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.