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| MAIDSTONE AND DISTRICT TABLE TENNIS ASSOCIATION AGM 2009 |
MAIDSTONE AND DISTRICT TABLE TENNIS ASSOCIATION
ANNUAL GENERAL MEETING
Meeting AGM 30/04/09
Date Thursday 30th April 2009 1930 hours
Location Civil Sports Club
Purpose AGM Business including Guest Speakers,
Presentation of Trophies, Election of Officers
Rule Changes and Development
MEETING RECORD
1. Present
Barming
I.Parkes, B.Lavis.
Civil Sports
R.Harris, T.Tydeman.
Coxheath
S.Simpson.
Hillreed
M.Sheppard, C.Creed
H de Walden
D.Shelton, A.Haisman, N.Valentine, M.Haisman.
Larkfield
J.Hall, R.Hart, T.Coleman.
MWMC
M.Bull, D.Frarey, M.Cripps, D.McConkey, B.Skates, J.Cooper, D.Goodwin, E.Skates, T.Knowler, P.Woollven.
S Valence
P.Newing, N.Hammond.
Trosley
R.Moon, B.Benge.
Total 28 attendees (7 more than 2008, 3 less than 2007).
2. Apologies
Barming - T Craig, T Smith, Civil Sports - R Pingram, Coxheath - M Hobbs, MWMC - M Hewitt, K Hewitt, Sutton Valence - R Pocock, S Friend
3. Minutes of 2008 AGM
The Meeting Record was signed off as correctly recorded with just one minor amendment at item 8 re: Allan Cooper Handicap Trophy report, provided by Julie in David Bettle's absence (not Janie as stated in record)
4. Matters Arising
None
5. ETTA Guest Representatives
The remit was to explain the ETTA Development Initiatives and where MDTTA and our club's can interface with these initiatives, followed by a Questions and Answers session.
Diccon Gray, ETTA Development Manager, explained the initiatives nationally that are in progress with the objective to motivate, inspire and encourage to make TT the most popular indoor sport. The ETTA has funding for turnover of £4m, affiliation fees providing only £120k of income. Recent strategy has been Club focussed, supporting establishment of Premier Clubs when there is already a team of volunteers in place. There has been massive investment in School infrastructures to get TT re-established. A Business Partner is now Sainsbury's, to restore TT facilities back into the old routes, ie Youth Club's Works Canteens. ETTA know communication has previously been poor but it is improving this, a major input has and will be the web site, making it more youngster friendly (ie Facebook and alike blogs). The meeting was surprised, as were Sport England to lean the ETTA did not know its actually playing numbers. TT is alone as a sport in this deficiency. The Sainsbury link will address this in the form of an Information System. Individual registration of players direct with the ETTA will begin to solve this and provide opportunities for better communication. Part of the strategy is to now look at offering different playing formats, as to both time of day and number of games - late nights are to be avoided, particularly for youngsters. The customary nine singles and a doubles evening match night is not so easy to facilitate now, as people's working regimes and travel have changed quite drastically in the last ten years.
Lisa Bosley, South Eastern Regional Development Officer, explained her core areas at present as Club developments, coaching links, assessing good causes for financial support, volunteer development, young peoples input including schools. Communication will be helped by a new South East web site, enabling and encouraging the sharing of good practice and a point for news and information. It is possible Lisa can assist with funding for projects whether it be coaching, tables or larger objectives. There are several funding sources but the best funding source for Club needs is currently Grass Roots (up to £5k). Large sums would need to be sought from Lottery Fund, Sport England, Arts Council. A document titled Kent Sports Development is the best local source for issues being addressed in our county. There are now 7 Competition Managers in Kent to foster competition in and between schools. Lisa's area is large and hence her time is driven to where the biggest gains can be obtained, however Lisa is first point of contact for ourselves on development matters.
The questions session raised the importance of networking between organisations; Clubs and Schools to further take up of players. The ETTA will help wherever they can if Club's and members identify causes/aims have a good return on effort or likely to be successful. Cost was for some the bottom line - Diccon felt we are cheaper than many other sports; a few members felt TT was not particularly a cheap sport. Frustrations were expressed on the cost of School sport venues and it was pointed out that a lot of paperwork is attached to seeking funding. Individual registration has been started and will next season be in operation.
Members will have noted their own relevant points raised in the ETTA talk and taken away any required documents from the ETTA display table. Thanks were given to Diccon and Lisa for attending and their presentation.
