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Windermere Tennis Club – Business and Development Plan 2010/2015 Page i
Windermere Tennis Club – Business and Development Plan 2010/2015 Page ii
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 1
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 2
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 3
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 4
Mountain
Carrington WTC – 3 Gate 4 courts
Exner Reserve Park 6 courts courts
8 courts
Eildon Park 9
courts
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 5
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 6
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 7
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 8
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 9
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 10
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 11
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Windermere Tennis Club – Business and Development Plan 2011/2015 Page 13
President
Vice President Treasurer Secretary General
committee
Newsletter Editor Maintenance
Officer
Development & Head of Fund
Liaison Officer raising
Minute Secretary Membership
Secretary
Junior Convenor Senior Convenor
Mid week Night tennis
convenor convenor
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 14
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 15
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 16
Statement of Financial Performance
Receipts 2009/10 actual 2010/11 budget
Membership fees 3,969.00 4,000.00
VTA fees 1,846.00 1,850.00
Working bee levies 1,320.00 1,380.00
Drinks money 31.00 50.00
Ball money 1,700.00 1,500.00
Key deposits 60.00 60.00
Clubroom & Court hire 270.00 300.00
Coaching 200.00 400.00
Fundraising 3,565.80 3,500.00
Tuesday night tennis fees 2,575.00 2,400.00
Thursday night tennis fees 2,005.00 2,000.00
Donations/grants 8,880.00 1,000.00
Sundries 512.00 1,000.00
Total receipts 26,933.80 19,440.00
Payments
Electricity & Gas 2,282.13 2,400.00
Equipment/amenities 939.30 1,000.00
Working bee returns 240.00 300.00
Drinks for sale 0.00 0.00
Insurance 1,536.00 1,600.00
WDTA registration & fees 640.00 650.00
Fund raising costs 712.07 1,400.00
Council rates 3,545.99 3,723.29
Light repayments 0.00 0.00
Balls 2,219.78 1,500.00
Capital outlays 9,450.81 3,000.00
Repairs & en tout cas 1,748.73 2,000.00
Sundries 1,976.16 1,500.00
Total payments 25,290.97 19,073.29
Net Increase (decrease) 1,642.83 366.71
Cash reconciliation
Opening cash balance 12,271.07
Movement for year 366.71
Closing cash balance 12,637.78
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 17
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 18
Windermere Tennis Club – Business and Development Plan 2011/2015 Page 19
WINDERMERE TENNIS CLUB
SWOT ANALYSIS
Strengths Weaknesses
Experienced and well qualified management Only 3 courts - (Windermere has the smallest
team numbers of courts of any club in the
immediate vicinity)
Good facilites inc. large rooms, viewing Deteriorating condition of the courts
facilities, tanks etc
Solid long term membership base Declining membership base
Strong financial position No junior teams
Success in obtaining grants for capital works Lack of coaching classes for juniors at the
On court performance of teams club
Poor attendance at working bees
Strong relationship with Knox City Council Lack of succession plan for committee (key
roles)
Insufficient long term court repair / surface
renewal funds
Opportunities Threats
Development of club through major repairs Declining tennis numbers in Australia
to courts or replacement
Add additional courts Alternative tennis clubs in region and
proximity
Increase membership base and junior Alternative sporting clubs in region
numbers
Car park resurfacing and lighting Further decline in the condition of the
tennis courts
Set up of development fund Increasing insurance and facility costs
Merge with Mountain Gate Tennis Club for Results of the Knox City Council review of
junior membership, facilities sharing and tennis in Knox
joint committee
NCRS court repair application & funding Knox CC tennis facility strategy (increase in
support for Eildon park and Ferntree Gully)
at the expense of smaller clubs (Mountain
Gate & Windermere)
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 1
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 2
th
The 2010 / 2011 Membership Drive involves a special membership package for new Windermere Tennis Club members, the offer being valid until 28 February, 2011.
