MINUTES OF AGM 2025

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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 18th July 2025.

The Meeting commenced at 7.10pm.

Please note: All monetary figures have been omitted due to safety and fraudulent activity by scammers. Figures can be obtained by contacting the Executive Committee separately.

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

In the absence of the President, Les Cole as Vice President opened the meeting and welcomed those present. Les proceeded to give a short report, firstly announcing that Roger Trout, a member of this Club for nearly 40 years had sadly passed away on the 8th July 2025. Roger was a true Gentleman and Sportsman who will be sadly missed.

Les then thanked the Executive Committee for their commitment in running the Club in particular, to the Chairman/Treasurer, Vice Chairman, Match Secretary and Development Officer. On behalf of the Club, he thanked Bryn Ford and SWS Shopfitting for their continued support and sponsorship.

To conclude, he provided details of the achievements of Joola Plymouth TTC, in particular he congratulated Paul Whiting for being recognised in the Table Tennis England Honours List as Vice President. See App 1 for full details of Joola TTC achievements.

Les then invited names of those members who had forwarded apologies,

Apologies: Laurie Harrison [President], Ian Lindsay [Vice President], Bryn Ford [Welfare Officer], Richard Smarridge. Mike Chapman, Wendy Roberts.

Minutes of the last AGM held on 25th July 2024

The Chairman, Pete Nicholson reminded members that those minutes had already been circulated to members and subsequently detailed in the Club Handbook. It was unanimously accepted that the minutes be adopted as a true record.

Matters Arising: The Chairman advised those present that the Rules of the Club had since been examined and re-written by himself, Les Cole and Russ Keith. Details of the proposed new Rules have been circulated and will be put to the Meeting later for formal adoption.

General Secretary’s Report: The Chairman announced that Glyn Price had only been recently adopted as General Secretary. As such, the Chairman on this occasion provided a report on those matters that would have come under the Secretary’s remit had he been in post for the full year.

Insurance: Last Autumn the Club received the annual quote for Insurance which amounted to just under £xxx, a significant increase from just over £xxx from the previous year. This increase was due to the way the Building was valued. After investigation and debate between the Chairman, Vice Chairman and Match Secretary a new quote was obtained and accepted which amounted to just over £xxx.

Building Rates: Due to Central Government changing the Rules, the Club now pays for the full 12 months, instead of 3 months.

Deeds of Trust/Building Trustees: There are currently problems locating the necessary documents to change the names of the Trustees. Glyn and the Chairman will endeavour to solve this

Issue in the next few months.

Treasurer’s Report:

Pete opened his report by stating that he was pleased to announce that the accounts for the Year had been agreed and signed off by the Independent Financial Examiner. He highlighted that the Club had made a surplus this Year of £xxx having started the Year off with £xxx and ending £xxx. He said that this surplus of £xxx compares with a loss of £xxx in the previous year. He reported that there was an increase of Income of £xxx and decrease of Expenditure of £xxx. He concluded that due to the improved financial situation of the Club he did not propose any changes to fees, other than the TTE increase for those that play in the League. See App 2 for full details of Treasurer’s Report.

Alteration to Rules:

Pete explained that that as previously announced, the Club handbook, together with the Club Rules have been completely rewritten and circulated. There have only been a couple of amendments received since the initial circulation. The first is the inclusion of para 1c which allows Part C, the records and other general info to be changed at any time. The second is the inclusion of the updated TTE charges. The last being a new rule, para 2f which allows the Executive Committee to take into consideration any financial hardship encountered by a member and act accordingly.

The proposed changes to the Handbook and Rules were formally proposed by Tony Powlesland, seconded by Trevor Mole and unanimously agreed.

Election of Executive Committee/Non-Executive Committee:

Les read out the existing list of Officers, all of which were formally accepted. Glyn Price was appointed as General Secretary [2year appointment], Tony Sweet to join the Executive Committee and again Glyn Price to be added as the new Building Trustee with Pete Nicholson and Tony Powlesland. See App 3 for full list of Officers

Election of Independent Financial Examiner:

Mrs Jean Morgan was unanimously re-elected.

