Wootton Bassett Volleyball Club

2024-25 AGM Notes

RichardHowells — Tue, 15 Jul 2025 15:53:00 GMT

Royal Wootton Bassett Volleyball Club Annual General Meeting Notes Date: April 28th 2025 Prepared by: Lissa Pitts 2025 AGM (via Video Conference) 7:15pm - 8:35pm Attendees: Male Players: Dan Stevens, Brynn Meredith, Monty Rose, Josh Ducie, Cedrick Tuazon, James Daniel, Hayden Daniel, Andrew Rowe Female Players: Zuzana Pritchard, Maisie Daniel, Lissa Pitts, Donna Cunningham, Katie Keen, Debbie Hanna, Katharina Grote, Helen Morten, Sunita Chand Junior Players & Parents: Jax Rowe; Jo Baker (mother of Rico); Ini Ekanem (mother of Michael); Shreyash Balooni and Pankaj Balooni Non-Playing Members: Phil Heads (Chair & Head Coach), Cliff Ball (Ladies Coach), Julie Daniel (CWO) Other Notes: No apologies for absence were recorded. Minutes from the 2024 AGM were accepted as a true record. 1. Chair's Report & Club Health - Juniors: High participation, enjoyment, and strong performance. - Adults: Faced disruption due to leisure centre equipment failure but rebounded by season's end. - Ongoing Issues: • Need to replace volleyball posts. • Outdated club website. • Minor concerns regarding reformation of Wiltshire Mavericks women's team. - Thanks: Special acknowledgment to all volunteers, particularly Cliff for longstanding coaching support. 2. Finance Report & Financial Outlook - 2024 Financials: • Expenditure exceeded income by approx. £1,300 (planned use of reserves). • Current reserves: £7,900—deemed healthy for emergencies. - Membership Fees: • No change for the 2025-26 season. • Potential increase considered for 2026-27. - Action: Committee to monitor rising costs and prepare for equipment-related expenses. 3. Club Coach's Performance Report - Player Pathway: Strong junior-to-adult transition and broad playing opportunities. - Team Highlights: • Women’s SW League team placed 4th in Premier Division. • Men’s teams avoided relegation and finished mid-table. - Junior Success: Multiple Southwest championships and high engagement. • Special recognition: Michael Okoreki selected for regional team. 4. Summer 2025 Outdoor & Junior Sessions - Outdoor Play: Lydiard Park sessions to resume Mondays from 12th May (weather permitting). - Volunteer Need: For weather monitoring and equipment logistics – Andrew Rowe - Junior Sessions: Monthly sessions considered, contingent on coach availability. - Encouragement: Members urged to join local summer tournaments. 5. Planning for Next Indoor Season - Women's Section: • Training continues Thursdays. • Recruitment of new coaches necessary due to personnel changes – Cliff Ball stepped down as women’s coach - League Plans: • Intent to enter: Southwest League, Wiltshire Ladies & Juniors. • Maintain strong junior pipeline. - Men’s/Open Teams: • Sunday training. • Enter Wiltshire League and Dave Kinder Cup. • Maintain junior regional participation. 6. Committee Elections & Volunteer Roles - Elected Committee: • Chair: Andrew • Treasurer: Donna • Secretary: Lissa • Welfare Officer: Julie • Club Coach: Phil - Volunteer Roles: • To be confirmed/appointed (e.g., web admin, junior support). • Ongoing need for coaches and volunteers, especially in junior section. 7. Club Awards & Closing Remarks - Kevan Hobbis Award for Exceptional Contribution to the Club: Donna Cunningham - Player of the Season (Best or Most Improved): • U12 Boys: Charlie Blackman & Eli Benham (shared) • U12 Girls: Layla Adams • U13 Girls: Maja Druzynska • U14 Girls: Beth Humphrey • U15 Boys: Rico Bamford • U18 Women: Kiyana Pachabhaiya • U18 Open: Leo Coogan • Wiltshire Ladies & Junior League: Sunita Chand • Wiltshire Open League Barbarians: Josh Blackman • Wiltshire Open League Warriors: CJ Notman • Southwest League Women: Julia Moroz - Equipment Discussion: Ongoing issues with volleyball posts and nets; committee to pursue cost-sharing and replacement in collaboration with the leisure centre and council. - Meeting Closure: Thanks extended to outgoing Chair (Phil) and all club volunteers for their continued commitment and support. 8. Action Items Person/Group Task Unassigned Recruit volunteer with web skills to update/maintain club website Andrew (Chair) Lead cost-sharing discussions for equipment with leisure centre and Wiltshire Council Donna (Treasurer) Monitor finances; plan for potential fee increases (2026–27) Andrew Organize summer outdoor sessions; weather checks & equipment logistics Donna + others Arrange occasional junior outdoor sessions if coaching capacity allows Helen + Committee Confirm Southwest League women’s team entry by the June/July deadline Committee (led by Chair) Appoint/confirm all volunteer roles for the season

2024-25 - 41st AGM Agenda

RichardHowells — Fri, 25 Apr 2025 17:08:00 GMT

Royal Wootton Bassett Volleyball Club 41st Annual General Meeting [club founded May 1984] Monday 28th April 2024 | 7:15pm | by videoconference AGENDA See meeting papers posted on the club website: www.woottonbassettvbc.co.uk Welcome / attendees / apologies for absence Confirm minutes of 2024 AGM Review of season 2024-25 Chair’s Report Financial Report and Accounts (Treasurer) Performance Report (Club Coach) Plan for season 2025-26 Elect committee for 2025-26 (see below) And note the process for appointing volunteer roles Any other business Announce and celebrate Club Award winners 2024-25 Elected Committee – roles elected annually at the AGM Chair Phil Heads standing down Andrew Rowe willing to serve 2025/26 Treasurer Donna Cunningham Willing to serve 2025/26 Secretary Dawn Davis stood down Lissa Pitts willing to serve 2025/26 Welfare Officer Julie Daniell Willing to serve 2025/26 Club Coach Phil Heads Willing to serve 2025/26 We can elect or co-opt additional committee members if we have willing volunteers. - Volunteer Appointments – roles appointed by the committee Current (2024-25) appointees Coach (Women) Cliff Ball assisted by Andrew, Phil, Madison + senior players Coach (Open/Men) James Daniell assisted by Phil + senior players Coach (Junior) Phil, Kat, Andrew, Donna + team of helpers Team Contact : Women SW League Helen Morten + Zuzana Pritchard Team Contact : Wilts Ladies & Junior Phil Heads + Donna Cunningham Team Contact : Open/Men Wilts League Sven Kalinda (RWB Warriors) Team Contact : Open/Men Wilts League James Daniell (RWB Barbarians) Team Contact : U16-U18 Phil Heads Team Contact : U12-U15 Phil Heads + Kat Grote WVA Meetings James Daniell (WVA Vice-Chair) + RWB Chair Social Organiser(s) Vacant Website developer Vacant Web Administrator Richard Howells (we contribute to his server rental)

2024-25 Chair's Report

RichardHowells — Fri, 25 Apr 2025 17:05:00 GMT

Chair’s Report 2024-25 Health of the club Our junior section is thriving. This season we saw high attendance, great enthusiasm and exceptional performance in regional and nationally organised competitions (see Club Coach’s report). Our junior development pathway is producing very able players who are being selected for SW region squads (congratulations this season to Michael Okereke) and progressing rapidly into our adult teams. Plus we see and hear great feedback about the benefits of volleyball for the personal development and confidence of young people. For all this we thank our amazing team of junior coaches and helpers (including a number of older teenagers) together with all those parents who supported and transported young players around the south of England. Our adult teams suffered from the leisure centre equipment failure that disrupted their training and matches between October and December, together with higher than usual absence and turnover of players during the season (for a variety of reasons). These factors clearly impacted negatively on our enjoyment and performances, however our women and men bounced back strongly towards the end of the season to improve their league positions and avoid automatic relegation. With an influx of young players from our junior section plus new adults from our waiting list we can look forward to next season with confidence. Huge thanks to our various team coaches and helpers, who invested so much time, effort and skill into developing our players and teams – the improvement is clearly visible. And lastly a very special thanks to Cliff, our esteemed founder and life member, who is taking a break after his latest stint of eight seasons coaching our SW League women’s squad – yet another magnificent contribution to this club! Next challenges for the club The main volleyball posts and floor fittings provided by the leisure centre are at end of life, with risk of further failure, however Wiltshire Council financial constraints are preventing their replacement in the near future. As a club we may have to consider some kind of cost-sharing with the Council to get them replaced. In the face of these challenges we thank the leisure centre staff for their support and for going the extra mile for us this season. In recent years we planned to redevelop our out-of-date and neglected club website to make it more usable and informative for current and potential members and supporters. Several volunteers with web skills got involved for a while, however all have now moved on so this remains a challenge. Wiltshire Volleyball may establish a collective women’s team to bring together top players from Wiltshire clubs to compete at higher levels. This could change the landscape for recruiting, developing and retaining female players to represent our club in the SW League. We’ll discuss this later in today’s AGM agenda (planning for season 2025-26). Changing faces I’m standing down as Chair after 6 years, plus 2 years in an earlier stint. During this time we’ve survived and thrived despite the Covid pandemic and equipment failures and we’ve invested in new equipment to expand our junior provision. I’m especially proud that our wonderful team of volunteers have created and sustained a continuous player development pathway: from age 9 to adult; from beginner to local league to regional league and beyond. No other club in Wiltshire can match the range of ages and development opportunities our club offers. I carried a heavy administrative load off court, at least 4 hours per week, which will now be shared by a new Chair and a new Secretary. The Chair’s role is to provide vision and leadership so the club keeps moving forward; to make sure all sections of the club are healthy and connected; to make sure we have good governance and management in place; and to represent the club externally. The Secretary’s role is to administer, coordinate and support much of our club’s activity, and enable good communications internally and externally. I wish them both an enjoyable and successful stint, and like everyone else in the club I’ll do my best to support them. A number of our young players are planning to go to university this autumn, so we wish you many happy adventures with your academic and life journeys: Ada, Alicja, Faye, Kaiden, Bryn, Ced and Monty. Our busy and active club relies entirely on unpaid volunteers to make it all happen, and we thank you all. Now we really do need additional (and younger!) people to help run and coach our club. A parent has recently volunteered to help next season and it would be great if more people, whether players or family, could step forward. Please talk with us about how you can help, even in small ways. Phil Heads, April 2025

