Minutes of the Annual General Meeting
14 October 2009, at 7.30pm in the Clubhouse

Present: 23 members.

1. Apologies for absence

Ian and Hilary House, Jackie Major, Stephen Thornton, the Brown family, Susan Ferraby, Sue Adams, Elaine Leitch, Jackie Hinves, Val Forrest, Sally Charlton, Pip Moore, Debbie Ryder

2. Matters arising from the minutes of the AGM 22 October, 2008

Minutes approved (Prop. Pat Seymour, Sec. Susanne Sanderson)

a) Wimbledon Tickets/British Tennis Membership

As a result of many members becoming British Tennis (BT) members, our ticket allocation this year was the largest for a number of years. Our BT membership continues to grow and this, combined with our Clubmark accreditation (see also below), has contributed to our high position in the County ‘leader board’, a points-based system designed by the LTA to indicate growth and progress. As a medium-sized club (5-8 courts), we are in fourth position and in the top 10 clubs in the whole of Hampshire.

b) Trustees

It is understood from Ian House that he is still struggling to locate the title deeds from the estates of deceased Trustees – one in particular. However, he believes the outstanding documentation is expected imminently, which will then allow the solicitors to issue fresh deeds to the new Trustees elected at the 2007 AGM.

c) Clubmark

The Chair (Paul Treacy) was pleased to report that, thanks to the efforts of Linda Ganter and her sub-committee team who had all put in a great deal of time instituting the LTA requirements, the Club was awarded the Tennis Clubmark earlier in the year, due for review in 2013. The sub-committee has now handed over responsibility for ongoing Clubmark management and a new post on the General Committee has been created. He introduced Catrin Williams who was willing to stand for election as Clubmark representative.

d) New court(s)

The Chair reported that the Committee had considered further the possibility of building an additional court but this had been shelved for the time being in view of the cost for a single court and major physical problems including the need to relocate our water supply pipe and the presence of electricity pylons.

e) Super-Vets tournament

The Committee had considered this proposal but decided against because i) it was doubtful there would be sufficient entries to make the competition viable, ii) a Plate competition was instituted for the first time this year, providing further competition opportunity, and iii) further pressure on courts at the busiest time of year is undesirable.

3. Treasurer’s Report for the Year Ending 31 March 2009/Subscriptions

The Treasurer (Rob Seymour) reported that in its centenary year the Club’s finances are still in excellent condition. Capital expenditure for the year stands at over £9000, the main item being the deposit for the resurfacing of Courts 1&2. (The balance for this work will show in the current year’s accounts.)

Sinking fund:
2008/09     £ 74,500
2009/10     £ 30,000 (estimated addition to Sinking Fund for the year)

less     £ 24,000 (balance of cost of Courts 1&2)

Total expected Sinking Fund:
2009/10           £ 80,500

Expected capital expenditure for the next 12 months will include the Clubhouse storage extension at an estimated £25,000.

Concerning the Statement of Accounts 2008/09, the Treasurer drew attention to the following: Tennis balls: up £514 owing to price increase (the increase to 4 balls for matches does not appear to affect overall consumption). Repairs to grounds: includes £960 for relaying the footpath. Rates: following extensive correspondence the Club now receives 100% rebate. Electricity: big increases following the end of a 3-year fixed rate (and £700 for floodlight repairs). Pavilion cleaning: increase due to year round costs. Pavilion maintenance: includes painting (£435), new doors (£1300), new hot water tank (£617), pipes (£311), literature display racks (£550). Health & Safety: includes car park line painting (£676) and annual electrical tests (£411).

Rob thanked Joan Jones for the collection of subscriptions, David Dedman for auditing the accounts and Pat Styles for verifying them.

He commented that despite the recession the Club is in an extremely strong financial position and expressed his personal pleasure and pride that in his final year as Treasurer the balance sheet is in such a healthy state.

The Chair thanked Rob for his work throughout the year on behalf of the Club – and indeed for the past 22 years as the Club’s Treasurer.  The AGM attendees applauded his contribution to the Club. The Chair added that Rob would be a hard act to follow and his contribution to the Committee will be missed but he noted that Rob would be continuing as Treasurer until the end of the Financial Year in March 2010 and at that time the General Committee would co-opt a new Treasurer.  He introduced Anita Patel who has expressed a willingness to take over as Treasurer from April 2010.

The Chair referred back to the Accounts and announced that Hart District Council had now granted planning permission for the proposed extension. He clarified that the indicative cost quoted by the Treasurer was subject to formal estimates which had still to be received and the final decisions in respect of the extension will be taken by the General Committee.

