UPS CLUB SQUASH SECTION – ANNUAL GENERAL MEETING (2008-2010):

12^th May 2011 (Ups Club pH Bar - Sutton).

Web Version

Present: Mark Sydenham (Secretary), Steve Edwards (Chairman), Jon Gear (Treasurer), Tom Bland, Chris Bunton, James D’Arcy, Sandra Edwards, Kofi Nimako, Stewart Northcott, Steven Lubbe, Laura Robison, Prabhjot Juneja.

1. Apologies:

Harry Parkes (Club Captain), Louise Johns, Chris Croucher, Chris Stott, Donald Flohr, Lara Perryman, Antigoni Divoli.

2. Minutes and accounts of last years meeting for approval: The minutes of 2007-2008 AGM were written up between the Secretary and Chairman during 2009 and converted to a web version in June 2009. This web link was distributed to the Squash Committee on 05 April 2011 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 approved & accepted as a true record of the 2008 AGM and a hard copy subsequently signed on 12^th May 2011.

3. Chairman's Report combining matters arising:

As there had not been an AGM in 2010 to cover the year 2008 - 2009 it had been agreed prior to the meeting (Committee Christmas Newsletter 21.12.10) that both years 2008-09 and 2009-10 could be addressed together in this meeting.

Steve had ‘tabled’ (sent by email 17.04.11 & 08.05.11) the ‘Chairman’s Notes’ and statistic sheets for both years 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.

An invitation to members to forward agenda items had already been issued on 05 April 2011 by email. Another invitation was made again to attendees to table any issues so that they could be prioritised for discussion.

A Business Plan for the provision of a new air conditioning system had also been distributed in the 08 May 2011 email and was the first item to be discussed at part of the Chairman’s Report.

3 (i) Matters arising from 2007-2008:

· From item 3(i) Matters Arising: Provision of New Air Con / Dehumidifier

Ongoing discussion with Tech Services since 2006. Full details in Appendix 3 of last year’s minutes - click for details. Details of current requirement and quotes have been put together in an Air Con Business Plan (sent to committee via web link 08.05.11 - click for details) and tabled again at this meeting (09 Squash Court Air Conditioning Business Plan for Renewal 211009.doc).

It was noted that we have adequate power to run a new system. The new system will be more power friendly (eco). We have 3 quotes. One at around £6000, one more expensive and one cheaper.

There was a concern from Jon that the internally mounted units might drip (as per lab ones). Steve assured Jon that the condensing side of the system was mounted outside.

Question from Chris about affordability. Steve said that the draft accounts (see later in Section 4) seemed to indicate we had sufficient funds and made a proposal to go with the Tech Refrigeration Services Ltd (latest quote from Kevin Ruggles on 31 October 2008. £5765.65 + VAT, protective grilles for interior blowers £500 + VAT). These are our contractor and we have built up a good working relationship with them. They have also reduced this quote by around £1400, so a vote was conducted and carried the proposal by a majority. Steve was actioned to investigate further and report back to the committee so that this can be progressed.

· From item 3(i) Matters Arising: Price Increase for Squash Game:

The price of lighting was raised from £1 to £2 per 40mins in accordance with AGM agreement. The rise took place on 01 June 2009. Noted that AGM agreed stickers cost could be raised at any time in the future (as appropriate) from 50p to £1. Green stickers have been bought for this purpose. Recorded that 50p of the lights increase is for insurance provision.

Full details recorded at http://theupsclub.co.uk/upsdowns/_sq_vgm_110608.htm.

A list of historic charges (lights and stickers) can be found in Section 6 (i) of the 2008 AGM minutes - click for access.

· From item 3(i) Matters Arising: Online Booking System:

This was discussed at last two AGM’s at which it was agreed not to make a commitment until costings have been investigated - click for details.

There was further discussion.

Members felt any new system would need to retain a ‘booking fee’.

Members felt further investment was required - e.g. court terminals.

James asked if other clubs have them ? The answer was yes and a list of systems was given at last year’s AGM.

Stewart asked about cost – Steve estimated a basic system might cost £2000.

Sandra felt this was a good idea but that there were better things to spend the money on. This was carried with the proviso that we would keep an eye on this proposal.

[Post meeting note: The coaching survey (not published yet - but circulated to the committee) kindly conducted by Laura Robison showed that 2 of the 12 respondents were very keen to see an online booking system].

· 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 the Squash Rules as a notice or web page http://theupsclub.co.uk/upsdowns/_sq_rules.htm.

This has been done again - Sandra’s email(19.04.09) after squash refurbs and Steve’s notice about Muddy Shoes(10.04.09). The notice was posted in the squash court and in the changing rooms. There has been a proposal (Mark) to start a Rota for floor sweeping. This was discussed further at the AGM and it was agreed that mopping should continue as per current plan in order to improve grip by raising the grain in the wood. Sandra and Steve are happy to continue (3 or 4 times a year). Process documented in previous AGM minutes and in Appendix 1, and will be shown to interested parties at the next working party.

· From item 6(iii) AOB: Contacting Players

This was resolved at the last AGM. In addition the monthly league notification email periodically advises players to contact each other early in the month to arrange matches.

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

This was addressed later in the meeting. See Section 3 (viii) - click for details.

· From item 3(i) Matters Arising: Constitution

Carried over from last AGM - need to add in a section about ‘Guests’. This is now covered by the ‘Taster Sessions’ that have been introduced as an insurance requirement - action Steve.

[Post meeting note 09.10.11: Also need to add a section to record that the chairman is responsible for health and safety matters. This became an issue during the latest web renewal of insurance with Perkins Slade – 22.09.11 ] - action Steve.

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

We attempted to run a LET Awareness course in February 2010. Unfortunately we had to cancel the evening, but we intend to re-schedule this course with Ron Nye’s help.

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

This action item is carried over from the last two year. Chris Stott kindly set the wheels in motion in April 2008 to investigate a phone line installation for emergency use. A costing of around £1000 was received from RMH works dept in May 2010. This was subsequently discussed with Nathan Brown (Ups Club Chairman) and thought to be economically unviable. It was suggested that a direction sign to the nearest phone be made. The Squash Committee had already put up notices in July 2009 advising players of this and to bring mobile phones with them. This forms part of the rules of the club http://theupsclub.co.uk/upsdowns/_sq_rules.htm. The email trail relating to this matter is recorded in Appendix 2 - click for access. It was unanimously agreed by attendees that as a phone would be prohibitively expensive that this matter be removed from future agenda’s and that we stick with the current emergency policy.

· From item 3(i) Matters Arising: Provision for Land - Second squash Court

This action item is carried over from previous years, and will remain an agenda item.

3 (ii) Maintenance & Miscellaneous Costs:

The following matters were addressed and recorded in the Chairman’s Notes - more detail in Appendix 3:

· Air Con (Trembath TSC 15)

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

· New Air Con Discussions

· Ventaxia Fan

· Squash Court Refurbs - Martin Howe Ashley Services

· Roof Repairs

· New Coin Meter

· New Court Lights

· Floor Washing

· Working Party

· Squash Paint

· 'Gardening'

· Engraving Costs

· Royal Marsden Works Department and Gardeners:

We would like to thank and acknowledge Don Taylor and the RMH works department for all their help throughout the last 2 years. 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

2008 - 2009 · We consistently maintained 8-9 leagues per month on average throughout the year - similar to the previous year. Also we has a ‘Novice’ league on 4 occasions. The number of players who booked courts between Dec 2008 and Nov 2009 (incl.) is up a little from 70 last year to 79 in this period (see attached stats). The number who have played in the leagues over the year is also up from 58 to 69. This is again a good annual trend and we hope it continues. However the number of league games played is regrettably down from 1145 to 967 (-15%). This is the first drop since 2006. There wasn’t sufficient time to discuss the reason for this drop. Around 36 league players left the leagues during the year (compared to previous year of 17). Quite a few of these were Novices (discuss later). Notable amongst the long term players were: Rob Chaldecott, Tom Eykyn, Andreas Gertsch, Neil Goddard, Louise Johns (playing since early 1986), David Roberts and Lynette Smyth The number who joined the leagues was up a little, but still similar to last year (22) at 27.	2009 - 2010 · We maintained 7-8 leagues per month on average throughout the year - perhaps down a little on last year. Also we had 2 ‘Novice’ leagues at the beginning of the period. The number of players who booked courts between Dec 2009 and Nov 2010 (incl.) is down a little from 79 last year to 64 in this period (see attached stats). The number who have played in the leagues over the year is also down from 69 to 55. This is another drop unfortunately, the 1^st since 2006 (45). The number of league games played is again down from 967 to 855 (-12%). Again there wasn’t sufficient time to discuss the reason for this drop, but perhaps the large exodus of players in 2009 is one of the reasons ? Around 20 league players left the leagues during the year (compared to previous year of 36). Notable amongst the long term players were: Ola Bielen, Rob Davidson, Antigoni Divoli, Ed Hughes and Edoardo Missiaglia. The number who joined the leagues was down a little, but still similar to last year (27) at 23.
· The weekly usage average is unfortunately down from 24.0 to 18.7 games per week. This is the first fall since 2003. This is a fall of (-22%) Previous years average weekly usage: 24.0 2007-2008 21.4 2006-2007 18.4 2005-2006 19.6 2004-2005 18.6 2003-2004 Statistic sheets were tabled for attendees.	· The weekly usage average is unfortunately down again from 18.7 to 16.5 games per week. This is yet another fall from 2009 (-12%). Previous years average weekly usage: 18.7 2008-2009 24.0 2007-2008 21.4 2006-2007 18.4 2005-2006 19.6 2004-2005 Statistic sheets were tabled for attendees.
· The fraction of all slots ‘played in’ is down this year - from 24.0% to 18.7%. The total number of slots booked this year is down from 1247 to 974. The figure contains 112 coaching slots, 20 coaching practice slots and 12 Mini-Olympic slots. This is a similar situation to last year.	· The fraction of all slots ‘played in’ is down this year - from 18.7% to 16.5%. The total number of slots booked this year is down from 974 to 875. The figure contains 159 coaching slots, 13 coaching practice slots and 15 Mini-Olympic slots. This is a similar situation to last year, apart from the 42% increase in coaching - mainly ‘informal’. This however did not translate into more matches being played !
· The peak slots remain the most popular at around 76% played in - similar to last year (74%).	· The peak slots remain the most popular at around 85% played in - up quite a bit from last year (76%), and may indicate that players are restricted to lunchtimes and just after work ?

The committee noted that fewer league games were being played, and that there were slightly fewer players in the league. One possible reason forwarded was that those who attended the coaching don’t go on to play - either friendly’s or in leagues. It was thought that there wasn’t a ‘bridge’ from beginner to novice or improver level after coaching. Steve proposed a ‘mentoring’ system whereby new coachees could be provided with the name of a player who could ‘nurse’ new players through the process of starting to play properly. There was no support for the proposal, however it was suggested that perhaps this step could be done informally and a number of people volunteered their services. In addition the proposed Club Fun Nights could help with this matter and perhaps to ask Ronnie our coach for his thoughts.