2024-25 Club Performance Report

RichardHowells — Fri, 25 Apr 2025 17:04:00 GMT

Club Performance Report 2024-25 Membership and training We provide a continuous development pathway through the club for players from age 9 to adult, with separate dedicated training and coaching for women, men and juniors (U15). Our established coaches are becoming thinly stretched so we would welcome new volunteers to coach or assist. Membership was close to full capacity for much of the season in all our groups, though adult training attendance was lower than usual. Absences and turnover were mainly due to illness, injury, exams, university visits, moving jobs and travelling. This meant we were able to welcome new members to all our groups. Nr of training sessions and Attendance: Average (low-high) Women Yr11+ Open (mostly men) Yr11+ Juniors up to Yr10 Sessions (1.75 hr) Attendance (2 courts, capacity 26) Sessions (1.75 hr) Attendance (1 court, capacity 20) Sessions (1.5 hr) Attendance (4 courts, max 30) 2024-25 season 30 16 (10-21) 25 12 (8-17) 32 22 (16-27) 2023-24 season 29 19 (13-24) 22 13 (7-20) 31 19 (12-24) 2022-23 season 31 17 (13-21) 29 14 (9-19) 32 25 (15-32) Competition We provide opportunities for players of all age groups to participate and compete at appropriate levels. Age Group Competition Team Rank Notes Women 16+ South West League – Premier Div RWB Women W5/15 4th /6 12 players (2x U17-U18) Women & Juniors Wilts Ladies & Junior League Bassett Hounds (9 days) Bassett Allsorts (2 days) 3rd /8 6th /8 Total 26 players (18 juniors U13-U18) Open 16+ Wilts Open League – Premier Div Wilts Open League – Division 1 RWB Warriors W1/10 RWB Barbarians W3/10 6th /7 4th /6 13 players (4x U16-U18) 13 players (2x U16-U18) Total 19 men, 3 women U18 Women Bristol Junior events 6v6 RWB U18 Girls (3 days) R1? R2? R3 2nd/8 11 players (U13-U18) +1 adult in emergency U18 Men Bristol Junior events 6v6 RWB U18 Boys (1 day) 2nd /4 8 players (U14-U18) U15 Boys Volleyball Engl Jnr Grand Prix 4v4 RWB U15 Boys (2 days) R1 1st/4 R2 2nd/6 4 players (U14-U15) SW Junior Volleyball Tour 3v3 RWB Peregrines (4 days) RWB Eagles (2 days) 2nd /9 3rd /9 7 players (U13-U15) U14 Girls Volleyball Engl Jnr Grand Prix 4v4 RWB U14 Girls (2 days) R1 1st/6 R2 1st/5 5 players (U12-U14) SW Junior Volleyball Tour 3v3 RWB Buzzards (5 days) RWB Kestrels (1 day) 1st /5 4th /5 6 players (U12-U14) U13 Girls SW Junior Volleyball Tour 3v3 RWB Hawks (2 days) 2nd /6 4 players (U12-U13) U12 Girls SW Junior Volleyball Tour 3v3 RWB Owls (3 days) 1st /2 4 players (U11-U12) U12 Boys SW Junior Volleyball Tour 3v3 RWB Harriers (6 days) 1st /3 7 players (U8-U12) Individual Talent Development We were pleased to support around 6 of our young players taking opportunities to develop towards higher levels through Volleyball England Talent Pathway events (ages U13-U15), South West Junior squad training (U15, U17), and Wiltshire Mavericks NVL and SWL squads (age 16+). We are delighted to congratulate Michael Okereke on his selection for the South West U15 squad. Phil Heads, Club Coach, April 2025 The Club Coach is elected by members at the AGM: (1) to plan our training and competition programme for the whole season, and (2) to recruit, coordinate and support our team of volunteer coaches so that all our players and teams can develop and progress.

2025-26 Planning

RichardHowells — Fri, 25 Apr 2025 17:01:00 GMT

Planning for 2025-26 We’d like to hear your views on the following plans and options… Summer 2025 (May to August) Weekly outdoor play for fun at Lydiard Park Events Field: Mondays 6:45pm or 7pm as daylight lengthens. Starting mid-May? For members age 15+ (our junior coaches need a break!). Invite potential new players from our waiting lists? We need a volunteer to judge weather and safety each week, and communicate go/no-go with players. Monthly play for fun for juniors age 9-15 at Lydiard Park? There is demand, but we’ll need supervisors/coaches. Outdoor competitions: members self-organise to participate, eg Wilts; Whitefield (Bristol); Salisbury; others. Indoor taster session(s) for new players on our waiting lists? Indoor Season 2025/26 (September to April) Women (Year 11+) Train: Thursdays 8:15pm – 10pm. Whole hall, 2 courts, max capacity c25 players, requires 2+ coaches. Enter competitions, depending on player availability: SW League; Wilts Ladies & Junior League; Bristol junior events; Volleyball England Junior Grand Prix. Possible Wiltshire Mavericks women’s team to bring together top players from Wilts clubs to play SW League? May affect our club’s ability to recruit, develop and retain players for SW League? Open/Men (Year 11+) Train: Sundays 6:15-8pm. One court (end of hall not available): max capacity 20 players, ideally 2 coaches. Enter competitions, depending on player availability: Wilts Open League (2 teams); Dave Kinder Cup (2 teams); Bristol and Volleyball England Junior events. All league players are responsible for taking their turn to officiate at games. A-team play home games on Thursdays, B-team on Sundays. Juniors U12-U15 Train Sundays 4:30-6:00pm. Whole hall, long net, max capacity c32 players, requires 4 coaches per session. Enter competitions, depending on player availability: South West JuVoTo (3v3) competition: U12, U13, U14, U15 (Saturdays). Possibly Volleyball England U14 (4v4). Play 6v6 when ready (usually U15s): Bristol and Volleyball England junior events; Wilts Ladies & Juniors. Host national and regional junior age-group events when possible. Capacity management Club Coach will consult team coaches about standards, team needs and capacities: Existing members have priority: invite them first to sign up for next season, including Year 10 graduating to adult sessions, so we know how many leavers and vacancies we have. Fill any remaining vacancies by inviting players from waiting lists. Maintain waiting lists as necessary. Perhaps explore option of running an additional adult casual volleyball session for non-competitive players and those on waiting lists, subject to availability of hall (Friday evenings?) and volunteer supervisors?

2024-25 Financial Report and Accounts - V2

RichardHowells — Fri, 25 Apr 2025 16:58:00 GMT

Expenditure 2024-25 Income 2024-25 Lime Kiln LC hall hire 8,233.44 Member subscriptions (annual) 1,265.00 Club affiliation and coach registration - VE 139.81 Member playing fees (monthly) 8,424.75 Competition entries and player registrations - VE 434.12 Event hosting fees (JGP) 125.00 Competition entries and player registrations - SWVA 205.00 Open Day 50.00 Competition entries and player registrations - WVA 485.00 Fundraising - sponsorship 0 Equipment and consumables (includes new junior posts) 1,393.17 Fundraising - grants 0 Prizes and awards 253.69 Bank interest 0 Website server rental (Richard Howells) 50.00 Bank fees and charges 4.25 11,198.48 9,864.75 Excess of expenditure over income 1,333.73 Summary BANK BALANCE brought forward from 2023-24 9,262.91 Increase / decrease in funds from 2023-24 1,333.73 BANK BALANCE carried forward to 2025-26 7,929.18 Notes to accounts 2024/25 Our member income (annual subscription plus playing fees) in 2023-24 was under-reported by nearly £2,000 at the 2024 AGM, so we started the 2024/25 financial year with a healthier bank balance (reserve) than previously reported. Member income in this 2024/25 financial year includes overdue payments from 2023/24, so is higher than we would normally expect. Spending this 2024/25 financial year was higher than usual because of: late invoicing for Lime Kiln hall hire and WVA fees from 2023/24; and extra hall hire costs for SW League matches due to the equipment failure at Lime Kiln. Some WVA costs remain outstanding and may be invoiced to us in future. We decided not to increase member fees for 2024/25 so, as predicted at the 2024 AGM, spending was higher than income this financial year. The loss of £1,333 was funded from our reserves. We aim hold a reasonable but not excessive balance in reserve for: Unexpected emergencies, costs and loss of income. Past examples have included: the Lime Kiln fire when we had to hire other facilities at higher cost; the covid pandemic; and the Lime Kiln equipment failure. Maintaining and replacing equipment. For example, we may soon need to contribute to the costs of replacing the main volleyball posts at Lime Kiln L.C. (see Chair’s report) and replace some ageing balls. I confirm that, from the information available to me and to the best of my knowledge, these accounts accurately reflect the financial position of Royal Wootton Bassett Volleyball Club. Club Treasurer | Donna Cunningham | Signature | April 2025 I have reviewed the accounts of Royal Wootton Bassett Volleyball Club as laid out above and I confirm that the financial records of the club are in accordance with these accounts. Independent Verifier | Name | Signature | Date Financial prospects for 2025/26 We expect membership to stay close to full capacity, so current levels of income should be secure. We expect costs to continue rising in line with wider economic and inflationary pressures. For example, Lime Kiln hall hire fees (our biggest cost) have not risen for two years and may rise in 2025/26. We aim to be financially responsible by balancing income and expenditure across all our club activities. At the same time we seek to make volleyball accessible and affordable by keeping our prices as low as possible while families continue to face inflationary and cost-of-living pressures. We are sensitive to genuine financial hardship and can make individual exceptions when justified. Our reserve currently stands around £7,900 so the club is financially healthy. During the financial year 2025/26 we anticipate further reduction of our reserve: < >To reduce the risk of further equipment failure at Lime Kiln LC by cost-sharing for the replacement of volleyball posts which are near end-of-life.To hold our membership prices at current levels (see table below), which is likely to lead to another year of loss (spend exceeding income). Item Period Adult prices Junior prices (U15, up to Yr 10) What it pays for Membership subscription To be paid in September or when you join. You must be a paid-up and registered member to play in competitions. Annual £40 Adult (age 18+) £20 Junior playing with adults (U16-U18, Year 11+) Half price if you join after Christmas £0 subscription included in playing fee (below) Governing body affiliation Club insurance Equipment Club expenses Adult competition entries Player registration fees Playing fee Indoor season: Sep to Apr Monthly (8 months) £25 Adult (age 18+) £15 students in full-time education FREE first taster session for new members! £15 FREE first taster session for new members! Sports hall hire for training and matches Junior competition entries

