendees: Luke Matthews RMH, Kat Spanova, Edoardo Missiaglia, Natalie Hutton, Laura Robison, Juliet Richards, Donald Flohr (Family), Ola Bielen, Simon Walker-Samuel, Lou Chesler, Dan Jones (External), Lee Byrne, Georges Sumo, Uchenna Akabogu, Kathryn Taylor, Paul Berriman, Nick Spencer, Gopu Joshi (Honorary - formerly ICR). All ICR unless otherwise stated.

Course begun 29 January 2009 - 02 April 2009 (Organised by Laura)

Not really in reporting period, but attendees were:

Janet Liong (RMH), Chris Bunton, Juliet Richards, Sandra Edwards, Louise Johns. Laura Robison, Donald Flohr (Family), Aleksandra (Ola) Bielen, Ryan Bishop, Lara Perryman, Charlotte Allen, Margaret Lewis, Lucy Oldfield (External).

[Outside of reporting period - but the next formal six week course started on 14 May 2009 - kindly organised by Laura]

3 (v) Matches / Doubles Night

No matches or formal doubles sessions were organised or played.

3 (vi) Racquet Purchase / Loan Scheme / Squash Balls

Seven racquets in stock from previous period: value £208 (cost £205).

Five racquets bought in period - value £150 (cost £140).

Nine racquets were sold in the accounting period (Jan 01 - Dec 31 2008).

These totalled £270.50 in sales (cost £260.83).

Three racquets as surplus in stock for period: value £87.50 (cost £84.17).

Racquet sales at [http://intra.icr.ac.uk/upsdowns/_sq_raquet_sales.htm.

Specific records of 12 racquets detailed above:

1 x Prokennex Superlite Destiny PWP 15.08.06. RRP £80 - Paid £40 sell for £43 - Sold James Storey 10.06.08 cash

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50 - Sold Rob Davidson £27.50 14.01.08 Cash

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50 - Sold Antigoni Divoli £27.50 29.01.08 Cheque

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50 - Sold Alan Dunlop £27.50 Cash 09.06.08

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50 - Sold Karen Hawkins £27.50 Chq 16.06.08

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50 - Sold Rob Chaldecott £27.50 Cash 24.07.08

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50

1 x Prokennex SuperLite Destiny PWP 02.10.08. RRP £80 - Paid £26.67 - Sold Francisci Sirvent £30 Cash 28.10.08

1 x Prokennex SuperLite Destiny PWP 02.10.08. RRP £80 - Paid £26.67 - Sold Francisci Sirvent £30 Cash 28.10.08

1 x Prokennex Destiny PWP 02.10.08. RRP £50 - Paid £16.67- Charge £20.00

1 x Head Intelligence i.160 Mark Sydenham 20.10.08 RRP £100 sell for £30 - Sold to Donald Flohr 11.11.08 £30 Chq

[Outside sales reporting period]

1 x Wilson Hyper Hammer 120g PWP 02.10.08. RRP £110 - Paid £40 - Sold Chris Bunton £40 Cash 30.04.09

[Outside of reporting period - but just for information, the 3 surplus stock racquets were sold in Apr and May 2009. New stock was purchased from PWP on 16 May 2009]

One dozen Pro (double yellow) balls were bought 18.04.08 (PWP) cost £20.99 (Steve reimbursed from club funds 03.09.08). These were priced for sale at £1.75. 18 balls of both speeds were sold in the reporting period - the revenue from 12 balls sold in 2007 was also banked.

3 (vii) Stickers Sales

‘Thank you’s’ were extended on behalf of all the squash members to Louise Johns, Sandra Edwards, Jon Gear, David Roberts, Tom Eykyn, Dale Crowther and Wing-Chau Tung for kindly volunteering to sell the booking stickers.

Thanks were also extended to the pH bar for selling stickers.

No issues were raised with regard to sticker sales.

3 (viii) Other Meetings in Year and Other Matters to Report:

· ‘Thank yous’: Following the sticker sales thank you’s, Sandra thanked Steve for his efforts over the last year - particularly over the last 6 months. Steve thanked the committee in return for their continued support and contribution over the last year - particularly in relation to having to put up with all the emails !

· Ordinary General Meeting (OGM): 20 March 2008, BLB Canteen.

1. To discuss implication of unplayed matches due to injury on calculations for ‘Most League Games Played’ award.

2. To set provisional date for AGM.

Full details on web: [http://intra.icr.ac.uk/upsdowns/_sq_ogm_200308.htm].

· Coaching Meeting: 28 March 2008, BLB.

Steve, Laura, Louise, (Apologies Chau).

To help Laura with handover and show the ropes of running coaching courses. Louise kindly offered to investigate informal/ad hoc coaching for May 2008.

· Ups Club Insurance (not squash !) enquiry to Glenn Flux (Ups and Downs Club Chairman) to ask for current insurance policy 12.03.07. This was reported in last year’s AGM. Further request to Ups and Downs Committee for a copy of the policy 01 April 2008. Meeting with Helen Taylor (new Ups Chairman) and Nicola Bixby 14 April 2008. Renewal ‘Report’ details kindly received 21 April 2008 from HT and NB. Sarah Armstrong thanked for making and sending the copy to us. Still awaiting a copy of the policy.

· Squash Court Refurbs: Front wall strip: Complete Paint & Refurbish.

First quote from ICR painters received 05.06.08.

Second estimate from Paul Carroll of Quadrant Sports (July 2008).

Third quote from Thomas Smith CourtCraft (08.08.08).

CourtMasters - no reply.

Steve informed the meeting that approximately £4000 had been spent on the redecoration. As the club now had a policy of contracting out such work then we need to plan for the next such expense. This is therefore a factor in the price increase decision recorded in several places in these minutes.

[Outside reporting period - quotes revisited in 2009 and summary of quotes sent to committee \08 Summary of 2008 Wall Painting Quotes.doc sent be email 19.02.09. Consensus on preferred contractor reached on March 16, 2009. Works awarded to Martin Howe of Ashley Services Ltd. and work conducted 06-08 April 2009.

Full details about consensus reached by VGM are at ’http://intra.icr.ac.uk/upsdowns/_sq_vgm_090708.htm].

· Squash Club Insurance Proposal to Perkins Slade Ltd made by letter 05.10.08.

See ’http://intra.icr.ac.uk/upsdowns/_sq_insurance.htm for full details.

Hard copy files in squash archives Section 2 [Constitution Function Insurance] referenced by date. PC files on disk at [03 Squash Files\04 Squash Documents\12 Insurance].

Cover started 06.10.08. Cover docs (2 x policies) received 23.10.08.

Contacts are Jacqui Mitchell, Matt Roberts & Rachel England.