The target is new members, mums in tennis, new junior members via school newsletters which will build the numbers of students in coaching (as a feature of the offer),
increase the number of Windermere members, provide the potential of future junior teams and provide the opportunity to involve all new members in either existing club
st
tennis programs or new programs. Membership renewal (after 1 September, 2011 will be at WTC usual member rates).
Offer features:
Sign up for a 12 month membership and receive 1 Term of squad coaching FREE
A total of 2,000 brochures were printed with advertising conducted via a combination of a letter from the club mailed to local schools and hand delivered mailbox drop
conducted by club members in the area immediately surrounding the Windermere Tennis Club.
Local schools were targeted in the Ferntree Gully, Rowville, Mountain Gate, Lysterfield areas and included Swinburne TAFE student services (Wantirna South) and U3A
Scoresby. Refer table below.
School Principal email Number Outcome
KPPS Alison Macauley kent.park.ps@edumail.vic.gov.au n/a Advertising space in newsletter
(03) 9758 $20 handling fee paid via cash when deliver flyers.
MGPS Leigh Baker mountain.gate.ps@edumail.vic.gov.au 2811 228 Anytime this week.
Carrington Ian Craighead carrington.ps@edumail.vic.gov.au 9763 9600 Went out in last week's newsletter
Knox Park PS Greg Paine knox.park.ps@edumail.vic.gov.au 9763 6533 No, affiliated with Knoxfield TC
call Elaine back tomorrow - they may already be
Wattleview PS Elaine Wilson 9758 4322 affiliated with another club
Fairhills SC Harvey Wood fairhills.hs@edumail.vic.gov.au 9758 5022 Will put as a community ad in their newsletter
Fairhills pS Cheryl Williams fairhills.ps@edumail.vic.gov.au 9758 3007 200 deliver flyers by Thursday (Spoke to Evonne)
Scoresby SC scoresby.sc@edumail.vic.gov.au 9765 4100 600 before wed of this week
Swinburne
TAFE 9214 8000 Flyer has been put up in student area.
Karoo PS karoo.ps@edumail.vic.gov.au 9759 6222 email Karen Sexton directly, follow up later this week
Diana Huf will get someone to call me back and let me know if they
U3A Secretary office@u3aknox.com.au 03 97522737 can put up on their noticeboard.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 3
This marketing initiative is held annually around the time of the Australian Open while interest in tennis is at a higher level and the weather is good. The concept here is
to draw prospective members to Windermere and then ensure they are engaged in club activities to retain them as members over the longer term.
Initiative features:
Supported by coaching staff with on court activities for all levels
Barbeque / sausage sizzle & salads, icy poles supplied by the club
Greeting / registration table manned to provide new member pack information to each prospective member attending
Registration forms completed to enable post function follow up of prospective members and inclusion on email listing (if permission obtained)
Advertising – An advertisement inserted in community sports section of local paper some weeks prior to the event.
Brochures / Mailbox Drop - A total of 2,000 brochures are printed to support a mailbox drop conducted by member and committee volunteers around the immediate area.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 4
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 5
Local schools will be targeted in the Ferntree Gully, Rowville, Mountain Gate, Lysterfield areas and included Swinburne TAFE student services (Wantirna South) and U3A
Scoresby. Refer table below. The brochure can be inserted with their newsletter in either electronic or hard copy form.
School Principal email Number Outcome
KPPS Alison Macauley kent.park.ps@edumail.vic.gov.au n/a Advertising space in newsletter
(03) 9758
MGPS Leigh Baker mountain.gate.ps@edumail.vic.gov.au 2811 228 $20 handling fee paid via cash when deliver flyers
Carrington Ian Craighead carrington.ps@edumail.vic.gov.au 9763 9600 In newsletter
Knox Park PS Greg Paine knox.park.ps@edumail.vic.gov.au 9763 6533 No, affiliated with Knoxfield TC
Wattleview PS Elaine Wilson 9758 4322 Possibly affiliated with another club
Fairhills SC Harvey Wood fairhills.hs@edumail.vic.gov.au 9758 5022 Will put as a community ad in their newsletter
Fairhills pS Cheryl Williams fairhills.ps@edumail.vic.gov.au 9758 3007 200 Will do.
