Tennis Seniors Victoria Annual Report 2011

Tennis Seniors Victoria Annual Report 2010-11 Page 1__

Annual Report 2011

TennisSeniors VictoriaABN 17 737 124 493 Reg No A14023F

TENNIS

Live it...Love it...Play it...

Keith Lavington and Dick Bartley


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AGENDA

Annual General Meeting of Tennis Seniors VictoriaMonday 12th September 2010

AtGlen Iris Valley Recreation Club

At 8.00pm

Agenda

Welcome President Keith Lavington

Apologies as per attendance sheet

Minutes of 2010 Annual General Meeting held 13th September, 2010

Annual Reports

PresidentSecretaryITF TournamentsSocial Round RobinsTreasurer

Membership Fee for 2011– 2012 and HonorariaBalance Sheet and Profit and Loss Statement to be given to members attending.

Guest speaker: Tom Hancy. Secretary, Tennis Seniors AustraliaExecutive Retirements

Election of Office Bearers 2011 – 2012

President

Vice-Presidents (2)

Secretary

Treasurer / Auditor

Members of Committee; 5 men, 5 ladies

Guest Speaker Robert Jamieson. Treasurer Australian Davis Cup Foundation

Any Special Business

Close of meeting and invitation to supper

Monday 12th September 2011


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MINUTES

TENNIS SENIORS VICTORIA

MINUTES OF THE ANNUAL GENERAL MEETING

SEPTEMBER 13TH, 2010HELD AT GLEN IRIS VALLEY RECREATION CLUB AT 8 PM

ATTENDEES

Carl and Jill Anjou, Dick Bartley, Neville Gray, Gillian Farrell, Valda Daggers, Cushla De Muth, Bert and Cathy Faux, Anneliese Foster, Ray and Wilma FitzGerald, Judy and Tom Hancy, Rob Hughes, Rob Jamieson, Paul Kleverlaan, Wendy and Keith Lavington, Linda Pengelly, Russ and Maureen Pratt, Neal Price, Kathy Quinn, Hayden Rees, Ian Roberts, John Semmens, David Stobart, Geoff Stone, Graeme Theakstone

APOLOGIES

Heather Barwick, Gary Basinski, Judy Collins, Nola and George Collins, Raymond Daggers, Elizabeth and Trevor Davidson, Jim Duncan, Tony Flood, Alison Leydin, Rob McLaughlin, Larry McLean, Bruce Osborne, Kaye Price, Heather Semmens, Maria Vander Linden, Shirley and Peter Whitaker, Susan Yong

MINUTES OT THE PREVIOUS AGM were read by Robert Hughes. The minutes were accepted as being true and correct on the motion of Keith Lavington and Linda Pengelly.

ANNUAL REPORTS

PRESIDENT’S REPORT

Paul Kleverlaan gave a short version of his report which can be found in the August newsletter. Paul indicated that the committee has been able to deliver many improvements for the benefits of members. These include sensible financial arrangements, an increase in social tournaments, the development of a business plan, significant website improvement and the sustainability of our ITF tournaments.

Paul’s report was received and accepted on the motion of Hayden Rees and Cushla De Muth.


TREASURER’S REPORT

Robert Hughes stated that membership continues to drop. This year 75% have paid fees, however, there are over 100 members who have not paid their fees.

The receipts from income are almost matched by expenditure so that the budget is almost even. Social events and income is down as so too is team entries in comparison with last year. The cost of prizes and trophies increased significantly while there was very little income from sponsorships. In addition, there is a reduction in income from investments due to the reduction in interest rates during the economic downturn. There is stock remaining from the Australian Championships in Wodonga-Albury but some items are being used for prizes.

Our major asset is cash in hand and investments which total $154,000.

The treasurer’s report was received and accepted on the motion of Neale Price and Gillian Farrell.

RESOLUTIONS

FEES

On the motion of Anneliese Foster and Jill Anjou it was resolved that Annual Fees be retained at $48 per Member and $10 per Social Member.

HONORARIA

On the motion of Wendy Lavington and Dick Bartley it was moved that honoraria for the President, Treasurer and the Secretary be retained at the present levels. The motion was carried.