Cost of policy £538.75 - paid by club letter and cheque 11.10.08.

There was an issue with ‘Children and Vulnerable Adults’. Children are classed as U18. The committee debated this at length and held a meeting on 21 October 2008. Minutes of this OGM are at ’http://intra.icr.ac.uk/upsdowns/_sq_ogm_211008.htm. A consensus was achieved and recorded as follows:

The Squash Section does not believe that a policy for ‘Vulnerable Adults’ is warranted as this category of player is probably not catered for within the Ups Club membership criteria.

The Squash Section believes that children and young people have the right to be safe, secure and free from threat.

In order to ensure this, the Squash Section propose the following safeguards:

· All children who attend the squash court must be Associate or Family Members of the Ups Club.

· Children who are not Associate or Family Members of the Ups Club will NOT be allowed to attend as guests.

· All child members will be required to have a parent or legal guardian in attendance and in a supervision capacity.

· The parents or legal guardians who supervise other child members MUST have the consent of that child’s parent or legal guardian for attendance. Verbal permission is allowed.

extract from ’http://intra.icr.ac.uk/upsdowns/_sq_insurance_children_vul_adults.htm

The ‘Accident and Injury Log File’ is now in operation as an insurance requirement:

[http://intra.icr.ac.uk/upsdowns/_sq_insurance_accident_incident_reporting.htm]. ‘Guest’ Attendance (Taster) Log File is also now in operation as an additional insurance requirement: [http://intra.icr.ac.uk/upsdowns/_sq_gi.htm - GUESTS].

· Accidents and Injuries.

As a consequence of taking out insurance with Perkins Slade we are required to notify them of any and all accidents and injuries (see earlier entries in this report/minutes). The first step is for members to notify their respective employers or a member of the Squash Committee. During the AGM reporting period (whilst under cover) one such event happened (15.10.08). An injury to the forehead, quite near to the eye happened to player during a rally. This was reported to ICR via RIVO (administrative program). Steve had to deal with the RIVO requirement (letter to Jeff Barley 27.01.09) as manager of the area where the injury took place. The matter was logged confidentially in the Squash Accident and Injury Log File.

[Outside reporting period - as part of the requirement, the matter was reported in confidence to Perkins Slade (27.01.09), confirmation received from PS (Lisa Willmott 09.02.09). The RIVO mangers report was sent to Jeff Barley by letter 27.01.09 marked private and confidential - copied also to officers of squash club. Confirmation of receipt from Jeff.].

· Banking.

· Interest Rates: Decision to leave squash funds in the A&L (email from Jon Gear 25.06.08 cc committee).

· Phishing concern on Lloyds account suspected (Mark 16.09.08). We have no online Lloyds account so concerns unwarranted.

· Sticker Sellers.

Chau was thanked by email (04.08.08) for being a sticker vendor.

· Committee Members Leaving.

· We said good-bye to Chau Tung who had been on the committee since 2006 as an OM and then as Coaching Assistant and moving on to be the main Coaching Organiser.

As a token of our appreciation Chau was given a gift token in April 2008 (reported in last year’s AGM), and was thanked again in person at her leaving do on 08 August 2008.

· We also said good-bye to Emily Webb who left the ICR on 19 September 2008 having been on the committee since 2005 as Membership Secretary. The club organised a leaving card and a present of wine and chocolates which were presented in person to Emily on 12 September 2008 (Steve). Email thank you received from Emily 19.09.08 (Appendix 5).

· Ventaxia Fan Controller Burning: Replacement Fan and Controller Sought.

Found old unit burnt out 14.11.08. Full details in Maintenance section.

Quotes sought from AMP Electrical & Task Engineering.

PC files at [\03 Squash Files\04 Squash Documents\11 Ongoing Maintenance\05 New Ventaxia Quote Nov 2008 on].

Quote from AMP Electrical 25.11.08 - Ventaxia 12” Fan & Controller £856.69 + VAT. Scaffolding extra. Circulated details to committee by email 27.11.08.

No comments from committee after they were made aware of the costs, so continued with replacement process.

[Outside reporting period - Fan unit and new controller fitted by Gary Marchant of AMP Electrical 08.04.09. Bill = £1006=61 (incl VAT). Paid by BACS 29 April 2009. The controller is capable of bi-directional control, but the existing wiring only allows extraction mode. Gary borrowed Martin Howe’s gantry to fit the fan].

Ventaxia model S12PL & W362230 controller specified on replacement invoice. Receipt for payment received 05.05.09 - see Maintenance section.

· Club Future: Business Plan: Ups Club Special Meeting 18 Dec 2008

This is all pretty much outside the reporting period but is of relevance and is noted here briefly.

Email was sent to Squash committee 01 Dec 2008 to alert of concern on future of club and proposed business plan. Squash Section contribution [09d Squash Section Business Plan Report for Committee Final Version 170209.doc] drafted by the Steve and circulated to Squash Committee on 06.02.09 and again 13.02.09 asking if happy with report. No concerns raised from committee. Report sent to Helen Taylor 17.02.09 for inclusion in the main Ups Club submission for Cathy Scivier and David Probert.

This is all recorded in a VGM entry - [http://intra.icr.ac.uk/upsdowns/_sq_vgm_060209.htm].

· Sutton Police Belmont Safer Neighbourhoods Team

An enquiry was received from Julie Thripp (16.12.08) via Mark about possibility of police team using squash court. Responded to say Squash and Ups Club would need to consider (cc Helen and Squash Committee). Steve brought up possibility at Ups Club SGM 18.12.08 and there were no objections to opening out all Ups Club activities to externals if appropriate. This could help the whole club become self-financing.

Follow-up on email sent to Julie Thripp 11.02.09 about this and then spoke to Julie in person 12.05.09. The group had not been back in touch with Julie after she contacted them with the club’s offer of discussing terms of joining.

This is all recorded in a VGM along with the official email on behalf of the Ups Club inviting the Police Team to make an application [http://intra.icr.ac.uk/upsdowns/_sq_vgm_161208.htm].

· Club Tee Shirts:

This is carried over from last year.

· Squash Coaching Web Page:

Steve was actioned last year to update this with ‘permitted’ photos and details of previous courses. This has been done: ’http://intra.icr.ac.uk/upsdowns/_sq_coaching.htm.

4. Accounts

The accounts were kindly drawn up by the Treasurer - Jon Gear, and he kindly presented them to the meeting. The accounts tabled (not yet available in web version) consisted of a balance sheet and breakdown sheet of miscellaneous costs. Compared to last years loss of £413.29, the year 2008 saw us in profit by £1162. This was mainly because the air con charges were much less. The takings were up in line with the other usage observations - lights, sticker sales (Section 3 iii). Sticker sales seemed to be up disproportionally and were due to banking of previous years sales. Jon informed the meeting that the majority of the cash in hand had all now been banked (£982.20). Interest rates were much lower compared to last year - this had already been discussed by the committee by email.

