Bucklebury Tennis Club

BUCKLEBURY TENNIS CLUB

 

 

Minutes of the Annual General Meeting held in the Bucklebury Memorial Hall Oak Room on Wednesday 7th March 2025 from 7.30pm

 

Present

Rosie MacGregor, Norman Casson, Julie Brims, Neil Rendall, Sarah Lewington, Karen Pegg, Roger Aylward, Jim London, Helen Raines,Lisa Saunders, Patricia Strang, Barry Dickens,

Colin Tadier, Carol Newby, Rita Robertson, Pam Norman, Paul Flood, Sylvia Payne, Damian Lane,

Ed Hills

 

Agenda

 

1.Apologies for absence

 

Charles Romaine, Simon Hannam, Claudine Jones, Heather du Faur ,Tim Cooper, Noelle Cooper,

Trevor Poore, Cate Poore, Jacqui Rendall, Clare Gatward

 

2. Approval of the 2024 AGM Minutes

 

Proposed by Helen Raines, seconded by Rita Robertson  and approved by the Meeting

 

3. Actions arising from the 2024 AGM

 

None except the trial Distance Adult membership category introduced last year was discontinued due to lack of take up

 

4. Approval of the Accounts for year ending 31st December 2024 (Julie Brims)

 

Julie produced the final accounts showing the club to be in a good financial position with an excess of £4673 over expenditure (compared with last year’s figure of £3854).

A 95 day savings account was opened in July producing interest of £356. Income from floodlight fees had increased and floodlight maintenance costs had decreased as the maintenance contract had now ended.

The School coaching grant had decreased.

Expenditure on Club balls had increased and ball recycling costs had decreased.

On the proposal of Patricia Strang and  seconded by. Helen Raines, the Accounts were duly approved by the Meeting

 

5. Reports of the outgoing Committee Officers

 

Chair (Rosie MacGregor)

Rosie took over the Chair’s role just under a year ago following Robin London’s death and Rosie expressed her thanks to the whole Committee for their help in settling her into her new position. In her view the priority had been to establish who the Club was for and to hold a fair balance between the differing demands for members on court playing time which can be a problem for our Club with only 2 courts. At times some responses to the Committee had resulted in unpleasantness which was regrettable.

Any constructive suggestions from members would be welcomed by the Committee.

The current padlock securing the entrance gate to the courts will be replaced from the 1st April with a combination padlock and the relevant code will be notified to members before that date.

Rosie also said that the Committee were exploring the possibility of pickleball being played on the hardstanding at the rear of the Memorial Hall.

 

Membership Secretary (Norman Casson)

Norman reported that membership numbers had increased by approximately 8% this season compared with last  season from 141 to 152 (in terms of individuals from 243 to 267) as shown below:-

 

Family -   64 (179 individuals)

Adult   -   78 (78 individuals)

Student -  1  (1 individual)

Junior  -    9  (9 individuals)

                152 ( 267 individuals)

 

The Distance Adult category of membership introduced last year as a trial proved to be unsuccessful and has therefore been withdrawn as only 1 member applied and subsequently reverted to his previous normal Adult membership

 

Welfare Officer (Roger Aylward)

 

Roger reported that all welfare polices on the Club website were up to date and there were no current issues.

The First Aid box in the Clubhouse has not been used much. Ice packs are now included.

Any comments or suggestions regarding the box are invited.

 

Maintenance Officer (Neil Rendall)

 

Neil reported that the courts were in good condition and the court fencing was not expected to need any replacement in the near future.

The ball machine is working well and available for use by Club members with instruction on its use by Neil available on request.

The Clubhouse will be repainted shortly in May and a cleaning rota for the Clubhouse has been agreed.

The Committee hope that new LED floodlighting will be installed during the summer. The Committee are currently debating which quote to accept from the  shortlist of 3 possible selected contractors.

Our normal court cleaning contractor  will be applying the spring and autumn treatments during the year. He is expected to retire before long and it is likely that the cost of future treatments will increase thereafter.

