Annual General Meeting 15 th March 2018 7.00pm Stuart Beaton, Chairman
Stowmarket Lawn Tennis Club Meeting Agenda 1. Introductions and Apologies 2. Approve the Minutes from the last AGM 8 th Mach 2017 3. Matters Arising from the Minutes 4. Receive the Chairman’s Annual Report 5. Treasurer’s Report including receiving and adopting the Income and Expenditure Statement and Balance Sheet for end Jan 2018 6. Reports from Team Captains – including formation of teams for the Summer League 7. Coach’s Report 8. Election of Officers: Committee 2018-2019 I. Departing Members II. Election of 2018 -2019 Officers III. Confirmation of Vacancies IV. Update to Honorarium 9. Proposal for 2018-2019 Subscriptions and Match Fees I. Details of membership process 10. Proposal for Summer Tournament and election of Sub-Committee 11. Proposal for Conversion of court 1 to on-line only booking. 12. Proposal for revision of Club Rules (as needed) I. Adoption of the LTA Safeguarding and Inclusion Policies. 13. Any Other Business I. Open Day 2017, Dome de-installation, Wimbledon Club Ballot 14. Close Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 1. Apologies Jenny Grainger Stella Saunders Sylvia Nicoll Judith Thompson Peter Frogley Andy Manning Sarah Hoare Linda (may make it) Clive Drayton Jean Beecroft Sue Payne Steve and Angie Wells Lucinda Rogers Correspondence Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 2 Minutes from 2017 Minutes recommended for approval to AGM 3 Matters Arising - Secretary Progressive, Welcoming, Friendly and Fun
4 Chairman’s Report 2017-2018
Stowmarket Lawn Tennis Club 117 years in the making 2017-2018 has been ‘steady she goes’ Club continues going from strength to strength A long history, a proud reputation of being friendly, welcoming and fun Sustainability remains the focus The choices we all make now will help ensure our children and their children will still have a great Club to run long into the future Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club Growing the legacy Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club Punching above our weight…. Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4. Annual Report 248 246 members – record yr Club: • 4.6% membership increase on last years very strong membership • Families now the biggest membership category – 1/3 rd of the Club 2017 AGM – objective to retain a surpluss of 15-20% • Actual Surpluss of 41% however, various expenditure has been deferred • Refresh Clubhouse - £500-£1000 • Dome Back up Power - £2000 • Court side furniture (seats, score boards) £1000 So, deducting deferred expenditure, surplus would have been 28% - above target. Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Annual Report The Club is it’s members, and their contribution continue to ensure the Club’s sustainability and longevity Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey Results • Designed to give members a forum to provide feedback directly to the committee • Anonymous • Questions considered in context of Club • Answers fed directly into committee • Helps the Committee develop strategy and direction for club moving forward • Good bad or ugly, all feedback is welcome Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey This was 6 weeks, and courts were in full use. No logged injuries Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey Action taken Action taken Action taken Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey Action taken Refer later in agenda Nothing logged in accident book Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey 75% Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey - Suggestions Chairman asked for volunteers. None came forward Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey - Suggestions Planning issue with houses Action taken Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey - Suggestions Action taken Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club Not a feasible 4 Survey - Suggestions proposal Many emails through year explaining this Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey - Suggestions It was 6 weeks, and the original OEM is much preffered. Again, looking for volunteers to run Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey – Club Values Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Club Values Feedback Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey – Member Satisfaction Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 4 Survey – Member Satisfaction Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club Defib Training Progressive, Welcoming, Friendly and Fun
5 Treasury 2017-2018
2017/18 Accounts • Receive and adopt the Income and Expenditure statement from Financial Controller
2017/18 Financial Highlights • Increased governance throughout the year • Income up almost 7% on last year • Expenditure down 31% on last year • Resultant transfer to capital reserve of £12,880
Stowmarket Lawn Tennis Club Income and Expenditure Breakdown Income Expenditure 1% 6% 93% From Members From Guests Other Maintaining & Improving the club Running the club Other Costs Income is from the members and is used to maintain and improve the quality of tennis facilities available to the members and cover expenditure for the short and long term. Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 5 Year Forecast – Assumptions • Income based on 211 members of current profile • No inflation assumed on either income or expenditure – however there is a 2% increase in fees to cover the membership reduction if it happens. • Used committee experience to forecast upcoming capital expenditure • Very much a work in progress Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 5 Year Forecast – Capital Expenditure One Off Costs 2018/19 2019/20 2020/21 2021/22 2022/23 Forecast Forecast Forecast Forecast Forecast £ £ £ £ £ Dome Replacement 12,000 Court Resurfacing Back Fence Replacement 2,000 Front Fence Replacement 2,000 New Floodlights 20,000 Total One Off Costs 0 2,000 2,000 32,000 Our surpluss this year allows us to plan ahead for major expenditure in the next 5 years Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 5 Year Forecast – High Level Numbers 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 Actuals Forecast Forecast Forecast Forecast Forecast £ £ £ £ £ £ TOTAL� INCOME 31,329 27,919 28,428 28,428 28,428 28,428 TOTAL� EXPENDITURE -18,449 -24,500 -24,020 -24,140 -24,260 -24,380 Transfer� to� Capital� Reserve 12,880 3,419 4,408 4,288 4,168 4,048 Major� Repairs� and� Improvements 0 0 -2,000 -2,000 0 -32,000 Closing� Cash� Balance 67,383 70,803 73,210 75,498 79,666 51,714 Closing surplus forecast of £51K 2022/2023 with capex fully covered by out own funds. No debt. A huge achievement to be able to forecast this today Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 5 Guest Fees • Thank you for your honesty. • Important to sign in before play, ensures guests agree to rules • Honesty system has performed well, no need to change • Some family members still not being signed in • Please continue to ensure all guests are signed in and paid before play. • Membership is at risk if this is not adhered to Progressive, Welcoming, Friendly and Fun
6 Team Captains LADIES, MENS, MIXED, WINTER FLOODLIT • Team updates • Confirm practice sessions and process
Stowmarket Lawn Tennis Club Captains Progressive, Welcoming, Friendly and Fun
Practice Dates for 2018 Teams Mens Ladies Mixed Date: Wed Date: Sunday Date: Saturday 11 th April 7pm 8 th April 2-4pm 24 th March 2-4pm • Come along to the practice if you are looking to play in the teams • Connect with and discuss your availability with the captains • They will advise dates/entry to the teams Ladies1- finished second and being promoted to div 1. Mixed1 - one match unplayed due to weather and therefore no points awarded...meaning we get relegated and will now be in Div 3
7 SENIOR COACH REPORT SENIOR COACH CHRIS CUNNINGHAM
8 ELECTION OF OFFICIERS Vote THE MANAGEMENT COMMITTEE
Stowmarket Lawn Tennis Club 2018-2019 Committee • No departures • Any Nominations/Challenges? Progressive, Welcoming, Friendly and Fun
Stowmarket Lawn Tennis Club 6 2018-2019 Committee John Reed President Progressive, Welcoming, Friendly and Fun
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