MINUTES OF THE MEETING OF THE SECRETARIES COMMITTEE HELD ON THE 27th AUGUST 2008 AT THE SAINSBURYS MEETING ROOM, NEWPORT, COMMENCING AT 7:30

Present:  Tony Isaacs Pam Wood Sue Oldershaw, Sheila Fox (Management and Wroxall), Jan Hurt, Laurie Scott, Cleet Holmberg,  Chris Amy (Newport), Mike West (Yarmouth), Dominic Afonso, (Rydekings), Jacqui Spalding (Vectis), Pete Taylor (Ventnorians), Dave Wedge (Cowes), Jim Quigley (BCA)

Apologies:  Ian Parker, Martin Taylor, Brighstone, Kevin Foss, Ady White, Helen Foss , Carol Jordan

1. Minutes

The minutes of the meeting of the 25th February 2008 were agreed as a true record.

2. Matters arising from those minutes

 Laurie stated with regard to the Veterans there would be 5 teams this season.

3. Secretary’s Report

Jan stated that she had received correspondence which needed to be brought to the Committees attention.

a.        The Isle of Wight Recreation Sports Council Newsletter.  The newsletter for this year outlined the results for the awards made for 2008.  Members where advised that nominations would soon be requested for this years awards and Jan will email/ write to clubs when she received details.

b.        The Isle of Wight Development Unit Newsletter. This had an article on Clubmark which if clubs where interested in pursuing did open doors to funding.  Clubs should have received this Newsletter from Tom Lyons by email but if anybody needed a  copy Jan would provide one.  It also stated that there would soon be a Volunteer and Funding Evening.  Sue Oldershaw, Jan and Lynda Ratcliffe from RydeKings attended this last year.  It was a good forum to finding out what funding was available for individuals and clubs.

c.         Information about the Badminton England Cup had been received. This is where Clubs can enter a National Tournament dependent on their ability.  Closing date 14th November.  Jan had the document if any club was interested.

4. League Secretary’s Report

The League Secretary stated that he would need names of players from Secretaries by post on the 5th September by email on the 6th September, with the list of Teams by the 13th / 14th September.  Once received he will send out a list of match dates

At this point the Chairman and Treasurer joined the meeting

5. Chairman’s Report

The Chairman updated the Committee on the situation with regards to a league team regarding Yarmouth and Cowes as clarified at the meeting.

With regard to the Island Games he stated that the Committee had previously agreed to send a team to the Games in 2009.  It had also been established that there would need to be a sub committee to raise funds for this event and this should probably be run by Ady in conjunction with those who would be going.  The Chairman stated that he had received correspondence that a deposit was needed of £100 per player before 1st September for the team that would be going.  He had anticipated 8 players and himself. Discussion took place on the feasibility of sending a team and Pam discussed the previous years County accounts. It was decided to come back to this subject later.

Tony brought the Committees attention to the trophies that where missing and asked if there was anybody who was willing to take on the task of finding them.  It was suggested that in the future people signed for the trophies on receipt, which would make them responsible for them for the next year.

It was asked when the Mallet cup trophies and the Veteran trophies would be given out.  It was stated that these trophies where on order.

Tony informed the Committee that at the last Management Committee a sub committee of Ian Parker, Martin Taylor and Jan Hurt had been formed to look at the rule book.

6.  Treasurer’s Report

The Treasurer reported that the balance currently stood at £2,700 with £1,820 in the Junior Account. She stated that she had paid out for the WD Tournament and the Levels Tournament but there was still money outstanding from the Peggy Doherty and John Asher Tournament from last year.  There had been a misunderstanding by West Wight Sports Centre regarding the payment for the venue for this Tournament but that had now been sorted.

Pam reminded everybody about the adverts in the handbook which where £50 for a full page. The adverts would need to be to Laurie by the 2nd week in September.  Several members agreed to approach certain companies.

7. County Managers Report

The County Managers Report was received in her absence.  It was stated that Ady would be sending out a letter shortly asking all Secretaries to forward to her names and contact details of club members who should be considered for County.  It was also stated that all match dates had been provisionally set with Ady just awaiting final confirmation.  It was mentioned that one of the matches was in Guernsey and help was requested with the costs.

8. Veterans’ Secretary’s  Report

Laurie stated that all dates had been sorted for the Veteran matches, with most of the dates being confirmed but still awaiting confirmation from Cornwall.

He stated that the ‘Poole’ tournament would now be taking place in Bournemouth this year.

The Vets would have 5 teams this year 40 – 45’s, 50, 55’s  60 and 65’s.

The Matches on the 7th and 8th March would be split over 2 venues – Medina and West Wight due to Avon bringing 2 teams in four of the age groups.