ELECTION OF OFFICE-BEARERS

Past president, Ray FitzGerald took the chair for the election of office-bearers. The following were elected unopposed:

President Paul Kleverlaan Treasurer Robert Hughes Vice-President Neale Price Secretary Judy Collins

Committee Cushla De Muth, Linda Pengelly, Anneliese Foster, Graeme Theakstone, Dick Bartley and Keith Lavington

Auditor Malcolm Allan

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GENERAL BUSINESS

Paul Kleverlaan resumed as chairperson

Sunday challenge; the next Sunday will be at North Ringwood commencing at 1 pm.

Poynter Plate Challenge between a group from NZ and a group from Victoria will be held indoor at Melbourne Park on October 16th. Please let Dick Bartley know of your availability.

Tasmania Challenge will be held at Mt Evelyn on the 13th and 14th November. Please let Dick know of your availability.

Relationship with TSV and TV; This forum for administrative support was progressing slowly.

Relocation of Victorian Championships; This tournament has been relocated to Kooyong Tennis Club due to the availability of a larger number of courts and the greater ease to conduct the tournament at the one venue. This was a difficult decision because Glen Iris Tennis Club has been so good to our Association over several years, but a decision the committee had to take for the foregoing reasons.

Sanctioning of all social tournaments

Tom Hancy asked if all social tournaments were sanctioned by Tennis Seniors and Tennis Victoria. As the answer was no, Tom stressed the importance of the sanctioning process involving both organizations and the integration of the tournaments into the MA calendar for wider publicity to all players over 35 years who are registered with Tennis Victoria.

Reminder for the Tri State event and the Australian Team Championships in Newcastle

Paul reminder everyone to get their nominations in for the Tri State event at Mildura for the Melbourne Cup week-end and the following days and the Teams Championships to be held at Newcastle in January. Both sets of forms can be found in the latest August Newsletter. Nomination forms to be returned by September 20th.

The meeting closed at 8.37 pm followed by an hour of supper.

Tom Hancy (minute recorder deputising for Judy Collins).November 2nd, 2010

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President’s ReportTIMES THEY ARE A CHANGING! None more so than with TSV.This year has seen some unforeseen changes with both our president Paul and Vice-President Neale resigning due to business commitments, and recently with our Secretary Judy Collins resigning due to ill health. We wish them well and thank them all for the contribution they have made to Tennis Seniors Victoria over a number of years. Also, Linda Pengelly, our long time newsletter editor, and Anneliese Foster who is unable to restand due to family illness. However, I can assure you that those remaining on the committee are resolute and determined to take TSV forward. I would like to acknowledge our ‘anchor man’ in these changing times, Treasurer - Rob Hughes. We have signed a service agreement with Tennis Victoria and I wish to acknowledge the efforts of Tom Hancy (TSA) in pulling this together, with assistance from Bruce Osborne(TA) and David Stobart(TV). This is a preliminary document and signifies a new era with the intent to work closer with the State Body and for them in the future to take on administration and promotional responsibilities. This is particularly relevant at this time when our volunteer base is at an all time low.

There are 5 main areas of activity on which we should focus- 1. Social round robin tournaments. A new model has been adopted under the management of Dick Bartley. The

calendar for next year has been completed and it will be promoted by Tennis Victoria.. We are forming a sub committee to assist in the running these tournaments under the direction of. Dick Bartley and his assistant Deirdre Evans.

These social tournaments are critical to the growth of our membership.2. I.T.F. Tournaments. (under direction of Paul Kleverlaan & Barry Pryor)3. Financial Management is in the hands of our “anchor man” Rob Hughes. There

will be future discussions on the collection of fees (reduced) 4. Website. Neale Price is our current webmaster and will assist in future changes. 5. Secretarial & Administration.

Over the last few years the administration has grown beyond belief and caused serious overload to the executive. We are building a team to handle this overload and I wish to thank my wife Wendy in assisting as “Assistant Secretary”. With the advice of our Selection Committee members – Judy Hancy, Heather Barwick, Wanda Clothier, Paul Kleverlaan, Rob Hughes & Tony Flood, we will facilitate the team entries for Perth. I thank them for their continued input.

