Club's AGM Tuesday 3rd March 7:30 - Notification & Key Documents

Dear Members,

We hereby notify and invite you to the Annual General Meeting of Old College Lawn Tennis Club Limited on Tuesday, March 3 at 7:30 pm to be held at the Clubhouse. We look forward to your attendance.

In accordance with the Club Rules, the following matters will be considered by the members for approval:
(a) to receive reports on the activities of the Club from the Club Chair and, as directed by the Club Chair, from other Club Committee Members;
(b) to receive and consider the accounts of the Club for the previous year, the independent examiner’s report on the accounts and the Treasurer's report as to the financial position of the Club;
(c) to receive reports on changes in rates of membership subscriptions and in membership categories specified by the Club Committee
(d) to appoint, re-appoint and remove the independent examiner;
(e) to elect the Elected Club Committee Members;
(f) to endorse the Appointed Club Committee Members - nomination email to follow.
(g) to endorse any appointments of Team captains, if relevant

Special Resolution In addition, as permitted by the Club Rules, the Committee has received a proposal for amendment of the Articles of Association and Club Rules by way of special resolution for the purpose of amending the quorum levels of the Board and Club Committee and to merge the roles of Member Representative and Director of Membership. The background to this request will be explained further in this notice.

Documents for your Review In this regard, the following documents are now available for viewing on the Members area of the OCLTC website via the attached link [ ]:

-Report on activities of the Club from the Club Chair and selected Committee members (titled the Committee's Report to Members)
-Accounts of the Club for 12 months ending September 30, 2025 as approved by the Club Committee
-Independent examiner's report on the accounts (included as part of the Balance Sheet in the Accounts)
-Treasurer's report as to the financial position of the Club - included as part of the Committee's Report
-Proposed special resolution
-Nomination and Consent forms

As set out in detail in the Committee's report, the Club is currently in a strong financial position and tennis activities are thriving.

Members' Survey This has been highlighted by the Survey from December which indicated that over 80% of respondees to the Survey are either satisfied or very satisfied with the Club. We will circulate the results from the Survey shortly. This outcome is, in large part, due to the excellent work of previous Club Committee members but importantly the Coaching team comprising Alex Heath as Head Coach, Hamid Irshad, Wayne Evans and previously Luke Hymas. You will have heard that we have now appointed two new coaches: Jake Waters and George Hope and we welcome them to the team.

Subscriptions for 2026 With respect to item (c) above, the Committee's proposal is set out in more detail in the Committee's Report. In summary, it is proposed that membership subscriptions for peak members will be increased by 3.5% and for off peak members will be increased by [ %]. This is effectively the same as the increase for 2025 and largely reflects underlying inflation levels for the UK in 2025 and as forecast for 2026. [Table to be inserted]

Investing for the Future The Club is in a strong financial position holding cash reserves of approximately £397K to invest in the courts and the clubhouse. The Clubhouse is showing its age and condition and therefore the current focus is on regenerating it before we incur further significant repair costs. At the same time, we accept that the quality of our courts are paramount and, therefore, are proposing a strategic review of future investment needs for our courts in 2026.

Clubhouse Regeneration Our plans recently received planning approval from Southwark Council in December, 2025 and further detailed planning work is being done to progress this the regeneration. An update will be provided at the AGM but given the importance of the issue to members, a separate presentation will be scheduled in April or May to present in more detail on the latest position on the project.

Special Resolution: First Proposal This is to amend the quorum levels of the Board and Club Committee. Currently, the Executive Secretary has noted an inconsistency between the Articles of Association and the Club Rules. The Articles of Association in Section 9 set the quorum level for the Board at the fixed number of 7. Under the Club Rules, the quorum for the Club Committee is set at 6. Members should be reminded that the composition of the Board and the Club Committee are the same and actions of the Club Committee are deemed actions of the Board. Accordingly, this inconsistency needs to be addressed for clarity. In addition, with vacancies in the Club Committee, the Executive Secretary has noted that it is not always possible to meet quorum levels. The Executive Secretary has therefore recommended to change the quorum levels from a fixed number to sixty percent of the members of the Board/Club Committee. The Executive Secretary notes that the standard quorum levels in the default Articles of Association under the Companies Act is only 2 directors so a level of sixty percent ensures significant representation for any resolutions to be passed.

Special Resolution: Second Proposal This proposal is to merge the roles of Member Representative and Director of Membership. These roles have significant overlap and with the appointment of a finance manager, many of the day to day activities of the Director of Membership are now undertaken by the finance manager so the Director of Membership is confident that a merger of roles will not adversely affect the functioning of the Club. It should also be noted that the current Director of Membership will not be seeking re-election for personal reasons.

04/02/2026