Gullane LTC

Minutes of the Committee meeting Tuesday 12thNovember 2024The Mallard Hotel Gullane 7.30pm

Committee members present: Sarah Lang president, Adrian Cudby treasurer, Clare Tulloch junior convenor, Keir Mitchelmore communications, Sheila Low welfare officer

Apologies: Roddy Barbour head coach, Annabel Stirling, Debs Spens membership, Caroline Freeman team captain

Minutes of previous meeting were agreed some actions still to follow up

• FAQ page on website re membership issues – Sarah & Debs
• GTC maintenance spending forecast – work in progress – Sarah & Adrian obtaining quotes & info

 

Coaching update

Junior coaching has been very successful with a new (level 2 in training) coach Luke joining the team of Roddy & Sarah – we have around 20 children in each session on a Monday afternoon from P1 – S3.  Development squad coaching is available for our team players in NB during the Winter with focus on match play. (we must be mindful of the cost of attending both sessions but it is still good value vs one to one coaching and other sports)

 Coaching resumes after Feb half term, sign up coming out soon from Roddy Barbour.

Our 4 week beginner coaching block, subsidised by the club was successful with 14 signing up and keen to come back in February – we propose to offer a 4/5 week block of 45 mins skills and 45 mins drills – players can sign up for one or both sessions.  No subsidy this time.  New players already joining social tennis sessions and will be made welcome at all sessions and are encouraged to join whats app groups.  An application has been made for a fund for ageing well and if successful we will be able to offer some team tactic sessions potentially on one court on a Thursday or possibly early Tuesday morning for our current social players in the over 60 category.  Details TBC by Roddy & Sarah

Team coaching & selection sessions are planned for a short block at Gullane with Roddy and Euan at Longniddry just before the season starts – dates TBC by Sarah & Roddy – we have new players keen to join the teams and everyone is welcome to come along and try out – we especially need more men for the team

We are keen that our older & more proficient juniors get some match practice in so are looking at bringing them into social adult sessions when a pVgd committee member is available – feedback welcome.

Superdrills will be back in Feb.

 

Treasurers Report -  12/11/24

Bank/Building Society – current balance of £102,480 (as @ 12/11/24)

All balances on interest bearing accounts – recent drop in Bank Rate likely to reduce interest earned.

Expenditure – biggest expense in last three months -£12,408 for rebinding & repainting tennis courts. Upcoming expenses- club house repainting £5790 (split over two payments- inside & outside work)

New contract sorted with SSE Business Energy – Fixed for 2 years – lower price electricity evenings & weekends negotiated

Capital Plan/Maintenance Plan – currently compiling this with Sarah.  We hope to share this at the AGM

Grants etc. – have applied to (1) Proud to Pitch in (Greene King) £2,500 for coaching (beginners/Ageing Well)/and some guest rackets and (2) Aldi Scottish Sports Fund, £2,000 for coaching/guest rackets (Ageing Well)

 

Court/Club maintenance

New Fridge ordered & delivered 14/11/24 from John Lewis. Old fridge taken away.

Painters doing inside the club house 27th Nov until 6th Dec 

Keir & Sarah to re do notice board with one for Events on for Admin/ Committee info and one for photos of club socials and teams

Table tennis area – ideas to be looked at to level and reseed the grass at either end of table tennis table – please let Sarah know suggestions.

 

Team update – New players always encouraged and welcome – trials/training sessions to be advertised when agreed.  Ladies play matches 1st team Tuesdays, 2nd team Thursdays  & mens team Wednesdays during the summer season.  Ladies are a joint team with Longniddry and both 1st & 2nds were promoted so will have an interesting season ahead.

 

Safeguarding update – no safeguarding issues

Sheila Low as welfare officer has just completed her annual training

Coaches must renew PVG check every 3 years. Club happy to get junior parents PVGd to help with junior matches and event please get in touch if you would like to help Clare with junior events & matches, she really needs parent support.

