Elliswick AGM Minutes 2017

ELLISWICK LAWN TENNIS CLUB
AGM 25th November 2017

Action

1 Directors Present

Jim McGown, Tony Ward, Phil Jacobs, Jaap Hesselink, Nefyn Provis-Evans
Anthea Doran

Members in attendance:

Sandra Addleman
Jackie Agg
Ian Ashton
Barrie Austin
Keith Balaam
Joe Bearpark
Kathy Bearpark
Philip Benson
Margaret Benson
Neil Berry
Gary Bowman
Barry Bridgman
Sandy Bridgman
Linda Brown
Mike Buzzacott
Kay Buzzacott
Raymond Cox
Mhairi De Kort

Ben Dearman
Sally Dearman
Linda Dinham
Veronica Dodd
Jacky Dodd
Alison Gadd
Rob Gardiner
Steve Hall
Frances Hall
Andree Haxton
Norman Hoare
Julian Hughesman
Nick Luckett
Gillian Mintoft
David Moth
Heather Nye
David Pankhurst
Gill Parkes

Angela Perry
Peter Phillips
Chris Rice
Jeanette Rickerty
Eric Rovick
Steve Segall
Barry Shackcloth
Jenny Sheridan
David Sheridan
Josephine Simpson
Alan Stevenson
Jenny Stevenson
Nicholas Topham
Tom Walters
Kin Wang
Tony Ward
Mark Way
Ben Wood

Proxy Forms:

Louise Gardiner Proxy: Rob Gardiner
Paul De Kort: Proxy: Mhairi De Kort
Ben Dearman Proxy: Amelia Dearman
Juliet Jacobs Proxy: Phil Jacobs
Gillian Berry Proxy: Neil Berry
Sue Ashton Proxy: Ian Ashton
Jacqueline Dodd Proxy: Mhairi De Kort
John Moore Proxy: Jim McGown
James Doran Proxy: Anthea Doran
Janet Pointon proxy: Sandy Bridgman
Neil Liles Proxy: Anthea Doran
Debbie Liles Proxy: Anthea Doran
Vivienne Dale Proxy: Chris Rice
David Kendall Proxy: Steve Segal
Duncan Waller Proxy: Steve Segal
Sally Radcliffe Proxy: Mhairi De Kort
Miles Radcliffe Proxy: Mhairi De Kort

The Chairman opened the meeting stating there was a quorum with 60 members present and 17 completed proxy forms received.

2 Apologies
Rachel Hoddinott, Elsa Arbuthnott, Alan Punter, David North, Janet Pointon, Vivienne Dale.

3 AGM Minutes 12th December 2016

Matters arsing:
Members requested an update on the Chums. Tony Ward had spoken to the organiser, Norman Hoare during the year and together had considered how to integrate the group within the existing club social programme. As a result, the group had used different days and times for court bookings and Tony Ward had not received any complaints in the last 9 months. The Board consider the matter to have been dealt with satisfactorily.

Meeting was asked to approve minutes of the last AGM

Proposed: Ben Dearman
Seconder: Kin Wang

Meeting all in favour.

4 Chairman’s Report

Committee reports had been circulated to all members with the notice of the AGM.

Tony Ward reported that the club was thriving with 800 members and a further 250 on the waiting list. Courts are busy but we appear to have achieved a good balance between, coaching, social and matches.
Discussions had taken place with Ben Wood, club coach and the 2018 contract will see no major changes to the current contract.
Financially the club is in a very strong position.
Competitive and social teams had experienced a good year with several teams being promoted. The Board wishes to encourage more intermediates and improver adult members to play competitively and has set up a working part to look at how this can be achieved.
Social events have been well attended throughout the year: events are not run for profit but for the enjoyment of club members. Next year we will explore the possibility of an Awards Dinner Dance to be held in July after the main club tournament.
Dave Watkinson had taken on the role of groundsman and has done an excellent job. Courts 4-7 which are 10yrs old, had recently been deep cleaned and whilst not as good as courts 1-3 the clean should extend their life. There are plans to replace in the 5 year plan. In addition a new professional cleaner had been engaged for regular, weekly cleans.
The REBO wall had been installed and work on the junior court will start in December: this should be completed by mid-January. The manufacturers of the REBO wall had offered the club some free training which will be discussed at a future Board meeting.
A new monthly newsletter is being circulated to all members so that we can improve communication.
An admin officer, Linda Brown has been appointed and is accountable for a variety of admin tasks and acts as the club’s welfare officer. The role of welfare is high on the LTA agenda and is even more important with our status as a limited company.
The website has been refreshed and has a new teams section. The section gives access to team captain contacts for anyone wishing to play in a team and a link to view latest match results and league standings.
Tony Ward acknowledged the amount of effort that the Board, committee and many members put into the club to ensure that it runs. In particular he mentioned and thanked, Michael and Hilary Harrison, Sandra Addleman, Veronica Dodd, Norman Hoare, Andree Haxton, Steve Parkes, Dave Tookey and Phil Benson.
In addition Tony thanked Suzette Carlean who stood down as tournament secretary last year but, as the Board were unable to find a successor agreed to run the main summer tournament. Tony thanked for her work in ensuring the club tournament ran to time and for organising a successful Finals Days. A replacement is sought for this role.

