Committee Minutes

EXETER AND DISTRICT TENNIS LEAGUE 

ANNUAL GENERAL MEETING 

 

Wednesday 8 February 2017 at 7.00 pm at Buckerell Lodge 

MINUTES 

The Meeting was attended by approximately 40 people, including representatives of all but 6 of the clubs, and members of the Committee.  Andy Malcolm welcomed everyone to the meeting, especially Roger Wilkins (Honorary Vice President).  

1.       Apologies

Woodbury, Okehampton, Samford Peverell, Tiverton

Nicola Keele               Honorary Secretary

Trevor Blatchford     Committee member

Peter Clarke               Committee member

 

2.       Minutes of AGM on Wednesday 2 February 2016

The minutes were agreed unanimously and signed by the Chairman, Andy Malcolm.

3.       Matters arising 

There were no matters arising.   

4.       Presentation of Trophies (Annex 1)

The trophies for the 2016 Summer League were presented by Roger Wilkins. Roger is a past long-serving member of the league committee, having held in sequence the posts of treasurer, secretary and chairman, immediately preceding the current office holders.  He outlined his own experiences playing in the league pointing out that your team can rise off the bottom of the league to much higher positions, encouraging taking part and pointing out that it is a game for all ages.

Trophy winners for Summer Leagues 2016

Division

Men

Ladies

1

Torquay A

Torquay A

2

Exeter Golf & Country Club A

Budleigh Salterton A

3

David Lloyd Exeter A

David Lloyd A

4

David Lloyd Exeter B

Victoria Park B

5

Dawlish B

Newton Abbot A

6

Exmouth B

Dawlish

7

Victoria Park E

 

8

Sidmouth B

 

 

5.       Chairman’s report & Devon LTA Report (Annex 1)

Andy Malcolm read both his chairman’s report and the Devon LTA report.  The latter included information on the new Devon Tennis plan and a reminder that the Wimbledon opt-in has to be done annually and the number of opt-ins for a club determines the number of Wimbledon tickets allocated to them.  The opt-in deadline is 17 February.

 

6.       Treasurer’s report and confirmation of fees

Catriona Batty circulated her report in advance of the meeting. She proposed that the summer league fee be increased to £7 per team and winter league fee to £5 per team.  This was seconded by Joan Bolden and carried unanimously. There were no questions.

 

7.       Match Secretary’s report (Annex 2)

Maureen read her report out to clubs.

 

She reminded clubs that registrations forms should be fully completed and returned by 7th April 2017 or first match, if earlier. Registrations will only be accepted if full match dates and players are recorded on the official form. 

 

The fixtures will be sent out to club contacts this week.  Club Contacts must ensure that all information is passed to the team captains and that they are aware of the rules, listed on the league website.

 

Andy Malcolm thanked Maureen for all her hard work and the tremendous job she is doing for the league.

 

8.       Composition of leagues for 2016

The suggested composition of leagues was published on the website prior to the meeting.

 

Men’s: There are 2 new teams, Sidford and Exwick B.  Newton Abbot B, having forfeited two matches last season, were seeking re-election.  Jane Comyns explained that the team had had problems last year but there were more men available already this year.  Andy Malcolm proposed and Maureen Sowerby seconded that the team be re-elected for 2017 and this was carried unanimously.

Ladies: Teignmouth B has withdrawn from the league.  The rule of two teams up and two down was applied and rule 14 b) has been applied to level the numbers in the divisions.  

The AGM agreed to the proposed divisions unanimously.  – Proposed by Steve Rattlidge seconded by Phil Plummer

 

9.       Election of Officers and Committee

Matthew Wheadon is stepping down from the committee because of pressure of work.  Andy Malcolm thanked him for all his work on the committee. The following Officers and Committee Members were willing to stand again. Proposed by Sylvia Jane, seconded Phil Plummer and their election was unanimously agreed.  

Chairman:  Andy Malcolm

Hon Treasurer:  Catriona Batty

Hon General Secretary: Nicki Keele

Match Secretary:  Maureen Sowerby

Winter Match Secretary:  Rosemary Browne

Committee:  Joan Bolden, Peter Clarke, Steve Rattlidge and Trevor Blatchford

 

10.   Proposals for changes to Rules (proposed by the committee)

The following proposed rule changes and rewording were circulated in advance of the meeting.

a.      Rule 15a
Correction to wording of part of rule
15) In the event of a "Tie" between two or more teams, League placings will be decided as follows: a) The team with fewer matches conceded forfeited.
Proposed by David Lloyd, seconded by Joan Bolden and carried unanimously.