Our Tri-state Team will be in good hands. As it is Victoria’s turn to host the event, Neale Price, with Bert & Cathy Faux, are set to make sure we give NSW & SA a run for their money and organize a great event. I thank them very sincerely for their on-going support! Sincere thanks to all for their input. Robert Jamieson has come on board to assist as minute secretary, and has agreed to prepare promotional material and the Bulletin. Thanks Robert.

These measures should make the new secretarial position less arduous . I am looking to build a new committee around this enthusiastic and competent team. I look forward to leading this team as President in the changes that are inevitable. ‘There is nothing more constant than change’!

Keith LavingtonPresident

PRESIDENTKeith Lavington

VICE-PRESIDENTVacant

SECRETARYVacant

TREASURERRob Hughes

COMMITTEEMEMBERSDick BartleyGraeme TheakstoneAnneliese FosterCushla De MuthNeale Price

TENNIS VICTORIA DELEGATEGraeme Theakstone

TOURNAMENT ORGANISERDick Bartley

MINUTE SECRETARYRobert Jamieson

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Teams & tournaments Report

TENNIS SENIORS PENNANT TENNIS REPORT

For many years TSV has entered pennant teams in the T.V wintercompetition. This provides seniors with an option to play in acompetition not offered in their own club. Our home courts this yearwere at Ringwood T.C and we had two teams the grade 5 finishing 4thand the grade 6 team 5th.

Thanks to Graeme Theakstone for organising the grade 6 team. It is notan easy job getting four people on the court each week as we have tocontend with injuries, holidays and in one case Collingwood homegames!!!!.

Ringwood is an ideal venue and we could certainly cope with anincrease in the number of teams. The goal is to have three teams nextyear so we can cater for more standards.

TENNIS SENIORS SOCIAL TENNIS TOURNAMENTS REPORT

Each month usually on the 3rd Sunday we hold a social tournamentat a tennis club around Melbourne. The program in its current formathas now been running for 3 years and it has been successful. Somehost clubs have reached the stage where they can run the tournamentsthemselves. Glen Waverley and Bruce Park are two club for example who have embraced this concept and really promote their tournament. It has become a feature on their calendars.

A special thanks to Cedric Mason and the staff at Kooyong who allowus to use the courts and facilities in March.

Our job now is to to bring in new venues and support them. DingleyT.C. and Heatherdale T.C. are new venues for 2012.

Recently, North Balwyn T.C. hosted for the first time and havealready requested that they are included in the program for 2012.This year the intention has been to improve the publicity both withinand outside the host club. The goal is to have at least 40participants at each tournament. Thanks to Rob Jamieson who hasstarted producing fliers for each tournament.

Next year, we need to update the grading sheet and have it availableelectronically for clubs on our web site. Rob has agreed to help withthis task.! ! ! ! ! ! ! ! Dick Bartley


treasurer’s Report

TREASURER’S REPORT FOR THE YEAR ENDED JUNE 30, 2011

MEMBERSHIP

MEMBERSHIP NUMBERS

At June 30, 2011 the Associations subscribing members totalled 362, comprising 342 Full Members and 20 Social Members. Full Membership declined by 22,whilst Social Members increased by 3; total membership being down by 19.

It is interesting to note, that of the 381 Members at 30 June 2010, 36 did not renew their subscription and a further 8 resigned. New members signed prior to 30 June 2010, amounted to25.

The decline in membership during 2010-11 at 5%, has shown a slowing of the trend that has been evident for some years.

MEMBERSHIP FEESThe Committee recommends that Full Membership fees remain at $48 and that Social Membership remain at $10 for the 2011-12 Financial year.

LATE PAYMENT OF FEESIt is again appropriate to mention the reluctance of Members to pay their membership fees by the due date. As at 22nd August, 2011 approximately 65 % of potential renewals had been received and 6 members had resigned.

FINANCIAL RESULTS

The financial aspects of the Association’s activities during the last financial year are set out in the accompanying Statement of Income and Expenditure and Balance Sheet. Both statements provide comparative figures for the previous year.

