MINUTES OF THE HHUA MANAGEMENT COMMITTEE MEETING
SPORTING VIEW, SOUTHAMPTON SPORTS CENTRE
TUESDAY 27th JULY 2004
1930hrs
Attending: Richard Wood (RW), Rowena Shepherd (RSh) Derek Rutherford (DR), Claire Wilkinson (CW), Allan Notman (AN), Roy Holcombe (RH), Phil Griffiths (PG), Phil Starr (PS), Ian Wheatcroft (IW), Paul Howarth (PH), Frank Stokes (FS), Chris Bond (CB), Karen Essery (KE), Mark Everard (ME), Mike Ward (MW)
Apologies: David Boyle (DB), John Gawley (JMG), Rob Stamp (RSt), Penne Edwards (PE), Jason Horne (JH)
ITEM / SUBJECT / ACTION1
1.1 / Opening Remarks
RW welcomed everyone to the meeting. Especially, the two new committee members, Mark Everard and Paul Howarth. RW explained that he had extended an open invite to the Chair and Vice Chair of HHA and welcomed MW to the meeting
2
2.1 / Minutes of Previous Meeting
Minutes agreed as accurate
3
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9 / Matters Arising
5.1.7 – Cost of website will be dealt with under Item 9
5.3.3 – DR has written off Hampshire Police Umpiring fee as no appointments were made to them last season. If Hampshire Police contact ME/AN for appointed umpires then they are to be reminded that they must send their fee for this season to the Hon. Treasurer, additionally ME must inform DR he has made the appointments
5.6.2.ii – Potential L1R’s not turning up, no information as PE absent
5.10.4 – Universities not providing post match refreshments – Executive to review at next meeting and will agree charge to uni’s for umpire refreshments
5.14.3 – Informing Howard Pollard of the charge to Havant L1R candidates for assessment, no information as JMG absent
6.2 – Life Membership, will be dealt with during the coming season
10.1 – Problem with Hargreaves and kit supply has been successful dealt with
10.2 – Fixtures Evening, no rule changes but could possibly do an update on the website; if not then will possibly not hold a rules part as RSt has nothing he wants to discuss with the umpires. Exec to review what/if HHUA will organise something
10.3 – Floodlighting – the website will show those grounds with approved floodlights. RW, CW and PG to discuss how the information is to be processed out of meeting / ME
PE
Exec
JMG
Exec
RW/CW/PG
4
4.1
4.2 / Correspondence
E-mail from HHA Chairman thanking IW and the HHUA mentors for the excellent work carried out at the Hampshire Youth Games. He particularly noted the excellent job IW had done communicating and working with the young umpires.
IW had received a letter of apology for the behaviour of some of the Hamble parents at the mini youth games. The parent concerned has had their club membership revoked. IW to hold letter with Youth Development Manager info.
5
5.1
5.2 / Applications for Membership
The following applications were accepted and all will be given probationer grade until assessed for grade:
- Martin Camp
- Andrew Bray
- Roger England
- David Jervis
6
6.1
6.1.1
6.2
6.2.1
6.3
6.3.1
6.4
6.4.1
6.4.2
6.4.3
6.4.4
6.5
6.5.1
6.6
6.6.1
6.7
6.7.1
6.7.2
6.7.3
6.7.4
6.7.5
6.8
6.8.1
6.9
6.9.1
6.9.2
6.10
6.10.1
6.11
6.11.1
6.12
6.12.1
6.13
6.13.1
6.13.2
6.13.3
6.13.4
6.13.5
6.13.6
6.13.7
6.14
6.14.1
6.14.2
6.14.3
6.14.4
6.14.5
6.15
6.15.1
6.16
6.16.1 / Portfolio Reports
Chairman
RW reminded everyone that their reports need to be e-mailed to ALL committee members (‘snail’ mail to FS) at least one week before the date of the next meeting, this will save time during the meeting. CW will produce 5 hard copies for those that forget to print and bring the reports!
Vice Chair
No Report
Hon. Secretary
No Report
Hon. Treasurer
Report attached
Since the report was written DR has received and paid the bill for the L1R course in Southampton and therefore there is slightly less in the L1R fund now
DR gave everyone a slip to claim their mileage for the Management Meetings (only one would need to be completed as all meetings in Southampton). He is conscious that the ‘open’ mileage reporting form previously used meant that people may feel pressured into donating their expenses and hoped this would be a more suitable process. He also reminded everyone that it is important for him to have this information to ensure an accurate record of the Association running costs are kept
AN asked how the umpire coaches should claim their expenses if they did two games, one to umpire and one to coach and the games were on the same travel path. Currently he would lump the two together but is conscious of the need for both the website and accounting purposes that they should be entered separately. RW said that the website would show three different types of appointment (umpire, coach, assess) and would ask that the individual splits the trip accordingly. The site will provide mileage and guidance of how to do this
The Chief Coach
No report
The Chair of Selectors
No Report, but on behalf of the Association would like to thank all the umpires appointed to Hampshire Day and congratulate them on their excellent performances
The Development Manager
Report attached
KE stated that Greg Cox had turned down two practical assessments, and although he is on the EH Young Umpire Programme his theory paper had now expired. It was agreed that he would be offered one more assessment and told that if he could not do this then he would have to re-take the L1R in entirety.