In order to try to get more info on why new coachees might not be carrying on with squash, Laura kindly volunteered to survey those who had been on the last 4 courses in 2009 & 2010. The results of this will be circulated to committee members and presented in next year’s AGM.

It was also noted as in previous years, that very few games are being played outside the ‘peak’ lunchtime and evening slots.

3 (iv) Coaching

Coaching was again kindly conducted by our resident coach Ron Nye who we would like to thank hugely for his enthusiastic help and ever popular courses.

Thank were also extended to Laura for the wonderful job she has done for the past 3 years in organising these courses.

It was noted that the numbers of attendees has decrease a bit as well as attendance dropping off over the duration of the course.

The charge per coachee for the formal 6 week coaching courses was retained at £30 each. For the November 2010 course the charge was raised to £42. The proposal for the rise was made on 04 October 2010 and passed with provisional committee approval on 05 October 2010. The reason for the rise was to try to improve the commitment of coachees to attendance.

The price increase proposal along with a discount policy for returning coachees was carried on 05 April 2011 - for details of VGM please click here. It was further ratified by attendees at this meeting. Discounted rate is £36 instead of £42.

Any excess funds made by the Squash Club are to be used to offset the loss of revenue because of losing the normal Thursday night playing slots (& Fri practice slots). This was all formally agreed at a previous AGM (2003-04 AGM 24 Feb 2005 AOB) with a footnote in those Accounts.

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

2008 - 2009 For this reporting period (Nov 2008 - Nov/Dec 2009), a total if 49 people received coaching. This is again quite a high proportion of all members for the year (approx 80-90). The coaching stats break down as follows: 13 returning coachees. 08 existing players taking coaching for first time. 28 new members, 24 of these were beginners.	2009 - 2010 For this reporting period (Nov 2009 - Nov/Dec 2010), a total if 41 people received coaching. This is again quite a high proportion of all members for the year (70-80). The coaching stats break down as follows: 15 returning coachees. 02 existing players taking coaching for first time. 24 new members, 13 of these were beginners.
Course Details Informal Course: 29 Jan - 02 Apr 2009 Six Week Course: 14 May - 18 Jun 2009 Informal Course: 09 Jul - 08 Oct 2009 Six Week Course: 05 Nov - 17 Dec 2009 Source [99i Coaching Analysis 2009 & 2010 for AGM 2011.xls]	Course Details Informal Course: 21 Jan - May 2010 Six Week Course: 13 May - 17 Jun 2010 Informal Course: 17 Aug - End Oct 2010 Six Week Course: 04 Nov - 16 Dec 2010

Attendees listed at: http://theupsclub.co.uk/upsdowns/_sq_coaching_previous_courses_photos.htm

The committee noted that the next formal six week course was starting this evening - 12^th May 2011.

3 (v) Matches / Doubles Night / Fun Nights

No matches or doubles sessions were organised or played in the 2 year reporting period.

Harry Parkes kindly offered to join the committee as ‘Club Captain’, and was co-opted in December 2010. Harry has kindly offered to look at arranging matches and organising spectating visits to professional matches.

[Outside of reporting period. The first event organised by Harry was to the World Series at Queens Club, London on 11^th January 2011 (http://www.squashsite.co.uk/2009/worldseriesfinals.htm). The second was to the SuperSeries at Canary Warf Classic on 22 March 2011 (http://www.squash.me.uk/canarywharf/index.htm). A number of members attended and saw top 10 world players. We hope these trips will continue so please look out for further notification from Harry]

On the social side we held a David Lloyd’s Fun Night on 28^th October 2010 at Epsom (Horton). This was a relaxed informal evening offered by our coach Ronnie and kindly organised by Laura. About 10 of us went along and played and/or watched friendly games (including doubles) with David Lloyd players that Ronnie had kindly matched for us. Afterwards we were allowed to use their swimming pool and we had a bite to eat and drink. There was extremely enthusiastic feedback on the evening so we planned another see below. We also intend to advertise these social event on our web site.

[Outside of reporting period. We held another FunNight on 7^th April 2011. This was also enjoyed by all who attended. This time we completely subsidised food for attendees (committee approved) and we were kindly invited by David Lloyds to enter a ‘Marsden’ team in their regular monthly quiz. We hope to repeat these evenings at regular intervals (http://theupsclub.co.uk/squash_download/David_Lloyd_Squash_Fun_Night_2011.htm)]

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

2009 3 racquets in our stock from previous period (value £87.50) (cost £84.17) 5 racquets bought in period (value £175) (cost £175) 8 racquets sold (value £262.50) (cost £259.17) 0 stock carried forward on year (value £0.00) (cost £0.00)

2010 0 racquets in our stock from previous period (value £0.00) (cost £0.00) 6 racquets bought in period (value £155) (cost £155) 4 racquets sold (value £105.00) (cost £105.00) 2 surplus stock carried forward on year (value £50.00) (cost £50.00)

Specific records of 14 racquets detailed above:

1 x Prokennex Lite Destiny PWP 08.12.07. RRP £60 - Paid £27.50 - Sold Vicky Ivie £27.50 Cheque 15.05.09

1 x Prokennex Destiny PWP 02.10.08. RRP £50 - Paid £16.67- Charge £20.00 - Sold Vicky Ivie £20 Chq 15.05.09

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

1 x WilsonHyperHammer 120 PWP 160509 RRP £110.50: Paid £45 Sell £43.50 - Sold to Manoj Krishnasamy 260509 £43.50

1 x WilsonHyperHammer 120 PWP 160509 RRP£110.50: Paid £45 Sell £43.50 - Sold to Karen Marsden 18.06.09 £43.50

1 x Prokennex SuperLite Destiny PWP 160509. RRP £79.99: Paid £35 Sell £33 - Sold to Carol Marlow 18.06.09 £33.00

1 x Prokennex Lite Destiny PWP 16.05.09 RRP £59.99: Paid £25 Sell £27.50 - Sold to Rob Chaldecott 26.11.09 £27.50

1 x Prokennex Lite Destiny PWP 16.05.09 RRP £59.99: Paid £25 Sell £27.50 - Sold to Saoirse Dolly 03.12.09 £27.50 Cash

1 x Prokennex Lite Destiny PWP 11.01.10 RRP £59.99: Paid £25 Sell £25 - to be used as loan racquet after Wilson 170 (Aug 2005) money from Mark Sydenham 02.02.10 Cheque £25 (Sanctioned by Committee - see \04 Squash Documents\10 Admin Files Docs Xls Ppt\08 Miscellaneous\01 Loan Sale Racquets - Update 02.02.10.doc).

1 x Prokennex Lite Destiny PWP 11.01.10 RRP £59.99: Paid £25 Sell £25 - Sold to Jilane Williams 10.08.10 £25.00 Cash

1 x Prokennex Lite Destiny PWP 11.01.10 RRP £59.99: Paid £25 Sell £25 - Sold to Christopher Phang 06.09.10 £25.00 Cash

1 x Prokennex SuperLite Destiny PWP 09.10.10 RRP £79.99: Paid £30 Sell £30 - Sold to Dorine Bax 16.11.10 £30.00 Cash

1 x Prokennex Lite Destiny PWP 11.01.10 RRP £59.99: Paid £25 Sell £25 -

1 x Prokennex Lite Destiny PWP 09.10.10 RRP £59.99: Paid £25 Sell £25 -

[Outside sales reporting period: 1 x Prokennex sold to Neil Jerome 01.02.11. 4 x ProKennex Destiny Lites bought PWP 05.02.11 (£100) ]

One dozen Pro (double yellow) balls gratis from Dunlop 16.10.09

One dozen Pro (double yellow) balls from PWP 15.05.10

Seven Comp (single yellow) from PWP 15.05.10

One dozen Progress Beginner balls from PWP 15.05.10 (8 given to Ron Nye our coach gratis for his services)

Ball revenue and stock levels recorded in accounts and available on request.

3 (vii) Stickers Sales

‘Thank you’s’ were extended on behalf of all the squash members to Laura Robison, Louise Johns, Sandra Edwards, Jon Gear, Tom Eykyn (to Dec 2010), Dave Roberts (Mar 2007 to April 2009), Dale Crowther (to Dec 2009), Sara Dobbins (Started Aug 2010), Harry Parkes (Started Jan 2011), Andy Cole (Started Feb 2011).

In addition David Roberts, Tom Eykyn & Dale were thanked for their kind contribution by email. Also thanks were extended to the bar staff and management who have kindly helped.

No issues were raised with regard to sticker sales.

3 (viii) Other meetings in year and other matters:

· Accidents and Injuries.

As a consequence of taking out insurance with Perkins Slade we are required to notify them of all accidents and injuries regardless of severity. The first step is for members to notify a member of the Squash Committee and then their respective employers as per policy.

During the reporting period (whilst under cover)

Two such event happened:

Injury to shoulder - no fault and no third party involvement - no claim

Injury to eye (cut) - no fault, incurred by third party - no claim

[Outside reporting period (Jan 2011): Injury to head by racquet - no fault, no third party involved. No claim]

This makes a total of 4 recorded incidents since we took out insurance on 06 October 2008. The suspicion is that there have been other minor incidents which have not been reported.

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

This was initially reported in the AGM held in May 2009, but is actually officially in this reporting period. Work was conducted 06-08 April 2009 by Martin Howe of Ashley Services Ltd. Full details about consensus reached by Virtual General Meeting (VGM) are at http://theupsclub.co.uk/upsdowns/_sq_vgm_090708.htm. There was a supplemental issue whereby the contractor charged more than was quoted. The bill was for £3740 + VAT. We settled for £3300 + VAT (£3795).

Details in http://theupsclub.co.uk/upsdowns/_sq_vgm_260409.htm.

· Committee Members Leaving.

· We said good-bye to Neil Goddard (who was on committee from Mar 2007 - Feb 2010).

· We also said good-bye to Tom Eykyn, who kindly sold stickers for the club 2006 - Dec 2010. [Post meeting note: Tom was thanked by email on 14.01.11].

· Ventaxia Fan Controller Burnt Out: Replacement Fan and Controller Installed .

This was initially reported in the AGM held in May 2009, but the installation actually officially in this reporting period. Found old controller unit burnt out 14.11.08.

Full details at http://theupsclub.co.uk/upsdowns/_sq_vgm_141108_ventaxia_fan.htm.

Fan unit and new controller fitted by Gary Marchant of AMP Electrical 09.04.09.

Bill was £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. Ventaxia model S12PL & W362230 controller specified on replacement invoice. Receipt for payment received 05.05.09.

The fan broke down around 08 May 2010 and was replaced under warranty (almost free of charge) - £117.50 on 15 June 2010. The reason for the charge was because of unexpected labour charges not disclosed by the company when discussing the repair The payment was logged as ‘contribution towards repairs’.

