| MINUTES OF NFC COMMITTEE MEETING HELD 12th April 2006 |
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| Present: |
Paul Willmott Steve Rowntree Graham Beech Paul Drake John Norrie Linda Norrie Natalie Turner |
| 1. | Apologies |
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Mark Bampkin Sharon Levett Chris Holt Fay Carpenter |
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| 2. | Actions from the Previous Meeting |
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SR/Matt Robbins - website construction & maintenance - Ongoing PD - armourers tips for website inclusion - Completed SR/JN/GB - organise interclub/club competitions - Ongoing SR/JN/LN - club publicity re forthcoming events/fairs - Ongoing CH/PD - Safety regs/kit spot checks - Completed SR/JN/PD - proposed constitution amendments - Ongoing FC/SL - NFC 60th Anniversary venue quotes - Completed MB - temp alcohol license - Ongoing PD - box timing upgrade quotes - Completed NT - Laundrette quotes - Completed JN/GB - compile visible flier calendar - Completed NT - NFC flag and car sticker quotes - Completed SR/PW/NT - update signatories - Ongoing SR - update club member contact details - Completed Agenda items to cover any ongoing action points PW - proposed not to go through previous minutes, just action points (seconded LN) |
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| 3. | Matters arising from Previous Meeting |
| Website Matters Confirmed website up and running. Committee agreed website user friendly, further content to be added so not stagnant. Matt Robbins to add a page of 'Fencing on Film'. NT forwarded finalised beginners application pack to MR for inclusion, also forwarded previous minutes (01/02/206) for inclusion - NT to check has been added. JN - to fwd MR spreadsheet of who currently holds which trophies within Club, also a calendar of events and the 'Gary Baker' (21/01/2006) competition and foil challenge shield (09/03/2006) results. Noted Jackie Hancock has unclaimed excelsior ropes trophy, NT to email JH to collect. Committee agreed ranking results could be added and updated quarterly or monthly as encouragement for new members to enter competitions. PD - has supplied condensed armourers tips and is now included. SR - suggested website matters need not be included in further agenda's as website maintenance is ongoing and in hand. PD - noted is currently updating details on linked websites, Avril Hart needs to change/supply password for one particular site in order to be updated - PD to chase. | |
| Action: PD, NT, JN, MR | |
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Club/Inter Club Competition JN - individual comps now organised - Epee Challenge Shield 11/5/06, Sabre Challenge Shield 27/07/2006. JN to chase other Clubs for entrants i.e. Towcester & Milton Keynes. Decided enough individual team comps organised, JN/GB to arrange an inter-club team comp for new dynamics. SR to obtain matrix example from Bedford Club. GB - noted correspondence should be sent out with immediate affect re 11/05/2006 comp. JN - advised 4 entrants only received as yet for Gary Baker Comp - also format on advertising posters/invite/entrance form to be changed to ensure entrants pre-pay rather than turn up on the day. Agreed members should be encouraged to enter. JN - to send comp reminder and encourage intermediates to enter due to 'plate'. |
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| Action: SR, JN, GB | |
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Forthcoming Fairs JN/LN - confirmed help organised for Hollowell Steam Rally (01 & 02/07/2006) - Rally committee will then make a donation to the club. Agreed taster session not possible due to health & safety issues, uneven ground and the possibility of inclement weather. SR - confirmed Castle Ashby Country Fair (08 & 09/07/2006) organisers have been approached and Club now awaits formal invite. SR - to investigate fair format and also if organisers charge for Club to do a taster session. |
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| Action: SR, LN, JN | |
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Publicity JN - to contact Highgate House (Tim Chudley) regarding 2hour / half day sessions for corporate event clients, a potential money raiser. JN - to contact the Police headquarters regarding a taster session. NT - to contact 6th form school/colleges/Gyms etc to see if interested in a taster session. SR - to ask other Clubs what advertising ploys work for them. Noted Robbie (Moulton College) had advised could/would generate new membership through college although nothing appears to have happened - NT to chase. Also noted that 16/03/2006 beginners course was cancelled due to lack of interest: NT advised only two people have paid for pending course 25/05/2006, only approx 6 other application packs sent out which is of concern. SR - advised 15 beginners are needed to cover costs - further stats to be produced. SR - to promote next course in village magazine. Committee noted Steve Scoles