Management Minutes for Meeting Held 17th September 2025

Minutes for Management Meeting: 17th September 2025

Present: Brian Croad, Nick Martin, Mohmud Mohamed, Scott Scarrow,

In Attendance: N/A

Apologies for Absence: Paul Impey, Andy Rickman, Ash Khan, Toni Horidyski

1 Minutes of Previous Meeting: 16th July 2025 Read and approved

2. Membership: membership figures as of 17th September 2025

Catagory	Current Total	Change From Last Month
Total Members	1045	25
Paying Members	998	25
Badminton	50	2
Gym	197	-5
Juniors	138	+12
Social	110	5
Squash	126	-2
Tennis	117	8
Family	103	0
Full Membership	14	0
Senior Full Membership	42	2
16 - 25 Full Membersip	14	-1
Pickleball	61	4
Combined Rackets	6	0

The categories shown are the main club categories and there are several minor categories not shown. This can mean therefore that the total change from last month for categories may differ from the total change for Total Members and Paying members

3. Matters Arising from previous meeting:

Squash coaching – SS reported that the squash coaches had not provided the data requested by the committee, so further action required. All agreed that the club proceed with preparing a contract similar to the tennis coaching contract and sending to the squash coaches as the initial stage of agreeing a contract.. Action: NM/SS to progress.

Alarms – NM reported that both the fire and intruder alarms were now on mobile sims. The next step is to cancel the telephone line. Action: NM to progress cancelling phone line.

Business Plan – SS reported that the process that the committee were following to produce the multi-year plan had been explained to members at the AGM and all members in a follow-up email. SS to ask Scarlett if she and Sophie could contact the National Sports Associations, to get data on trends in membership and numbers playing across the country, and London/Surrey if possible. Action: SS to ask Scarlett.

Snooker table – The snooker table had been re-laid with baize. At a future committee meeting, a decision will be made as to what standard of baize will be used to recover the table when recovering is required.

4 Finance:

MM reported that the club had £74k in the club account, and £151k in reserves, and the outstanding loan (squash court improvements) was £66k. These figure include a £10k payment by the developer (see item 5 below).

MM reported that income had increased whilst running costs had not increased, so the current cash flow position is positive.

5. Management & Club Matters :

Land sale – BC reported that the developer had exercised the option agreement on the 15th August, with a required completion date of the 1st September. Unfortunately, the developer subsequently reported problems with supply of funds before September, so they have asked for an extension. The committee agreed to an extension up to the 15th October, subject to the developer paying an additional sum of £10k plus £2k to cover the club's legal costs for agreeing this extension. BC confirmed that the extension fee of £10k had been received by our solicitor and then transferred to our bank. The developer has agreed our terms for the extension.

Mobile Phone Mast – NM reported that the company leasing the mast had attempted to re-negotiate the contract at a much lower cost to them, on the basis that they were a tenant to the club. BC has responded to them, pointing out that the current contract (from July 2006 for 20 years) does not categorise the contract as a tenancy agreement and specifically states that the agreement is not intended nor can be considered to be a tenancy agreement. It states that both parties agree to this and this issue currently lies with the company wishing to renew in 2026.

Snooker Table closing time (this item was not on the agenda) - The Management Committee were asked to consider the matter of snooker being played late at night. Staff had reported that members continuing to pay until the club closing time was impacting on the staff''s ability to close down the club at night effectively. Furthermore, although the snooker booking sheets had last bookings of 10.00 each night, they had very recently been changed to show that snooker could be played until nearly 11:00pm.

This matter was discussed and it was suggested that snooker should be subject to the same restrictions as tennis, squash and. badminton courts, and the gym, all of which were closed to members from 10:00pm each night, although it was also agreed that the snooker table is also a general club facility for members. It was also pointed out that, generally, only one group of players played till late in the evening.

After more discussion it was agreed that a permanent decision should be made by the full management committee at the next meeting, particularly since the one committee member more involved with the snooker facility was not present at this meeting. In the meantime, it was recognised that the current situation was causing a problem for staff closing the club at night, so it was proposed as an interim measure that the snooker lights be turned off no later that 10.30 each night, except when an external snooker match was being played, Action: BC to inform bar staff.

6. Tennis:

Nothing to report.

7. Squash:

Nothing to report.

8. Badminton:

BC reported that the club matches were currently being arranged with other clubs, for the forthcoming season.

9. Gym Section.

NM reported that the reclining bike in the gym had been taken out of service as it was not possible to repair it. NM to arrange for it to be removed. Action: NM to remove bike.

The gym coach has now started junior gym sessions, and this needs to be promoted. Action: SS to ask Scarlett to advertise this on Facebook.

10. Pickleball.

MM reported that he was looking to start a weekend competitive session, probably on Saturdays 2-5. Initially, this would be once a month and would be intended for competitive playing. This proposal needs to be developed, with issues such as non-members, costs, and promotion to be resolved. Action: MM to prepare proposal for next meeting.

11. Business Plan.

The committee also agreed with the SWOT attributes collated so far. SS will tabulate these, for use in the Gap Analysis, which is the next step towards formulating the club's Business Plan. Committee members will agree during the Gap Analysis where the club currently sits against where it would sit in an ideal world for a number of areas (eg financial position, reputation, membership etc). SS will compile the list of areas for this exercise to be done either at the next meeting or the one after. Action – SS to compile GA list.

DONM: Wednesday 15th October at 6.30pm

Brian Croad

Chairman

10/02/2026