MINUTES OF THE ANNUAL GENERAL MEETING
MAY 1[st] 2024
CHAIRMAN’S REPORT
As I sit down to write what will be my final report as chair, I wonder where 5 years has gone? It seems to have flown by in some moments and dragged indeterminably in others. I guess that’s life in general and when we look back, we can see clearly – Hindsight is always 20/20!
There has been a large amount of change in the last 5 years; we reincorporated as a charity, changed coaching provider, changes to the facilities, changes to the technology, new court surface, wrangled with planning and the council and last and by no means least, COVID!!! That was an extraordinarily tough time for everyone and trying to keep the club open and running with enormous amounts of paperwork and ever-changing goalposts, legislation, health learning and management, I could go on, kept us crazy busy. We got there!
We got there as we all pulled together. As a community club we are the value of our membership and the community we create. We are a volunteer led organisation driven by our passion and love for our sport. We are a micro-community within a greater one, and one that I am very proud of. We have diversified our tennis offering, we engage through the coaching with all ages and offer community led initiatives and are award winning. We run events, support charity initiatives, invest in our youth and training and try to support those of us who may need a little extra help along the way.
For me this is what a club should be; a thriving bustling and sometimes challenging environment always looking for opportunities to grow, change and bring the experiences of the membership to the front. It never stands still.
As I stand down on May 2[nd] , I would like to thank each and every one of you for your continued keenness to play the sport I love and of course all of you who give up huge amounts of time and give so much effort to volunteer. Running the club and all the activities we put on takes a lot of effort, but it’s incredibly rewarding, without it we would be a much smaller and insular club. My thanks of course to the committee for their continued efforts and also to the coaching team who do so much more than just coach tennis. Every time I see Jody’s reminder message to the coaches about emptying bins, it reminds me we are all a sum of our parts.
So, in closing I wish the new committee whomever they be every success and I look forward to seeing you on a court sometime soon. Better watch out I’ve not played for months!
TREASURERS REPORT
HYTHE LAWN TENNIS CLUB Accounts 2023-2024
| INCOME | 2023-2024 | 2022-2023 | ||
|---|---|---|---|---|
| Subscriptions (net) | £51,042 | £52,559 | ||
| Guests | £555 | £371 | ||
| Coaching Court usage | £2,400 | £1,200 | ||
| Match fees, ball sales | £760 | £746 | ||
| Courtside Adverts | £200 | £442 | ||
| Acct Transfer | £85,000 | £- | ||
| Keys | £55 | £70 | ||
| Slinger | £74 | £- | ||
| Floodlights | £- | £533 | ||
| National league entries | £- | £568 | ||
| £140,086 | £56,489 | |||
| FUND RAISING AND SOCIAL | ||||
| Teas , socials (net) | £944 | £1,004 | ||
| Xmas Social (net) | -£1,734 | -£1,090 | ||
| Club merchandise | £137 | £107 | ||
| Tournaments | £- | £257 | ||
| Donations | £- | £240 | ||
| -£653 | £517 | |||
| Interest in C and C account | £2,069 | £663 | ||
| £2,069 | £663 | |||
| TOTAL INCOME | £141,501 | £57,669 | ||
| EXPENSES | ||||
| General expenses | £1,412 | £1,156 | ||
| Slinger | £175 | £- | ||
| Pavilion/ Ground maintenance | £11,768 | £6,335 | ||
| Court Maintenance | £92,779 | £12,820 | ||
| Broadband | £494 | £- | ||
| Everflow water | £240 | £396 | ||
| Waste - Trident | £744 | £765 | ||
| Electricity | £3,045 | £1,413 | ||
| CCTV and weather cam | £306 | £- | ||
| Ground rent | £3,200 | £3,200 | ||
| Coach payments (LTA courses) | £375 | £1,609 | ||
| Leagues/ Competition/ balls | £1,201 | £1,849 | ||
| Affiliation/ registration fees | £1,330 | £3,133 | ||
| Insurance | £957 | £1,202 | ||
| Loan repayment to LTA | £6,800 | £6,800 | ||
| Acct Transfer | £30,000 | £20,000 | ||
| Charity payment | £- | £237 | ||
| TOTAL EXPENDITURE | £154,826 | £60,914 | ||
| NET INCOME OVER EXPENDITURE | -£13,325 | -£3,245 |
Notes for Final Accounts for the year 2023-24
These notes highlight the main points of this year's Final Accounts.
The subscriptions for the financial year 2023/24 were £51,042. This includes early bird payments received this March that relate to the 2024/25 season.
We have repaid a total of £6,800 loans to the LTA. We still have outstanding loans of £5,400 that will be repaid in full by December 2026. As a requirement for our LTA loans, we have transferred £20,000 to our sinking fund to prepare for future court replacement. We withdrew £75,000 to pay for the works to courts 5-8. Our sinking fund now stands at £37,283.
The largest one-off expenses were:
-
Repairs to cracks in courts 5-8 (£10,776)
-
Laying of TigerTurf on courts 5-8 (£76,709)
-
Purchase of quad bike and brush for court maintenance and shed (£3,575)
-
Resurfacing car park (£7,000)
Major recurring expenses include ground rent (£2,400), electricity (£3,175), insurance (£957), league entry/ match balls (£1,201), affiliation fees (£1,330)
After expenses, our social activities including supper nights, quiz nights and summer Saturday teas raised a total of £944. Separately the Christmas social was subsidised by £1,734. We retain a total of £1,639 in our social fund.
We also made a charitable donation of £2,013 to Kent Surrey Sussex Air Ambulance. This was collected separately and did not form part of HLTC accounts.
| ELECTION OF | OFFICERS | ||
|---|---|---|---|
| Chair | Peter Ingelbrecht | Proposed by Hilary Casey | Seconded by Julian Keet |
| Vice Chair | Dave Hounsell | Proposed by Kathy Gran | Seconded by Gareth Coombes-Olney |
| Secretary | Hilary Casey | Proposed by Karen Ingelbrecht | Seconded by Harvey Mashiter-Yates |
| Celia Pascoe | Proposed by Benita Parker | Seconded by Kathy Gran |
Following an initial vote at 15/15 with some members abstaining, another vote was held and all raised hands were counted and checked by members of the Committee. Celia Pascoe was elected 18/17.
Treasurer Andy Macleish Proposed by Dave Hounsell Seconded by Karen Ingelbrecht Membership Tracy West Proposed by Andy Macleish Seconded by Alfie Adcock Secretary Match Fiona Michie Proposed by Amanda Milnes Seconded by Harriet Edwards Secretary
Remaining maximum of 6 commitee members
All present voted by paper ballot, counted by our Treasurer
The following were elected: -
Gareth Coombes-Olney Karen Ingelbrecht Julian Keet Harvey Mashiter-Yates Kathy Gran Malcolm Mackenny
Chris Hollands as Head Coach is the only non-elected member of the Management Committee