SURREY SQUASH
ANNUAL GENERAL MEETING
Thursday 5th December 2024
The Annual General Meeting (AGM) of Surrey Squash will take place at 7:30 p.m. on Thursday 5th December. The meeting will be held by video conferencing with current Trustees and Squash Committee members assembled in person at the offices of Brewers Chartered Accountants, Bourne House, Queen Street, Gomshall, Surrey GU5 9LY.
AGENDA
1. Chairman for the meeting
1.1 The trustees have proposed that the President, Patrick Fleming, shall act as chairman for the meeting.
2. Apologies for absence
2.1 Any member wishing to record their apology for absence at the meeting may do so by sending a message to the Secretary – Surrey Squash. The contact details are included in the Appendix at the end of this agenda.
3. Minutes of the previous AGM
3.1 The minutes of the meeting held on 27th September 2023 have been published on the Surrey Squash website.
• Proposed resolution: “That the minutes of the Surrey Squash AGM held on
27th September 2023 be approved as a true and accurate record of the meeting”.
3.2 Matters arising from the minutes of the previous meeting.
4. Chairman’s Annual Report 2023 – 2024
4.1 A written report by the Chairman, John Hughes, has been published on the Surrey Squash website. The Chairman will address the meeting, drawing on aspects of his written report and setting-out the priorities and plans that the trustees and the Squash Committee have discussed and proposed for the coming year.
4.2 Questions and comments from members will be invited.
5. Report of the Trustees & Financial Statements for the Year Ended 30 April 2024
5.1 The trustees have adopted the provisions of “Accounting and Reporting for Charities: Statement of Recommended Practice” (SORP) as issued by the Charity Commission. Accordingly, a formal report, which includes the financial statements of the charity for the year ended 30 April 2024, has been prepared and has been published on the Surrey Squash website. A link to the report is included in the Appendix at the end of this Agenda. The Treasurer, Jonathan Skilton, shall give a short verbal report to highlight significant financial matters.
5.2 The circumstances of Surrey Squash do not require the annual accounts to be audited but an independent examination is necessary. This has been completed to the satisfaction of our appointed independent examiner and a signed statement is included within the formal report presented by the trustees.
• Proposed Resolution: “That the Report of the Trustees and Unaudited Financial Statements for the Year Ended 30 April 2024 for Surrey Squash be approved”
6. Surrey Squash Membership Fee
6.1 An affiliation fee for individual members of Surrey Squash was first introduced in 2017. Participation in squash was at that time falling dramatically and a steady stream of squash clubs and squash courts had been closed. The need to promote and inspire new local interest had been acknowledged and new resources were needed. An affiliation fee of £5 per adult and £2 per junior (providing around £10,000 p.a.) was introduced. These funds have been used to assist clubs and leisure centres with a wide variety of squash-related projects including:
- assisting clubs in developing their junior and new adult participation programmes,
- boosting our inter-county competition profile for junior squash players,
- helping to develop new coaches
- developing internet communications and social media output to promote squash and racketball throughout our area of operations
6.2 For the past 6 years we have been fortunate that England Squash have provided a free service to collect the county affiliation fee. However, now that they have implemented their new ES membership system, that collection service is no longer available. Over the past year the Trustees and Squash Committee have accordingly considered options regarding the membership fee and services we offer. This has culminated in development of ideas, spearheaded by Neil Frankland (Director of Squash) and Luke Beedie (Surrey Squash – County Coordinator), for a new Surrey Squash Membership Plan.
6.3 The Surrey Squash Membership Plan aims to enhance squash participation and community engagement across all skill levels by offering a comprehensive benefits package. Over the next three years, the program should grow membership, improve club resources, and foster an inclusive squash culture in Surrey:
- In Year 1 – the focus will be on delivering key member benefits like equipment discounts, prize draws, discounted coaching, and seminars on sports psychology and injury prevention. We will also form partnerships with wellness providers and offer digital marketing training for clubs.
- By Year 3 – the program will include coaching mentorships, junior development, travel packages, and event hosting opportunities, backed by strong brand partnerships and community outreach.
- The final version of this program is still being developed but a link to the current working document is included in the Appendix at the end of this Agenda.
6.4 The proposed Surrey Squash Membership Plan will require a substantial level of activity, including through use of paid resources. Initially, over the next 6 months, we will take the plan to clubs to explain the detail and obtain their support. Then, as the programme is implemented, our resources will switch to developing and maintaining the offer and activities. For the first year an individual membership fee of £10 (£5 for juniors) is envisaged. Members should note that, arising from the current England Squash membership changes, no Surrey Squash membership fee has been or will be levied for the current financial year.
6.5 If successful and with new services coming on-stream in future years, it is envisaged that the adult membership fee may rise to say £20 (juniors £10), but this of course would require approval at a future AGM.
• Proposed resolution: “That the Surrey Squash annual membership fee for the financial year beginning 1st May 2025 will be £10 for adult members and £5 for Junior members”.
7. Approval of Safeguarding Policy
7.1 The “Surrey Squash – Children, Young People and Adults at Risk Protection Policy” is published on the Surrey Squash website – a link to it is included in the Appendix at the end of this Agenda. The policy commits Surrey Squash to maintain an approach to safeguarding that is consistent with the policies, procedures and standards expected by England Squash.
7.2 Surrey Squash aims to ensure that everyone involved in squash and squash57, within our area of geographic responsibility, will have a positive and enjoyable experience of our sport, in a safe and inclusive environment. We accept the responsibility to take reasonable and appropriate steps to ensure the welfare of children, young people and ‘adults at risk’. Every coach and all club members of Surrey Squash must assume that same responsibility. They should be watchful and take appropriate and timely action if required standards of behaviour are seen to be breached and / or if it seems that individuals might be at risk.