Allocation of Teams/Structure of the League for 2025/26 Season:

Russ presented a comprehensive report on his proposals for the forthcoming season which already has the support of the Executive Committee.

He explained that his remit was to keep players playing in the League and where appropriate to help accommodate some players to other teams. He advised the meeting that some teams have moved to other Clubs and referred members to the list of teams allocated to Divisions for the forthcoming season. Russ mentioned that although last season’s Molyneux C had disbanded, there would be two additional new teams formed under Molyneux. To date 24 teams have registered with 3 Divisions of

8 teams. There will be 4 phases, 3 Divisional phases and then a handicap phase to include a knock out to find the overall winner.

Divisional phases will be 7 matches [4 Home, 3 Away or 3 Home, 4 away]. Promotion after each phase will be 2 up and 2 down.

The Handicap phase will be based on individual player handicap. The handicaps will be worked out after phase 3. Should a player change Clubs/teams they will be cup tied.

Three Handicap pots will be created with teams from all Divisions split into 3 pots and the order will be pre-arranged.

The Handicap Knock out stage will consist of the top 2 teams from the 3 pots and the best 2 third placed teams, creating 8 teams to play a Quarter Final, Semi Final and Final.

For Match play and the Score Card purposes, deduct the lowest players handicap from the Highest players handicap to determine the lowest players starting Handicap. The lowest player will start with half their handicap per Game /End. If there is an odd number, the lowest player will start with the Handicap they want [eg 7 or 6, or 6 or 7]. If the score is level after 2 Games of the best of 25 points [5 serves per player], the lowest player will get one serve to determine the winner.

The proposed remit for the 25/26 Season was unanimously accepted.

Russ advised the meeting that 96 players had currently signed on which after payment of TTE fees generates £xxx[not including Joola fees].

He stated that all fees need to be paid by 1st September 2025.

Russ concluded his report by advising the Meeting of some key points:

   · Start time of Matches will be 7pm unless agreed by both teams

   · There will be no fines for late scorecards or missing player

   · Matches must be played within each phase – adjudication if not played

   · Electronic Scorecards system is still available [cheapest & quickest]

   · Each player will be emailed their lists per phase

   · Players can play for more than one team/club but cannot play down a division

   · Players encouraged to make use of Honesty box for drinks which can be purchased from the fridge in the Kitchen area.

   · WHATSAPP info can be used if you require someone to stand in to play

   · Please remember the SERVICE RULE – DON’T ARGUE, BUT ACCEPT IT

   · MOST IMPORTANT - HAVE FUN

Development Officer’s Report:

Martin Hynes gave a detailed report, in particular highlighting the success of the Sport-in-mind project held on a weekly basis at the HQ. He mentioned the success of the Joola Pathway Development Centre at Eggbuckland Community College run by Paul Whiting.

He then mentioned that he has been in discussion with Callington Community College with the aim of Table Tennis being added to the school curriculum. If successful there maybe an opportunity to include schools in Saltash, Liskeard and Launceston.

Martin highlighted that the biggest challenge remains encouraging more people to become active in Table Tennis. He asked if any player in the League knows of an employer or village hall that would be interested in establishing a team to let him know. See App 4 full for details of Development Officer’s Report.

AOB:

Russ announced that the list of teams in their respective Division issued earlier at the meeting was not the final version for purposes of arranging fixtures.

Presentation of Trophies:

Perpetual Trophies were awarded to the winners of Division 1 - Molyneux Associates A, Division 2 - Molyneux Associates C, Division 3 - Crafthole B, and Division 4 - Shopfitting by SWS D.

Finally, Les announced that the Executive Committee had decided to reintroduce the A C Ballard award which is awarded on merit to the leading male Junior playing in the Triples League. To present this award Keith James, a two times past winner in 1970 and 1971 was invited to take to the Floor and the winner was announced as Toby Spencer.

There being no other Business, the meeting closed at 8.10pm

DATES TO NOTE:

First Executive Meeting: Friday 5th September at 7pm

Season Starts: Monday 15th September

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.