1
Minutes of 3rd Executive Committee Meeting
2012 – 2013 Season
Held @ Penrith Rugby Club
7-30pm, Tuesday 28 May 2013
E-3-12/13-1 ATTENDANCE/APOLOGIES
1.1 Attendance
Tom Armstrong Chairman, Secretary & Tournament Organiser
Chris Lilley County Team Organiser, County League Secretary & Treasurer,
Paul Bell Development Officer
Guy Huxtable Marketing, Publicity & Communications Officer
Jonny Irving Marketing, Publicity & Communications Officer
1.2 Apologies
Ronnie Bell Marking & Refereeing Organiser
David Henderson Junior Organiser
(David could not attend the meeting but Tom met with him a few days before it to discuss some of the items on the Agenda)
E-3-12/13-2 MINUTES & ACTIONS FROM THE 11 MARCH 2013 MEETING
2.1 Minutes
The minutes were accepted as a true record of the meeting
2.2 Actions
Ref Appendix 1
E-3-12/13-3 APPROVE 2012/2013 ACTIVITY & DEVELOPMENT PLAN FINAL REPORT
The final draft was reviewed and approved. There was one change made to the text in the section for `County Closed Championships – Senior & Adult Age Groups.
The Plan will now be issued to clubs & general membership. A copy will also be sent to Angela Cwaczko – ESR – Action Tom
E-3-12/13-4 REVIEW ACTIVITY & DEVELOPMENT PLAN PERFORMANCE
4.1 General
Discussion focussed on the activities of the ADP where we did not achieve our objectives. In trying to identify the reasons why we questioned the way we advertise, promote and communicate the initiatives. Our conclusion was that generally we don`t do a very good job and that is a major contributor to our lack of achievement in those areas. But, we are convinced that because we now have two dedicated Marketing, Publicity & Communications Officers who can focus on the work we should be able to significantly improve the situation and do a much better job in future
Guy, Jonny & Bridget are currently working on developing a new website, they have ideas for using social media sites for our information & communications, Jonny is working on the development of new and more specific and comprehensive e-mail communications lists and we are also working on the timely issue of a comprehensive Activity Programme. These and other things we will be doing have convinced us not to abandon our failed activities but to try again with them next season with some confidence that we can be successful and give clubs and individuals every help to be aware of them - a successful end result however does also require their full support in participating in them so it is a two way process.
4.2 Introduction and Development of Racketball
We have been unsuccessful in introducing and developing Racketball in the County even though Angela has offered Paul Bell`s services to clubs free of charge to run road shows, develop coaches, provide coaching to club members etc – ESR will pay his fees.
Last season`s plan was to continue to offer this service but also to discuss the requirement with other counties that have been successful in the initiative to see if we can learn from them. Tom has contacted Lancashire and Yorkshire county association people and they can and will help.
It was agreed that the best approach is to hold a Racketball Development Workshop for Clubs with the Lancs. & Yorks. racketball specialists coming along to give us the benefit of their experiences and hope that clubs will be encouraged to get involved in the sport - and hopefully see the benefits to them of doing so.
One idea is to have such a workshop on the day of the AGM – this is being considered – depends upon the availability of the Lancs. & Yorks. people Action Tom
E-3-12/13-5 REVIEW FINAL ACCOUNTS AND BUDGET REPORTS TO YEAR END
The reports are not finalised yet but Chris presented what he had to date – no concerns. He requests all people who still need to make expense claims to make them ASP. He has developed a new claims form
For convenience Chris will be getting the accounts audited by the same auditor he uses for the Penrith Rugby Union Club accounts. In previous seasons the audit has been carried out by Janet Nixon - a friend of Vince Todhunter - organised by Vince – we thank them both for the good service they have given - they will be advised of this - Action Tom
Over recent years the accounts have been finalised up to the end of June even though the Constitution requires accounts up to 30 April. For practical reasons because that date does not now match completion date of activities and give people time to claim expenses, Chris wishes to keep the end of June date – the Constitution requires changing to match this. Such change will require AGM approval Action Tom
E-3-12/13-6 ANNUAL GENERAL MEETING
· Tuesday 10 September 2013
· Penrith Rugby Club
· Time depends upon the situation re the Racketball Development Workshop – if we decide to hold it on that day
· The normal formal notification will be issued giving all details – Action Tom
· The only additional business at present will be the change of date for the accounts mentioned in Minute 5
E-3-12/13-7 OTHER BUSINESS
7.1 Hazel Award
· The winner this season was Peter Smith of Workington Junior Squash Club – Tom has issued a general e-mail to give the membership full details – congratulations Peter
· Peter did not attend the presentation ceremony – Hazel`s family members who came for it were disappointed but it went ahead – our thanks to Sean Jenkinson who accepted the award on behalf of Peter. Tom has given ours & Peter`s apologies to Ray Tait who understands that things don`t always go to plan.
