ClubGovernanceWindow

BVC Committee Meeting - March 16th

Details

Date: Monday 16th of March
Time: 8pm
Venue: Brendan's House - 359 Outwood Common Rd Billericay Essex CM11 2LZ

Agenda

Club Financial Status
2009/10 NVL Team Applications
Number of Teams the club runs (NVL, Regional & Local)
Club Sessions - The nights we train and play
Grant Applications
Administration of Grants Received
25th Anniversary Celebrations
Beach Court Development
Volley 2 Accreditation
Sitting Volleyball
Chelsea
Workload - Review of assignments and agree which/how/who to progress
AOB

Minutes from Prior Meeting (December 18, 2008)

Volley 1-2-3 Audit - It was pointed out that the listings/details were not complete and needed to be updated. It was requested that first aid kits are bought to all sessions (one is based permanently at Brentwood centre). The handbook is out and looks very professional - please ensure that a signature is obtained when each copy is sent out.

Volley 2 Requirements - Brendan stated that is was planned to go for level 2 this season and he did not believe that there were many additional requirements. He will distribute any assignments required to support the application.

Communication - It was confirmed that Maria had now updated the Brentwood Volleyball Club website and it was ready to go live soon. Further information, especially photos would be appreciated. Although Maria has now moved to Dusseldorf she is still intending to try and update the site from there. Another area discussed was issues on communication (use of texts/SMS, possibly a message board, and some sharing of numbers would be useful. Also email addresses needed to be cleaned up/updates and ex-players should be contacted regarding potential support of events and to provided updates on club news - possible making them life members).

Workload - Rob raised the issue of workload and the need to involve other people to support a growing club (especially with certain committee members changing personal circumstances). It was suggested that jobs be broken down into bite size chunks to aid involvement. Names discussed included Claire (possibly website/other), Sue (fund raising/sponsorship), Haley (sponsorship opportunities, Harry, Lewis, Pete M. and maybe some parents. Examples of tasks included - organising matches, getting referees, completion of team forms, getting a portfolio together to support sponsorship. Specifically Rob requested support for the Treasurer to follow-up on getting fees in.

Club & Coach - Brendan provided an update on Club & Coach. Clubs would be selected to provide a regional focus by age group. Nominations for the Eastern region are Tendring, Norwich, Cambridge, and Brentwood/Boswells. Regional coaches include Tony & Loraine (U14 & U16 girls), Rees (U15 boys) and Liam (U17 boys) who will receive scholarships. Club funding will be available to be pulled down shortly and will require justification.

Social - Lorraine expressed disappointment about the numbers at the recent social (may have been due to fancy dress) but a good time was had by those who attended. It would be good to get a date set up early to allow people to put in their calendars. It was suggested that 4 dates should be set up as soon as team fixtures are known. The plan is to have a ball every two years.

Summer Tournament - It was agreed that a summer tournament could only be pursued if there was a volunteer to lead.

NVL - It was suggested that training times be revisited, with the aim of having the men & women train at the same venue once a week. It was agreed that Steve, Tony and Brendan would discuss a potential third court on Wednesday.

Local League/Schools - Brendan stated that BVC must fulfil all our fixtures. It was believed that their were sufficient numbers to support a new team being entered for new people, including boys with some experience. There was also the need to look at redistributing players between teams and the coaches should get together to discuss. The fixtures meeting is scheduled for Dec 22nd. Secondary school training would be starting after Christmas (with the aim to eventually have the schools play each other, possibly in the local leagues and may offer the opportunity to establish a club link). Primary aged children are attending mini me with the help of Lewis, Ryan, Mike, Haley, Claire, etc. Two bids have been made to Sport Essex/Sport England to support school sessions and if successful could be used to fund additional equipment and coaching.

Sitting Volleyball - A bid has been made for resources to support sitting volleyball (for court time, coaching and equipment) with 10 consecutive weeks planned at Sawyers from January. Tony Woods is leading the advertising. Various come and try sessions are planned.

Equipment - We need to ensure that we have spare keys (some were lost for the cage). A bag of balls (Eastern Region) have been lost. An inventory needs to be completed of club assets (balls, shirts, scoreboards, etc). It was recommended that a job sheet be established and a method of controlling established.

Fees - Fees for Ladies 1 have been well collected (with Amanda leading), for Ladies 2 some of the players have not paid their fees (could Sue take the lead?), for Men 1&2 Tony is leading the request for outstanding fees. It was agreed that if fees are not paid sanctions should initially be to not allow the person to play at games, and if still not payment then training would also not be allowed. If anyone has problems being able to pay they should contact Rob. Lead for collection for other club teams was suggest as possibly being Crusher and Rhino. Players playing one off games should pay the cost of the registration fee and if they play a second time then proper fees should be paid (there have been a lot of emergency registrations). Rob recommended that we move to direct debits for all members, with other payment methods being the exception

Beach Court - A specification has been pulled together and it is hoped that a feasibility study will be completed.

Nominations - BVC have been nominated for club of the year for Essex and Tim has been nominated for Young Sportsman. Coming up with be the EVA club of the year and Brentwood club of the year which could lead to a Ł1,000 (Academy status has been achieved).

AOB - Havering club have requested support from BVC, and they could be able to pay for coaching. Names suggested included Ned and Ian.

