## **Trustees' Annual Report for the period**
||Period start date|Period start date|||Period end date|Period end date||
|---|---|---|---|---|---|---|---|
||1st|October|2024||30th|September|2025|
|**From**||||**To**||||
## Section A Reference and administration details
**Charity name** Medstead Lawn Tennis Club **Other names charity is known by** Medstead Tennis Club **Registered charity number (if any)** 1203978
Medstead Lawn Tennis Club
**Charity's principal address** Tony Chivers Clubhouse, Roe Downs Road Medstead Alton **Postcode** GU34 5LG
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||James Bowling|Chair|||
||Alison Smallwood|Secretary|||
||Helen Mullenger|Treasurer|||
||Stephen Bicknell||||
||||||
||||||
**Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Designation Dates acted if not for whole year**
## **Names and addresses of advisers (Optional information)**
**Type of adviser Name Address**
## **Name of chief executive or names of senior staff members (Optional information)**
**TAR**
**September 2025**
1
**Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document
Constitution last amended May 11[th] 2023
- (eg. trust deed, constitution)
Charitable Incorporated Organisation How the charity is constituted
- (eg. trust, association, company)
Trustees are appointed or reappointed annually at the Annual General Trustee selection methods Meeting held in November each year.
- (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
The Medstead Lawn Tennis Club Charitable Incorporated Organisation (the CIO) was established in 2023 by the Trustees, with the intention of transferring the assets, activities and members of the unincorporated members’ club Medstead Lawn Tennis Club.
The transfer occurred on March 10, 2025 following the signing of a new lease for the premises. The trustees have delegated the running of the club to a committee. The Committee and the Trustees are all unpaid volunteers who are elected or re-elected by the club members at the Annual General Meeting.
The club is a Lawn Tennis Association (LTA) Registered Venue, and thus its members are subject to the rules and governance of the LTA. This includes the requirement to have a qualified coach, suitable safeguarding rules and other appropriate governance/procedures.
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
To provide facilities for and the promotion of community participation in **Summary of the objects of the** healthy recreation, in particular the playing of tennis. **charity set out in its governing document**
The club maintains its facilities (three hard tennis courts, floodlights, a practice wall and a club house) to provide year-round access to members **Summary of the main activities undertaken for the** and visitors to play tennis. **public benefit in relation to** The club facilitates tennis at all levels, including senior and junior social **these objects (include within** tennis, regular coaching sessions with a professional coach, fielding **this section the statutory declaration that trustees have** teams in district tennis leagues, club box leagues, club tournaments and social events. **had regard to the guidance issued by the Charity** The Trustees ensure that the charity continues to operate for the public **Commission on public** benefit, within the law, within the terms of its constitution and subject to **benefit)** the requirements of the Charity Commission.
**TAR**
**September 2025**
2
## **Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
**Summary of the main achievements of the charity during the year**
The main achievements of the CIO during this reporting period are:
1. Successful renegotiation of a 7-year lease for the grounds used by the tennis club.
2. Transfer of the assets, liabilities and membership of the pre-CIO Medstead Lawn Tennis Club to the CIO. This occurred on March 10[, ] 2025. Note that the financial return shows the transfer of the assets (bank accounts) as of the 10 March 2025 and the subsequent receipts and payments for the remainer of the reporting period.
3. Provision of a successful coaching programme throughout the year. providing three different levels of weekly coaching for adults, and four different levels of weekly coaching for juniors, including a new session being run as an after-school club for the local infant/junior school.
4. Fielding nine teams in the East Hampshire District Leagues. This enables a wide standard of members to play, including specific women’s, men’s and mixed doubles teams, and day time leagues for Veteran mixed teams. Notable successes are the Veterans A team that came second in their league, the Mens A and B teams that came mid-table in Division 1 and 3, and the Mixed B team that ended up near the top of their table.
5. Regular Social tennis groups - these include very well attended weekly men’s morning and organised evening social tennis, plus various sessions organised by individual club members.
6. Weekly Junior sessions with a professional coach. 7. Running a successful Club Tournament, including a range of singles and doubles adult competitions played across the summer, with a finals day in September, plus separate tournaments for junior singles and doubles.
8. Maintaining a healthy membership level of around 185 members, with 139 adults and 46 juniors (nearly half are female, the Lawn Tennis Association has a specific ambition to increase the participation of Women and Girls in tennis).
9. Developing detailed plans to replace the Club’s dated flood lights with more energy-efficient LED flood lights and applying to secure grants to fund the upgrade.
10. Installing new infra-red heaters in the clubhouse, to prove heating for post match teas in winter.
11. Various maintenance activities including appointing a new grounds maintainer, to provide regular mowing and weed control, plus annual hedge maintenance.
