AGM – Wednesday June 23rd – Tennis Court 7pm
In attendance; Daren Coles (Chairman) Peter Toms (Men’s Team Captain), Paul Kaye (Treasurer)
Clare Jackson (Mixed team Captain & Welfare Officer), Ollie Toms (Coach), David Stark
Apologies; Peter Venus, Sybil Hooper, Glennis Toms, Brendan Murphy, Harry Stark, Charlie Stark
The previous minutes were adopted and approved by the meeting; proposed by Paul Kaye and
seconded by Peter Toms
Chairman’s report
Covid impact
We held no AGM, but the committee did meet via Zoom meetings, so we were able to keep the club going, albeit in an enforced frozen state.
We have not been able to play any Essex small club league matches for over a year, the league fixtures have recently been reinstated, so our Men’s and mixed teams will continue in this popular friendly league.
Peter Venus will be resigning from his role as Social Secretary at this year’s AGM
We really appreciate Peter’s efforts in organising such successful Xmas dinners and know how much work goes in, collecting monies, menu’s is always a nightmare. Peter initiated entertainment which was a new feature of the Xmas dinner and has worked so well.
The meeting thanked Peter for all his hard work.
Membership
The year 2020 wasn’t a total whitewash as some play was reinstated in the summer but the lockdowns impacted our membership renewal date, which was moved out to 1st July.
When the courts re-opened the demand to play was very high and we increased membership, due in part that Tennis was one of the first sports to be allowed to restart. It is hoped these new members will stay with us and keep enjoying the game.
Current Memberships (corrected following AGM as the exact number needed checking
Adult - 60 (55 in 2019)
Family – 21 (16 back in 2019) 60 players
Junior – 10 (9 back in 2019)
Student -4 (3 back in2019)
The court surface is suffering some root damage and it’s a concern, as it will soon in impact on the safety of the court, so we are a pursuing a request to the Parish council and Gaces Charity to remove one Lime tree near the court entrance.
Resignation
The Chairman Daren Coles has offered his resignation after 6 years in the role and therefore the role will be elected later in the meeting.
The chairman thanked the committee for their support and was looking forward to playing more tennis in the future.
Thanks
Paul Kaye – Taking on the Treasurers role
Peter Venus – for organising such a successful Xmas dinners
Peter Toms & Clare Jackson for running our teams
Ollie Toms – for continuing to develop his coaching with us, in particular the juniors and term holiday sessions and competitions
Treasurers Report
Paul stated that the finances remain in good shape, continue with the strategy of our income being invested and the remainder held in our cash reserves to cover annual expenditure.
Long term court maintenance - PT noted that the courts were last re-laid in the summer of 2011 with a long term investment plan designed to produce sufficient cash to re-lay the courts again at the end of their expected life span in 2032. They were last cleaned, repaired and repainted in the summer of 2019. PT to produce an anticipated costs forecast to check we would meet the long term plan with an anticipated repaint/repair etc in 2025/26 plus provide for extra interim repairs and maintenance as needed.
Team Captains report
Peter Toms (Men’s)
Covid impacted the season significantly, however, the new league has restarted and the team have started to play matches in the Premier league.
Clare Jackson (Mixed & welfare role)
Clare had received from the LTA (Alan) re a safeguarding inspection, plus his reply to my initial query.
Alan seems very approachable and happy to help and answer my questions.
He did say that meetings normally last between 60-90 minutes, late afternoon is fine or he can visit in person if we prefer.
He knows we are currently changing chairman and there is a lot to sort out on the front.
I will look at this in the coming week and see what's involved with the self-assessment.
If I need your help or support, I'll ask 😊
Mixed games had recently started and the team were looking forward to completing the fixture list in Div 1
Membership , Court Bookings & Match Fee’s
The Chairman informed the meeting that the booking system continues to be working well.
The financial situation of the club was agreed to be good and sound, but the rates had not been increased for several years and that an increase this year would further support the sink fund for a new surface when it’s required
New membership rates
Adults-£50
Juniors (under 16) £15
Students over 16 and still studying £20
Family two adults, plus any child under 16 £115
Election of officers
The Chairman Daren Coles declared that he will be resigning, and that Peter Toms had offered to take on the role.
Peter Venus was also resigning, and the meeting decided that it the new chairman will consider whether a social secretary role was required in future.
David Stark declared that he would be willing to take on the Men’s team captain role.
Peter Toms was Proposed and Seconded as Chairman by Clare Jackson and Paul Kaye respectfully and the meeting voted unanimously.
David Stark was Proposed and Seconded as Men’s team captain by Peter Toms and Daren Coles respectfully.
Paul Kay agreed to continue as Treasurer
Clare Jackson agreed to be Mixed team captain and continue with her Welfare role.
Coaching
Continued to coach for both adults, although Covid restrictions have impacted sessions significantly. Hopes to continue to run his thriving junior programme which includes groups, holiday camps, individuals & tournaments along with adult schedule of groups & individuals.
AOB
David Stark brought up the wind breaks item which was last discussed at the 2019, he asked if the club would be reconsider fitting wind breaks; the meeting discussed the pros and con’s. The new Chairman will consider this as views were mixed.
David Stark also asked if the trial for mixed sessions on Saturday mornings could be ended. He felt that it hadn’t been successful being poorly attended by our lady members. He would prefer the session returns to Men only as it may be discouraging some male members playing as the male banter/ social talk may be curtailed due to the session being mixed; whilst also reminding the meeting that the Ladies have a section mid-week.
David wanted a vote, the meeting discussed this item, again there were mixed opinions, thus the new chairman will consider all views and will make a decision shortly.
Daren Coles mentioned an issue with some family members booking both courts – All agreed this wasn’t acceptable, therefore a communication to the membership may be required if the issue continues
There being no further business the meeting closed at 8.40 pm