The accounts were accepted as a true and honest picture of the club’s finances. On behalf of the committee, Steve thanked Jon for his work throughout the year and for drafting the accounts.

5. Election of officers

The current officers standing again were:

Steve Edwards as Chairman

Mark Sydenham as Secretary

Jon Gear as Treasurer

Lionel Gunn as Membership Secretary

Laura Robison stood as Coaching Organiser

Sandra Edwards, Louise Johns, Chris Stott, Antigoni Divoli, James D’Arcy, Neil Goddard,

Mike Swan (co-opted 11 May 2009)

All stood as Ordinary Members (OM)

Nomination by Steve Edwards for Chris Bunton to join as an OM. Chris has agreed.

Proposed by : Sandra Edwards

Seconded by: Lionel Gunn

All duly carried.

Honorary Members

Maggie Flower

Bob Ott

[Outside reporting period - Dave Roberts stood down as an OM and was thanked for his contribution to the committee and club (Mar 07 - Apr 09). Phil Hall joined the committee for a short period (Oct 08 - Feb 09) but had to stand down because of work commitments].

6. AOB

Any other business was requested at the beginning of the meeting. Two matters were raised on the night and there was one sent in by email. A ‘price history’ section was carried over from last year.

6 (i) History on Squash Charges:

Just for information the charges chart from last year is copied here:

Lights (playing fee): 1976 - 1982 £?.?? for 40min

1982 - 1988 £0.40 for 40min

1988 - 1998 £0.50 for 40min

1998 - 2008 £1.00 for 40min

Data from archive 24.04.08

Stickers: 1976 - 1984 £?.?? per sticker

1984 - 1993 £0.30 per sticker

1993 - 2008 £0.50 per sticker

Data from archive 24.04.08

1993 Agreed to keep stickers at 50p

1993 Agreed to raise lights to £1.00. Ratified in 1994 and then implemented in Mar/Apr

1998.

All prices have been the same since then.

6 (ii) Wiki’s: Enquiry from Simon Doran (email 19.05.09) as part of Online Booking Proposal.

James D’Arcy kindly explained what a ‘wiki’ was to the committee. It appeared to be a web based tool that would allow bookings to be made. However there was a concern that such a system would have to be ‘home-made’ and would also have to be self-governing. It was felt that the current sticker system was adequate for the time being, and would be replaced by an online booking system if resources allowed (see earlier). Running booking finances through a wiki was not thought to be a reliable and secure enough system by attendees.

6 (iii) Difficulty contacting players to organise matches (incl. email contact):

This issue was raised by two attendees. There were concerns that certain parties did not make enough effort to communicate their availability for league matches. When debated more fully, it was thought that these incidents were rare and isolated (perhaps specific to certain leagues).

Steve, in his capacity of League Organiser, informed the meeting that such issues had arisen in the past. Most were resolved when they had been brought to the attention of the committee. However in the club’s history, only 2 such issues had to be left at the local level - whereby certain matches between individuals were never played.

The committee felt that the best way to deal with any communication issue was to tell a committee member or the League Organiser as soon as possible.

This was unanimously agreed as the best course of action, however Steve will add a reminders about early communication in forthcoming league email notifications.

6 (iv) Scoring system to be adopted by the club (Point-a-Rally: PAR):

Mark raised a question about the club’s stance on PAR or ‘American scoring’. This scoring system allows a point to be scored by either player regardless of who served the ball. The ‘American’ system is in contrast to the traditional hand-in-hand-out score to 9 system where only the server can win a point.

The meeting acknowledged that most of the club’s players adopted the hand-in-hand-out system. This was simply the traditional way and was not prescriptive.

Sandra informed the meeting that the American system was adopted for the Miniolympics competition.

It was noted by the meeting that the American system had the benefit of being able to predict how long a match would take as there would be no repetitive hand-in-hand-out cycles without the score moving on.

With regard to the question, the proposal was made to allow players to decide amongst themselves what system they wanted to use in their league matches. This was carried unanimously.

The web link below has been added for information on PAR:

· World Squash: http://www.worldsquash.org.uk/newspage2008.asp?NewsID=138

· As far as England Squash are concerned the PAR/American system is being trialled in racquetball (PAR-11) see: http://www.englandsquashandracketball.com/play-squash-and-racketball/rules-of-play/squash

· Also a statement at: http://www.squashplayer.co.uk/Features/score/englandsquashstatement.htm

AWARDS

No award was made for most courts booked by a player in the year, but this out of interest was again won by Ray Wiggins with 54 bookings.

Mike Chow Cup for Best League Improver

The decision was considered by the committee (March/April 2009) and the winner was agreed with a unanimous vote from all committee members (10/10).

The Cup is awarded to Rahul Samant who started off in league 8 of 8 and rose to league 3 of 9 at the end of the full assessment period.

Rahul was presented with a cash award of £40.00 and an engraved plaque to keep.

The runner-up was Andreas Gertsch, who also had strong consideration for the prize from the committee. The committee acknowledged and noted the improvement shown by Andreas over the assessment period - having started off in league 8 of 9 and ending in league 4 of 9.

Most League Games Played

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

This year’s qualification was retained at 95% after extensive debate by the committee and then a unanimous feeling that this was the correct threshold to set. The committee felt that this small token of acknowledgement of the efforts made by members to play their games was continuing to do the job that was initially intended. A lot more league games (21%) have been played in the leagues in the consideration period 1145 vs. 947 the year before, and interestingly around on average, 80% 83.3% (1145/1374 - correction May 2011 SME) of all league matches possible were played.

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

Nine players achieved the target of over 95% compared to 13 last year. With four ‘100%ers’ compared to two last year.

Joint 1^st	Chris Croucher	100.00%	(37M 10L)**	£15 cash
Joint 1^st	Steve Edwards	100.00%	(33M 8L)*	£10 cash
Joint 1^st	Kathryn Taylor	100.00%	(28M 8L)*	£10 cash
Joint 1^st	Louise Johns	100.00%	(17M 6L)*	£10 cash
5^th	Edoardo Missiaglia	98.00%	(33M 10L)*	£7 cash or stickers
6^th	Mark Sydenham	96.88%	(32M 8L)*	£6 cash or stickers
7^th	Ola Bielen	96.67%	(34M 10L)*	£6 cash or stickers
8^th	Jim McLaughlan	95.83%	(28M 8L)*	£5 cash or stickers
Joint 8^th	Ed McLaughlin	95.83%	(19M 6L)*	£5 cash or stickers

* M = Matches played in L = No. of Leagues for consideration period

** Higher award because only player to play in all leagues

Tiered system retained as agreed for 2006-2007 prizes.