Accounts approved. (Prop. Joan Jones; Sec. Linda Ganter)

Annual Subscriptions: The Committee recommended no increase in subscriptions for 2010/11 other than a rise in Tournament fees to £2 per entry.
Approved. (Prop. Linda Ganter; Sec. Susanne Sanderson)

4. Election of Officers

The Chair praised the dedication of the Committee members and thanked them for their continued hard work and support to him throughout the year.  In addition he thanked the following members who, while not Committee members, nevertheless contribute a great many hours towards the management of the Club:

• Dave Adams, for his continual provision and recycling of Club balls
• Jackie Major, ADLTA Secretary and her support to Suzanne with Catering
• Kathy Charles and all her coaching team (both Maureen Clackett and Dave Bisson were present), for their achievements in developing the Junior programme, and Sally Charlton for admin support
• Sarah Tucker, for her support to Kathy, Clubmark and as the Club’s Child Protection Officer
• Sarah Duncalf, for her spotless cleaning of the Pavilion
• All team captains

The Chair noted that all existing Committee members were willing to stand for re-election except for Jill Pooley who was standing down as Associates’ representative and her proposed replacement was  Anita Pocock-Gulliver.  As noted earlier Catrin Williams was willing to stand for the new position of Clubmark representative.

Subject to these changes the Committee was re-elected. (Prop. Pat Seymour, Sec. Ann Hanson).

The Chair appealed for further volunteers for the vacant Committee positions, especially Press and Publicity.

5. Any Other Business

• The Chair drew attention to Courts 1&2, which, even after resurfacing, still suffer from dead spots – especially the Redfields end of Court 2. He reported that he had recently met the contractors on site and they had agreed to undertake remedial work on 20th October but this may be a temporary fix until the Spring when further work may be necessary.
• The Chair advised members that, as part of the ongoing Clubmark work, a members’ feedback form will be included with the 2010 subscription renewal forms.

Meeting ended: 8.02 p.m.

Minutes of the Annual General Meeting
22 October 2008, at the Clubhouse

Present: 15 members.

1. Apologies for absence

D. Bisson, K. Charles, D. Healy, I. House, H. House, D. Ryder, S. Seymour, S. Van Wely, K. Ward

2. Matters arising from the minutes of the AGM 1 November 2007

Minutes approved (Prop. Susanne Sanderson, Sec. Jackie Major)

a) Centenary

The Chair, Paul Treacy, recorded the year’s events: 1 January social; the main event on 18 May; participation in Fleet’s Centenary celebrations on 9 August; and finally the dinner dance celebration on 10 October. He thanked the following people for their support and hard work which contributed so much to the success of the year: the Centenary sub-committee comprising Doreen Healy, Dave Adams, Guy Clayton, Suzanne Sanderson, Penny Roberts and Chris Butt. Additionally, John Ivil for his overall support and particularly for organizing working parties to ensure the grounds looked their best for 18 May; Kathy Charles and Mo Clackett for organizing the Junior events; Margaret Houghton-Brown for ably assisting Doreen; Pat Styles for her kind gift of a new bench; Daren Carter for the commemorative programme, at no cost to the Club, the proceeds of which have raised £200 for his chosen charity, Cystic Fibrosis; and Debby Magri-Overend and Border Control for their professional work on the Centenary Garden. In addition to the merchandise sourced by Dave Adams, the clock, the garden and the video of 18 May are lasting reminders of the Club’s 100th year.

b) Wimbledon Tickets/British Tennis Membership

The year since the last AGM has brought changes in how clubs are allocated Wimbledon tickets. From 2009 it will not be possible for members to enter the Club’s Wimbledon draw unless they are also members of British Tennis (BT), the new membership arm of the LTA. Given that British Tennis membership is free until 2012, the Committee saw no downside in encouraging Club members to take out BT membership, as the more BT members we have the greater the Club’s Wimbledon ticket allocation. Members are urged to sign up to BT before 30 November, the cut-off date for clubs’ 2009 ticket quota.

c) Trustees

The current position was explained in a note from Ian House. “Following the election of new Trustees … I contacted the Solicitors …so that the appropriate documentation could be drawn up. …as all the existing Trustees had died it would be necessary to obtain death certificates. … The required documentation was eventually obtained but the Trusteeship of the club then passed to the Executors of the last Trustee to die. The matter was then complicated further as the Probate document could not be located and it has been necessary to apply for a copy. … I think the end of the trail is now in sight and I will persevere until the matter is resolved.”

