Minutes of
Ranmoor Badminton Committee Meeting - 04 April 2013
Venue:
53 Cardoness Rd, Sheffield S10 5RT
Present: Apologies:
Claire
Evans (CE) Ravi
Thevasagayam (RT)
Steve
Kelly (SK) Matt
Hunt (MH)
Lesley
Kelly (LK)
Dave
Henry (DH)
Karen
Grierson (KG)
Rich
Woolgar (RW)
Dave
Waining (DW)
Ref
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Matters discussed
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1
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Club
Finances
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SK
advised that for 2012/2013 the club has £100 deficit from takings. This is
due to a reduction in the taking up of the annual fee for 2012/2013 and the
reduced attendances of those pay and play members.
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2
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Numbers
Attending Club Night
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The
club attendance drop off this year was discussed, with Mondays down a lot and
Fridays a little.
Possible
reasons for this were noted as :
In
addition, specific to Monday night attendance at Ecclesfield:
Solutions
discussed were :-
ACTION : CE (with input
from committee) to produce questionnaire for members
ACTION: SK to email club
members advising the 2012/2013 annual subs will cover an extra 4 weeks due to
the snow disruption.
ACTION: LK to continue to
promote Mondays as a match or a club night, making it clear to all which
members are coming, for reassurance.
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Ref
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Matters discussed
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3
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New
Member Recruitment/Retention
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SK circulated figures showing there
have been 20 visitors this season, of which 4 have stayed, for various
reasons, and a similar number have left who were regular members.
It was discussed that
· Committee members need to be role models in
welcoming new members at club nights and inviting them onto courts to play.
· RW mentioned the idea of a ‘buddy’ system to look
after new members and encourage them to keep coming back to club with
personal follow up text/email after their initial visit.
· Pub attendance after club has reduced and to build
back up this social aspect of the club.
· The coaching had been a great idea this year and
to build on this by implementing a more coherent and structured coaching plan,
designed by the Coaching Coordinator in liaison with the 5 captains, with the
emphasis on voluntary and fun participation, and delivery of the coaching by
different people who are the best exponents of that aspect of the game rather
than by the same person each week. This action will come after the AGM votes
in the post.
· Keep advertising the club by word of mouth.
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4
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Team
Selection
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The constitution was discussed,
along with the rule on selection based on attendance agreed in the 2012
Committee Meeting, and all agreed this was still the best policy for team
selection.
However, based on the attendance
figures from October 2012 to March 2013, many members now play more matches
than club nights, up from just two the year before. It was agreed to be
relaxed about this for the rest of 2012/13 but reinforce the rule from next
season, which would have to be captain’s discretion based on attendance to
date at that time (e.g. if a team’s fixtures are mainly early in the season,
the captain may bear this in mind).
RW proposed creating a ‘Captains’
List’ of duties and to include this rule in the list.
Captains’
List Duties to include:
All
agreed this Captains’ List would be a good idea and to make these duties
clear on the website.
ACTION : SK and LK
volunteered to draw up the draft Captain’s List and circulate to Committee.
ACTION : Reinforce the team
selection rule next year by emphasizing the importance of attendance within
the Captains’ List
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5
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Committee
Posts
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CE,
DW, KG, RT and MH are stepping down from the posts of Secretary, First Mens
Team captain, Ladies captain, Coaching Coordinator and Fun League
Coordinator. DH, RW, SK and LK are standing again as Combined 2 Captain,
Combined 1 Captain, Social Secretary, Treasurer, Second Mens Team captain and
Publicity / Promotion respectively. SK stated that whilst he would like to do
his posts for one more year, he would intend to resign in June 2014 to
concentrate on other things, and the Treasurer post may benefit from a Deputy
to learn the ropes prior to taking up the post in 2014.
Of the vacant posts, DH expressed a strong
interest in standing for the Coaching position.
ACTION: CE to send out email to members advertising Committee
Posts (including a brief role description) and requesting any nominations. The
Captain’s List would be added to this email to ensure all members know the
club rules that the Captain’s must adhere to.
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Ref
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Matters discussed
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6
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Captains’
Night
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It was agreed that last year’s Captains’ Night was
a great success and to go ahead with organising the event for this year.
Preliminary discussions agreed to try and hold the
event at Platillos on either the 22/29 June if possible.
ACTION:
CAPTAINS to organise event and email club members detailing the event. LK to
retrieve trophies that were awarded last year.
ACTION: PLAYER OF THE YEAR nominations from
committee members to be emailed to CE. Note that while the Committee vote on
this award, a committee member can still be nominated.
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7
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Date
of next Committee Meeting
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The next meeting would be held in September after
the new post holders have begun their roles on September 1st. That
is the start of the new club year.
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8
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Club
AGM
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The AGM would be held on the last club Friday in
June at 9pm. This is the 28th
June 2013 @ Tapton School. Club
night will finish slightly early and all current members are encouraged to
attend, ask questions and get involved.