Scoresby SC scoresby.sc@edumail.vic.gov.au 9765 4100 600 Will do.
Swinburne
TAFE 9214 8000 Will put flyer up in student area.
Karoo PS karoo.ps@edumail.vic.gov.au 9759 6222 Possible
Diana Huf
U3A Secretary office@u3aknox.com.au 03 97522737 Possibly put up on their notice board.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 6
The Match Play Tournament concept is to provide an opportunity for junior ex-members to come back and enjoy the club by offering something that other clubs are not
offering. Payment is $6 per player per night. Program will be conducted by a Professional Coach on Friday nights, played on a time basis with each match lasting a
maximum of 20 minutes. Program will commence at 5.30 pm and conclude at 7.30 pm and runs over six weeks. Records will be maintained on the number of games
won overall. The first night will involve squad coaching and selection, then four weeks of match play followed by one Finals Night with prizes for First, Second and Third
places.
Program will be advertised via email to ex-members email addresses.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 7
Risk Area Risk Consequence Likelihood Risk Rating Existing Controls and Rating Treatments Action by
who & when
Safety – Slips and falls on VTA Insurance Policy Maintain fence strips Complete
(Player Injury) court Moderate Possible Medium Maintain court surfaces & Develop & complete annual
Impaled or cut on notify need for members to maintenance plan Maint Off
shade cloth fence water courts in summer Develop “Incident Notification
strips First Aid Kit in Clubrooms Form” to record injuries / Complete
Trips and falls over incidents
hoses Major Possible High Letters sent to council re Develop list of Qualified First
Major Rare Medium carpark Aiders Secretary
Arms length policy – club does List of local medical clinics on
Slips or falls in carpark not organise driver rosters for door of First Aid Kit Secretary
Child member abuse teams (parents responsibility) Complete Police Checks on
Bullying Moderate Possible Medium Bullying (Member Protection) Coaches (and Drivers) Committee
Policy
Financial Club debts not Club policy to pay all Develop Policy on unpaid subs Treasurer /
Losses and collected accounts through club & financial assistance (get Memb Sec
Fraud Club revenue not cheque book (no cash insurance cover up front more
submitted Minor Unlikely Low payments) flexible on other costs)
Cash stolen Audit the books annually Introduce revenue controls
False entries to Two members of committee to over night tennis subs Treasurer
accounts “Sign off” approving all Authority limits on signing of
Unauthorised purchases contracts
purchases made
Committee Directors & Office Major Unlikely Medium Public Liability Insurance Position Statements for all Secretary
Risks Bearers Risks Minutes of meetings retained Committee Members Dec ‘05
recording decisions taken
Loss / Fire, theft and Minor Unlikely Low Key register maintained Develop and maintain “Fixed Treasurer
Damage damage to club Issue of keys to clubrooms Assets Register” from Ian’s E- Completed
equipment limited mail
Windows deadlocked Develop Grounds Security Plan President
Attractive portable assets with Council and repair gates Dec ‘05
labelled and fences
Minor Possible Low Signage re unsupervised Maintain Balance Sheet Treasurer
Damage by young children installed on doors and provision as “Insurance” to
children walls suitable value
Risk Area Risk Consequence Likelihood Risk Rating Existing Controls and Rating Treatments Action by
who & when
Injury to non Burns around Minor Unlikely Low Maintain clear area when All users
players barbeque, kitchen cooking
appliances or room BBQ not left unattended All users
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 8
heaters Moderate Possible Low Paths kept clear and clean at Photograph and report to
Injury caused through all times via working bees council gaps in pathways / trip Completed
slips and trips in hazards
carpark and Carpark – write letters and Car park
pathways send photographs to council sub-
Minor Possible Low and retain on file as evidence committee
Improve storage facilities in
storeroom Committee
Injuries in store room Moderate Unlikely Medium Implement “Not work alone
caused by “clutter” policy” Committee
and poorly stored Implement a “Day Book” to
materials record injuries and Completed
Safety of members maintenance required or
“working alone” in completed
clubrooms Annual Safety check of club
Injuries to members portable electrical equipment Committee