3. Treasurer’s Report for the Year Ending 31 March 2008/Subscriptions

The Treasurer reported another satisfactory year for the Club leading up to the centenary celebrations. No capital expenditure projects had been necessary. However, two new projects caused unusual expenditure:

i) preparations for the Club centenary (£1892, plus £1300 for the cost of building the new garden wall)
ii) compliance with Health and Safety regulations (£7439). (The current year’s expenditure so far on these projects are £1823 and £1134 respectively.)

Current sinking fund:

2007/08 £ 54,500
2008/09 +£ 25,000 (est.)
£ 79,500 (total expected for £2008/09)

Courts 1&2 will need refurbishing within the next twelve months at a cost of approximately £35,000.

Concerning the Statement of Accounts 2007/08, Rob drew attention to the following: Groundsman’s wages: +£426 owing to more normal weather patterns. Repairs: +£879 (total includes £1300 for new garden wall). Electricity: +£848 owing to new contract prices (and £635 for replacement floodlight bulbs). Pavilion maintenance: +£351 owing to new PVC window and replacement immersion heater. Health & Safety: £1235 for 3 risk surveys, £2644 for signs, posts and tarmac, £600 tree work and £1224 electrics. Admin expenses: +£632 for payment for banners (2005 and 2007). Subscriptions: £4120 understated for 2007 (as reported last year), now corrected.

He thanked David Dedman for auditing and Pat Styles for verifying the accounts, and especially Joan Jones for collecting subscriptions. He added special thanks to Doreen Healy (Centenary sub-comm) for keeping within the £5000 Centenary budget. Finally, he assured members that despite the present ‘credit crunch’ and current financial crisis the Club’s finances remain in a strong position with bank balances around £110,000.

The Chair thanked Rob for his continued work throughout the year on behalf of the Club and added his thanks to Joan for collecting subscriptions.
Guy Clayton asked if all the Club’s money was secure in light of recent financial events. Rob explained that, with the Committee’s agreement, he had last transferred some funds into a 90-day higher interest account with Lloyds/TSB, and he is in the process of setting up a further account with Barclays. He will move funds around so that no more than the guaranteed amount of £50,000 is held in one account.

Guy thanked Rob for his continued diligence on behalf of the Club.

Linda Ganter asked if the new £50,000 guarantee applied to the Club given that it appears not to be so in the case of registered charities. [The Club is registered as a Community Amateur Sports Club and therefore eligible for various rebates/discounts.] Rob replied that he has been assured by Lloyds that clubs are covered. Barclays’ terms and conditions also confirm this. (Prop. Guy Clayton; Sec. Linda Ganter. Accounts approved.)

Annual Subscriptions: With no increase for three years, £5 increases in the major membership categories were proposed:

All other membership types/fees remain unchanged. (Prop. Susanne Sanderson; Sec. Pat Seymour. Approved)

4. Election of Officers

The Chair thanked the Committee for their time this year: Rob Seymour (Treasurer) – as above; Sally Daniell (Secretary) – especially for this year overseeing the website changes (and also Tom Blacker for the technical work); Joan Jones (Membership Secretary) – as above; Kathy Charles (Junior rep. and Coach); Dave Bisson (taken over from Richard Kurlej on the Committee) and the Tournament sub-committee for successful Club competitions, despite some appalling weather; Guy Clayton, who has switched roles and is now concentrating on Grounds (supported by Mike Good), Roger Moore (Match Secretary) for year-round liaison with League clubs; Keith Ward for sorting teams and finding captains; Linda Ganter for tireless Pavilion and H&S management as well as coordinating the Clubmark sub-committee (see below); Suzanne Sanderson for managing all catered events including the Centenary Hog-roast; Sarah Tucker as Child Protection Officer (new addition to the Committee); and Jill Pooley for representing the Associate members. In addition the Chair thanked the following members:

• Dave Adams (for his care and provision of Club balls, and this year on the Centenary sub-committee)
• John Ivil (for his behind-the-scenes work, especially this year with the Centenary)
• Mike Good (for his assistance with the Grounds)
• Sarah Duncalf (for keeping the Pavilion clean)
• Jackie Major (ADLTA rep, her contribution to Clubmark and her support to Suzanne with Catering)
• Kathy and all the coaching team for their work with the Juniors
• All team captains

Pat Seymour asked if Sarah Duncalf might be afforded a small pay increase. The Committee will address this.

All members of the Committee agreed to stand for election for a further year. (Prop. Jackie Major, Sec. Dave Adams. Elected en bloc unanimously.)

