Crewe Central Table Tennis Club

Executive Committee Meeting

Date:  Wednesday 9th April 2014 Venue:  Delmar Print, Nantwich. Time: 8 pm

Notes of the Meeting

·       In Attendance. Mike Crompton (MC), Neil Williams (NW), Mike Farr (MF), Richard Derricutt (RD), Dave Stubbs (DS), Dennis Artess (DA), Robin Smith (RS), Bob Hope (BH) and Kam Li (KL). MC welcomed all especially those for whom this was their first ctte meeting.

·       Notes of last meeting were approved.

o   Matters arising: WhatsApp application discussed and agreed to be taken forward as part of the role of Media Manager

·       Club Development Plan – Following discussion of related areas, the proposed plan as circulated was approved by all.

·       Playing performance – general satisfaction noted with improvements across the board during the course of the last year.  A large amount of credit for this needs to go to the incredible amount of effort put in by DA, all present expressed gratitude and appreciation for this.  General suggestion that club support be offered to all and parents of younger members be encouraged to participate fully in club activities. Suggestion to offer club sponsorship for entering into regional competitions was proposed and cases are to be considered as and when the need arises.

·       Clubmark accreditation – 3 pillars Partnerships, Coaching Programme, Club management

o   Partnerships

§  South Cheshire College – formal agreement in place

§  William Stanier School – ongoing discussions

§  Nantwich Elim Church – awaiting return of formal agreement

§  Kingsgrove school – discussions ongoing, DA to discuss in more detail with club member Paul Benbow and DS

§  Crewe TTL . Formal agreement in place?

ACTION: DA to progress

o   Coaching programme

§  Draft proposal circulated, discussed and agreed as presented. New development mgr to implement post AGM

§  The number of advanced level players was seen as a current weakness for the club, however the ctte are willing to accept that the club will grow organically, new advanced level players will be the result of the natural progression process.

o   Club Management

§  Policies all agreed unanimously, These are now to be placed on the clubs website with any future changes needing to be made through discussion at exec ctte meetings.  As a minimum all policies need to be reviewed annually.

ACTION: RD to place agreed policies on website

§  Proposed and agreed to produce an informational flyer outlining key elements of the clubs policies. The ctte will need to then review and agree, MF to print, then all to circulate.

ACTION: KL/RD to draft and circulate for approval

·       Anti doping course – RD presented information regarding a free on line course – agreed that all coaches should be encouraged to undertake the course.

ACTION: All coaches to undertake the course

·       Club Venues 2014/15 – list circulated and after discussion agreed. Future of Wordcraft venue for the potteries league team to be considered again in due course.

·       Awards Night – 3 perpetual trophies to be collected from last years winners (Player of the Year, Team of the year and New Gen Team of the year). List of awards for 2014 and recipients discussed and agreed as proposed by DA.  Agreed that RS would source and purchase suitable trophies and arrange for their engraving, max budget set as £400.  RS to source then circulate suggestions to ctte before purchasing. DS offered and ctte accepted his offer to organise a raffle on the evening. Discussion over suitable “celebrities” to be asked to present awards.

ACTION: DA to organise guest to present awards

ACTION: RS to source and propose trophies

·       AGM – List of positions and anticipated post holders circulated and agreed as discussed/proposed. The need to ensure that the current constitution reflects the current reality was discussed, any required changes to be brought forward to the AGM.

ACTION: RS to review constitution

·       Teams and competitions - 2014/15 draft team formats circulated, subject to finalisation. Probably have a total of 17 teams in the Crewe league and 1 in the potteries, noted that we would like to enter a second potteries team if possible. Need to finalise team structures for next year and to be in a position to hand this over to the new Team Manager after the AGM.

ACTION: DA to work on finalising Teams

·       Finance Report – DA presented income and expenditure account for the past year, showing a small projected surplus for the year.  Balance sheet presented.  Cheshire East grant was designed to cover coach training costs. Those involved to be asked to reclaim the costs they are entitled to.  Further raffles and specific prize draws will be organised in 2014.  Ctte expressed thanks to DA for undertaking the treasurer role for the year. Ctte unanimously agreed the reports.

ACTION: DA to hand over treasurer responsibilities to new treasurer

·       Summer Competitions – Outline presented for discussion, ctte agreed to potentially enter one team in the Potteries summer league subject to there being sufficient interest.  RD proposed an internal individual club league over the summer months, after discussion, agreed to create a club league based upon the concept of a Squash League for Juniors and Senior members commencing May 6th.  Agreed to hold a Junior/Senior Club KO competition and a Doubles Summer KO tournament

ACTION: DA to canvass members for interest in Potteries Summer League

ACTION: RS/RD to organise summer ladder competition

ACTION: KL to organise summer singles KO competitions

ACTION: MC/NW to organise doubles KO tournament

·       AOB

o   Dates for future meetings set

§  Exec committee Meetings

·       July 2nd 2015

·       October 8th 2015

·       January 7th 2015

·       April 8th 2015

§  2015 Club AGM

·       May 20th 2015

§  Locations TBC

§  Start time of 7:30pm agreed

o   DS proposed to introduce an annual club membership fee of £10 Senior and £5 junior.  After discussion agreed to put the proposal forward at the AGM.  DS to propose and promote.