· Sutton Police Belmont Safer Neighbourhoods Team

Nothing came of this expression of interest.

See http://theupsclub.co.uk/upsdowns/_sq_vgm_161208.htm.

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

This was initially reported in the AGM held in May 2009, but is actually officially in this reporting period. Full details recorded in a VGM entry http://theupsclub.co.uk/upsdowns/_sq_vgm_060209.htm.

· Roof Fix:

This is carried over from a first report of a leak in the roof at the AGM 2002, then again at AGM 2005. The roof was sealed externally at the fixings by Romfords Insulations Ltd., on 15 August 2009.Total cost £690.

Full details at http://theupsclub.co.uk/upsdowns/_sq_vgm_140709.htm.

· New Lighting (Fluorescent) for Court:

First reported fluorescent tube failures in July 2009 Newsletter, details at [http://theupsclub.co.uk/upsdowns/_sq_newsletter_28_07_2009.htm#squash_lights]. We were unable to obtain the old style tubes, so quotes for new fittings were sought.

Work conducted by Phil White of Task Engineering on 16 March 2010.

Cost £1915.25 inclusive. There was a minor issue with one of the fittings and this unit was replaced free of charge by Phil White on 8th of April 2010.

Full details at http://theupsclub.co.uk/upsdowns/_sq_vgm_280210.htm.

· Coin Meter (Lights) Replacement:

The chairman first circulated a proposal to renew the EDR Muller meter on 10 August 2010. The meter began to malfunction in early 2010 and sometimes didn’t register a coin with the appropriate units. This got worse throughout the year and the meter became totally unreliable on 12 August 2010. At this point the meter was placed on ‘over-ride’ and an ‘honesty box’ system adopted. The meter had been in use since 1998 when it was converted to accept £1 and 20p coins (unit bought in 1993).

A new Leisure Controls International (LCI) meter was bought and fitted 31 October 2010.

Details at [http://theupsclub.co.uk/upsdowns/_sq_vgm_100810.htm]. Cost £340.75. There is a small fault with the real time clock and this will be fixed under warranty. The unit has been function fine. The committee has agreed to reprogramme the unit to accept £2 coins as well.

· Club Tee Shirts:

This is carried over from 2008 AGM and earlier years.

4. Accounts

The accounts for 2 years were kindly drawn up by the Treasurer - Jon Gear, and he kindly presented them to the meeting. The accounts consisted of a balance sheet and breakdown sheet of miscellaneous costs.

We have been making a loss for the last 2 years.

In the year 2009, we made a loss of £4323. This was essentially due to a large bill for repairs in that year:

- Full court inside decoration £3795 [Reported earlier in meeting - click for details]

- Replacement Ventaxia Fan £1006 [Reported earlier in meeting - click for details]

- Roof external repair £690 [Reported earlier in meeting - click for details]

- Total £5491

Light meter takings were not up in proportion to the price increase (£1 up to £2 for 40mins) we implemented on 1^st June 2009 - click for price increase details. Sticker sales were significantly down.

In 2010 there was further significant expenditure:

- New light meter (LCI Ltd) £341 [Reported earlier in meeting - click for details]

- Fan repair to Ventaxia fitted in 2009 £117 [Reported earlier in meeting - click for details]

- New fluorescent lights throughout £1915 [Reported earlier in meeting - click for details]

- Total £2373

Light meter and sticker takings were again down on last year as was reflected and reported to the meeting earlier in the Court Usage Section 3 (iii).

Interest rates were also much lower – as has been the case for several years.

There was a proposal from Kofi to put the price of a game up. This was debated amongst the attendees and it was felt that the if this was done it might put people off playing. There already seemed to be a decline in usage since the 2009 price increase so the consensus was to keep things as they were.

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 two years and for drafting the 2 sets of accounts.

5. Election of officers

The following current officers were standing again:

Steve Edwards as Chairman

Mark Sydenham as Secretary

Jon Gear the current Treasurer announced his desire to stand down having been in post since 2006. Jon was thanked for his valued contribution to the club, and subsequently kindly agreed to stay in post until a replacement could be found.

Membership Secretary - This was vacant from 17.04.11 as Lionel kindly offered to step down in order to allow someone more local to take up a post on the committee. Lionel had already been thanked by Steve (17.04.11) for the help and support he’d contributed to the section. Chris Bunton kindly offered to stand for the post

Laura Robison is standing as Coaching Organiser

Harry Parkes is standing as Club Captain (co-opted Dec 2010)

All as Ordinary Members (OM)

Sandra Edwards

Louise Johns

Chris Stott

James D’Arcy

Mike Swan

Simon Doran

Sara Dobbins

Andy Cole

Tom Buist

Antigoni Divoli had previously expressed her desire to stand down as an Ordinary Member.

Proposed by : not recorded but someone did

Seconded by: not recorded but someone did

All duly carried by attendees

Honorary Members

Maggie Flower

Bob Ott

6. AOB

No additional matters were raised.

Mark offered thanks to Steve on behalf of the committee for the work he does for the club.

The meeting was closed and then the awards were made.

AWARDS

2008 - 2009 No award for most courts booked by a player in the year, but this out of interest was achieved by Steven Lubbe with 48 bookings.

2009 - 2010 No award for most courts booked by a player in the year, but this out of interest was achieved by Laura Robison with 39 bookings.

Mike Chow Cup for Best League Improver

2008 - 2009 The decision was considered by the committee (Jan-Mar 2011) and the winner was agreed with a majority vote from the committee members (9 responses). The Cup is awarded to Stewart Northcott who started off in league 7 of 9 and rose to league 3 of 8 at the end of the full assessment period.	2009 - 2010 The decision was considered by the committee (Jan-Mar 2011) and the winner was agreed with a majority vote from the committee members (9 responses). The Cup is awarded to Kofi Nimako who started off in league 5 of 7 and rose to league 2 of 8 at the end of the full assessment period.
Stewart Northcott ‘Best Improver 2009’	Kofi Nimako ‘Best Improver 2010’

Both winners receive a cash award of £40.00 and an engraved plaque to keep. There were others who had strong consideration for the prize from the committee and will be listed at the AGM. The committee acknowledge the improvement these players have also made over the assessment period.

Most League Games Played (Introduced for year 1997-98)

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

Both year’s qualification were retained at 95%. after consultation with the committee.

As usual there were 10 leagues in both years, 6 leagues had to be played to qualify.

2008 - 2009 Six players achieved the target of over 95% compared to 9 last year. With four ‘100%ers’ - a similar number to previous year. Joint 1^st Mark Sydenham 100.00% 38M 10L* £15 cash Joint 1^st Sandra Edwards 100.00% 33M 10L £10 cash Joint 1^st Steven Lubbe 100.00% 32M 9L £10 cash Joint 1^st Lara Perryman 100.00% 31M 9L £10 cash 5^th Steve Edwards 97.50% 37M 10L £7 cash/stickers 6^th Lionel Gunn 95.24% 23M 7L £6 cash/stickers [Note post meeting: Steve Edwards and Lionel Gunn did not wish to draw their prize money from the squash fund]

2009 - 2010 Five players achieved the target of over 95% compared to 6 last year. With only one ‘100%er’ compared to 4 last year. 1^st Mark Sydenham 100.00% 39M 10L £15 cash Joint 2^nd Chris Bunton 97.50% 35M 10L £8 cash Joint 2^nd Andy Cole 97.50% 34M 10L £8 cash 4^th Prabhjot Juneja 95.83% 26M 8L £7 cash 5^th Chris Croucher 95.00% 33M 10L £6 cash/stickers

* Higher award either because more matches played or only player to play in all leagues

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

Tiered system retained as agreed for 2006-2007 prizes.

Overall Summary - League Games Played (Total Actual/Possible):

2004 - 2005: 60.3% (853/1415)

2005 - 2006: 76.3% (803/1052)

2006 - 2007: 84.4% (947/1128)

2007 - 2008: 83.3% (1145/1374)

2008 - 2009: 67.4% (967/1434)

2009 - 2010: 68.8% (855/1242)

Appendix 1 : Squash Floor Cleaning procedure (Mopping process since ~ 2004)

· Floor Sweeping:

This is done on a voluntary basis since we last had a paid cleaner (late 90’s).

The floor gets dirty mainly from ingress of mud from outside which is carried in on players shoes.

There is a rule to cater for this, but a sweep is generally required fortnightly.

· Floor Mopping (To Raise Grain):

Advised in around 2004 to use an acid wash to raise the grain. The wood is polished by the dirt that is brought in on players shoes. Water will raise the grain quite a bit but the procedure shown below has been successful in restoring grip over the last 10 years or so:

(i) Sweep as above

(ii) Retain broom and use a large towel for mopping

(iii) Five gallon bucket with hot water (from mens changing room sink) and 60ml strong surface acting detergent (RBS- surface detergent or Decon 90).

Dip in towel and lift out – wringing just a few times so that it remains quite sodden.

Fold twice and place on floor. Then use inverted broom to push the towel up a strip along the wall. Push back and forth so that the mopping action is both cleaning and wetting the wood. The action will get harder as the wood is wetted and the grain raises. One wetting should allow two strips to be washed – change the folding on the towel 4 times in the 2 strips as the towel gets dirty.

(iv) Change the soapy water after whole floor has been cleaned. Replace with clean fresh hot - to this add 60ml of glacial acetic acid with great care (caustic and smelly before dilution).

Repeat washing as before. It will be much harder this time as grain will be raised. Allow to dry.

Washing process – approx 1.5 – 2hrs.

Appendix 2: Emergency Phone Line

Thread 2

-----Original Message-----
From: Nathan Brown [mailto:Nathan.Brown@icr.ac.uk]
Sent: 01 June 2010 20:03
To: edwards@sketters.co.uk
Subject: RE: Telephone Line - Squash Court Enquiry / Ethernet Cable

Hi Steve,

Ah, OK, that's quite different. We are keen on having Internet access at the Club, whether this is through the RMH or not, but we should make sure we are not duplicating effort.

Let's talk on Thrus/Fri as suggested. I'm hosting a visiting speaker on Thursday, who wants to go to the bar (yet another plus point for us) so Friday might be better. Let's see how it goes.

Cheers, nath

>>> "Steve Edwards" <edwards@sketters.co.uk> 06/01/10 7:53 PM >>>

Thanks Nath,

I don't think the committee would like to spend a grand either, but at the moment I'm only gathering information so that they can vote on it later.

My main goal is to cost an ethernet cable over to the court so that we can investigate the online booking system that the committee has agreed should be looked at.

Minute at: http://theupsclub.co.uk/upsdowns/_sq_agm_2007_2008.htm

3(i) Matters arising from 2006-2007:

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

Hopefully we can chat about this informally in the bar - maybe Thurs of Fri?

