Rushcliffe Arena Leisure Centre

Chairperson

• League Champions again [sic], 3rd year running.

The organisation of the league last year was somewhat lacking, so though this is unofficial, we were the only team that managed to finish most of their matches and we’re happy to claim the title.

• Club membership is still a concern and we have lost a number of members this last year. We need to have a recruitment drive to get new members.

Treasurer

• Sarah reports that she was in big, big, doo-doo with her dad over the state of her accounts

– they failed his audit. Somehow there’s £55.15 in the account that’s unaccounted for. Otherwise the accounts make for encouraging reading.

• Income £3,175.50 / Expenditure £2,322.70 / Profits £852.80.

The club isn’t run as a profit-making business, so this profit will be spent on its members in an appropriate way.

• It was noted that Arena have not invoiced us for a 1 month period and they may claim this from us at

some point. We need to make sure that this £300 is kept in reserve.

Secretary

• Apologies from non-attendees, Jane and Jo

• Thank you to Tor for her guidance and support over the last year, not least setting up the agenda for me whilst I have been without a computer and issuing it when I was away. And also prompting me when things needed doing over the last year, and I wasn’t quite on the ball.

• Social highlights:

- Last year’s Centre Parcs was a great success, sampling as we did the accommodation at the top end of the range. Will miss the hot tub this year. Also missed Mark and Sandy not being there, but they will be back this time.

- Although a smaller turnout this year the End of Season Meal was another success.

Recognising the year’s star players Mark and Andrea and the inaugural (and spontaneous) international award to Vito (you missed out there Joe as they got your ‘Captain’s’ wine). And the return of the ‘Clive’ to it’s natural home – Mark. Vito has kindly agreed to send this from America on their return.

- Country walk and meal at the Druid’s. good to get out and about although weather was a bit mizzly.

- Excellent BBQ at Mark & Andrea’s and they did us proud with copious amounts of dead animal, and not one, not two, but three barbecues. Unfortunately, the tradition of Vandals eating anything and everything in sight, was put to the test and found wanting.

- Haven’t done any outdoor concerts this year, but then the weather for it hasn’t been great! and we didn’t manage to get away for the usual summer camp; due to perhaps leaving the organisation a little late, and the difficulty in finding a date suitable for all. Will remedy for next year.

• Picking up on the Chairman’s theme of club membership, we’re doing OK and getting by, but we could do with some new blood that stays. (no pressure, John) We’ve had a few new members in the last year:

John, Nirav, Matthew, Bob, Chris & Liz, but only John survives.

Other members to have left this year are: Johnathan Bartrop has gone to the Big Smoke

Jim after a brief 1 week return, has disappeared again. Vito and Kris have returned to America.

Mark Bent left to pursue a more competitive game in the East Mids League.

A new Contacts list was issued a few weeks ago.

A PDF of the contacts will be on an email with these minutes.

League

The snag here is that the only signatories to the NVA funds are Steve Jones, Helen Andrews and Roger Timms, (and maybe Dave Gardener). Helen would like to get involved in arranging the league for next year and so with Steve will pick this subject up with Dave Stothert and Co.

• Regarding the structure of next season’s league, the club’s position is that we would prefer for there to be between 8 and 12 matches total, but this would depend on the number of clubs participating. If there were only a few clubs, then conceivably we could play each club 4 times.

• Although there is a concern about other clubs commitment to the league, it was recognised that under the NVA constitution we can’t exclude clubs who want to take part, we can only ask for commitment.

• We will only put forward 1 team for the new season.

• Any further club decisions on the league will be taken after Helen has taken things up with

Dave Stothert.

Referees / Scorers

• Was decided that the club’s position is that in the league all home sides should supply a referee, qualified or otherwise, and that failure to supply a referee should result in forfeiting the match.

This is something that will need to be agreed with the other league clubs when the NVA get together

to discuss the league for the new season. Helen to pick this up Dave Stothert.

• Steve Jones said he is willing to referee for us. Whilst accepted and thanked, the club recognised that  he is part of the team and it would therefore be unfair for him to be excluded from actually playing.

• Mark also expressed an interest in refereeing matches

• Scorers for new season are to be Dave, Helen, Sarah, Tor

• We should endeavour to always complete an official score sheet.