6. Chair Report
Julie gave specific thanks to: Hillreed for their sponsorship, the committee for its support and hard work, Roger Harris for work on the Development Plan which hopefully can progress this coming season, Colin Creed (Hillreed) and David Shelton (Howard de Walden) for attending most Executive Committee meetings as Club representatives which had been very beneficial in quickly resolving issues), Eve Skates for the lion's share of Handicap and Closed tournament paperwork as well as Barry Skates and Janie Cooper's help plus Martin Harris (Medway), who stood in when Eve was ill, all on the Closed tournament organisation.
Congratulations to all the winners of the tournaments, especially Chris Martin and Hazel Clucas our respective mens and Ladies Closed singles champions. The numbers at the Finals Night were a disappointment as were the few people who came to collect their trophies, especially as the 2008 AGM had asked for the Finals Night. Julie felt holding the closed as a one day event and the fact that the second hall at the Howard venue was unusable most of the time (cold and sun through the windows) meant it was administratively too hectic and we need to go back to two days or try something different.
Concerns on declining quality of refreshments offered to opponents had been raised. It is hoped this would be addressed next season.
A lack of entrants means there will be no Summer League this year.
Apologies for the Handicap Trophy were proffered to Division 1 players for the over zealous assessment of their handicaps. Julie had asked Eve to adjust them to make them more difficult, on the grounds that Division 1 nearly every year win the event. Clearly it was over done but will be corrected next season.
The Hog Roast and Garden Party tickets are still for sale, currently 70 of the 200 maximum have been taken up. There will be a marquee, food, music from Paul Malyon, magic from Martin Hobbs, games and quizzes and an evening disco.
7. Match Secretary Report
Two matches had to be adjudicated this season.
The number of late cards was 46 (42 last season)
Two cards had to be collected from the Post Office as they had no stamps. The £1.27 cost per card will be recovered from the offending clubs.
These levels of default are unacceptable.
Inclement weather (snow) caused 9 games to be postponed and played later in the season, some after the season's end.
8. Treasurer Report
A copy of the balance sheet was issued to the meeting. A copy is attached. There had been a deficit on the year of £761.59. This is approximately £3.60 per member and was mainly due to the higher cost of £834 on trophies, to replace the perpetual trophies (one off cost) and the higher quality individual winners trophies for the league. Several of the higher cost items and those with an increase over last season's expenditure were explained.
The general fund being carried over to next season stands at £5358 with £5171 in the Investment Account and £187 in the current account.
A balanced budget for next year was considered desirable. The Hon. Treasurer proposed to achieve this by a small increase in fees, along with savings on outgoings, in particular as the perpetual trophies cost will not be repeated this year. Dennis Frarey queried as trophies was a one off cost whether an increase in fees was necessary. David Goodwin felt we should not run down our reserves for a further season. On current numbers the proposed increase would provide additional income of £480.00
The fees increase proposed was £2 per team, £2 per senior player, £2 per reserve and retired player. Proposer David Goodwin, seconded by Trevor Coleman and Paul Woollven. The proposal was passed with 26 in favour and 0 against.
9. Allen Cooper Handicap Trophy Report
David Bettle apologised for delay in sending out match cards due to his current workload and hours. The division 1 handicaps over adjusted as only one Division 1 team got through the group stage this year (it was 9 last year). David's thanks were expressed to Julie and Janie for dealing with the administration from the quarter finals through to the finals plus to Peter Newing for coming onto the Handicap sub-committee and his assistance. Last years beaten finalists Sutton Valence A were this year's winners. Thanks to the Barming club for hosting the final.
10. Presentation of Trophies
Colin Creed for our Sponsors Hillreed with Diccon Gray of the ETTA presented the perpetual and individual trophies for each Division's winners and individual runners up plus to Neil Valentine of Howard de Walden as winner of the Mick Hibben trophy (for the best individual average).
11. Election of Officers
Julie handed the meeting Chair over to David Bettle.
The office of Chair was put up for election. The meeting confirmed all Officers were prepared to stand again and as a result asked that all Executive Officers were re-elected en-bloc. Chair - J. Hall, Vice Chair - D Bettle, Hon.Gen.Sec. - R Harris, Match Sec. - J Cooper, Hon Treasurer - D Goodwin. Proposer D.Frarey, seconder T.Tydeman.
It was also confirmed the existing elected Committee Members were prepared to re-stand and thee were included in the above en-bloc proposal.
Committee Members R.Moon, P.Newing, E.Skates.
Proposer D.Frarey, seconder T.Tydeman.
All the foregoing were re-elected with 23 in favour, 0 against and 3 abstentions. The meeting was returned back to Julie to Chair.
Barming, Hillreed and Hoard de Walden were welcome and encouraged to send a representative to the Association's Executive Committee meetings.