KE expressed her concern at clubs being allowed to assess their own L1R candidates as proposed by EH. RW stated that we would have to wait for EH to announce the final L1R structure but if the new club L1R umpires system is adopted then HHUA would insist on any L1R umpire passing an additional assessment before being accepted as a member.
RH asked how the Membership Sec. would be informed of the L1R club umpires in order to send them a match record card. RW stated that if this system is put in place by EH then HHUA will not have to administer or register L1R club umpires and their information would be held by EH. If HHUA need to confirm their status then EH can be asked for their registration number.
KE has been asked by Winchester HC to hold a L1R course there. KE proposes to hold one L1R course Feb/March time to coincide with coaching on summer league. RW asked her to organise a course pre-Christmas on a day/time suitable to her. NB currently L1R course costs £35.00. Assessment of L1R candidates not taking an HHUA course costs £10.00
L1R Assessment Manager
No Report
Youth Development Officer
IW thanked all the mentors for their help and support at the Hampshire Youth Games and thanked MW for the wonderful organisation of the event
IW feels that we are making good progress with developing young umpires and aims to follow up with all the FUA umpires and those he has contacts with to try to get them involved with the adult circuit. However, there are a number of problems, not least that most all play club/county/regional level hockey and many still rely on parents to transport them around.
Men’s Saturday Appointments
No Report
Ladies Saturday Appointments
No Report
Sunday & Midweek Appointments
No Report
Membership Secretary
Report Attached
Members details will be held on the website and RH will carry out amendments. However, he will continue to hold a separate database as a historical record of members’ achievements.
Currently the membership stands at 201, with 76 life members that no details are held for, the status of these members will be dealt with by the Membership Sub-Committee
The L1R list has 279 people on it. 103 have done 3 or more games, 60 have returned their completed record cards. Reminders have been sent to those who haven’t returned there cards. He asked that if anyone has contact details for Caroline Cracknell – KE may be able to supply
RH asked if a Club Member wants to change their status to Full Member does this need to be ratified – to be discussed at Membership Sub-Committee
AN/RW to investigate putting Membership Application Form and Guidance Notes onto website so they can be downloaded by assessors
RH to send all assessors a copy of Membership Application Form and Guidance Notes every month to remind them to take them to assessment games
Indoor Rep
No Report
MW informed the Management Committee that some of the HHUA senior umpires had been taking appointments during the summer league at Eastleigh run by Karen Fox. These games are on a full sized pitch and it is hoped that more umpires will get involved in the future esp. as on a full size pitch more coaching and assessment can be done.
RW will discuss how to progress with umpiring at this league with JH
HHUA has not been formally approached to appoint umpires, however RW will discuss with Karen Fox how HHUA could support
It was noted that currently the coaching/assessor fee being offered is not suitable and this will also need to be discussed
HHA Rep
Report Attached
SCHUA
Report Attached
PS suggested that the SCHUA award presented to JMG should be put in the newsletter / ALL
CW
KE
IW
KE
Membership Sub-C
AN/RW
RH
RW/JH
RW
RSh/PS
7
7.1
7.2
7.3
7.4
7.5
7.6 / Committee Structure
RW reiterated that the proposed changes are not intended to disenfranchise any of the elected Management Committee and everyone iswelcome to attend any meeting they wished. The idea is to streamline the committee and make best use of everyone’s valuable time
RW hoped that all had had time to review the proposals and welcomed any comments. No comments were made
He asked MW, in the absence of JMG, to preside over the election of one of the Management Committee to the Executive Committee at the end of the meeting
RW explained that a member from each sub-committee would need to attend full committee, it would not have to be the chairman of that committee
Everyone agreed the structure of the new committee and this would be the format for the coming year
Sub Committee Chairmen need to set dates with their committees for the coming season by 01/09/04 and inform Hon. Sec of the details / RSh/FS
8
8.1
8.2
8.3 / Commitment to Meetings
RW asked everyone to make a commitment to attend all meetings that they are required to attend. The Management Committee is the heart of HHUA and it needs everyone to be involved in all decisions. If members can’t attend then they must send a report.