Venue

• Everyone is happy with the facilities so the Arena LC will continue to be the venue for all club nights

and league matches. Helen has a ‘special’ relationship with the man at Arena, so will pick this one up

Club Membership & Subs

• Was agreed to keep fees as they are and reviewed by treasurer at a later date if found to be necessary.

• Current fees are: Club nights: £15 per month*

Matches: £3.50 per match, £5 team subs

Recruitment

• In light of the membership situation it was agreed that we need to improve our recruitment drive.

A number of ways to do this were identified:

• Mark and Andrea are going to look at producing a poster

• In order to help improve the website’s position in search engines, notably google, it would help if all

members made sure that they include the site in their favourites menu and make an effort to visit the site as often as possible. The more hits the site gets the nearer the front of anybody’s search we will be.

• If anyone has any other ideas for improving recruitment, and keeping them, please pass them onto your

secretary (david.smith6897@ntlworld.com or davidallansmith@mac.com).

• This area it was recognised expands into the wider area of PR and marketing, more of which later.

Equipment

• Was agreed to buy/look at buying:

- Scoresheets

- 2 new balls (Mikasa) for matches and club nights

- A ball tube – Tor to investigate prices and discuss with treasurer

- A whistle

- New kit – Tor to investigate cost and choice and present back.

Purchase of kit subject to available funds after all other purchases.

• Both Helen and Andy tabled there intentions to stand down from their existing roles.

• Voting went as follows

Secretary David Smith

Treasurer Sarah Inchley

Vice Captain Jo Murphy

Scorers Sarah, Helen, Tor, David

23 Oct Pre-Centre Parcs meeting to plan for the weekend away in Nov

12-14

Nov Centre Parcs.

Andy has more details.

16 Dec Fancy dress volleyball

Jan World Volleyball Championship, Early Rounds. England v Ireland, Scotland, Czech Rep.

2005 Being held somewhere in England. Date and venue not yet decided by EVA.

Will let everyone know when I find out and maybe, if they’re not too far, we can go and watch.

(See if we can get a game)

Summer

2005 We’re planning a weekend in Derbyshire for some time between May and August.

Camping optional but centred around us hiring a cottage for the weekend.

Need to know well in advance if your interested and any dates your not available.

Let David know by Christmas.

• As well as the league matches we’d like to fit in some friendly matches to get in some practice before the league starts.. The new match secretary will be getting touch with other clubs to arrange.

• It was noted that in preparation for a new season we need to make better use of our time on a

thursday. This doesn’t just mean better time keeping but also the reintroduction of more structured,

formal skills training and a proper warm up before playing on a thursday.

• Tor volunteered to keep us in check and make sure that do use the time effectively.

• Suggested 1/2 hr of warm up and training followed by an hour of play

• Following on from the discussion about recruitment it was recognised that there is a requirement for

a PR/Marketing role. Someone who would be responsible for co-ordinating all the ways in which we

are customer-facing: Recruitment/Website/Poster production/liaison with other clubs/newspapers. etc.

• It was suggested that we could produce match reports and results that could be given to the Evening Post for inclusion in their local sports section.

• We could also enquire about having a piece in the local ‘what’s on’ publications

• This is a co-ordinating role and where appropriate the person would use the other officials’ resource

(eg Joe for website development).

• Helen volunteered and was accepted for this role

• It was suggested that we need to develop a welcome pack for any new joins.

Currently a new join is asked to fill in a contact details sheet and is given a sheet on our membership rules.

Is there anything else that we could include that would make the club more welcoming.

Any suggestions to be passed to the secretary.

A couple of ideas that have come to me whilst typing:

an EVA rule book(£2.99 I think) can the club afford this?

an old volleyball on loan for the first few weeks for the new join’s to practice at home.

To be returned after a few weeks or on them leaving if they decide to not to keep coming.

To run effectively it requires input from everyone so please make a note of the follow and contribute

as much as possible.

• Helen will be handing over the match secretary reins to Joe.

Joe to try and arrange 1 or 2 friendlies before the league starts.

• Helen to pick up with Dave Stothert situation regarding organising the league and access to NVA funds

• Mark and Andrea to develop recruitment poster

• Any Ideas for recruitment or promoting the club can be passed onto the relevant official, or if unsure

pass to the secretary.

• Start preparing for ‘Desert Island Dicks’ and ‘Fancy Dress’

• Ideas for inclusion in a welcome pack

Club Secretary

David Smith