2010 AGM Notification

THE HOLBROOK CLUB ANNUAL GENERAL MEETING

NOTICE IS HEREBY GIVEN THAT THE SEVENTH ANNUAL GENERAL MEETING OF THE HOLBROOK CLUB (FORTY SECOND OF THE CLUB) WILL BE HELD IN THE MAIN HALL AT THE CLUB ON THURSDAY 13TH MAY 2010 COMMENCING AT 7.00 PM.

AGENDA

1. Apologies for absence

2. Approval of the Minutes of last year's A.G.M. held on 14th May 2009. (Copies are available from both the Club office and reception).

3. General Manager's Report and Club Chairman's Report

4. Presentation of the 2009 Club Accounts

5. Election of Three General Committee Non-Section Representatives

6. Approval of the Two General Committee Representatives who have been elected to serve on the Executive Committee

7. Election to the Executive Committee of:

The Club Chairman
The Club Deputy Chairman
The Club Treasurer
Four Members' Representatives

8. Appointment of Club Auditors

9. Presentation of the J R Holliday Cup (for outstanding service to the Club)

10. Any Other Business

10.1 Approval of the following proposed Club membership subscription rate increases planned to take effect from 1st July 2010 i.e. the direct debit collection made on 28th June 2010:

- all £9.50 per month membership categories to be increased to £9.75 per month, and
- all £5.90 per month membership categories to be increased to £6.05 per month

10.2 Approval of the following proposed increase to the Pay-As-You-Play (P-A-Y-P) fee which is planned to take effect from 1st July 2010 and consequent increase in the Unlimited Sport fee to also take effect from 1st July 2010 i.e. the direct debit collection made on 28th June 2010:

- £1.50 P-A-Y-P fee to be increased to £1.60 for adults aged 16 and over.
- £10.50 per month Unlimited Sport fee to be increased to £11.20 per month for adults aged 16 and over.

10.3. Approval of the following Constitutional change - Section 11. Club Committees - 11.1 Executive Committee - To be amended under paragraph four to read as per the underlined words:

"A Quorum at Executive Committee meetings will consist of no less than five voting elected members." (N.B. The number is currently four).

10.4. Approval of the following Constitutional change - Section 8. Membership Cards - A new second paragraph to be added as per the underlined words:

"In order to increase Club security, Club Members shall be asked to have their photograph taken for inclusion on the Register of Members."

10.5 Update on the Club's lease situation with Horsham Football Club.

10.6 Update on the Holbrook Privilege Card scheme.

10.7 Update on the re-surfacing of the tennis courts and the building of the new play area.

10.8 Any questions from the floor of the A.G.M. will then be taken by the Executive Committee.

Copies of the General Manager's Report, the Club Chairman's Report and the 2010 Club Accounts will be available from Thursday 6th May 2010 from the Club office and reception and will also be available to read on The Holbrook Club website - www.theholbrookclub.co.uk

Further Information About Agenda Items 5 to 10

Item 5

In accordance with Rule 11.2, the following Non-Section Representative retires from the General Committee: Mr Brendan Ahern and will not be seeking re-election at this A.G.M. Our thanks go to Brendan for his past services on behalf of the Club.

There are now three vacancies for Non-Section Representatives on the General Committee. (N.B. These Representatives are elected to the General Committee to represent the views of social (i.e. non-sport section) Club Members).

Any nominations for these vacant positions on the General Committee should be sent in writing to Mr Simon Charman, Club Chairman, care of the Club Office. There is no deadline for the receipt of these nominations which can also be taken from the floor of the A.G.M. if necessary.

Item 6

In accordance with Rule 9.1(b), the following Members have been elected by the General Committee to serve on the Executive Committee until the 2011 A.G.M. and offer themselves for approval by the general membership: Mrs Carole Charman and Mr Ray Sutton.

Item 7

In accordance with Rule 9.1(a), the following Members retire from the Executive Committee:

Club Chairman	- Mr Simon Charman
Club Deputy Chairman	- Mr Paul Finn
Club Treasurer	- Mrs Lorraine Heather
Members' Representatives	- Mr Bernard Owen
	- Mr John Maher
	- Mr Jon Campbell
	- Mr Adrian Phillips

All the above committee members offer themselves for re-election to the positions shown above.

Nominations for any of the above (seven) positions on the Executive Committee should be sent in writing to Mr Simon Charman, Club Chairman, care of the Club Office to be received by Thursday 29th April 2010 and must comply with all requirements as set down in the Club Constitution.

Please note that nominations from the floor of the A.G.M. will not be accepted unless insufficient nominations as detailed above have been received by the closing date.

Item 8

D A Clark are the current Club auditors. The Executive Committee seek approval from the general membership to re-appoint D A Clark as auditors for the 2010 financial year.

Item 9

Nominations are being sought from the various Club Sections via the General Committee and the successful nominee will be presented with the J R Holliday Cup at the A.G.M.

Item 10

10.1 The proposed change is equivalent to a 2.5% increase (rounded to the higher 5p). The Executive Committee feel that this small increase is necessary in order to maintain the financial position of the Club going forward.

Please note that all gym membership fees (including the Induction Fee) are not being proposed for increase at this time nor are Guest Fees.

10.2 The proposed 10p increase is the first in two years. The Unlimited Sport increase is based on the current "7 times" multiple which is unchanged. The £1.00 charge for "under 16s" to play sport is also unchanged.

10.3 This change is being proposed to ensure that a majority of the nine Executive Committee members are in attendance and able to vote at any meeting.

10.4 This change is being proposed as a consequence of introducing the new webcam system as part of the Holbrook Privilege Card scheme. Security whether at reception, in the gym or at the bar is an important issue for the Club and holding Members' photographs on the membership and new till system will greatly enhance our general levels of security.

10.5, 10.6 and 10.7 Committee members will provide an update on the current position and actions being taken on these three topics and will answer any questions from the floor of the A.G.M. in so far as they are able.