Rugby Bridge Club Management Committee
Minutes of meeting held at 20, Ambleside, Rugby
on 15th April 2013
Present
Peter Langley (Chairman)
Philip Shorey
Wendy Pattinson
Anne Carrington
David Hicks(Secretary)
1. Apologies
There were apologies from Terry Bradbury and Chris Malthouse
2. Minutes of last meeting
The minutes of the 12th January 2013 had been previously agreed.
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3. Matters Arising
(i) Tuesday Pairs Competition
Concern was expressed about the decision reached at the last meeting with regard to the number of qualifying matches that had to be played in the Tuesday Pairs Competition. After discussion it was decided by a majority vote that the qualifying number of matches would be reduced to 20 with no allowance for hosting. The change would apply from 2013.
Action: Chris Malthouse
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(ii) Publicity
In response to a question from the Chairman, Wendy was able to confirm that there had been a meeting with Liz Edwards and Terry Bradbury with a view to improving the quality of the Web Site and publicity. Since that meeting special events such as weddings and particular birthdays were being published and appropriate tributes when members had passed away. The input into the local press had improved with the club being given more prominence. There was some discussion about the merits of including all the results and whether this was appropriate.
Action: Wendy Pattinson
4. Cawston
Phil was able to update the committee on the progress being made with regard to the proposed move to Cawston. Sadly he said planning permission had not yet been granted, there appeared to be some local difficulties and the project was now 4 months behind schedule. He was confident that all the monies required would be available from one source or another once planning permission was granted. He also informed the Committee that so far as the club’s monies were concerned he had placed them in a short term interest account.
Phil was thanked for his continuing work on this subject and it was agreed that there was little more we could do pending the planning decision.
Action; Phil Shorey
5. Annual General Meeting
The committee discussed the motions and letters that had been received with regard to proposed changes to the Constitution and recognised that some of the changes were related to wording and presentation whilst others were more fundamental. Some of the changes found favour with the committee but others did not.
It was agreed that two issues – proxy versus postal voting and whether there should be a maximum limit on the Chairman’s term – should be the subject of motions on the AGM agenda. It was not necessary for the Management Committee to make a recommendation on these.
In addition the Chairman would prepare a paper for the AGM covering the points made above, which could then be the subject of debate and voting as necessary.
The point was made that there were a few members who paid their annual subscription but very rarely if ever took part in the club’s activities but were entitled to vote on motions associated with the running of the club. It was queried whether this was appropriate. Anne Carrington will prepare a paper with recommendations for the next meeting.
The Agenda for the AGM was approved.
Action: David Hicks, Peter Langley and Phil Shorey.
6. Player of the Month Award
There was discussion about the changes that had been made to the proposals discussed at the 17th November 2012 meeting where the competition had first been proposed and was taken away for further consideration. The original proposals had been changed following further discussion between those most directly concerned. The competition had now been running for over three months.
It was agreed that the competition would proceed in its present format but would be reviewed in the Autumn and in the light of experience gained a decision would be made as to whether changes were required for 2014.
Action: Chris Malthouse
7. Management Committee Procedures
It was agreed that the proposed Constitution and amendments were such that Management Committee Procedures were no longer required.
Action: David Hicks
8. Tournament and Session Rules and Regulations
As above it was agreed that the proposed Constitution and amendments were such that separate Tournament and Session Rules and Regulations were no longer required. The EBU document would now be used.
Action: David Hicks
9. Disciplinary Arrangements
Reference was made to previous discussions on the appropriate disciplinary arrangements for the club and it was agreed that having joined the EBU it was appropriate to follow their approved procedures.
Action: David Hicks
10. Finances
Phil in opening his presentation said there was no longer any money in the long-term deposit account although a significant sum as previously mentioned had been placed in a short three month term account. The club had been running at a loss for the last six months mainly because there had been a need to find £810 for Solicitors fees. Since tea, coffee and biscuits were now free members were taking advantage of the facilities to a greater extent than before and there was need to consider how the committee should address this issue.
It was agreed that it was not appropriate to raise the table money at the moment but the opportunity would be taken to remind members that the drinks and biscuits were there to be shared and there was no real need to have numerous cups of tea or coffee or to take more than a couple of biscuits.
There was then discussion on the cost of printing and postage and it was agreed that wherever possible posting would be avoided by handing communications to members and that significant printing requirements would be carried out by Phil Shorey.
Action: Phil Shorey, David Hicks.
11. Club Membership Validation
It was agreed that Anne would prepare a list of new members at each committee meeting for formal validation as opposed to seeking the General Secretary’s approval with the Constitution being amended to reflect the change in arrangements. Anne informed the Committee that acceptance as members provided for contact details to be shared with other members unless they expressly asked for this not to happen.
Action: Anne Carrington
12. Committee Membership – New and Replacements.
There was general agreement that to have new people joining the Committee was good for the club and should be encouraged but at the same time recognising that there should be some continuity on the Committee and there was no real need for wholesale changes. This was particularly so with the proposed move to Cawston. It was however recognised that the club members decided who they wished to have on the Committee running their club and that they had the opportunity every twelve months to make changes as they considered appropriate.
13. A.O.B
(i) Chairman referred to previous correspondence with regard to a new member feeling aggrieved about the way in which she had felt embarrassed. She had replied to his letter of apology and hoped to attend future sessions.
(ii) Wednesday Night Sessions
There were concerns that the Wednesday Night Sessions were not going as planned. There was only limited take up by new members from the Saturday morning training sessions and it was known that some were going elsewhere to gain experience. The main issues were around the number of boards being played, inexperienced players being asked to hurry or averages would be given and the fact that the tutors were regularly playing together as opposed to teaming up with or helping less experienced players. The view was expressed that the evening should be limited to 12 boards, not computer produced but prepared beforehand to demonstrate bidding processes and a sheet prepared for discussion on some of the hands played.
It was agreed that Peter Langley and Wendy Pattinson would set up a meeting to address this issue.
Action: Peter Langley and Wendy Pattinson.
(iii) Thank you
The committee discussed the question of recognising work carried out on behalf of the club by other than committee members and organisations which supported events, particularly charity events and it was agreed that consideration would be given to making token thanks in the form of small gifts such as flowers or chocolates.
Action: Wendy Pattinson and Phil Shorey
(iv) Charity and Invitation Events
Reference was made to invitations being receive d to take part in charity events and in the discussions that followed there was agreement that the club already had established charities which they supported and it was believed that the club’s participation should be limited to those charities. An invitation had also been received to participate in the Shakespeare Swiss Teams event and it was agreed that the club would enter teams if sufficient people wished to participate. This year the club would contribute 50% of the costs involved.
Discussion then turned to the question of whether financial support should be given to teams representing the club and it was agreed that consideration could be given to doing so but there was a need to determine a policy.
Action: Peter Langley and Chris Malthouse.
(v) EBU Training Sessions
Reference was made to places being available on an EBU Training Course in Harrow in July for those who wished to teach. Four people were interested, of whom one would pay for himself and one would get a free place. Participants would be required to provide their accommodation and food.
It was agreed that the club would financially support two members attending with the clear understanding that there would be a requirement by those participating that they must teach at the club for at least two years.
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