MINUTES OF AGM 2026

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Minutes of the Annual General Meeting of the Plymouth and District Table Tennis Club held at the League Headquarters on Friday 17th July 2026

Meeting commenced at 7.03 pm.

There were 18 members in attendance, names of which were recorded in the Attendance Register.

The Chairman, Pete Nicholson opened the meeting by advising the floor that Laurie Harrison, our President had recently had a fall and was not well enough to attend. As a result, the Chairman read out the President’s report. In that Report Laurie thanked those officers and Executive Committee and in particular Russ Keith for his role as Match Secretary and maintaining the HQ website. He further thanked Bryn Ford and Shopfitters by SWS for their continued Sponsorship. He concluded his report by naming those players that had sadly passed away over the last 12 months. 

The President’s full report is detailed in See Appendixes below. 

The Chairman wished Laurie a speedy recovery.

At this point, Les Cole, Vice President took the Chair to advise the meeting that Pete’s position as Chairman was a 2 yearly appointment and that he would need to be re -elected to continue in this role. Les asked if there were any other nominations, and in the absence of any other names and following a proposal by Glyn Price, Pete was unanimously re- elected as Chairman. 

The Chairman [Pete Nicholson] then proceeded to ask the floor for any apologies. 

Apologies: L Harrison, G Reed, T Sweet, N Ashton, D Whiting, W Roberts, R Smaridge, 

M Chapman, M Hynes  

The Chairman continued his introduction by thanking the meeting for re-electing him as Chairman for another 2 years. He thanked the Executive Committee for the successful year we have just had and especially to Tony and Russ for their hard work. He then mentioned the TTE Pride of Table Tennis Life - Time achievement award presented to Les Cole.

In response, Les said that he was honoured to receive this award and thanked the Club for nominating him. Les further said that he would continue to assist the Club whilst he is able.

The Chairman then thanked Russ Keith and Paul Whiting for their magnificent effort in securing the World Championship Tables.

The minutes of the last AGM were taken as read as these have been published on the Website for almost a year. There were no matters arising.  

General Secretary’s Report:

Glyn commenced his report by also praising the efforts of Paul Whiting and Russ Keith in securing 3 World Championship Tables, surrounds and other equipment. He said that they made two separate journeys in a van with no air conditioning. He also thanked the small army of helpers who manage to carry the Tables up the stairs and put them together, the result being that we have a wonderful facility.   

Glyn then gave details of an important piece of work that the Committee has recently begun to explore, that being the possibility of incorporating the Plymouth and District Table Tennis Club. He explained that Incorporation would mean creating a separate legal entity to run the Club. He further explained that the Committee were looking at the best interest of the Club, it’s members and its long-term future. Full details regarding Incorporation are shown in See Appendixes below. Also included in his report are details regarding the club’s Insurance and Business Rates.

Treasurer’s Report:

Pete gave a comprehensive report on the Club’s yearly finances resulting in an Income of £xxx and Expenditure £xxx. As at 31/05/26 the Club had £xxx [£xxx in the Bank and £xx in cash]. He provided details of the Club’s main Income and Expenditure, as shown in See Appendixes below.

Although some members have suggested an increase in fees he doesn’t believe it is necessary. He also stated that TTE are not raising their fees so the Club’s fees will stay exactly as they are.

Pete also mentioned that TTE will be changing their membership data from next week and he is hopeful that the Club will still be able to pay these fees. This will be sorted out as quickly as possible.

Pete concluded his report by advising the meeting that he has with him a copy of the Club’s accounts signed off by the Independent Financial Advisor should any member whish to have sight of this. 

Alteration of Rules:

Handbook: No proposed alteration of Rules received.

Constitution: Pete explained that should the Club go down the route of Incorporation, the constitution will need changing. He also mentioned that he as Chairman and Tony Powlesland, Vice Chairman are shown as proposed Trustees with Glyn to be added as Secretary. Pete said that officially we should call an Extraordinary Annual Meeting should the Executive Committee after seeking legal advice recommend Incorporation. Pete asked the AGM to trust the Committee and allow them to make such a decision without the need of an EGM. He further said that the Executive would publish its intentions, which will be in the best interest of the Club.