Sarah’s pvg expires 29/9/25

Annabels expires 13/5/26

Clares expires 15/9/25

Sheilas expires 31/10/27

Keir & Adrian happy to get PVGd – Sheila please get them the relevant forms

Please report any safeguarding concerns to Sheila Low

 

Membership update – no news – Debs to keep reviewing our lists to ensure no duplication, players in the right age categories and to respond to email enquiries from members.  Direct debit to be encouraged – members will get reminders and can change or cancel packages easily.

 

 

Events

 Burley tournament was poorly attended – next year it was proposed to run it on a Wednesday at end of the match season but team players should be paired with non team players so it’s a fun event and encourages all members to give it a go.  Feedback from members is that it can be intimidating playing with team players so we need to be mindful of this and make events fun and inclusive, the club champs is obviously more competitive but the plate was a success this year offering more matches.

Frost tournament – this will take place on Sunday 12th January – all welcome – fun event to kick start the New Year and fitness new year resolutions.

Family fun day planned for Summer time with a generation tournament, fun challenges, serving speed measurement, racket trials, food etc – tbc after AGM.

Bryan Leslie is going to be running a couple of Cardio Tennis sessions in December, raising money for Maggie's Edinburgh. Both dates are dependent on the weather, of course, will be turn up and play (no need to register in advance), and to keep it simple, it will be “a donation on the day.” Members and non-members are welcome, and all participants must be at least 18 years old.

 

·       Christmas-cardio will be on Saturday 7th December, 1115 to 1230.

·       Hogmanay-cardio will be on Tuesday 31st December, 1115 to 1230.

 

For communication purposes, it would be really helpful if you could join the WhatsApp group we've set up for this. This ensures that if the weather (or frost) means we need to cancel/postpone, Bryan can quickly let everyone know.

 

If you would like to Christmas-cardio on Sat 7th Dec, or Hogmanay-cardio on Sun 31st Dec, please join this group:https://chat.whatsapp.com/DeLt3J5atqCAp4q0ixlLbA

 

Keir working on a calendar of events for 2025 & will create posts for the GVA newsletter and posters for the clubhouse and for whats app group sharing which is a successful way to share the club news

Sarah to get the calendar on the website & keep it updated

 

AOB

Clubspark system- this is still quite clunky and difficult to use for the committee, website hard to upload new photos, payment info comes through on 3 emails.  More training needed.  Members to be encouraged to pay by direct debit to reduce email correspondence for our team.

First aid – need to check the bag and replace plasters etc – Sarah

Sarah to change gate code early Jan

Committee recruitment & job roles and responsibilities to be updated and shared with committee – Sarah

New committee members – we need to recruit some new members to help & someone to take on Vice chair role – minutes to be taken in turn by the committee.   Andrew has agreed to join, Clare to recruit junior parents.  Abi will consider joining in the future. 

 

Dates for diary

Next committee meeting Tuesday 28th January 7.30pm Mallard Hotel

AGM 2025 Tuesday 11th March 7pm Mallard Hotel – committee reports to Sarah by 25th Feb

Instagram – Keir needs help to set this up – Sarah to ask Cat Fraser Harris to help

Trophies – Annabel has looked at what we have  & club has agreed to pay for engraving at Timpsons in Haddington Tesco going forward.  New trophy shelf to be bought and fitted at clubhouse by Sarah before decorators start.