b.      Rule 25
Some teams are still not submitting completed score sheets despite the 2 point fine for more than 7 days late.  The proposal is to add a further fine of an additional 5 points should the score sheet not be received within 14 days of the match being completed.
Proposal:
25) (a) The Team Captains shall forward the completed score sheets in respect of all home matches played to the Match Secretary within five days of the match being completed. Home teams whose score sheets have not been received after seven days will be fined 2 points.  An additional 5 point fine will be imposed for a scorecard not received after fourteen days.
Proposed by Jane Comyns (Newton Abbot), seconded by Matt Olczak (Victoria Park) and carried unanimously.

c.     Rule 29
It was felt that an 8 point fine on top of losing the match 8-0 was too much for the first offence.  We recommend Teams will forfeit 4 points for conceding their match the first time and 8 points for the second time.

Proposal:
29b) … Failure of a team to fulfil a fixture, due to the non-arrival of one or more members or by failing to comply with Rule 18 in respect of postponed fixtures shall result in the non-offending team being awarded the match 8-0, sets being scored 6-0. In addition the offending team shall be fined 4 points for the first such occurrence of the season, 8 points for the second.….

Some clubs felt that a 4 point fine was an insufficient deterrent but following discussion the rule was passed by 12 votes to 9.

 

Winter League Rules

Winter League rule 18 to include a 2 point fine for registration after the deadline, to be the same as Summer League rule 18.
18)  Dates of matches shall be fixed at the Winter League AGM and notified to the Match Secretary on the Registration form provided, by a date to be decided at that meeting.  There will be a 2 point fine for any registration forms received after this date.

Proposed by Kathryn Hislop (Budleigh Salterton), seconded by Sidmouth and carried unanimously.

d.      A possible rule change for the next AGM was discussed:
21) Player Registration
Occasionally teams have tried to register very strong players in a lower division team.

The suggestion was to reword ‘Teams must be nominated in merit order’ to say ‘Teams/Players must be nominated in merit order’.  The feeling of the meeting was that clubs should be able to sort out their own teams but the Executive Committee would deal with cases of registrations which stretched credibility.

11.   Any other business - Pre-Season Tournament

James Temple (Exeter Golf & Country Club) offered to run a graded mens and ladies doubles tournament on Sunday 5th March as a preparation for the season.  Doubles pairs of all levels welcome.  Entry would be through James Temple who will arrange circulation of initial information to the clubs via Maureen Sowerby.

Andy Malcolm thanked all club representatives for attending the meeting and wished them a successful season.

The meeting closed at 8.05 pm

ANNEX 1

Chairman’s Report 

This past summer was a good one for the league with very few postponements due to the weather. The number of teams entered in the league has stayed roughly constant.

I must thank the committee for their efforts over the year. Hopefully we can continue running the league so that the maximum number of players get enjoyment from playing the game. I also have to thank committee member Matthew Wheadon, who is standing down from the committee, for all his hard work.

We’ve had no major issues during the year but I would remind clubs that any player playing in a team should be a paid-up member of the club. Maureen asks on behalf of the league that in the summer you do not send scorecards as pictures taken by your phone, printing them out costs the league a large amount in printer ink. Please also take care when filling in scorecards. 

Please note as well that we are increasing the responsibility on team captains with regard to rearranging matches before the season starts, be it home nights or just a change of date. Captains will now be responsible for communicating all such changes to other captains and the match secretary.  

Whatever happens I hope you all have a happy year on court and off it. 

Andy Malcolm

Devon LTA Report 

This is the annual report about the activity of Devon LTA and our part therein. 

The county is still employing Chris Bawden as County administrator and most county related queries should go to her.

Devon LTA has produced a new plan that has major repercussions. There is a rebranding to “Devon Tennis”, a smaller council will no longer have 2 reps from each league but instead 4 members voted in by the clubs. The council will change in size from 19 to 11. There will be a new performance officer appointed and a number of working groups will be formed to help run sections of work.  

Also, having lost £40,000 in the last 2 years new revenue streams will be needed..

Wimbledon tickets. Once again the number of tickets will be based on the number of opted-in members. You need to remember that members must opt-in each year, it does not automatically roll over to the next year.  If your members are having problems registering online, try the LTA helpline on 020 8487 7000. Remember the deadline date is the 17th February. 

Andy Malcolm

Annex 2

Match Secretary’s Report

All 1236 matches were completed by September 20th.  610 men and 428 ladies registered to play. 

Fines were necessary as follows:- Ladies 2 teams fined 8 points, 1 team had successful appeal. 4 teams fined 2pts for playing unregistered players.  All 536 ladies matches completed

Men:- There were 7 instances of 8 point fines for not raising a team. 1 team fined twice in Div 8.  11 teams fined for unreg. player, 2 teams more than once. 3 teams fined for late score cards and 1 team fined for playing an illegal player – player played up 3 times, then played down. All 700 mens matches were played. 