He also thanked the Board/Committee members for helping him settle into the role.

Several Committee/Board members are standing down:
Nick Luckett- stood down in year as Head of Tennis Development: the role will not be replaced. Nick had done an excellent job in reviewing coaching requirements and ensuring that the coaching offering was appropriate for the club. Tony noted that he had done a fabulous job and thanked him for his contribution.
Debbie Liles- Junior Secretary. Tony thanked Debbie for her commitment to the role over the last 6 years which had entailed attendance at Friday nights throughout the summer months. The Board are seeking a member to stand for this important role which they are reviewing.
Anthea Doran- minutes secretary and former junior secretary standing down after 15 years. Tony thanked Anthea for her support of the club and contribution to meetings. This role will be replaced.
Tony noted that the last members’ survey was completed last year (2016) and it is proposed that a further survey is completed in 2018. This will allow members to feedback to the Board on any issues giving both positive and negative comment.

A member raised the 250 waiting list. Tony noted that we represent excellent value with affordable fees and free provision of balls and floodlights. We are recognised as having both a good social tennis offering and excellent coaching programme. He is not aware of any other Herts Tennis club with a waiting list. We have a strong demand for juniors to join as both the club and coaching programme are well respected amongst parents.
A member questioned whether the Board had appropriate personal liability insurance. It is thought this is all in place but Phil Jacobs will confirm.
A member questioned how the membership figure was set. Tony noted we currently have 113 members per court: it is thought that LTA guidance is 80 per court and Harpenden have 83 per court. The numbers have been set by the Board taking into account feedback from members and pressure on court bookings. Currently there are no complaints about court availability: the Board will consider membership numbers in January.

Meeting asked to approve the Board reports

Proposed: Mike Buzzacott
Seconded: Tom Walters
Agreed by meeting

Phil

5 Finance

Last year Hicks were appointed as the club accountants however their fees appeared high. Brian Davis was approached in year and agreed to undertake a review of this year’s accounts; his report was circulated to all members along with other financial reports prior to the meeting. Mr Davis does not undertake a full audit as the Club’s articles do not require this level of interrogation only an independent review. This work takes him roughly 4-5 hours and the Board thanked him for his work.

The Board wish to formally appoint Mr Davis to undertake an independent review of 2018/19 accounts
Proposed: Jim McGown
Seconded: Mike Buzzacott
Meeting approved

Jaap Hesselink presented the profit and loss account:
Income £2.5k increase mainly due to rising membership
Grounds and clubhouse £9k increase due to hedge trimming and deep cleaning of courts.
Tournament expenses up £1.7k as the 2016 tournament was held in Sept rather than July and accounts reflect 2 years of trophy costs.
Legal costs are down £4k as the previous year included the cost of incorporating the club.
Coaching retainer was higher due to a late invoice that was not accrued in the previous year.
Insurance costs are down as a refund had been negotiated.
Ball costs were up reflecting the increase in membership and more play.
Investing activities were down as these had included possible asbestos removal costs in the previous year.
£15k costs attributed to the REBO wall.
Generate £20k-£30k each year so finances very healthy.

A member noted that there was a large amount of cash held in the main current account and queried why this was not invested. Tony Ward explained that cash reserves were held across several accounts to spread the risk and ensure all cash was secure should a bank foreclose. The treasurer had looked at investing monies but cash needed to be available for the large number of capital projects that were being proposed in the 5 year plan.
He accepted that the club may have lost a little potential income but a review of immediate call savings accounts in year had shown no real rate of return. Tony noted that the Treasurer would be happy to accept advice on investment from any member with expertise in this field whilst adhering to club policy of low risk investing.