Cheers, Steve

-----Original Message-----

From: Nathan Brown [mailto:Nathan.Brown@icr.ac.uk]

Sent: 01 June 2010 19:27

To: edwards@sketters.co.uk

Subject: RE: Telephone Line - Squash Court Enquiry

Hi Steve,

I'm still not convinced of this as it is a large amount of money where a sign could easily suffice informing people of where there is a phone available. Regardless of where the money comes from for this, we should ensure that we provide the best value for money for our members.

Cheers, nath

>>> "Steve Edwards" <edwards@sketters.co.uk> 06/01/10 7:21 PM >>>

Dear Yvonne,

Thanks very for kind efforts on this. I look forward to hearing further news.

Kind regards, Steve

From: Preston, Yvonne [mailto:Yvonne.Preston@rmh.nhs.uk]

Sent: 01 June 2010 09:00

To: Sketters on 1525Vista

Cc: Taylor, Helen; Nathan Brown; don.taylor@rmh.mhs.uk;

Chris.Stott@icr.ac.uk; gunnlion@yahoo.co.uk; Louise.Johns@icr.ac.uk; Laura.Robison@icr.ac.uk; Mark.Sydenham@icr.ac.uk; Antigoni.Divoli@icr.ac.uk; James.Darcy@icr.ac.uk; Jonathan.Gear@icr.ac.uk; Sandra.Edwards@icr.ac.uk; Michael.Swan@icr.ac.uk; Chris.Bunton@icr.ac.uk

Subject: RE: Telephone Line - Squash Court Enquiry

Morning Steve

I will ask our Telecomms Contrators to supply me with a Quotation.

I may not be able to get your Quotation until nextweek as our Engineer Is away until next Monday.

Also I will look into the Internet Connection foryou.

Thanks

Yvonne

From: Sketters on 1525Vista [mailto:edwards@sketters.co.uk]

Sent: 28 May 2010 20:21

To: 'Steve Edwards'; Preston, Yvonne

Cc: Taylor, Helen; 'Nathan Brown'; don.taylor@rmh.mhs.uk;

Chris.Stott@icr.ac.uk; gunnlion@yahoo.co.uk; Louise.Johns@icr.ac.uk;

Laura.Robison@icr.ac.uk; Mark.Sydenham@icr.ac.uk; Antigoni.Divoli@icr.ac.uk;

James.Darcy@icr.ac.uk; Jonathan.Gear@icr.ac.uk; Sandra.Edwards@icr.ac.uk;

Michael.Swan@icr.ac.uk; Chris.Bunton@icr.ac.uk

Subject: Telephone Line - Squash Court Enquiry

Dear Yvonne,

Sorry for any confusion, but it was me who initially asked Don about the possibility of a phone line to the squash court last week.

This would be for emergency use only, if for instance there was an injury and there was no mobile phone provision.

We are aware of the RMH phone in the Ups Foyer that is for emergency use, but despite notices in the squash court alerting members to the phone, we are concerned that in a panic situation people will not see the notices and therefore know of its existence. Although we encourage players to attend with mobile phones, there isn't always a signal and it is provider dependent.

Thank you for looking into an approximate costing for us. I will now relay this to the committee.

I understand Nathan is aware of the situation and has talked with you today.

I had also asked Don if it might be possible to lay an internet cable at the same time as a phone line.

So might I able to ask you if this would be feasible and at what extra cost ?

With thanks,

Steve

Ups Club Squash Section Chairman

cc Helen, Don

cc Nathan Brown (Ups Club Chairman)

cc Squash Section Management Committee

From: Taylor, Helen [mailto:Helen.Taylor@rmh.nhs.uk]

Sent: 28 May 2010 10:19

To: Nathan Brown; Sketters on 1525Vista

Subject: FW: Ups Club Chairperson (Telephone Line - Squash Court)

I don't know anything about this - can you deal please?

Thanks

HT

From: Preston, Yvonne

Sent: 28 May 2010 10:14

To: Taylor, Helen

Subject: RE: Ups Club Chairperson (Telephone Line - Squash Court)

Hi Helen

Someone has requested that maybe it would be a good idea to have a telephone line in the Squash Court (cannot remember who). The approximate cost for this would be around a thousand pounds !!!

Yvonne

From: Taylor, Helen

Sent: 17 May 2010 15:00

To: Preston, Yvonne

Subject: Ups Club Chairperson

Yvonne,

I am happy to help out, and am still on onboard as Hall Bookings person, but Nathan Brown is the new Ups Club Chairperson, so anything to do with the club should be directed to him in the first instance. I know a lot of queries get you first, so hopefully this will help out.

Nathan.Brown@icr.ac.uk

thanks

Helen Taylor DCR(T) MSc

Superintendent Treatment Radiographer

Radiotherapy

Thread 1

-----Original Message-----
From: Chris Stott [mailto:Chris.Stott@icr.ac.uk]
Sent: 11 May 2010 09:25
To: Steve Edwards
Subject: RE: Phone Line / Squash Court / Reminder 08.05.10

Hi Steve,

I think you may find that the cable was just buried... not laid in a conduit.

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

>>> "Steve Edwards" <edwards@sketters.co.uk> 10/05/2010 22:17 >>>

Dear Chris,

Thanks very much for making these enquiries.

I agree with you on the cost issue, but just before we rule out the option completely, I'll talk to Don Taylor (of RMH Facilities) to find out if they left some pull through 'strings' in the channel they laid underground for resupplying the court with power when E & F Blocks were demolished.

I'll get back to you when I have more info,

Cheers, Steve

-----Original Message-----

From: Chris Stott [mailto:Chris.Stott@icr.ac.uk]

Sent: 10 May 2010 15:36

To: Steve Edwards

Subject: RE: Phone Line / Squash Court / Reminder 08.05.10

Hi Steve,

I just gave Crest a quick call re. this and they have confirmed that there is no feasible route from an existing point to install a line into the squash court building. If we wanted to pursue this work a cable would need to be laid from the court to the Downs Club which obviously would involve excavating a trench and also crossing paths etc. I would imagine this option would be prohibitive re. cost and also disruption.

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

>>> "Steve Edwards" <edwards@sketters.co.uk> 08/05/2010 13:33:48 >>>

Dear Chris,

In light of the recent injury, I thought I would just send through a quick

reminder for you as advised.

I hope all is well with you ?

Cheers, Steve

-----Original Message-----

From: Steve Edwards [mailto:edwards@sketters.co.uk]

Sent: 24 July 2009 11:20

To: 'Chris Stott'

Subject: RE: Phone Line / Squash Court

Dear Chris,

Thanks very much for this, I will let the rest of the committee know what's

happening.

Cheers,

Steve

-----Original Message-----

From: Chris Stott [mailto:Chris.Stott@icr.ac.uk]

Sent: 22 July 2009 14:33

To: Steve Edwards

Subject: RE: Phone Line / Squash Court

Hi Steve,

I have spoken to Crest and next time they are on site they will investigate the feasibility of this... mind you this is what they said over a year ago...... I will try to keep on top of this, please keep reminding me.

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

>>> "Steve Edwards" <edwards@sketters.co.uk> 21/07/2009 18:49 >>>

Dear Chris,

Very much appreciated.

Cheers,

Steve

-----Original Message-----

From: Chris Stott [mailto:Chris.Stott@icr.ac.uk]

Sent: 21 July 2009 18:45

To: edwards@sketters.co.uk

Subject: Re: Phone Line / Squash Court

Hi Steve,

I will chase up Crest and get back to you...

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

e-mail chris.stott@icr.ac.uk

>>> "Steve Edwards" <edwards@sketters.co.uk> 07/21/09 5:20 PM >>>

Dear Chris,

I hope all is well with you.

I was wondering if you might have a minute to discuss the phone provision we were looking at last year ?

Cheers,

Steve

From: Steve Edwards

To: Stott, Chris

Date: 03/04/2008 16:12:07

Subject: Re: phone

Dear Chris,

This is good news to be going on with. I'll report it to the AGM.

Thanks very much for all your efforts on this,

Cheers,

Steve

>>> Chris Stott 03/04/2008 09:44 >>>

Hi Steve,

I have spoken to Crest (ICR tel engineers) re. a phone line to the court and they seem to think it will be possible, next time they are in Sutton ICR they are going to look into it and report back feasability and cost...

if we do go ahead with it I guess Jeff Barley and ICR B & M will need to be informed and approve as will RMH Facilities if we go down that route.

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

From: Steve Edwards

To: Stott, Chris

Date: 02/04/2008 09:23:56

Subject: Re: Squash Section AGM & Phone Line in Court

Dear Chris,

Anything you can do phone wise would be most welcome. As long as someone (e.g. ICR/RMH) can be contacted then we have made our best efforts.

Cheers,

Steve

>>> Chris Stott 02/04/2008 09:17 >>>

Hi Steve,

Re. phone.... I'm sorry, I have completley forgotten about that... I will try to make some enquiries before the meeting and get back to you.. I guess it would need to be linked into whatever they have in the club/pool building which are either RMH or Sutton Hospital not ICR so not sure how we would proceed on that basis... thinking about it it would probably be difficult to get a cable over to the squash court unless it could be some sort of wireless set up...

Leave it with me....

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

>>> Steve Edwards 02/04/2008 09:08 >>>

Dear Chris,

No problem, I hope you're not rowing !!

Just whilst you're on the 'line' you had kindly offered at last year's AGM to investigate the installation of a phone in the court. Is there any news on this that I can report back on your behalf ?

Cheers,

Steve

>>> Chris Stott 02/04/2008 09:05 >>>

Hi Steve,

Please accept my apologies for the AGM, I will be in the middle of the Atlantic on the 24th.....

cheers Chris

Chris Stott

Assistant Project Manager

Planning & Development

The Institute of Cancer Research

APPENDIX 3 Maintenance & Misc. Costs – Full detail from Section 3ii)

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

· Air Con (Trembath TSC 15) - Details continued from AGM 2007-2008 [Summary from Archive & File \16c]

· 12.12.08: Later that day (1.00pm) I returned to check the temperature. Some people had played and the court temp had increased to +4.8C. I 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.

· 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: ‘Summer Mode’ 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, I said I was concerned it was fighting itself - heating and cooling.

· 27.04.09: Completed cleaning approx half of coil set. They were covered in paint dust after court painting (Martin Howe). Quite a lot of fine fluff as well. Used 1 sachet of Ultima Biological liquid in 2L of hot water. Sprayed on and tooth brush to clean out dirt. Sprayed down dirt with clean water, Water jet forces dirt down in between fins.

· 28.04.09: Completed cleaning of coil set from 27.04.09 (Steve)

· 28.04.09: Kevin of Tech Services kindly attended after my request to Dawn on phone 22.04.09 for a ‘new air con system’ meeting. For changing from ‘Winter - Summer Mode’, Kevin spoke to Dave on mobile and got advice on how to adjust the undercover thermostats - inside and outside. Kevin set both at +5C. Kevin then checked with Dave and was told that the digital readout does NOT do anything - just a readout ! This is disappointing as I was told the electric panel would do everything.

