LOWLANDS CLUB
MINUTES OF THE MANAGEMENT COMMITTEE MEETING 12th DECEMBER 2013
Present: P.Salisbury (in the Chair), T Arnesen, I.Crew,, J.Cornwell, L.Walton, K.Langston, K. Tye, R. O’Neill
Apologies: R. Hames,
1. Minutes of the last meeting.
These were accepted as a true record. Proposed June Cornwell Seconded Kevin Tye
2. Matters arising from the minutes of the last meeting.
Peter Ford has will be asked to clear plastic chairs and gazebo from the store room behind the stage. Further clearing of old Christmas decorations etc. to be arranged together with a clear out of the shed.
Pat has replied to Valerie Copenhagen with an explanation as to why Michael Sobell house is our charity.
In order for members to use the snooker room in the day the door to the corridor will be left unlocked and a key pad will be put on the snooker room door. The code will be sent to members who express an interest in playing snooker during the day. Rob will get a key pad.
Ian Vidgen is Cliff’s assistant coach now and he will be issued with keys to unlock the club when needed. Cliff will sort a contract for him.
3. Membership and approval of applications
Three applications were approved. These were from Sylvia Barr (Social), Peter and Nicky Smith (Off-peak tennis)
4. Treasurer’s Report
Wages for the cleaners and bar staff are paid four weekly. Expenditure includes the October floodlight bulb replacement but not the November replacement which will appear in next month’s accounts. Peter Long will be contacted to see what he charges to replace floodlights as he currently does Pinner Moss Lane‘s and the price we are paying Floodlighting would seem to be excessive. The bar trading account is up on last year’s already with the Christmas takings still to come. There is an issue with the till’s z totals and the cash to be banked not matching up so it is difficult to rely on the z totals for accounting purposes. Lorraine will base her accounts on the cash banked not the z totals
5. Reports from Heads of section
June
Kim Carpenter is hiring the hall on 11th Jan 2014 to celebrate her 50th birthday. She has paid her deposit.
Terry Blackburn is hiring the hall on the 4th Jan from 2-5pm. He has paid in full.
The dinner dance went well. The Christmas Party should have over 100 in attendance. The band ‘Partydown’ is returning to supply the music. New Year’s Eve is sold out. There is an issue with the decorations disturbing the table tennis players in their matches. They took down the decorations on the understanding that they would restore them for the Christmas dance. It takes the Social Committee about four hours to put up the decorations. It was agreed that the table tennis section would be asked not to arrange home matches for the Christmas period if this is feasible. The first function in 2014 will be a quiz run by Denise and Karen, all proceeds to go to the Philippines Disaster. Further details will follow.
Kevin Langston
The snooker A team has won three league matches and won one cup match. The B team has won two matches. Neither team is bottom of its division now. Occasionally, Kevin will not be able to open on a Wednesday match day. Bill Miller does not have a key but in the event there are any problems, Tony Arnesen will open – if he is unavailable Bill Salisbury can be contacted
Kevin Tye
The teams for the Summer league are being sorted. We intend to have the same number of teams although some rule changes introduced by the LTA may mean we have to drop the Men’s 7th team. The 1st - 4th teams must nominate 5 players. This restricts players from playing for lower teams more than twice.
Tony
Paul Darby is leaving on Wednesday 18th December. His shift will be taken by Rhianna Moritz. Tony will be away for Christmas Eve, Christmas Day and Boxing Day. A wake was held in the club on 11th December . Another wine chiller has been purchased. We are struggling at the moment to cover the Christmas and New Year period with bar staff. Currently, Chris Miles and Peter Nash will work on New Year’s Eve, Peter will work on Christmas Day. Chris will work on Christmas Eve. Currently we have no cover for Boxing Day. Hannah Williams will work on New Year’s Day.
Rob
No report. He will speak to item 8 later on the agenda.
Roy
Ian read out the Table Tennis Report in Roy’s absence.
‘We are now approaching half way through the Winter season and I can report that most teams are doing quite well. Only two of our eleven teams are currently in relegation positions and hopefully this will be rectified after Christmas.