The membership were asked to approve the accounts:

Proposed: Steve Segall
Seconded: Tom Walters
Meeting agreed.

6 Five Year Plan

Tony Ward presented the proposed 5 year plan. The club generates £90k income every year against cost of around £50k leaving an annual operating profit of £40K per annum. Currently the club has £160k in cash reserves which should be invested in the club. Several major projects are proposed and, if agreed by the AGM, this would leave £40k cash at the end of 2020-21 financial year.

Proposed Projects:
Junior Court refurbishment: £20k
Planning and architecture fees: £10k
Clubhouse extension: £130k
Refurbishment of Cts 4-7: £70K
Upgrading of floodlights: £60k
Improvements to car park: £20k

The LTA are currently offering funding for projects undertaken over the next 10 years: total pot is £125m. Funding is aimed at encouraging clubs to improve their infrastructure such as floodlights, new courts, new facilities and is offered by the way of a 10 year interest free loan.

The 5 year plan is seen as an opportunity for change and investment.

A member asked about the proposed increase to floodlight provision. Tony noted that previously this process had taken 26 years but we have now set a precedent and a consultant believes that the process should be more straightforward. However, the plan assumes that it will still take 3-4 years to get the planning application approved. Any application would be for 2 further floodlit courts and, if approved by the AGM, the Board would start the planning application immediately after approval of the clubhouse extension is obtained.

A member queried whether the lights are currently well used. Tony had looked at bookings and reported that lights are regularly booked on a Monday and Tuesday and there is a demand for coaching under lights.
A member asked about car park proposals: Tony noted that these are planned in year 5 of the 5 year cycle. The works would be to pave the rear car park – the front car park was paved as part of the floodlights permissions for Cts 5 & 6. The Board had looked at increasing the number of spaces at the rear of the club. The hedge belongs to the neighbour thus any work on a retaining wall could not impinge on its roots. This would mean only we would gain maybe 3 feet or 1 car parking space. No changes would be made to the car park until the refurbishment of Cts 4-7 was completed.

The proposed clubhouse extension was discussed at an open meeting for all members on 1st November. Tony gave some background for those who had not attended. The current building is 25 years old and some essential maintenance is required to the glass roof and windows. It suited the needs of 500 members but the membership is now 800 plus. Ideas were generated via a subcommittee of Phil Benson, Nefyn Provis-Evans, Simon Lowe, Linda Brown and Phil Jacobs. The subcommittee invested more than 100 hrs in working up the ideas and tasked the architect to consider the needs of the club over the next 10 years with particular regard to: storage, kitchen space, accommodating table tennis and bridge, make two rooms that are multi-functional and providing some office space. The architect had considered converting the existing storage cupboards, extending towards the rear and extending upwards but decided the sole viable option was to extend out by 4m towards Ct 4. He was asked to remain true to the original design concept and has retained the large, viewing windows.

Members asked about disruption during the build. The architect believes that there will be limited disruption internally until the extension requires knocking through. At this time there maybe one month of disruption.
Members asked about car parking. Tony admitted that this would be a challenge during the whole build and members may need to explore other means of travel to the club other than by car or consider parking further away and walking. The subcommittee overseeing the work would ensure car parking was managed but it would be a challenge.
The plans had tried to balance cost and design. £140k has been allocated to incorporate £120k for the build (incl VAT), £10k for fittings and £13k for architect and other fees. This does not include any possible LTA funding. If LTA funding is forthcoming we may be able to enhance some aspects of the design within the allocated budget. One member noted he was disappointed with the look of the design.

Member asked what the Board proposes if the 5 year plan is not approved. Tony stated that the glass roof and windows would be refurbished as this is a must since the wood has rotted and there are regular leaks.
A member asked if the car park changes could be made after the club house work- if passed the subcommittee will schedule works as appropriate.
A member asked why the 5 year plan did not include any membership fee increases. Tony stated that a flat income had been assumed as a pragmatic approach.

A member stated that everyone would agree to all parts of the plan that impacted the tennis so any vote is solely related to the extension. He sought assurances that if passed, should the budget over run the Board would seek membership approval for any new costs. Agreed that there would need to be some flexibility but a significant over spend would be put to members for consideration and approval.

The membership were asked to vote to accept the 5 year plan
Proposed: Frances Hall
Seconded: Nick Topham
Passed by a vast majority.

7 Membership Fees

The Board is recommending that there is no increase in membership fees for all categories bar Young Juniors (5-8yrs).

