29 Jul 16

AYLESBURY HOCKEY CLUB –GENE RAL COMMITTEE MEETING THU 28 JUL 16 – RECORD OF DECISIONS

Attendees: Gill Nord, Phill Collins, Mark Collins, Suzie Best, Graham Best, Stevie Best, MazHassell,Hannah Pigott, Mike Fulwood, Elise Woodford, Ben Woodford, Kelly Goulding

Apologies: Gary Abel, John Wilkinson, Dave Skinner, Angela Dickson, Chris Hunter, John Brooks, Dave How, Stuart Moseley, Paul cable, Liz Brooks, Carla Jackson, Clare smith, Tristan Hardy, Sam Shopland-Reed

Absent (No Apologies): Andy McIntyre, Katy Walker

Serial: / Item: / Action:
1 / Welcome and Opening Remarks: The Chairman welcomed everyone to the meeting and thanked them for stepping up to fill these vital posts, as without them the club cannot function.
2 / Minutes From the Last Meeting. No Minutes.
3 / Financial Statement. Attached at Annex A.
4 / Key Holder Authorisation. All Men’s team Captains (plus 1/2 extra players for cover) reminded of the need to either renew or apply for a social pass for RAF Halton access, which will then allow them to be placed on the key register to draw the Nuffield pavilion and astro-turf keys. The process takes up to 4 weeks, so do it soon. Proforma attached at Annex B 2 photographic forms of ID need to be taken in person with the application to the Main Guardroom at RAF Halton between 0930-1600 Mon-Fri – ask for the passes and permits clerk. / Men’s Captain’s
5 / Social Secretary’s Update. Social programme being developed. Captain’s (Men, Ladies) and Junior Section requested to nominate a social rep from each team with contact email and mobile number. In the interim, Captain’s will be the point of contact. The events programme will be circulated shortly and placed on the website. A trphy will be purchased, presented to the most social(able) team at the end of the season.
Notable dates:
4 Sep 16 – Club Day & BBQ at RAF Halton
17 Sep 16 – Old Boy’s game at RAF Halton, followed by fete and BBQ for all sections (Men’s Ladies and Junior’s) at the Clubhouse, Wendover Road). All teams, senior and junior to sponsor a stall/activity. Details to follow from Social Sec.
Date for the end of season dinner to be set and included in the programme (2 weeks deadline before printing).
There was discussion of the club adopting a charity for the season, ideas to the Chairman. / Social Sec, Webmaster, Captains, Junior Section,
All
6 / Selection Policy. Lower teams have suffered as a result of larger senior squads. This season an effort will be made to ensure lower squad’s (eg Men’s 4s and 5s) have a core number of players and every attempt will be made to put at squads, rather than bear XIs. The principle will be that ‘No team is left behind’. / All
7 / Player’s Charter. A Player’s charter will be adopted by the club (All sections) and will go out with membership letters and online renewals. A copy is attached at Annex C. The aim is to improve support both on and off the pitch and greater inclusion of Junior’s and their parents n the Club. / All
8 / Membership Adult/Junior Arrangements/Casual Player Fees. Membership renewals will go out shortly. Adults on line, Junior’s hard copy, as parental signatures and photographs are required. Players owing fees from last season still being chased, and it was agreed that they will not be allowed to play this season until debts are cleared/payment scheme agreed. Casual players will have the payment system explained to them by Captain’s on the first occasion they play, which will be a free game, but they will need to know that they are not insured. Sec to draft a short explanatory note for the Chairman to approve. / Treasurer/Sec/All
9 / Fixtures For 16/17 Season. Fixtures for the coming season being finalised and all will soon be placed on to the website and included in the Club handbook. / All Fixture Sec’s/Webmaster, Treasurer
10 / Men’s Section Update. Men to play at RAF Halton and Aylesbury Vale Academy (AVA). Gary raised the points detailed in Para 6 above, requesting a greater core squad and ownership of his team, working closely with 3s and 5s to ensure all have a squad. The intention is absolutely right and is the end goal, but it will take time to get there. It was agreed the squads will have some consistency (core players) with others likely to ‘ebb and flow’ depending upon availability, as detailed in the Player’s Charter. Friendlies to be arranged from Sat 10 Sep 16.
11 / Women’s Section Update. Leagues start earlier than the Men’s, 2s on 17 Sep, the remainder on 24 Sep. Coaches and captain’s to more work closely together this year.
12 / Junior Section Update. The aspiration is to get more parents involved with managing the teams, juniors to join their adult team mates after games ideally, parents encouraged to collect their sons and daughters from the clubhouse.
13 / Coaches Update. A request for a GOPro at this stage for the Ladies 2 team was not supported, one may be available to borrow, by trawling the club membership. Initially a memory card purchase has been authorised. (More details in Para 15 refers).
14 / Umpires Update: All teams to be reminded that new umpires, or those wishing to follow on from Summer league and potentially become qualified should contact the Umpire Coord (John Wilkinson initially). / Captains
15 / Equipment Requirements. Balls and bibs, a new shed (erected, thank you Gary & Zac Dark) and a new BBQ with gas bottle have been purchased. Recent requests for additional kit will not all be achievable, as the Membership fees were based on known and anticipated costs prior to the May AGM. A financial planning timeline will need to be introduced to ensure Club needs are identified, costed and submitted in time for Executive and General Committee approval; that will inform membership fee costs to fund the approved requirements; prior to ratification at the annual AGM. A timetable will be developed. / Treasurer, Captains, Umpires
16 / AOB. The club needs to be painted on 18 Sep 16. Volunteers with equipment needed. Paint to be provided. Details to follow.
Bar set up/manning and hockey tea rosters to be developed to assist Graham and Suzie; who need to have greater support this year.
BBQ to be dropped off at the garage by the Sec. Sec to liaise with Treasurer on a date and time.
Chairman reviewing proposals for a new pitch on the Grange field site. Currently trawling through earlier planning proposal. An aspiration to attempt to deliver a pitch in the next 5 years is proposed. / Treasurer
Sec
Chairman
17 / Date of Next Meeting. TBA. / Sec
18 / Update to Captains on the Use of the Website. Stevie Best to email out details to Captain’s on how to make better use of the tools on the website to log availability / Stevie Best

Mark Collins

AHC Sec

07919 241232

Annexes:

  1. Financial Statement.
  2. RAF Halton Baseline Standard Verification Record – Social.
  3. Player’s Charter

Aylesbury Hockey Club, The County Ground, Wendover Road, Aylesbury,

Buckinghamshire HP21 9NJ