Appendix 1 (Price Increase Consensus)

Price Increase Proposal 11 June 2008:

From: Steve Edwards

To: Darcy, James Divoli, Antigoni Edwards, Sandra Gear, Jonathan Goddard, Neil Gunn, Lionel Johns, louise Roberts, David Robison, Laura Stott, Chris Sydenham, Mark Tung, Wing-Chau Webb, Emily

Subject: Squash - Price Increase Proposal

>>> Steve Edwards 11/06/2008 23:33 >>>

Dear All,

Sorry for the delay in getting this debate going as promised, but here we go !

We have agreed to raise the price by 50p to cover the proposed insurance cover.

After considerable reflection of committee members views - both at the AGM and afterwards, I am formally forwarding the same proposal I made at the AGM.

I propose a total of a £1.00 increase on the current charge of £1.50. Total new charge would then be £2.50.

My basis for this proposal is still as presented at the AGM (see attached draft AGM minute on just this matter).

Essentially we have an expected expense of £3-5K for a new dehumidifier in the next 12-18 months.

We need to decorate the court. I wasn't sure of market costs when I presented at the AGM. But I have a quote for just stripping and painting the front wall for £3K (see attached). I was shocked at this quote, but it possibly proves my point that tradesmen are expensive. We have kept maintenance costs to a minimum in the past because of reliance on voluntary help. We can't bet on this in the future, and eventually we will have to pay market rates if working parties are not a viable alternative.

We also need to attend to the roof which leaks and is known to have poor areas in need of attention - full cost for repairs as yet unknown. Last quote was over £1K for patching back in 2005.

By putting up the cost by a £1.00 with 50p to cover insurance, we will add approx £500 pa to our reserves.

I suggest this is all put on the light charges.

This I believe is a prudent move and gives us a bit extra future-proofing. I would really like to have a maintenance contract on the air con unit as this is a potential bottomless pit of expense once the warranty has expired.

This future proofing is also long overdue as we haven't put the price of squash up for 10 years. We should ask ourselves if we are doing a good job for future members if we don't plan for the future, whilst keeping in mind our constitutional obligation to give the best value for money.

Whilst mulling this over - it occurred to me that if we set a financial reserve limit or capping to how much money we have in the bank of say £20K, then we could always take a 'holiday' if we ever reached this threshold and even reduce the price of a game if we ever get there. If we want a second court I would suggest a cap of £40K - just arbitrarily for the moment.

This is all up for debate. What I suggest is if there are counter proposals then committee members should make them and then follow the threads of the proposal that appeals to them, and we can see where we end up !

Happy debating !

Steve

footer removed to save space

Appendix 2 (Price of a game of squash externally - email to all_sut)

From: Sandra Edwards [mailto:Sandra.Edwards@icr.ac.uk]

Sent: 29 March 2009 19:11

Subject: Squash Court Redecoration

This is just to let you know that the court will be out of action in the period 06-10 April, 2009 for complete internal redecoration and maintenance.

Our apologies for any inconvenience this may cause.

If you're desperate to play during this period there are sqaush courts at the Banstead Sports Centre and the Westcroft Centre in Carshalton - but they are comparatively expensive! See the links below:

Westcroft Leisure Centre, Carshalton: http://www.gll.org/uploads/SU_LG_08_FINAL.pdf (page 65)

Non member off peak = £7.35 p/hr; peak £14.20 p/hr

Banstead Sports Centre, Merland Rise, Tadworth: http://www.courtneys.co.uk/centres/Banstead

Non member off peak = approx £7.00 p/hr; peak approx £10.00 p/hr

Ups Club Squash Section Management Committee

Appendix 3 (New Air Con System)

Full details of new air con / dehumidifier discussions with Tech Services starting 2006.

Copy from \16c Things To Do and Prizes Vouchers 2005-06-07-08.doc.

19.07.06: First discussions with Dave and Kevin on complete new unit - green and eco and efficient. This discussion was part of discussion on a new electronic control panel for the TSC 15. Dave thought we had quite a few more serviceable years from the mechanical bits in the TSC.

05.01.07: Electronic control panel fitted to TSC 15 by Dave and Kevin.

10.04.08: First official request to David Stewart for quote for new unit by email.

29.04.08: Pager message from David. Kevin from Tech Services had measured us up for a new Dehumidifier/Air Con. Kevin was onsite on 29.04.08 and we attended the court together. My preference was balcony wall mounting for the fan units. Kevin suggested stainless steel grill for protection of fans. See handwritten notes filed by that date in squash lever arch archives. Air flow and power requirements were discussed provisionally at this meeting. Steve to provide Kevin with details.

07.05.08 Email to David. Informed him that we originally had a 30A supply, and that we were unrated with additional 33A in 1996. Total now is 63A. Supported by letter to London Electric dated 26.02.1996 (lonelec6.doc & lonelec5.doc).

07.05.08 Same email to David asking if any news on promised quote.

12.05.08 Spoke to Kevin on a different matter, but informed him that power supply details had been emailed to David Stewart. Kevin unaware of this.

29.05.08 Email to David to ask if any news on quote for new air con unit. No reply. Filed by date.

12.06.08 Further email to David. Asking if caused offence. Asking if any news on quote promised by Kevin.

12.06.08 Pager message from David. Then called David. Told there was a ‘price war’, and ‘people were falling over backwards’ to give better prices on a new air con unit. Maintenance contract in the region of £250 pa.

08.07.08 Email to David to ask about promised quote for new air con unit.

09.07.08 Called David in office but not there. Told by lady David would call me on 10.07.08

10.07.08 Spoke to David in office. David told me he was still waiting for air flow data. But no reason given for why no quotes and no answer to my emails despite ‘air flow’.

10.07.08 Email to David to apologise for not sending air flow data.

Gave power ratings of TSC 15. 1650W + 2000W extra heating element

Airflow courtside and outside are 1050 m3/hr (620cfm)

10.07.08 Reply from David saying airflow on proposed new unit of 250 L/s. David not able to convert to m3/hr.

10.07.08 Email to David to say my calcs were 900m3/hr

10.07.08 Thank you email from David - saying we will get more air flow. Also saying quote would be with me “next week”.

11.07.08 Reply to David cc Squash Committee saying that I look forward to the quote.

17.07.08 Met Dave and Kevin they confirmed that they were waiting for price to come down.

Told Dave and Kevin that I needed photos of the proposed unit so that I could show them to the committee.

22.07.08 Email to David to confirm my chat with Dave and Kevin. Asking about prices (as falling) and requesting photos of units for inside and outside court.