Roger has cleared the drains at the entrance to the courts resulting in the path being much cleaner and mud free. One or two of the paving slabs will also be raised slightly to make the path more level.

 

Match Secretary (Sarah Luscombe)

 

Sarah reported that all matches in the  Newbury Summer League had been completed and thanks were due  to the Captains and team players for participating.

This season there is uncertainty regarding the Mens A and B teams and whether they will enter teams in the Newbury League. Darren Blackwood is no longer willing to captain the Mens B team and the Committee are awaiting to hear further from both the Mens A and B team.

Jim London is willing to captain the Mens C team but not if they replace the A or B team in the higher divisions of the League.

Paul Flood said that it can be difficult to get 6 players out for Mens Matches as the format requires 3 pairs of players per Club whereas the Ladies matches only require 2 pairs each. He said this could be taken up with the Newbury League and would be willing to do so.

 

Juniors and Drills ( Karen Pegg)

 

Karen reported that drills had taken place on both Monday and occasionally on Thursday evenings and had been well attended with some 55 players taking part in the various sessions including 3 on Monday afternoons/evenings.

Numbers were slightly down from the previous year but still at a profit helping to boost the Club’s finances.

Junior coaching has enabled some 14 youngsters to participate  with our new Junior coach.

We do need a coach however for the Bucklebury School junior sessions this coming summer.

 

 

6. Election of the Committee for 2025/26

 

Rosie reported that all members of the Committee listed above were willing to stand again for re-election.

There being no other nominations for any of the Committee positions, Jim London proposed and Rita Robertson seconded that all the existing members of the Committee be reappointed and the Meeting approved the re-election of the Committee.

 

 

7. Subscriptions and other charges for the coming year  (1st April 2025 to 31st March 2026)

 

Rosie reported that the Committee proposed that the subscriptions and other charges should be as follows for to coming season as per the Agenda:-

 

Adult -      £65 (up from £60)

Family -    £95 (up from £85)

Student -  £25 (no change)

Junior -     £15 (no change)

Distance Adult - withdrawn

Members’ visitors - £3 per person (visitors under 18 £1) per hour (no change)

Non-members  -  pay and play withdrawn

Floodlight charge - £7 per court per hour

 

Rosie reported that following completion of the LED floodlighting later this year, the Committee hoped that it would be possible to reduce the floodlighting charge as the LED lighting would be cheaper to both run and maintain.

Regarding the Family membership eligibility, some discussion took place as to whether all members of a family living at the same address should be included even if not in full-time education. It was agreed that there should be no age limit for those in full-time education but those over the age of 18 who were not in full-time education should not be included.

 

On the proposal of Patricia Strang and seconded by Barry Dickens, the Meeting approved the new proposed subscriptions and charges as above

 

8. Drills Fees

 

Rosie reported that as the fees for drills had not been increased for several years and in view of the need to keep pace with inflation and the increase in the coaching costs (to £40 per hour), the Committee proposed that the fees for drills should be increased from 1st April 2025 to the following as per the Agenda:-

 

1 hour sessions (Mondays 4.30 to 5.30pm and 5.30 to 6.30pm)

£8 for members (previously £7) and £9 for non-members

 

1.5 hour sessions (Mondays 6.30 to 8pm)

£12 for members (previously £10) and £13 for non-members

 

Until now, non-members’ drill fees have been the same as for members (first introduced  during  the Covid pandemic and wish then to encourage playing)  but this was no longer considered fair on members and that non-members should have to pay slightly more.

 

On the proposal of Damian Lane and seconded by ED Hills, the Meeting approved the new fees as above

 

 

9. Election of Team Captains for the forthcoming season

 

Rosie reported that the following nominations had been received:-

 

Mens A - None

Mens B - None

Mens C - Jim London

Ladies A - Helen Raines

Ladies B - Patricia Strang

Mixed - Emma Spriggs

Berkshire Men’s Over 50s - Paul Flood

Berkshire Ladies - Helen Raines

 

As regards the Mens C Team, Jim London said he would only be willing to captain the Mens C team if the team remained in the lower Divisions and he would not be so willing if the Mens C Team were placed in the upper Divisions to replace either the  Mens A or B Teams.