on working bees Develop and publish club
policy and conditions Completed
governing hall hire
Long Term Skin cancers to Have sunscreen always Hang a framed copy of Sun Secretary
“Sun members or ex- available in clubrooms for use Smart policy on the wall –
Related” members Critical Rare Medium Club published Sun Smart refresh policy each year
Injury Policy Reinforce “Slip, slop, slap” Newsletter
Claim for damages Few assets owned by club message in newsletter Editor
against club by (limiting likelihood of claim for regularly over summer months
members or ex- damages)
members
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 9
Qualitative Risk Analysis Matrix – Level of Risk
Consequence
1 2 3 4 5
Likelihood Minor Serious Severe Major Catastrophic
5
Moderate High Extreme Extreme Extreme
Almost Certain
4 1
Moderate Significant High Extreme Extreme
Likely
3
Moderate Moderate Significant High Extreme
Possible
2
Low Low Moderate Significant High
Unlikely
1
Low Low Moderate Moderate Significant
Rare
Legend
Extreme Extreme risk – Detailed research and management planning required by committee.
High High risk – Immediate senior management attention needed.
Significant Significant risk – Senior management attention needed.
Moderate Moderate risk – Management responsibility must be specified.
Low Low risk – Manage by routine procedures.
1 Health and Safety risks assessed as Likely and Severe will be classified as Extreme.
Examples
Consequence Descriptions2 Environmenta
Loss3 Injuries Outrage
l impact
- Toxic release off site
5 Single death or total with long term effects
permanent disability Total outrage
Catastrophic Would threaten the survival of WTC > $10 k - Substantial / long
(attributable to WTC))
H&S Expenditure >$10 k term damage to
flora/fauna, soil/water
Would threaten the effective Major injury or permanent - Off site release with
4 operation of WTC for a period of up $5 k
disability no long term effects
Major to a year or have a significant effect to Major alarm and anger
H&S Expenditure $5 k > - Limited damage to
on how WTC will operate in the $10 k $10 k flora/fauna, soil/water
future
- On site release
contained with outside
3 $2 k Injury requiring ongoing
No threat to the effective operation assistance
medical treatment Widespread complaints
Severe of WTC, but exposes WTC to to - No damage to
H&S Expenditure $200 - and anger
unacceptable cost consequences $5 k flora/fauna, and short
$5 k
term effects on soil,
water and air
2 $500 Medical treatment injury
No material impact on WTC, issues - On site release limited complaints and
Serious to H&S Expenditure $50 to
are dealt with internally contained immediately anger
$2 k $200
1 No material impact on WTC, issues First Aid treatment injury - Minor leak, non annoyance, concern and
Minor are routinely dealt with by < $500
H&S Expenditure < $50 contaminating some complaints
operational areas
2 “Consequence description” is likely to over-ride the defined loss limits, where loss can occur unexpectedly over a short time.
3 Loss relates to both asset cost and operating loss and relates to loss over the life of the business plan.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 1
Appendix 4 – Environmental Impact Study
Environmental Impact Study – Windermere Tennis Club
Aspect Impact Controls Actions Who When
Noise Adverse impact on near 10.30PM night play Maintain curfews to avoid Night convenors Continuous
neighbours in respect to quite curfew complaints.
enjoyment of their property.
Social events 12.00 Inform hall hirers of Committee Rep When
midnight noise midnight noise cut off. hiring hall interviewing
Moderate curfew prospective hall
hirers
Dust – off Adverse impact on near Court watering before Enforce court watering Committee & Continuous more
courts in neighbours in respect to wind play and before bagging procedures Team Captains particularly in
summer blown dust. when very dry drier weather
Rainwater storage tanks Educate members on Maintenance Annually leading
Low and use of fixed storage tank usage Committee into summer
sprinklers
Dust – off car Adverse impact on near Knox Council periodic Asphalt seal the car park Knox City Council Unknown
park in neighbours in respect to wind car park grading
summer due blown dust.
to wind
action and Low
vehicle
movement
Potable Unsustainable water use Minimise potable water Systematic use of Committee & Continuous -
Water Usage practices use on courts. rainwater storage tanks Team Captains more particularly
and use of fixed sprinklers in drier weather
Low Maint. Comm.
