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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
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                                                                   Mountain
                           Carrington                  WTC – 3     Gate 4 courts
Exner Reserve              Park 6 courts               courts
8 courts




                                       Eildon Park 9
                                       courts




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                                        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




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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




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                                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
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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

				
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