minutes

KPTC – Committee Meeting6 November2014

ATTENDEES AND APOLOGIES

Present –Deb Fairy, Don Simpson, Jeff Byrne; Val Daggers; Nicole Eaton; Peter Budd, Dylan Edgley

Apologies –Gary Newnham, Ray Daggers

PREVIOUS MINUTES

Minutes of the previous meeting- held on Tuesday 14October at 7.30 pmwere approved

ACTION ITEMS

Action items completed:

  • Xmas tournament and bbq:

Decided on 2:00 pm start and to make it a social hit for any age group and any standard. Peter has advertised the event for Nov 30 on the websiteand Don will prepare advertising within the clubhouse (Don S).

  • Membership email addresses:

Peter has update the email addresses based on the current membership listing. (Peter B)

There are still some anomalies and Don is addressing these.

  • Drainage of court 9:

Completed. The plumber has installed agricultural pipes to improve drainage of the area. (Don S)

  • Tennis balls:

Committee has agreed to continue to charge $10 per can and there is no requirement to return used balls after play.

Action itemsstill to be completed (carried over):

  • Pricing list:

Final input from committee members was received by Oct 28 and a final recommendation was put to the committee at the Nov meeting. Don to complete the document and table the final list at the Dec meeting for final ratification. (Don S)

  • Keys of ex-members: Nicole has the new list and will write to the ex-memberships requesting that they return C keys and get $20 refund.(Nicole E).
  • Rekeying:

Present a final financial benefit analysis of the keying options at the December meeting. (DonS)

  • Coaching agreement:

Produce a first draft of the new coaching agreement and table at the Dec meeting. (Peter B and Jeff B)

Peter reported that a draft is now being reviewed by Peter and Jeff.

  • Club Sponsorship:

Peter to work with Don to develop a draft sponsorship proposal for the committee by Dec meeting. (Peter B)

  • Website development:

Website development. Peter has spoken to Josh again who has now committed to have the website developed by December. Peter to monitor and report at the December meeting. If this is not completed then, we may need to review our strategy. (Peter B)

  • Pipe replacement:

Undertake pipe replacement in copper to fix the corrosion that had occurred with existing water pipe. (Don S)

New action itemsarising from this meeting (see details in the minutes):

  1. Cheque signature process: Committee needs the forms from the Westpac bank to transfer the signatures and to restructure the cheques signature process and discuss with Ern Deb and others. (Jeff B)
  2. New treasurer: The committee agreed to advertise for the role of treasurer for a period of ten days. Peter to post the advertising. (Peter B)
  3. New treasurer: Committee will thank Ern for his work as treasurer over the past 4-5 years. (Jeff B).
  4. Tennis Vic request for registering of players: Privacy clarification/ meeting with TV rep to be arranged prior to a decision on this. (Dylan S)
  5. Defibrillator: Possible training through St Johns Ambulance to be investigate and club member demonstration. (Don S)
  6. Juniors: Promotion of additional junior comps: Proposal for Dec meeting in relation to additional junior competitions and potential paid junior co-ord role. (Deb F)
  7. Pathway for juniors: Need further discussion of pathways for juniors at Dec meeting. (Dylan E)

MATTERS CONSIDERED

1New treasurer (all)

Ern has resigned as treasurer and from the committee. The committee discussed the ramifications of this. The committee voted to accept his resignation. The committee recognises the good work done by Ern as treasurer over four of years and thank him for his work as treasurer.

2Pricing list (Don S)

Feedback was received on the pricing list proposal. The pricing list was completed and will be made available by Don and to be ratified at Dec meeting.

3Tennis Vic request for registering of players (Peter B)

A committee decision on the TV request (option 1 or option 2) was held over untila privacy clarification via a meeting with TV rep. (Dylan S)

4Additional pads for defibrillator (Don S)

Recommendation for purchase approval $108was rejected. (Don S)

5Plants near new drainage works (Don S)

Approvalwas given for purchase of new plants in that areaup to $100.

REPORTS

Treasurer

Report of October 2014 presented and approved

Memberships:

Unchanged from last month. A full analysis of the members report at next meeting.

CORRESPONDENCE

5 Nov 2014:Email from Whitehorse Council confirming: I am the new Recreation Services Officer, just following up on your email with regards to the tree roots causing issues on court 6 at Koonung Park Tennis Courts. As you may have noticed, Council have been and removed the tree causing the issues and have further trimmed back all trees along that same fence line. We have also looked at the courts themselves and will get back to you regarding court surface within the near future. Please let me know if you have any further questions or concerns. Susan Cannell

31Oct 2014: Email from Whitehorse Council confirming: Thanks for your email and completing the survey. Jo Kennedy, Council’s Projects Support Officer, is completing the lease agreements. She will be back at work on Tuesday 11 November and will contact you then to arrange a meeting time. Susan Cannell.

6 Nov 2014: Certificate of Currency received from MARSH

Correspondence from xx re toilet access.
GENERAL BUSINESS

Seniors comp is currently running over 3-4 weeks. Tennis balls are provided funded by the club.(Don S)

Another order for tennis merchandising will be made by Peter on Nov 17th. Approval was given to include another 12 caps which can be on sold over time.

Next Committee Meeting

Tuesday 9 December 2014at 7:30pm

Meeting closed at 9:40pm

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