If anyone has a problem with making this commitment then they are asked to contact RW a.s.a.p
CB has a few problems with Tuesday meetings but he will send a report / ALL
ALL
9
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12
9.13
9.14
9.15
9.16
9.17
9.18
9.19
9.20 / Web Details
HHA AGM approved financial support to develop an HHA/HHUA website. The name has been agreed and HHA have paid £4,000 towards the development of the site. HHUA will need to pay £2,000. Tex Solutions are working on the site which is loosely based on the NPUA site; it is the only joint CountyAssociation and Umpire Association site and the first CountyUmpire site to be go ‘live’
Everyone can now access the site and should have received their password from RW.
RW asked everyone to go onto the site and send him any comments. It is vital that any changes that are needed are done now, also changes should be sent to RW NOT TexSolutions (or HHUA will be charged for making changes). Also any changes once site goes live will only be done at a cost.
AN has entered all league fixtures for the coming season onto the site. There is also a Test Division that he will be making appointments to as a test run. He asked all to go into the site and enter their availability, including restrictions etc in the remarks box, he will use these to make appointments to test the system
RW to ask TexSolutions if there could be a tick box for midweek availability rather than leave this to umpires to put in remarks box
If changes are made to availability need to inform AN by e-mail or by ‘phone and he will then amend the website. AN will then inform everyone involved in that game that changes have been made
It is vital that all umpires who do not have internet access establish an internet buddy so that they can input their availability and receive their appointments
Umpires will be sent a reminder to input their availability; in general will continue working to the 10th of the month deadline.
CB asked if it would be possible to have an ‘auto-remember password’ facility but this may not be possible due to cookies/security etc
Once appointments have been made then the only person able to change them will be the relevant Appointing Secretary
If everyone is happy with the site then the Management Committee needs to make a decision about the need to continue using the Bryanston site. AN/RW both think that if the test run is successful then Bryanston site can be discontinued and from 01/09 will only use the new site. All agreed and it is therefore essential that as many problems as possible are identified before that date
RW to formally thank Richard D’Silva for his support in the past
None of finance package active yet, DR/RW will work on this in coming days.
Reporting system also needs to be activated
Development of the HHA/Club side of the site is being dealt with by TexSolutions and MW
If Committee Members do not want their personal address on the site they can use a ‘static’ @hampshirehockeyassociation.co.uk address that will reroute to their personal address. If Committee Members wish to take up this option they must let RW know by 01/08/04
RH will enter the details for new members and instruct them to contact RW for their password and that they should submit their availability once they have this. RH and AN to agree wording of e-mail/letter
AN asked if probationers could be appointed to games without an assessor being present. It was confirmed that all probationers would be a L1R and can be appointed wherever the appointing sec’s feel appropriate regardless of an assessor being present
RH asked if it would be possible to have a space within the personal details page for input of extra information such as joining date, grade, and achievements. Exec to discuss
All amendments to RW ONLY / ALL
RW
RW
ALL
RW
DR/RW
ALL/RW
RH/AN
Exec. Com
ALL
10
10.1 / Internal Communications
CW asked all to ensure that all e-mails/letters etc are copied to RW for his information / All
11
11.1
11.2 / Newsletter
All items for newsletter to RSh by Friday 6th August at the very latest.
Suggested items include: Changes to South League Rules to be found on South League site for umpires information. All clubs will now have a Discipline Officer who will be working with HHA Discipline Officer (CB) and be responsible for the overall behaviour of their club. NB: all complaints regarding umpires should be sent to CW who will pass them on to PS and RW to allow the Discipline Sub-Committee to act a.s.a.p / ALL
12
12.1
12.2
12.3
12.4
12.5
12.6 / AOB
Fixtures Conference will be held at Basingstoke Cricket Club on 16/09/04 starting at 1815hrs. If an umpires meeting is needed then this will be at 1930hrs. Need to be aware that there will also be a meeting for the new club discipline officers
There is an indoor festival at the Mountbatten Centre, Alexandra Park, Portsmouth on 07/08 August, AN will be umpiring all welcome to watch
PG reported that response from potential umpires had been extremely disappointing
MW will be taking a group of umpires to the ‘Golden Oldies’ festival and will be contacting all those who have expressed an interest
CW confirmed that ALL members of the Management Committee will continue to get the meeting notes regardless of whether they are required or optional attendees. RW is investigating how the minutes of all meetings can be shown on the website
DR raised concerns about insurance, esp. for those umpires who are waiting to be ratified and those in training. It was agreed that this would be discussed by the Membership Sub-Committee and there is a possibility of changes being needed to the constitution. If this is necessary then an EGM will be needed before the League season starts.
PMN: CW will be changing jobs and will be unavailable on e-mail 03/09/04-22/09/04 and it is therefore vital that reports are distributed to all by the originator
13
13.1 / Election of Management Committee Representative to Executive Committee
AN was elected
DATE OF NEXT MEETING
TUESDAY 21st SEPTEMBER 2004. 1930hrs START. SPORTING VIEW, SOUTHAMPTON
All reports distributed by 17/09/04
C J WILKINSONR WOOD
HHUA HON. SEC.HHUA CHAIRMAN