22.07.08 Reply from David on our TSC 15 problem - but nothing on new air con unit.

22.07.08 Archive file made in squash lever arch filing system for NEW AIR CON UNIT under Section 5 - Maintenance.

25.09.08 Email to David (cc Committee) to ask if any news on the quote for the new unit ?

31.10.08 Rang Dave on new number 0208 981 0000. He said he would chase Kevin on the quote and look into a ‘feasibility visit’.

31.10.08 Email from Kevin (kevin@techservices.org) to apologise for delay and providing quote in WORD format (icr sutton squash club 2nd quote.doc). This implies a first version was sent, but this is the first quote I have received.

31.10.08 Thanked Kevin for the quote and asked if he had any photos I could the committee so that we can get a feel for how things will look.

05.11.08: During reporting fault to Dave asked if he would send photos through. He said he would talk to Kevin.

26.11.08 Dave and Kevin attended TSC 15 on coil problem Apologetic about photos and promised to look into providing a PDF.

01.12.08 Email to David and Dawn to request confirmation of this kind promise.

17.02.09 Email to David & Dawn to remind them of my 01.12.08 enquiry about photos of proposed air con system so that I can show committee. No reply to my email request

06.03.09 Rang David Stewart and spoke to him. He said he had sent the stuff I requested. I said I had not received anything. David suggested that perhaps it had to my old works address and somebody had confirmed receipt. He promised to send a new lot to my home address.

06.03.09 Emailed David Stewart to say thank you and to say I looked forward to receiving the Mitsubishi air con information. No reply

13.03.09 Two leaflets kindly including photos received from David (Tech Services) on Mitsubishi Ecolution Inverter Systems.

15.03.09 Thanked David by email and cc’ed in the squash committee. Asked if it would be possible to convene a meeting to

discuss the intricacies of the proposed system. No reply to my request

21.04.09 Email to Dawn and David to remind them of my request for a meeting

22.04.09 Rang Dawn and she said that she had not time to respond to my email. She kindly scheduled a meeting with Kevin for

08:00 hrs 28 April 2009. Kevin would also change TSC 15 to summer mode.

28.04.09 Kevin kindly attended for meeting about potential installation.

Questions prepared in [04 Questions for Kevin Re New Air Con System Meeting Scheduled 280409.doc]. Notes in

\11 Ongoing Maintenance\04 New Air Con Mitsubishi Quote Oct 2008 on

[05 Debrief of Meeting with Kevin Ruggles about Mitsubishi Air Con 28.04.09.doc]

29.04.09 Email to Kevin to say thank you for coming in to discuss new system. Also asking for a few specs and confirmation.

29.04.09 Email to committee to update them on the meeting. Sent the debrief file mentioned earlier.

29.04.09 Another email to committee to say accompanying files in a ZIP on theupsclub.co.uk.

30.04.09 Email from Kevin to say thanks for my email. Can install 2 systems for the same price. Details on controller - disable

buttons, but still leave ON OFF function. I.e. ON OFF manual over-ride.

11.05.09 Email to thank Kevin for his specs and to say that committee needs a report. Asking Kevin if he is willing to chip in with

info as needed for this report.

[Post meeting note added S.Edwards 11.10.11: Further chronology new air con disussions documented in Business Plann - \09 Squash Court Air Conditioning Business Plan for Renewal 211009.doc - click for access]

Appendix 4 (Thank you to Chau)

>>> Steve Edwards 11/02/2008 12:01 >>>

Dear Chau,

That is great news and thank you very much for organising this.

You will be a hard act to follow - and on behalf of the committee I would like to thank you for the fantastic contribution you have made to keeping the club going and promoting the game here. We are up to nine leagues now - a record in living memory ! I think this is primarily due to your selfless efforts.

I'll be in touch with you again to see how you would like to organise the 'hand over',

Many thanks again.

Best wishes,

Steve

cc Squash Committee

cc Glenn

Appendix 5 (Emily Leaving)

Email from Emily Webb to all committee:

>>> Emily Webb 19/09/2008 15:40 >>>

Hi everyone,

Today is my last day at the ICR and I just wanted to say thank you very much for the card and present, it was a very nice surprise. I've really enjoyed playing squash here - it's one of the things that I'll miss most about working at the ICR!

Thanks to all of you again and best wishes for the future,

Emily

Emily Webb

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Appendix 6 (Maintenance & Miscellaneous Costs - Full Details from Section 3 ii)

All transaction may not be listed (indicated accordingly) - for full list please see hard copy minutes - available on request.

· Air Con (Trembath TSC 15)

· Discovered that unit had been switched off at main exterior electronic panel (07.01.08). Switched back on (08.01.08). This was the second time in a few months that the unit was found switched off in the exterior (last time Nov 2007). Reported latest incident to Mark (Secretary) - decided to keep an eye on the matter.

Also emailed committee (09.01.08) to ask if they could keep an eye on the unit and report back to me if unit found off.

· 18.03.08: Inspected air con unit. Not working - believe may have been the case for a few weeks. No power in external control box, so decided to call Dave and Kevin (Tech Services). Called office and David Stewart organised call out.

· 19.03.08: Repair to air con unit Job No. 28884 Tech Services. Did not know engineer - he said he had been waiting an hour. He found a blown 2A fuse. Said it might be caused by old fuse or gas might be getting low. Engineer said he would check gas. Went inside with engineer and found unit pumping out modestly warm air. Asked if he would check that 2KW heater was working and he agreed. Gave engineer my pager No.

· 10.04.08: Enquiry to David Stewart by email about cost of Job No. 28884 and told (10.04.09) £117.50.

· 11.04.08: Cheque and letter to David Stewart for £117.50: Invoice 105548.

· 26.04.08: Found lower inside coils very iced up (by ‘inside’ mean can see from air filter side inside the court). The lower block of coils is much smaller than the upper set. Switched off unit at MCB in foyer to allow to defrost.

· 29.04.08: Switched unit back on after defrosting reported 26.04.08

· 09.05.08: Attempted to switch unit into ‘Summer Mode’. Think this is the first time since electronic panel was first installed (Jan 2007). Had some problems as this was not as simple as switching the key over and entering a new temperature on the electronic temp display/control unit (as suggested by Tech Services 30.08.07). Attempted to get unit into cooling mode - turned key to summer mode. SP1 set point changed from 18-15. Then 15-10C. SP2 changed from 25-11C. Waited for 10 mins but unit still throwing hot into court and blowing cold air out of exterior coils. Indicating has not reversed the mode. Decided to switch off and email Tech Services.

· 09.05.08: Emailed Tech Services with outline of problem asking if Dave or Kevin could attend and asking about how controller works (also in conjunction with 2KW electric element heater in unit). No response .

