ROTHERHAM MOORGATE LAWN TENNIS CLUB
MINUTES OF THE ANNUALAN EXTRAORDINARY GENERAL MEETING
HELD AT THE BRENTWOOD HOTEL, MOORGATE, ROTHERHAM
ON MONDAY 7th 28THth FEBRUARY mARCH 2011 AT 7 pm
Apologies: J.Metcalfe, C. Boyle, D Haw,A. WalkerT. Fenoughty, H. Sutton, D. Hainsworth, G. Smith, M Bird.
Present:P. Burgess (Chairman), R. Wood, (Secretary), B. Walker (Treasurer),A. Walker, P. Ford, P. Wydenbach, J. Sharpe, J. Jenkinson, R. Harrison, L. Kirkham, M. Bird, D.Watson, S.Gaynor, J.Gaynor, M. Thomas, A Bashforth, S. Marsh, G. Smith, A. Thompson, A. Yates, M. Hopps, D Haw, J. Harvey. R. MacIlvenny, C. Onisa, I. Beat, J. Metcalfe.
Introduction
PB gave an overview of the club’s plans and current financial situation. RW outlined how the motions before the meeting would address these.
Motions
These were:-
1)That the committee be authorised to raise funds for the Club’s development programme to re-surface and floodlight courts by any or all of the following methods;
a)offering up to 6 Life memberships to members aged over 50 priced at £1000. In the event that this is oversubscribed, a ballot would be held to decide the proposed 6 members
b)offering discounted membership rates to existing adult members prepared to pay in advance; 2 years membership at a 10% discount on the 2011 fee or 5 years membership at a 20% discount. These memberships would not be deferrable, transferable or refundable,
c)inviting fixed term loans from members with a return rate of interest of 2%, repayable over 5 years.
d)offering a 50% discount on new memberships for 2011, available only to people who have not held membership during the preceding 5 years.
2) That the club’s constitution be amended to incorporate the LTA’s Disciplinary code.
The general feeling of the meeting was that all the financial options were reasonable and the only way problems might arise would be if take up of advance and life memberships was too high, reducing future income. To clarify possible effects, a straw poll was conducted (albeit of our more committed members) which suggested 2 potential Life Members, 13 (approx. 2/3 of the room) would take up the discount for advance membership, and 2 people were willing and able to make loans to the club.
BW advised that take up of this order would be unlikely to over-borrow from future cashflow, so the meeting approved all the membership proposals unanimously. He also proposed that the committee be authorised to borrow a sum of up to £12,500 from the LTA to enable the planned developments. This was also approved unanimously.
RW outlined the reasons given by the LTA for incorporating all disciplinary regulations affecting all clubs and players under the LTA’s jurisdiction into one disciplinary code; the simplicity and neatness of 1 disciplinary code for the whole sport should leave players in no doubt as to which rules apply to them as they move between different levels of the sport – they all do. The flip-side of this is that players who are unlikely ever to play above the level of local leagues are being asked to sign up to a 111 page document largely concerned with drug testing and match fixing. RW gave his opinion that while much of it was irrelevant to Moorgate members, we are not being asked to sign up to anything unreasonable. He also passed on that LTA has also informed us that if the Yorkshire LTA adopts the code (very likely), then as a member club we would be subject to it anyway.
The second motion was voted on and carried unanimously. DW has preempively made an amended version of the constitution which enacts this. Action: RW to circulate new version and replace existing versions in clubhouse and on website.
Other Business – Fundraising and Membership
BW proposed a 50/50 club. Subscribing members would pay the club a monthly sum by directdebit and a monthly draw would distribute half the money collected as prizes; the remainder going to club funds. Approved unanimously. Action: BW to set one up.
Leaflet Drop
AT has costed leaflets from a printing source which is cheaper than BW covering school printing costs (£87 /1000). These could be used for targeted distribution through schools close to Moorgate and used to promote sessions designed to attract new or returning tennis players (details to be discussed with Glyn – action RW) such as adult beginners, rusty racquets, or parent and junior sessions.
General Marketing
RW suggested a Moorgate ambassador scheme where A4 promotional posters promoting the club generally or events specifically, which could be e-mailed to all members to print, ideally adding their own contact details to those of Secretary and membership secretary, then displayed in; workplaces, gyms, libraries, doctors, council courts, doctor’s surgeries, chiropractors, physio’s. Action : RW to produce and circulate.
Press Publicity
Ideally try and dress an advert as a story for the advertiser – possibly the junior tournament being run by AT and Glyn this Sunday 3rd. Give results of junior competition plus market Open April and half price new members. Action RW / AT.
IB who has experience of organising steam rallies said he’d found free papers offered better advertising value if we are to pay for press adverts.
Key messages to include:
50% off for new members,
beat the queues at the park (partic. Wimbledon Week),
no experience needed – coaching for absolute beginners,
contact details.
Tennis Programme / Court Availability
SG noted Abbeydale have their full programme on their website and suggested Moorgate use theirs as a guide. Agreed action RW. AT suggested an online booking system might attract new members when public courts are busy and mentioned an LTA approved one is available for £95 per year. The meeting agreed to reconsider this idea as and when membership increases.
Open Day
It was decided not to go ahead with the open day idea suggested at the AGM as ther was no ideal data and more could be achieved with less resource by having an Open April every Monday evening.