A member from the floor said that he trusted the Committee but recommended that the Committee check that they are able do what has been suggested and question what is the right procedure. Pete said that he is asking for acceptance that the Executive Committee take the necessary action. Another member from the floor suggested that if Solicitors advice is that it is Ok for the Committee to take such action they could go ahead, otherwise a meeting would need to be called. Pete said that we only want to get it right. It was suggested that the Executive needed to ensure they comply. A request was then made for a proposal:

Proposed by Keith James

Seconded by Trevor Mole

The Executive Committee be allowed to make decisions regarding Incorporation providing Legal Advice allows it.

The Proposal was carried by 16 votes for, with 2 Abstentions.

Following the above, Pete read out extracts from the Constitution regarding Trustees within the Club. He then advised the meeting that the Club would initially lose its CASC status should we become an Incorporation, and the importance to reapply for CASC status. 

Election of Executive Committee/Non-Executive Officers:

The Chairman went through all the names of the existing Executive Committee/Non-Executive Officers. All were agreed as detailed in See Appendixes below.

There was a discussion on the vacant position of HQ Secretary with some members suggesting that they would be unable to give the necessary time to take on such a role. The outgoing HQ Secretary said that in the past the HQ Secretary would get tradesmen to do any jobs that were considered necessary. From his experience this has proved difficult with tradesman often not wanting to do small jobs or did not turn up to pre-arranged appointments to provide a quote. On many occasions he has done the work, which he no longer wants to do. There is a job description for the HQ Secretary which will be made available. It was also suggested that perhaps a team of members could share this role.  This will be discussed at the first Executive meeting scheduled for 4/9/2026. 

Election of Independent Financial Advisor:

Mrs Jean Morgan was re-elected.

Match Secretary’s Report/Pairs League:

Russ commenced his report by stating that it had been a successful season in both the 3 Divisional Leagues and Handicap Cup. The winning teams were as follows:

DIV 1 Winners  MOLYNEUX ASSOCIATES A

DIV 2 Winners  MOLYNEUX ASSOCIATES C

DIV 3 Winners  HORRABRIDGE 

Handicap Cup Winners MOLYNEUX ASSOCIATES A

In the absence of Debbie, Pete read out an update regarding the Joola Pairs League.

The Pairs League has gone very well this last season. There were 18 teams with a very high standard of competitive matches and everyone really enjoyed it.

In terms of the ELLC competition, the ladies finished 5thout of 8th. The standard was extremely high with a lot of the top ladies playing in the competition. Helen Lambert and Jane Hatton represented Plymouth and really fought hard to get to the 5th spot.

Joola Plymouth are running a senior 1star 4 player team event next season which will be played over 3 Sundays. Joola are also running two Senior 1 star tournaments, in case any PDTTC players are interested. 

Congratulations to Alyssa Nguyen for representing England.

Russ continued to explain the League Structure for 2026/27 season. The applications were DIV 1 = 7, DIV 2 = 9 and DIV 3 = 5. Due to the difference in strength, his proposal for the start of the season is to have 7 teams in DIV 1, 8 teams in DIV 2 and 6 teams in DIV 3. After the first stage 3 teams will be relegated from DIV 2 to DIV 3. with two teams from DIV 3 being promoted to DIV2. There will be 2 teams relegated from DIV 1 to DIV 2 and 2 teams promoted from DIV 2 to DIV 1. Thereafter for all Divisions it will be 2 promoted, 2 relegated, leaving 7 teams in each Division. The fourth stage will be the Handicap league in 3 Divisions, leading to a Knock Out stage as per last season.

This season, the Handicap League/Cup may see some players start with a minus handicap.  

A discussion followed regarding the Handicap structure and it was voted 12-5 in favour of 2 sets to 25. 

The 2026/27 season will commence 14/9/2026. Practice nights for past and current league players will commence soon on a Wednesday Evening.

Development Officer’s Report.

The Development Officer’s Report is shown in See Appendixes below. Most of the coaching is Cornwall but it is hoped that this might lead to players playing in the Plymouth League.

There then followed a discussion regarding using the Plymouth HQ for coaching. Johnny Hill expressed an interest in Coaching on a Saturday, but will need assistance. He is also unaware if his coaching qualifications are up to date. This will need to be checked before the Executive can decide on such matters.

Pete also mentioned the Plymouth Table Tennis Partnership of which our club is a member.   

AOB:

The presentation of Perpetual Trophies together with World Championship water bottles and Table tennis towels were presented to the respective winners of the Divisions/Handicap.