2023-24 Notes from the AGM

RichardHowells — Tue, 21 May 2024 20:11:00 GMT

Royal Wootton Bassett Volleyball Club Notes of 40th Annual General Meeting : 29th April 2023 Present: (via video conference) Male players (Yr11+): Sven Kalinda, Josh Blackman, James Daniell, Evan Palmer, Ryan Shackleford, Monty Rose, Connor Craig, Ced Tuazon, Charlie Hawkins, Andrew Rowe. Female players (Yr 11+): Donna Cunningham, Kat Grote, Zuzana Pritchard, Lissa Pitts, Kaiden Kerrigan, Amelia Dulik, Marketa Sherwood. Junior players (up to Yr 10): Robyn Cuthbert, Nicola McLaughlin (parent of Amy). Non-playing members: Phil Heads (Chair, Head Coach), Cliff Ball (Ladies Coach), Julie Daniell (CWO), Dawn Davis (Secretary). Apologies were received from: Taylor Davis, Millie Cuthbert, Hannah Cuthbert, Debbie Hanna, Faye Hanna. Minutes of 2023 AGM Notes of the 2023 AGM were confirmed and accepted. Actions from the 2023 AGM were all completed and closed: Men’s indoor training now finishes at 7:45pm instead of 7:30pm. Tensioning of the adult indoor net was improved, and will be further improved when new equipment is provided by the Leisure Centre. Kat investigated potential minibus transport to junior events. Arrangements to use a Community Minibus would be logistically complicated and time-consuming, plus there may be heath & safety concerns with the state of Community Minibus. Nicola offered to support exploring further options. Review of season 2022/23 Chair’s Report: (see full report on club website) The Chair was pleased to report a healthy club this season, plus upcoming investment in new equipment and a proposed new constitution. Phil thanked everyone who volunteered and worked hard to make our club welcoming, safe and successful (see report for list). The report was accepted by members. Head Coach Report: (see full report on club website) The club provided a continuous pathway through the club for players from age 9 to adult. Membership was at full capacity for women and men, and training for all age groups was well attended. As part of our continuous pathway the Club provided opportunities for players of all age groups to compete at appropriate levels, often for the first time. We were pleased to support nine of our players taking opportunities to develop towards higher levels through Volleyball England Talent Pathway events (ages U13-U15), South West Junior squad training (U15, U17), and Wiltshire Mavericks NVL and SWL squads (age 16+). And we are delighted to congratulate Emily Tandy (U13) on being selected to join the National Team Talent Pathway Cliff (our women’s SW League coach) highlighted their achievement, with a lovely atmosphere, positive and supportive attitude across the squad. James (our men’s coach) said how proud he continues to be with both A & B teams and players behaving as a single supportive unit – a pleasure to be a part of. Lots of personal development this year for all club men players. Kat (junior’s coach) shared that the most satisfying part of the club for her was seeing players who have life challenges, start off being nervous/anxious, and really come out of themselves through the team-ship & sport of volleyball. Marketa echoed same sentiment. Phil highlighted exceptional performance of our junior teams, plus our Men’s A & B teams playing off in the Dave Kinder Plate final. The report was accepted by members. Treasurers Report: (see full report on club website) The 2023/24 financial report reflects that income to March 2024 was higher than outgoing expenses, however some expenses are accrued and yet to be paid (post AGM) which means our actual working balance is much lower than that shown for 31st March 2024. We continue to hold a reserve of c£3k, but expect to eat into this during next season, with less contingency for unexpected events. To encourage participation across a range of age groups and member types, we aim to continue to keep our prices as low as possible and to provide exceptional value for all our members. We plan to hold 2023/24 prices at the current level, being sensitive to the cost of living pressures. We are not yet clear if the outgoing costs will increase, and will monitor this going forward. ACTION: Committee to review budget position in December 2024 to assess if any changes are needed at that point. Phil thanked Donna for all her hard work as Treasurer – it takes a lot of time to keep track of multiple monthly transactions for 80 members. The report was accepted by members. Planning season 2024/25 (see planning paper on club website) Our outdoor summer season will commence on Monday 20th May. A dedicated WhatsApp Group will be set up for Outdoor Volleyball to keep everyone informed of ‘weather watch by Sven & Phil’ Our indoor winter season will commence on Sunday 3rd September, with similar arrangements to the 2023/24 season (subject to hall availability and confirmation). Some existing members will leave for college, work, etc, so we will invite new players from our waiting lists if there is spare capacity. Parent and player feedback on whether Volleyball training could continue through the summer period. Consensus from the attendees to maintain the current approach, with a break from formal training between end of Spring term and September. Marketa & Kat did offer that the Juniors/Minis could continue through into May, however this would require parental support & help as some of our regular coaches are not available in May. Club’s 40th Anniversary : everyone agreed that we should celebrate our club’s 40th anniversary during the year to summer 2024 (the club was first established in May 1984). Different options were considered, with agreement on a Sunday picnic & play. Date agreed for Sunday 23rd June from 12 noon onwards (or Sunday 30th June if weather is bad). Current and past members of all ages are invited, along with family. New Items Raised: Next season we hope to run a similar setup to our current successful format, however there is always room for improvement and we would like to address challenges such as: Adult Training (Women and Men/Open) – To encourage more coaches/helpers so we have a bigger coaching team and can give more support to individual players. We will support people to develop as coaches/helpers, and recognise that they don’t have to commit to every session (alternate training sessions was suggested). For example, Junior training benefits from a larger team of coaches plus a number of teenage helpers. Olympics 2024 will no doubt generate interest in Volleyball this summer – note that spaces are either at capacity, or limited, however we would ideally like to expand our capacity by providing recreational (eg pay-as-you-play) volleyball. Club Constitution Revision (see previous & new versions on club website) A revised Club Constitution has been developed by the Committee, to bring it up to date, to meet expectations of Volleyball England and funders, and to modernise our approach to financial control. The new constitution was accepted and agreed with one addition at clause 2.2 to define us as a Community Sports Club. Election of committee officers for 2023/24 Chair – Phil was re-elected. Treasurer – Donna was re-elected. Welfare Officer – Julie was re-elected. Head Coach – Phil was re-elected. Secretary – Dawn was re-elected. Volunteers to be appointed by the committee As shown on the agenda, a number of volunteer roles will be appointed and confirmed by the Committee. Club awards 2023/24 After a ballot of all members and coaches, with 140 votes cast for 48 recipients, the following club award winners were announced and congratulated (awards to be presented at club events): Kevan Hobbis Award for outstanding contribution to the club and its spirit, including coaching of juniors, plays in both Mens & Womens teams, and acts as Club Treasurer: Donna Cunningham Best/Most Improved Player Awards: U12 – Eva Rowe U13 – Amy McLaughlin U14 - Michael Okereke U15 – Livia Lioni U18 Women – Amelia Dulik U18 Men – CJ Notman Wilts/Ladies Juniors – Fianna Lanaza Womens SW League – Faye Hanna Men Mixed A Team – Monty Rose Men Mixed B Team – Jetto Aji Any Other Business Our club will be represented at the RWB Youth Festival is on 5th May 2024, with Marketa acting as lead adult, supported by others. An opportunity to come and try Volleyball. Meeting Closed at 20:32 hours

2023-24 Club Performance Report

RichardHowells — Wed, 24 Apr 2024 12:25:00 GMT

Club Performance Report 2023-24 Membership and training We provided a continuous pathway through the club for players from age 9 to adult. Membership was at full capacity for women and men, and training for all age groups was well attended. Nr of training sessions and Attendance: Average (low-high) Women Yr11+ Men/Mixed Yr11+ Juniors up to Yr10 Sessions (1.75 hr) Attendance (2 courts, capacity 26) Sessions (1.75 hr) Attendance (1 court, capacity 20) Sessions (1.5 hr) Attendance (4 courts, max 30) 2023-24 season 29 19 (13-24) 22 13 (7-20) 31 19 (12-24) 2022-23 season 31 17 (13-21) 29 14 (9-19) 32 25 (15-32) 2021-22 season 26 15 (9-19) 22 13 (5-19) 31 19 (13-23) Competition As part of our continuous pathway we provided opportunities for players of all age groups to compete at appropriate levels, often for the first time. RWB Team Competition Record Rank Notes RWB Women South West League – Premier Div Exeter Challenge & SW Champs Played 10, Won 3 To play April & May 5th /6 Injuries & new players, but close games, and Maddie top MVP in Div Bassett Hounds Wilts Ladies & Junior League Played 32, Won 8 5th /10 U18 team + odd adult. Bassett Allsorts Wilts Ladies & Junior League (RWB 24 WLJ players: 19 junior, 5 adult) Played 13, Won 5 9th / 10 Developers + adults RWB A Wilts Mixed League – Division 1 Wilts Dave Kinder Plate Played 11, Won 8 2nd /7 Winner New young squad Promotion play-off to play RWB B Wilts Mixed League – Division 1 Wilts Dave Kinder Plate Played 11, Won 4 5th /7 Rnr-Up Mostly young, improving, lots of close games U18 Men Volleyball England Jnr Grand Prix Played 12, W6, D2 N/A 8 players, ages 16-18, improved rapidly U18 Women Volleyball England Jnr Grand Prix Played 11, W4, D2 N/A 11 players, ages 16-18, improved rapidly U15 Girls Hawks SW Junior Volleyball Tour 3v3 Played 3/6 rounds 2nd /10 Mix of experience & new U14 Boys Eagles SW Junior Volleyball Tour 3v3 Played 4/6 rounds 1st /13 Mix of experience & new U14 B Merlins SW Junior Volleyball Tour 3v3 Played 1/6 rounds 8th/13 New players, rank 3rd at only event U13 G Buzzards SW Junior Volleyball Tour 3v3 Played 6/6 rounds 1st / 5 Mix of experience & new U13 G Kestrels SW Junior Volleyball Tour 3v3 Played 2/6 rounds 4th /5 New players, 1st + 2nd in 2 events U12 Harriers SW Junior Volleyball Tour 3v3 Played 6/6 rounds 1st / 2 Girls and Boys, ages 9-11 Individual Talent Development We were pleased to support nine of our players taking opportunities to develop towards higher levels through Volleyball England Talent Pathway events (ages U13-U15), South West Junior squad training (U15, U17), and Wiltshire Mavericks NVL and SWL squads (age 16+). And we are delighted to congratulate Emily Tandy (U13) on being selected to join the National Team Talent Pathway. Phil Heads, Club Coach, April 2024 The Club Coach is elected by members at the AGM: (1) to plan our training and competition programme for the whole season, and (2) to recruit, coordinate and support our team of volunteer coaches so that all our players and teams can develop and progress.

2023-24 Financial Report and Accounts

RichardHowells — Wed, 24 Apr 2024 12:23:00 GMT

Expenditure 2023-24 Income 2023-24 Lime Kiln LC hall hire * 3,807.69 Member subscriptions (annual) 940.00 Club affiliation and coach registration - VE 136.71 Member playing fees (monthly) 5,120.00 Competition entries and player registrations - VE 305.08 Event hosting fees (JGP) 315.00 Competition entries and player registrations - SWVA 330.00 Fundraising - events 0 Competition entries and player registrations – WVA * 0 Fundraising - sponsorship 0 Equipment and consumables 468.50 Fundraising – grants * 642.00 Prizes and awards 56.04 Bank interest 0 Website server rental (Richard Howells) 50.00 Bank fees and charges 0 5,154.02 7,017.00 Excess of income over expenditure 1,862.98 Summary BANK BALANCE brought forward from 2022-23 5,415.12 Increase in funds from 2023-24 1,862.98 BANK BALANCE carried forward to 2024-25 7,278.10 * See notes on next page Notes to accounts 2023/24 Our balance at 31st March 2024 does not reflect all expenses for financial year 2023/24: Estimated £3,086.86 in Lime Kiln LC hall hire fees (monthly expenses) have not yet been invoiced by Wiltshire Council or paid out. Estimated £652.50 in player registration fees have not yet been invoiced by WVA or paid out. In addition we received grant income of £642 from Wiltshire Council Area Board (in March) to be spent in the next financial year (summer 2024) alongside a matching amount of club funds on new posts and net equipment. Once these unavoidable delayed payments and exceptional items are taken into account we can see: Our full expenses for FY2023/24 (around £8,900) exceeded our regular member income (around £6,000) by approximately £2,900. In other words, we made an operating loss. Around £1,300 will be spent on new equipment in FY2024-25 (Wiltshire Council grant plus matching club funds). Hence our available working balance carried forward to FY2024/25 is closer to £3,000 than the £7,200 bank balance shown in the accounts at 31st March 2024. This represents around 4 months of club running costs held in reserve – see below. We aim hold a reasonable balance (reserve) for: Unexpected emergencies, costs and loss of income. Past examples have included: the Lime Kiln fire when we had to hire other facilities at higher cost; the covid pandemic; and equipment failure. Maintaining and replacing existing ‘small’ equipment; for example: nets, antennae, balls, whistles, etc. I confirm that, from the information available to me and to the best of my knowledge, these accounts accurately reflect the financial position of Royal Wootton Bassett Volleyball Club. Club Treasurer | Donna Cunningham | Signature | April 2024 I have reviewed the accounts of Royal Wootton Bassett Volleyball Club as laid out above and I confirm that the financial records of the club are in accordance with these accounts. Independent Verifier | Name | Signature | Date Financial prospects for 2024/25 With existing adult waiting lists, plus a likely boost in demand for volleyball from the 2024 Olympics, we expect membership to stay close to full capacity. So current levels of income should be secure. Lime Kiln LC hire and other costs are expected to rise in line with wider economic and inflationary pressures. We need to ensure all our club activities and sections cover their costs. At the same time we seek to make volleyball accessible and affordable by keeping our prices as low as possible. We are sensitive to genuine financial hardship and can make individual exceptions when well justified. With families continuing to face inflationary and cost-of-living pressures, we aim to hold our membership prices at current levels for 2024/25. However this means we expect to make a loss in FY2024/25, based on regular income and expenditure, thereby reducing our balance and emergency reserve. The club committee will monitor income and costs closely and may increase prices if necessary to maintain the financial health of our club. Item Period Price proposed for 2024/25 season What it pays for Membership subscription To be paid in September or when you join. You must be a paid-up member to play in competitions. Annual £40 Adult (age 18+) Half price if you join after Christmas £20 Junior playing with adults (U16-U18, Year 11+) £0 Mini & Junior (U15, up to Yr 10) subscription included in playing fee Governing body affiliation Club insurance Equipment Club expenses Competition entries Player registration fees Training and playing fee Indoor season: Sept to April (8 months) Monthly £25 Adult (age 18+) £15 Minis (U12), Juniors (U13-U18), students in full-time education FREE first session for new members! Sports hall hire for training and matches Junior competition entries