AOB
DW has arranged a friendly match to occupy 2 courts on Saturday 9th April from 10am.
Next Committee meting Monday April 4th 7.30pm.2010 AGM Minutes
Proposed by M Thomas, seconded by B Walker that the Minutes of the last Annual General Meeting be accepted as a true record. Carried unanimously.
Matters Arising
PB noted with sadness Beryl Faries recent illness.
Correspondence
RW –S&D had asked for league entries & following consultation with last year’s team captains, the same adult teams had been entered. S&D also sent notice of their AGM and council meeting on 14th Feb & notified of proposed rule changes; Men’s late summer league to be played as 4 singles and two doubles and greater restrictions proposed on players moving between teams. Feelings neutral on former, DW in favour of latter.
Secretary’s report- main points were: -
Membership had been slightly down.
Dinner Dance successful again, but rest of social programme less so.
Club Championships ran successfully and to time, as did early season American mixed tournament, but at a reduced size.
Junior numbers were down, but playing standards were high; they won their league and Esther Jones had been part of successful Yorkshire county U10 team.
Social tennis numbers were down in both summer and winter, but weather could hardly have been less helpful.
The Secretary thanked all team captains.
Working parties had helped keep courts clear of vegetation, but court surfaces deteriorating, so resurfacing needed soon.
Progress with Clubmark application.
Treasurer’s Report (full report to be posted on the website and noticeboard)
Brian Walker summarised the draft accounts which showed an excess of income over expenditure of £967, down from £2,443 last year largely due to falling membership. Monies in the bank amounted to £11,637 of which it was recommended no more than £8,000 could be put towards refurbishment work. He remarked that should our Clubmark dependent bid for LTA funding be successful, we might expect to receive a combination of grant and loan which would require repayments of £2,000 per annum and an additional £20,000 from the club. If £8000 of club reserves are used we would need to raise a further £12,000.
League Tennis 2010 / 2011
All 2010 captains presented their reports. RW reported that the deadline for the Sheffield and District Summer League entries passed before the AGM, so after consultation with 2010 captains and players, the same teams have been entered.
Election of Officers
The following were all re-elected unopposed:
Chairman
Mr Paul Burgess
Hon Treasurer
Mr Brian Walker
Hon Secretary
Mr Robert Wood
Hon Membership Secretary
Miss Anne Walker
Hon Social Secretary
vacant
Junior Organiser
Mrs L. Kirkham to continue, but seek a replacement from among parents.
Sheffield & District Men’s Teams:
1st Team Captain
Mr A Thompson
2nd Team Captain
Mr RM Wood
Ladies’ 1st Team Captain
Miss A Walker
Mixed Team Captain
TBA or rota to be organised.
Winter League Captain
Mr M Thomas
Men’s Late Summer League Captain
Mr RM Wood
South Yorkshire
Men’s ‘A’ Team Captain (Midweek)
Daniel Haw
Ladies Two Couples (Midweek)
Mrs L Kirkham
General Committee
Mrs D WatsonMrs M Bird
Mrs A Yates Mr M Thomas
Mr S GaynorMrs L Kirkham
Hon Auditors
Allotts
Tournaments 2009 / 2010
PB thanked RW & MT for organising the club tournaments, which ran smoothly producing the requisite number of finalists in time for Finals Day, albeit with a few more conceded matches than previously, due in part to the number of first time entrants. It was agreed that to try and alleviate this, the tournaments would be run over a longer period and the requirements of entrants made clearer. Both agreed to run the 2011 tournament with finals to be held late September.
Club Development
PB & SG summarised progress to date: Ideally repairs would be funded by a sinking fund built up over all years when no major costs are incurred. This had not happened due in large part to the need to fund the clubhouse rebuilding and the drop in membership while that project hung in the balance. Consequently we need to seek external funding, preferably fronm the LTA. A Clubmark application which should unlock LTA funding is close to completion. A bit more work on the Tennis programme and some training requirements need to be met, then it can be submitted and underpin a bid for LTA funding for a programme to resurface all 4 courts and floodlight 2.
To make the scheme viable we need in the medium term to increase membership, at least by 20 adult members and many more juniors. In the short term we need to raise about £12,000.
The following range of ideas to meet these twin objectives were suggested.
Membership
Improve our marketing, by fliers, more press, deals with large organisations.
A committee member with responsibility for Publicity and Recruitment; Andrew Thompson volunteered for this role and the meeting accepted.
LK suggested an Open Day over the long April/May Bank Holiday weekend. It was agreed this is a good idea; a date will be set after S&D league fixtures are known.
Short Term Funding Boost
Life Memberships. Broadly supported.
Discounts on advance purchase of 5 or 10 year’s membership; possibility
Loans from members; possibility
Bank Loans: last resort only.
None of these possibilities had been fully costed or their long term implications fully explored. Additionally borrowing needs the approval of a general meeting, as does creation of new membership classes. It was decided to formulate concrete proposals at a committee meeting to be held at 6pm Wednesday 16th February 2011 which would be put to members at an Extraordinary General Meeting to be held on March 21st 2011, time and venue to be arranged.
Any Other Business
None raised
There being no further business the meeting closed at 9.25 pm