should be approached to produce an article for Chronicle & Echo prior to next course commencement date, perhaps focus on Jack Beech as a young fencer doing particularly well - PW to arrange. NT - queried if balloon festival stand should be pursued due to current lack of interest in beginners courses: Committee advised produced minimum interest in previous years. NT also noted that posters places in various places but still lack of interest. PW - suggested advert in 'What's On' magazine. GB - suggested fun/taster sessions. SR - suggested target sports centres and speak to sports development people - PW to action as has sports development contact details. NT - suggested applications in Tourist Information office. GB - suggested master classes with different coaches for a change i.e. PBT Ian/Notts coach Lindsay Watkins etc. Noted that Club would need to be prepared to pay for 'outside' coaches - to be discussed at next meeting. |
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| Action: JN, NT, SR, PW | |
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Safety Reg/Spot checks SR - suggested check BFA membership when subs due. Noted that although Club insurance covers individuals, the Club requires that each member has individual BFA membership, noted BFA membership is required by the individual if entering competitions. SR - to write into proposed constitution that each individual be responsible for updating own BFA membership |
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| Action: SR | |
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Box Timings Upgrades/Equipment purchases PD - advised not cost effective to upgrade existing boxes, has bought new PBT box. PD noted last competition 3 spools failed, can no longer be mended. PD obtained PBT quotes for 1 x box (£182) and 1 x battery (£30) and 4 x spools (£538) in order for Club to have 3 brand new complete kits. SR - agreed can purchase - converting 6 beginners to Club members will cover costs - PD to order. PD questioned if needed new lama's (Club already has 3 x foil & 3 x sabre, advised not needed to be readdressed if on special offer in future. PW - reminded others during competitions etc to turn off boxes due to buzzing when unclipped as distracting & wearing on equipment. |
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| Action: PD | |
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Other Quotes NT - contacted 4x laundrettes for quotes re washing beginners jackets at end of each course: Chelsea = no reply, wash & glo = £1.75 per jacket, St James laundrette = £10-15 as long as can get 6 in each machine, predict 3 machines required, Bells = £14 washed, dried & folded on same day if delivered in morning. Committee agreed to use Bells and get kit washed straight away as GB doesn't need this week for Wellingborough. NT unable to attend Thursday so PW to get jackets to NT. NT - quote obtained from 'One Stop Promotions' for 3ft x 4ft flag £55 + VAT and 30 10cm x 10cm car stickers - should have been available at end of week but shop advised ready w/b 24/04 as logo to be redrawn as Club copies are a scan of embroidered badge, redraw is of no extra cost, NT/PW to check new logo before being printed, also website address has been added to car stickers. PW - has purchased a flag for own use and car stickers to be sold to the Club members for approx £1 each. Once PW has flag will look to see if viable for Club to purchase the same. |
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| Action: PW, NT | |
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Update Signatories SR - signatories need to be updated in the Nationwide for Club cheque book account once NT able to sign. |
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| Action: SR, PW, NT | |
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Contact Details Updated SR - most details updated, has various spreadsheets in various formats, will amalgamate onto one. PD - asked for copy as needs contact details due to kit being ordered through him - queried 'data protection' issues - SR advised okay to release details as long as individual says okay to do so. SR to pass on details to PD. |
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| Action: SR | |
| 4. | Proposal for Constitution amendments |
| SR - suggested become a charity, has spoken to Charity commission, are happy if appropriate forms are completed and Club proves it's not unworthy of such status - advised are 3 charity run clubs in UK: British Disabled Fencing Association; Sherwood Cadets and Kent Blades. Kent Blades has advised charity status makes club eligible for council funding, need to get constitution worded correctly: SR has copy and will work on NFC constitution. Club needs a sensible aim to promote fencing in community: need active recruitment focused on young/run down areas - need to abolish barriers of cost; possibility of subsidised membership rates for run down areas/students/OAP's/unemployed. If charity need 3 trustees - SR suggested logical choice of JN, PW, CH; also need a 'head of Club': If coaches receive remuneration from Club for any reason they become ineligible as seen as a conflict of interests. Charity benefits include help with kit costs & free stands at events. Committee agreed confirmation needed of what's to be done - PD, SR to pursue. SR - need to look into concessions if charity status is gained. | |