2023-24 Chair Report

RichardHowells — Wed, 24 Apr 2024 12:20:00 GMT

Chair’s Report 2023-24 Our club is very healthy Over the last two seasons we have created a continuous player development pathway: from age 9 to adult; from beginner to local league to regional league and beyond. No other club in Wiltshire can match the range of ages and development opportunities we now offer. Member numbers remained at or close to full capacity this season. We still have waiting lists for adult players and past experience tells us this summer’s Olympic Games will generate new demand. I noticed a strong feel-good factor this season as our players enjoyed their training sessions, our team performances improved rapidly through the season, and some our players participated in higher level development opportunities (see our Club Coach’s report for performance highlights). And this spring/summer we look forward to celebrating the 40th anniversary of our club (see Planning paper). New equipment Two years ago we invested in new net equipment to boost capacity and improve the quality of experience for young players aged 9-15. This summer we will invest around £1,300 in new posts to provide a robust second training court at the far end of the hall, primarily benefitting players aged 15-18. This will be funded partly by our club and partly by a grant of £642 from Wiltshire Council Area Board to support junior player development. In these challenging economic times this grant is very welcome as it will improve our provision whilst keeping our membership fees as low as possible to encourage participation. This season we experienced problems with the functionality and safety of the main volleyball posts as this old equipment reaches the end of its life, so the leisure centre is now planning to replace them. New constitution Whilst applying for Wiltshire Council grant funding it became apparent that our existing club constitution did not meet modern requirements (eg for financial management, safeguarding, environmental policy, and so on) nor did it meet latest Volleyball England expectations and guidance. Hence we have substantially updated it, and present it to our members for approval at this AGM (see agenda item 5). Leadership and representation From my perspective the Chairperson’s role is: to provide vision and leadership so the club keeps moving forward; to make sure all sections of the club are healthy and connected; and to make sure we have good governance and management in place. The role also includes external promotion and representation of our club, so this season I have met and liaised with: Volleyball England; South West Volleyball; Wiltshire Volleyball; Lime Kiln Leisure Centre managers; Wiltshire Council Area Board and Swindon Sports Forum. Thank you to our amazing volunteers Our busy and active club relies entirely on unpaid volunteers to make it all happen. Many of these amazing people are listed on our AGM agenda, and they’ve all made a huge contribution to our club this season (in addition to their contributions as players) – we say a big THANK YOU to all of you. In addition to our volunteer administrators, coaches and match officials, let’s not overlook Julie, our Club Welfare Officer. She quietly makes sure we safeguard junior and adult players, and she is always there for anyone who has any questions or concerns about our members’ welfare (see our Club Information Pack for Julie’s contact details). Remember we are always looking to welcome new coaches and helpers, of all ages, for our junior sessions and for our adult teams. We will support you at whatever level you wish, whether you prefer to simply turn up and assist occasionally or whether you aspire to develop your coaching skills to help players and teams achieve higher performance. Please see Phil to find out more! Phil Heads, April 2024

2024-25 - Planning

RichardHowells — Wed, 03 Apr 2024 11:57:00 GMT

Planning for 2024-25 We’d like to hear your views on the following plans and options… Summer 2024 (May – August) Weekly outdoor play for fun at Lydiard Park Events Field: Ages from Year 10+ (junior coaches need a break!): Mondays, Tuesdays or Wednesdays? Start w/c 13th May? 6:45 or 7pm as daylight lengthens. Outdoor competitions: Wilts; Whitefield (Bristol); Salisbury; other tournaments. Celebrate our club 40th Anniversary: Outdoor picnic and play-for-fun at Lydiard Park or elsewhere (invite members current & past & families)? Indoor tournament at Lime Kiln (invite current and past members)? Saturday or Sunday? June? Avoid clashing with big public events at Lydiard Park. Indoor Season 2024/25 (September – April) Women (Year 11+) Train: Thursdays 8:15pm – 10pm, whole hall, 2 courts, max capacity c25 players, requires min 2 coaches. Enter competitions, depending on player availability: SW League & Champs; Wilts Ladies & Junior League; Volleyball England U16/U18 Junior Grand Prix. SWL and JGP games on Sundays; WLJ on Saturdays. Men (Year 11+) Train: Sundays 6:00-7:45pm. One court (end of hall not available): max capacity 20 players, prefer 2 coaches. Enter competitions, depending on player availability: Wilts Mixed League (2 teams); Dave Kinder Cup (2 teams); Volleyball England U16/U18 Junior Grand Prix. All league players are responsible for taking their turn to officiate at games. A-team play home games on Thursdays, B-team on Sundays; JGP and WLJ play Saturdays. Juniors U12-U15 Train Sundays 4:30-6:00pm. Whole hall, long net, max capacity c32 players, requires min 4 coaches per session. Enter competitions, depending on player availability: South West JuVoTo (3v3) competition: U12, U13, U14, U15 (Saturdays). U15s play Wilts ladies & Junior (6v6) when ready (Saturdays). Possibly Volleyball England U14 (4v4) and U15 (6v6)? Host national and regional junior age-group events when possible. Capacity management Keep existing capacity limits (see above) and maintain waiting lists as necessary (currently women and men). Club coach will consult team lead coaches about standards, team needs and capacities: Existing members have priority: invite them first to sign up for next season, including Year 10 graduating to adult sessions, so we know how many leavers and vacancies we have. Fill any remaining vacancies by inviting players from waiting lists (usually in chronological order). Explore option of running an additional adult casual volleyball session for non-competitive players and those on waiting lists, subject to availability of hall (Friday evenings?) and volunteer supervisors.

2024 Onwards - Club Constitution

RichardHowells — Wed, 03 Apr 2024 11:56:00 GMT

Club Constitution NEW VERSION FOR AGM 2024 Name The club will be called Royal Wootton Bassett Volleyball Club. Aims and status The aims of the club are: To promote the sport of volleyball in our communities and provide opportunities for participation. To enable club members to play and develop safely and to achieve appropriate performance levels. The club is a not-for-profit organization. All funds, including any surpluses, will be used for the aims and benefit of the club in line with its values. Values We are a voluntary organization run by and for our members and local community. We are welcoming and inclusive for all ages, abilities and backgrounds: The club and its members respect the rights, dignity and worth of every person and will treat everyone respectfully within the context of the sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, or social/economic status. We recognize that everyone who participates in volleyball activities should do so in an environment where they feel safe and protected from harm. We respect and rely on unpaid volunteers for our activities. We consider how to achieve positive social and environmental outcomes from our club activities. We maintain fit-for-purpose standards of governance, administration, policies and safety. Affiliations and registrations The club will be affiliated to Volleyball England, the national governing body for volleyball. The club will participate in, and contribute responsibly to, activities organized by Volleyball England and its constituent associations South West Volleyball Association and Wiltshire Volleyball Association. Any competition licenses issued by Volleyball England to the club or its teams will belong to the club. The club will ensure that its players are correctly registered in all competitions. Membership and fees Membership of the Club will be open and not unreasonably restricted on the ground of sex, age, disability, nationality, ethnicity, sexual orientation, and religion or other beliefs. By becoming a member, a person agrees to abide by the constitution and policies of the club and rulings of the Club Executive Committee. Membership and other fees will be set by the Executive Committee and agreed at the AGM. Members may be active players or non-players who contribute to the club in other ways. Non-members will not play or represent the club unless: they are given day-member or guest status by an Executive Committee Officer or Lead Coach; their attendance is recorded; and the activity is responsibly and safely conducted and supervised. Membership of the club is defined by: Having submitted a completed membership form to the Club Secretary. And having paid the annual membership subscription, where required. And being up-to-date with monthly playing fees, where required. General Meetings General meetings of the club will be held in person or by video-conference. Members of the club will receive a minimum of 28 days notice of the date of the Annual General Meeting (AGM). The AGM will be held after the end of each competitive season, prior to the next competitive season. Club Executive Committee Officers will be elected from and by members at the AGM for a period of 12 months, and will be eligible for re-election annually. Additions, deletions, and alterations to the Club Constitution will be made only at a General Meeting. Proposed changes will be submitted to the Secretary 14 days prior to a General Meeting. An Emergency General Meeting (EGM) may be called by the Committee when an urgent and important decision needs to be made. Decisions at an EGM require a minimum quorum of five non-related, non-cohabiting members. The Chairperson will hold the casting vote. A Special General Meeting (SGM) may be called by written request from 10 members to the Secretary. The SGM will be held within 30 days of receiving a request, and will only deal with the matter notified in the request. Executive Committee The Executive Committee will comprise a minimum of five elected officer roles: Chairperson, Secretary, Treasurer, Club Welfare Officer and Club Coach to administer the club activities and interests. The Committee may co-opt officers to fill vacancies or to carry out additional roles. The Committee may appoint Sub-Committees and Working Groups, and decide their Terms of Reference, Membership and Authority. The Committee may appoint or withdraw honorary roles for example (not an exhaustive list): Honorary Life Member; Honorary President. Such roles will not be designated as committee members. The committee may appoint people to other roles necessary for the effective operation of club activities; for example (not an exhaustive list): team coaches; team organisers/fixture secretaries; press and marketing; club representatives for external committees and activities; social organisers. Committee meetings will be held, and decisions made, in person or by video-conference. The Committee may correspond electronically to share information and discuss issues that don’t require a decision. Committee business decisions require a minimum quorum of three non-related, non-cohabiting elected members. The Chairperson will hold the casting vote. Policies and procedures Unless the Executive Committee has good reason to decide otherwise, the club adopts the policies, procedures, codes of conduct and rules of Volleyball England and its constituent associations (SWVA and WVA) relating to, for example (not an exhaustive list): Safeguarding Children and Adults; Welfare; Equality and Diversity; Transgender; Anti-doping; Behaviour and Conduct; Discipline; Competitions. Unless the Committee has good reason to decide otherwise, the Club will follow relevant guidance issued by Government bodies including Sport England and public health agencies. The Committee will set other policies, procedures and codes of conduct as necessary. The club will comply with relevant legal obligations including the protection of personal data. Finances, insurance and assets All club monies will be managed through bank account(s) held in the name of the club. The Club Treasurer and at least one other elected committee officer will have access to club bank account(s) and take reasonable measures to ensure the security of club funds including prevention of theft and fraud. The Treasurer will keep up-to-date records of the club finances (usually monthly) and keep the committee informed of the financial position throughout the financial year. The financial year of the club will end on 31st March. At the end of each financial year the Treasurer will produce a financial report including income, expenditure and balance. This report will be reviewed and verified by an independent person not elected to the club committee, and presented to the Annual General Meeting. Any funds raised in the name of Royal Wootton Bassett Volleyball Club will be used for the aims and benefit of the club. Any funds given to the club for a specific purpose will be spent on the specified purpose unless otherwise agreed with the donor. Any assets and equipment owned by the club will be used for the aims and benefit of the club and will be kept in safe condition. Insurance covering club activities and public liability is provided by Volleyball England as a benefit of affiliation. In the event that adequate insurance is not provided by Volleyball England, the club will arrange insurance to cover any member or guest whilst engaged in club activities, including: injury; loss; damage to property; and public liability. Discipline, complaints and appeals Players, captains, coaches, parents and spectators are responsible for their individual and team conduct in line with governing body and competition rules and codes of conduct adopted by the club. Club members are expected to exercise responsible use of electronic media and other communications to promote and safeguard the reputation of the club. In the first instance team captains, coaches, match officials and club officers should resolve issues and concerns in a fair and reasonable way. Where appropriate the club will invoke any disciplinary procedures required by competition rules and codes of conduct. Formal complaints should be submitted to the Club Secretary in writing. The Executive Committee will consider complaints within 21 days a complaint being received. The Committee has the power to take appropriate disciplinary action in response to disciplinary procedures and complaints, including the termination of membership. The outcome of a disciplinary hearing or complaint should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing. Members have the right of appeal following the outcome and any disciplinary action being announced. The appeal panel should include Executive Committee officers and an independent person who has no involvement or conflict of interest in the issue under appeal. Closure of the club In the event of the club no longer operating, a period of six months will be allowed to lapse before any club assets or equipment can be disposed of. Any assets or equipment on loan from other organisations will be returned to them. Any remaining club assets, equipment or funds will be donated to Wiltshire Volleyball Association to be used and distributed through the volleyball community and clubs with similar objectives. Document version control Version number and Date Author Changes Committee approval AGM approval V0.1 17 Feb 2024 Phil Heads Chairperson Substantial revisions: To bring it up-to-date To learn from recent experience To align with latest VE expectations (template) Circulated for comment V0.2 28 Mar 2024 Phil Heads Chairperson Based on committee comment: Financial section clarified Other minor revisions, corrections Propose to members at AGM V1.0 29 Apr 2024 Phil Heads Chairperson Agreed and adopted by members at AGM