· 28.04.09: Half an hour after Kevin left I noted that the inside upper coils had iced up quite badly. The upper part is about 2/3rds of the total coil area.

· 01.05.09: Checked on inside upper coils again and very iced up. Switched off unit on exterior control panel.

· 01.05.09: Email to David Stewart and Dawn to report inside upper coils very iced up (1/2”) after Kevin switched to ‘Summer Mode’ on 28.04.09. Said I would call on Tues 05.05.09.

· 05.05.09: Called Dawn and reported problem verbally. Dawn said she would speak to Kevin and Dave and get back to me.

· 08.05.09 - 19.05.09: Lots more comms (see hard copy minutes for more details)

· 19.05.09: Rang Dave Douse on his mobile as advised. Told Dave that the system had now been down for over 2 weeks (01.05.09) since around when Kevin attended (28.04.09). I said that there was an urgency to remove the water vapour from the air - especially in wet weather. We had just had the court redecorated and we wanted to keep the walls as clean as possible. If they became wet they also became very dirty - picking up dirt from the floor. I said that wet walls in warmer weather were less likely, but it was preferable to minimise the likelihood. Dave kindly offered to provisionally schedule a visit on the morning of 21 May, with prior confirmation on 20 May.

· 20.05.09: Rang Dave as he suggested to discuss confirmation. Dave said that he could definitely make Thurs (21.05.09) in the afternoon, but to call him at 11:00hrs on 21.05.09.

· 21.05.09: After several further phone calls to Dave, Dave and Kevin kindly attended at 14:30hrs as promised. They opened up the unit (lower panel also). This revealed the ‘RETURN’ coils. These are the ones I’ve been calling the ‘inside coils’ as they can be seen from the inside of the court (ducting). Dave showed me where he had placed a new probe (connected to new manual thermostat) in the 2/3rds upper coil (believe this was 17.07.08). Dave said this was the ‘defrost’ thermostat and was adjusted reasonably well. However he re-adjusted it and I could hear the unit going into defrost mode. Dave called this ‘REVERSING’. When the unit goes into reversing mode, it heats up the coils and therefore stops ice forming. Thanked Dave for adjusting it and I said I would keep an eye on it.

Went inside and Dave said that the air was slightly warm and that this was a good sign. He said that the unit shouldn’t be sending out completely cold air as this was bad for it. I said that in previous years the unit did pump out quite cold air and we hoped to get the court down to around 15C if possible.

Told Dave and Kevin that I had been assured that the electronic box would do away with the manual controls and would be all ‘SOLID STATE’ and it would simply be a matter of selecting a single temperature on the digital controller and the unit would do the rest - i.e. a bit like the modern Mitsubishi units we were currently discussing. There was a limited acknowledgement by Dave and Kevin.

I said that we needed the current TSC15 to work this summer and next winter as we needed time to raise the money for the new Mitsubishi system (as VAT being asked was crippling the deal). The remainder of the visit was spent discussing the new Mitsubishi system - entry elsewhere in minutes. Thanked Dave and Kevin for their visit and they left at around 15:30hrs.

· 22.05.09: Checked (Fri 12:00hrs) air con after previous day’s visit by Dave and Kevin. Court was very warm (17.8C) despite it being quite a mild day. The air coming from the outlet grille was quite warm and I think it should have been colder. The unit was clicking and whooshing a lot, so I decided to time the events.

Approx 50 sec of continuous operation, then think it was going into the ‘reversing cycle’ (defrosting) for about 7 sec as explained by Dave and Kevin on 21.05.09. Checked outside fan, and this mirrored the cycling and reversing cycle timing. Reversing was happening too often and this might have accounted for the court being so warm.

· 25.05.09: Attended court and unit was pumping out hot air - temp was 21C.

· 26.05.09: Email to David and Dawn at head office to report the ‘reversing cycle’ problem. Said I would call them later - but didn’t manage to call until 01.06.09.

· 01.06.09: Modified prongs on TSC15 air filter holder to allow it to sit better in housing and cleaned air filter (Steve).

· 01.06.09: Called office at 09:50hrs. Reported the fault that was reported by email. David said that 50 sec and 7 sec reversing was too frequent. He said he would get someone to come and take a look at it. I asked if he would let me know when this might be, so that I could be there to find out what was going on. Dave agreed. Thanked him.

· 12.06.09: Rang head office. Kevin answered. He hadn’t been told about the problem I reported by phone to David on 01.06.09 (email 26.05.09). I explained the problem with the ‘quick’ reversing cycle. I asked if this was bad for the compressor/unit. Kevin said this was “not ideal”. Kevin said he would speak to Dave about the problem. Thanked Kevin for his help.

· 16.06.09: Attended court and unit was still ‘reversing’ every 80 seconds for approx 10sec. So appeared as if Dave & Kevin had not attended.

· 17.06.09: Rang head office. Answer went through to Kevin’s Mobile. Kevin said he was the McElwain attending a problem. He offered to meet up at the squash court at 10:00 hrs.

- Went to meet Kevin as agreed. No sign of Kevin at 10:15 hrs so rang Dawn in HQ. At 10:20 hrs, Dave appeared. Explained the reversing (defrost) problem following last visit 21.05.09.

- Dave adjusted the ‘Inside’ coil thermostat, left-most, and he moved it to a warmer temp - just above 0°C. See photo opposite.

- The ‘Outside’ thermostat was set to approx 10°C - see photo opposite.

- Unit seemed to behave a lot better after the adjustment, and did not switch to reversing (or defrost) mode in the time we stood there.

- Asked Dave what the electronic controller did, as it was not clear to me what it did.

- Dave said that the controller managed the upper temperatures, e.g.

SP1 - this controlled the temperature that the unit switched OFF in Summer Mode.

SP2 - this controlled the temperature that the unit switched OFF in heating mode (assume this is Winter Mode !).

- When Dave checked the SP1 setting he found it to be set at +5°C. He said this was far too low. I said I thought it had been set at the first ‘summer mode’ change of 28 April 2009. In fact Kevin had seen it was +5°C on that April 2009 visit. It was actually set/checked by Will Morham (03.11.08) - see AGM Minutes 2008 (18a AGM Minutes 2008.doc) for details.

- Dave said it appeared as if the court temperature was 26C according the readout. I said this must be wrong as I had checked the temp and it was around 18C. Double checked and 18.3C. Dave said he would need to use the CALIBRATE (CA1) function - see entry 15.11.09 for how to get to CA1. He found it and set it to -8°C. This effectively made the temp readout 18°C.

- I said the preferred summer temp was around 15C. He said that the TSC would probably not manage this and suggested the temperature should be 17C. He set SP1 to 17°C, and I agreed with this.

- Left unit running. Dave said he was around and could also kindly check on things.

- Dave asked if I had received the quote for £6000 - see entry for ‘New Mitsubishi Air Con / Dehumidifier Unit’ referenced by date 17.06.09.

· 18.06.09: Attended court & temp was 20.3C. There was no cold air coming from the duct and the fan seemed to be ‘idle’ mode - pumping slowly ! Opened electronic control panel and the readout showed 14C. This seemed very wrong, as Dave had set the SP1 OFF to 17C on 17.06.09, I assumed that the unit had switched itself OFF, as it thought it was cold enough. Set SP1 to 10°C. This brought the unit to life and it started cooling. Very shortly after the blowers started, the readout from the panel climbed quickly and steadied on 17°C. This is strange and needs reporting. Left unit running.

· 19.06.09: Temperature on RS digital thermometer (probe on back wall) was back to 17.3C. So it appears as if the reset conducted on 18.06.09 has helped get the unit working again.

· 14.10.09: ‘Winter Mode’ Phoned Tech Services, Dave Douse kindly agreed to switch the unit to ‘Winter Mode’. I offered to be there but he said there was no need.

· 17.10.09: B&Q flash band mastic tape to external TSC15 air con inlet (Steve).

· 06.11.09: Phoned Tech Services and spoke with Dawn. Dawn kindly offered to speak with Dave or Kev to arrange something and get back to me. No reply.

· 12.11.09: Phoned again and spoke with David Stewart. Told David that we needed Dave or Kev as they were the only ones who understood the system. Also advised a key was needed for the setting and that I could switch mode in lieu of attendance. He kindly said he would make arrangements.

· 13.11.09: Decided to start changes myself. Turned unit OFF and switched ‘key switch’ from Summer to Winter. Switched On again, but defrost cycle came on too often (approx every 10s), so decided to switch OFF and leave for time-being. Set manual timing clock to correct GMT time.

· 15.11.09: Went back to try to alter thermostats and electronic SP settings. Set parameters as in Table below.

Accessed CA1 (Calibration) use keypad and hit [Set] for 5s. Use [arrows] to find [di5] (display) and toggle to [CA1]. Choose by hitting [Set] again. Adjust as required.

Summer Mode		Winter Mode
From	To	From	To	After Dave*
		13-15 November 2009		Winter Vals
		SP1 10°C	SP1 8°C	SP1 8°C
		SP2 30°C	Unaltered 30°C	Unaltered 30°C
		Inside (rev/defrost) Therm 0°C	Unaltered 0°C	Unaltered 0°C
		Outside (Right Therm) +10°C	0°C	-5°C
		CA1 -8°C	-2°C	-2°C
		Controller temp reading	At 11°C	At 7°C
		Court ambient measured	At 11°C	At 15°C
* - Dave Douse attended on 08.12.09. Readings checked 09.12.09 - Steve
05 June 2010	Summer Vals
SP1 8°C	SP1 10°C
SP2 30°C	Unaltered 30°C
[CA1] -2°C	[CA1] -8°C
Inside (rev/defrost) Therm 0°C	Unaltered 0°C
Outside (Right Therm) -5°C	+10°C
		23 October 2010
		SP1 10°C	SP1 8°C
		SP2 30°C	Unaltered 30°C
		[CA1] -8°C	[CA1] -2°C
		Inside (rev/defrost) Therm 0°C	Unaltered 0°C
		Outside (Right Therm) +10°C	-5°C
		Controller temp reading	Not Measured
		Court ambient measured	13.5 - 13.9°C
12 April 2011	Summer Vals
SP1 8°C	SP1 10°C
SP2 30°C	Unaltered 30°C
[CA1] -2°C	Left at -2°C **
Inside (rev/defrost) Therm 0°C	Unaltered 0°C
Outside (Right Therm) -5°C	+10°C
** When I tried to set [CA1] to -8°C the unit switched itself OFF, so I left it at -2°C for the time being. Maybe not hot enough on this day ?

Left Unit running - cold air coming from fan which meant that hot air circulating to court (verified later from inside). Reverse cycle was coming on every 2 mins after reducing the outside coil temp from 10 to 0°C. Fiddling with the electric controller SP1 and SP2 settings didn’t do anything. The lights on the out1 and out2 seemed to do their own things. Hopefully Dave and Kev will explain. CA1 adjusted to -2, this allowed temp to match the court digital thermometer which was 11°C

· 16.11.09: Phoned Tech again, Dawn assured me that she had reminded Dave and Kev about the mode change request. Kevin on annual leave at the moment, but would attend later in the week.

