EGM HELD ON THURSDAY 15TH SEPTEMBER 2016 AT 7.30PM

IN THE CLUBHOUSE AT CAMBERLEY LAWN TENNIS CLUB

Present:  Geraldine Carter (Chairman), Roger Jeynes, Linda Cantwell, Liz Mithani, Hilary Saunders, Mary State, Chris Etherton, Tony Motton, Deborah Miller, Sacha Williams, Wendy Sargent, Helen Manning, Jane Thomas, Avril Milne, Sarah Russell, Jane Smith, Chris Bangay, Alan Carter, Chris Rodwell, Russell Gibbs, Lesley Batt, Tony Cooper, Susan Harvey, Dennis Cantwell, Quentin Brodie-Cooper, Francesco Paccalone, Corin Moore, Liz Burr, Bob Fletcher, Colin Cochrane, David Gill, Hilary Dyce, Fred White, Beryl White, Emma Heath, Carol Stanton, Paul Stanton, Sue Moore, Lynda Hannington, Jill Lederer, Suzanne Winship, Kerry Stanton, David Hill, Ken Thompson, Linda Roach, Matt Marlow

Apologies were received from: Brian McBride, Liz and Keith Hedges, Christine Allen, Gaye Nowak, John O’Brien, Howard Ford, Charlotte Dunham.

The meeting was called to vote on the following proposal submitted to the committee:

"Regarding the Committee choice of tarmacadam as the preferred option when planning the re-surfacing of Courts 1, 2 & 3. This decision should be rescinded or delayed to enable, at a later stage this year, the opportunity for all Members to vote on an alternate surface, or tarmacadam, and for further tests to be carried out to evaluate and remedy the existing drainage problem."

The following is a brief account of the meeting:

• The proposers were asked for their reasons for submitting the proposal, and why they had not done so until 7 months after the AGM at which it was agreed that the decision would be made by the committee.   Calum, Corin and Sacha all spoke.  Basically they felt that those who played at other clubs preferred the alternative surfaces available such as artificial grass and artificial clay, and that tarmacadam is an outdated surface.  They felt all members should have the chance to vote on their preferred choice of surface.  No-one gave any reason for the lapse of time.
• Quentin explained that the committee had carried out detailed investigations with regard to all surfaces.  A whole range of factors was taken into account, including what might be most suitable for the juniors and their coaching sessions, as they comprise about 50% of the membership but, because of their age, would not be eligible to vote.  Overall, tarmacadam was considered to be the most sensible option for our club.
• There was a suggestion that this is a vote of no confidence in the committee.
• It was also suggested that some of those who presented the proposal might like to be part of a sub-committee to carry out the work involved in further investigation.
• The drainage was mentioned briefly and Susan Harvey said that it should be possible to get a ‘guarantee clause’ from the contractor so that any future drainage problems are covered. 
• Not surprisingly some members were keen to discuss the various types of surface but this was not the objective of the meeting.
• Geraldine asked for a show of hands from those who supported the Proposal.  32, out of the 46 present, voted for the Proposal so it was carried.
• A sub-committee will be formed to carry out the investigations and report back to the Committee.
• Full details of each type of surface, advantages, disadvantages, costs, maintenance costs, and required future subscriptions will be distributed in due course to all members.
• At the moment our Constitution does not allow members to vote by post, e.mail or by proxy.  At the AGM the committee will ask for approval to a change to our Constitution to address this issue.
• Assuming that this change is approved, members will be asked, after the AGM has taken place, to vote on the choice of surface.

Geraldine thanked everyone for coming and the meeting closed at 8.15.

Linda Cantwell

Standing in for the Hon Sec