Pre-2024 Club Constitution

RichardHowells — Wed, 03 Apr 2024 11:52:00 GMT

CONSTITUTION – Old version to be updated 2024 Wootton Bassett Volleyball Club 1 Name The club will be called Wootton Bassett Volleyball Club and will be affiliated to Volleyball England 2 Aims and objectives The aims and objectives of the club will be: to offer coaching and competitive opportunities in Volleyball to promote Volleyball within the local community to ensure a duty of care to all members of the club to provide all its services in a way that is fair to everyone to ensure that all present and future members receive fair and equal treatment 3 Membership Membership should consist of officers and members of the club. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted. Members will be enrolled in one of the following categories: Full member Junior member 4 Membership fees Membership fees will be set annually and agreed by the Executive/Management Committee or determined at the Annual General Meeting. Fees will be paid: monthly/by cheque or standing order. 5 Officers of the club The officers of the club will be: Chair Vice Chair Secretary Treasurer Club coach Assistant coach/es (ie A Team, B Team, Ladies, Junior) WVA liaison Team fixture co-ordinator/s Publicity Officer Social Secretary WVA Emergency contact Child Protection Officer Officers will be elected annually at the Annual General Meeting. All officers will retire each year but will be eligible for re-appointment. 6 Committee The club will be managed through the Management Committee consisting of: Chair/ Vice Chair /Secretary /Treasurer/Club Coach. Only these posts will have the right to vote at meetings of the Management Committee. The Management Committee will be convened by the Secretary of the club and held no less than one meeting per year. The quorum required for business to be agreed at Management Committee meetings will be: 3 The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club. The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business. The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings. 7 Finance All club monies will be banked in an account held in the name of the club. The Club Treasurer will be responsible for the finances of the club. The financial year of the club will end on: 31st May An statement of annual accounts will be presented by the Treasurer at the Annual General Meeting. Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two other officers. 8 Annual General Meetings Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members. The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts. Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM. Elections of officers are to take place at the AGM. All members have the right to vote at the AGM. The quorum for AGMs will be 25% of the members The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM. 9 Discipline and Appeals All complaints regarding the behaviour of members should be submitted in writing to the Secretary. The Management Committee will meet to hear complaints within 21 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal. 10 Dissolution A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership. In the event of dissolution, any assets of the club that remain will become the property of Wiltshire Volleyball Association. 11 Amendments to the constitution The constitution will only be changed through agreement by majority vote at an AGM or EGM. 12 Declaration Wootton Bassett Volleyball Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members. Club Chair SIGNED: ....................................................... DATE: ........ Name: .................................................................................. Club Secretary SIGNED: ....................................................... DATE: ........ Name: ..................................................................................

2024 AGM Agenda

RichardHowells — Wed, 03 Apr 2024 11:50:00 GMT

Royal Wootton Bassett Volleyball Club 40th Annual General Meeting [club founded May 1984] Monday 29th April 2024 | 7pm | by videoconference AGENDA * All meeting papers can be found on the club website: www.woottonbassettvbc.co.uk Welcome / attendees / apologies for absence Confirm minutes of 2023 AGM * Review of season 2023-24 Chair’s Report * Financial Report and Accounts (Treasurer) * Performance Report (Club Coach) * Plan season 2024-25, including 40th anniversary celebration * Agree and adopt an updated club constitution * Elect committee for 2024-25 (see below) Note the process for appointing volunteer roles for 2024-25 (see below) Any other business Announce and celebrate Club Award winners 2023-24 (all sections and age groups) ------------------------------------------------------------------------------------------------------------------------------------------------- Elected Committee – positions re-elected at the AGM Chair Phil Heads Willing to serve 2024/25 Treasurer Donna Cunningham Willing to serve 2024/25 Secretary Dawn Davis Willing to serve 2024/25 Welfare Officer Julie Daniell Willing to serve 2024/25 Club Coach Phil Heads Willing to serve 2024/25 We can elect or co-opt additional committee members if we have willing volunteers. ------------------------------------------------------------------------------------------------------------------------------------------------- Volunteer Appointments – positions appointed by the committee, taking advice from members Current (2023-24) appointees Coach (Women) Cliff Ball assisted by Phil + senior players Coach (Men) James Daniell assisted by Phil + senior players Coach (Junior) Phil, Marketa, Kat, Andrew, Donna + team of helpers Team Contact : Women SW League Helen Morten + Zuzana Pritchard Team Contact : Wilts Ladies & Junior Phil Heads + Donna Cunningham Team Contact : Men/Mixed A Wilts League Hayden Daniell Team Contact : Men/Mixed B Wilts League Ed Benham Team Contact : U18/U16 Phil Heads Team Contact : JuVoTo Phil Heads + Kat Grote WVA Meeting Rep James Daniell, WVA Vice-Chair (Phil sometimes attends also) Social Organiser(s) Marketing and website advice Ed Benham + Jetto Aji has volunteered to help re-vamp our club website Web Administrator Richard Howells (we contribute to his server rental)

2023 AGM Notes - 24 April 2023

RichardHowells — Mon, 15 May 2023 19:40:00 GMT

Royal Wootton Bassett Volleyball Club Notes of 39th Annual General Meeting : 24th April 2023 Present: (via video conference) Male players (Yr11+): Taylor Davis, Bradley Whitefield, Sven Kalinda, Josh Blackman, Josh Ducie, Jimmy Daniell, Hayden Daniell, Ed Benham, Ryan Shackleford, Monty Rose, Ollie Abbott. [11] Female players (Yr 11+): Donna Cunningham, Kat Grote, Zuzana Pritchard, Lissa Pitts, Kaiden Kerrigan, Ada Sojkowska. [6] Junior players (up to Yr 10): Robyn Cuthbert, CJ Notman, Darcey Bannon. [3] Others: Phil Heads (Chair, Head Coach), Cliff Ball (Ladies Coach), Julie Daniell (CWO), Claire Cummings (parent). [4] Apologies were received from: Debbie Hanna, Marketa Chrabatinova, Maddison Smart. Minutes of 2022 AGM Notes of the 2022 AGM were confirmed and accepted. Review of season 2022/23 Chair’s Report: (see full report on club website) This season we expanded our junior and women’s capacity, leading to a record number of members and players (c80). Phil thanked everyone who volunteered and worked hard to make our club welcoming, safe and successful (see report for list). The report was accepted by members. Head Coach Report: (see full report on club website) This season we provided more training for more players than ever, and fielded 14 competitive teams across adult and junior age groups. Strong performances were achieved by our women’s and junior teams, while our youthful and inexperienced men’s teams continue to develop well. Cliff (our women’s SW League coach) highlighted their achievement, with a lovely atmosphere and winning mentality despite the loss of some strong players since the previous season. James (our men’s coach) said how proud he was with the club and players as we develop our own players from youth, rather than importing star players from elsewhere. Phil highlighted exceptional performances of our junior U12-U15 teams playing 3v3 in the SW Region Junior Volleyball Tour. The report was accepted by members. Treasurers Report: (see full report on club website) Taking account of some expected expenses yet to be charged/incurred, we expect to break even in 2022/23 with income and expenditure balanced. We continue to hold a reserve of c£4k (representing around half our annual running costs) for emergencies and to invest in new equipment as needed. To encourage participation across a range of age groups and member types, we aim to keep our prices as low as possible and to provide exceptional value for all our members. We plan to hold 2023/24 prices at the current level, so long as hall hire and inflation don’t bite to hard. Phil thanked Donna for all her hard work as Treasurer – it takes a lot of time to keep track of multiple monthly transactions for 80 members. The report was accepted by members. Planning season 2023/24 (see planning paper on club website) Our outdoor summer season will commence on Tuesday 16th May. We may run one or two taster sessions for new (and existing) juniors over the summer, but we don’t have sufficient coaches willing/able to run weekly junior sessions during the summer. Our indoor winter season will commence on Sunday 3rd September, with similar arrangements to the 2022/23 season (subject to hall availability and confirmation). Some existing members will leave for college, work, etc, so we will invite new players from our waiting lists if there is spare capacity. Members made suggestions for improvements: Can men’s indoor training finish at 7:45pm instead of 7:30pm? Action Phil to investigate. Can we improve tensioning of the adult indoor net? Action Phil to investigate. Can we arrange minibus transport to junior events? Action Kat to investigate. Zuzana is a friend of the new manager at Lime Kiln LC, and will help facilitate introductions for Phil. Members agreed we should organise social and playing event(s) to celebrate our club’s 40th anniversary during the year to summer 2024 (the club was first established in May 1984). It was suggested we set up an organising group including representatives from all sections/teams in the club. Volunteers so far include Zuzana and Ed: Action Phil to seek more volunteers. Election of committee officers for 2023/24 Chair – Phil was re-elected. Treasurer – Donna was re-elected. Welfare Officer – Julie was re-elected. Head Coach – Phil was re-elected. Secretary – Debbie stood down and was thanked for her service. No volunteers came forward at the meeting and the position remained vacant. However Dawn Davis (Taylor’s mum) volunteered after the meeting and the committee agreed to co-opt her onto the committee as Secretary until the next AGM. Volunteers to be appointed by the committee Members supported the committee’s intention to appoint a number of volunteers to various important roles, including: Coach (Women) = Cliff Ball, assisted by Phil and senior players. Coach (Men/Mixed) = James Daniell, assisted by Phil and senior players. Coach (Junior) = Phil Heads and a team of volunteer coaches/helpers. Team Contact (Women SW League) = Helen Morten + Zuzana Pritchard. Team Contact (Junior SW & Wilts Competitions) = Phil Heads and Donna Cunningham. Team Contact (Men/Mixed A Wilts League) = Hayden Daniell. Team Contact (Men/Mixed B Wilts League) = Ed Benham. Team Contact (U18/U16) = Phil Heads. Team Contact (JuVoTo) = Phil Heads. WVA Meeting Rep = James Daniell, Phil Heads + Committee members. Web Administrator = Richard Howells. Brad Whitefield and Ed Benham continue to help with development of web/marketing. Club awards 2022/23 After a ballot of all members and coaches, the following club award winners were announced and congratulated (awards to be presented at club training/events): Kevan Hobbis Award for outstanding contribution to the club and its spirit: Kat Grote Best/Most Improved Player Awards: U12 Girls – Maisie Burt U12 Boys – Oliver Gardner U13/U14 Girls – Kiyana Pachabhaiya U13 Boys – David Smith-Evans U15 Girls – India Thacker U15 Boys – Charlie Hawkins U18 Women – Hannah Kachika U18 Men – Rory Bryant Wilts/Ladies Juniors – Faye Hanna Womens SW League – Madison Smart Men Mixed A Team – Sven Kalinda Men Mixed B Team – Ryan Shackleford

