SEDERRUNT & apologies

Minutes of previous meeting

The draft minutes of the previous AGM had been circulated and were approved as a fair and accurate record.

Proposed by Steve Rivett seconded by Alex Crawford

Matters arising

We now have a record of previous Singles competition winners on the trophy.

Two full sized lawns established – more on this to follow.

First Aid box has been updated and“whatthreewords” code on the notice board in the pavilion, for emergency services should they be necessary at any time.

2025 review: ChairPERSON’s report

Joyce thanked all the volunteers who have helped in the running of the club, from emptying rubbish to welcoming new members and everything in between. as it is what makes our club so special. Special mention to the lawn maintenance team without whom we would have no lawns to play on, Ian, Michael, Malcolm, Marion, Steve, Kenny, the club is indebted to you. The lawns are looking fantastic for so early in the season, thanks to spending money on tining earlier in the year, more from Malcolm in his report.

Joyce reported that the success of the club is a team effort and any help is appreciated, and that the last season was a happy and rewarding one, despite the rain. Club sessions were well attended which will continue this season hopefully, with an emphasis on enjoyment and encouraging people new to the game.

Joyce explained the few changes that were proposed as amendments to the Constitution, and apologised for the delay in getting this out to club members. This document should be reviewed regularly to reflect the Club’s requirements. The bulk of the document would remain but with the proposed amendments, she felt would giving the Club a more robust document.

The proposed amendments are:

Number of members no longer fixed in the Constitution but reviewed annually.

Subscriptions reviewed annually by the Committee and changes voted on at the AGM.

Introducing, in line with other clubs and to comply with Health and Safety requirements, a visitors book to record visitors to the Club. A nominal fee to be introduced for visitors over 18, (under 18’s free)

Increase Committee members “up to seven” and to reallocate roles to spread the load.

2025 review: Treasurer’s report

The accounts and proposed budget had been distributed to all members before the meeting.
Malcolm explained the expenditures over last season and the current balance.

A major expenditure has been made the at the beginning of this year (2026) with the hiring of professional services to hollow tine the lawns. This was at a cost of £1000, which does not appear on the 2025 accounts as this was done in 2026. It was suggested that we might hire a machine next year and do the job ourselves, at a much lesser cost.
Mulching and top dressings was done in March.

OiR will be paying £2/person/session for 2026 season, bringing in a projected income of +£400

2026 budget is tight. Discussion on contingency if finances needed to be raised quickly, such as for an expensive purchase ie lawn mower. A levy could be raised in this instance but the club is then reliant on everyone paying their fair share and was considered unwieldy. The option to increase annual subscription was discussed.

Committee agreed at last meeting to raise subscription to £45 and brought this recommendation to the club to vote at the AGM
Proposed Malcolm Seconded Joy
Unanimous vote to raise the subscription for the 2026 season to £45 for adult membership.
Junior Membership to remain at £10 for under 18’s.
Treasurer’s report Proposed by Kenny Seconded Ian

Committee has previously discussed introducing a “Visitor Fee” for any guests that members bring along. This is due to the fact that visitors are using club mallets and equipment, which require maintenance.
Ian proposed £5 fee for visitors. Seconded S Rivett
David Johnstone put in a counter proposal of £3 Seconded Kenny

Put to the club to vote.
18:6 in favour of £3 for visitor fee.
Money to be paid either via bacs transfer, or cash paid to a Committee member.
NO money is to be left in the hut.
Visitor details to be entered in the Visitor book, as “Guest of”

2025 review: Captain’s report

Kenny reported on a successful season both here in the club and outwith as follows –

May: Meadows Open Kenny reached the Final
July: Meadows Ladies Tournament Winner Joy Rivet-Gill
August: Meadows C Level GC Open – Winner Joy Rivett-Gill, Runner Up Michael McLachlan
B level GC Open     Semi-Finalist Steve Rivett

Balgreen Edinburgh Tournament – Winner Ian Price, Semi Finalist Steve Rivett
ACC Singles Competition Winner – Michael McLachlan    Runner Up Ian Price
Doubles Competition Joint Winners – Steve and Joy & Ian and Michael

SCA GC Inter Club Competition – Winners Auchincruive 1st Team – Steve and Joy
Runners Up Auchincruive 2nd Team Kenny Malcolm, Ian & Kevin

2026 club competitions: Currently have 10 doubles pairs and 7 singles have put their names forward for this years leagues games. Closing date 8th May for anyone else wishing to enter.
Captain’s report proposed by Alex Crawford Seconded Malcolm Smith

Entries for this year’s AC and GC Inter-club events have been submitted to the captain: 1 AC team and 2 GC teams

Despite numerous invites for friendly against Glasgow at Auchincruive dates could not be
arranged and efforts will be tried again this year.

Constitution Revision

Proposed amendments to the Constitution had been circulated to Club members ahead of the AGM.

Propose removing the number of members from Constitution, and the mention of a subscription rate to allow for changes in the future to be recommended by the Committee and voted on at future AGMs.
Propose increasing the number on the Committee to “up to seven”

Ian price raised an objection to the proposed amendment section F. It appears that we have an issue with the version that is published on the website, with the version that the Committee have been working with and allegedly the version that was distributed to Club members ahead of the AGM. Some members expressed dis-pleasure in not being able to access the members area of the website, to read the pages designed for them.
There was some discussion as to which version of the proposed amendments had been circulated.

Joyce proposed the Club adopt the amendments to the Constitution Seconded Malcolm
Steve Rivett proposed that the Club accept what has been sent out with the proviso that the Committee can tweak section F David Johnstone seconded Unanimous vote

Election of Committee

Joyce reported that Kenny has indicated that he wishes to step down as captain and that the roles of Treasurer/Secretary was to be separated into 2 roles. Malcolm to continue as Secretary.

Joyce proposed Ian takes over as Treasurer. Seconded Michael
Nominations for Captain Michael proposed by Ian, seconded by Kevin
Joy proposed by Steve seconded by Elisabeth Hanson

Vote in favour of Michael to take on the role as Captain.

All other Committee members willing to stand for the 2026 season.
Chairperson Joyce re-elected Michael proposed Marion seconded
Secretary Malcolm re-elected Joyce proposed Kenny seconded

Lawns, Progress And Works

Now that we have two full sized lawns it was felt by the Committee that we could increase our membership numbers. Discussion on the upper limit that the Club could accomodate between 50 and 60. It was pointed out that we had already gone over the 40 upper limit in the 2025 season, and that increasing our numbers to 50 was not that great.

Kenny proposed an upper limit of 60 Marion Seconded Unanimous vote

Bookings to continue as previously.
Ian, Kenny and Steve have agreed to manage the booking process. Lawns can be booked one week in advance for friendly games and two weeks in advance for Competitions. Booking hours to remain as previous.

When booking lawns members should indicate whether Hedge or River lawn.

Any Other Business

document links