The A C Ballard award [most improved Junior Male] was awarded to Lucas Deves who also received a World Championship water bottle and TT towel.

The Abbot Plate [League’s oldest player] was awarded to Mike Willis [in his absence Richard Searle accepted the trophy and water bottle/towel].  

The AGM finished at 8.25pm. 

DATES TO NOTE:

First Executive Meeting: Friday 4th September 2026 @ 7.00pm

Season Starts: Monday 4th September 2026 

Plymouth and District Table Tennis Club (P&DTTC) which includes Plymouth Table Tennis League is committed to ensuring that the behaviour of all who participate in the sport whether as player, official, coach or spectator shall be of the highest standards at all times.  In order for these standards to be maintained the following points are to be used as guidance.  

All members of the Club:  

1 Shall promote the reputation of the game and take all possible steps to prevent it from being brought into disrepute  

2 Must ensure that the game is played and conducted in accordance with discipline, sportsmanship and acknowledge that it is not sufficient to rely solely upon the match officials to maintain those principles.   

3 Shall not repeatedly breach the laws of the game.  

4 Shall accept and observe the authority and decisions of match officials and all other disciplinary bodies.  

5 Shall not do anything which is likely to intimidate, offend, insult, humiliate or discriminate against any other person on the ground of gender, race, disability, age, religious or political belief, sexual orientation, social background, ethnic origin, language, marital or civil partnership.  

6 Shall recognise and applaud all good play.   

7 Must ensure that they win with modesty and lose with dignity.  

8 Shall co-operate with coaches, team-mates and opponents.   

9 Will thank officials and opponents after competition.   

10 Will learn and play by the rules.   

11 Will display consistently high standards of behaviour.   

12 Shall play for fun and enjoyment.  

13 Will recognise and appreciate the efforts made by coaches, match officials and administrators in providing the opportunity for you to play the game and enjoy the sporting environment.   

14 Will treat HQ and other venues where they may play with respect and follow all guidance and advice such as HQ being a non-smoking site and that the use of tobacco and e-cigarettes on site will not be tolerated.  Also when arriving or leaving HQ or other venues make sure they respect those that are living in the vicinity.  

Any blatant disregard of this Code of Conduct reported to the Executive Committee will be investigated in a timely manner and disciplinary action taken as appropriate.  In the first instance this will usually be in the form of a written letter, but if further breaches of the Code are reported then suspension or in the most serious cases, exclusion from the Club, may follow.  

Any member of the Club accused of breaking this Code may appeal to the Executive Committee either in writing or by attendance at an Executive Committee meeting and will be informed of the Committee’s decision within 7 days.  

Responsibilities   

This policy will be available to and adhered to by all members, parents/guardians, volunteers and participants.  All members of the Club have responsibility for responding to any allegations or concerns, passing information to the Executive Committee.  Members, Parents/Guardians, volunteers and participants all have a responsibility to work together with the organisation in implementing the above procedures.  The policy and procedures will be widely promoted and are mandatory for everyone involved in P&DTTC.    

Monitoring  

This policy will be reviewed a year after development and then every three years, or in the following circumstances:   

• Changes in legislation and/or government guidance.  

• As required by TTE. 

• As a result of any other significant change or event.  

See also: 

PLYMOUTH AND DISTRICT TABLE TENNIS CLUB SAFEGUARDING POLICY 

PLYMOUTH AND DISTRICT TABLE TENNIS CLUB EQUALITY POLICY 

PLYMOUTH AND DISTRICT TABLE TENNIS CLUB DATA PRIVACY POLICY  

TABLE TENNIS ENGLAND – SAFEGUARDING PLAYERS CODE OF CONDUCT (ISSUE 1)  

P&DTTC recognises and commits to uphold its legal obligations under the following legislation:  

• The Rehabilitation of Offenders Act 1974  

• The Sex Discrimination Act 1975, 1986 and 1999  

• The Race Relations Act 1976 and the Race Relations (Amendment) Act 2000  

• The Disability Discrimination Act 1995  

• Employment Equality (Sexual Orientation) Regulations 2003  

• Employment Equality (Religion and Belief) Regulations 2003  

• The Children Act 1998  

• The Human Rights Act 1998    

Plymouth and District Table Tennis Club (P&DTTC) which includes Plymouth Table Tennis League is committed to ensuring that equality is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equality:

Sports equality is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society. 

