7.00pm Stuart Beaton, Chairman Stowmarket Lawn Tennis Club Meeting - - PowerPoint PPT Presentation

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7.00pm Stuart Beaton, Chairman Stowmarket Lawn Tennis Club Meeting - - PowerPoint PPT Presentation

Mar 25, 2024 461 likes •1.15k views

Annual General Meeting 15 th March 2018 7.00pm Stuart Beaton, Chairman Stowmarket Lawn Tennis Club Meeting Agenda 1. Introductions and Apologies 2. Approve the Minutes from the last AGM 8 th Mach 2017 3. Matters Arising from the Minutes 4.

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Annual General Meeting 15th March 2018 7.00pm

Stuart Beaton, Chairman

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Meeting Agenda

  • 1. Introductions and Apologies
  • 2. Approve the Minutes from the last AGM 8th Mach 2017
  • 3. Matters Arising from the Minutes
  • 4. Receive the Chairman’s Annual Report
  • 5. Treasurer’s Report including receiving and adopting the Income and Expenditure Statement and Balance Sheet for end Jan 2018
  • 6. Reports from Team Captains – including formation of teams for the Summer League
  • 7. Coach’s Report
  • 8. Election of Officers: Committee 2018-2019

I. Departing Members II. Election of 2018 -2019 Officers III. Confirmation of Vacancies IV. Update to Honorarium

  • 9. Proposal for 2018-2019 Subscriptions and Match Fees

I. Details of membership process

  • 10. Proposal for Summer Tournament and election of Sub-Committee
  • 11. Proposal for Conversion of court 1 to on-line only booking.
  • 12. Proposal for revision of Club Rules (as needed)

I. Adoption of the LTA Safeguarding and Inclusion Policies.

  • 13. Any Other Business

I. Open Day 2017, Dome de-installation, Wimbledon Club Ballot

  • 14. Close
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

  • 1. Apologies

Correspondence Stella Saunders Judith Thompson Andy Manning Linda (may make it) Clive Drayton Jean Beecroft Sue Payne Steve and Angie Wells Lucinda Rogers Jenny Grainger Sylvia Nicoll Peter Frogley Sarah Hoare

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

2 Minutes from 2017

Minutes recommended for approval to AGM

3 Matters Arising - Secretary

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2017-2018

4 Chairman’s Report

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

117 years in the making

2017-2018 has been ‘steady she goes’

Club continues going from strength to strength A long history, a proud reputation of being friendly, welcoming and fun Sustainability remains the focus The choices we all make now will help ensure our children and their children will still have a great Club to run long into the future

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Growing the legacy

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Punching above our weight….

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

  • 4. Annual Report

246 members – record yr

Club:

  • 4.6% membership increase on last years

very strong membership

  • Families now the biggest membership

category – 1/3rd of the Club

2017 AGM – objective to retain a surpluss of 15-20%

  • Actual Surpluss of 41% however, various expenditure has been deferred
  • Refresh Clubhouse - £500-£1000
  • Dome Back up Power - £2000
  • Court side furniture (seats, score boards) £1000

So, deducting deferred expenditure, surplus would have been 28% - above target. 248

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Annual Report

The Club is it’s members, and their contribution continue to ensure the Club’s sustainability and longevity

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey Results

  • Designed to give members a forum to provide

feedback directly to the committee

  • Anonymous
  • Questions considered in context of Club
  • Answers fed directly into committee
  • Helps the Committee develop strategy and direction

for club moving forward

  • Good bad or ugly, all feedback is welcome
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey

This was 6 weeks, and courts were in full use. No logged injuries

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey

Action taken Action taken Action taken

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey

Action taken Refer later in agenda Nothing logged in accident book

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey

75%

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey - Suggestions

Chairman asked for

  • volunteers. None came

forward

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey - Suggestions

Action taken Planning issue with houses

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey - Suggestions

Action taken

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey - Suggestions

Not a feasible proposal Many emails through year explaining this

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey - Suggestions

It was 6 weeks, and the

  • riginal OEM is much

preffered. Again, looking for volunteers to run

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey – Club Values

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Club Values Feedback

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey – Member Satisfaction

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

4 Survey – Member Satisfaction

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Defib Training

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2017-2018

5 Treasury

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2017/18 Accounts

  • Receive and adopt the Income and

Expenditure statement from Financial Controller

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2017/18 Financial Highlights

  • Increased governance throughout the year
  • Income up almost 7% on last year
  • Expenditure down 31% on last year
  • Resultant transfer to capital reserve of £12,880
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Income and Expenditure Breakdown

93% 6% 1%

Income

From Members From Guests Other

Expenditure

Maintaining & Improving the club Running the club Other Costs

Income is from the members and is used to maintain and improve the quality of tennis facilities available to the members and cover expenditure for the short and long term.

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

5 Year Forecast – Assumptions

  • Income based on 211 members of current profile
  • No inflation assumed on either income or expenditure

–however there is a 2% increase in fees to cover the membership reduction if it happens.

