Ordinary General Meeting Squash Committee 10 December 2004: pH Bar

Ordinary General Meeting Squash Committee 10 December 2004: pH Bar .

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Minutes of meeting (Started 5.15pm):

1. Present: Bob Ott, Maggie Flower, Laure Parent, Chris Stott, Nick Hearle, Sandra Edwards, Louise Johns, Steve Edwards

Apologies: Received from Mark Sydenham and Helen Tucker. It was pointed out that Antigoni Divoli had not received notification. (Note added post-meeting – Steve contacted Antigoni to apologise for oversight)

2. Introductions

Laure was introduced to the committee as the new Treasurer. Laure volunteered to join the committee after Maggie announced her intention to retire from the committee in Sep 2004. Laure was formally co-opted to the post of Treasurer on the 17 September 2004. Maggie has kindly offered to stay on the committee as Assistant Treasurer until the next AGM in order to show Laure the ‘ropes’ and to help get the accounts ready.

3. Matters arising from Annual General Meeting 26 February 2004:

Steve asked if anyone wished to discuss any of the items distributed in the agenda for this meeting (see below). He suggested that if any matters were left outstanding that they should be addressed by the next squash AGM

(i) Richard Garfield – Steve - more letter emails re land provision

(ii) Stickers behind the bar - Nick

(iii) Leak Oct 2002 – Steve – will do when ceiling lights are next changed

(plus try to push plaster board in above out of court line)

(iv) Loan racquets – Steve

(v) Paint for court inside walls– Steve

(vi) Letter to Phil Martin – Bob

(Note added post-meeting: Bob has a made a suggestion by email which was distributed to the committee 20.12.04)

(vii) Squash leaflets – Sandra

(viii) Doubles league – Steve

Matters arising from Special Meeting 28 September 2004 :

(ix) Report on accounts and changing signatories – Laure/Maggie

Reports on Matters Arising

(i) Steve reported that he had written to Richard Garfield several times with regard to the possibility raised by Richard of the ICR allocating space for relocation or building of a squash court on ICR land.

Steve had written to Richard by letter 18 March 2002. He sent an email 05 July 2002. Received an email reply 23 July 2002 to say that a squash court was noted and would form part of an initial scheme. However there was no guarantee that there would be sufficient funds.

Steve had written another letter to Richard 08 July 2004 following a chat with Richard earlier to ask if there was any more news on the provision for a squash court and to ask if there was space for 2 courts and querying the long term future of the current court in view of the land exchange.

There had been no reply to this so Steve emailed Richard on 27 November 2004 with the same queries and also voicing concerns over rumours of E & F Block demolition.

There was no reply to this so after consultation with a committee member Steve had written another email dated 07 December 2004 asking Richard if he was too busy to deal with the matter. In addition asking if this was the case would it be OK to correspond with Steven Surridge ICR Director of Facilities over the matter.

Steve suggested to the committee that the ideal situation would be to try to provide 2 squash courts and changing facilities attached, so that we can continue to provide what has been a very popular pastime and also consider entering teams in competitions and hosting matches.

The committee was in favour of this suggestion.

(ii) Stickers – Nick said that he had talked to the bar committee and they were agreeable to selling stickers behind the bar. Maggie offered her money box and suggested the old system of bar staff using the money box, and for it to be emptied via key by the squash Treasurer periodically. Action Nick to report back

(iii) Leak in roof – Steve reported that the leak observed in October 2002 has not re-occurred. A member suggested we check it out. It was therefore agreed to conduct some remedial work in July/Aug. A working party will need to be gathered to help out. Action – Steve to organise remedials in July/August during 2 month league. Roof, side walls (sugar soap, filling and painting). Upper side-walls plaster boards bulging. Ceiling fluorescent bulbs – all to be changed. Outer roof check for leaks, clear of any moss.

(iv) Loan racquets. No report but this item has been dealt with. Action – Steve to report in AGM

(v) Steve & Sandra reported that paint had been sourced (Glixtone SQ1 2 x 5L) and the front wall was washed and painted in June 2004

(vi) Letter to Phil Martin. Action Bob to report in AGM

(vii) Squash leaflets – Sandra reported that she had produced the leaflets outlining the squash facilities at ICR/RMH for an ICR awareness day. These leaflets will now be sent to Penny Strover (Occ Health). Action – Sandra to send leaflets

(viii) Doubles league. This was discussed by the committee. There was strong favour for getting this going. The proposal was to advertise a ladder by email. Asking players if they wanted to join – to gauge interest. When applying players could signify a preference for a partner or just apply and be paired up later. There was a feeling that mixed pairs would work better, but no obstacle to same-sex pairings. The ladder was proposed to be run on a Thursday night for 2-3 40 min slots. The proposal was carried. Action – Steve to email all_sut

(ix) Laure reported on the changes in the bank accounts. The Lloyds account was changed OK. The Halifax was left as it was, as it was too much trouble to change signatories. Bob and Steve will both have to co-sign any Halifax transactions for the time-being. Full minutes available from (http://intra.icr.ac.uk/upsdowns/_sq_sgm_280904.htm)

4. Power supply – Blocks demolition

Steve reported that he had written to Roger Thomas about this (29.11.04). This was after Bob had also made an informal enquiry to Roger by email (18.11.04) – reply to Bob (18.11.04). This matter had arisen after power cuts which reminded us that the court is fed from E-Block. Then rumours were heard that E & F Blocks were scheduled to be demolished in order to build a car park.

Roger Thomas had emailed Steve (02.12.04) to say the power supply matter would be dealt with by Colin Randall.

Chris reported that part of F-Block would remain after demolition (annex) as ICR had a lease for a couple of years. Chris also kindly agreed to represent the Squash Section’s interests at forthcoming planning meetings with the RMH.

(Note added post-meeting: Steve rang Colin Randall 13.12.04 and was told that a new cable would be laid to the court and that they would endeavour to have minimum disruption to the court.)

5. Court usage and booking

Nothing major to report. It was re-asserted that current rules allow for booking 7 days in advance. The committee agreed to spread this word as there had been some misunderstandings of the rules (which are plainly typed on the top of booking sheets !!)

6. Date of AGM 2003-2004

The date of January 27, 2005 was unanimously agreed.

(Note added post-meeting: Laure is unable to make this due to a prior engagement)

Action – Steve to find a new convenient date for the AGM.

7. AOB

There was none

8. Presentation to Maggie

The committee thanked Maggie for her sterling efforts in her six years tenure as Treasurer from Oct 1998 to Sep 2004. Maggie joined the ICR in 1974 and only really got involved in squash in the early eighties after Bob had joined the ICR. Maggie was presented with an original league sheet of the earliest league on record (March 1983), in which she was in a league of 4 comprising G. Hammond, A Henson, and S Fielding. Sandra presented Maggie with sports gift vouchers, a digital camera storage card and a Japanese maple, as tokens of the club’s appreciation to Maggie .

Maggie's retirement present

Meeting closed 6.15pm

Minutes approved by Ups Club Squash Section Management Committee Dec 04 / Jan 05

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