Light Adverse impact on near Box shrouded lights Maintain Lights in good Maintenance When necessary
emissions neighbours in respect to light fitted to courts which working order and Committee
intrusion onto their property. reduce light emissions shrouds in good repair.
Low onto adjoining properties
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 1
Aspect Impact Controls Actions Who When
Waste Reduction in aesthetic value of Waste is divided into Ensure rubbish is left out Night convenors Weekly
Disposal the property. putrescibles and for collection regularly.
recyclables on site.
Possible health risk & vermin Weekly rubbish Explain to hall hirers Committee Rep When
issues if left uncollected. collection service by removal of rubbish is part hiring hall interviewing
Council of their responsibility prospective hall
Low hirers
Wind blown Reduction in aesthetic value of Maintain rubbish Pick up papers against Maintenance Weekly
rubbish / the property. receptacles in good fences and surrounding Committee
papers repair. property areas.
Possible health & vermin issues Weekly rubbish
if left. collection service by
Council
Low
Garden Unnecessary disposal of green Stockpile green waste Cart green waste and Maintenance When required
Waste / waste to landfill. clippings on site. recycle to mulch at KCC Committee &
Clippings facility Knox City Council
Low
Stormwater Suspended sediments in the Slow speed of run off - Maintain stormwater pits Maintenance Continuous
run off stormwater run off site adversely allows suspended Committee &
affecting downstream water matter to settle out Knox City Council
courses before leaving site.
Low Fallen and accumulated
leaves in front of
stormwater side entry pit
slow down and filter the
run off before leaving
site preventing solids
from exiting the site.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 2
Appendix 5
Windermere Tennis Club Inc.
Committee Position Descriptions
th
Accepted and Passed by Committee: 12 June 2007
President
Duties:
Arrange meetings, conduct/chair meetings.
Facilitator for club activities and events.
Key public relations person.
Facilitate preparation of long term strategic plan.
Plan for the tennis club’s future by working with the club’s executive committee
members and committee, to maintain the club’s strategic plan.
Discuss the agenda items with the secretary before meetings and ensure that it is
circulated in plenty of time.
Oversee and assist other committee members.
Mentor and develop committee members
Be a signatory on club cheques.
Award the “President’s Award” each year to a member of the committee who has
given outstanding service during the past 12 months.
Ensure the club’s risks are managed
Maintain the club calendar document with all the activities that need to occur each
year
Desirable Skills:
Business acumen essential
Well informed of all club activities.
Aware of the future directions and plans of club members.
Able to manage and chair the club’s meetings.
Possesses a good working knowledge of the club’s constitution, rules, and the duties
of its office holders and sub-committees.
Well versed in the rules or procedures for the particular type of meeting and
unbiased and impartial on all issues.
Well informed about the purpose of the meeting and items to be covered and is able
to avoid repetition, arguments, interruptions, and deviation from the matter under
discussion.
Receptive to change.
Dedicated club person.
Approachable.
Time meetings to finish on time.
Able to negotiate successfully between members.
Lead without controlling.
Vice President
Duties:
Attend and participate in monthly committee meetings
Deputise for President at club events when the President is unavailable.
Assist President (see President’s Duty list)
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 1
Secretary
Duties:
Attend and participate in monthly committee meetings
Assist planning any events.
Check mailbox and see President or relevant committee member with
correspondence.
Prepare and send outgoing correspondence.
Inward correspondence – react, follow up, and distribute to appropriate members.
Assist President with all correspondence.
File mail at club and manage the filing system, archiving and disposing of unwanted
material when necessary.
