LEATHERHEAD LAWN TENNIS CLUB
Minutes of the Annual General Meeting held in the Clubhouse on Sunday 11th February 2007 at 2pm.
Attendance 41 members, including 3 committee members
Brian Maurice, Linda Tarling, Jane Green, Beryl Eisenegger, Gail Collett, Nigel Turner, Anneke Prior, Maria Evans, Diane Ashley
The joining fee was shown separately in the accounts.
Two types of potentially suitable balls for hard courts tested. Slazenger was chosen from the two, and was at reduced cost.
Motion that the minutes of the last meeting be approved proposed by Liz Meikle and seconded by Christine Jones. Carried
The report consisted of a main report and four supplements and was sent out with the information, notifying members of the AGM.
Some additional information re: Repairs and Maintenance report.
1. A letter was sent to the Council regarding the potholes in the road leading up to the club. No response.
2. The surface of court 5, which is breaking up was inspected by Trevor
May, the original contractor, who agreed there was poor workmanship. He will moss treat it, clean it, apply a polyurethane binder and paint Court 5 for free, but for Court 6 to be treated similarly, he will charge over £3,000.
3. Courts 1 to 4 are reaching the end of their useful life and need resurfacing probably within the next 18 months having been last resurfaced in October 1994 (almost 13 years ago). The LTA reckons the average length of time between resurfacing to be 8 to 10 years. A quote in March 2004 for the 4 courts was £27,000 + VAT.
This has been triggered by Irene Gawne wishing to stand down as Chairman and no successor having been found.
In a meeting held on 3rd December, a majority agreed that the appointment of a paid administrator of the club might encourage more members to come onto the Committee. But an appointment would entail an increase in subscriptions. Since the December meeting had no power to make decisions, the matter was brought to the AGM for discussion.
Bernard Burbidge said he had heard that several other clubs had already gone down this route and it had not proved successful. It was pointed out that Dorking Tennis Club has had an administrator for at least 12 years and it was working well. It’s a matter of finding the right person.
Copies of the accounts were given to members and Paul Carton who was standing in for Gail said if there were any queries they should get in touch with her. Points to highlight:
· Subscription receipts are up on forecast, as are joining fees.
· The surplus for the year was £8,454 as compared to £1,928 last year before recognising deferred income.
· The costs of repairs were about half of what they were last year when the roof was refelted and the side of the clubhouse was reclad.
The Treasurer’s Report of 30th September 2006 were proposed for approval by Mike Hinchey and seconded by Christine Jones. Carried
Subscription rates for 2007:
Irene Gawne introduced this discussion by outlining the dilemma of determining how much the new administrator was going to cost and weighing it up against how far subscriptions could be raised before members objected. (John Batt recommended that at least £7,500 pa be provided for, but this is about 25% of the club’s current income)
At the 3rd December 2006 meeting, there was general agreement that subscription rates for full adults could be increased by £25.
Peter Grabaskey and Liz Meikle both made the point that we had no idea when, or if we would find a suitable person and we were raising sums in ignorance. Irene Gawne pointed out that even if no person were appointed there were plenty of places where the money could be put to good use. Prudence demands that we make a provision.
Recommendations for increase in subs, before applying the LTA levy :
· Full Adult member (183)
2005-2006: £170
Proposed for 2007-8: £198
· Adult Associate (30)
2005-2006: £122
Proposed for 2007-8: £127
· Intermediate (10)
2005-2006: £102
Proposed for 2007: £106
· Juniors (104)
2005-2006: £50
Proposed for 2007: £62
· Social (15):
2005-2006: £15
It was recommended that this subscription would remain at £15.
· Parents of mini-tennis:
2005-2006: £25
It was recommended that this subscription would remain at £25.
· Adult beginners:
2005-2006: £59
Proposed for 2007: £66
Debate on junior subscriptions increasing by 25%. Some members felt this was too much. Juniors were the future of tennis. It was proposed then that junior subscriptions should increase by £5 to £55 (with 10% discount: £50). The shortfall would be met by full adult membership increasing to £206 (with 10% discount: £180).
The changes to the subscription rates were proposed for approval by Irene Gawne and seconded by Peter Grabaskey and carried
a). New membership categories of Beginner/Improver and Mini tennis parent and b) Beginners club sessions.
The coaches have launched Adult Beginners and Improvers courses with the option of participants becoming club members at a special discounted rate. Nine new beginner members have joined, which has caused the creation of additional club sessions on Wednesday 7-9pm and Sunday afternoons.
There was a debate about Beginners playing in Tuesday evening club sessions and the loss of court availability for full members due to court time being taken up by Beginner club sessions. It was pointed out that in recent months, courts allocated to Wednesday Beginners’ evening sessions were unused.