Yorkshire Building Society - it doesn’t say anything else.
Last engraving - 2016 L Cowan (so I think it must be a junior one as I think Lewis is 25 now)
Lots of space on the cup for future years

Gents Champion
Last engraving - 2023 D McAllistair
Lots of space

The Chalmers-Watson Trophy
Last engraving - Hannah Jones
space

Over 50’s Tournament
Last engraving - 2018 A Marr & D McAllistair (so must be mixed doubles!)
Lots of space

Mixed Doubles Championship - Burley Tournament
Last Engraving - 2022 B Lesiie & I Knottenbelt
Full - no space for anymore engraving

We have a new trophy and it’s currenty being engraved with this years and last years winners

U16 Open Boys Singles
Last engraving - 2015 H Walker
Full

East Lothian District Council Annual Competition. (Big Cup!)
Last engraving - 2009 S Ellis & J Ellis
Lots of space

 

Gullane Tennis Club AGM Minutes 12th March 2024Gullane Recreation Hall 7.30pm

1. Presidents welcome – the meeting was attended by all the committee except Keir Mitchelmore and 10 GTC members & a record of attendance taken
2. Apologies – from Keir & Ian Mitchelmore, Gill & Krish Boosnath & Neil Wilson Jones, Hans & Netty.
3. Minutes from previous AGM – agreed & signed off by Gill Zanre & Caroline Freeman
4. Presidents report – see attached by Sarah Lang
5. Treasurers report- the accounts were given special acknowledgement having been very well prepared and explained by Kathy Allan.  See attached.
6. Annual subscription levels – new subscriptions were proposed and agreed by voting and will be amended on clubspark for the year 2024/45 – see report & supporting documents with comparable prices at other clubs& reasons for changes

Family £135, Adult £65, concession £35*,student £30, junior £27.50, youngster £15

1. Coaching & Junior convenors report – see summary attached from Clare Tulloch
2. Membership report – see attached from Debbie Spens
3. Match secretary report – see attached from Caroline Freeman
4. Safeguarding report – see report from Sheila Low & Gill Zanre
5. Annual club recognition awards – Sam Smith is the winner of the Annette Fox trophy for best junior and Kathy Allan received the Irvine Salver trophy for services to the club
6. New & retiring members – many thanks to Kathy Allan who steps down as treasurer.  Adrian Cudby was voted in as proposed by Kathy Allan and seconded by Bryan Leslie

We are looking for someone to step forward as vice president and some more help with junior events.  Sheila Low replaces Gill Zanre as welfare officer

1. AOB  

constitutional changes – 6 amendments were agreed by vote to allow us to apply to become a Community Amateur Sports club.  New constitution is attached Safeguarding policy changes – we voted and agreed to follow the LTA policies and the website is being updated

Padel tennis report – see attached from Russell Pinkerton, we are looking at setting up a working group who can present back to the tennis club

1. Date of next AGM/Meeting – committee meeting April tbc
2. All supporting documents will be in the clubhouse for members to read

 

GULLANE TENNIS CLUB CONSTITUTION

As at 12th March 2024

1.         NAME

The club founded in 1926 and originally known as the “Gullane Tennis and Recreation Ground Association” shall be named the Gullane Tennis Club.

2.         OBJECTS 

The main purpose of the club is to provide facilities for and to promote participation in the amateur sport of tennis.
3.         MEMBERSHIP

a.         Membership of the club shall be open to anyone from Gullane and the surrounding areas interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs except as a necessary consequence of the requirements of tennis.   The club may have different classes of membership and subscription on a non-discriminatory and fair basis.  The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.  Age groups shall be determined as in the Club Regulations.

 

b.         Membership fees are to be paid on an annual basis.

 

c.         The Committee may, subject to clauses i-vi below, terminate the membership of any person, or impose any other sanction it determines to be appropriate, in connection with the breach of any condition of membership set out in this rule.

