AGM February 19 2018

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Fulbourn Tennis Club Annual General Meeting 

Monday February 19th 2018

Fulbourn Institute


Ann Burton, Derek Burton (Chair), Chris McMullen, Alan Kindred, Deborah Girling, Ian Halsall, Karin Olley, Stuart Olley, David Mann, Sally Munday, Olly Halliwell, Tim Cockerill, Steve Collis, Helen Schuilenburg


Apologies for absence

Sue Frost, Chris Butt, Polly Butt, Jo Caldwell


1: Chair’s welcome

2: Apologies for absence

3: Minutes of previous AGM, held on 16/03/17.

Approved, no matters arising.

Proposed: David Mann

Seconded: Alan Kindred

4: Chairs’ Report: 2017-18 season. (Derek Burton)

  • A generally good season.
  • Extension of new club website incorporating the LTA ClubSpark site. 
  • Big rise in membership.
  • A big thank you to Deborah for all her hard work.
  • The off peak membership continues to be popular, thanks to Steve O’Donahue for organising these sessions.
  • Thank you to Karin Olley for organising the Sunday sessions at Hills Road.
  • Thanks to Andrew Ingram for organising the winter Saturday sessions.
  • Security: There were several incidents of vandalism to club property and an attempted break in by Travellers. Several padlocks have been removed and replaced . It was stressed that the padlock combination number should not be revealed to non members. A new insurance policy has been taken out to cover the cost of any future damage.


5: Club Facilities. (Derek Burton)

  • Court 3 was in poor condition and action was required.
  • Soundings were taken from members and advice taken from the LTA.
  • It was agreed that a new carpet surface was the preferred choice.
  • Quotes were obtained from a number of firms and an email was circulated to all members inviting comment.
  • The contracts were awarded to Cambridge Courts and Charles Lawrence.
  • A breakdown of costs was circulated to the meeting. The total cost is £24,000 which was deemed to be relatively good value given the amount of work required, and was well within the club’s resources.
  • Timescale: Re-surfacing to be completed by mid March, carpet to be laid 3-7 April, ready for play by April 9th.
  • Court 4 has been brushed, power washed and painted.
  • Court 3: Repairs to damaged fence undertaken.
  • RePlay will continue to brush and clean the courts in April and October. 
  • A contract for weeding and leaf sweeping has been arranged with the PCC ground maintenance man.
  • The court 1 conifer hedge will be trimmed in April by Eastern Tree Surgery.
  • Floodlights on Court 2 need some adjustment.

6: Treasurer’s Report: (Steve Collis)

  • The club’s accounts were distributed to the members present.
  • Alan Kindred was thanked for preparing the accounts.
  • Members should be encouraged to join the Fulbourn Institute . This is not now included with the on line membership.
  • Proposed: Karin olley
  • Seconded: Stuart Olley

7: Membership: (Deborah Girling)

  • The new online system is working well.
  • Most club members are happy to use it.
  • Deborah felt that ClubSpark had a lot of potential .
  • The website has been updated.
  • The membership has increased.
  • 138 members
  • 45 full members
  • 51 family members from 17 families.
  • 16 juniors
  • 16 off peak
  • 6 young adults
  • 4 visiting members
  • Olly is keen to develop the junior side of tennis and use the website to promote this.

Fees for 2018:

  • Family: £200
  • Full: £100
  • Junior: £15
  • Under 5’s: free
  • Young adults: £25
  • Off peak: £70
  • Late members, Oct-March: Half price.

The meeting agreed on these proposals.

8: LTA issues: (Ann Burton)

  • Fulbourn is a fully registered venue.
  • The club has full liability cover and from this year insurance against criminal damage and vandalism.
  • Members of the committee try and attend local LTA meetings and updates.
  • From October 2018 all venues have to meet four minimum standards for registration. 
  • Safeguarding policy in place
  • Diversity and Inclusion policy in place.
  • A nominated welfare officer.
  • Venue risk assessment.

9: Wimbledon Ballot: (Ann Burton)

  • The club allocation of Wimbledon tickets is calculated on the numbers of members who have opted in to the 2018 ballot. So far 50 members have opted in.
  • The closing date for opting in: February 23rd 2018.
  • Last year we opted for the LTA online ballot which worked well. The same system will be used this year.


10: Coaching: (Olly Halliwell) Over & In

  • Last season 35-40 children attended for coaching.
  • Numbers tend to drop in the winter due to football.
  • Olly is available for personal coaching: £22.50: Juniors. £25.00: Adults.
  • Adult coaching: Thursday sessions: Easter-July
  • Junior coaching: 3-4 year olds. This may encourage their parents to take up tennis.
  • 5+: Friday pm: Saturday am.
  • Olly hopes to forge links with the Landmark School and Fulbourn Primary School.
  • Olly hopes to run an Easter holiday camp.

11: Match Report: (Ian Halsall)

  • Ian thanked all those who played in matches this season.
  • It had been difficult to get enough players to cover all the matches.
  • The men’s first team won their division and have been promoted to Division 1.
  • The second team remain in Division 9.
  • Both men and women’s teams were knocked out of the Gray’s cup in the first round.
  • The mixed teams struggled to get enough players and have been relegated to Division 7.
  • Winter League: 
  • Mens 1st team: Played well and stayed up.
  • A special thank you to Andrew Ingram for playing at Peterborough at short notice.
  • Ladies first team: Mid table position , Division 6.
  • Chris thanked all the ladies who played in matches this season. A special thanks to Sarah Richardson for helping to organise the matches.
  • The members present thanked Ian for all his hard work over many years.

12: Club Trophies: (Chris McMullen)

  • Chris has tracked down all the old trophies except the men’s doubles cup.
  • Derek will investigate the possibility of getting a trophy cabinet installed in the Institute.

13: Open day: (Chris McMullen)

  • Chris suggested that the open day is held on the same day as the Fulbourn Feast. June 24th.
  • This will be promoted on the club website.

14: Committee: (Derek Burton)

  • Ian will be leaving the committee and will be handing over the job as match secretary to Mark Alsop. Mark was voted in unanimously.
  • Derek thanked Ian for all his hard work and presented him with a gift from the club.

15: Any other business:

  • Karin was concerned that the security bar at the main entrance could hamper the movement of emergency vehicles entering the recreation ground.
  • Ann will look into this and also erect a sign directing people to the defibrillator. 
  • A sign warning players about stray cricket balls will be erected on the courts.
  • Alan attends the monthly Fulbourn Institute meetings as a representative of the tennis club. He is happy to continue with this for one more year.

The meeting closed at 9:25 pm