It was agreed that to solve the issue of court availability, Beginner members would be given priority over courts on Wednesday evenings, but were only able to book courts 2 weeks ahead and no longer.
It was pointed out that adult Beginners have far greater financial and membership potential that juniors – they are established in the community, after two years would pay the full subscriptions, would lower the club’s age profile, repopulate the teams , work on the Committee.
Mini-tennis parent would not affect club sessions as their hours finish at 6pm on weekdays.
The proposals for new membership categories of Beginner/Improver and Minitennis parent and Beginners club sessions were proposed for approval by Sheila Pomfret, seconded by Mike Hinchey and carried.
It was agreed that full members, associate members and intermediates would be allowed to become a Committee member.
Amendments to be made to the club constitution to include the allowance of intermediates to become a Committee member.
It was agreed that the Committee could co-opt any full, paid, adult member, from any category onto the Committee.
The proposal for full members, associate members and intermediates were proposed for approval by Sheila Pomfret and seconded by Kevin Court and carried.
This was proposed for approval by Christine Jones and seconded by Peter Grabaskey and carried.
Proposed for approval by John Brazier and seconded by Margaret Burbidge and carried. Mike Hatton indicated his pleasure in being so honoured.
The meeting agreed the appointment of Tony Collett as Trustee in place of Michael Hatton.
Irene Gawne, Bernard Burbidge, Michael Hatton and Tony Collett signed the Deed of Retirement and Appointment to give effect to the above.
Standing down are: Gail Collett as Treasurer, Christine Jones as Membership Secretary and Irene Gawne as Chairperson.
All other committee members will stand for re-election. New nominations are:
Mervyn Rice
Sheila Rice to stand for the post of membership secretary
John Baynon
Eddie Cox (Tony Collett)
Lindsay Ifitkhar
Paul Carton to stand for Treasurer
· Chairman:
No nominations put forward. It was agreed that the new committee would decide between them who would chair the next committee and length of service or who would only chair the next individual committee meeting.
· Officers and Committee:
Paul Carton nominated to replace Gail Collett as Treasurer:
Nominator: Irene Gawne Seconder: Richard Herbert. It was carried.
Diane Ashley to remain as Secretary.
· Team Captains:
D & L League:
Mens 1 Daniel Carpenter No Ladies 1 team this year
Mens 2 Richard Jordan Ladies 2 (now Ladies 1) Ros Anwyl
Mens 3 Peter Grabaskey Ladies 3 (now Ladies2) Irene Gawne
Mens 4 Kevin White
Mixed: John Brazier
Vets Mixed 1 Bert Jones
Vets Mixed 2 Mervyn Rice
Surrey League:
Mens 1 Dan Carpenter
Ladies 1 Jackie Gawne/Maggie Christie
Ladies 2 Judy Smowton
Ladies Mid week Sheila Pomfret
Chaucer League:
Mens 1 Ross Hunt
· Auditor:
Margaret Burbidge offered Jane Green to audit the accounts. The meeting agreed.
We have 11 junior teams running in the D & L, St. Georges and the National Club leagues.
We had 2 junior teams achieving the top of their divisions; four teams coming 2nd and 3 teams making third position in their sections.
Junior Friday night sessions have around 10-12 juniors playing (nos. averaging from July), with the highest being 20 in October.
· Tournaments:
The junior open week was held in August and a new “Davies Cup” style tournament introduced.
· Coaching:
New coaches signed up 60 new “minis” in the first year, with each minis being charged £25 as a kind of court usage fee, bringing £1300 for the club. The children were from many of the primary school links recently cultivated.
The club had a very successful year bringing in £1216 through walks, BBQs, quiz nights.
A bridge night is being organised by Liz Farrar, and a winter tournament and bowling nights are to come.
Tony Collett and Mike Hinchey to continue to store and distribute tennis balls. New balls are set out on Tuesdays, Fridays and Sundays.
It was agreed that the new committee would review the situation of grading and a proposal resubmitted. The new committee was empowered to look again at the issue.
Telephone calls - it was agreed that the ansaphone would be adjusted so that on incoming calls the number of rings before it switched to voicemail should be increased.
Minutes of an EXTRAORDINARY GENERAL MEETING of Leatherhead Lawn Tennis Club held on the Club Premises on Sunday 11th February 2007
The following Special Resolution of which due notice had been given was proposed by Bernard Burbidge and seconded by Tony Collett .
To add to Rule 5 of the Club Rules the following sub clause:
“The Committee shall have power to appoint a paid administrator with such title and upon such terms and conditions of employment and remuneration as the committee shall from time to time decide.”
The Special Resolution was carried by the meeting.