5. Any Other Business

1. (Previously submitted) Dave Adams asked for there to be no play on other courts during all Finals (Open, Veterans and Handicap). He feels it is a distraction both to the players and from the prestige of the events themselves. Maureen Clackett asked that if the motion is approved notices should be put up on courts as necessary to avoid misunderstanding. Sally Daniell observed that the Booking Diary would indicate that all courts were in use. (Prop. Dave Adams; Sec. Sue Adams. Approved.) Action: Sally Daniell (Booking) and the Committee to decide if Club Rules need endorse this.

Pat Seymour asked if in the past the AGM had agreed to allow Associates to join in Wednesday evening socials. It was understood that this privilege applied to Sunday mix-ins only. Action: Sally Daniell to check previous Minutes.

2. The Chair drew attention to Clubmark, which the Club is now pursuing. This is a nationwide standard for all sports clubs, tailored in respect of tennis by the LTA. Much work has already taken place on forming the Club’s application and it is hoped that Avondale will be among the first in the League to be awarded its Clubmark. He thanked Linda Ganter, Joan Jones, Kathy Charles, Sarah Tucker, Dave Bisson and Jackie Major for their work on the sub-committee. Jackie Major said she would shortly be attending a Hants & IOW meeting when she would enquire as to progress in Hampshire clubs generally.

3. The Chair reported that, with increasing membership and growing pressure on courts, the Committee has started thinking about whether a new court, or courts, could be built on unutilized land. A number of problems exist: cost (est. £70,000–100,000), works access, and the water pipe that lies under the land in question. No decisions will be made without consulting the membership.

4. Jackie Major asked if the Committee would consider holding a Super-Vets tournament. The Chair undertook to raise the matter in Committee.

Meeting ended: 8.37 p.m.

Minutes of the Annual General Meeting
1 November 2007, at the Clubhouse

Present: 22 members.

1. Apologies for absence

Jackie Major, Jill Penton, Chris Butt, Bob Butt, Kathy Charles, Sue Adams, Jill Littlewood, Hilary House, Simon Seymour, Susan Ferraby

2. Matters arising from the minutes of the AGM 18 October 2006

Minutes approved (Prop. Joan Jones, Sec. Ian House)

Regarding the system of allocation of Wimbledon tickets, the Minutes state: ‘In the interests of fairness, from Year 2 of this new procedure, those who are successful in Year 1 will not be eligible to enter Year 2’s draw.’ Some members felt that this was in fact unfair and a proposal was put to change this and make the 2008 draw available to members regardless of whether or not they had drawn tickets in 2007 (Prop. Dave Bisson, Sec. Guy Clayton).

The arguments for the proposal included:

• that the opportunity to enter the club draw is considered a valuable benefit of Club membership
• that every senior member pays the same subscription so there should be no exclusions to club benefits
• that those members who make the effort to turn out on a February night for the Draw demonstrate their commitment and desire to go
• based on last year’s turn-out, that if fewer people are eligible only around half this year’s number would turn up next year thereby inequitably increasing the odds of being successful
• that excluding members, year on year, and/or instituting a system of priority, increases the administrative burden on a system that was designed for simplicity and transparency
• that ticket winners who are unable in the end to go to Wimbledon, through unforeseen or unavoidable circumstances, or who get tickets for rainy days, are unfairly penalized
• that over time allocation would work out fairly
• that members should accept ‘the luck of the draw’ – as they always have in the past.

Arguments against included:

• given the paucity of tickets, and the number of people who turn up for the draw, it would be fairer to exclude the previous year’s winners
• that, if not full exclusion, there should be a priority system to increase the chances of those previously unlucky
• that the policy of excluding the previous year’s winners had only been agreed at last year’s AGM and had so far not been implemented
• that the Club should allow the policy to stand as a matter of stated procedure and see what comes of it before reversing the decision.

Before a vote was taken the Chairman explained that recent developments within the LTA, and the advent of British Tennis [the new membership arm of the LTA] with implications, as yet not fully understood, for the Club’s allocation of Wimbledon tickets, there was now a strong possibility that from 2008 the Club will not be in control of its allocation and the decision could be academic. Approved by majority. Further information on the implications of the British Tennis changes will be communicated in due course.

3. Treasurer’s report for the year ending 31 March 2007/Subscriptions

The Treasurer reported another satisfactory year for the Club. No capital expenditure projects were necessary although last year’s £38, 070 spend on all new fencing and refurbishment of Courts 5&6 now produced an annual total since 1989 of £275,110 giving an annual average of £14,479. Expected capital expenditure for 2007/08 is £5000, most of which is earmarked for Health & Safety (H&S) matters.

Sinking fund:
2006/07 £ 34500
2007/08 +£ 25000 (est.)
£ 59,500 (total at £2007/08)

It is expected that Courts 1&2 will need refurbishing by end 2007/08 at a cost of approximately £35,000.