1. Subject to the remaining provisions of this rule, the Committee shall have power to refuse membership or expel a Member only for good and sufficient cause, such as conduct or character likely to bring the Club or the Game into disrepute.
2. A Member shall not be expelled unless they are given 14 days’ written notice of the meeting of the Committee at which their expulsion shall be considered and written details of the complaint made against them.
3. The Member shall be given an opportunity to appear before the Committee to answer complaints made against them.  The member must not be expelled unless a majority of the Committee then present vote in favour of their expulsion.
4. The Committee may exclude the Member from the Club’s premises until the meeting considering their expulsion has been held.  For the avoidance of doubt, the member shall be entitled to attend that meeting for the purpose of making their representations.
5. The Member may appeal against the Committee’s decision by notifying the Committee who shall put the matter to the Club’s members in general meeting and decided by a majority vote of members present and voting at such meeting.
6. Any person ceasing to be a Member forfeits all right to and claim upon the Club, its property and its funds and they have no right to the return of any part of their subscription.

d.         Honorary Membership (either short-term or long-term, on nomination by the Committee) may be granted in accordance with the wishes of the Annual General Meeting, with normal voting powers.

 

4.         MANAGEMENT

a.         Management will be by the Committee as appointed at the Annual General Meeting (AGM).  The Committee will meet at least four times a year.

b.         The Committee shall consist of a Chairperson/President, Treasurer, and maximum of nine other members.

c.         A Committee quorum shall consist of four members; two of whom must be office bearers.  The Chairperson/President shall have a casting vote in addition to a deliberate vote, in the event of a tied vote.

d.         Committee members may not normally serve for more than four years including any time in Office.

e.         The Committee may fill casual vacancies as they arise and co-opt members for specific purposes. The latter shall have no voting rights on the Committee.  Both may remain on the Committee only until the Annual General Meeting, when if eligible, they may elected to the Committee.

f.          The Club shall have a Honorary President and Honorary Vice President on nomination by the Committee and as appointed by invitation of the members at the Annual General Meeting.  They will have no voting rights.

 

5.         GENERAL MEETINGS

a.         Not less than twenty one days notice shall be given of all General Meetings, circulated to all the members and advertised publicly.  Items for the agenda must be received by the Secretary at least seven days prior to the meeting.

b.         All members of the Club shall have the right to attend and members over fourteen years of age may vote.

c.         A quorum shall consist of twelve voting members.  The Chairman shall have a vote as at 4c.

d.         The Annual General Meeting shall be convened in the Spring:

i.          Confirm the minutes of the previous AGM and any subsequent General Meetings

ii.         Consider the Annual Reports and Audited Financial Accounts and seek their adoption

iii.        Determine Annual Membership fees

iv.        Elect office bearers and Committee members for the ensuing year

v.         Appoint an auditor

e.         The Committee may at any time call an Extraordinary General Meeting, as may members, provided that twelve voting members request it in writing stating the reason.

6.         FINANCIAL YEAR

            The financial year shall end on 31 December

7.         NON-PROFIT MAKING

All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.

8.         ALTERATIONS TO CONSTITUTION OR REGULATIONS

a.         The constitution of the Club may be altered at the Annual General Meeting or an EGM and passed by two-thirds of the members in attendance eligible to vote, notice of the proposed amendment having been given not less that fourteen days beforehand.

b.         The regulations of the Club may be altered by the Committee and ratified at the Annual General Meeting.

8.         DISSOLUTION

Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body for use by them in related community sports.

9.         REVISION OF THE CONSTITUTION The above revised constitution was adopted on 12 March 2024 with alterations ratified and agreed at the AGM on 12th March 2024.

 

 

Gullane Tennis Club AGM 12th March 2024 Treasurer’s Report for the 2023 Season (January – December 2023)

Prepared by Kathy Allan, Club Treasurer Accounts audited by Lindsay Renwick

Overall Financial Position:

Tennis club finances continue to be robust, with funds in all accounts now totalling nearly £106.4K. This is up by 7% (from £99.4K) on last year’s end-of-year total. However, the upward trend has slowed considerably (2022 totals were up by 13% on 2021) and our annual surplus has fallen for the second year in a row, and is down by 37%, from £11.1K to £6.9K. (Last year it fell by a more modest 20%, from £13.9K to £11.1K.) This largely reflects an increase in expenditure on court and clubhouse maintenance – factors which will continue to loom large over the next few years.