12. Transfer to a new electricity supplier with a much cheaper tariff.
**TAR**
**September 2025**
3
## **Section E Financial review**
**Brief statement of the**
**charity’s policy on reserves**
As a tennis club, there is a requirement to repaint the three tennis courts approx. every five years, and to completely resurface the courts (approx. £15,000 per court) every eight to ten years. Additionally, it is planned that the ageing floodlighting will be replaced with more efficient LED lighting, and the netting around the courts is due for replacement.
The Trustees ensure that reserves are built up to pay for these major cost items.
**Details of any funds materially in deficit**
None
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
- investment policy and objectives including any ethical investment policy adopted.
The charity’s main source of funding is the membership fees, with additional funds raised from match fees and entry fees for the summer tournament.
For specific infrastructure improvements (e.g. updating the floodlighting to more efficient LED lighting), we are applying for grants to cover part of the costs, from local grant-making organisations.
- The focus of expenditure, is to maintain the club’s facilities and grounds, provide flood lighting to enable tennis to be played in the evenings, provide some club paid for supervision for junior sessions, and specific training sessions for adults, and to provide tennis balls for club organised events including social tennis.
Expenditure this financial period included the legal costs of renewing the ground lease, and to transferring the pre-CIO Medstead Lawn Tennis Club to the CIO.
## **Section F Other optional information**
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s) Full name(s)** James Bowling Helen Mullenger **Position (eg Secretary, Chair,** Chair **etc) Date** November 3, 2025
**TAR**
**September 2025**
4
CHARITY COMMISSION
FOR ENGLAND ANO WALES
18dsW Lawft T8nnfs Club
1203978
Recei
tsand
ments accounts
CC16a
Forthe perfod
trom
0111012024
To
3010912025
Section A Receipts and payments
Unrestslcted
funds
to lh• n•arMt
Re5tn"cted
funds
toth• nMrwt£
Endowment
funds
toth• tttsr••t£
Totsl fund•
Last year
toth•
to ihÈn•arg¥tf
A1 Racèl
s5ph"on8
Match F88$
Visltor Fe3
Toumernent Fe¢s
Don$
722
27
229
113
Pa
nttrdubowani&&S Ccothng
Inleresl IAesetYe ACuntI
ss income
382
AR)
11719
11719
$¥•t an
nveBtm•
0$,
11719
A3Pa
ments
CapiL4VL8rg& &r•{Repl*
la
J*nes5 R8t•s
Bulkliw lrtBuranc•
ci
Club Maint•n•
H¢u*keeng
Grass Cutbry KW8•Jln
Hedge & Tree Cthbno
Fire Protectson maint&r9
Web811e & othor IT Onlin•eows lth>n8in
20$
205
187
192
192
375
180
377
37fj
J77
11
674
Tennis BEIII
League E
TrophiesIEnoraQ
Sorlel Eventscosts
uardino DBsifraining
GDC8rdkn63 Memknhip handi
Lt•se R•Mwal Costs
6T4
110
79
41
134
3.686
,74B
110
42
134
3,666
8,788
Sub total
A4 Asset and Investment
Sub total
8.788
8,78B
hl•t of recwpW(paym8ntsJ
A5 Transfer bfrtween funds
A6 Cash fund$ last yèar end
lTrnsferred frompre-CIO t&nni$
dub 1/4r2025
Cosh funds thls yearend
3.931
3.931
50.930
54.861
50,930
54.861
CCXX R1 aOUlts ISSI
2011012025
Section B Statement of assets and liabilities at the end of the period
unr•Stet8d
funds
to ts•areJi£
Restrlcted
fund8
to neaT8St£
Endowment
lunds
to ngarnBt£
Categorfes
Del?11s
B1 Cash funds
Ch8queAnt
52A65
Total cash fiinds
54.861
Unrestrlcted
funds
R•striet•d
fund$
Endowment
funds
Deta113
to
to ngavp5t£
lo
Fund towhl¢h
assèt b•lo
vrr•nlv•l
onal
83 Invo8tment a880ts
Fund towhlch
Co8t lopUoMII
¢¥rr•ntv4lu•
84 A88et• retalned for tho
charlty's own use
Pawllcfi Indudlngfftdngl
TènntsC4uii•
Floodlighls
Fenung
Fund towhlch
Then due
on
BS Liabilitiè8
Soned by one or ts¥o trustees o
behalfol all the twstees
Signature
Print Name
Date of
roval
Hebn M Mullenr
LJ
J8mes B0Ing
CCXX R2 accounts ISSI
20110r2025