· 12.05.08: Called Tech Services, spoke to Kevin and reported the problem. Kevin said he would send a man out.

· 13.05.08: Dave Douse attended. He had no wiring diagram, and the mechanical timing clock had been set to OFF (mysteriously !). Said would get the diagram from the squash archive. Dave said he would come back on Friday. Dave said there was a definite fault with the electronic control panel. Informed Dave of thought the panel had not been placed in ‘summer mode’ since it was installed.

· 14.05.08: Photocopy of wiring diagram placed inside panel (Steve). Also a summer/winter mode key placed in panel (Steve).

· 16.05.08: Rang Dave Douse on 07894 390801. Dave said he had been in and that the unit needed a new thermostat. Dave said he would be in next week to fix.

· 21.05.08: Saw Dave in BLB. Was on ICR business and did not mention the thermostat.

· 12.06.08: Spoke to David Stewart on phone and asked about thermostat status. Was told that there was a possible “shortage of parts”.

· 08.07.08: Email to David to ask about status of thermostat. Nearly two months after breakdown (12.05.08).

· 09.07.08: Called David Stewart regarding thermostat, lady said that he would call back on 10.07.08.

· 10.07.08: Spoke to David S in office. Dave Douse and Kevin scheduled at McElwain next week. They have new part which they think is the correct one and will fit free of charge.

· 17.07.08: Met with Kevin and Dave and they fitted the new thermostat part.

· 22.07.08: Email to Dave Stewart (cc Committee) to say unit appears to up and running and to thank Dave and Kevin. Said would keep an eye on the performance once the hot weather arrives. Request that may need to consult with Dave again on how to set the temperature in ‘Summer Mode’.

· 22.07.08: Email from David just saying “The system is up and running”.

· 01.10.08: Attempted to switch unit into ‘Winter Mode’. Used key to turn selector. Set SP2 to 22C. SP1 already set at 22C. Unit then pumping warm inside court and cold air to exterior. This seemed OK.

· 31.10.08: Problem with unit - pumping out cold air into court instead of warm. Reported to Dave Douse by phone - new number 0208 981 0000. Asked if his operative could have a look.

· 03.11.08: Rang Tech Services office and was told there was an engineer onsite. Went in and met Will Morham and his South African work placement colleague (had been there since approx 08:00hrs). Will had not attended the unit before and was not familiar with the electronics. Will eventually found the two thermostats under the top cover. Will adjusted these and got more heat out into the court in the winter mode (set Steve 01.10.08). The SP settings were set by Will and he explained the operation of the unit as follows:

SP1 set to 5C - unit comes ON.

SP2 set to 30C- unit goes OFF.

Two little RED lights in the temp controller. Will said that the 2KW was working - he placed his meter induction probe around the wires. Signed Will’s telephone recorder and thanked him. Left at 10.15hrs. Reset clock and unit left working.

· 05.11.08: Emailed David Stewart (09:30) in office to say that Will had attended on 03.11.08. Also reporting that the unit was found silent on 04.11.08. Reported that power, fuses and MCB’s had been checked. Also reported had not had prior notification of Will’s very early attendance on the 3^rd. No reply.

· 05.11.08: Rang office at 17:30hrs and spoke to Dave Douse. He said he had been ill for 4 days, so apologised as he had not been able to attend himself. He said he would pass on the message about the fault to Dawn.

· 05.11.08: Call from Dawn to say engineer scheduled for 06.11.08.

· 05.11.08: Emailed Dawn with Sandra and Mark’s contact phone numbers for the engineer scheduled to attend 06.11.08.

· 06.11.08: Call from David Stewart (09:15hrs) to say engineer onsite. David said that the 2A fuse (control) had blown, and that the engineer was staying with the unit. Informed David that the fuse had blown before and said could let him know when. Said was concerned that this was a recurrent matter. David said that the fusing could be due to condensation in the control box. Informed David that the control box was built by Tech Services (his company).

· 06.11.08: Emailed Dawn and David to say thank you for organising the repair and to say that unit was working as of 17:30hrs. Asked if there was a further explanation for the fusing and said that believed that the fuse had blown about a “year ago”. [Note post script: the fuse actually blew on 18/19.03.08]. No reply to my enquiry.

· 11.11.08: Reported TSC15 not working to Dawn by telephone. Mark Sydenham had reported the day before that the walls were very damp with condensation and that the MCB was in the OFF position. Mark had switched the MCB to ON, but nothing happened. Dawn said that Will would attend to the unit in the afternoon and that he would contact me. Believe nothing further happened on this - see entry 12.11.08.

· 11.11.08: Received invoice (106380) for repair conducted by Will on 03.11.08. Labour (3.5hrs = £87.50 + VAT) was only cost. Total £102.81.

· 12.11.08: Rang Dawn as there had been no further communication on 11.11.08. Dawn said that Dave Douse would attend on 13.11.08. Gave door code and location of MCB. Gave my contact details as well as Mark and Sandra’s.

· 13.11.08: Email to Mark & Sandra to ask if unit was working. Checks before coaching course starting.

· 18.11.08: Emailed Dawn to say thank you for Dave’s attendance and that the unit was working fine. Informing Dawn that a committee member had told me that Dave had found a broken wire that was causing the 2A fuse to blow. Query about possible costs of 3 visits to solve this problem.

· 18.11.08: Email from David Stewart to say that the only charge would be for the initial 03.11.08 visit by Will.

· 24.11.08: Email to David Stewart to say thank you for explanation.

· 24.11.08: Found outside upper coils completely iced up & reported to Tech Services by email.

· 25.11.08: Reported coil problem to committee as part of Ventaxia email.

· 25.11.08: Rang Dawn in office. Dawn said that David Douse would attend on morning of 26.11.08.

· 26.11.08: Attended by Dave and Kevin. Dave did something inside main unit and then switched it off. Said he would be back or for me to switch it back on after defrosted - no charge for this service.

· 27.11.08: Asked Sandra to switch unit on in morning - luke warm air coming out in afternoon

· 28.11.08: Asked Sandra to check on unit - this kindly done.

· 30.11.08: Outside coils “extremely” iced up again.

· 01.12.08: Reported extremely iced up coils again - by email to Tech Services. Thanked for Kevin and Dave's visit of 26.11.08. No reply to this email.

· 01.12.08: Letter to Tech Services including double signed cheque for £102.81 for job 1843 Invoice 106380 (dated 03.11.08). Letter [TECH REFRIGERATION 04b 27.11.08.doc] logged all of the events concerned and also logging the fact that a broken wire was the final reason for the blowing 2A fuse. No response from Tech Services.