Back up all electronic files of the club regularly
Ensure all committee members back up club records and provide copies of all files
related to their positions on an annual basis
Notification to all bodies concerned (council) re changes to committee members, and
maintain club records.
Record the meeting minutes in the absence of the Minute Secretary
Desirable Skills:
Good computer skills (particularly Microsoft Word and email)
Enthusiasm and dedication.
Interest in people.
Good leadership skills.
Discretion and tact.
Good listening skills.
Effective communicator.
Clear thinker and positive attitude.
Able to maintain confidentiality on relevant matters.
Able to control and supervise others.
Organise and delegate tasks.
Well organised.
Dedicated club person.
Minute Secretary
Duties:
Attend monthly meetings, AGM and record all minutes.
Email minutes to committee members within one week of the meeting.
Ensure minutes are signed off and file minutes in filing cabinet at club rooms.
Good computer skills (particularly Microsoft Word and Email)
Membership Secretary
Duties:
Attend and participate in monthly committee meetings
Post/email membership pack to all enquiries for new members.
Post invoices for membership fees and ball money to members.
Record, monitor and follow up unpaid membership fees and ball monies.
Keep an up to date record of membership details including member email addresses
on the club’s master membership listing
Maintain an accurate key register on behalf of the club.
Receive and record key bonds and forward to the Treasurer promptly
Receive and record membership subscriptions and forward to the Treasurer
promptly
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 2
Treasurer
Duties:
Attend and participate in monthly committee meetings
Receipt all monies received.
Plan and budget for the tennis club’s future.
Total all monies and bank.
Pay all accounts.
Monthly reconciliation – provide a written reconciliation to every meeting.
Prepare budgets for the forthcoming year describing all sources of income and
expenditure.
Maintain accurate records of current income and expenditures.
Arrange invoices for periodical payments such as coaching court hire fees.
Prepare financial accounts for auditing and provide the auditor with necessary
information.
Preparation of Annual Statement for Consumer Affairs.
Advise President on legal issues (if qualified to do so).
Be a signatory on club cheques.
Manage club investment programs.
Controlling incoming funds, including night tennis, court hire, etc..
Assist planning any events.
Desirable Skills:
A minimum three years bookkeeping experience, but preferably formal accounting
qualifications (eg. CPA or CA).
Enthusiastic and well organised.
Able to keep good records.
Able to allocate regular time periods to maintain the books.
Diligent with receipts and money.
Able to work in a logical and orderly manner.
Willing to learn new skills if necessary.
Dedicated club person.
Well organised.
Honest and trustworthy.
Night Tennis Coordinator
Duties:
Attend and participate in monthly committee meetings
Co-ordinate and organise each evenings match play
Facilitate a friendly atmosphere for all players
Resolve any disputes promptly
Maintain player statistics on all players each season
Arrange end of season premiership prizes (bottles of wine).
Arrange for trophy to be engraved.
For end of season, arrange for players to bring nibbles and drinks.
Co-ordinate and promote social functions of night tennis players
Assist planning any events.
Collect and record payment of fees and give to the Treasurer promptly.
Take enquiries on night tennis.
Promote night tennis.
Encourage non member night tennis players to become members of the club
Organise teams for each new season.
Open and prepare clubrooms for night tennis and ensure facilities are locked up and
all lights and power (excluding the fridge) is turned off each evening
Report equipment failures including court lights to the Equipment Officer promptly for
attention
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 3
Desirable Skills:
Computer skills
Tact
Communication skills
Organised and methodical
Receptive to change
Dedicated club person
Senior Convenor
Duties:
Attend and participate in monthly committee meetings
Attend and participate in Waverley Tennis Convenor Meetings
Ensure player statistics are maintained
Organise players into teams for new seasons.
Register teams with WDTA by the due date.
Ensure a team manager is appointed for each senior team
Report to committee meetings on how senior teams are going.
Provide a report to newsletter editor on senior teams’ progress for each newsletter.