P&DTTC respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

P&DTTC is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse and therefore fully embraces the following principles:

· Discrimination whether direct or indirect will not be tolerated.

· Every member to be responsible for creating a welcoming comfortable environment for anyone wishing to participate in table tennis.

· That all individuals have the right to participate in and enjoy table tennis. 

· Equality is not just about treating everybody the same, sometimes action needs to be taken to target any under represented groups.

· All recruitment and selection procedures, whilst meeting all the necessary legal requirements, will be fair and transparent. 

· Ongoing training regarding equality will be provided for staff and volunteers.

· Any known or perceived inequalities or incidents of harassment, bullying or victimisation will be regarded as serious misconduct and will be liable to the appropriate disciplinary action.

Responsibilities 

This policy will be available to and adhered to by all members, parents/guardians, volunteers and participants. The organisation’s Welfare Officer has responsibility for responding to any allegations or concerns, passing information to the Executive committee. Members, Parents/Guardians, volunteers and participants all have a responsibility to work together with the organisation in implementing procedures. The policy and procedures will be widely promoted and are mandatory for everyone involved in P&DTTC. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the Club. 

Monitoring 

This policy will be reviewed a year after development and then every three years, or in the following circumstances: 

· Changes in legislation and/or government guidance. 

· As required by TTE.

· As a result of any other significant change or event.

P&DTTC recognises and commits to uphold its legal obligations under the following legislation: 

· The Equal Pay Act 1970 

· The Rehabilitation of Offenders Act 1974 

· The Sex Discrimination Act 1975, 1986 and 1999 

· The Race Relations Act 1976 and the Race Relations (Amendment) Act 2000 

· The Disability Discrimination Act 1995 

· Employment Equality (Sexual Orientation) Regulations 2003 

· Employment Equality (Religion and Belief) Regulations 2003 

· The Children Act 1998 

· The Human Rights Act 1998  

1 About this Policy 

1.1 Throughout this document where the word ‘we’ or the word ‘club’ is used that is referring to Plymouth and District Table Tennis Club and/or Plymouth Table Tennis League.

1.2 This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it. 

1.3 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you. 

1.4 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. We may be required to amend this Data Privacy Policy due to regulations. For any significant changes you will be notified but you are advised to check our Website for the latest Privacy Policy

1.5  We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the ‘Controller’ of all personal data we hold about you.

2 What type of personal information might we hold about you?

2.1 We will collect information about you that you provide by filling in the membership forms and by corresponding with us.

2.2 We may hold and process any or all of the following personal information about you:

· Personal details such as your name, gender, age, date of birth, contact details (e.g. your address and postcode, email, telephone and mobile numbers), and in some cases your medical background and doctors details.

3 Using your information in accordance with Data Protection Laws

3.1 Data protection laws require us to meet certain conditions before we are allowed to use your personal information in the way described in this privacy notice.

3.2 We rely on a condition that allows us to use your personal information to comply with running the Club. We also rely on a condition known as ‘legitimate interests’ in order to use this information in the way described in this privacy notice. We have legitimate interest to collect and process your personal information as we need to administer the League and to provide you with information concerning the League.

3.3 We will keep the amount of personal information collected and the extent of any processing to the minimum.

3.4 We will only process ‘sensitive’ or ‘special categories’ of personal information under the Data Protection Laws (e.g. information about your health) where you have explicitly consented to this by providing the information. You have the right to have this information removed at any time.

4 What we do with your information?

4.1 We may use your personal information for a number of purposes relating to the administration of the Club including the following:

· To notify you about changing match nights.

· To inform you about meeting dates

· To inform you about Rule Changes and to keep you abreast of the latest information concerning the Club.

· For record keeping.

· To inform you of any changes regarding access to the HQ Building.

5 How long do we keep your information?

5.1 We will hold your personal information on our system for as long as is necessary for the Club to provide benefits to you.

5.2 If you cease to be a member of the Club we will hold your information for a period of at least 6 years after you cease playing in case any further queries arise.

6 Who do we share the information with?

6.1 Where appropriate for the purposes of administering the Club we may share your information with other clubs and Devonshire County Table Tennis Association.