· 25.11.09: Phoned Tech again, Dawn said she would leave a message and I said that I needed to speak with Dave or Kevin please.

· 27.11.09: Call from Dawn on my mobile - Dave Douse was on site. As there had been no prior notification, I apologised for not being able to see him as I had another engagement.

· 30.11.09: Rang the office and spoke to Kevin who wasn’t aware of the mode change request, but said that Dave Douse was scheduled onsite today and would ring me. I said I was available on my mobile - however no call received.

· 01.12.09: Court temp 7.5°C. Unit still reversing every minute or so - suspect Dave has not changed anything.

· 02.12.09: Phoned tech, Dawn confirmed that Dave was onsite on 27.11.09, but not sure if he attended and adjusted TSC15 as requested. Told Dawn that unit was reversing worryingly frequently. Dawn said she would speak to Dave and get back to me.

· 04.12.09: Phoned tech again, Dawn said no news. I said things were getting quite urgent - again main concern is reversing every minute problem. Asked if anyone was upset with me - answer was no. I said I was asking as it had been over a month since I first reported the issue. Dawn said she would speak to Dave and get back to me. She did and apologised that in fact Dave had not been to the unit as advised. Dawn said that Dave would attend on Tues 8^th Dec at 08:00 hrs.

· 07.12.09: Called Dawn to confirm Tues arrangement. She said that she had not heard anything to the contrary and so to assume Dave was still coming at 08:00 hrs. Thanked Dawn. Call from Dawn at 16:00 to say Dave would not be coming at 08:00 as he had another more urgent job to attend to first. Dawn unable to say when Dave could attend.

· 08.12.09: 13:30hrs. Met Kevin & Dave, they had already been in the unit and adjusted it. Said it was all OK now. Dave advised best to wait until it got really cold !. Thanked him and he said that ‘reversing’ was fixed. I asked about 2KW heater and Dave said it was working. I went inside with Kevin and I was sceptical that the 2KW heater was working as very minimal heat coming out. But it was 12.5°C in the court. Also concerned about air flow being low and mentioned this to Kevin. Advised Dave and Kev that we were still planning for a new unit but that we wanted the current TSC15 unit to last until Summer 2010. Also said that I was worried that I had upset them over the buying schedule, but they said this was the case. Shook hands and said thanks again.

· 09.12.09: Checked setting conducted by Dave 08.12.09 and recorded in Table above. Reversing is not happening now as it did before the change. Only difference is right thermostat changed from 0°C to -5°C by Dave.

· 09.12.09: Sent an email to Dawn to offer paying for Dave and Kev’s visit. No answer received.

· 00.12.09: Noticed that during the cold spell after Dave and Kevin’s visit of 08.12.09 that unit was reversing too quickly again and not much heat coming from duct as expected. This was quite a cold spell, but I did expect to feel some heat coming through.

· 18.12.09: This was a snowy day. Called (10:00hrs) the office & call went through directly to Dave Douse's home in T. Wells. Told Dave about the reversing problem and the lack of heat coming through. He said that the lack of heat was to be expected in these cold conditions. He said that the abnormal reversing frequency would not damage the system. I asked if the 2KW heater was working - he was unsure. Thanked Dave for his advice. Need to ring again in the NY.

· 14.01.10: Email to David & Dawn. Wish you both a Happy New Year and to report a fault with our TSC15 squash dehumidifier. Noticed today that the inside court coils were iced up horribly similar to April/May 2009 (upper 2/3rds). Expressed my previous concern about performance before Christmas and now new concern that perhaps there is a new fault.

Switched OFF unit at inside consumer panel.

· 15.01.10: Called office at 10:10hrs. Reported fault to Kevin and said I was concerned the system was faulty - possibly because of reversing problem - also worried that 2KW heater isn’t working. Kevin kindly offered to send out one of his boys next week. Failing that the week after. Thanked Kevin.

· No further comms with Tech, and no further attention to TSC15.

· 05.06.10: ‘Summer Mode’ Switched TSC from ‘Winter’ to ‘Summer mode’. Recorded in Table above (and see hard copy minutes for more details).

· No further attention to TSC15.

· 23.10.10: ‘Winter Mode’ Switched TSC from ‘Summer’ to ‘Winter mode’. Recorded in Table above (and see hard copy minutes for more details).

· 23.10.10: Cleaned all TSC15 coils (Steve). usual method using RBS (similar to Decon 90) diluted solution. removed as much dust as possible from coils with toothbrush first. Squirting warm RBS at coils to displace dirt. Rinsed coils with tap water. Left running fine.

[Outside reporting period]

· 25.01.11: Cleaned air filter. Noticed that Upper Inner coils were completely frozen so switched the unit off at the MCB (Steve). Informed officers.

The total bill for air con costs for the 2 years 2009 & 2010 year was £0.00

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

28.04.09: Switched unit into ‘Summer Mode’ (Kevin Tech Services) - subsequent problems listed above].

13.11.09: Delayed switched from Summer to Winter Mode (Steve) - see above

05.06.10 Switched from Winter to Summer Mode (Steve)

23.10.10 Switched from Summer to Winter Mode (Steve)

[Outside reporting period]

12.04.11 Switched from Winter to Summer Mode.

· New Air Con / Dehumidifier discussions with Tech Services first started in 2006.

Summary to date in AGM Minutes 2008 - Appendix 3 click for access

· 19.07.06 - 22.04.09: Details in former minutes - click for access

· 27.04.09: Scanned the two PDF’s.

[03a Mitsubishi Ecolution FDC Inverter Multi Systems Rec 130309 Scanned 270409.pdf]

[03b Mitsubishi Ecolution Wall Mounted Inverter System Rec 130309 Scanned 270409.pdf]

· 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 need a report. Asking Kevin if he is willing to chip in with info as needed. No reply.

· 21.05.09: Dave and Kevin kindly attended at 14:30hrs for the ‘summer mode’ problem (see Note 3). We had a long discussion on the proposed new Mitsubishi system. I attempted to sow the seed of the idea of a discount on the new system - particularly as we had so much trouble with the electronic panel fitted in Jan 2007 (see Note 3 entry for 21.05.09) - i.e. unit wasn’t ‘fit for purpose’.

I said that we had to factor in that the electronic control box wasn’t doing what it was supposed to - this meant that Tech Services were constantly having to come out (all winter/summer switch overs) plus it was very time consuming for me. Basically we were all wasting a lot of time on this matter.

However I told Dave and Kevin that we needed the current TSC15 to work this summer and next winter as this would give us time to raise the money for the new Mitsubishi system. I said that Kevin had kindly quoted £5800 for the units (now 2 inside and 2 outside for the same price - verbal agreement) and £500 for the stainless steel blower grille. This price of approx £6300 was exclusive of VAT (£945). I said it was the VAT that was ‘crucifying’ us. I said that we had recently had a surprise with the court painting and the VAT had not been mentioned and was a shock. I said that the committee was aware of the current quote and that we were about to raise our charges from £1.50 to £2.50 in order to generate more money for our reserves as the £7245 would deplete the current resources considerably. So repeated that we were being crippled by VAT and that I would like to be able to tell the committee that we could get the whole system for £6000 all in. I said I thought the committee might sanction the system for this price if it included VAT. I said I was open to any ideas that could save us money. I said it was my duty to try to get the best deal for our members as we only made a very modest amount of money every year (approx £1000 per annum).

Dave said that he would think about ways to cut the costs if we didn’t need such a high spec job. I was a bit worried about lowering the standard compared to the quote and agreement with Kevin on his visit (28.04.09). But the suggestion wasn’t too bad and was two fold:

- maybe use steel instead of stainless steel for the protection grille

- maybe mount the external units on the side wall instead of in the corner near the entrance.

This would mean that less plumbing and fitting cost would be less.

We looked at the side wall mounting option (Photo taken 02.06.09) and I said we had to be careful of vans or buses. Dave thought the concrete panels would be strong enough for mounting.

Dave said to “leave it with me” - implying he would go away and think about the figures. We shook hands and I thanked them both for their kind visit.

· 17.06.09: Dave and Kevin attended for a ‘reversing’ thermostat problem (first noted 22.05.09 and reported by email to HQ 26.05.09). Leftmost thermostat adjusted to a little warmer ~ 0°C. SP1 & SP2 explanation. SP1 too low and changed from 5 to 17°C. After they had dealt with the problem, Dave asked if I had received the quote. I said no. He said they had managed to get the cost to £6000 as discussed on 21.05.09 visit. I thanked them and suggested it had possibly gone to the wrong address (as had happened for original quote). They suggested I speak to Dawn. I agreed and thanked them again (said I was thinking of pestering them in about a week’s time as I had heard nothing !!). I suggested they emailed info as PDFs in the future, this seemed acceptable.

· 23.06.09: As nothing received from Dave and Kevin, called Dawn in head office. Dawn said she would look into the quote mentioned by both on 17.06.09 - said she would call me back. No call back.

· 24.06.09: As there was no call back, decided to email Dawn address for correspondence and suggestion to email quote if possible.

· 24.06.09: Email quote from Kevin [icr squash ct three 2009.doc] - total cost of job is now £6000 incl of VAT as discussed on 17.06.09. Renamed and saved as [04 New Air Con Mitsubishi Quote Oct 2008 on] [08b icr squash ct three 2009 updated quote 24.06.09.doc]. Thanked Kevin by email (24.06.09) and said would await views from committee after circulating the new quote.

· 23.09.09: Don Taylor of RMH kindly organised some quotes. Constant Cooling & OAC (OROSTREAM AIR CONDITIONING LTD). These extra quotes were in the business plan presented to the committee.

· 23.10.09: Updated the Business Plan [09 Squash_Court_Air_Conditioning_Business_Plan.pdf]

[Outside reporting period]

· 05.04.11: Email asking for a chat about New Mitsubishi system. We want to get paperwork ready for forthcoming AGM (12.05.11)

· Ventaxia Fan Controller Burning: Replacement Fan and Controller Sought from AMP Electrical

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

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

· 16.03.09: Emailed Gary Marchant again to ask if was still interested in conducting the fan repair. No answer.

· 19.03.09: Called Paul in office. He was aware of my 16.03.09 email and we spoke of a tower or scaffold provision. Told Paul that I had spoken to Martin Howe (painting contractor - starting 06.04.09) and that he was happy for Gary to use his tower when convenient. Asked Paul to kindly confirm quote.

· 19.03.09: Email from Paul with kind re-confirmation of quote provided in 2008. Confirmation that work could start 06.04.09 at convenient time.

· 20.03.09: Replied to Paul’s kind email and confirmed arrangements. Asked for confirmation of PANEL FAN S12/PL. Asked for more info on frame modification and its weatherproofing. Suggested that final scheduling could be agreed later - particularly revolving around Martin Howe. PDF of Panel Fan spec and FLOW RATE at [01c Ventaxia S12-PL STDPANEL-info.pdf] in squash archive.

