LEATHERHEAD LAWN TENNIS CLUB

Minutes of the Annual General Meeting held in the Clubhouse on

Sunday 27^th January 2008 at 2:00PM

Attendance 33 members.

1. Apologies for Absence

Ros Anwyl, Sheila Rice, Anneka Prior, Brenda Wilcockson, Sarah McKay, Sandy and Graham Rigbyl.

2. Approval of the Minutes of the AGM 11.2.2007

The minutes of the last meeting were approved as an accurate record of events.

3. Matters arising

a) The Clubhouse – to be dealt with later.

b) The Administrator – to be dealt with later.

4. Committee Report

A report was sent out by the committee with a summary of events that have happened over the year and the information notifying members of the AGM.

5. New Membership Categories

a) The proposed new categories were emailed to members. They were approved by the membership and will be incorporated into the redrafted Constitution, minus fees.

b) It was agreed that social members should be allowed into the Wimbledon draw.

c) The membership was made aware that next years allocation of Wimbledon tickets may be only to those who are members of British Tennis.

6. Treasurer’s Report – Paul Carton

Copies of the accounts were given to members. Points highlighted were:-

a) The floodlight money was down. There might be several reasons for this: a possible confusion over the banking of the money, non-payment, the weather this year.

The membership were informed that the application for floodlights on courts 5&6 has been rejected. There were 2 objections.

b) The appointment of an administrator has been unnecessary this year. A concern was expressed that if we had had an administrator the money to cover the cost would not have been sufficient. Also that the money for the administrator was not shown separately in the accounts. Although it was explained that the money would be going towards the clubhouse fund.

c) Club funds 2007/08 stand at approximately £100 000, for 2006/07 it was £78 000

a) The accounts were approved unanimously.

b) Subscription Rates for 2008 were approved

7. Report on Junior Activities – Andrew Te

a) The junior teams have had a good season: 2 teams finishing top of their division, 2 teams 2^nd and the rest mid table.

b) Sammy Iftikhar has won the LTA Southern Tournament this season and played for the men’s 1^st team.

c) The mini tennis is going exceptionally well. It has attracted quite a few girls. Good Club/School links have helped to develop this

8. Coach Report – Andrew Te

a) 2 Davis Cup tournaments have been held this season and 2 are planned for next.

b) There is an American Tournament on 16^th March 2008.

c) Tuesday nights have been going well. Members expressed their gratitude for the success of Tuesday nights.

d) Andy Te has passed his Level 4 coaching award.

9. Team Report – Dan Carpenter

As a club, the opportunities are good for playing in a team, compared to other clubs. We enter 3 leagues: the Dorking and Leatherhead mid week, the Surreys weekend and the Chaucer league.

Dorking & Leatherhead	Division	Position	Captains
M 1	1	4^th	Dan carpenter
M 2	2	2^nd promoted	Richard Jordan
M 3	3	5^th	Peter Grabaskey
M 4	5	5^th	Kevin White
L 1	2	4^th	Ros Anwyl
L 2	3	2^nd promoted	Irene Gawne
Mixed	1	8^th relegated	John Brazier
Vets Mixed 1	1	6^th relegated	Bert Jones
Vets Mixed 2	2	4^th	Mervyn Rice
Chaucer League
Mens	1	3^rd	Ross Hunt
Surreys Winter 06/07
M	D	6^th relegated	Dan Carpenter
L 1	H	6^th relegated	Maggie Chrisite
Mid week L	4	3^rd	Sheila Pomfret
Surreys Summer 07
Mens	D	5^th relegated	Dan Carpenter
L 1	I	6^th relegated	Jackie Gawne
L 2	O	6^th relegated	Judi Smowton
Mid week L	3	4^th	Sheila Pomfret

Juniors are being asked to play in the adult teams. Thank you to all captains for last season. Volunteers are still needed to captain some of the teams next season.

Teams have to be registered by the end of January, captains by the end of February and players nominated by end of March.

10. Elections Committee

a) I t was proposed by Sheila Pomfrett and seconded by Liz Farrar that all existing members of the committee should be re-elected. Richard Smowton was proposed by Mervyn Rice and seconded by Paul Carton to join the committee to look at the Child Protection Policy.

b) Team Captains

Dorking & Leatherhead league

M 1 Dan Carpenter

M 2 Richard Jordan

M 3 Peter Grabaskey (or a volunteer)

M 4 Kevin White

Mixed to be confirmed

L 1 Ros Anwyl

L 2 Irene Gawne

Vets 1 Bert Jones (needs to be confirmed)

Vets 2 Mervyn Rice

Chaucer League

M 1 Ross Hunt

Surrey League

M 1

L 1 Ros Anwyl

L 2 Judi Smowton

Mid week Sheila Pomfrett

c) Auditors

PJ Carrigan to audit the accounts.

11. Social Report – Judi Smowton

a) Due to the weather there had been no BBQs in the summer.

b) The social calendar for the next season is on the social noticeboard.

c) There is a curry evening on 2^nd February.

d) Thank you to everyone who has run an event. I f you wish to run an event contact Judi.

12. AOB

a) Clubhouse – over the year several avenues have been explored regarding the clubhouse. Firstly a refit costing in the region of £20k. Secondly, a log cabin. Currently Mervyn Rice and John Beynon are going to see the council regarding a brick built structure with foundations for a second storey in the future. The plan is to come back to the membership in 3 to 4 weeks with a proposal. For a proper structure we will need to raise up to £50k. At the moment the LTA are not giving interest free loans on clubhouses.

Charitable status will be looked at when the committee is ready to put a proposal forward to the membership.

Juniors would not have full access to the clubhouse unless adults were present.

Timescale for a build possibly 6^1/2 weeks to 2 months.

Commercial sponsorship has been looked into by Anneka Prior, with no joy. A suggestion was made to try Unilever when they move into Leatherhead.

b) Existing Courts

There is a plan for the maintenance of the courts. Court 4 needs some local repairs. The courts have 6/7 years before they need a major rebuild.

c) British Tennis

Members were encouraged to join British Tennis as it might be linked to Wimbledon ticket allocation next year. Also there is a reduction in Surrey affiliation fees the club has to pay if more than 50% of its members join.

d) Road

It was suggested that we get in touch with Mr Anderton regarding the state of the road.

e) Community Amateur Sports Club (CASC)

In order that in future the Club does not have to pay rates the Club has to have CASC status. For us to do that the Constitution has to be amended slightly.

Purpose/Object
The purposes of the club are to promote the amateur sport of tennis in the Leatherhead area and
community participation in the same.
Membership
(a)	Membership of the club shall be open to anyone interested in tennis on application
	regardless of sex, age, disability, ethnicity, nationaltity, sexual orientation, religion
	or other beliefs. However, limitation of membership according to available facilities
	is allowable on a non-discriminatory basis.
(b)	The Club may have different classes of membership and subscription on a
	non-discriminatory and fair basis. The Club will keep subscriptions at levels that
	will not pose a significant obstacle to people participating.
(c)	The Club Committee may refuse membersip, or remove it, only for good cause such
	as conduct or character likely to bring the Club or tennis into disrepute. Appeal
	against refusal or removal mat be made to the members.
Non-profit making
All surplus income or profits are re-invested in the club. No surpluses or assets will be
distributed to members or third parties.
Dissolution