The members were thanked for coming by KL who then said that the Club's business is theoretically run by 7 Sub-Committees and that most sections and sub-Committees in the Club were represented on the Communications Sub-Committee (CS-C). The importance of cross-representation on the various sub-committees was emphasised.
The role of CS-C is to improve Communications within the Club. It was agreed that CS-C would find it very difficult to improve the personal communicative skills of individual members and unfortunately a number of important members of the Club aren't particularly good communicators. CS-C can, however, improve general Communications within the Club and let members know what is going on.
An important part of CS-C's role is to facilitate the dissemination of information by the other Sub-Committees within the Club. And there are some excellent products to help CS-C do this; the Club Newsletter and the Tynedale website are both superb and there are other traditional and more mundane tools - notice boards, match programmes and the use of the media all have their part to play.
CS-C's mission statement was discussed. WEC asked about CS-C's role in increasing membership of the Club and it was suggested that this could be done indirectly by CS-C by publicizing games and bringing more spectators to home games. It was agreed that "To maintain or put in place procedures and systems which will ensure good two-way communications within the Club which will benefit the members, the local community and our sponsors and to engender an open, honest and effective communications ethos" would be CS-C's terms of reference.
The Management Committee re-shuffle 18 months ago set up a system by which the day-to-day business of the Club would be run by these sub-committees. Issues would only be taken to main Management Committee if they had to make an important decision or if the matter related to some major expenditure. Most other Sub-Committees are represented on this committee.
It was agreed that it was CS-C's function to find out what the other sub-committees need in communication terms and then CS-C will try to provide the means. KL agreed to write to other sub-committees. He would send copies of CS-C minutes telling them what means of communications are available to them and asking them what they want from CS-C.
It was agreed that the Newsletter was a superb publication but it seemed to be a one-man effort and it was agreed that HW must be given more help and support. The Management Committee think that 3 Newsletters each year is realistic. One at the start of the season, which HW has just prepared, the second before Xmas and the third before the end of the season.
LH then said that in her Fund-Raising capacity she had been told that 5 Newsletters were to be published each year. KL said that he would go back to the Management Committee for clarification.
It is important to decide early what is to go into each Newsletter and then pester authors for the particular articles so that deadlines are met. GE suggested that the delivery of the Newsletter with the Hexham Courant should be considered. Kl said he would follow this up. It was agreed KL would write Sub-Committee Chairmen 2 months before publication to ask for copy and raise the matter with the Management Committee at the same time. HW was asked how he could be helped more effectively and he replied that he needed more articles timeously.
The Tynedale Website is another superb Communications product - but again this is another one-man effort. WEC said that although there was not unlimited capacity most items submitted to him could be posted. Material should be e.mailed to him in Word format.
It was agreed that WEC must retain control of the site but other sections could use it. GE will do the updating for Mini-Juniors and will liaise with WEC where necessary. WEC said that his main problem is that he has to go to find information for the Website; very little important information is sent voluntarily to him. The submission to him of the First XV match reports would be useful.
KL will remind Sub-Committee Chairmen of the availability of the website and he proposes to promulgate the Management Committee minutes on the Website each month.
Match Programmes can be used to pass on information and they have a certain immediacy. KL has responsibility for the match programme and will be writing most of the Club Notes. He proposes to get different individuals, including the players, to occasionally write the notes and will remind all Sub-Committees that they can use the programmes to disseminate information.
This year the programme will have an outer cover with three pages of adverts and there will be four permanent pages which will be the Presidents Address, a Club History, a Mini-Junior advert - and a page on Communications at Tynedale.
There will be four other pages which will be changed each week- one of Club notes, one of Forthcoming Events and general information and two inner pages with the teams. It is proposed to offer a page of the programme to other sub-committees to use to pass on information to the members. The views of CS-C were that in the light of the Club's financial position, the content and structure of the programme were probably right.
Although the Fixture Card/Membership Book had been at the printer's for some time and it was therefore too late this season to amend it, its format was discussed. Every year there are criticisms but few constructive ideas.
There was a general view on CS-C that the content and structure were satisfactory although it was suggested that Scotland's fixtures should be included. A minority opinion (HW) was expressed forcibly that the Welsh matches should also be incorporated. It was agreed to review the format before next season.
Notice boards are a useful means of passing on information but it is probably a minority of people in the Club who read them. Efforts have been made to try to keep them tidy and up-to-date through the years and this has generally worked. Current headings are Mini-Junior Rugby, Social Events, Team Selection and General Information. It was agreed that Management and Senior Rugby should be additional headings.
KL proposed to put the Management Committee minutes on the notice board each month. GE agreed to keep the notice board tidy and up-to-date.
WEC asked if efficient lighting could be organized and KL said he would attempt to arrange this.
The Club Computer donated by Roger Stockdale of Newcastle Computer Services, is now up and running. WEC has produced a membership database programme on Excel and WEC and MC are currently carrying out the onerous task of inputting the membership information.
LH has also used the kit for some sponsorship work.
Matt Carter wanted a player database Alan Gledson has been asked what the Senior Rugby Committee want. When they decide what they want WEC would be prepared to design a program for them.
A printer has been bought and KL is authorized to buy a cabinet but it was decided to wait until John Drew and his House and Bar Sub-Committee has re-organized the President's room.
It was suggested that the Websites of the sponsoring firms might be displayed on the club computer on match days. The cost of this and the availability of a modem will be investigated.
The use of the media.was discussed. John Shotton has been appointed to deal with the press on rugby issues. LH agreed to liaise with the media (mainly the Courant) on all other matters.
The importance of pro-active publicity was emphasised.
Badges for sponsors and visiting club officials was debated. HW agreed to design some badges if KL supplied the clip-on badge holders.
Season tickets were discussed. LH is dealing with them and will arrange with HW to design and supply them.
The importance of the Mini-Junior Section with its very, large active membership was recognized and it was agreed that CS-C must get them involved. GE agreed to let the Mini-Junior Committee know that they can use the Newsletter, Website, Match programme, etc.
KL will write up minutes of the meeting and send them to the members. Copies will also go to the main Management Committee and onto the notice-board and Website.
It was agreed that CS-C should meet one month before the publication of the Newsletter. Date of next meeting will be decided when frequency of Newsletter has been confirmed.