Interest rates improved in 2023, giving us a much improved yield on savings and contributing significantly to the small increase in our income, but these are forecast to drop again in late 2024. I am hopeful that our proposed new treasurer will do what I have failed to do over the past year and reinvest club funds into more favourable accounts!

Key points on the overall financial position are as follows:

• Total funds across all bank and savings accounts @ 31/12/23 = £106.4K – an increase of 7% YoY (from £99.4K @ year-end 2022).
• Annual surplus of £6.9K – compared to £11.1K at year-end 2022 (-37%)
• BoS Current account balance = £42.5K @ 31/12/23
• BoS 32-day notice savings account balance = £20.9K @ 31/12/23
• Skipton savings account balance = £43.0K @ 31/12/23.

Income:

Total income for the year was slightly up (by 2%) on last year, with membership income down by 9% and Stripe bookings down by 17%, reflecting the continued slight downturn following the bumper Covid years, when all many of us were allowed to do socially was play tennis! Non-member fees from Roddy’s coaching sessions were up by 26% (thanks Roddy!) whilst the biggest increase in income was a reflection of the increase in bank and savings interest rates.

 

Key points on income are as follows:

• Total income for 2023 = £19.3K (a 2% increase from £18.8K in 2022)
• Membership income down by 9% (from £16.2K to £14.7K in 2022)
• 17% reduction in Stripe income. Does this reflect a reduction in court bookings/visitors/ guests – or are some members perhaps failing to pay for their guests/allowing visitors to access the courts for free?!
• Bank and savings interest is up 330% from £0.4K to £1.6K!

Expenditure:

Expenditure was significantly up on the previous year (+59%), largely due to the amount spent on plumbing, plus court and clubhouse maintenance. The men’s urinals were old, leaking and have been stripped out; the plumbing overflowed following usage for the East Lothian Open; and the water mains were re-routed to allow for the fitting of a new water meter, as we are now being charged for water usage (previously covered by the Council). We also purchased new nets/fixings, and had the courts cleaned and pressure-washed to remove weeds and moss – never a cheap undertaking! The expenditure figure for the latter was falsely inflated by an outstanding (unsent!) 2022 DOE invoice for almost £2K.

Key points on expenditure as follows:

• Total expenditure for 2023 = £12.3K (up by 59% from £7.7K in 2022)
• Expenditure hike largely explained by significant outlay on plumbing and court/ clubhouse maintenance/refit
• Further significant cost-of-living increases in all utilities bills (gas/electricity/trade waste)
• New charges for water usage (though these are somewhat less terrifying than the first few eye-watering bills we received, thanks to Sarah’s persistence in getting a water meter installed, and thereafter having the bills based on our actual, rather than the water company’s vastly over-inflated estimates of our usage!!!)
• Further increases in payments to ELC, who are now charging us for venue insurance.

Maintenance:

Considerable further court and clubhouse maintenance will be required in 2024, with £10.5K requiring to be spent in the next couple of months for a partial resurface and repainting of the courts. Doing this essential maintenance work now should keep us going for the next 10 years or so until total court replacement becomes necessary. (The courts were last resurfaced in 2011).

The clubhouse is also in need of a substantial upgrade/overhaul, with little prospect of money forthcoming from the Council for this purpose.

The floodlights remain in good working order, with no recent lamp replacement or maintenance required, though this is likely be required some time in 2024 or 2025.

Membership Subscriptions:

Our membership subscriptions have remained unchanged since 2011 (13 years!) and are by far the cheapest in the area (see attached table). Given this – together with the imminent need for further court and clubhouse maintenance/repair, and the need to retain a healthy bank balance for ongoing and future maintenance – the Committee has reluctantly had to consider the need to increase subscriptions for the 2024/25 season.

We propose a staged increase to bring our subs gradually more into line with other clubs, rather than any sudden hike. The following proposed subscriptions therefore represent a modest increase for this year, with a further increase next year or possibly the year after – to be considered/proposed by my successor as Treasurer! The following prices are still highly competitive and represent continued excellent value for money for our members.

