Committee meeting minutes for 13/07/2010

Committee meeting minutes from 13th July 2010.

Present

• Tracy Webb (Chairperson)
• Sandra Vidler (Junior Liaison Officer / Welfare Officer)
• James Webb
• Neil Vidler
• Terry Coughlin (Club Treasurer)
• Joni Duffus (Ladies)
• Ian Young (Web Administrator)
• Ben Lewis (Men’s 1^st Captain)
• Scott Rodwell (Men’s 2^nd Captain)
• Alan Higgins (1898’s)

Apologies

• Luke Tickner (Club Secretary)
• Sander Meysen (Minis Manager/coach)
• Nigel Williams (Adult Fixture Secretary)

Previous minutes – actions, matters arising

1. Still having big issues with non-payment of membership and match fees
2. Men’s 1^st & 2^nd trophies are still missing
3. Men’s 1^st / ladies and U14 boy’s first aid kits not handed to Paul Webb (First Aid Co-ordinator) for updating.

Correspondence

1. Romsey Hockey Club are organising a Junior Summer Camp (U10’s) 9-10 Aug / (11+) 11-13 Aug
2. Goal Keeper Camp in Winchester (10-18yrs) 26^th-27^th July
3. Fast track Level 2 coaching course 1^st & 15^th November at St Georges College, Weybridge £250.00.
4. Level 1 Assistance Coaching course at Aldershot 5^th /12^th / 19^th Sept

Treasurers Report

• Bank £5885.00 / Shares £643.00 / Building Society £1890.00

Presentation Night – Friday 21^st May 2010

Most of the junior side of the club turned up and trophies / certificates were presented by Dave Lewis Snr.
In total the evening only raised £70.00 for the club. A very poor turnout for the adults. Was this due to it being on a Friday?). Next year the Presentation Evening is booked for Saturday 21^st May 2011. The Masonic Hall is booked from 6pm till 9pm. It is expected that everyone will turn up at 5.30 for a 6pm start. There will be NO FOOD or DISCO as this will give the adults the chance to go out as a team after the event. We will be trying “buy your ticket” before the event for 50p or £1.00 on the night. There will still be a raffle / fundraising table.

New match proposal

Sandra /Tracy and Terry have come up with a new way of collecting match fees. It is hoped that this will stop non payment and help keep a regular income coming into the club. All teams will supply Sandra and Tracy with full team names and email addresses (thanks to 1898’s & ladies for this). This is placed on a weekly match sheet which will show how much a player is paying whether they are a fully paid member, associate member, junior /who played that day / how much was food (RECEPTS WILL BE REQUIRED IF POSSIBLE) / and a signature from the umpire (if being paid). Every home match team captains will then hand the 2 sheets and the correct amount of money to Terry / Sandra (via David Vidler) or Tracy. You will be handed completed match sheets at the beginning of the season.

For juniors the same principle will apply but depending when matches are the monies can be handed to Sandra or Tracy at training sessions. If players do not pay after 2 matches then they will be sent a letter out lining how much they owe and ask if they have a general financial problem. If the club is aware of problems we may be able to help.

Match fees – Match fees should be the same no matter what adult team you play in. For the coming season they will be: – Adults = £7.00 / juniors or student £5.50 / Non members £10.00. (THIS INCLUDES THE COST OF FOOD). Drivers must organise travel expenses themselves and not involve the club. This does not apply to the juniors as parents/guardians are expected to go.  Proposed travelling costs are:-

• Fareham                                                                                                                              £1.00
• Havant/Portsmouth/Hamble                                                                                     £1.50
• Southampton/Eastleigh               /Trojans                                                                               £2.00
• Winchester/Petersfield/Chichester/New Milton/Romsey/Bordon          £2.50
• Alton/Andover/Basingstoke/Haslemere                                                                              £3.00
• Fordingbridge/Salisbury                                                                                                              £3.50
• Fleet/Farnborough/Aldershot/Camberley                                                          £4.00
• Bournemouth/Yateley/Ewshot                                                                                 £4.50
• Poole/Wimborne/Woking                                                                                          £5.00

(Taken from Membership book 2003-4. Petrol price increase has been added)

MALE TEAM CAPTAINS TO LIAISE WITH EACH OTHER TO DECIDE WHO WILL BE PLAYING IN WHICH TEAM.

ULO Report / HHA Report / Junior Contacts Report

• Peter Beard is no longer the HA development officer for Hants, Berks and Middlesex. His place has been taken by Louise Riddle.
• Junior leagues are to have a set of rules (at last) and these will be available on the HHA website in the next 7-10 days.
• Umpires – again the HHUA are not guaranteeing umpiring appointments for first teams in Hants division 2 and below. Clubs will have to ensure they have umpires available to cover matches when required.
• There are some new rules for the Ladies league – mainly enforcement of penalty issues.
• HHA has enough funding for the Hampshire Development Officer for the coming year. But future years may be in doubt due to the current financial situation and HCC being unsure of what funding will be available. HHA is in discussions with HCC.
• Pitches – HA has not ratified any of the new Long Pile Carpet pitches (3g) for use in any Hockey competitions. We need to be aware of and make St Vincent aware of the type of pitch we can have, when the need for replacing the current pitch arrives.
• Fixtures – Hampshire leagues 1-4 now available on the South League website, The HWHL fixtures are being prepared for adding to the website and should be available this weekend and the Hants league divisions 5 –10 will hopefully be available by the first weekend in July (Kevin Snewing is currently away – apparently marking exam papers)
• Hopefully for the juniors there will no longer be triangle matches
• Minifests – clubs can now pick what month they would like – we opted for September