2023 Treasurer's Report

RichardHowells — Wed, 19 Apr 2023 15:06:00 GMT

RWB VC Summary of accounts 2022/23 Period Income from members Expenses 1 Sep 2022 – 17 Apr 2023 £8,055.77 £6,876.90 * Club expenses 2022/23 £ Club sessions: Lime Kiln LC Hall Hire (Sept 2021 – March 2022) 5,430.28 * Volleyball England club affiliation 98.00 Volleyball England coach registration – Phil 21.50 SW Registration + Championship Plymouth 265.00 Wilts League entry fees and player registrations 392.50 Junior entry fees: VE Grand Prix and SW JuVoTo 403.00 Website server rental (Richard Howells) – usually £50pa Tbc * Equipment: Balls 546.00 Equipment: Miscellaneous (ie court marker discs, line judge flags, bottle carriers, items for JuVoTo hosting, net spares, volleyball net) 338.62 GROSS EXPENSES 7,494.90 * Grant received from Swindon Sports Forum for junior volleyball equipment: wall mountings and hall-length net 618.00 NET EXPENSES (taking account of grant) 6,876.90 * Balance of Account Season 2021/22 Season 2022/23 1 Sept 2021 12 April 2022 1 Sept 2022 17 April 2023 £3,436.21 £3,887.66 £4,395.52 £5,574.39 Notes to accounts 2022/23 Further expenses are expected this season (see asterisked * items): Lime Kiln hall hire for April club sessions, SW League games, Junior Grand Prix. Website server. Minor expenses during summer months (May – August). When these expenses have been paid we expect member income and expenses to be approximately in balance for the year (little no net surplus or loss) and our balance of account to be less than £4.5k. We hold a reasonable balance (reserve) for: Unexpected emergencies, costs and loss of income (past examples have included the Lime Kiln fire when we had to hire other facilities at higher cost, major equipment failure, covid pandemic, and so on). Investing in new equipment (eg the wall-mounted, hall-length junior net cost £1,000+ which was only partly offset by the grant from Swindon Sports Forum). Financial prospects for 2023/24 Membership is expected to stay at full capacity, so income should be secure. Lime Kiln LC hire costs have been held flat for 2 years and do not reflect wider economic and inflationary pressures, so may rise in 2023/24. We need to make sure that all our club activities and sections cover their costs. We seek to make volleyball as accessible and affordable as possible by keeping our prices as low as possible. We are sensitive to genuine financial hardship and can make individual exceptions when well justified. At present we have a healthy balance, thanks partly to the junior grant received in 2023. So we plan to hold our membership prices at current levels for 2023/24. The committee will review these prices if there is any unforeseen change in income or costs. Item Period Price proposed for 2023/24 season What it pays for Membership subscription To be paid in September or when you join. You must be a paid-up member to play in competitions. Annual £40 Adult (age 18+) £20 Junior playing with adults (usually U16-U18, Year 11+) £0 Mini and Junior (U15, up to Year 10) not playing with adults; subscription included in playing fee All half price if you join after Christmas Governing body affiliation Club insurance Competition entry Player registration Equipment Club expenses Training and playing fee Indoor season: Sept to April (8 months) Monthly £25 Adult (age 18+) £15 Mini and Juniors (U18) and students in full-time education FREE first session for new members! Hall hire for training and matches

2023 Planning for Season 2023-24

RichardHowells — Wed, 12 Apr 2023 13:35:00 GMT

Planning for Season 2023-24 We would like to hear our members’ views on the following plans and options… Summer 2023 (May – August) Weekly outdoor play for fun at Lydiard Park Events Field: Adults (Year 11+) plus Year 10 transitioning to adults. Mondays or Tuesdays? Start 15th or 16th May (initially 6.45pm). No charge by the club, though the venue charges for car parking. Juniors below Year 10: there is some demand, but coaches want a rest from duty-of-care responsibilities?! Possibly hold one or two sessions in summer for juniors and waiting lists (indoor or outdoor)? Competitions: Wilts 4s (tbc?); Wilts Outdoor; Whitefield (Bristol); Salisbury; other tournaments. Social events: Volleyball picnic in the Park? Indoor Season 2023/24 (September – April) Women (Year 11+) Train Thursdays 8:15pm – 10pm Hire the whole hall: main volleyball court plus additional volleyball net on end badminton court. Large group covering several levels of competition: max capacity c25 players, requires min 2 coaches. Enter SW League and play home matches (Sundays) at Lime Kiln L.C. Enter Wilts Ladies & Junior League, plus Volleyball England U16/U18 comps, depending on player availability. Men (Year 11+) Train Sundays 6:00-7:30pm. Main volleyball court only (end of hall not available): max capacity 20 players. Enter 2 teams in Wilts Mixed League and Dave Kinder Cup; play home games on Thu/Sun. All league players are responsible for taking their turn to officiate at games. Enter Volleyball England U16/U18 competitions, depending on player availability. Juniors U12-U15 Train Sundays 4:30-6:00pm. Whole hall, long net, max capacity c32 players, requires min 4 coaches per session. Play SW JuVoTo (3v3) competition: U12, U13, U14, U15, depending on player availability. Host national and regional junior age-group events when possible: requires volunteer commitment. Capacity management Keep existing capacity limits (see above). Maintain waiting lists (currently 10 women waiting, 18 men, 14 junior). Explore option of running an additional adult casual volleyball session for non-competitive players and those on waiting lists, subject to hall and supervisory availability. Planning: Existing members have priority: invite them to sign up for next season, including Year 10 graduating to adult sessions, so we know how many leavers and vacancies we have. Fill vacancies (*consulting coaches about standards, team needs and capacities): Existing Year 10 members have priority when filling Adult (Year 11+) vacancies.* Then invite players from waiting lists to fill remaining vacancies, usually in chronological order.* Club 40th Anniversary Should we celebrate? How? When: all season, or just spring/summer 2024? Volunteers to organise?

2023 Chairman's Report - updated 14 Apr

RichardHowells — Wed, 12 Apr 2023 13:33:00 GMT

Chair’s Report 2022-23 Summer 2022 Weekly outdoor volleyball at Lydiard Park (for adults plus year10 upwards) was moderately attended, and we ran an indoor taster session for junior players on our waiting list. RWB members played at several tournaments including WVA, Whitefield and others. Winter 2022-23 Still experiencing exceptional demand to join our club, we further expanded our junior and women’s capacity by hiring the whole hall and using additional net-space throughout the season. We can’t currently expand our men’s capacity because the whole hall isn’t available for their Sunday sessions. Some highlights and numbers this season: Record number of members and players (ages from U10 to 60+). All sections full to capacity: 34 juniors (U15); 25 women (13 U18) and 20 men (9 U18). Waiting lists for new players: 14 junior (U15); 10 women; 18 men (at April 2023). 14 competitive teams for U12, U13, U15, U18 and adults in national, regional and county competitions, with many successes (see Head Coach’s report). Lime Kiln LC is now established as our club venue for all training and home matches (including SWL), as well as for hosting junior events such as SW JuVoTo and VE Junior Grand Prix. We installed our new long net system in March 2022 (cost around £1,000) and now use it every week for our expanded junior volleyball section. We applied for funding from Swindon Sports Forum and eventually received a grant of £618 a year later. In these challenging economic circumstances this grant is very welcome and will help us keep our junior costs as low as possible to encourage participation. All this success is only possible thanks to many volunteers (adult and junior members, plus parents) who help to coach, organise, officiate, safeguard and host our players and events. On behalf of us all, huge thanks to everyone who made our club welcoming, safe and successful: Our committee: Phil, Donna, Debbie, Julie. Many members and parents who helped us host SW JuVoTo and VE JGP events at Lime Kiln LC, and supervised/coached our junior teams at away events. Our amazing team of junior coaches: Marketa, Kat, Donna, Andrew, Ed, Brad, Maddie, Millie, Hannah, Rory. Our hugely dedicated adult coaches: Cliff (women), James (men), and their various helpers. Anyone else who I’ve accidently missed out (sorry!) – we have so many great people helping us. Looking forward Some key challenges for 2023-24 and beyond include: Maintaining our high volume of activity and volunteers needed to support it. Managing high demand and waiting lists to join our club. Maybe run a weekly adult casual session. Keeping our costs to members reasonable during economic recession and high inflation. Maintaining our excellent relationship with Lime Kiln Leisure Centre under their new manager. Sourcing new/replacement equipment now that Sportset has closed (owners retired). Celebrating our club’s 40th anniversary?! A planning paper for season 2023-24 will be discussed as a separate agenda item. Phil Heads, April 2023

