2019 AGM Notes

Notes of Annual General Meeting 12/4/2019

Present:

Male players: Phil, Dave, James, Hayden(jnr), Sergejs, Carl, Pablo

Female players: Laura, Donna, Kat, Zuz, Anna, Charlotte, Maisie, Sarah

Others: Julie(cwo), Alexandra (Sergejs’s daughter)

Apologies were received from:

 Andrew, Anj, Debbie, Helen, Cliff, Seb, Ed Benham and Joby

Season 2018/19 reports:

Minutes of the 2018 AGM were referenced and accepted.

Season 2018/19 reports were referenced and accepted (chair, head coach, treasurer)

• All committee members were thanked by Dave the chairman. Julie our CWO was thanked for providing support and expertise in the child welfare and administration for the junior section of the club.
• Phil explained that last season we have changed the training schedule to give everyone the opportunity to train every week but shortened the session to 1.5 hours. This is financially viable provided numbers stay the same. Feed-back was generally good and especially juniors benefitted although sometimes training attendance was low when matches where on-going - when that was the case we should try and encourage ladies/men or potentially members from other clubs to join.
• Whilst all teams had a good season, Phil wanted to mention specifically how enjoyable it has been to coach the juniors who won both the girls and boys U14 Junior Grand prix division. They will also participate in the U14 national championship. There is scope for up to more 6 juniors to attend (subject to age and ability and Phil having coaching support).
• Ladies had requested whether they could have the slot at 7 on a more permanent basis due to further travelling and this having benefit to bring along juniors for ladies and juniors league. Men present saw benefits of having a regular slot but were equally not ecstatic about late slot. Agreed to 'trial' giving ladies earlier slot until X-mas.
• Total club expenses for 2018/19 season was £3737.37 and the club income was £4066.50 with a balance of £3855.33 as of 1 April 2019. The training / match fees can stay the same unless any costs will increase significantly.

 

Summer 2019 plans:

• Our South West Ladies Team are playing their last match against Cardiff and Bristol on 14 April. They will participate at the South West Championships in Plymouth on the weekend of 11^th & 12^th May 2019.
• End of season tournament is on 15 June - outdoor tournament at Seend with presentations.
• We discussed volleyball in the park at Lydiard and Phil confirmed in Andrew's absence that Andrew was happy to continue to organise. The day will remain Monday (6.45 for 7 o'clock start) with Andrew confirming weather conditions each week and look after the club net. Outdoors starts on Monday 13  May. Opening times vary with shorter park opening times in May and longer park opening times in June/July. Andrew would like club to pay for first aid kit/ice spray/ice packs for park. Action: Donna - to confirm if Andrew can just buy and deduct from his fees
• We agreed to investigate the printing of a large club banner to advertise our presence at Volleyball in the Park etc

We have entered one men's team mixed team in Whitefield Volleyball Tournament at Bristol (grass) on 20 & 21 July 2018 (8 male and 8 'mixed' players on Saturday joined by Charlotte and Maisie on Sunday).

 

Season 2019/20 plans:

• League Entries: On current player numbers we are likely to enter the same league teams as last year. Two teams in the Wiltshire Volleyball league  Women SW league, Wiltshire Ladies & Junior league held at Lavington.
• Training schedules and fees: We agreed to trial early training slot for ladies. There were also suggestions whether a monthly mid week session could be booked for just 'play' for everyone. Action: Zuzi to formalise hall booking and ask whether there are any free mid-week slots.
• New members and banner:  A team could do with more players - plan to attract them during 'Lydiard park' session - Sergei able to print banner up to 1.5 m in width subject to someone coming up with design. Action: Volunteer needed to come up with design and costs to be confirmed. Sergej to help with printing.
• Coaching: Phil will remain has head coach and continue coaching the juniors and if possible attend some of the WJL league fixtures. James would like 2 volunteers to organise Wiltshire league teams. Dave volunteered for B Team - volunteer for A Team outstanding. Jimmy will coach with help from Pablo/Laura and Carl also has ideas to help with coaching drills. Ladies will continue with having some coaching from Pablo. Jimmy attended Level 1 coaching last year and if other members are interested in attending coaching sessions there might be scope for the club to contribute to the costs. Phil to discuss with Cliff before beginning of the season how to ensure ladies session caters for SW and ladies & juniors and agree plan for sessions which juniors might join.
• Refereeing: Carl mentioned there was a certain degree of inconsistency in the league. We discussed generally refereeing adapted to standard of play although everyone agreed better understanding of how 'ball handling' should be treated beneficial. Possible to invite Richard Morton or other qualified referee to a session and for this also to be brought up at next Wiltshire league meeting. Action:  Kat to ask Helen to check whether Richard available, next representative to discuss at Wiltshire league meeting.
• It was agreed that Richard is to continue maintaining the club website at a fee of up to £50 (currently under review) as most of our enquiries are made through the website.
• Minors and photos/filming: Julie explained concerns about compliance with GDPR. One parent of a minor has withheld consent and therefore no filming or photographs may be taken when that minor is present. It was discussed that filming/photography should therefore be banned altogether when minors are present. Action: Membership forms to be updated with requisite note to explain that no filming/photos possible for next season.
• Social media/web presence: Everyone agreed website out of date but no volunteers to tiday up. Facebook site should contain link to website and vice versa.
• Members expressed that they would like more social events during the year. Zuz volunteered to organise Xmas event and possible suggest a date for dragon boat race.Pablo has organised a team for Dragon Boat racing on 23 June.
• We agreed to buy a new scoreboard for the WVL Mixed teams.
• In absence of a secretary Phil is happy to keep the email distribution list up-to-date (provided the team organisers ensure the relevant membership details are completed and passed on to Phil at the beginning of the season).

 Election of committee officers:

Chair – Phil was elected unopposed as Dave wanted to stand down.

Treasurer – Donna was re-elected unopposed.

Secretary – Position still vacant as no volunteers. Maisie agreed to take the minutes of this meeting.  Phil mentioned he can discuss duties involved for secretary on request .

 Welfare – Julie was re-elected unopposed.

Head Coach – Phil was re-elected unopposed. Training plans to be organised and coaches to assist.

Team co-ordinators:

Men –  Team A: tbc or James; Team B: Dave

SWL – Zuzana, Helen

WJL – Charlotte

Other roles (not on the committee):

Web Admin – Richard continues (fee)

Committee takes turns attending WVA meetings.

Social – Zuz agreed to organise Xmas event and possibly dragon boat racing

Club awards 2018/19:

Best or improved player:

A team Carl

B team Hayden

SWL Anna G

Juniors Anna and Alberto

 Kevin Hobbis Jimmy

Club AGM closed at 20:25