| Action: PD, SR | |
| 5. | NFC 60th Anniversary |
| PD/FC/SL/NT - been to Moulton College venue - agreed ideal: food in canteen area, bar area disco & dance floor area. Venue hire free, catering £7.95 per head - negotiable, room hols 80-120,PW queried if date of 15/7/06 could be changed as clashes with Norfolk Open: Committee agreed couldn't be changed due to sports hall availability for daytime comp. No ideas finalised; SR - suggested balloon & cocktail stick comp as less formal as don't need to provide kit. Query re formal comp and invitation to other Club's for evening 'do'. Committee agreed all need to think about format of daytime comp. SR - suggested individual Master of Arms, Committee noted that not enough kit. LN - suggested unisex teams of 3 weapons and open up to other Clubs. Agreed JN, GB to organise comp and email invite to other Clubs. SR - need to liaise with Fay and Avril re names of old Club members, depending on outcome could potentially change direct of event. PD - to print tickets (see Fay & Sharon for draft/format). NT - queried ticket price, suggested £10 ea; Committee queried if honorary members will be subsidised & also a reduced rate for child/family ticket? Noted that a 'toast' should be included in ticket price and Club to fund disco. NT - to check with venue if own toaster can be supplied and also if any age restrictions on licensing laws as children will be invited. NT to contact Chris Jones (DJ) for disco recommendations/contacts. PW - suggested ticket price to be finalised once age/licensing laws confirmed. PD - noted need to think of how to get '60' into comp and need to decide on comp rules etc. | |
| Action: NT, PD, GB, JN | |
| 6. | Any Other Business |
| SR - supplied treasurer report/monthly statement - showed incoming v outgoings, noted off set by substantial equipment purchases, also noted March is a subs month (provisions should be made for £1,200 PBT bill) | |
| JN - will contact ex-members to try to regain interest as lost 10 members last year - potential issue as purpose of premise move was to accommodate larger numbers. Noted that some beginners will be lost post course due to sport not for them. SR - should intermediate coaching be offered post beginners course, also include epee & sabre coaching? (interim syllabus needed?). JN - offered individual coaching half hourly. Noted potential problem as not all coaches willing to offer 1 to 1 as not able to fence themselves, agreed Committee to look at ideas & grading. GB - noted pending intermediate Notts competition - need to push members to participate: therefore intermediate coaching crucial. SR - to look keep an eye on lost members. GB - suggested pictures of coaches on boards so new members are aware of who to approach re coaching. SR - suggested abort ladder and focus on intermediate coaching for all three weapons. Committee agreed further thought needed. | |
| Action: SR | |
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Paypal/Risk management SR - suggested Club set up a paypal account due to number of people purchasing kit at substantial cost - doesn't cost the Club anything to set up/keep paypal account. SR - to action. SR - noted that ordered kit should not be released until paid for as could potentially loose their membership before balance settled - PD to announced to Club members at next Club night. |
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| LN - suggested interim committee meeting to discuss/finalise 60th Anniversary arrangements 07/06/2006 meeting is leaving it too late. |
| Action | By | Date Completed |
|---|---|---|
| Website construction & maintenance | SR, MR | Ongoing |
| Comp results/ trophy details for website inclusion | JN | - |
| Organise team inter-club/club competition/s . Matrix example. Send comp reminders | SR, JN, GB | - |
| Finalise details for forthcoming events/fairs | SR | - |
| Update internet links re Club contact details | PD | - |
| Investigate further proposal of constitution amendments | SR, PD | - |
| NFC 60th Anniversay venue ideas & license check | Committee, SL, FC | - |
| Temp alcohol license | MB | - |
| Update signatories | SR, NT, PW | - |
| Laundrette - wash beginners kit wash | NT | - |
| Order new equipment | PD | - |
| NFC to decide if purchase flag? | Committee | - |
| Organise/approach places re taster sessions | JN | - |
| Publicity - chase Robbie | NT | - |
| Contact Sports development people | PW | - |
| Ideas re 'outside' coaches | Committee | - |
| Publicity ideas | Committee | - |
| BFA membership check | SR | - |
| Set up Paypal | SR | - |
| Fwd minutes for website, check beginners app included in website | NT | - |