Concerning the Statement of Accounts 2006/07, Rob drew attention to the following:

• Groundsman’s wages: –£364 on 2005/06 owing to less hedge-cutting.
• Electricity: +£484 to reflect more realistic readings.
• Rates: +£397 (Rob is currently in correspondence with Hart District Council to get back to at least 80% discount).
• Pavilion cleaning: +£930 for Sarah Duncalf’s increased hours to maintain standards.
• Pavilion maintenance: +£435 because of two (yearly) payments for the water-cooler in one year [owing to change of supplier].
• Coach: +£1741, the Club’s second portion of the 3-year deal with the LTA.
• Admin expenses: +£369 for research on the Trustee position (£255).

He thanked David Dedman for auditing and Pat Styles for verifying the accounts, and especially Joan Jones for collecting subscriptions. Accounts approved unanimously. (Prop. Susanne Sanderson; Sec. Linda Ganter)

Subscriptions

Year Ending 31/3/06: £39,017 for Subscriptions/Entrance Fees (24% increase) is erroneous. It should read £34,897 (11% increase). (The £4120 overstated amount was not shown as Code 4 (advance subscriptions). Year Ending 31/3/07: Subscriptions shown as £35, 676 (8% reduction) whereas it should read £39,796 (14% increase). £4120 understated. This is a paper error only and has no effect on Club finances. For a second year running Rob proposed no increase for 2008. (Sec. Guy Clayton) Approved by majority.

The Chairman thanked Rob for his continued hard work on behalf of the Club.

4. Election of Officers

The Chairman welcomed Linda Ganter, whose timely cooption and subsequent actions had saved the Club from failing an inspection by Hampshire Fire and who has worked hard over the summer to institute procedures required under various pieces of H&S, Fire and Disability legislation. He also welcomed Jill Pooley who represents the Associates.

He thanked the growing number of people who give their time to the smooth-running of the Club, including the Committee, team captains and those who help with the Juniors and catering, and particularly mentioned the following for their contributions:

• John Ivil (for his work in support of the club and committee)
• Dave Adams (for his ceaseless monitoring and provision of Club balls)
• Mike Good (for keeping on top of the grounds)
• Jill Littlewood (for growing the plants in the garden)
• Jackie Major (ADLTA rep, and her support to Susanne Sanderson with Catering)

All members of the Committee have agreed to stand for election for a further year. (Prop. Doreen Healy, Sec. Ian House) Approved unanimously.

5. Change to Rule 23/ Appointment of Trustees

Ian House briefed the members on the position. The current Rule 23, dating from 1993, in practice does not pertain because title to land requires named individuals. Moreover, it has been found that the existing named Trustees are no longer extant. In order to legitimate title to the land, therefore, four current Club members have agreed to act as Trustee. A Rule change is therefore required.

Current Rule 23:
‘The Freehold Property of the Club shall be vested in Trustees to be dealt with by them as the Members shall direct by Resolution at a General Meeting of which an entry in the Minute book shall be conclusive evidence.
The Trustees shall be the persons holding the offices of Chairperson, Hon. Secretary and Hon. Treasurer.’

Proposed Rule 23:
‘The Freehold Property of the Club shall be vested in Trustees to be dealt with by them as the Members shall direct by Resolution at a General Meeting of which an entry in the Minute book shall be conclusive evidence.

The Trustees, who shall be Members of the Club when appointed, shall be appointed at a General Meeting by a Resolution passed by the Members present, to hold office until death or resignation or until removed from office by Resolution of the Members at the General Meeting.’ (Proposed text change is in italics.) Approved unanimously.

Appointment of Trustees:
The following Members have volunteered to be named Trustees of the Club and the General Committee recommends their appointment by the members: Margaret Houghton Brown, Ian House, Jackie Major, Paul Treacy. Approved unanimously.

6. Any other business

1. The Chairman reminded members that Avondale LTC celebrates 100 years in 2008. A sub-committee has been formed to formulate the celebrations. In addition to events during the year, the date of Sunday, 18 May 2008 has been selected as the focus of the year and will include exhibition matches (one arranged with Team ACE), a hog roast, and games (including bouncy castle). Other projects currently considered are a redesigned garden and a clock. All members are encouraged to submit ideas and memorabilia to any members of the sub-committee: Paul Treacy, Doreen Healy, Dave Adams, Chris Butt, Suzanne Sanderson and Penny Roberts.

2. If the Club is allowed to hold its traditional February Wimbledon draw (see above), this will take place in the Clubhouse on 6 February 2008.

Meeting ended: 8.37 p.m.