Coaching / Next Year’s training session

The juniors last training sessions will be Wednesday 21^st July 2010 and Saturday 24^th July 2010. Due to lack of numbers it was decided to stop the 7pm slot of Wednesday’s. ALL TRAINING WILL RESUME W/C 6^th SEPTEMBER 2010. As a club we should not lose this as the footballers will claim it. It has been proposed that the ladies move to a Wednesday and we will see it we can get the 7pm -9pm slot. This will then give the men a full pitch on a Thursday.

New  Proposed Training Times:-

• Wednesday 6pm -7pm  Minis / Under 14’s mixed
• Wednesday 7pm -9pm Ladies (Joni to ask Ladies)
• Thursday 7pm – 9pm Men
• Saturday 9am-10am Family

We are getting a good turnout on a Saturday morning (approx 20 -40plus players). Also we have about 6 parents helping out. The Junior Liaison Officer MUST get these parents to sign a volunteers agreement form and CRB checks done. It has been decided as well as the “Saturday Super Star Award” there will now be an “Adult Achiever Award”.

More adult hockey players are needed to help out with numbers.

Tracy to email Ralph Guy to see if he is willing to coach the adults from September.

Open Day

The proposed Open Day is Saturday 11^th September 2010. Using the same format as last year, the adults will need to sort out a programme.  Tracy to liaise with junior coaches about morning session. If you pay your membership on the day or have paid before the day is free. If not £3.00 for juniors’ / £6.00 for Adults’.  Tracy to send fliers to schools in Gosport / Mark Reynolds at GBC and email a copy to every player within the club. Proposed times are 9am – 11am juniors / 11.30am-3pm Adults.

AoB

1. Membership idea – To try and pull players back into the club it is proposed that if you bring a new player into the fold then that player will get a reduction in the next year’s membership fee. The new player will need to stay for a complete season for this to apply. Also the new player will receive 2 free sessions and 1 match fee wavered. They must pay after this. Tracy will keep a record of new players and who introduced them to the club so reductions can be done the following season.
2. Skills Day – This is an idea for October half term. Schools will be invited. Same format as before. More information to follow. (This needs to take place for Club’s 1^st) – numbers needed
3. Young Leaders Course – This will take place in February half term. James Webb / Tracy Webb and Neal Vidler to organise. (This needs to take place for Club’s 1^st) – Numbers needed.
4. Foundation Umpire Course – James Webb to organise on a Saturday in October – Numbers needed
5. Newsletter – Tracy will produce a newsletter AFTER each committee meeting and this will be electronically sent to every member within the club. Managers and Team Captains must make sure that email addresses are correct. This will be the main way that information (i.e. forth coming events) will be passed on.
6. Islanders- CONGRATULATIONS to “The Wedding Planners” for winning the plate.
7. Club 1^st – CRB’s will need to be redone / Child Protection is now Child Welfare/ ALL TEAMS MUST HAVE 2 FIRST AIDERS (club will need a copy of CURRENT certificate). Tracy and Sandra has updated 80% of the file just courses need to be redone. If a team has a player under 18 years of age the team Captains MUST NOW have a CRB and a Child Welfare Officer must be present at ALL matches. Current Clubs 1^st Certificate runs out July 2011. ALL updating needs to be completed by Feb / March next year.
8. St Vincent – There has been a few instances with the Caretakers at the College and the state on how the pitch has been found i.e. glass / chairs / bins on pitch. IF this is the case next season let me know and I will email them. Also spoke to Colin Farmer, he has taken over as manager. I have given him a wish list on what the club would like (Better goals / Club house with bar, food and comfy seating / brushes / dug outs / Astro sorted out / storage) Watch this space!!!!
9. GBC summer play scheme – David Vidler and James Webb will be going round schools during the summer holidays coaching / playing hockey with 6 – 17 year olds.
10. Sports Leaders / Volunteers – Tracy was approached by Sandy Barnett from GBC to help coach young sports leaders within the Gosport Area. As part of good relations the club has lent her a bag of sticks. This is a new project for the club and together with Sandy, Tracy hopes it will help the club recruit new players /Sandy has offered help to get back into schools / when courses come up she will ask us / if any of her young people come on any of our courses they can part fund it. David Vidler and I will be splitting the dates between us. The next dates are 23^rd / 24^th July.
11. It was mentioned that why it is always the same people going on the courses (first aid/child protection/equity in your coaching etc) more people are needed to volunteer to go on courses. They only happen every 3 years so it is not too much to ask.  A first aid course is to be organised for later in the year and if as a club we can get 15 people together we can have the course with just the club. Numbers will be needed. DON’T FORGET ALL TEAMS MUST HAVE 2 FIRST AIDERS.

Date of next meeting Tuesday 7^th September