 

It remains to be seen whether the Mens A or B Teams do decide to continue and the Committee are awaiting to hear from them

 

On the proposal of Ed Hills and seconded by Paul Flood, the Meeting approved the appointment of the team captains as above

 

10 Future developments and planned expenditure

 

 a) Club clothing range with logo

 

Rosie reported that the Committee were proposing a Club logo to be available for members to order  for new Club kit from Kitlocker.com.

A proposed logo was shown to the Meeting and Members are  invited to submit alternative designs before a final choice was made .

The Kitlocker  cost is £5 for an embroidered version and £4 for a printed version plus the cost of the relevant clothing

 

 

b) LED Lighting plans - timetable and cost

 

Neil reported that quotes received for LED lighting ranged from £14K to £28K and he was hoping that the Committee would decide on a cost in the region of £16K once we had negotiated on the warranty duration with the selected contractor which is currently down to 3 possible contenders

It is hoped that the installation will take place during the summer months and to be completed in time for the start of the autumn season.

Fund raising for the LED project would be helpful but is not essential as The Club has sufficient reserves to cover the cost

 

c) Skittles evening

 

This event has been held successfully in the past.

2 skittle alleys are required , one is currently stored in the Memorial Hall while the other is located away from the Hall and currently not accessible. However the owner will allow it to be taken  and stored in the Hall - the Committee are hoping the Hall will allow this once they have decided on its general long term storage needs

 

 

d) New Combination Lock for the  Club entrance gate as from 1st April 2025

 

Rosie reported that a combination lock would replace the current key padlock on the entrance gate to the courts as from the 1st April as this would save the cost of keys having to be cut at some expense every year for new members joining the Club.

It would be 5 digit code and notified to members by email and changed annually or as and when necessary.

 

e) Possible pickleball court

 

Rosie reported that she has requested the Hall to consider allowing the hard asphalt area at the rear of the Hall to be used by the Club occasionally as a pickleball court. She hopes that this may help to generate interest in tennis from children. She is against using the tennis courts for this purpose and if the Hall do allow it, it would only be occasionally and would not be reserved solely for pickleball.

Damian commented that pickleball is increasingly popular in the UK and is the fastest growing sport in the USA

 

 

f) Recycling tennis racquets

 

Rosie reported that she had received a request from a Club member for old racquets for recycling and she can provide further details on request

 

g) BBQ Friday 7th May 2025

 

The opening season BBQ was confirmed for this date to be held at the courts as in previous years and all members are invited to attend. Further details to be notified in due course.

 

 

h) Clubhouse Cleaning and Repainting

 

Rosie reported that a Cleaning rota for the clubhouse had been drawn up with a monthly clean by several of the Committee and Club members.

In addition the Clubhouse exterior would be painted in the first week of May which would take 2 days .

The courts would still be accessible

 

i) New wheelchair access for the Memorial Hall

 

Rosie reported that as part of the new wheelchair access arrangements to be made for the Memorial Hall, the car park is likely to be closed for the period on the building works. The Hall intend to replace the current sign at the entrance to the car park and Rosie will press for the Club to be mentioned on the new sign. Barry Dickens confirmed on behalf of the Parish Council that this would be done

 

AOB

 

1. Rita Robertson enquired whether the Committee were intending to commemorate Mike James’ longstanding service to the Club as Chairman for many years.

Rosie agreed that this would be appropriate. Possibly a trophy for a Mens Tournament  similar to the Robin London Trophy for the Ladies Tournament last year.

The Committee will consider further at its next Committee Meeting

 

2. Damian Lane suggested the Club could organise an Open Day this year which he would be willing to run. The event would be free and open to all including any non members in the area to attract interest in tennis including walking tennis and with view to increasing new members to join the Club.

The Committee will consider further at its next Committee Meeting

 

The Meeting closed at 9.20pm