Nominations for the posts and Captains positions will be voted on for
the forthcoming season.
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ADDITIONAL
INFORMATION
2013
- 2014 Posts and Captains positions
These notes are provided as a guide for
anyone considered running for a position within Ranmoor Badminton Club. The post descriptions are not exhaustive but
should give you an idea about what is involved.
All positions are up for renewal at the Club AGM to be held on the 28th June 2013. All posts are voted for by those in attendance
at the AGM. If you are interested please
send your nomination to Claire Evans, Secretary before 1st June 2013.
Secretary
This is the main
contact for the club. They have their
full details displayed on the league and local website and are there to field
enquiries as the first point of call for Ranmoor Badminton Club. Additionally they will receive all the
required administration for teams to be entered into the league and our
membership of Badminton England. They
maintain a list of all members’ details and will share that list with the
Committee (especially captains) as required. They liaise closely with the club
Treasurer to ensure that all members are fully registered and paid up. Throughout the year they ensure that the club
membership receives details (via email usually) of any events that may be
happening locally and regionally. They
field enquiries to Captains regarding fixtures and liaise with the league
secretary as necessary. They must attend
and represent the club at the League AGM.
Treasurer
The treasurer is
responsible for the finances of the club and ensuring that fees, subs and
payment for all costs associated with running the club are done in the proper
and correct manner. They set the
strategy for the club budget including negotiation of the sports hall prices
with Interserve and setting of the fee structure for members. They must ensure
that subs are collected from members and that local and regionally fees are
paid in a timely fashion. They must
maintain the club bank account and provide reports at committee about the
current finances of the club at any given time.
They have the final say on funds to be spent outside of matches
including the funding of prizes for the Fun League and Captains night. They also keep attendance details of all club
members at club nights, home matches and away matches. Captain’s therefore need
to liaise with the Treasurer for these figures as part of the club rules for
picking teams. Due to the nature of this post it is important for somebody with
a financial background to hold the role.
Social Secretary
The SS is
responsible for the organisation of social events outside of playing badminton
with the aim of making everyone welcome and encouraging a good club spirit and
morale. They must email all members and
collate attendance and where necessary collect deposits and book venues. Events normally include pub nights after
badminton on a Friday at the Ranmoor Inn, Christmas Party, Fancy Dress, Captains
Night and a summer BBQ. In addition
trips to bowling, cinema, and restaurants are usually run alongside member celebrations
such as birthdays and weddings! Ideally
an event every 1-2 months should be encouraged.
Ideas from club members are always welcome and should be encouraged by
the SS on a regular basis.
Publicity & Promotion
This role includes
looking after the membership of RBC by promoting and publicising our match
performances, club night play and social events. They must maintain the club website and
ensure that it displays a wealth of information to new and existing members
about RBC in a timely manner. Following
initial enquiries they must encourage new members, take down their contact
details, ensure they receive the ‘new members info and business card’ and
assign a buddy (as necessary). They must
encourage all members to promote the club and sustain the culture and ethos
that has been established. Additionally
they encourage the attendance of all at club night and social events and
illustrate both with photographs. They
are also responsible for club shirts.
Coaching Co-Ordinator
This post is
responsible for organising a structured coaching programme for club members
that is voluntary, informative and fun.
The aim is to deliver a series of coaching sessions by different members
of the club to improve the general performance of members as desired. In liaison with the Captains a list of
coaching session to be held throughout the year will be drawn up to provide
structure to the season.
Fun League Organiser
The fun league was
introduced to add a more competitive element to club nights, further preparing
members for match play. The aim was to
encourage all abilities within the club to play alongside and against each
other with the use of a handicap system so that even the better players are
challenged. The fun league rules for
each season are set by the organiser and can be as unconventional as you like
providing it rewards points based on an individuals’ performance in any given
doubles game. Fancy Dress fun league is
an illustration of this. Fun league
games take place on Friday club nights and involve all attendees who wish to
play as a season commitment (members sign in at the start of the season or when
they join the club). Prizes are
available at the end of the season for this.
Team Captains
Captains have
extensive responsibilities which are detailed in the new Captain’s Code* along
with the club’s rules regarding the teams that have been a key part of making
Ranmoor so successful recently. The Captains are role models for the club in
attendance, play and conduct and are responsible for the team selection and
co-ordination of every aspect of fixtures including attendance at the League
Fixture meeting in September.
Additionally they will feed into the Coaching Co-ordinator role, fun
league handicaps and be present on the Committee. They also organise Captains Night. While
captains often serve more than one year, the club encourages no captain to stay
in post for several years so that others are given the opportunity.
Mens 1 – Division 1
Mens 2 – Division 3
Ladies – Division 1
Combined 1 –
Division 1
Combined 2 –
Division 2
*Guide for Captains
on their roles and responsibilities.