Results Ladies:-

Div

Champions

Runners-up

Relegated

Fined 8pts

Fined 2pts

Late

Unf.

No team

Unreg.player

S/C

Matches

1

Torquay A

Victoria Park A

NSC’s A

 Sidford

 

Exeter GC A

 

 

2

B.Salterton A

Kingsteignton A

S.Peverall A

Cranford

Cranford

Chagford – no fine

 

 

 

3

David Lloyd A

Exmouth

B.Salterton B

David Lloyd B

 

 

 

 

4

V.Park B

Seaton B

Okehampton

Bovey Tracey

 

V.Park B

 

 

 

5

Newton Abbot A

Tiverton

Seaton C

Torquay D

 

Seaton C

 

 

6

Dawlish

Newton Abbot B

Re-apply S.Peverell B

 

 

David Lloyd C

 

 

 

Results Mens:-

Div

Champions

Runners-up

Relegated

Fined 8pts

Fined 2pts

Late

Unf.

No team

Unreg/illegal player

Scorecard

Matches

1

Torquay A

Torquay B

S.Peverell A

V.Park B

B.Salterton A

S.Peverell A

 

B.Salt A

S.Pev A

 

2

Exeter G Club A

S.Peverell B

Exmouth A

Willand A

Willand A

Exmouth A (5)

Tipton

 

 

3

David Lloyd A

Kingsteignton A

Okehampton

Tiverton A

 

 

 

 

4

David Lloyd B

Newton Abbot A

Exeter G Club B

Kingsteignton B

 

Exeter G Club B

 

 

5

Dawlish B

Bovey Tracey A

Exeter G Club C

Teign Valley

Teign Valley

Teign Valley

Woodbury A

 

Tunnels v

N.Abbot

set conceded

6

Exmouth B

Chagford

Kingsteignton C

Cranford

 

 

 

 

7

Victoria Park E

Seaton B

Teignmouth C

Exeter G Club D

 

Seaton B

Tiverton B

Seaton B

 

8

Sidmouth B

David Lloyd C

Re-apply

Newton Abbot B

 

N.Abbot B x 2

NSC’s D

 

Sidmouth B

Kingsteignton D

Dawlish C

N. Abbot B x 2

 

 

 

 My report this year consists mainly of reminders.  I know most of you in this room hear this year in, year out, but problems occur when these reminders are not passed on to your captains.

 

Registration forms to be in by April 7th deadline.  Only accept names of players on official form.

The names and matches need to be on this official form and not in the body of emails.  When score cards come in, I tick off the names on that form so that I can see if firstly the player is registered, then this is where I keep a record of the number of times players play up.  I can’t do that fiddling about looking for names in emails.

 

Reminder – All players must be fully paid up members of their club before playing in a match.

Rules state: 4 players must be named for each team – Please make sure that those 4 players are already members of your club.

 

Reminder –Teams must consist of 4 players.

 

Reminder –Rain stops play

Rule 30)  a) If in the event of rain, bad light, or any other unavoidable cause, a match cannot be completed, then

(i) Where both the first 2 rubbers (see rule 27 for definition) have not been completed the match shall be deemed to have not started and shall be re-arranged as per rule 18.

(ii) If the first 2 rubbers have been completed the match will be treated as unfinished. Uncompleted sets shall be continued at a later date, re-starting where they are left off. The date for the match to be completed must be mutually agreed so that the same players participate.

Remember when re-arranging a rained off match that you double check your courts are free before offering any dates to the opposition.

 

Reminder no photos of score cards will be accepted.

 

Reminder – I always acknowledge emails or texts.

If you send me an email or a text, and don’t get a response, it means I haven’t received it.

 

Fixtures

Once the fixtures are done they will be sent out to Club Contacts and also uploaded to the website – Ladies and Mens results pages – click on the links.

These are draft fixtures which gives teams just 1 match in any one week – no matches Spring Bank Holiday week.

Clubs with 2 teams in the same division are reminded that both home & away fixtures against each other must be completed before the end of May.  I have given dates for these matches, but as they are inter-club they can be amended to suit your team’s requirements without penalties. i.e. move back or forward.

If you are in any doubt about the rules or something happens which you are not sure about, please don’t hesitate to ring me or send email and I will try and sort the problem out as quickly as possible.

 

My thanks as usual to the members of the committee for their support during the past year.

Maureen Sowerby   09.02.17

 

To view the minutes of the AGM February 4th 2015 - click here 

To view the minutes of the AGM February 5th 2014 - click here