Abergavenny Hockey Club – Committee Meeting Minutes

Date: 3rd November 2025

Venue: Llanfoist Village Hall

Attendees: Nia, Geraint, Luke, Bryony, Charlie, Hen, Elinor, Joost, Annabel

Apologies: Trevor, James, Joe

1. Approval of Previous Minutes

The minutes from the previous meeting were reviewed and need updating according to committee requests.

Action : Annabel to update and reshare 

2. Chairman’s Address

The Chair acknowledged recent challenges with the pitch, umpires, and player coordination, noting that the club now feels more settled.

A vote of thanks was extended to all members & the committee for their ongoing support.

Special recognition was given to juniors Emily and Emmie for coordinating letters to local MPs in support of the Crickhowell training facilities and lighting repairs — an excellent initiative showcasing enthusiasm for the sport.

Action: Hen to enquire about featuring the juniors’ initiative in the local newspaper.

3. Treasurer’s Update

[[Offline update not discussed : Treasurer update, currently we have £17,500 in Bond/Saving account and £17,000 in the current account. I've had a look and we have had a lot of people pay within the last few days so thanks for chasing everyone! So far this season we have spent quite a bit more than last season. Mainly due to pitch hire but also buying the junior goalie kit with the grant money we had last year, shirts, website and equipment expenses are adding up. Joe to conduct a more in depth report for next meeting ]]

Club fees have been chased; most payments are now up to date.

Hockey Wales fees are required to be paid for umpires and coaches, discussed the additional cost to umpires and decided this will be covered by the club.

Action: Joe, Annabel, and Charlie to finalise a method to affiliate all umpires.

4. Ladies’ Update

Excellent recruitment of new players; the team is performing well in the league and gaining momentum.

The team is settling in well at the Monmouth pitch.

5. Men’s Update

Not discussed. (Captain absent.)

6. Umpiring

Charlie is gaining momentum with umpires with Carys and Jo booked in for their umpiring assessments at the end of November — a positive step forward. To help prepare, the final 20 minutes of the next training session to include a practice match for assessment preparation. Weekly umpire training to continue until assessments are complete, then reduce to fortnightly for ongoing development and support for all umpires.

Discussion around the desire for an umpiring meeting to discuss best practices, development, and sharing of tips.

Action: Charlie to arrange a December umpiring meeting

7. Christmas Meal

Charlie has booked Portico for the Christmas meal on 29th November, with menus distributed & Elinor is collecting menu choices. Current attendance: 7 people. We wouldn’t want to go ahead with that low a number so aiming for a minimum attendance target, 15–20 participants, by 15th November

Actions:

Elinor to update on confirmed numbers throughout the next couple of weeks.

Team captains to promote attendance. Cut-off date: 15 November.

8. Disciplinary Procedure

The current disciplinary procedure is outdated and not fit for purpose.

Luke drafted a new procedure reflecting modern practices and clearer accountability.

Key Points of New Procedure:

Informal Action: Informal meeting by an appropriate person (not necessarily an officer); notes taken and behaviour monitored.

Formal Action: Formal meeting chaired by club officers with minutes and outcomes recorded (possible outcomes: no action, suspension, or exclusion).

Actions:

Luke to send a draft to Trevor and Alannah for review and approval.

Once approved, the procedure will be uploaded for committee review and feedback.

9. Pitch

Such hard work to put pressure on the council to get the lights fixed, some really positive headway where we have a provision date for theLight repair scheduled for 14 November.

Decision regarding pitch usage for the senior teams postponed to December meeting, once we have confirmation of working lights.

Juniors will use the pitch first to test suitability before seniors return, as they are currently playing on a Sunday at Crickhowell so would be keen to move back to evening sessions as soon as possible.

10. Kit

Rhino’s UK supplier is closing; kit order has been placed with a UK supplier for now however we have to move in the future. New supplier samples have been ordered, delivery expected to be faster, though not UK-based.

Juniors have £4,000 sponsorship for new kit. Discussion ongoing on whether to use Rhino or an alternative supplier suggested by the sponsor.

Action: Hen awaiting sponsor confirmation before finalising supplier choice, if required Rhino can source junior playing tops

11. Wreath Laying

Remembrance Sunday wreath laying to take place on 9 November in Abergavenny

Jodie will lay the wreath on behalf of the club.

12. Teas

Current post-match teas are at the Nags Head — good proximity but inconsistent service, with missing vegetarian meals often. Costs are £5 per head, higher than last year & difficult to know how many will be there. It was discussed and agreed a set match-day budget is preferable and will be easier to manage.

Actions:

Joe to establish a match-day tea’s budget and include it in this year’s financial plan.

Hen to consider refreshments for junior tournaments.

13. Any Other Business (AOB)

No additional items discussed.