The Young Junior (YJ) fee is currently £20pa and it is proposed to increase to £45pa. YJ can only join with a full playing adult or social adult member. They can access courts with a playing member or as part of their coaching. They are eligible for discounted coaching fees and can attend junior night. The fee increase has been recommended because the success of junior night attendance has meant that that the club has had to increase, and pay for an additional coaching presence. The next category, junior members pay £61pa. We currently have 59 YJs.

A member asked whether the LTA still recommend that clubs increase their fees by inflation annually. Tony noted that this was just a recommendation and the club has sufficient funding not to increase across the board.

A member asked if the change to YJ fees could be phased in over 2yrs.Tony noted that this issue was discussed at the AGM last year but there was no formal vote. In effect this meant that there had already been a year’s notice. Phil Jacobs stated that the junior membership at the tennis club is excellent value compared to other sports.

Change to YJ fees from the next membership year:
Proposed: Veronica Dodd
Seconded: Jenny Sheridan
Meeting approved.

The payment dates for membership fees is not being changed. Prompt payment discounts are available up to 31st Jan each year; membership is deemed to have lapsed if full payment is not received by 1st March each year. Persons on the waiting list will be contacted as of 1st March to replace leaving and lapsed members. Fees for all categories bar YJ will be held at 2017/18 prices.
Proposed: Steve Segal
Seconded: Tom Walters
Meeting approved

8 Election of Club Officers

Junior Secretary: no nominations. This is an important role that must be filled to satisfy our safeguarding obligations. If there are no volunteers the Board will need to review the offering for our juniors to ensure activities are both safe and comply with any statutory guidance.

Mens Captain : Simon Lowe Proposed: Phil Jacobs Seconded: Tony Ward
Elected unopposed

Grounds: Nefyn Provis-Evans Proposed: Phil Jacobs Seconded: Tony Ward
Elected unopposed

Secretary: Phil Jacobs : Proposed: Tony Ward Seconded: Jim McGown
Elected unopposed

Minutes Secretary: no nominations. The Board will try to cover but members are asked to consider volunteering.

Treasurer: Jaap Hasselink Proposed: Phil Jacobs Seconded: Tony Ward
Elected unopposed

Membership: Mhairi De Kort Proposed: Phil Jacobs Seconded: Tony Ward
Elected unopposed

No nominations were received for Tournament Secretary and this post remains vacant.

9 Membership Resolution

The Board were suggesting some amendments to the Articles of Association (Club Rules) to bring them into line with existing policy.

Introduce a playing category of adult playing members 65yrs and over.
Juniors under 5yrs can only join with a full playing member.
Remove Rule 28 which states: new members need to be nominated and any nomination must be considered by the application committee.

Proposed: Steve Hall
Seconded: Veronica Dodd
Approved by meeting

10 AOB

Steve Segal raised the allocation of the Herts LTA Wimbledon tickets. These are over and above the allocation from the LTA which is based on the number of BTMs registered to each club on a certain date. Herts LTA recommend that such tickets are used at the discretion of the club: Elliswick’s policy has always been to add the tickets into the main club draw. There is no guarantee that the club will receive these tickets each year but usually we do receive 5-6 pairs. Steve would like to propose that if allocated, these tickets are allocated to the Board who may at its discretion further allocate to non-Board members who have supported the club on a volunteer basis through the year. Any ticket awarded in this way would be free which would mean a cost to the club of roughly £1k pa. Any member allocated a ticket in recognition of their support of the club, Board or non-Board member, would withdraw from the main club ballot. Allocation of tickets would be recorded in Board minutes.
Proposed: Steve Segal
Seconded: Dave Watkinson
Agreed by meeting.

Tony Ward asked the meeting to approve a motion to award Jim McGown Honorary Club Membership in recognition of the support he has shown the club over many years in the role of President.
Proposed: Tony Ward
Seconded: Jaap Hesselink
Approved by meeting

Jim McGown thanked both Tony and the assembled club members. He stated that he was very grateful to the club which he considered his second home. He had enjoyed seeing it develop over the years and was delighted that it was now such a force in the Herts LTA and getting stronger each year.
He noted that members frequently ask him what he does in his role of President and he considers that he provides experience and makes sure that the incumbent Chair stays on track! He thanked all present for honouring his contribution in this way.

11 Next AGM

AGM: Sat 24 November 2018 10.30am in the clubhouse

Approved as a true and accurate record

T Ward
Chair 25.11.2017