· 02.12.08: Noticed that “inside” lower coils were iced up - this was approx 1/3rd of the coils and is an additional problem.

· 03.12.08: Called office and spoke to Dawn and reported existing fault + new coils.

· 03.12.08: Call back from Dawn to say Dave Douse now aware of problem. Advice from Dave to switch of unit to allow to defrost. Intend for Dave to visit 04.12.08.

· 03.12.08: Email to Dawn to remind of new coils problem.

· 03.12.08: Call to Mark to ask if he would switch off in readiness for visit.

· 03.12.08: Call from Dawn to say Dave will attend on Wed 10 Dec 2008. Agreed OK with me.

· 03.12.08: Email to Dawn to thank for call and to confirm arrangement of Wed 10 Dec.

· 05.12.08: Resent 03.12.08 email to Dawn at ‘sales@techservices.org’

· 09.12.08: Called Tech Services office - engaged all day

· 09.12.08: Called Dave Douse on his mobile. He was aware of intended visit on 10th Dec. Said he would confirm with me later on in day.

· 09.12.08: Message on house machine to call Dave.

· 09.12.08: Called Dave on his mobile. He was coming down with gastric flu, so apologised and said that he would be unable to attend on 10th as he knew he was going to be too ill. He asked if it was OK for his colleague to attend and Dave would talk him through the thermostat settings. Said that this was not ideal as Dave knew the system better. But would go with the suggestion for now and promised to text my Mb No.

· 10.12.08: Texted Dave Douse my Mb Tel No.

· 12.12.08: Called David Stewart (10.00am) in office. He said that Dave and Kevin had attended to adjust the ‘stats’ he said the ‘stats’ had previously been set at -10C. He suggested that perhaps a ‘spike’ had “knocked them out”. The ice stats control the defrost circuitry.

· 12.12.08: Later that day (12.00pm) called David Stewart again. Said the unit was OFF when it was attended. David said that the engineer had left it off. Said this was very unusual as every time it was left on and job sheets always said ‘unit left in service’. David said the unit was probably left off to save electricity. Said the idea was that we needed the unit ON in this very cold weather. David said he would pass on the message. Switched the unit on as the temperature was -4C.

· 12.12.08: Later that day (1.00pm) returned to check the temperature. Some people had played and the court temp had increased to +4.8C. Inspected the ‘inside’ air flow duct and it did not feel like 2KW of heat coming out. The unit was ‘clicking’ a lot - which was reminiscent of the effect that Will saw when he attended on 03.11.2008. At that time he said the unit was ‘fighting’ itself.

[Outside reporting period:

· 00.01.09: Have checked the temp and ‘clicking’ a few more times since and things are not right.

Intended to re-report this problem - but have not got around to it since.

· 22.04.09: Very hot in court (22C), so decided to contact Tech Services to move to Summer mode. As part of this told Kevin on his 28.04.09 visit about lots of ‘clicking’ and ‘whooshing’. He said this was defrosting, said was concerned it was fighting itself - heating and cooling.

· 28.04.09: Kevin of Tech Services changed unit from Winter to Summer mode. Lots of trouble consequently. Scheduled callout cancelled and missed because of cold weather. Scheduled for Monday 18 May 2009.]

So still lots of trouble switching from one mode to another.

The total bill for air con costs for the year was £220.31

· Air con mode (Summer & Winter Modes TSC 15)

09.05.08: Attempted to switch unit into ‘Summer Mode’.

22.07.08: Request to David Stewart that may need more help from Dave Douse on how to set the temperature in ‘Summer Mode’ subsequent to thermostat repair.

01.10.08: Switch unit into ‘Winter Mode’ (Steve).

28.04.09: [Outside reporting period - Switched unit into ‘Summer Mode’ (Kevin Tech Services) - lots of subsequent problems].

· Goggles - Safety

Four pairs ordered (Steve) from Amazon (27.03.08) after discussions with James D’Arcy.

3 x Karakal Pro 3000 at £19.99 each (Totally Sports): £59.97 + £4.15 p&p = £64.12.

First Karakal consignment lost in post. Amazon kindly sent a replacement. Rec 25.04.08

1 x Prince Eyewear Pro Lite (Millets): £19.99 + £6.50 p&p = £26.49 (Rec 02.04.08)

Total £90.61. See entry in section 3 (i) Matters Arising.

· Goggle Box - For Housing Safety Goggles

Goggle Box ordered from Radleys (Holly Bond 28.03.08) using credit card and then reimbursed with club funds. Cost £67.92 + £14.00 p&p + £14.34 VAT= £96.26 (Rec 02.04.08). Mounted 06.04.08.

· First Aid Kit: Mounted on wall 06.04.08.

· Memory Card to Replace Old 100Mb Squash ZIP Disk

Bought a 4Gb Memory Card (credit card size) from TechStore/DSGI (09.04.08) £15.01 + £6.49 p&p + £3.76 VAT = £25.26. Re-imbursement made from club funds.

Subsequent folder and file re-organisation after transfer from ZIP disk to 4Gb memory stick.

Memory stick found to be unreliable (in October 2008 - quarantined), so subsequent transfer to a FreeCom 250Gb external USB hard disk drive in November 2008 - no cost to club.

· Floor Washing

· 11.02.08: Suggested a floor washing working party after report from Mark Sydenham of slippery floor. Party convened 26.04.08

· 26.04.08: Working party (Steve, Sandra, Apologies Louise). Floor swept. Then washing as per usual: Five gallon bucket with 60ml soap (RBS- surface detergent or Decon 90) followed by fresh water and 60ml glacial acetic acid. General tidy of court.

· 02.12.08: Although Dec is strictly speaking outside reporting period - following an email (01.12.08) from player that floor was slippery, it was swept with detergent and acetic acid method

· Working Party

· 26.04.08 (16:30 - 18:45): Steve, Sandra, Apologies Louise (email invitation to all committee 25.04.08).

Floor washing as recorded in floor washing section

Removed singles ladder marked up booking sheets for coaching

‘Silver’ marker pen used to mark up 4 pairs of new loan safety goggles (Prince & Karakal)

Four pairs to GoggleBox (1 x Prince, 2 x Karakal, 1 x Ron’s basic pair - kindly donated). One pair of Karakal stored.

Sweep and mop foyer. Swept balcony

Beat 2 x floor mats

Weed killer applied to two large shrubs as actioned in last year’s AGM + two small shrubs. B&Q Deep Root Tree & Stump bought May 2007 (not claimed for). 1Kg added to 1 gallon.

· 14.11.08 Fixed both input and output dehumidifier grilles with cable ties (Steve).

New IKEA mat placed in door well. Not claimed for from club funds.