12. Rule Changes
The rule changes had been received and presented to the Club's in the due time require by the Association's rules. A copy was provided to all members at the AGM. The Executive Committee had reviewed the proposed changes and were generally in agreement. The reasons set on this copy were further explained by their proposer, Roger Harris. The seconders were Ray Moon and David Bettle. Discussion on each proposal took place and then voted upon.
Rule 4.5 re: Individual registration was further proposed by T.Tydeman and seconded by T.Coleman and was agreed with a large majority and nil against.
Rule 4.8 re: Demotion numbers was further seconded by T.Coleman and was agreed with 13 in favour and 7 against.
Rule 5.2 re: AGM attendance was further seconded by C.Creed and was agreed with a large majority and nil against.
Note for the purposes of Rule 5.2 it was understood any Club member attending the AGM is deemed to be a representative of the Club.
Rule 6.1 re: approved equipment was further seconded by T.Tydeman and was agreed with a large majority and nil against.
Rule 7.2 re: Match Cards was further seconded by C.Creed and was agreed by a large majority with nil against.
Rule 7.3 re: Conceding was agreed in principle but it was felt the level of fines should be increased in stages instead of one hit An Amendment was proposed by B.Lavis and seconded by T.Tydeman that the fine sum of £12.00 (instead of the original proposed of £20) The Amendment was agreed with a large majority and nil against. The original proposal therefore fell and was not agreed.
Rule 7.4 re: Late Conceding received an Amendment proposed by B.Lavis and seconded by T.Tydeman that the fine sum of £12 (instead of the original proposal of £30). The Amendment was agreed with a large majority and nil against. The original proposal therefore fell and was not agreed.
Rule 7.5 re: Signing on meeting received an Amendment proposed by B.Lavis and seconded by T.Tydeman that the fine of £10 (instead of the original proposal of £20). The Amendment was agreed with a large majority and nil against. The original proposal therefore fell and was not agreed.
The agreed Rule Changes were.
Rule Changes - amended the existing rule and with proposed change shown as word and word.
4.5 line 8. Entries from Clubs wishing to take part in the Association's activities must be submitted on the prescribed form to the Match Secretary by such date each year as laid down by the Executive Committee and must state names and addresses, and dates of birth of juniors and veterans all players and officials. The Executive Committee shall have the power to accept or decline registrations.
4.8 line 1. The number of teams in any division shall be as near equal as possible and may necessitate teams (including relegated teams) being placed in a higher division at the discretion of the Executive Committee. Preference shall be given to the lower divisions where numbers cannot be equal, subject to team strength being appropriate to the allocated division. Where required the Executive Committee can give notice to any of the higher Divisions, prior to the Signing on Meeting, that there shall be three teams demoted in that season.
5.2 line 1. The Association shall hold its Annual General Meeting, as stood in Rule 4, and any registered player may attend and vote at the Meeting. Every Club must send a representative to the meeting. Any Club not represented will be fined £20.
6.1 line 1. Each game shall be played and umpired under the current Laws of the ETTA, using any match ball, type and colour of rubbers, blades and glues which have official approval ITTF authorisation.
7.2 re Match Cards.
Line 2 delete £1 insert £2 and where 14 days or more late the fine shall be £5
7.3 re: Conceding Match
line 1 delete £6 insert £12
7.4 re: Conceding Match at less than 48 hours
line 2 delete £6 insert £12
7.5 re: Signing on Meeting
line 2 delete £5 insert £10
13. Development Plan
Julie passed the meeting over to Roger as sponsor of the Development Plan, a copy of which was provided to all members attending the AGM. The meeting was running behind schedule and as a result it was not practical to discuss the plan in full. Roger identified key elements, on which the meetings views were sought.
The first was the assessment of our intended 3 priority levels 1 to 3 (1 being top). After review there were no amendments requested by the members.
One of the top priorities is establishing a Feeder League for occasional players. It was suggested this could be assisted by liaison with the ETTA's Competition Manager. Another key top priority was creating new contacts to promote playing in our league. Ray Moon felt this could be a fundamental entry channel for players. It was pointed out by Dennis McConkey that people such as Ted Tydemen have much valid knowledge which should be tapped into for encouraging new players including juniors. Ted felt the key was enthusiastic coaches.
Diccon suggested our Development Plan and its key elements fitted the establishing of a Development Sub Group comprising the interested MDTTA members and the ETTA Regional Development Officer, Lisa Bosley and their area Competition Manager. This will be followed up and an initial meeting will now be arranged by Roger. Another element of the Plan is to update the Closed Tournament. Discussion on the changes made so far took place, namely the main event on Sunday with a Finals Night. The latter at the request of majority of members at the 2008 AGM. The finals night was agreed had not been successful. Canvassing by Roger of many of those involved in the 2009 finals had identified they were all in favour of the same day format.