INCOME AND EXPENDITUREAdvertising, Sponsorship & Donations (+$710)Sponsorship of $800 obtained from Audi, Camberwell for the Victorian Championships at Kooyong.Membership Fees (-$1040)Reflects the reducion in Membership numbers plus new members joining in 2nd half of year.Sales of Merchandise (Clothes) (+$1070)Sales of TSV shirts to members of Vic teams;offset by cost of shirts (expense) $911.Sales of Refreshments (Catering) (-$1531)No Catering was undertaken at the Victorian Championships at Kooyong in March and the Australian Claycourt Championships at Dendy Park in June 2011.Social Event Ticket Sales (-$351)Decrease in participants at events and consequently attending Social Functions. Australian & Tri-State Team Fees (-$1450)Reduction in Teams from 11 in 2010 to 9 in 2011.Tournament Entry Fees (-$30)Victorian Championships fees +$550, Australian Claycourt Championships fees -$580.Affiliation & Registration Fees (-$568)Reduced payments to TSACourt Hire Fees (-$1385)No charge by Kooyong TC for Victorian Championships.Gifts & Donations. (+$317)Payment to TSA ($350) for refurbishing of Trophies & Cabinet.Kitchen Supplies (Catering) (-$380)Reflects the reduction in cost of not cating at the Victorian & Australian Claycourt Championships and not providing afternoon tea at Social Tournaments.Meeting Costs AGM, SGM & Committee (+509)Catering for 2010 AGM $500.Newsletter Editors Fees (-$950) Newsletter replaced by Bulletins.

Social Event Expenses (-$345)Reflects the reduced number of participants at Team events.Team Fees (-$1085)

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Reduction in Teams from 11 in 2010 to 9 in 2011.Travel & Entertainment -$609)Reduced cost of Delegates attending Presidents Meeting. Trophies & Prizes (+$1700)Increases in prize money at major events. New event” BOTA” at Victorian ChampionshipsInterest Earned. (+$4835)The increase in Interest Earned is due to higher interest rates and an increase in the use of Term Deposits. Loss on Stock of Merchandise. (-$2882)Stock of Merchandise was comprised of mainly items unsold from the 2008 Australian Championships at Wodonga.A full stock take and realistic revaluation, resulted in a further Stock write down. The stock held is being used, where possible, as prizes at the Social Tournaments.

BALANCE SHEET

At June 30 Members’ Funds stood at $160,505; of which $158,721 is Cash or Investments, spread between two conservative Financial Institutions with varying maturity profiles and interest yields. Stock of Merchandise is down from $3,982 to $600, due to the write down and the use of items within the Stock as tropies and prizes for State Championships & Social Tournaments.Sundry Debtors of $4,000 comprises a payment of $3,750 to Virgin Blue, to cover a Group booking for travel to Perth for the January 2012 Australian Championships and $250 as a deposit on a room at the Working Mans Club, Mildura for the Tri State Dinner.The Grant $2,816, is made up of $1,708 for Blind Sports Victoria. Since purchased 55 Shirts & 55 Caps, and $1,108 being the balance of the Voluntiers Grant from the Federal Government which we are to spend on a TSV banner and some Computer equipment.

AUDITOR

The Association is greatly indebted to Malcolm Allen who most generously provides his professional expertise, at a time of the year when his services are already heavily in demand, to perform the duties of Auditor.

Rob Hughes CPATreasurerSeptember 2011

AUDITORS REPORT TO THE MEMBERS OF TENNIS SENIORS VICTORIA INC

I have audited the Financial Statements being the Revenue and Expenditure Statement and Balance Sheet of Tennis Seniors Victoria Inc in accordance with Australian Auditing Standards.

In my opinion the Financial Statements present fairly the financial affairs of the Association at 30th June 2011 and the results of its operation for the year ended 30th June 2011

Melbourne M. W. Allen C.P.A.


financial statements

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Tennis Seniors Victoria Annual Report 2011

Documents

pauls report

rob hughes

motion of keith lavington

rob jamieson

rob mclaughlin

linda pengelly

judy collins

tom hancy