BIDFORD ON AVON TENNIS CLUB Established 1951 COME TO THE ANNUAL GENERAL MEETING ON 6TH APRIL 2009  TO :- AIR YOUR VIEWS , HELP SET THE FEES, CHANGE THE RULES , STAND FOR A COMMITTEE POST, OFFER YOUR HELP, TELL US HOW THE CLUB SHOULD BE RUN , BRIGHT IDEAS FOR FUNDRAISING BETTER FACILITIES. IN THE CLUBHOUSE 7.30PM ALL MEMBERS WELCOME AND URGED TO COME       Bidford Tennis   NOTICE OF AGENDA FOR THE ANNUAL MEETING TO BE HELD 7.30pm ON 6th APRIL 2009, AT THE CLUB PAVILION                                                                                     A G E N D A                                                                 Members Present & Apologies:  1.                                                             Minutes of the Last Meeting 2.                                                             Matters Arising 3.                                                             Chairman’s Report 4.                                                             Secretary’s Report 5.                                                             Junior Secretary’s Report  6.                                                             Treasurer’s Report & Presentation of Balance Sheet 7.                                                             Club Team Captain’s Reports 8.                                                             Membership Secretary’s Report 9.                                                             Amendments to Club Rules 10.                                                          Appointment of Auditor for 2009/2010 Accounts 11.                                                          Election of Officers for 2009/2010  12.                                                          Club Subscriptions for 2009/2010 13.                                                          Any Other Business                 MINUTES OF THE ANNUAL GENERAL MEETING 2008 Date Thursday 10th April 2008 Venue The Club House Present Malcolm Dewsbury Val Hamblin Liz Bruner Stephen Page    Paul Bruner       Ruth Price Simon Price Kata McLennan-Horgan Natalie Green Colin Green Corin Bishop Apologies Louise Sumner Anne Dewsbury Paul Haffner       Steve Finley Lin Lisle Andy Gretton The meeting commenced at 7.45pm 1.            Minutes of last Annual General Meeting The minutes of the last meeting dated 17th April 2007 were read out. They were accepted by the meeting as a true and accurate record and the Chairman duly signed them. 2.         Matters Arising The Chairman advised the following in response to matters arising from last years meeting: ·         The flood light token meter had been replaced & arrangements made for the sale of tokens. ·         The proposed gate between the tennis & bowls club has been installed, although not without disagreements. ·         The electric meters within the clubhouse had still not been covered in. This item is to be resolved during the next committee meeting. Other matters arising will be covered by the agenda.

