Extraordinary General Meeting (EGM) – Minutes

Date: 6 October 2026
Meeting: Extraordinary General Meeting (EGM)
Purpose: Committee appointments, league administration, financial arrangements and matters requiring member decisions.

1. Welcome and Attendance

The meeting was opened with thanks to everyone who attended. It was noted that attendance was particularly strong.

The meeting was called as an EGM because the committee currently has only three members, whereas the constitution requires a minimum of six committee members for the league to operate properly.

2. Appointment of Additional Committee Members

Three applications had been received for additional committee positions.

As there were three applicants for the three available places, members were asked to vote on their appointment.

The motion was agreed by those present, and all three applicants were accepted onto the committee.

Terry Matthews

Sean Fallon

Lorna Cross

This increases the committee membership and will allow the league to operate with greater support and oversight.

3. Committee Officer Positions

The meeting discussed the three main officer positions:

• Dean Winter Chairman
• Lee Newman Secretary
• Rich Harding Treasurer

Nominations were received for each position and members were asked to vote.

The proposed appointments were agreed by those present.

4. Cup and Plate Competitions

An apology was given for the cancellation/non-running of the cup and plate competitions during the current season.

The main reasons were the number of postponed matches and the resulting pressure on the league schedule. Running the cup and plate competitions would have resulted in matches continuing into the summer and would have delayed the start of the winter league.

It was explained that, because the cup and plate competitions were not held, additional recognition/trophies would be provided for the summer divisional competitions.

The intention is to return to the normal competition structure in future seasons.

5. Trophy Presentation

Members raised questions regarding the delayed presentation ceremony.

It was explained that the final outstanding trophies from the previous season had only recently been received, which had delayed the presentation.

All trophies are now with the trophy supplier for engraving/preparation.

The committee intends to hold a larger presentation covering the summer competitions, provisionally around mid-November, subject to confirmation of availability.

The winter trophies have already been purchased and paid for.

A confirmed date will be communicated to members once arrangements have been finalised.

6. League Finances and Banking

The importance of improved financial administration and transparency was discussed.

Members were advised that league income is being paid directly into the league bank account, including payments processed through the league's payment system.

It was noted that the current committee has had limited access to the account and that arrangements are being put in place to give the new committee better oversight.

The intention is that more than one committee member will have access to the banking/payment systems and that financial transactions will not be controlled by a single individual.

The committee discussed the possibility of using the banking app to provide additional authorisation/sign-off from other committee members, allowing payments to be approved efficiently while maintaining appropriate financial controls.

A full financial update, including income and expenditure, will be available at the next AGM.

7. Financial Governance

Members requested confirmation that appropriate safeguards would be in place to prevent one individual from having sole control over league funds.

The committee confirmed that responsibility and access would be shared among committee members.

Further arrangements will be made with the bank/payment provider so that appropriate secondary approval can be implemented.

The new committee members will also be provided with the relevant administrative access to the league systems.

8. Previous Meeting Minutes and Website

A member raised an issue concerning the minutes from the previous October meeting and noted that the website did not appear to reflect a change agreed at that meeting.

The committee acknowledged the issue and agreed to investigate the missing/inaccurate information and update the website accordingly.

9. Competition Entry

A question was raised regarding whether registration for the cup competition is compulsory.

It was clarified that the individual competitions, including singles and doubles events, are optional for players to enter.

The main cup/shield competition is treated differently and forms part of the league competition structure.

The committee confirmed that this arrangement will continue.

10. Proposed Change to Walkover Scores

A discussion took place regarding the current 9–0 score awarded for a walkover.

Concern was expressed that a 9–0 walkover can have a significant effect on the league table, particularly where teams have already played a large number of matches.

A proposal was discussed to reduce the recorded walkover score to 5–0, while retaining the same overall outcome for administrative purposes.

It was agreed that this should be put to the team representatives/membership for a formal vote rather than being decided solely at the EGM.

The committee will therefore circulate the proposal and seek a vote before any rule change is implemented.

11. Proposed Changes to Singles/Doubles Format

The meeting also discussed a possible future change involving singles and doubles matches, including the possibility of introducing straight singles.

It was agreed that this proposal was not sufficiently developed to be decided at the EGM.

The matter should instead be considered at the AGM, with the possibility of trialling any agreed changes during a future summer season.

12. Communication Through the App

Members requested that proposed changes and voting matters also be made available through the league's app.

The committee agreed that relevant proposals and votes should be communicated through the app, alongside any other normal communication channels.

13. Next AGM

The committee intends to hold the next Annual General Meeting in November.

A date was discussed during the meeting, but the recording was unclear, so the final date should be confirmed and circulated separately.

Members will be given appropriate notice of the AGM.

The AGM is expected to include:

• Financial reporting.
• Further constitutional/committee matters.
• Consideration of proposed rule changes.
• Discussion of competition formats.
• Any further matters submitted by members or team representatives.

14. Any Other Business

Members were invited to raise any further questions or issues.

No further substantive matters were raised.

The chair thanked everyone for attending and for their contributions.

Meeting closed.