Minutes from March 16, 2009 Meeting

Attendees:
Tony C, Rob, Lorraine, Steve, Rees, Claire, Brendan & Paul

Club Financial Status

- Rob presented a latest status on the club financials and primarily due to incremental hall hire the position is forecast to be Ł3,739 in debt by the end of May. However this excludes approximately Ł3,000 of fees that are expected to be received and Ł300+ due as paid on behalf of sitting volleyball. This status is an estimate and excludes some refereeing costs, etc. The status does include the Ł1,100 required to enter 4 NVL teams entered for next season. Other potential money could come from: 1) People on Saturdays - Rob to review list that Bren provides; 2) Mini Me's; 3) Volley Accreditation (approx. Ł300/Ł400), 4) Club and Coach. Recommend for next season for a more dynamic approach with registers being taken and also an escalation process. Tony suggested having a nomination of sub-treasurer for each team so that the Treasurer has a single point of contact.
Actions:
Bren offered to send out a letter to all outstanding debtors from this season - if not a reasonable response then the club should look to suspend the individual. Rob will issue and updated list. Rob will also provide an estimate of the 2009/10 fees to be included to allow standing orders to be set up (options in full or regular payments) and will distribute standing order forms. There will be a discount for paying on time. Standing order forms and registration forms to be left in the cage where it exists. Outstanding grants to be followed up by Bren.

2009/10 NVL Team Applications
- Application are due by TBD for teams and TBD for players (deadline for withdrawing team is end of March). The intention is to enter two men's teams, subject to the first team being signed up. The aim is to strengthen the first team squad and lower the expectations of the second team (builder team). The intention is to enter two women's teams, however the first team is expected to be light on players (risk is div 2 team is relegated). If down to only one team should consider entering the regional competition that is flexible and cheap. Possible need to add a small charge to allow a budget for emergency registrations.
Actions:
See first item above to pursue standing orders for next season.

Number of Teams the club runs (NVL, Regional & Local)
- Regional & NVL is covered above. For local league not all the teams display team spirit and some teams seem to be struggling to find players. Bombers, Wildthings and Woofs are established but Wackers and Bandits are struggling. Bren suggested that we look at this at the end of this season to determine how many teams to enter. Other suggestion is to keep reminding players when the fixtures are and that they are expected to attend.

Club Sessions
- The aim is to move to a joint Wednesday session (all three courts) but the intention is to drop Tuesdays. Also Thursday for the Men and to continue with Saturday (possibly including secondary school - funding available for 10 sessions, coaching and court hire with equipment available). Open issue is where are local league games played (possibly Saturdays and may be Wednesday nights or even ad hoc Tuesdays). Another area to consider is playing a local league game at one of the schools to allow the sport to be demonstrated at a reasonable level. Sawyers Hall are looking at improving their facilities. Should consider playing Men and Women home fixtures on the same day to aid support, officials (although this season has been the best so far for getting officials), etc.

Grant Applications
- Bren expressed that he was very pleased that Ken has agreed to do this - who has offered on a no charge basis. Expenditure included….. Club strategy has been provided. Claire has volunteered to assist Ken. Other people who could be involved are Super Sue, Isobella and Hayley.
Action:
Bren to respond to Ken very positively, give some prioritisation and provide volunteers
Administration of Grants Received
- Bren is going to action for existing grants that we have received. Others to lead future grants.

25th Anniversary Celebrations
- Need to establish dates with an event once a month which can have events slotted in (eg Going to the Dogs, Quiz night, etc).
Action:
Lorraine and Claire to set dates in the next couple of weeks. Provisionally the last Friday of each month during the summer (mixture of social and fund raising). Look at having 25th Anniversary shirts
Action:
Rob to ask Tim if he can look at alternatives following his previous investigations (target Ł5-Ł10).

Beach Court Development
- Volleyball England had Chelmsford (based on demographics) as the location even though Brentwood was selected by Essex and Eastern Region. Discussions with the Brentwood Centre are ongoing and also reviewed with the Academy group.

Volley 2 Accreditation
- Bren has reviewed the list and has written to Volleyball England and it appears that there are only 2-3 things required (including something on Junior leaders). We hope to apply in May when one year since Volley 1 has passed.

Sitting Volleyball
- Debate about the sitting volleyball session as not taking off as was hoped. Could look at advertising through rehabilitation centres, creation of leaflets, etc. Session should include

Chelsea
- Outstanding action is that PDMs, Volleyball England, Ken and Bren to meet. Funding could be Ł4,000 if Brentwood Volleyball club is selected (possibly to fund a coach).

Club of the Year
- Brendan has put forward an application to the EVA.

Website/Communication
- Request for new information to be provided to Maria.
Action:
Paul to provide suggestions on what to include. Need to look someone to lead (eg Hayley) - perhaps chunk in bits. Other suggestions were using a message board for club members at Brentwood Centre, having announcements prior to training sessions starting.

Club & Coach
- Funding is Ł600 x 2 or 3 (Boys/Girls/Club and Regional status)- Can be used to fund hall fees but also should be used to purchase equipment (eg Carts)

Fund Raising
- See also Grant Applications. The Academy group are willing to support any events - the club is in good standing with Brentwood Borough Council.

Workload
- Review of assignments and agree which/how/who to progress

AOB
- Members list update Action: Rob to send a list of who pays to Paul to allow membership list to be forwarded to the EVA. Possible Indoor session during the summer - pay as you play. Juvo Equipment storage requested (by Tony Pennock) - suggestion that Brentwood support a bid to Essex. Mini Bus access could be given to Academy club (joining fee Ł25/year, driver needs to have been on a training course, plus paying a rate per mile) - this could be especially good for regional league
Action:
Bren to investigate. Suggest a planning for next session meeting (including teams, equipment maintenance, etc) - suggest 20th of April (include setting the AGM).