SURREY SQUASH
ANNUAL GENERAL MEETING
Monday 17th November 2025
The Annual General Meeting (AGM) of Surrey Squash will be held at 7:30 p.m. on Monday 17th November 2025, in the Tarrant Room of the Club House at St Georges Hill Lawn Tennis Club, St Georges Hill, Warreners Lane, Weybridge, Surrey KT13 0LL.
(Access to St George’s Hill is restricted by security gates. Please use the main gate entrance at the end of Old Avenue (off Queens Road A317), where the 24-hour security personnel will be able to direct you. N.B: If you are relying on Sat. Nav. the better post code to use is Old Avenue KT13 0PQ).
AGENDA
Please Note:
There are references throughout this agenda to documents that have been published for reading on the Surrey Squash website. An Appendix containing on-line links to each of those documents has been included at the end of the formal 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 5th December 2024 have been published on the Surrey Squash website.
• Proposed resolution: “That the minutes of the Surrey Squash AGM held on
5th December 2024 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 2024 – 2025
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, at this critical time of change and challenge for the funding, for helping clubs to deliver a successful future for squash and racketball in Surrey.
4.2 The Chairman has emphasised in his annual report the importance of maintaining income by collecting a membership fee from all the individual members of Surrey Squash. An update on implementation of the new Surrey Squash membership scheme has been published for information, on the Surrey Squash website.
4.2 Following the Chairman’s address there will be an open forum in which Patrick Fleming, our President, will invite questions from those present to be answered by a panel of Surrey Squash representatives, including the Chairman, Neil Frankland (Director of Squash) and Luke Beedie (County Coordinator).
5. Report of the Trustees & Financial Statements for the Year Ended 30 April 2025
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 2025, has been prepared and has been published on the Surrey Squash website.
5.2 The financial and constitutional 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 2025 for Surrey Squash be approved”
6. Surrey Squash Membership Fee
6.1 An affiliation fee for individual members (£5 for adults and £2 for juniors) was first introduced in 2017. This was increased by decision of the AGM last year to £10 for adults and £5 for juniors.
6.2 The new Surrey Squash Membership arrangements are still being implemented, a process that is likely to continue beyond the end of our current financial year and no charge has yet been required from signed-up members. During the introductory period of this new scheme no change to the current annual membership fee rate is practicable but a formal decision to maintain the fee at the present approved level is still required.
• Proposed resolution: “That the Surrey Squash annual membership fee for the financial year beginning 1st May 2026 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. 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 Members should be aware that England Squash published new guidelines and policies for both Safeguarding of Adults and Safeguarding of Children and Young People in November 2024. Hyperlinks to these two comprehensive and informative documents on the England Squash website are also included in the appendix to this agenda.
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 should 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 Surrey Squash policy are proposed but review 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 Shayne Baillie must retire as a trustee this year (at the end of her 3-year term) and Chris Browning has volunteered to stand-down to meet the constitutional requirement. With the support of the trustees, they are both standing again for re-election.
8.3 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. The Chairman must be one of the elected Trustees.
9.2 The named serving members listed below all wish to stand for re-election and are nominated by the Trustees:
Chairman John Hughes
Secretary Colin Watson
Treasurer Jonathan Skilton
President Patrick Fleming
Committee Member Tim Stainton
Committee Member Rob Heasman
9.3 Rob Lelliott, who has been a valuable member of the Squash Committee for many years, is standing down from his role as a Committee Member. We thank him for his passion and success in rebuilding interest and participation in Racketball. This has resulted in Surrey becoming one of the strongest counties, both in terms of local interclub competition and at Intercounty level.
9.3 The Trustees are pleased to nominate Phil Hall (Woking) as a Committee Member. Phil plays and has a strong interest in promoting Racketball.
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 by 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 act as Verifying Accountant and Independent Examiner of the final accounts for the year ending 30 April 2026.
• 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 2026”.
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).
Surrey Squash – Annual General Meeting
Monday 17th November 2025
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 Sunday 9th November 2025. Nominations can be made:
by email to [email protected] marked “For the attention of the Secretary” ; or
by delivery in writing 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 Sunday 9th November 2025. 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
• delivery to The Secretary – Surrey Squash, Three Oaks, Pyrford Road, Surrey GU22 8UF
Documents to be Considered for Decision at the AGM
The following documents can be viewed using the links provided to the Surrey Squash website:
• Agenda item 3 – Minutes of the AGM held on 5th December 2024
• Agenda item 4 – Chairman’s Annual Report 2024 – 2025
• Agenda item 4 – Surrey Squash Membership Scheme (A progress update)
• Agenda item 5 – Report of the Trustees & Financial Statements – year end 30 April 2025
• Agenda item 7 – Children, Young People and Adults at Risk Protection Policy 2025
Other Documents and Links for Information:
The following documents are available on the Surrey Squash / England Squash websites, using these embedded links:
• Surrey Squash – Constitution of Surrey Squash as a Charitable Incorporated Organisation
• Surrey Squash – Children, Young People and Adults at Risk Protection Policy
• England Squash – Children Safeguarding Policy and Procedures
• England Squash – Adult Safeguarding Policy and Procedures
• England Squash – Rules of Squash and Racketball and Code of Conduct
Questions and Enquiries:
• For questions concerning the AGM please contact Colin Watson, Secretary – Surrey Squash (email to [email protected] or telephone Colin on 07966 815935)
• For general enquiries about Surrey Squash please send your emails to [email protected]
