minutes

KPTC – Committee Meeting 12 August 2014

ATTENDEES AND APOLOGIES

Present –Jeff Byrne, Deb Fairy, Don Simpson, Ern Kiefer; Val Daggers; Nicole Eaton; Dylan Edgley; Gary Newnham; Elizabeth Byrne (Acting Sec)

Apologies – Peter Budd Ray Daggers;

PREVIOUS MINUTES

Minutes of the previous meeting- held on Tuesday 3 June 2014 at 7.30 pm approved

MATTERS FOR CONSIDERATION

1 Agenda structure

The proposed Agenda Structure was approved

2 Sub-Committees

The proposed 2 Sub-Committees (with membership and Chairs as detailed below) was approved

Club Operations

Chair: Don Simpson

Members: Ern Kiefer; Dylan Edgley; Ray Daggers; Gary Newnham

Club Promotion

Chair: Peter Budd

Members: Jeff Byrne; Nicole Eaton; Deb Fairy; Val Daggers

Actions: The Sub-Committees to come back to the next Committee meeting with their proposed priorities for the year (Peter B, Don S.)

3 Meeting Dates

The proposed meeting dates, including changing the date of the November meeting to 6 November, were approved.

4 Life membership for Margaret Austin

Proposed: Val Daggers, Seconded: Don Simpson.

Val proposed that Margaret Austin be given Life Membership of the Club on the basis that she has contributed significantly to the Club for many years. Specifically she has been:

  • A foundation member of the Club
  • A financial member of the Club for over 50 years
  • A very active member of the Women’s Committee for many years.

The awarding of Life Membership to Margaret Austin was approved.

Actions:

  • Gary Newnham to prepare a Life Membership certificate to be presented to Margaret Austin (Gary N)
  • Life Membership award to be made to Margaret at the Women’s end of season dinner on 19 August (Val D).

5 Keys

Nicole queried who has different types of keys and asked if everyone who needed one has one.

Deb said there are 10 A keys (these open everything) and 20 B keys (these open the Clubhouse) available and she has a list of all those who have these. It was noted that it is normal practice for all members of the Committee to have either an A or B key.

Actions:

  • B keys to be given to Jeff B and Nicole E (Deb F)
  • List of who has A and B keys to be given to Nicole so it can be added to the Membership database (Deb F)
  • Write to ex-members requesting that they return C keys and get $20 refund (Nicole E).

CORRESPONDENCE

Letter from Eastern Region Tennis advising of AGM on Wednesday 3 September

Action: KPTC to be represented at the Eastern Region Tennis AGM (Deb F)

REPORTS

Treasurer

Report of 2 July 2014 presented

Proposed: Ern Kiefer; Seconded: Val Daggers.

Treasurer’s Report of 2 July approved.

Ern noted a number of comments from the Auditor in relation to the Annual audit. The Auditor advised that:

  • We should have a written request record for all cheques drawn – The form prepared by Ern to be completed by everyone needing to make a payment on behalf of the club.
  • We should deposit all money received (rather than only depositing net proceeds after payments made) – Cheques to now be drawn for all payments made by the club.

Membership

Membership renewals in progress so not feasible to present current membership numbers. Nicole said Form with process for correcting incorrect details working well.

Mid-week Ladies

Finals now in progress – 3 teams made the finals, A3 and A8 to play in Grand Finals on Tuesday 19 August. Visiting teams playing finals on our courts commented on how good a condition they were in.

End of season dinner on 19 August, next season starts on 26 August.

Action: Mid-week ladies committee to advise on what priorities they have for projects for the year so they can be taken into account when Committee is developing its program for the year (Val D)

Juniors

All teams in finals. ERT registration now on-line.

Pennant

Of our 4 teams 3 made the finals and our Pennant 2 team has now advanced to the Grand Final – to be played against Eaglemont.

Noted that 1 Pennant player is still to pay subs for season.

Action: Chase up outstanding Pennant player subs (Dylan E.).

Sat Open Sets

Nearly the end of the season, 3 matches to go. Section 4 expected to make the finals. Have 2 new club members wanting to play Open Sets next season.

Metro Masters.

New season has just started. We have 3 teams (Section 3 and two teams in Section 5) including 3 new members.

GENERAL BUSINESS

Maintenance

Val noted that the guttering at the front veranda still needs repair.

Action: Approach a new plumber for a quote for veranda repair (Don S)

Tennis tops

Val said that she has received several enquiries from mid-week ladies for tops but we are out of the relevant sizes. There is also likely to be other interest now that wearing the tops is becoming more widespread. It was also noted that there is a $40 delivery charge for each order, so we want to avoid multiple small orders.

Action: Look at preparing a further tops order when Peter B is back from holidays and we have done some more ‘promotion’ (Peter B)

Court hire

Dylan indicated that he had received an enquiry from a group interested in hiring some courts on Sundays and asked what the charge might be based on what we currently charge St Francis Xavier.

Action: Operations committee to review what an appropriate charge for Sunday court hire would be and advise Dylan (Don S)

Next Committee Meeting

Tuesday 9 September 2014 at 7:30pm

Meeting closed at 8.50 pm

ACTION LIST

The Sub-Committees to come back to the next Committee meeting with their proposed priorities for the year (Peter B, Don S.)

Gary Newnham to prepare a Life Membership certificate to be presented to Margaret Austin (Gary N)

Life Membership award to be made to Margaret at the Women’s end of season dinner on 19 August (Val D).

B keys to be given to Jeff B and Nicole E (Deb F)

List of who has A and B keys to be given to Nicole so it can be added to the Membership database (Deb F)

Write to ex-members requesting that they return C keys and get $20 refund (Nicole E).

KPTC to be represented at the Eastern Region Tennis AGM (Deb F)

Mid-week ladies committee to advise on what priorities they have for projects for the year so they can be taken into account when Committee is developing its program for the year (Val D)

Chase up outstanding Pennant player subs (Dylan E).

Approach a new plumber for a quote for veranda repair (Don S)

Look at preparing a further tops order when Peter B is back from holidays and we have done some more ‘promotion’ (Peter B)

Operations committee to review what an appropriate charge for Sunday court hire would be and advise Dylan (Don S)

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