The 10th Team are currently top of Division 7 and the 1st, 2nd, 5th and 7th teams are currently placed second in their respective Divisions; detailed results can be viewed by visiting the League’s website www.wembleyharrow.uktt.info. Andy Miller, playing in the 4th Division, is currently unbeaten and is therefore leading the competition for our Club’s Allen Roper Trophy (awarded to the player who achieves the highest average at the end of the season). The Christmas decorations in the Hall that have been adjusted will be reinstated this Friday evening, ready for the Club’s Social function on Saturday. There are Table Tennis Cup matches next week and any alterations made to the decorations will be corrected before Christmas. Several of the members have purchased the Club shirt and shorts strip with the name of Lowlands on the back; I hope you have seen some of the players wearing the strip and approve of the Club image being presented. 5 Junior players have recently become Junior Members of Lowlands Club. Consequently we have introduced a Junior Practice/Training session from 5.00 to 7.00pm on Thursdays; our intention is to gradually integrate them into various teams, providing them with the opportunity for League match experience. Please remember that the next Table Tennis Committee Meeting is to be held on Thursday 9th January 2014.
6. Suggestions from the Suggestion box
Debbie O’Brien asked that the toilet holders in the toilets be replaced as they are difficult to use. The lady committee members agreed and Rob was asked to investigate using more suitable holders.
Alex Porter asked that the TV in the settee area be replaced as it is poor quality. This suggestion was turned down as the Committee checked the TV during the meeting and it was decided that the picture was fine.
Action point Rob will get 5 new toilet holders and gel hand wash dispensers.
7. Future planning.
The work needed to be done on the drains, toilets and emergency lighting will take priority at the moment over refurbishment of the lounge.
8. Drains and property maintenance.
Rob had arranged for a survey of the club drains and gave the Committee the details of what needs to be done. Southern Drains have provided a quotation to clean the drains and gulleys. In view of the fact that no substantial work has been carried out on the drains since the new pavilion was built this quotation was accepted. He said it would be prudent to clear the toilet drains every 6 months. In addition, Rob compiled a list of other matters which need attention. These are listed below:
8.1. Emergency Lighting- some areas should have emergency lighting but do not currently have any, for example, the storeroom and outside the emergency exits.
8.2 Boilers-there is no record of the boilers being serviced (although they have been every year)
8.3 Fixed Wiring- all the sockets need to be tested and the testing recorded. We should have RCDs in the kitchen. A RP65 can be fitted outside the snooker room to service the gravel area and avoid extension leads going through the snooker room.
8.4 Portable Appliance Testing- this needs to be done and recorded.
8.5 Fire Assembly Point-we do not have one. A sign will be arranged and displayed to inform members where to assemble in the case of a fire.
8.6 Floodlights-replacement of floodlight bulbs is deemed to be very expensive. We will approach Peter Long to get a quotation from him to do the replacements when needed.
8.7 Heaters- the filters need cleaning.
Rob said that the priorities should be Emergency Lighting and Fixed Wiring.
Action point Rob will arrange some quotations for the work listed above.
Action point Rob will arrange a date for Southern Drains to do the work on the drains.
9. AOB
Lorraine.
a) Windows-
Silver Glass have quoted. We need laminate not toughened glass. They may have a window already from a previous order. Three windows will cost £1450. Two locks also need replacing/repairing. This item will be discussed at the next meeting.
b) Human Resources.
We need contracts for paid staff. We also need a grievance procedure.
Action point: Pat and Ian to look for simple contracts and grievance procedures.
c) Lost Property
A tennis member left his tennis bag and racket at the club and it was handed to the bar person by Martin Lewis. It subsequently disappeared and the bag turned up a couple of weeks later minus the racket and some money. The Committee agreed that theft should be taken very seriously and all possessions handed in to the bar will be placed in the storeroom and recorded in a lost property book.
Action point: Ian will e-mail the tennis member concerned and e-mail members that they are responsible for their possessions but in the event that something is left at the club it will be placed in the storeroom.
Meeting closed at 10.10 pm Next meeting is Thursday 23rd January 2014 at 7.45pm