6.2 For affiliation purposes we will share your information with Table Tennis England.

6.3 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as deemed necessary by us to fulfil the task of administering the Club

7 How we protect your personal data 

7.1 We will not transfer your personal data outside the EU without your consent. 

7.2 The data that we collect from you will only be stored inside the UK.

7.3 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. 

7.4 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. 

7.5 For any payments which we take from you online we will use a recognised online secure payment system. 

7.6 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk. 

8 Your rights in relation to your personal information

8.1 The accuracy of the information that we hold about you is important to us. If any of the information that we hold is inaccurate or out of date, please let us know using the contact details set out at the end of this document.

8.2 You have a number of rights under the Data Protection Laws in relation to the way we process your personal data, namely:

· To access your personal data 

· To be provided with information about how your personal data is processed 

· To have your personal data corrected 

· To have your personal data erased in certain circumstances 

· To object to or restrict how your personal data is processed 

· To have your personal data transferred to yourself or to another business in certain circumstances

8.3 You have the right to take any complaints about how we process your personal data to the Information Commissioner: 

https://ico.org.uk/concerns/ 

0303 123 1113

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

9 Contact details

If you have any queries about this privacy notice, or wish to exercise your rights regarding this policy please contact Peter Nicholson, the Club’s Data Protection Manager on:

Email  petenicholson.nicholson@btinternet.com

Tel. 01752 813757

Mobile. 07

Address. 24 Woodland Way

Torpoint

Cornwall PL11 2DW 

Plymouth & District Table Tennis Club (P&DTTC) which includes Plymouth Table Tennis League acknowledges the duty of care it has to safeguard and promote the welfare of all, both children & adults and is committed to ensure its safeguarding practice reflects statutory responsibilities, government guidance and TTE best practices. 

The policy recognises that the welfare and interests of all is paramount in all circumstances. It aims to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socio-economic background, all have a positive and enjoyable experience of sport at P&DTTC. 

Policy Aims 

As part of our safeguarding policy P&DTTC will: 

· Promote and prioritise the safety and wellbeing of both children and adults. 

· Ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate education/training to recognise, identify and respond to signs of abuse and other safeguarding concerns relating to children and adults.

· Ensure that all members of the Club are aware of their responsibility to report concerns to the Welfare Officer. 

· Ensure that all suspicions and allegations of abuse and poor practice are taken seriously and responded to swiftly and appropriately. 

· Ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individuals who raise or disclose the concern. 

· Ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored.

· Ensure robust safeguarding arrangements and procedures are in operation.

· Ensure that anyone, who in good faith, reports their concerns is fully supported and whose identity where possible, shall remain undisclosed.

· P&DTTC will work in close partnership with children, parent/guardians and adults to review and implement all safeguarding procedures. 

Responsibilities 

This policy will be available to and adhered to by all members, parents/guardians, volunteers and participants. The organisation’s Welfare Officer has responsibility for responding to any allegations, concerns or child protection incidents, passing information to the Executive committee. Members, Parents/Guardians, volunteers and participants all have a responsibility to work together with the organisation in implementing procedures.  The policy and procedures will be widely promoted and are mandatory for everyone involved in P&DTTC.  Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the Club. 

Monitoring 

This policy will be reviewed a year after development and then every three years, or in the following circumstances: 

· Changes in legislation and/or government guidance. 

· As required by the TTE

· As a result of any other significant change or event.

In drawing up this policy and the guidelines P&DTTC has taken into account the following legislation for safeguarding both children and adults:

· The Children Act 2004

· The Children Act 1989

· The Protection of Children Act 1999

· The Safeguarding Vulnerable Groups Act 2006

· The Every Child Matters Strategy 2004

· Working Together to Safeguard Children

· The Sexual Offences Act 2003

· Human Rights Act 1998

· The Rehabilitation of Offenders Act 1974

· Data Protection Act 2018

· Police Act 1997

· Protection of Freedoms Act 2012

· The Care Act 2014

· Domestic Violence, Crime and Victims (Amendment) Act 2012

· The Equality Act 2010

· The Safeguarding Vulnerable Groups Act 2006

· Mental Capacity Act 2005

Personal information will be treated in strict confidence, within the limits of the law, which requires that the Police, Children’s Services, Adult Services and/or any other statutory agencies including the NSPCC be informed where there are concerns that a child or adult is at serious risk of harm or it is believed that a crime has been committed.