1

Apologies

Grant Murray, Allan Thompson, Andy Singleton, Beth Davidson, Allyson Wilson, Fiona Gray and James McNaught

2

Minutes from the previous AGM

Grant Murray and Allan Thomson have both got their PVG certificates.

Need to confirm Lianne MCreath and Donna Breakey have completed their training.

Caitlin Murray will shadow Liz in her treasurer role – in progress

LD

LM/CM

3

Chair’s report

Lynn read out a very glowing report on the club’s activities last season. The adult teams did well in their league matches and our new coach James is running more coaching sessions for juniors, adult beginners and adult match play. Lynn also offered congratulations to Iain and Grant for passing their level 1 coaching courses.

4

Treasurer’s report and appointment of Auditor

Liz prepared the club’s accounts which will also go into OSCR’s site as part of our responsibilities as a charity. She told us that the club’s overall finances are in the black and that even though we didn’t plan for paying for the activity centre over the winter period, the club is still slightly ahead and in the black for its coaching costs. Liz will use one of her firm’s accountants as an auditor. The accounts were proposed and seconded.

LM

5

Junior Convenor’s report

Iain reported that we (the coaches) have had a great year for Junior Tennis at Coylton Tennis club.  From class participation where we have 41 active junior members, teams in the Ayrshire summer Leagues and mini winter leagues to excellent participation levels across the board at the club championships.  We have also had players playing in LTA sanctioned tournaments locally so there is a lot to celebrate for the last 12 months. He also told us that James and he are going to make some innovative changes for the new season.

6

Election of Charity Trustees, Committee Members and Team Captains

Joan Purdie asked to step down from her role as a Trustee and this was seconded and accepted. The remainder of the Trustees are kept the same and there were no volunteers to fill the space caused by Joan stepping down, or replacing the current members.

Of the other Committee Members, Allyson Wilson and Miran Petković have stepped down as Fundraisers and have been replaced by Grant Murray and Allan Thomson.

The updated trustees are:

Chair: Lynn Drummond

Vice-Chair: Marion Murdoch

Secretary: Fraser Drummond

Treasurer: Liz Milroy

Other trustees: Allan Thomson, Gillian Dick, Caitlin Murray, Grant Murray, Ross Duncan, Lis Gelling and Iain Martin.

Other committee members are:

Fundraising: Grant Murray

Fundraising: Allan Thomson

Maintenance: Lee Hazley (as and when able)

Team Captains

Men’s 1st Team Captain: Ross Duncan

Men’s 2nd Team Captain: Allan Thomson

Ladies’ 1st Team Captain: Allyson Wilson

Ladies’ 2nd Team Captain: Mary Garrett

Junior Convener: Iain Martin

7

Membership fees

It has been noted that 23 juniors had paid their membership fees, but 37 did not. However, 42 out of 42 juniors took and paid by monthly debit for coaching classes. While this is a good return and encouraging, it means this money goes to paying the head coach and the club receives no money from this which impacts the club’s accounts. It was proposed and agreed that for the new season, coaching would become by invitation only which members will get when they take out a membership package. Iain said he would advise the parents of this change, explaining the rationale behind it.

It was also agreed to keep the membership and coaching fees the same, except for the adult match play coaching which will increase from £6 to £8 since they get 1½ hours coaching. It was agreed that charging 50P less would involve carrying a kitty of loose change which was thought to be too much effort. Membership fees will probably need to increase by a small amount when the courts are refurbished.

IM

8

League and dates

The club has entered 3 male teams, 3 female teams and 2 mixed doubles teams in the Ayrshire Summer League. The captains have been entered and the captains need to update the players as and when possible. The captains have been emailed about these entries.

The league is to start on the 21st April 2025.

Team captains

9

Update on CAT

Fraser told the meeting that the CAT documentation is with the South Ayrshire Council for consideration and we have been advised that we should hear their answer by the start of July at the latest. Following an intensive and widespread request, over 100 positive recommendations have been sent or posted to SAC in support of the club’s application.

10

Update on Contingency Planning

Fraser spoke again about why we need to have more than one person responsible for each key role in the club, such as treasurer, secretary, junior convenor, website administrator and subscriptions secretary. Iain Martin is going to arrange a meeting with the parents along with Lynn and Fraser before the Open Day to look for volunteers to help out in this critical step.

IM/LD/FD

11

AoB

James needs to be asked if he is going to run a summer camp this year.

The club is buy 48 dozen tennis balls for this season.

Lynn was told at the Tennis Ayrshire meeting by Alan White that Coylton hadn’t paid the fees for the Junior Indoor Leagues but Liz said they had been paid just before the TA meeting so it is likely this is just a date crossover thing.

The locks are being changed on the pavilion before the football club takes over. We have been promised a key which will be kept labelled in a drawer in the clubhouse. We need a key to get access to the floodlight switches so it will be the captain’s responsibilities to make sure the key is returned to the drawer before the courts are vacated.

The Open Day has been set at 30th March 2025. It will start at 11am for juniors and 1pm for adults. The juniors are of course more than welcome to stay on to play and the parents will be encouraged to bring along food and drinks for all.

Sandie asked if we could put out flyers or some other initiative with the view of attracting more “older” players. He says that at the moment, there are only two players over the age of 60 and one of them is out of action at the moment.

Ryan Douglas, Community Sports Hub Officer is looking for Easter holiday programmes as well as the club’s membership statistics. We can’t supply any dates until James knows what his plans are for our club’s Easter camp.

Ryan Douglas is also looking for the club’s membership statistics. We can’t deliver the latter at the moment because a glitch in Clubspark means it can’t tell us how many males and females the club has.

Allan Thomson sent an email with various points he wanted to be brought up. They concerned the teams for the upcoming Ayrshire league in which he queried if we had enough players for a 3rd team, the CAT about which he reiterated his concerns about the costs and upkeep, and future funding, especially from Tennis Scotland who he is touch with and is happy to complete the paperwork for them when we get the go ahead.

The next AGM is to be held on Monday, 23rd February 2026

AI/JMcN

MM

Team captains

MM

JMcN

FD