 

Membership Type                                                      Current                      Agreed

Family (2 adults + children under 19)                    £115.00                       £135.00

Adult (age 19 to 59 inclusive)                                     £55.00                         £65.00

Concessions (age 60/65* or over/on benefits)  £27.50                         £35.00

Students (age 19 -22 in FT education)                    £27.50                         £30.00

Junior (Age 8-18)                                                                £27.50                         £27.50

Youngsters (Age 3-7)                                                        £15.00                         £15.00

*          We also propose to increase Concessions eligibility to age 65 and over, for those turning 60 AFTER 12/03/24 (ie turning 65 after 12/03/29). This would mean that current Concessions members still pay the concessions rate, as they have already qualified for this and it would perhaps be unfair to ask them to revert to the full adult rate in retrospect.

The Committee proposes that floodlights remain free for members’ use for the time being at least, as the Club can still afford this at present. Several other clubs also offer this benefit. The policy will continue to be reviewed on an ongoing basis.

New Treasurer & Thank Yous:

I have enjoyed my time as treasurer, but my 3-year tenure is over and it is time to hand over the reins. I would like to propose Adrian Cudby as my successor – an active club and social member, with lots of experience in finance, so the ideal candidate! Thank you Adrian, for stepping up and agreeing to take on the role.

Finally, I would like to express my thanks to my fellow committee members, past and present, for their support and friendship over the past 3 years – we have made a good team! Grateful thanks are also due to Lindsay Renwick for once again auditing the accounts. A token of appreciation will be presented to Lindsay in due course!

 

PADEL report

Padel Tennis and Gullane Tennis Club

What is Padel Tennis?

Padel tennis is one of the fastest growing sports in Europe and demand currently outstrips court availability. Played on an enclosed court about a third the size of a tennis court, groups of mixed ages and abilities can play together. Tennis Scotland / the LTA are looking to expand the number of Padel courts in the UK to meet the current, and projected future, demand.

What has happened so far?

Investigations have started into the potential opportunities for Padel courts in East Lothian. These investigations include discussions with Tennis Scotland, the LTA, East Lothian Council, and Craigmillar LTC (who opened a Padel court in 2023).

These discussions and scoping work have proved there is not enough room on the current GTC site to build a Padel court, whilst retaining three tennis courts, the hitting wall, and/or the clubhouse.

Potential venues and potential funding options have been examined, but more work is required before any proposal and financial business case can be made.

What are the options?

The options being considered include building and managing Padel courts (on a site away from the existing GTC site):

• As part of Gullane Tennis Club;

• Via a new, separate, Padel-only tennis club;

• Through a franchise model; and

• Through a joint/co venture with another local club(s).

  Whilst a considerable amount of research has been completed, further due diligence is required to fully investigate the options, and consider all of the implications to Gullane Tennis Cub and its members.

  What happens next and how can members get involved?

To help us progress this, a working group, reporting to the Committee, is going to be set up to complete the due diligence. If you would like to be part of the working group, or would like more information at this stage, please contact Russell Pinkerton on 07557 909376.

The Working Group’s progress will be presented at future GTC club committee meetings. The committee will discuss and agree any subsequent actions.

Ultimately, if the committee propose to progress an option that requires any changes to the GTC constitution, liabilities, risk profile, or directly impacts club memberships, this proposal will need to be discussed and voted on by GTC members. This discussion and vote will rake place at either the next AGM in 2025, or if Working Group progress allows, an Extraordinary General Meeting later this year. All club members will be invited to this discussion and vote.

Resources: https://www.lta.org.uk/roles-and-venues/padel-development-plan/ https://neograss.co.uk/what-is-padel-tennis-why-popular-uk/ https://everythingpadel.co.uk/what-is-padel-tennis/ https://www.thebandeja.com/franchising-the-future-of-padel-in-the-uk/