He reported that Colin Nigh had agreed to be manager of the over 55’s team and that 15th March would be the last Veteran match of the season

9. Junior / Development Report

Cleet passed around a letter that he would be sending out to Parents of potential children for the forthcoming Isle of Wight Junior Academy which would be run in the first year in conjunction with the Isle of Wight Development Unit.  The Academy was due to start on the 7th October with four age groups.  Each age group would have a Coach and an Assistant.  There would only be the opportunity for 10 children per age group.  He would be talking to Junior Club managers shortly to see which of their players they would recommend.

 Cleet had sent off an application for funding – however with each child paying a fee of £20 per term (Oct to Dec) he had worked out that if funding was not available it would just about be self sufficient.  It was agreed that Cleet would have a float of £100 from the Junior fund for expenses.

It was reported that Tim Honnor had generously given the project £500 towards travel on the mainland for the children.

Cleet stated that it was intended to have a junior match in Nov/Dec time against the club who came over to the Island and played the juniors earlier in the year.  He also stated his concerns regarding the Junior Tournament, which always seemed to clash with the Easter Football Tournament and stated he would be looking to reschedule it this season.

Cleet was thanked for his brilliant work for the juniors and with the Academy.

With regards to development Jan reported that she had been successful in securing £720 funding from Sport Hampshire for Adult Development.  The plan was to have 2 days where a mainland coach would come to coach adults within the Association who had never had any formal coaching. This would be carried out in conjunction with the 5 Coaches who would be working towards their level 2 coaching.  The limit would be for 20 people.  It was agreed that £10 per person was a reasonable charge with the money raised going towards the Island Games fund. It was also intended to have an afternoon session with the County Squad – with Ady choosing the participants for this.

Jan also reported that she had submitted a bid for £320 for funding for the Line Judging Course. The person who would be considering this was away on leave at the present time.  Tony stated that if funding was not available it may be worth contacting David Ball as it had been stated that there was money available for courses for the Island Games development.

10. Tournament Report

Freshwater had volunteered to run the levels tournament, Newport the W and D, and Yarmouth the Veterans tournament.  The Peggy Doherty and John Asher still needed somebody to run the Tournament.  The date and the courts had been booked for this. The entry forms where on the website for the W and D Tournament which would be held on the 16th November.

It was stated that all entry forms for tournaments would be on the website this year.  (www.wightbadminton.co.uk)

11.  Mallet Cup Secretary’s Report

It was stated that the Trophies for the Mallett cup were on order.

12.  Social Secretary’s Report

It was reported that Martin Taylor had taken the place of Social Secretary but was not available for this meeting.  It was stated that their had been various suggestions made at the Management meeting regarding social events ranging from a laser combat day, to a golf day to a Race evening.  Jan stated that she had made enquiries regarding a race evening and outlined the proposal to the meeting.  It was stated that the important thing besides sponsors would be for the right venue.  It would have to be a venue where other people could join in the evening.  It was also stated that the easiest way would be for 6 clubs to own a race and to get sponsorship for the race and to get owners for horses.  The minimum amount would be set and clubs could then get the most they could for a race.  All proceeds could go to the Island Games fund. Colin Bridges had been approached and had agreed to help with this evening and had volunteered help from Brighstone. Newport, Freshwater, Ventnorians, BCA, Westlands all volunteered to own a race.  Therefore one more club or volunteer would be needed for the last race.

13. Press Secretary’s Report

Sue stated that she had nothing to report.

14. Hants and Isle of Wight Development Board

No report had been received from Sophie .

15. Any other Business

1.       It was stated that Sheila Fox had decided to stand down from the Management Committee.  Thanks were expressed to Sheila for her contribution.  Colin Nigh had been nominated and accepted as her replacement.

2.       The Island Games deposit was re addressed.  The general consensus was that we should send a team to the 2009 games as we would expect Islands to send teams to us in 2011.  Therefore it was agreed to pay the deposit of £800 to the Island Games Committee with this being paid back to the Isle of Wight Badminton Committee through fundraising in due course.

3.       It was reported that the open tournament in Kent would take place on the 12/ 13 and 14th September.

4.       It was stated that the Island Games Committee should be informed that the Opening Ceremony for the Island Games should be a free event for Island people to encourage more people to attend.

5.       Tony informed the Committee that by December this year the Isle of Wight Badminton Association needed to have a Drug Educational Programme in place.

6.       Chris Amy produced samples of clothing from Victor Clothing whose advert had recently been circulated to all clubs. There was a large discount for orders of over 10 or more.  She stated that Newport would be placing an order and if anybody wished to join with this order to ensure of the discount to contact her.

7.       Discussion took place on embroidery for clothing.  The two main places seemed to be Ryde Embroidery and the Big White Tshirt company.

Meeting Closed 9.06pm