ACTION: DS to draft a proposal for the AGM

o   General discussion around attracting more female players, this is part of the development plan and is seen as a key target for the club.

o   Special needs competition 10/11 May requires volunteer umpires – all to canvass members and get names to DA as soon as possible.

o   Schools TT competition U13 June 5th 4pm – 5:30pm CCTTC have been asked to provide support. Venue TBC, any volunteers to DA.

o   Potteries league rule changes noted, special mention made of the need for each team to be represented at ctte meetings, non-attendance will result in a fine being levied.

Meeting closed 10:30pm.

Crewe Central Table Tennis Club  CONSTITUTION   

CONSTITUTION AND RULES  

1. Name The name of the Club shall be “Crewe Central Table Tennis Club”.

2. Objects  
 To provide opportunities for players to participate in competitions , The promotion of the game of Table Tennis within Crewe and its surrounding area.  To provide a safe and congenial environment within which players of all abilities and backgrounds can experience and enjoy the pleasures that Table Tennis can bring to their lives.  Through its activities contribute to Community Development in Crewe and the surrounding area 

 
3. Officials The officials of the Club shall be appointed annually by the voting membership and shall consist of Chairman, Vice Chairman, Secretary, Treasurer, Development Manager, Team Manager, Welfare Officer, Volunteer co-ordinator, Head Junior Coach, Media, Communications and Marketing Manager. In addition there shall be another 4 members of the Executive Committee and two representatives (one male, one female) of the junior membership.  
The affairs of the club shall be in the hands of the Officials of the Club, to be known as the Executive Committee. The Executive Committee shall meet every three months and its decisions in all cases shall be binding. 4 shall form a quorum at meetings of the Executive Committee.

4. Annual General Meeting An Annual General Meeting will be held in May each year, at which all registered members are entitled to vote.  
Nominations for Officials and members of the Executive Committee and proposals to alter Club rules, proposed and seconded shall be received by the end of March.

 
5. Club membership The Club will have two classes of membership:  
Full Membership, which entitles individuals to be an Official and to have full voting rights on the management of the Club, to represent the club in all competitions (subject to selection) and to play in the Club’s Closed Championship.  
Junior Membership, which allows under 18’s to represent the Club in competitions appropriate to their ability and experience.

6. Club Fees The Club fees shall be set annually by the executive Committee.  
For the benefit of the Club and its objects, from time to time, trips, community initiatives, events, competitions other than league matches may be organised, the Executive Committee will set the fees as appropriate.

7. Players registration All Members of the Club will be entitled to play (subject to selection) for a Club team entered in local League competitions. The Executive Committee will decide what competitions to enter, appoint a Team Manager and will decide which players will be registered to represent the Club for what competition and Team.   
All members must be registered as ETTA Players

8. Conduct All members of the Club are expected to behave in a proper manner and in the spirit of sportsmanship (this is not gender specific).  
The Executive Committee has the right to impose a fine or take other action for any deviation from behaving in the appropriate manner.  

9.  Club Rules The Executive Committee has the discretion to impose a fine or take other suitable action for any breach of Club rules.

10. Club Funds The funds of the Club shall be deposited with the Co-operative Bank, Crewe, Cheshire, as a current account. All cheques drawn on such funds shall be on the joint signature of 2 of the Club Treasurer, Secretary and Chairman. This can be changed at any time by the Executive Committee.

11.  Team Manager To make all reasonable efforts to ensure:  
? That all competition requirements are met ? That the Club is represented at all appropriate meetings ? That selected teams attend and play match fixtures, arranging transport when appropriate. ? That the Club is not subject to competition fines for not complying with rules and regulations.  

12.  Members As a member of Crewe Central Table Tennis Club individuals take on a number of responsibilities.  
? To contribute to the wellbeing of the Club ? To compete hard but fairly ? To play the sport in a manner that brings credit to themselves and the club ? To respect other Club Members and treat them accordingly  ? To be welcoming and friendly to players from other Clubs and Teams ? To participate in the setting up and dismantling of the playing arena       
 

Signed   Chairman

Date  

Signed         Secretary  

Date    

Signed       Vice Chairman 

Date 

Signed                 Treasurer 

 
Date      

           


Crewe Central Table Tennis Club

Executive Committee Meeting

Date:  Wednesday 9th April 2014 Venue:  Delmar Print, Nantwich. Time: 8 pm

Notes of the Meeting

·       In Attendance. Mike Crompton (MC), Neil Williams (NW), Mike Farr (MF), Richard Derricutt (RD), Dave Stubbs (DS), Dennis Artess (DA), Robin Smith (RS), Bob Hope (BH) and Kam Li (KL). MC welcomed all especially those for whom this was their first ctte meeting.

·       Notes of last meeting were approved.

o   Matters arising: WhatsApp application discussed and agreed to be taken forward as part of the role of Media Manager

·       Club Development Plan – Following discussion of related areas, the proposed plan as circulated was approved by all.