2023 Head Coach Report - Updated 15May

RichardHowells — Wed, 12 Apr 2023 13:31:00 GMT

Head Coach Report 2022-23 : updated 15th May 2023 to include late results The Head Coach/coordinator is elected by members at the AGM: (1) to plan the whole-season schedule including our training and competition programme, and (2) to coordinate our team of coaches so that individual players can develop and progress throughout our club. As with other team coaches, I am also appointed by the club committee as lead coach for the juniors. Training This season we provided more training sessions (each 1.5 hours) for more players than ever before: Nr of training sessions and Attendance: Average (low-high) Women Yr11+ Men/Mixed Yr11+ Juniors up to Yr10 Sessions Attendance Sessions Attendance Sessions Attendance 2022-23 season 31 17 (13-21) 29 14 (9-19) 32 25 (15-32) 2021-22 season 26 15 (9-19) 22 13 (5-19) 31 19 (13-23) 2020-21 season None, due to COVID None, due to COVID Limited by COVID Team Performance This season we provided opportunities for players of all age groups to compete at an appropriate level, often for the first time, and to develop to higher levels. A few RWB men also played for Wilts Mavericks in SW Lge. RWB Team Competition Record Rank Notes RWB Women South West League Played 18 Won 10 4th /10 Maddie MVP at 6 games, joint winner Bassett Allsorts Wilts Ladies & Junior League Played 8/9 rounds (26 matches) 4th /11 Ages 15-18 + 2 adults. Including new 6v6 players Bassett Hounds Wilts Ladies & Junior League Played 2/9 rounds (6 matches) Limited availability: only played 1 round RWB A Wilts Mixed Lge Premier Division Played 9 (1 to play) Won 1 6th /6 League relegated Dave Kinder Plate 2nd RWB B Wilts Mixed League Division 1 Played 8 (2 to play) Won 2 4th /6 Mostly young players developing U18 Boys Volleyball England Jnr Grand Prix Played 8 (3/3 rounds) Won 1, tied 4 Mixed ages 16-18 Lots of close games U18 Girls Volleyball England Jnr Grand Prix Played 9 (3/3 rounds) Won 3, tied 2 Mixed ages 15-18 Lots of close games U15 Girls Hawks SW Junior Volleyball Tour 3v3 Played 6/6 rounds 2nd /15 Mostly first season players U15 Boys Peregrines SW Junior Volleyball Tour 3v3 Played 6/6 rounds 2nd /13 Mixed experience U15 Boys Ospreys SW Junior Volleyball Tour 3v3 Played 1/6 rounds 12th/13 Limited availability: only played 1 round U13 Boys Eagles SW Junior Volleyball Tour 3v3 Played 6/6 rounds 1st / 15 All players new this season U12 Girls Buzzards SW Junior Volleyball Tour 3v3 Played 6/6 rounds 1st /4 Mixed experience Ages 10-11 U12 Girls Falcons SW Junior Volleyball Tour 3v3 Played 1/6 round 3rd /4 Limited availability U12 Boys Harriers SW Junior Volleyball Tour 3v3 Played 5/6 rounds 1st / 2 Mixed experience Ages 9-11 Phil Heads, May 2023

2023 AGM Agenda

RichardHowells — Wed, 12 Apr 2023 13:28:00 GMT

39th Annual General Meeting (club founded May 1984) Monday 24th April 2023, 7pm By videoconference AGENDA Welcome / attendees / apologies for absence Confirm minutes of 2022 AGM – see club website: www.woottonbassettvbc.co.uk Review of season 2022-23 – reports and questions (see reports on club website) Chair’s report Head Coach’s report Treasurer’s report Plan season 2023-24 (see planning paper on club website) Elect committee for 2023-24 Note and advise on appointment of volunteer roles for 2023-24 (see below) Any other business? Announce and celebrate Club Awards 2022-23 (all sections and age groups) ------------------------------------------------------------------------------------------------------------------------------------------------- Elected Committee : all positions to be re-elected: Chair Phil Heads Willing to serve 2023/24 Treasurer Donna Cunningham Willing to serve 2023/24 Secretary Debbie Hanna Standing down; we seek a new volunteer Welfare Officer Julie Daniell Willing to serve 2023/24 Head Coach Phil Heads Willing to serve 2023/24 We can elect or co-opt additional committee members if we have willing volunteers. Volunteer Appointments : positions appointed by the committee, taking advice from members: Current (2022-23) appointees Coach (Women) Cliff Ball + Phil + senior players Coach (Men) James Daniell + Madison Smart + Phil Coach (Junior) Phil Heads + team of 10 coaches (see Chair’s report for list) Team Contact : Women SW League Helen Morten + Zuzana Pritchard Team Contact : Wilts Ladies & Junior Phil Heads + Donna Cunningham Team Contact : Men/Mixed A Wilts League Hayden Daniell Team Contact : Men/Mixed B Wilts League Ed Benham Team Contact : U18/U16 Phil Heads Team Contact : JuVoTo Phil Heads + Kat Grote WVA Meeting Rep James Daniell (and sometimes Phil or others) Social Organiser 40th anniversary events? Web Administrator Richard Howells (we contribute to his server rental)

Notes of Annual General Meeting - 09/05/2022

RichardHowells — Fri, 03 Jun 2022 16:53:00 GMT

Royal Wootton Bassett Volleyball Club Notes of Annual General Meeting - 09/05/2022 Present: (via video conference) Male players: Taylor Davis, Bryn Meredith, Kaelen McIntosh, Josh Blackman, Bradley Whitefield, Cameron Fawcett, Sergejs Gubarevs, Sven Kalinda, Josh Ducie, Jimmy Daniell, Hayden Daniell. Female players: Debbie Hanna, Helen Morten, Gaby La Moreno, Donna Cunningham, Kat Grote, Zuzana Pritchard, Kaitlyn Lamb, Lissa Pitts. Junior players: Monty Rose, Evan Palmer, Charlie Hawkins, CJ Notman, Kaiden Kerrigan, Robyn Cuthbert, Khai (Caitlyn) Timm, Alicja Jankos. Others: Phil Heads (Chair, Head Coach), Cliff Ball (Ladies Coach), Julie Daniell (CWO), Hanka ze Zlina, Ben La Moreno (family of members). Apologies were received from: Emily Tandy, Ed Benham, Marketa Chrabatinova, Hannah Davis, Maisie Daniell, Maddison Smart. Season 2021/22 reports: After the welcome by our Chair to 38th AGM, the minutes of the 2021 AGM were referenced and accepted and season 2020/21 reports were referenced and accepted (see club website: www.woottonbassettvbc.co.uk). Chair’s Report: (see full report on club website) The club has survived the COVID pandemic and has been able to participate in a full season of volleyball at junior and senior club levels whilst keeping everyone safe. Innovations: The club has been able to provide ‘Sports Mindset Coaching’, buy new equipment and set up a club uniform deal with a supplier. There has been a huge growth in the club as well as a large demand for volleyball. As a result, we currently have growing waiting lists for all club levels. Phil thanked everyone who has represented/played and supported player development this season. We have been able to strengthen our relationship with Lime Kiln Leisure Centre through the pandemic, which has enabled more training flexibility this season. Head Coach Report: (see full report on club website) This season individual player and team player development has been fantastic. We have fielded more competitive teams than ever before. Our results have been amazing this season, with junior and senior teams finishing in 1st, 2nd and 3rd place in various leagues and competitions. Phil stated he was incredibly proud of all of our teams’ improvement and successes. Treasurers Report: (see full report on club website) The club is in a healthy financial position at the end of this season. We may need to invest in new equipment during the coming season. Members discussed the possibility of purchasing additional volleyballs for each of the training sessions and new nets to make club activities even better. There may be higher sports centre costs to come. The current plan (so long as sports centre costs stay the same) is to maintain current club membership costs. Donna reminded members now the season has ended standing order and direct debit payments need to be stopped, however any payments that have been made in May will be carried forward to the new season in September. Phil thanked Donna for all her hard work as club treasurer. Season 2022/23 planning: (see planning paper on club website) SUMMER SEASON: The club’s outdoor summer season will commence on 10th May. Discussions about the insurance of non-club members was raised and resolved by inviting non-club members along to play as ‘Day Members’ and keeping an attendance list. However, it was also agreed that people on the club waiting list would be invited to join the summer outdoor sessions ahead of other non-members. Cliff to speak to Volleyball England to get clarity with regards to insurance liability during the summer outdoor season. In conclusion it was agreed that the club would run a couple of sessions to assess the numbers of club members who are attending before inviting new people along. There are 2 x teams interested in entering the Summer Wiltshire 4s competition. There are various summer tournaments that any of our teams can enter, however it will be the responsibility of individuals rather than the club to organise team entries. Phil raised the possibility of offering 2 x training sessions (1 x end of May, 1 x June) to juniors on the waiting list. This was agreed by members during in the meeting. Phil suggested it would be good to have club social events through the summer. WINTER SEASON: Capacity for each of the training sessions will still be limited to 20 per session. As current members leave, people on the waiting list will be invited to join. WOMEN: Women’s training will continue on Thursday evenings. Phil has explored the possibility of starting training 15 minutes earlier at 8:15 pm to enable the juniors to finish training at 9:30pm. This would allow the SW ladies to prepare for SW matches with targeted training for 30 mins at the end of each session. This was positively received the Cliff and SW ladies team members. A discussion then took place on how to further improve the integration of juniors into the senior session for next season, with input from coaches/senior and junior players. Phil suggested the possibility of hiring the whole hall to phase juniors/new members into the session which was positively received. There will be one ladies team entry into the SW League. Future SW home matches will be played at Lime Kiln rather than at Lavington which will allow for spectators, in particular junior members to help develop their game. Multiple teams will also be entered in the Ladies and Juniors competition. MEN/MIXED: Phil will explore option of hiring the whole hall at the start of the start of season to try and aid junior transition into senior training. However, this may be problematic as the hall is used by another sports club at the same time. The plan is to enter two teams into the Wiltshire Mixed League and Dave Kinder cup. Home games will take place on Thursdays and Sundays (6 x training date interruptions). The struggle of getting A and B team members to referee each other’s home games was highlighted. One main problem being the large number of juniors playing who rely on parents for transport. It was discussed and agreed that a rota will be set up next season to help combat this issue. Brad suggested there needed to be a smoother transition from the junior training session ended to the men’s training session starting. Phil agreed and has suggested finishing the juniors slightly earlier to allow the men to set up and be ready to start training at their allotted time. JUNIOR: The club discussed moving junior training session times to allow the use of the whole hall and new long net (as opposed to badminton nets), giving the juniors more space and more grouping options for training. Phil to explore the possibility of moving Sunday training session start times to 4/4:30pm (if it can be made to work logistically/financially). Phil would also like the club to host occasional events (which would require volunteers from club to help). The plan next season is to play all ages in the SW Junior Tour again following the successes of this season. Older juniors will also enter junior competitions, such as, the Grandprix events and the Wiltshire Ladies and Juniors League. Election of committee officers: Elected committee - all positions were confirm as elected/ re-elected for 2022/23 and agreed by all persons present. Volunteers to be appointed by the committee Coach (Women) = Cliff Ball Coach (Men/Mixed) = James Daniell, Laura Kulmala and Madison Smart Coach (Junior) = Phil Heads assisted various coaches from ladies and men’s teams Team Contact (Women SW League) = Helen Norrvall + Zuzana Pritchard Team Contact (Junior SW & Wilts Competitions) = Phil Heads and other volunteers Team Contact (Men/Mixed A Wilts League) = Hayden Daniell Team Contact (Men/Mixed B Wilts League) = Ed Benham Junior tournaments (e.g.Grandprix) = Phil Heads + Debbie Hanna WVA Meeting Rep = James Daniell, Phil Heads + Committee take turns Social Organiser = Kaelen McIntosh + any member Web Administrator = Richard Howells Brad Whitefield, Lissa Pitts and Evan Palmer also volunteered to take on responsibilities as needed. Club awards Voted for by club members Best/Most Improved Players Awards: U12 Boys – Oliver Gardner U12 Girls – Anya Steimer U14 Boys – CJ Notman U15 Girls – Khai (Caitlyn) Timm U15 Boys – Rory Bryant U16 Girls – Hannah Kachika U18 Girls – Lauren Hanna U18 Boys – Evan Palmer Wilts/Ladies Juniors Hounds – Millie Cuthbert Wilts/Ladies Juniors Allsorts – Kaiden Kerrigan Womens SW League – Marketa Chrabatinova Men Mixed A Team – Aron Bailey Men Mixed B Team – Taylor Davis Kevan Hobbis Award 1st Place - Phil Heads 2nd Place - Jimmy Daniell Award of Honorary Life Membership to Cliff Ball Through this award we recognize and value Cliff’s outstanding service to Royal Wootton Bassett Volleyball Club during its 38-year (and counting) history. As a founder member, Cliff has been a driving force in our club’s development and in many competitive successes. For most of the last 38 years he has been a player and/or coach, as well as leading the club in various committee roles including Chairman (not to mention acting as keeper of our historical records). He has always been a passionate ambassador for volleyball and for our club – in our local community, and through his various commitments to Wiltshire and South West Volleyball. The committee proposed and members agreed this special and unique award to Cliff. Any other business Brad volunteered he may have contacts who are able to access sports equipment and sports grants for the club. Phil requested anybody with details of potential new members for the club to forward their details to him to be added to the club waiting list. Club AGM 7pm-8:50pm

