SGM Agenda and Motions - 16 Sep '25
Date: Tuesday, 16 September 2025 – 18:00
Venue: Upstairs, Yzerfontein Social and Recreation Club (YSRC)
In accordance with section 16.1 of the Constitution, all members of the club are invited to attend this Special General Meeting.
Agenda
- Welcome and Opening Remarks
- Confirmation of Quorum
- Approval of the Agenda
- Interim Chairman’s Report
- Supporting document: Interim Chairman’s Report – September 2025
- Motions for Voting
- Motion 1: Amendment to Court Rental Fees
- Motion 2: Removal of Ball Fees for Members at Social Tennis
- Motion 3: Alignment of Club Season with YSRC Calendar
- Supporting document: SGM Motions and Committee Recommendations
- Election of Chairperson and Management Committee
- Election of new Chairperson
- Confirmation or reappointment of other committee roles (as decided by the meeting)
- General Discussion
- Questions, suggestions, and matters raised by members
- Closure
Motions for Voting
1. Change to Court Rental Fees
- Current: R100 for 2 players / R200 for 4 players
- Proposed: R100 flat rate per booking, regardless of number of players
Why:
It is difficult to enforce whether bookings are correctly made for 2 or 4 players. Since the booking is for use of the court, not per-person, a flat rate is simpler and easier to manage. If demand is very high during peak season, especially with the new courts, the committee may propose a rate increase to R150 at the next AGM.
2. Remove Ball Fees for Members at Social Tennis
- Current: Members pay R30 per session for balls at Saturday social tennis
- Proposed: No ball fee for members. R60 guest fee remains for non-members
Why:
Although fair in concept, the ball fees have proven operationally cumbersome. Handling cash, reconciling EFTs, and tracking payments is too time-consuming for a small committee. The club has enough funds to cover tennis balls. Introducing card or online systems would not simplify matters significantly.
The R60 guest fee for non-members will remain.
3. Align the Club Season with the YSRC Calendar
- Current: Tennis club season runs from 1 March to 28 February
- Proposed: Change to 1 January to 31 December
Why:
YSRC operates on a calendar-year cycle. The tennis club’s different cycle means members renew at separate times, creating unnecessary admin. Aligning the dates simplifies processes and may enable combined renewal efforts with YSRC in the future.
This also benefits the committee. Currently, a new committee elected in March must immediately handle renewals without confirmed member numbers or a clear budget. With alignment, renewals happen before the AGM, giving the new committee clarity and reduced admin.
The constitution only requires membership to run for one year, so no amendment is needed.
In practice: Renewal will take place earlier, in December 2025. Members renewing in December will receive a 20% discount on 2026 fees to account for the shorter season. Members who do not renew then remain valid until 28 February 2026 under the current cycle. If they renew later, the full annual fee applies, and membership will run only until 31 December 2026.