Member's views were sought on retaining the main event on one weekend day - there was a significant majority in favour of this. There was a slight majority in favour of having the finals on the same day as the main event. In respect of the proposal to have the event in the Borough of Maidstone there was an overwhelming majority in favour with just one against. There was suggestion, from several members from the floor, in favour of restricting the number of events a player can enter.
Bruce Benge felt the social side of our activities was important and should be promoted more.
Several members felt having the ETTA at the meeting had been worthwhile and endorsed the idea of having the KCTTA at next years AGM.
The meeting returned to Julie as Chair.
A copy of the Summary (short form) Development Plan follows
DEVELOPMENT PLAN
SHORT FORM (SUMMARY)
2008/09 Preparation of Development Plan
PURPOSE The promotion of ideas and activities that will strengthen and enhance the vibrancy of the MDTTA and
Player participation across all ages and standards.
2009/10 Translating Development Plan into Actions
Priority 1 (top)
Feeder (Development) League Initiate for all ages inc jnrs
New contacts encourage establishment of New Clubs
Junior Council Initiate an under 21's committee
Increase League Awareness Keep web site up to date and
Enhance information
90th Anniversary new Media Officer, promote publicity
Hog Roast and Garden party social
Handicap plate for losers of main event
Banded Singles Comp. (Nov or Apr)
2 person league (no handicap) (Apr to Jun)
Priority 2
Coaching and Development interaction with other organisations
Constitution and Handbook Update out of date rules and anomalies
MDTTA Executive Committee Obtain 100% Club representation
Development Annually survey all members
Enhance Existing Comps. Handicap Tournament (November)
Closed Tournament (February)
Priority 3
Development Budget New post of Development Fund Raiser
Kent League Increase participation
Socials Restore post of Social Officer
Maidstone TT Centre On Hold, no other action at present
Members - Other ideas Consider further for action required
Finance
Estimated Costs (if all the foregoing activities initiated)
Development Fund spend up to £500 pa
Existing current account spend + £75pa
And £500 to Development Fund in 2009
2010 AGM Review progress and update Plan
14. Any Other Business
14.1 Allan Cooper Handicap Competition
Some MWMC division one clubs (raised by Paul Woollven) would like to see the Allan Cooper trophy played as a straight knock out competition ( no group stage). The competition's objective, the change to have inter division games was reiterated. Doing away with groups reduces the opportunity and the spirit of the event. It was agreed by all that having the right handicaps was ultra important.
A fundamental unrest of the membership was in respect of the handicaps themselves, not just division one players but lower divisions as well. Good handicapping is agreed as ultra important, irrespective of the playing format. This must be corrected for next season and David Bettle and Julie had already given this assurance.
Other systems were discussed. One a total team points scored format proposed by Ted Tydeman with only two legs to 31, as played by the MTTTL, had been trialled in April by the Handicap sub-committee. Comment by some that two legs was advantageous but as to whether to have points system versus games won system was not resolved. The other idea was a split competition, one for divs 1 and 2 and another for divs 3 and 4. This did not find favour with the members.
It was also suggested by members from the floor that a plate competition could be held for those not getting through the main competition. The Development Plan includes this proposal as it gives group matches greater meaning and incentive than at present and extends the objective and spirit of the competition to more clubs.
The view of the members was sought on whether they wanted the competition to be knockout only. A vote was taken and there was a large majority of keeping the group phase with two against.
Compulsory entry was raised by D.McConkey. This was introduced at the 2008 AGM at the request of the Executive Committee Chair, Julie Hall. It was stated on the entry form but not in the handbook and the position was unclear to the members. A limited discussion took place on the merits or otherwise of this approach, as it had always previously been non-compulsory. Comment was made that it might be better if a team does not enter if it is not really interested and also should a team totally decline to play then what recourse would be practically be taken. The members view was sought, a majority for having it compulsory was received with 4 against.
It was now very late. The quality of the debate degraded at times as the meeting got out of order, due in part to lack of control and the feeling inadequate understanding had been achieved. A pragmatic approach was suggested and probably called for and we must remember the intended spirit of the competition. It was suggested that getting ownership of the allocated handicaps by the players before commencement of the competition was required to ensure their wholehearted participation.
Getting the results, including individual results, onto the website was requested and agreed, generally as is done for the Winter League results.
14.2 Committee
D.Frarey thanked the Executive Committee for their efforts on members' behalf.
The meeting was closed at 2315 hours
End
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