2022-23 Forward Planning

RichardHowells — Fri, 29 Apr 2022 22:03:00 GMT

We would like to hear our members’ views on the following plans and questions… Summer 2022 (May – August) Adult 16+ weekly outdoor play at Lydiard Park Events Field, Tuesdays, starting 10th May (initially 6.45pm). No charge by the club, though the venue charges for car parking. Likely numbers? Do we have enough outdoor nets? Buy another net system @ £330 ? Depending on numbers, invite: U15s (transition to adult); players on waiting lists; non-members? No weekly U15 sessions – coaches want a rest from duty-of-care responsibilities! Possibly hold one or two sessions in May and June for juniors and waiting lists (indoor or outdoor)? Competitions: Wilts 4s (tbc; do we have enough nets?); Wilts Outdoor; various tournaments. Social events: Volleyball picnic in the Park? Indoor season 2022/23 (September – April) Women 16+ Train Thursdays 8:15pm. Younger players stop at 9:30pm (school next day)? Others continue to 10pm. Explore option of hiring the whole hall and using an additional net behind the curtain, at least for the first two months, to transition in new players. But balance numbers vs cost and coach availability. Enter SW League and play home matches at Lime Kiln L.C. Play Wilts Ladies & Junior League, plus junior age-group competitions, depending on player availability. Men 16+ Train Sundays 6:30-8pm. Explore option of hiring the whole hall and using an additional net behind the curtain, at least for first 2 months, to transition in new players. But: balance numbers vs cost and coach availability; Taekwando? Enter 2 teams in Wilts Mixed League and Dave Kinder Cup; play home games on Thur/Sun (same as 2021-22). Establish a rota system for officiating games. Player responsibility to find alternates if not available. Play U16/U18 competitions, depending on player availability. Juniors U12-U15 Train Sundays 5:00-6:30pm. Explore option of hiring the whole hall and using the long net to boost capacity. But: balance numbers vs cost and coach availability; and may not be possible due to Taekwando? Play SW JuVoTo (3v3) competition: U12, U13, U14, U15, depending on player availability. Host national and regional junior age-group events when possible. Requires volunteer commitment. Capacity management Keep existing capacity limits: junior U15 25 players; women 20; men/mixed 20. Plus a few more if we can hire the whole hall? The long waiting list of men limits the number of women we can accommodate in the Men/Mixed squads. Explore option of running an additional adult casual volleyball session for non-competitive players and those on waiting lists, subject to hall and supervisory availability. Capacity planning: (1) Invite existing members to sign up for next season, including U15s graduating to adult sessions, so we know how many leavers and vacancies we have; (2) Consult coaches about capacity and standards; (3) Invite players from waiting lists to fill any vacancies.

2022 Treasurer's Report

RichardHowells — Fri, 29 Apr 2022 22:00:00 GMT

Summary of accounts 2021/22 Period Income from members Expenses 1 Sep 2021 – 12 Apr 2022 £8002.75 £7,551.40 Club expenses 2021/22 £ Club sessions: Lime Kiln LC Hall Hire (Sept 2021 – March 2022) 3,768.25 Volleyball England club affiliation 95.00 Volleyball England coach registration – Phil (with COVID discount) 7.35 SW League hall hire 220.00 Wilts League entry fees and player registrations 657.50 Junior entry fees: VE Grand Prix and SW JuVoTo 715.00 Website server rental (Richard Howells) 50.00 Equipment: Wall mountings and hall-length net 868.00 Equipment: Balls and electronic whistles 650.04 Miscellaneous (small equipment; trophies; hand sanitiser; sports performance mindset training) 520.26 TOTAL 7,551.40 Balance of Account Season 2020/21 Season 2021/22 1 Sept 2020 12 April 2021 1 Sept 2021 12 April 2022 £2,290.41 £3,354.48 £3,436.21 £3,887.66 Notes to accounts 2020/21 These accounts don’t cover the summer months (May – August) when we expect zero income and minor expenses. Lime Kiln LC hall hire costs for April to be paid. We applied for a grant to cover the costs of the wall fixings and long net, and we’re still waiting to hear the outcome. Even without this grant, our reserves remain healthy at around £3,000. Financial prospects for 2022/23 Membership is expected to stay at full capacity, so income should be secure. We expect Lime Kiln LC hire costs to rise, reflecting wider economic pressures, after being held flat during the pandemic. We may hire extra hall space and time, at extra cost, to slightly increase our capacity. We will need to invest in equipment: possibly an outdoor net; certainly some new balls (replacement plus growth). We need to make sure that all our club activities and sections cover their costs. We will review our finances and fee structures when these issues become clearer. Meanwhile we hope to hold our membership prices at current levels: Item Period Price proposed for 2021/22 season What it pays for Membership subscription To be paid in September or when you join. You must be a paid-up member to play in competitions. Annual £40 adult £20 junior U16-U18 playing with adults £0 junior U15 not playing with adults; subscription included in playing fee Half price if you join after Christmas Governing body affiliation Club insurance Competition entry Player registration Equipment Club expenses Training and playing fee Indoor season: Sept to April (8 months) Monthly £25 adult £15 junior U18 and student in full-time education FREE first session for new members! Hall hire for training and matches

2022 Head Coach Report

RichardHowells — Fri, 29 Apr 2022 21:58:00 GMT

My elected role as Head Coach/coordinator is to plan the whole-season schedule, including our training and competition programme, and to coordinate our team of coaches so that individual players can develop and progress throughout our club. I am also appointed by the club as lead coach for the juniors. Training This season we provided more training sessions (each 1.5 hours) for more players than ever before: Nr of training sessions and Attendance: Average (low-high) Women 16+ Men/Mixed 16+ Juniors U15 Sessions Attendance Sessions Attendance Sessions Attendance 2021-22 season 26 15 (9-19) 22 13 (5-19) 31 19 (13-23) 2020-21 season None, due to COVID None, due to COVID Limited by COVID 2019-20 season 18 10 (6-13) 21 10 (5-15) 32 13 (5-24) Team Performance This season we fielded more competitive teams than ever before, developing new and younger players. Given the relative inexperience of many players, our fast-improving performance results were excellent: RWB Team Competition Record Rank Notes RWB Women South West League Played 18 Won 15 2nd /10 = RWB best Exeter Challenge winner Bassett Hounds Wilts Ladies & Junior League Played 5/9 rounds Won 24 sets 3rd /10 Ages 16-18 Bassett Royals Wilts Ladies & Junior League Played 2/9 rounds Won 13 sets 5th /10 U15+U14 Boys First taste of 6v6 Bassett Allsorts Wilts Ladies & Junior League Played 6/9 rounds Won 10 sets 7th /10 Ages 15-17 + 3 adults. End-season finale 2nd RWB A Wilts League Premier Division Played 12 Won 3 6th /7 Relegation playoff winner Dave Kinder Plate winner RWB B Wilts League Division 1 Played 12 Won 2 6th /7 Mostly new U18 players, first taste of competition U18 Boys Volleyball England Jnr Grand Prix Played 11 (3/3 rounds) Won 3, tied 2 - /29 Ages 16-18 Closest set 31-29 U18 Girls Volleyball England Jnr Grand Prix Played 11 (3/3 rounds) Won 2, tied 1 - /16 Ages 14-18 Closest set 30-28 U16 Girls Volleyball England Jnr Grand Prix Played 8 (2/3 rounds) Won 4 - /28 Ages 14-16 Close set 32-30 from 3-17 U15 Girls A SW Junior Volleyball Tour 3v3 Played 4/4 rounds 4th /16 Mostly new players U15 Girls B SW Junior Volleyball Tour 3v3 Played 2/4 rounds 11th/16 Mostly new players U15 Boys SW Junior Volleyball Tour 3v3 Played 4/4 rounds 1st /11 New players U14 Boys SW Junior Volleyball Tour 3v3 Played 4/4 rounds 1st /5 New players U12 Girls A SW Junior Volleyball Tour 3v3 Played 4/4 rounds 1st /4 Age 10-11 U12 Girls B SW Junior Volleyball Tour 3v3 Played 1/4 round 3rd /4 Age 10-11, mostly new U12 Boys SW Junior Volleyball Tour 3v3 Played 3/4 rounds 2nd /4 Age 9-11 Phil Heads, April 2022

2022 Chairman's Report

RichardHowells — Fri, 29 Apr 2022 21:55:00 GMT

Chair’s Report 2021-22 Summer 2021 Following a series of pandemic lockdowns, and a lost 2020-21 indoor season, we were thankfully able to play weekly outdoor volleyball in summer, plus some outdoor competitions. We entered 5 teams in the inaugural Wiltshire 4s League (our best position was 2nd) and one team in the WVA outdoor tournament. Winter 2021-22 Pandemic challenges and opportunities Our indoor season (September to April) was played under varying COVID restrictions, uncertainties and safety precautions. Despite fears of further disruption, and a slow start, we ultimately completed a full season of competitions. Many club members caught COVID at some point during the season, however our safety-conscious volleyball activities didn’t seem to cause the virus to spread between club members. I thank everyone for following the safety protocols and helping to keep one another safe. Two years of pandemic disruption gave us the opportunity to strengthen our relationship with Lime Kiln Leisure Centre and expand our club offer. For the first time we were able to secure a weekly Thursday evening session plus some Sunday daytimes, and to instal new equipment to run a long net down the entire length of the hall. The benefits have been, and will continue to be: more (less interrupted) training for our women; hosting home SW League games for our women; hosting national and regional junior events; growing profile for our volleyball club at our home venue. Innovations At the start of the season we offered our members two sessions with a sports mindset coach (funded by the club; provided by videoconference due to COVID). Fewer members attended than we hoped, but feedback from those who did attend was positive. Should we offer this again? With large numbers and turnover of players it is no longer practical to buy and loan club-owned shirts for all our competitive players. This season we set up a club uniform deal through a well-known sports uniform supplier, Kitlocker, so that members can purchase their own club kit from a range of items. Club growth This season we expanded our club offer, as agreed at our last two AGMs, and experienced exceptional demand to join our club. This seems to be fuelled by our junior offer, our growing reputation, our COVID-safe environment, the Olympics and the Japanese anime Haikyuu! This meant: Record numbers of members, players (aged from 9 to 66 years) and teams. All sections full to capacity: 26 juniors; 20 women and 20 men/mixed. Waiting lists for new players: 10 junior; 10 women; 15 men (at April 2022). 14 competitive teams for U12, U14, U15, U16, U18 and adults in national, regional and county competitions, with many successes (see Head Coach’s report). More volunteer organisers, referees, coaches and helpers. Growing demand and activity (plus the pandemic) brings organisational challenges, but there is no doubt we’ve had a remarkable and successful year. This is only possible because of the passion and commitment of our members, including our many volunteer organisers, referees, coaches and helpers – I thank you all for making our club welcoming, safe and successful. Phil Heads April 2022