Monitor player progress, maintain a club register of player gradings and advise to
Waverley Tennis player gradings at least annually
Junior Convenor
Duties:
Attend and participate in monthly committee meetings, providing reports of current
matters/results pertaining to the Windermere junior teams.
Provide a report to newsletter editor on junior teams’ progress for each newsletter.
Attend and participate in Waverley Tennis Convenor Meetings
Ensure player statistics are maintained
Liaise with WTC Head Coach and jointly compile and submit to Waverley tennis by
the due date team / player registration forms for each junior team to play in the
following season
Watch junior teams playing at Windermere where possible
Register teams with WDTA by the due date.
Ensure a team manager is appointed for each junior team
Liaise with junior team managers as required
Compile a cleaning roster for the clubrooms
Receive calls from other clubs re forfeits cancellations, change of venues etc. and
pass on messages to team mangers / committee as appropriate
Ensure the President is kept appraised of any issues arising
Monitor player progress, maintain a club register of player gradings and advise to
Waverley Tennis player gradings at least annually
Organise and facilitate, in conjunction with other committee members, an
Information Evening for junior teams at the beginning of each season.
Desirable Skills:
Excellent communication and negotiation skills.
Equipment Officer
Duties:
Attend and participate in monthly committee meetings
Ordering trophies, arranging for trophies to be engraved.
Keeping club supplies in stock, including drinks, cleaning supplies, tea, coffee, and
sugar, etc.
Ordering balls and organising for teams to receive them.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 4
Ordering new or replacement equipment when committee agrees this needs to be
done.
Fundraising Coordinator
Attend and participate in monthly committee meetings
Prepare a program of events and activities to meet budget projections.
Discuss and gain approval of the plan with the committee
Liaise with tennis club committee members to prevent overlap of events.
Ensure adequate preparation and operation of all events.
Ensure the fundraising program is spread over the entire season.
Ensure all money collected is paid to the Treasurer and accounts are paid.
Work with Treasurer on relevant budget matters.
Maintenance Officer
Duties:
Attend and participate in monthly committee meetings
Plan working bee dates and ensure those dates are communicated to all members.
Attend working bees and organise members to get tasks done.
Administer an equity based maintenance system as approved by the committee
Record and advise the Newsletter Editor the names of all those attending the
working bees and the tasks completed
Plan tasks to be completed at working bees.
Coordinate maintenance committee.
Advise council of any maintenance issues to be attended to and monitor completion
of those items.
Ensure grounds and courts are maintained in a presentable condition at all times.
General Committee:
Duties:
Attend and participate in monthly committee meetings
Contribute to discussion of relevant issues.
Assist with running and planning events.
Assist on sub-committees as required
Mid-Week Ladies Convenor
Duties:
Attend monthly committee meetings and report to committee how mid-week ladies
teams are doing.
Report to committee any issues or concerns the mid-week ladies have.
Feedback information to the Mid-week ladies players
Newsletter Editor
Duties:
Attend and participate in monthly committee meetings
Put together articles from members bimonthly into a newsletter format and email to
all members.
Assist with composing and forwarding general communications to club members
Actively seek out opportunities to improve communication to members
Work to maximise the percentage of newsletters forwarded to members via email
Website Administrator
Duties:
Attend and participate in monthly committee meetings
Post and keep up to date information and reports of club activities on the
Windermere Tennis Club webpages for members.
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 5
Work with other club committee officers to develop and assist where necessary with
composing, material for the website
Actively seek out opportunities to improve communication to members via the
website
Work to increase the number of overall hits on the website and the extent to which
the website is used by members seeking information as to the clubs activities,
policies and reports.
Development and Liaison Officer
Duties:
Attend and participate in monthly committee meetings
Actively seek out funding opportunities to support club development through council,
state government and federal government grant schemes
Maintain strong relationships with Tennis Victoria, Waverley Tennis, local Friberg
Ward Councillor and Knox Council
Work to develop club initiatives for the enjoyment and benefit of members
Work to increase club member numbers and participation rates
Windermere Tennis Club – Business and Development Plan 2010/2015 Appendix Page 6