7.3 No changes to the policy are proposed but review of the policy at each AGM provides an excellent opportunity to draw attention to these very important principals.
• Proposed resolution: “That the ‘Surrey Squash – Children, Young People and Adults at Risk Protection Policy’ be approved”.
8. Appointment of Trustees
8.1 The trustees have overall responsibility for the governance of Surrey Squash. The current trustees are John Hughes, Colin Watson, Patrick Fleming and Shayne Baillie and Chris Browning.
8.2 There may be up to 6 trustees and once elected at an AGM, the term of office is 3 years. This is, however, subject to a further constitutional requirement that one third of the trustees must stand-down every year. Any trustee retiring in this way is immediately eligible for reappointment.
8.3 John Hughes (Chairman) must retire as a trustee this year (at the end of his 3-year term) and Colin Watson (Secretary) has volunteered to stand-down to meet the constitutional requirement. With the support of the trustees and the Squash Committee, they are both standing again for re-election.
8.4 Other candidates who are willing to act as trustees of Surrey Squash may also stand for election at this AGM. To be eligible for appointment at this meeting, any additional nominations for election must be made by any Surrey Squash member in writing to the Secretary at least 7 days before the meeting. (Contact details for the Secretary are included in the Appendix at the end of this agenda).
• Action to be taken at the AGM: An election will take place to appoint up to 3 individuals as Trustees, from all the declared candidates.
9. Appointment of the Squash Committee
9.1 The Squash Committee is entrusted with the day to day running of Surrey Squash and is elected annually at the AGM. There are 8 positions to be filled by election each year at the AGM. The Chairman must be one of the elected Trustees.
9.2 The named serving members listed below all wish to stand for re-election:
- Chairman John Hughes
- Secretary Colin Watson
- Treasurer Jonathan Skilton
- President Patrick Fleming
- Committee Member Tim Stainton
- Committee Member Rob Lelliott
- Committee Member Rob Heasman
9.3 Kim Ricks who has been a valuable member of the Squash Committee for many years, is standing down from her Committee Member role.
9.4 Other candidates for any of the four officer roles or for one of the Committee Member roles may stand for election at the AGM. To be eligible for election at this meeting, any additional nominations for election must be made in writing or email to the Secretary, to be received at least 7 days before the meeting. (Contact details for the Secretary are included in the Appendix at the end of this agenda).
• Action to be taken at the AGM: Elections, from all the declared candidates, will take place to appoint each of the 4 officer roles and up to 4 Committee members.
10. Appointment of Auditor / Verifying Accountant
10.1 The Trustees recommend the reappointment of Deborah Edwards (a Director of Harland Accountants) to as Verifying Accountant and Independent Examiner of the final accounts for the year ending 30 April 2025.
• Proposed resolution: “That Deborah Edwards be appointed to act as Verifying Accountant and Independent Examiner of the final accounts of Surrey Squash for the year ending 30 April 2025”.
11. Any Other Business
11.1 No other matters may be considered formally at the AGM, except when clear details have been given in writing or email to the Secretary at least 7 days prior to the meeting. (Contact details for the Secretary are included in the Appendix at the end of this agenda)
APPENDIX TO AGENDA – NOTES, CONTACT DETAILS AND INFORMATION
Agenda Item: 2. – Apologies for Absence at the AGM
• To record an apology for absence from the AGM – please send an email marked “For the attention of the Secretary” to [email protected]
Agenda Items 8. and 9. – Nomination of people wishing to stand for election
• Nominations of candidates wishing to stand for election as a trustee (agenda item 8); or, as an officer of Surrey Squash (i.e., Chairman, Treasurer, Secretary or President) or other Squash Committee Member (agenda item 9), must be received by the Secretary before midnight on Wednesday 27th November 2024. Nominations can be made:
- by email to [email protected] marked “For the attention of the Secretary” ; or
- by delivery to The Secretary – Surrey Squash, Three Oaks, Pyrford Road, Woking Surrey GU22 8UF
Agenda item 11. – Notification of an item as “Any Other Business”
• Notification of any matter that a member wishes to raise for consideration under Agenda item 11, “Any Other Business”, must be received by the Secretary by midnight on Wednesday 27th November 2024. All such notifications, detailing the matter for consideration (together with any supporting documentation) can be given:
• by email to [email protected] marked “For the attention of the Secretary” ; or
• by delivery to The Secretary – Surrey Squash, Three Oaks, Pyrford Road, Woking Surrey GU22 8UF
Access to Documents to be Considered at the AGM
The following documents are available to view by following the links provided to the Surrey Squash website:
• Agenda item 3 – Minutes of the AGM held on 27th September 2023
• Agenda item 4 – Chairman’s Report 2023/24
• Agenda item 5 – Report of the Trustees & Financial Statements – year end 30 April 2024
• Agenda Item 6 – Surrey Squash Membership Plan
• Agenda item 8 – Children, Young People and Adults at Risk Protection Policy 2024
Documents and Links for Information:
The following documents are available on the Surrey Squash website, using these links:
• Constitution of Surrey Squash as a Charitable Incorporated Organisation
• Formal Rules of Surrey Squash
• England Squash – Code of Conduct
• England Squash – Safeguarding
Questions and Enquiries:
• For questions concerning the AGM please contact Colin Watson, Secretary – Surrey Squash ([email protected] or telephone 07966 815935)
• For general enquiries about Surrey Squash please send your emails to [email protected]