· 26.03.09: No reply from Paul on the proposed model of fan and frame details, sent him a reminder email.

· 26.03.09: Reply from Paul, said he was in the process of confirming details with Gary (but on A/L).

· 31.03.09: Called Paul to re-enquire. He said that Gary was the person to talk to and that he would ask Gary to phone me. No call from Gary !

· 06.04.09: As no comms received from AMP, called office and spoke with lady (possibly Charlotte) - said that Gary was free on Tues Wed Thurs 07,08,09, and that Gary would phone me.

· 06.04.09: Call from Gary to say he could make Thursday 9^th of April. Gary confirmed that fan was S12/PL Panel and that frame would be weatherproofed.

· 06.04.09: Spoke with Charlotte and she Gary could now make Wed 8^th April - late morning.

· 08.04.09: Gary and friends arrived at 11.15hrs (photos in squash archive). Asked if he was OK - not particularly talkative. Borrowed Martin Howe’s tower.

· 08.04.09: Charlotte asked for the billing address for the invoice.

· 08.04.09: Emailed Charlotte home address and asked if we could pay by BACS

· 08.04.09: Email from Charlotte giving bank details

· 08.04.09: 17:00hrs went back and Martin said that “fan was all done”. We noted that the new controller wasn’t there - just the ‘old’ control box. Martin advised that we need bi-directional ability.

[Note post entry - the fan is bi-directional, just the existing wiring does not allow this function - see entry 09.04.09].

· 09.04.09: Thanked Charlotte by email for bank details and asked if I could talk to Gary about the ‘missing controller’.

· 09.04.09: Called office and spoke to Paul. He said he would investigate the controller matter.

· 09.04.09: Call from Gary to say fan controller had been fitted. Gary apologised for any confusion and said that he had fitted it in the old grey box. His reason was that he “assumed it should not be tampered with”. Gary confirmed that the fan he has fitted is bi-directional. However to operate in the intake mode would require additional wiring as the existing wiring only expelled air. Thanked Gary for his work.

· 09.04.09: Received invoice (7709) for parts and works conducted. £856.69 + £149.92 (VAT). Total £1006.61.

· 09.04.09: Email to Paul/Charlotte to say thank you for Gary explaining controller. Asking for a re-issue of invoice with fan model specified as I had nothing in writing about which model was actually fitted.

· 09.04.09: Email reply from Charlotte to say a revision would be sent out.

· 18.04.09: Revised invoice received with Ventaxia model S12PL specified. W362230 controller specified.

· 20.04.09: Started BACS payment from A&L online commercial club bank account. Quite a few problems as officer’s passwords gave problems. Full details in [01 Log File of Administration of A&L Online Banking.xls]

· 21.04.09: Thanked Charlotte for revised invoice. Said that I had setup a BACS payment.

· 27.04.09: Email from Paul to ask for confirmation of payment.

· 27.04.09: Sent Paul a letter in response cc Jon and Mark [AMP Electrical Contractors & Eng Ltd 02 270409.pdf]. Saying that BACS was setup and asking for a receipt when transaction complete.

· 27.04.09: New BACS payment for £1006.61 setup by Mark because first transaction was timed out. Logged in [08 20 Martin Howe & AMP A&L Transactions April 2009.ppt]. Jon authorised the payment. Scheduled for 29.04.09.

· 29.04.09: More dealings on BACS payment. Payment went through. Recorded in [10 AMP Electrical A&L Transactions Record 29 April 2009.ppt]

· 05.05.09: Received receipt from Paul. Scanned to [11 AMP Electrical Receipt Rec 050509 Scanned 050509.pdf] in squash archive.

· 05.05.09: Email to Paul (cc Squash Committee) to say thank you for the receipt and to pass on thanks to Gary. [Note post entry - I think I forgot to put Paul in the recipient list - discovered 15.05.09. So resent on 15.05.09]

· 15.05.09: Re-sent email of 05.05.09 to Paul with apologies.

· 20.05.09: Final comms with Paul - advising that they were on hand if we wanted any further works.

· New Ventaxia Fan Breakdown and Subsequent Replacement

· 08.05.10: Emailed Paul Buchan to say suspect that new fan fitted on 08.04.09 had stopped turning.

· 11.05.10: Spoke to Paul and he said that Gary Marchant had inspected fan. Fan is at fault and now looking at warranty.

· 13.05.10: Confirmation received that warranty is 2 years.

· 14.05.10: Copied squash committee in on matter.

Two possible fixes: Wait until September for direct replacement, or Gary to source an alternative.

· 26.05.10: Requested an update on matter to Paul.

· 28.05.10: Paul said Gary dealing with matter - apology for delay. Gary will ring me next week.

· 01.06.10: Call from Paul to say Gary has kindly sourced a direct replacement.

· 02.06.10: Email to Paul to say thankyou and waiting for more news - copied to squash committee.

· 08.06.10: Email from Paul to say provisional installation on 15.06.10.

· 09.06.10: Agreed on date.

· 10.06.10: Paul sent Gary confirmation of date and Steve’s contact details.

· 10.06.10: Making arrangements with committee for repair visit. Confirming with Gary also.

· 15.06.10: Replacement fan fitted TL12PL

· 15.06.10: Emailed Gary to ask if new unit was bi-directional as per original.

· 17.06.10: Voicemail from Gary saying “new fan may not be bi-directional and that it has three potential speed settings and that it was set at max”. Emailed Gary to ask for clarification. No comms received.

· 24.06.10: Invoice received asking for payment. Total cited was £295, (scaffold tower and 2 men 5 hours) but reduced and asking for contribution towards works = £117.50.

· 29.06.10: Emailed Paul & Gary to say we were surprised we were being charged.

No mention of charges during replacement discussions. Invoice states replacement pan is TL12PL and asking if this is the same spec as original S12PL with regard to bi-directionality.

· 30.06.10: Long email back from Gary saying “labour costs” not covered in warranty.

Identical performance - possibly higher spec. Confirmed that fan is controlled differently but is bi-directional.

· 04.07.10: Reply to Gary copy committee. Recommending that committee sanction repairs cost based on “contribution towards costs”.

· 15.07.10: Committee happy with payment. Advised Paul accordingly. I asked about warranty on new fan. Given link [http://www.vent-axia.com/help/guarantees].

· 20.07.10: I emailed Paul to say I understood warranty would be 2 years on new fan.

· 21.07.10: BACS setup on 20.07.10 (Steve), authorised payment of £117.50 by Jon on 21.07.10

· 04.08.10: Emailed a letter to Paul confirming our payment, stating that we expected a 2 year warranty and thanking AMP for their works.

· 05.08.10: Confirmation from Paul that warranty is 2 years. Thanking us for payment.

· 07.08.10: Acknowledged (Steve)

Full details at: http://theupsclub.co.uk/upsdowns/_sq_vgm_141108_ventaxia_fan.htm

Ventaxia installation charge £1006.61

Ventaxia replacement - payment was logged as ‘contribution towards repairs’ £117.50

The total bill for fan costs for the 2 years 2009 & 2010 year was £1124.11

· Court Refurbishment: Front wall stripped: Complete Paint & Refurbish.

Martin Howe (Ashley Services)

· 09.07.08: Started looking for companies to completely strip back the front wall to concrete and to paint the whole court. The last time it fully painted was by Ted Maybank (Mayfields Court Repairs) in 1994. The front wall has been painted many times subsequently by member working parties.

Details of quotes at http://theupsclub.co.uk/upsdowns/_sq_vgm_090708.htm

· 10.07.08: First comms with Martin Howe. Asked him how he stripped wall back to concrete, which led to discussions about ‘armour coat’ plaster

· 00.07.08: Comms stopped for a while as other matters pending

· 19.02.09: Re-instigated matter with committee and apology for neglect.

Committee consensus on Martin Howe

· 20.02.09: Comms with Martin regarding inspection and possible works to start in second week of April

· 03.03.09: Check with Martin on progress

· 03.03.09: Martin said his men would visit on 04.03.09

· 04.03.09: Met with Ashley and his friend. Proposed works to start 06-10 April. Front wall stripping discussed. I said that we didn’t want floor sanded.

· 05.03.09: Emailed Martin to confirm what was discussed on visit

· 16.03.09: Phone call and then email to Martin. Confirmed start date of 06.04.09. Advised committee.

· 06.04.09: Martin came. He started stripping front wall back to concrete. However later in day he said it was too hard and said he was giving up having done 2 of the 5 panels. He convinced me that he would still be able to do a good job and stop the paint flaking off in the future.

· 08.04.09: Martin said that he needed to sand the floor because he had made a bit of a mess of it. I agreed but said it wasn’t part of the original deal.

· 18.04.09: Bill received. Quite a surprise requesting £3740 + £561 VAT. Total £4301.00

· 20.04.09: Queried bill by email as it was much more than expected

· 21.04.09: Heated email back from Martin

· 22.04.09: Offer to Martin to speak on phone. This was accepted

· 23.04.09: Martin called and was apologetic about the tone of his email

Record in squash archive [16d Phone Chat with Martin about Charges 23.04.09.xls]

We negotiated and came to a mutually agreeable price of £3300 + VAT. Total £3795.00

Further details recorded at http://theupsclub.co.uk/upsdowns/_sq_vgm_260409.htm

· 25.04.09: Revised invoice received by post

· 29.04.09: Test payment of £100 by BACS

· 08.05.09: Main payment of £3695 created by Steve BACS. Authorised Jon

· 12.05.09: Transaction of £3695 completed

· 14.05.09: Message from Martin saying money has banked successfully “and to appoligize for my unprofessionlisam in dealing with the misunderstandings we had just like to add what a pleasure it was dealing with you and to thank you for your understanding and help on everything”

· 18.05.09: Wrote back and said “No worries about the misunderstandings - they’re all forgotten about”.

Also enquired about a court fluorescent unit that wasn’t working

“If you recall one tube had to be left out because you diagnosed the fitting as being faulty. This was not necessarily a problem at the time, but that twin unit as well as two other twin units have become extremely slow in firing up. On occasion the light switch has to be flicked to see if it can help ‘fire’ up the tubes. This is a bit of a pain as there has never been any problems in the last 10 years with the units. I was wondering if it might be something to do with the tubes that you kindly replaced as part of the light service. Do you think there’s something different about them - any advice you could give would be most appreciated ?”

· 21.05.09: Martin wrote back and said he thought capacitors were broken and suspected obsolete.

Theory that the thinner tubes he had put in were causing the capacitors to break.

· 29.05.09: Call from Martin, but I was out

· 04.06.09: Called Martin, he was adamant that the tubes he had put in were fine (City Electrical supplied). Martin did concede that perhaps the “current capacitors might not be up to the job of firing the new style ‘thinner’ tubes”. Asked Martin for a quote for completely new units.