·       Playing performance – general satisfaction noted with improvements across the board during the course of the last year.  A large amount of credit for this needs to go to the incredible amount of effort put in by DA, all present expressed gratitude and appreciation for this.  General suggestion that club support be offered to all and parents of younger members be encouraged to participate fully in club activities. Suggestion to offer club sponsorship for entering into regional competitions was proposed and cases are to be considered as and when the need arises.

·       Clubmark accreditation – 3 pillars Partnerships, Coaching Programme, Club management

o   Partnerships

§  South Cheshire College – formal agreement in place

§  William Stanier School – ongoing discussions

§  Nantwich Elim Church – awaiting return of formal agreement

§  Kingsgrove school – discussions ongoing, DA to discuss in more detail with club member Paul Benbow and DS

§  Crewe TTL . Formal agreement in place?

ACTION: DA to progress

o   Coaching programme

§  Draft proposal circulated, discussed and agreed as presented. New development mgr to implement post AGM

§  The number of advanced level players was seen as a current weakness for the club, however the ctte are willing to accept that the club will grow organically, new advanced level players will be the result of the natural progression process.

o   Club Management

§  Policies all agreed unanimously, except #25/26 which DA will redraft in line with discussion. Proposed RD, seconded DS. These are now to be placed on the clubs website with any future changes needing to be made through discussion at exec ctte meetings.  As a minimum all policies need to be reviewed annually.

ACTION: RD to place agreed policies on website

§  Proposed and agreed to produce an informational flyer outlining key elements of the clubs policies. The ctte will need to then review and agree, MF to print, then all to circulate.

ACTION: KL/RD to draft and circulate for approval

·       Anti doping course – RD presented information regarding a free on line course – agreed that all coaches should be encouraged to undertake the course.

ACTION: All coaches to undertake the course

·       Club Venues 2014/15 – list circulated and after discussion agreed. Future of Wordcraft venue for the potteries league team to be considered again in due course.

·       Awards Night – 3 perpetual trophies to be collected from last years winners (Player of the Year, Team of the year and New Gen Team of the year). List of awards for 2014 and recipients discussed and agreed as proposed by DA.  Agreed that RS would source and purchase suitable trophies and arrange for their engraving, max budget set as £400.  RS to source then circulate suggestions to ctte before purchasing. DS offered and ctte accepted his offer to organise a raffle on the evening. Discussion over suitable “celebrities” to be asked to present awards.

ACTION: DA to organise guest to present awards

ACTION: RS to source and propose trophies

·       AGM – List of positions and anticipated post holders circulated and agreed as discussed/proposed. The need to ensure that the current constitution reflects the current reality was discussed, any required changes to be brought forward to the AGM.

ACTION: RS to review constitution

·       Teams and competitions - 2014/15 draft team formats circulated, subject to finalisation. Probably have a total of 17 teams in the Crewe league and 1 in the potteries, noted that we would like to enter a second potteries team if possible. Need to finalise team structures for next year and to be in a position to hand this over to the new Team Manager after the AGM.

ACTION: DA to work on finalising Teams

·       Finance Report – DA presented income and expenditure account for the past year, showing a small projected surplus for the year.  Balance sheet presented.  Cheshire East grant was designed to cover coach training costs. Those involved to be asked to reclaim the costs they are entitled to.  Further raffles and specific prize draws will be organised in 2014.  Ctte expressed thanks to DA for undertaking the treasurer role for the year. Ctte unanimously agreed the reports.

ACTION: DA to hand over treasurer responsibilities to new treasurer

·       Summer Competitions – Outline presented for discussion, ctte agreed to potentially enter one team in the Potteries summer league subject to there being sufficient interest.  RD proposed an internal individual club league over the summer months, after discussion, agreed to create a club league based upon the concept of a Squash League for Juniors and Senior members commencing May 6th.  Agreed to hold a Junior/Senior Club KO competition and a Doubles Summer KO tournament

ACTION: DA to canvass members for interest in Potteries Summer League

ACTION: RS/RD to organise summer ladder competition

ACTION: KL to organise summer singles KO competitions

ACTION: MC/NW to organise doubles KO tournament

·       AOB

o   Dates for future meetings set

§  Exec committee Meetings

·       July 2nd 2015

·       October 8th 2015

·       January 7th 2015

·       April 8th 2015

§  2015 Club AGM

·       May 20th 2015

§  Locations TBC

§  Start time of 7:30pm agreed

o   DS proposed to introduce an annual club membership fee of £10 Senior and £5 junior.  After discussion agreed to put the proposal forward at the AGM.  DS to propose and promote.

ACTION: DS to draft a proposal for the AGM

o   General discussion around attracting more female players, this is part of the development plan and is seen as a key target for the club.

o   Special needs competition 10/11 May requires volunteer umpires – all to canvass members and get names to DA as soon as possible.

o   Schools TT competition U13 June 5th 4pm – 5:30pm CCTTC have been asked to provide support. Venue TBC, any volunteers to DA.

o   Potteries league rule changes noted, special mention made of the need for each team to be represented at ctte meetings, non-attendance will result in a fine being levied.

Meeting closed 10:30pm.


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