· Squash Paint

· Actioned at last year’s AGM to buy some (section 6 (ii)). Centurion is one maker. Hard copy details in squash maintenance archive - filed by date (24.04.08). Not yet bought.

· Other supplier is Carrs SQ1 CQ01IS (formerly Glixtone) £19 + VAT for 5L. Hard copy filed by date 25.04.08.

Comms with Emma Cowper - PC files at [\03 Squash Files\04 Squash Documents\11 Ongoing Maintenance\01 Court Paint Carrs (Glixtone)]

· 'Gardening'

· The RMH gardeners were thanked in person on several occasions during 2008 for all the work they put into keeping the Downs Club and squash court area tidy. Steve would like to formally thank them again here on behalf of the committee for all their marvellous help.

· Weed killer applied - see ‘Working Party’ entry for 26.04.08

· New Squash Stickers for Provisional Price Increase.

Bought 2 x boxes of 4800 stickers from Bond Labels. Green and Yellow. Rec 16.06.08

Daff Yellow (A1638Y) and Apple Green (A1638G) 16x38mm

Total cost £52.68 (incl). Steve reimbursed with club funds (03.09.08).

Template address received from Desiree Carter (25.06.08). Now stored at

[\03 Squash Files\04 Squash Documents\10 Admin Files Docs Xls Ppt\03 BondLables Squash Printing Templates A1638].

Stickers printed at RMH/ICR Photography (19-23.06.08). Template set up by Richard. Collected shortly after. Letter of thanks sent to Jon Wright 26.06.08 encl cheque for £15.28.

Two boxes of printed stickers given to Jon Gear 26.06.08 - to be locked up in filing cabinet (key organised by S. Edwards).

Agreed £20.00 gratuity for Photography - 1 x crate of beer 2 x bottles of wine. Cost £19.73 (08.07.08). Letter and gift given in person to Jon 09.07.08. Intended claim only for £10.00 (Steve) but not claimed from club funds in the end.

· Filing Cabinet Key Obtained for Jon

Two keys obtained for filing cabinet to enable Jon Gear to lock up newly printed squash stickers.

Key number and supplier on file - date ref 05.07.08. Cost £7.15. Steve reimbursed with club funds (03.09.08).

· Engraving Costs

Cup and Plaque for 2008 AGM (21.04.08). Peter Gerrard Cheam. £20.00 cash. Steve reimbursed with club funds (03.09.08).

· Chau Leaving Present

Contribution to present agreed by committee to thank Chau for her contribution to club (see last year’s AGM minutes) = £15.00 cash. Steve reimbursed with club funds (03.09.08).

· Ventaxia Fan Controller Burning: Replacement Fan and Controller Sought

PC Files and details at [\03 Squash Files\04 Squash Documents\11 Ongoing Maintenance\05 New Ventaxia Quote Nov 2008 on].

14.11.08 Found the speed control unit burning 14.11.08. (Phil Hall and Steve) - isolated and taped up (Steve) - “Danger do not operate - Fire Hazard” sticker placed on it.

14.11.08 Reported to committee by email. Request to committee member for help in finding electrician.

15.11.08 Decided to email to TASK Electrical (Phil White) in Sutton as they did work for us on Heaters MCB in Dec 2006.

15.11.08 Also sent speculative email to AMP Electrical in Sutton - found from yellow pages.

17.11.08 Contact from Paul Buchan from AMP 0208 661 8970. Exchange of numbers and agreement to check it out. Request for account details

17.11.08 Letter with letterhead to Paul at AMP via email. Explanation that no longer work at ICR

[\AMP Electrical Contractors & Eng Ltd 01 171108.pdf]

17.11.08 Call from Phil White of Task Concepts Ltd. Phil said he was still in business and apologised for not getting back to me sooner. Was up front and said had already provisionally engaged another contractor. Phil said there were no hard feelings and there was agreement to contact him in the future if we had need.

00.11.08 Further calls with Paul culminating in arrangement for Gary Marchant to attend on Monday 24 November 2008.

24.11.08 Met Gary at court 12:45pm. Inspected. Controller black. Gary said that most likely controller and fan defunct. Need replacing. Asked if he could quote. Yes, but that ventaxia no longer available - something similar. Scaffolding could be a problem - extra cost for hire.

25.11.08 Call from Gary to say working on quote. Discussion on potential wooden mounting frame modification

25.11.08 Email to Paul to thank for visit by Gary and acknowledge Gary’s phone call. And to say awaiting quote.

25.11.08 Email to Squash Committee to update on Ventaxia fan situation. No dissent from committee, so continued with process.

25.11.08 Quote from Gary by email: Ventaxia 12” Fan & Controller £856.69 + VAT. Scaffolding if required £120.00 + VAT.

27.11.08 Thanked Gary by email for the quote. The Squash Committee were copied in on this message and so were aware of the charges. Also made a few enquiries about ‘commercial’ ability of fan and whether it will last 10-15 years, plus its controls and air flow.

27.11.08 Two voicemails on my mobile from Gary. Lots of explanation and new info that a Ventaxia panel fan S12/PL is recommended and air flow calcs kindly from Gary

28.11.08 Acknowledgement of calls to Gary and explanation that we are a small bunch. Asking about window pane model.S12/WW and existing wooden frame. Asking for confirmation that Panel fan was recommended S12/PL. Flow rate agreement of 1910m³/hr agreeable. This is backed up in Ventaxia pdf [01c Ventaxia S12-PL STDPANEL-info.pdf].

12 .12.08 Email to Paul Buchan to ask if perhaps Gary had missed my enquiry of 28.11.08 as not heard anything back?

12.12.08 Reply from Paul to say Gary on leave, and that Gary believed he had replied. However Paul said Gary would check.

12.12.08 Acknowledged Paul's email and said would wait to hear/see what happens. No more comms.

[Outside reporting period:

16.03.09: Restarted comms with Gary Marchant of AMP Electrical and asked if he was still interested in the job.

08.04.09 Job was conducted. Full details in \16c Things To Do and Prizes Vouchers 2005-06-07-08-09.doc, and will be reported in next year’s AGM minutes

05.05.09 Received receipt from Paul. Scanned to [11 AMP Electrical Receipt Rec 050509 Scanned 050509.pdf]. Email to Paul (cc squash committee) to say thank you for the receipt and to pass on thanks to Gary. Resent 15.05.09 as not sure if Paul was on recipient list.]

· Asbestos Report

· Followed up on Adam Yates’s kind suggestion from last year of talking to Southern Asbestos or Silver Dale if we want any work doing.

[Outside reporting period - but contacted Southern Asbestos by email on 15.05.09 to enquire about roof repair. Looked up Silverdale and they appear to be an asbestos survey and removal company and are based in Glamorgan - too far away ! So did not contact them ].