· 04.06.09: Quote from Martin total subject to VAT for lights is £1500

Based on 6 x double light units supplied & fitted with front reflectors wire guards all sport england spec fitted with 2 x 70w high freq tubes which are cheaper to run we require 1 day to fit & will put a 12 month guarantee with this they should last at least 5 yrs without problem apart from tube change which is best to do every 12 Months.

· 09.06.09: Thanked Martin for quote and circulated to committee. Did not progress this quote.

All light units were changed in March 2010 by Phil White of TASK (see below)

The total bill for court repairs and painting costs for the 2 years 2009 & 2010 year was £3795.00

· Roof Repairs: Minor leak problems since 2002. Repairs by Romfords Insulations Ltd

· 14.07.09: Emailed committee with quotes for repairs

· Full details at : http://theupsclub.co.uk/upsdowns/_sq_vgm_140709.htm

· 15.08.09: Works conducted by Alex - Romfords Insulations Ltd. Aquapol and flashband. Photos via link above.

· 20.08.09: Rang Ray Cartey at Romford to thank him for works.. Not there but he rang back later and I thanked him. Copied Jim Marling (Divisional Manager) and my contact for several years, as Romfords did out Asbestos Report.

· 24.08.09: Invoice received for £690. Paid by BACS

· 25.09.09: Payment confirmation received by post and scanned to archive.

· 03.11.09: Inspected court after torrential rain & heavy rains on weekend. No problems (Steve)

· 13.11.09: Inspected court after torrential rain & heavy rains on weekend. No problems (Steve)

The total bill for roof repair costs for the 2 years 2009 & 2010 year was £690.00

· New Coin Meter: Problems with EDR Muller unit in 2010.

New Meter Supplied by Leisure Controls International (LCI)

· 03.11.09: Comms and checks - sent EDR Muller meter to Chris Yard of LCI for assessment of conversion and upgrading

· 03.11.09: Call from Chris yard to say our meter can’t be upgraded. Started talks about buying a Wyvern 2000.

· Quotes and details at http://theupsclub.co.uk/upsdowns/_sq_vgm_100810.htm

· 05.10.10: Ordered Wyvern 2000 RS + PC + MP 7KVA / Order 004270.

Paid by Steve by credit card £340.76

· 19.10.10: Received Wyvern 2000

· 23.10.10: Decommissioned EDR Muller that has been in operation since 1998 (smaller version). Made notes on wiring

· 31.10.10: Installed Wyvern 2000 in place of old meter. Had reprogrammed it at home.

· 00.10.10: Working fine. Just real time clock loses time. Agreed with Chris Yard that this can be fixed on warranty. Subsequent CD Software issue also agreed by Chris will be fixed.

[Outside reporting period]

· 10.02.11: Re-imburse cheque from Jon Gear for £340.76.

The total bill for coin meter costs for the 2 years 2009 & 2010 year was £340.76

· New Lighting (Fluorescent) for Court: Tubes for exiting lights unavailable.

· 17.06.09: Noted that 5 of the 11 fluorescent tubes that Martin Howe had fitted in April 2009 failed to fire up.

· 28.07.09: Advised committee that some of the ‘mis-firing’ tubes fitted by Martin Howe (Ashley Services - Court Painting) in April 2009.

http://theupsclub.co.uk/upsdowns/_sq_newsletter_28_07_2009.htm#squash_lights

· 00.10.09: Comms with Apollo Lighting, but committee thought their quote of £1380 incl VAT just for fittings was too expensive.

· 24.02.10: Met with Phil White of TASK Concepts. Wanted him to take a look as he did some good work for us in the past (Quartzray Circuit fix Dec 2006) on recommendation.

· 24.02.10: Quote received £1630 +VAT = £1915.25

· 00.02.10: Committee consensus sough: http://theupsclub.co.uk/upsdowns/_sq_vgm_280210.htm

· 04.03.10: Advised Phil that committee has approved works.

· 16.03.10: Works completed at court

· 18.03.10: Advised Phil that 2 inspection A4 sheets left behind.

· 18.03.10: Received invoice for works = £1915.25. Also received 2 NICEIC Certificates for the works. kept in squash archive.

· 21.03.10: Set up BACS payment and authorised by Jon Gear

· 22.03.10: Emailed letter to Phil to advise of payment

· 24.03.10: Kind email acknowledgement of payment from Ann White

· 30.03.10: Advised Phil by email that there was an issue with one of the units - single tube flashing.

· 30.03.10: Reply from Phil saying he will replace entire unit not just tube.

· 31.03.10: Advised that unit failure is very rare - asked if we have a tower ?

· 01.04.10: Advised Phil that Chris Stott might be able to help with a tower

· 07.04.10: Mark Sydenham kindly took over organising the visit

· 08.04.10: New unit fitted and advised by Phil

· 09.04.10: Thank you sent out by Mark - no charge for fix

The total bill for fluorescent lighting costs for the 2 years 2009 & 2010 year was £1915.25

· General Works & Working Party

(i) New Thermometer fitted 24.01.2009. Cost £38.52 (RS Components). Reclaim cheque received 30.04.09

Drilled hole through back wall.

(ii) Security Light Near Court

Reported that light was not working to Don Taylor of RMH Facilities February 2009

(iii) EDR Coin Light Meter

00.03.10: Report of coins not working. Checked and found coin mechanism screws loose

Realigned and re-assembled, tested and OK.

00.06.10: Report from Jon that coins not working again. Mechanism was mis-aligned.

Repeated March 2010 fix above.

04.07.10: Re-inserted screw that couldn’t be set in March 2010. Loctite to all threads. Tested with £1 and 20p coins. All OK.

10.08.10: Email to squash committee to say coin meter playing up again. Unreliable and difficult to reset. Put on over-ride and suggested buying a new one.

Documented in VGM: http://theupsclub.co.uk/upsdowns/_sq_vgm_100810.htm

23.10.10: Removed EDR Muller meter that has been in operation since 1998 (smaller of the 2 versions we had).

(iv) Court wooden floor swept at regular intervals (approx 2 weekly).

15.07.09: Kind help from Carol Marlow to sweep floor.

(v) Miscellaneous

10.04.09: Cleaned foyer and waxed floor subsequent to court repainting. Cost £12.48 reclaim cheque rec 30.04.09.

24.04.09: Fitted ‘Mat Grip’ (Dyas JVL Rug-Safe) to foot mat to stop it sliding around. Cost not reclaimed.

27.04.09: Hoovered play surface as there was still a lot of sawdust around after the sanding conducted by Martin Howe (Steve)

27.04.09: Scalpeled off excess filler from front wall - left by Martin Howe 27.04.12 (Steve)

01.05.09: Cleaned squash door ‘spy hole’ - dirty from refurbs works

New League Rules board put up[Lrules2009.doc]

New ball speed chart put up

14.05.09: Polished squash door ‘spy hole’ with ‘pledge’

25.05.09: Repairing main door ‘lock plate’. Packed out with some wood for retaining screws.

Thread lock added to screws that retain KeyLex digital entry lock to stop working loose all the time

01.06.09: Changed dip switches on light meter for price increase. £1 for 20 mins, 20p for 4 mins (previously £1 for 40 mins and 20p 8 mins) as per AGM agreement. Stickers to show price increase added to EDR meter.

01.06.09: Stuck up updated posters in foyer

Modified prongs on TSC15 air filter holder to allow it to sit better in housing

17.10.09: Front and side wall repairs (Steve & Sandra)

Attended to chips and flaking mainly in front wall.

Found sticky yellow substance on side walls - not sure what it was.

Cracks and flaking areas filled with Isopon P38 car filler (as advised Martin Howe of Ashley services)

Painted with Carrs SQ1 paint bought earlier in year - see below. Added a touch of white spirit to can after use, and sealed.

Cut back excess tape on high red out line front wall.

25-27.03.10: Major tidy up of borders prior to Open Day. Concrete securing anchors to court side wall. Thanks to Tony Badzioch for help

05.06.10: Full ‘Spring Clean’ swept entire court, cleaning out mats. Ups Club banner put upon external wall.

Taken down 03.10.2010).

17.09.10: Reported concerns about loss of path to court door due to construction of car park on Downs Green.

28.09.10: Thanked Don Taylor for kindly organising the laying of a new path approaching from the side. Suggested that new paving stones could be laid at a later for forward access between the cars.

03.10.10: Cut away grass and earth blocking air bricks and foundations which were covered when a trench was dug for new car park (16.09.10).

[Outside reporting period]

26.03.11: Full ‘Spring Clean’ swept entire court, cleaning out mats. Wooden floor wash to improve grip.

The total bill for General Maintenance costs for the 2 years 2009 & 2010 year was £51.00

· Wooden Floor Washing:

· Full method now recorded in these 2008-10 minutes: Appendix 1 - click for access.

Nothing to report

· First Aid Kit:

· 14.05.09: Bought and installed cool packs (Boots) in first aid kit. Cost not reclaimed.

· 14.05.09: First aid kit inspected. Contents checked and check-list created [08 Notices Rules & Booking Sheet & Newsletters] [10b Squash First Aid Kit Contents List and Checking 14.05.09.ppt]

· Squash Paint:

· 21.09.09: Placed an order for 5L of Carrs (formerly Glixstone) SQ1 specialist white squash court paint

· 28.09.09: Paint received 28.09.09 details in [01 Court Paint Carrs (Glixtone)] [03d Squash SQ1 CQ01IS Paint Order Paint Received 28.09.09.doc]. Cost £38.69.

The total bill for specialist SQ1 squash paint costs for the 2 years 2009 & 2010 year was £38.69

· Goggles - Safety:

· Nothing to report 2009 & 2010

· 'Gardening':

· 25-27.03.10: Major tidy up of borders prior to Open Day. They were hugely overgrown and Marsden gardeners had been using the area for garden waste. Thanks to Tony Badzioch for kind help.

· Engraving Costs:

· Cup and Plaques for 2009 & 10 AGM. Peter Gerrard Cheam. £37.00 cash 26.04.2011.

2 Plaques for ‘Best Improvers’ Years 2009 and 2010 = £17.00. Engraving 2 plaques £10.00. Engraving Mike Chow Cup with 2 names £10,00. Steve re-imbursed with club funds - cheque for £37.00 received 31.05.2012.

The total bill for engraving costs for the 2 years 2009 & 2010 year was £37.00

· Leaving Present Expenditure:

· Lionel Gunn left the ICR at the end of January 2010 and continued in post until April 2011 (See AGM 2011 Minutes). The committee thanked him with a card and leaving gift. Book token cost £15.00. Cost not reclaimed.

· Neil Goddard card Feb 2010 - no club funds used.

· Tom Eykyn, who kindly sold stickers for the club 2006 - Dec 2010. Tom was thanked by email on 14.01.11 - no club funds used.

The total bill for present costs for the 2 years 2009 & 2010 year was £0.00

· Asbestos Report & Associated:

· 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 .

· Nothing further to report 2009 & 2010