7.2 League Cup Finals
· The change of venue to Windscale on a Saturday, starting the event in the afternoon, was very successful – we had a great day – our thanks to the club for the outstanding hospitality
· A Women`s final was not held due to lack of teams available for it
7.3 Junior Inter County Finals – Mentoring
· Due to business commitments Paul was only able to attend the U19 Girls final
· The Boy`s U13 Team came runners up and the Girl`s U19 finished in 4th place – our congratulations to both teams
7.4 County League – Appeal
· Windscale Club appealed against the decision by the League Secretary with respect to the rule infringement issue against the club`s Men`s B Team in its match v Kendal B Team on 5 March 2013.
· In accordance with the League Rules the appeal was considered by the Executive Committee – Chris of course was not involved in this process. The original decision was upheld – Tom sent a letter to Ian Richardson to advise him of the decision.
· Some of situations highlighted by Ian in his appeal identify some areas of concern about the rules, their interpretation and application and we need to review them for next season – Action Chris/Committee. Notwithstanding these concerns nothing was highlighted that changes the basis on which the original decision was made
7.5 Bereavement
It is with sadness we report the death of Sheena Jones on Monday 1 April 2013 – Tom issued a general notification to members on 8 April 2013
7.6 England Over 60 Team
Congratulation once again to Ronnie Bell – it is great to report that the England Team, Captained by Ronnie, won both of its Home International matches at Nottingham on 11/12 May 2013. Even better, Ronnie won both of his games at No1 in the team
E-3-12/13-8 NEXT MEETING – AGM
APPENDIX 1 Actions: From 2nd Executive Committee Meeting
11 March 2013
Ref E-2-12/13-3 The Hazel Award
Try to get the winner of the award to the presentation without giving the reason – David
Action complete
Get more information about the winner to support that on the nomination form - David
Action complete
Advise Ray Tait & Hazel`s son Steven about the timing of the presentation – Tom
Action complete
Organise engraving of the main award tray and purchase and engrave a replica – Tom
Action complete
Ref E-2-12/13-4 League Cup Finals and trophy Presentation Event
Remind the teams involved in the finals of the rules of player eligibility and ask them to identify their players prior to the event – Chris
Action complete
Organise trophies – Tom
Action complete
Ref E-2-12/13-5 Activity & Development Plan
Prepare a final, end of season, report, review it in committee and then issue to clubs/members – Tom & Committee
A draft report has been prepared by Tom and issued to Committee members for finalisation and review at the 28 May 2013 Executive meeting
Action complete – Ref Minute 3
Ref E-2-12/13-6 County Squash Shirts
Discuss with Roger Smith (TG&SL) some concerns that have been highlighted about the design of the new shirts – Chris
Chris has met with Roger who has no major concerns about the shirts
Action complete
Ref E-2-12/13-8 Financial Accounts
Make changes to the accounts recording system agreed by Chris & Tom - Chris
Action complete
Ref E-2-13/14-9.1 County League
Advise Ian Richardson of League Secretary decision re rule infringement issue against Windscale Men`s B Team in its match v Kendal B Team on 5 March 2013 - Chris
Action complete
Ref E-2-12/13-9.2 Inter County Finals – Mentoring
Advise Paul that the Executive Committee has approved the additional (not in budget) cost of him attending the U19 Girls & U13 Boys Inter County Finals in a mentoring role– David
Action complete – Refer to Minute 7.3
Ref E-2-12/13-9.3 Special Achievement
Issue a note advising the membership of Ronnie Bell`s selection to play for England Over 60 Squash Team and his appointment as Captain of the team – Tom
Action complete – Ref Minute 7.6
Ref E-2-12/13-9.4 Bereavement
Issue a general note to the membership to report the sad news of the death of Simon Storey – Tom
Action complete
Ref E-2-12/13-10 Organise next meeting
Action complete