  • Used committee experience to forecast upcoming

capital expenditure

  • Very much a work in progress
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

5 Year Forecast – Capital Expenditure

One Off Costs 2018/19 2019/20 2020/21 2021/22 2022/23 Forecast Forecast Forecast Forecast Forecast £ £ £ £ £ Dome Replacement 12,000 Court Resurfacing Back Fence Replacement 2,000 Front Fence Replacement 2,000 New Floodlights 20,000 Total One Off Costs 2,000 2,000 32,000

Our surpluss this year allows us to plan ahead for major expenditure in the next 5 years

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

5 Year Forecast – High Level Numbers

2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 Actuals Forecast Forecast Forecast Forecast Forecast £ £ £ £ £ £ TOTAL INCOME 31,329 27,919 28,428 28,428 28,428 28,428 TOTAL EXPENDITURE

  • 18,449
  • 24,500
  • 24,020
  • 24,140
  • 24,260
  • 24,380

Transfer to Capital Reserve 12,880 3,419 4,408 4,288 4,168 4,048 Major Repairs and Improvements

  • 2,000
  • 2,000
  • 32,000

Closing Cash Balance 67,383 70,803 73,210 75,498 79,666 51,714

Closing surplus forecast of £51K 2022/2023 with capex fully covered by out own funds. No debt. A huge achievement to be able to forecast this today

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

5 Guest Fees

  • Thank you for your honesty.
  • Important to sign in before play, ensures guests

agree to rules

  • Honesty system has performed well, no need to

change

  • Some family members still not being signed in
  • Please continue to ensure all guests are signed

in and paid before play.

  • Membership is at risk if this is not adhered to
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LADIES, MENS, MIXED, WINTER FLOODLIT

6 Team Captains

  • Team updates
  • Confirm practice sessions and

process

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Captains

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Practice Dates for 2018 Teams

Mens Ladies Mixed Date: Wed 11th April 7pm Date: Sunday 8th April 2-4pm Date: Saturday 24th March 2-4pm

  • Come along to the practice if you are looking to play in the teams
  • Connect with and discuss your availability with the captains
  • They will advise dates/entry to the teams

Ladies1- finished second and being promoted to div 1. Mixed1 - one match unplayed due to weather and therefore no points awarded...meaning we get relegated and will now be in Div 3

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SENIOR COACH CHRIS CUNNINGHAM

7 SENIOR COACH REPORT

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THE MANAGEMENT COMMITTEE

8 ELECTION OF OFFICIERS Vote

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

2018-2019 Committee

  • No departures
  • Any Nominations/Challenges?
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

6 2018-2019 Committee

John Reed President

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

6 2018-2019 General Committee

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

6 2018-2019 Captains

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DUE 1ST APRIL 2018

9 2018-2019 SUBSCRIPTIONS: VOTE

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 2018-2019 Subscriptions

Sustainability of the Club critical Large future capex needs to be budgeted for Costs continue to rise Management Committee focussed on the future of the Club as much as the present. Our values, our success help us with this decisioning.

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 2018-2019 Subscriptions

Year Change Notes 2013 2014 2% 2015 2016 2017 Reduction for juniors 2018

  • New membership category of Child and Parent – where

parent can only play with Child member.

  • Total membership level close to capacity (per LTA). Being

monitored.

  • Members can rejoin NOW.
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 2018-2019 Subscriptions

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 On-line renewals

  • Go through this process for all renewals
  • You can pay by card, direct debit, or transfer

(no fees)

  • Transfers: 30-98-23, Account Number 00555501
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 On-line renewals – 4 step process

  • 1) Login into Clubspark/court booking

(stowmarkettennis.co.uk/membership)

  • 2) Click your name, top right
  • 3) Click Profile
  • You will see a similar page to the following
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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 On-line renewals

2018 membership

  • ption shown here

4) Click ‘Join now’ to pay on-line

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

ACCESS DENIED

DO NOT CHANGE LOGIN METHODS…….

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SUB-COMMITTEE, PROCESS

10 SUMMER TOURNAMNET: VOTE

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PROPOSAL FOR INTRODUCTION 1/4/17

11 EXPANSION ON-LINE COURT BOOKING: VOTE

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 On-line court booking

  • Court 2,3,4,5 moved on-line 1st April 2016.
  • A huge success.
  • Club was engaged to assess opinion in the survey to convert

court 1

  • Continued digitisation of the club boosts value and

accessibility to our members.

  • Court 1 paper booking has seen much underutilisation of a

geat court over the last year.

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 On-line court booking: Why?

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

9 On-line booking court 1: Vote

Questions/Comments For/Against

Live demo available after AGM Help with registration also available Vote

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(IF NEEDED)

12 Club Rules Upate

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

Welfare, Safeguarding and Health and Safety

  • Health and Safety: Accident Book; Injuries; Legionella;

Weather risks

  • Safeguarding: Visibility; Reports and monitoring
  • Training
  • Policies: Review and proposal to adopt the LTA suite of

policy documents:

  • Safe and Inclusive Tennis

✓ Safeguarding ✓ Code of Conduct ✓ Diversity and Inclusion ✓ Recording and Publishing Images

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Welfare: Proposal

  • Proposal to adopt the LTA suite of welfare and

safeguarding policies

  • Committee commits to prepare necessary

updates and revisions for the Club which will be presented next AGM

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OTHER MATTERS

13 AOB

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13 Wimbledon

  • Only Available to opted-in BTMs
  • If you didn’t opt in, you won’t be included

Ballot proposed Friday 11th May Fully paid up members only Non transferable Come in pairs (14 pairs 2016) One pair max per family Drawn in reverse order

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13 DOME DOWN

Tuesday 27th March

We need your help Starts 9am Bring Gloves.

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Progressive, Welcoming, Friendly and Fun Stowmarket Lawn Tennis Club

13 OPEN DAY

SUNDAY 8th July

We need your help Starts 2pm Be there from 1pm.

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13 On-line Store

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Anything Further to Raise?

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Thank You for Coming

Chair and Committee Stowmarket Lawn Tennis Club