Minutes of the Annual General Meeting of the Slazenger Coventry and District Lawn Tennis League held on November 19, 2008 at Coventry and North Warwickshire club.

1. Apologies for absence: Gill Machin

2. Roll Call: Clubs present: Beechwood, Berkswell, Caludon Castle, Coventry and North Warwickshire, David Lloyd, Hampton-in-Arden, Henley-in-Arden, Kenilworth, Knowle and Dorridge, Leamington, LMRCA, Nuneaton, Olton and West Warwicks, Rugby, Sphinx, Stratford, Warwick Boat Club, Warwickshire County Council, Warwickshire Racquets and Health Club (Esporta), Warwick Tennis Club.

Absent: Atherstone.

3. Minutes of the 2007 AGM: These were read and accepted.

4. Chairman's address: John Marshall congratulated the league winners - Warwick Boat Club ladies 1sts, ahead of Beechwood 1sts by point point, and Beechwood men's 1sts, ahead of WBC 1 by six points.

John said an unusually high number of fines and penalties had been issued this season due to rule breaches including failure to return match cards, using ineligible players, playing unregistered players and match concessions. He asked for more commitment next year in order to ease the lives of the match secretaries.

Atherstone men's first team had conceded three matches so their record was expunged and they were fined £50.

John's other comments referred to proposals to be discussed later in the meeting: the problems of clubs only fielding a single pair to avoid tying players from a lower team; and to discussions surrounding some clubs' wish to disaffiliate from the LTA - which the committee would not support.

John  also thanked committee members and president David Tyler who had agreed to stand for one final year. He also recorded thanks to Gill Machin, who is to step down as treasurer.

5. Report of men's match secretary: Frank Wilson congratulated Beechwood and reported that in the inter-league play-off, they had drawn 2-2 with Four Oaks but Four Oaks had won by six sets to four. Warwick Boat Club ladies had beaten Knowle and Dorrridge.

He thanked Michael Fabianski for running the website.

Main points:

- Clubs should ensure that captains all have copies of registered players lists;

- Late arrivals resulted in some claimed sets;

- Incomplete registration cards;

- Failure to submit cards within six days;

- Some abuse of the 14-day rule and reluctance to use the substitute rule;

- General ignorance of handbook rules;

- Lack of communication;

- A reminder that a piece of paper or email is acceptable if scorecard is missing;

- Thanks to all for co-operation and a reminder that the rules help the league to run smoothly.

6. Report of ladies' match secretary:

Colleen Stokhuyzen reported that four teams withdrew before the season started so fewer matches were played in divisions 4, 5 and 6. There were also many concessions, but fortunately this did not affect promotions or relegations.

Colleen is keen for the home team to send in the results card, a proposal which will be discussed later.

She congratulated the winners of each division and noted that Warwick Tennis Club had made it to Division 1 and that new member Caludon Castle had won Division 6.

She also thanked Conny Dachtler, Hilary Stamp, Frank Wilson and team players.

7. Treasurer's report:

Gill Machin's report noted the £295 total fines for non-attendance at last year's AGM, concessions, dropping teams after January 1 and playing non-registered players. The money was required before teams could enter the league for 2009. There was also some outstanding advertising money.

Surplus of income over expenditure was £575.56. Accumulated fund: £4,178.84.

We had set up an account with 5.75% interest but the old account was still open with £5.03 left. There was also enough in the current account for various bills.

The accounts still needed to be verified and a copy sent to each club.

8.. Election of committee for 2009:

David Tyler was proposed and seconded for President.

The rest of the existing committee, was elected en bloc: Chairman: John Marshall, Secretary: Melanie Jennings, Men's match: Frank Wilson, Ladies' match: Colleen Stokhuyzen, Fixtures: Brian Reason, Website: Michael Fabianski; Trophies: David Ivory, others: Chris Scott, Margaret Prichard.

Frank Wilson was elected treasurer to replace Gill Machin.

9: Proposals for rule changes: (Atherstone - 3 votes - absent).

a) That part of rule 14 shall read: 'The Wimbledon tie-break system shall be used at six games all in the first two sets..etc, etc..after changing ends. The third set shall comprise a championship tie-break, won by the first pair to score 10 points with a two-point advantage - 10-8, 11-9, 12-10 etc.'

The proposal was carried by 45 votes to 44. ( Abstentions: 5 from Rugby)

b) From the committee: That part of rule 14 shall read: 'If a club team only fields one pair, a penalty deduction of two points shall be made against the next lower-ranked team of that club.'

The proposal was defeated by 89 votes to nil (Abstentions: 5 from Rugby).

c)  From the committee: That part of rule 22 shall read: 'It is the responsibility of the home captain to submit the scorecard to the results secretary, etc, etc..'

The proposal was carried by 71 votes to 23.

d) From the committee: That part of rule 13 should read: " It is the responsibility of the home team captain to offer two dates for the match to be completed within the 14-day period. The dates offered must not clash with scheduled Coventry and District League fixtures of the away teams and must include at least one weekday evening.'

An amendment was proposed by which, if this was not possible, the home side should forfeit the home advantage.

The amendment was defeated by 42 votes to 34. There were abstentions from Kenilworth (7), Nuneaton (4) and Esporta (7).

The proposal itself was then put to the floor and defeated by 38 votes to 32. There were abstentions from Kenilworth (7), Nuneaton (4) David Lloyd (5) and Warwick Boat Club (8).

e) From Sphinx: that Rule 13 shall read: "...within 14 days of the original date. The seven days of the break week at the end of May are not included when calculating 14 days. It is the....etc."

The proposal was carried with only 11 votes against.

f) From Sphinx: An amendment to rule 2:
Delete: "who are affiliated to the WLTA."
Insert: "within a 25 mile radius of Coventry."

The proposal was defeated.

10. Any other business:

It was noted that sponsorship of the league would come from Wilson next season and that the balls should be either Australian Open or Davis Cup Tour.

11. Presentation of trophies for 2008:

Ladies: Division 1: Warwick Boat Club 1; Division 2: Warwick Tennis Club 1; Division 3: Berkswell 1; Division 4: Hampton-in-Arden 1; Division 5: Beechwood 4; Division 6: Caludon Castle.

Men: Premier: Beechwood 1; Division 1: Warwick Boat Club 2; Division 2: David Lloyd Solihull 2; Division 3: Nuneaton 1; Division 4: Sphinx 1; Division 5: Nuneaton 3; Division 6: Beechwood 5.