3.         Chairman's Report The Chairman, Malcolm Dewsbury gave his report on the 2007 season. He highlighted the ever-increasing need to raise funds for future resurfacing works and general repairs. During 2007 the club had generated additional monies through junior coaching & fundraising activities such as the BBQ & Presentation Dinner, however we need to increase the rate at which monies are being generated through increased membership. To achieve this greater effort should be put on advertising the club. His report also included an update on the repairs to the damaged perimeter fence, which had been completed during the last week & advised that arrangements have been made for new nets & posts. Efforts are to be made to resolve the continuing disagreements with the adjacent Bowls club due to issues such as the gate. 4.            Secretary's Report The Secretary, Colin Green read out a report thanking other members of the committee for their valuable contributions to the meetings during 2007. It was with regret that he will be standing down as he feels that he cannot dedicate the necessary time to the role this year due to increasing work commitments. He expressed his wish to remain on the committee & confirmed his intention to assist with other key tasks to maintain the club. 5.         Junior Secretary's Report Natalie Green read out a report covering junior section membership. Membership was very healthy during 2007 & the season finished with 81 members (30 girls / 51 boys). She advised that she would be making some improvements to the membership forms before issue for the 2008 season. Anne Dewsbury had prepared a report regarding club coaching & social tennis, which was delivered by the Chairman in her absence. The report detailed the success of the various club tournaments & thanked Balti Hut for donating an Under 16 girl’s shield. The coaching courses have been well supported with 30-35 juniors regularly enrolled on the 6-week sessions. Thanks were given to club members for providing the best refreshments & hospitality to other clubs during the various matches. 6.            Treasurer's Report and presentation of Balance Sheet. The Treasurer, Stephen Page, circulated a copy of the accounts for year ending 29th Feb 2008 showing an income minus expenditure of £4667.48 for 2008. The balance sheet as of 29th Feb 2008 shows the club funds standing at £11269.68. Last year a new auditor, Mr. J.N. White F.C.A who has offered to provide his services again this year, has endorsed the accounts. The club accepted his offer & a vote passed to donate a gift to him to the value of £45. As the club funds are not benefiting from a high rate of interest a new more suitable high interest account is to be investigated. Stephens report also advised that the membership fees next year need to be carefully considered due to the compulsory fees associated with British Tennis membership. He also expressed his regret that he would be standing down this year due to changes within his work commitments. 7.            Captain's Reports Ladies A Team – Lin Lisle  Lin Lisle had prepared a report, which was given in her absence. Winter League – despite a disappointing 2006 season, which saw the team’s relegation to division 2, the team won the Div 2 trophy in 2007 resulting in immediate promotion back to Div 1 for the 2008 season. Well-done Ladies! Summer League – The club only field one ladies team in the summer & getting a full team is often a problem, however the ladies always perform well, this year being no exception as they have won Div 1. Lin expressed her thanks to all who supported the teams. Ladies B Team – Val Hamlin  Val reported on the team’s participation in the Stratford Ladies Winter League Div 3. 10 matches resulted in 7 draws & 3 defeats, which left the team equal on points with Alcester. Unfortunately having won 1 less set than Alcester, Bidford have been relegated to Div 4 for next season. Val expressed her thanks to all who played in the team & is confident of promotion next season. Men’s A Team – Simon Price Simon Price forwarded his report for the winter & summer seasons.  Winter League – A good season which saw the team winning the Div 3 trophy in 2007. Summer League – The team played in Div1 of the Pruden League & was lucky not to be relegated this year. Hopefully the team can produce better results this year. The mixed league was also a difficult season &resulted in a final position in the lower half of the table. Men’s B Team Winter – Paul Bruner Paul gave a brief report for the season during which many different players participated. The results were mixed but the team finished the season in a respectable mid table position. Men’s B Team Summer – Paul Haffner In Paul’s absence Simon Price gave a brief report for the summer season, which saw the team coming bottom of their division. Men’s C Team Summer – Paul Bruner Although finishing bottom of the league Paul expressed that the C team had thoroughly enjoyed the season & would be back next year to continue the now famous Balti Hut after match festivities. 8.            Membership Secretary's Report The Membership secretary Kata presented her report. Adult membership during last season was down 10 even though 8 new members had joined. An increased effort is required this year to secure current membership renewal & attract vital new adult members to the club. She recommended that part season membership fees should be formalized. (See item 12) As in previous years the membership renewal forms will indicated that any fees not paid by end April will exclude that member from entering the Wimbledon ticket draw. 9.         Amendments to Club Rules The club members voted to change rule 4C of the club rules relating to payment dates of membership subscriptions. It was agreed that payments for the forthcoming season would be due 21 days after the date of the last AGM. 10.       Appointment of Auditor for the 2008/2009 Accounts Mr. J.N. White F.C.A had confirmed that he was again willing to audit the accounts for the forthcoming season. (See item 6) 11.       Election of Officers Election of Officers: proposed by the retiring Management Committee POSITION MEMBER PROPOSED BY ELECTED President Val Hamblin Chair Yes Hon. Vice President Corin Bishop Chair Yes Hon. Vice President Graham  Jackson Chair Yes Life Vice President Don Meyrick - - Life Vice President Joy Meyrick - - Life Vice President E. Smith - - POSITION CANDIDATE PROPOSED BY ELECTED Chairman Malcolm Dewsbury Secretary Yes Vice Chairman Vacant Secretary Corin Bishop Chair Yes Treasurer (& 50 Club) Liz Bruner Chair Yes Membership Secretary Kata McLennan-Horgan Chair Yes Junior Secretary Natalie Green Chair Yes First Committee Member Colin Green Chair Yes Second Committee Member Stephen Page Chair Yes Third Committee Member Ruth Price Chair Yes Paul Bruner offered to continue producing the club newsletter & Anne Dewsbury supporting the Junior Secretary with social tennis & coaching assistance. With regard to Club Vision the new committee are to discuss this matter as Corin Bishop also attends the related meetings & could report back to the committee. 12.       Club Subscriptions for 2008/2009             The following increase in subscriptions was proposed & agreed as follows:

Category of Membership Current Membership £ Proposed Membership £ Increase/ Decrease £ Junior (under 16) 25 26 +1.00 Full time Student & Intermediate (up to 18) 28 30 +2.00 Senior 78 80 +2.00 Family (2 adults & any juniors) 156 160 +4.00 Flood-lit (1st October to 31st March) 40 42 +2.00

The membership increases were proposed by the Chairman and seconded by the Secretary. Increases were unanimously carried. It was agreed that new members joining the club after the start of the season but before 1st October would be charged the full years subscription. New members joining after 1st October would be charged the floodlit membership fee. The same will apply to junior members whereby half the full fee will be applicable for new members joining after 1st October 13.         Any Other Business ·                Revenue generated by the sale of floodlight tokens is to be monitored. ·                Floodlight token required by the team captains for use during league matches are to be donated by the club free of charge. ·                Tournament boards on display within the clubhouse are to be updated to include recent winners. Next Meeting The date for the next meeting of the newly elected committee was confirmed as 15th April. There being no other business the meeting was closed at 9:25pm Signed ……………………………….  Chairman Signed ……………………………….   Secretary Dated ……………/………/   2008..….