Notes from the 2011 Annual General Meeting
The 29th AGM of MEMRLTA Inc was held on Tuesday 21st June 2011.
Anne Hubbard Trophy
Congratulations to Doncaster Tennis Club for winning the Anne Hubbard Trophy for the best performing club over the winter/summer seasons. The Anne Hubbard Trophy is a perpetual trophy presented annually at our AGM to the club whose teams have achieved the best all round performance over the previous winter and summer seasons. To be eligible, a club must enter a minimum of three teams per season.
Summary of the President's Report
A 'MEMRLTA Grand Slam'
Glen Waverley Tennis Club was acknowledged for their achievement of having won all three MEMRLTA trophies over a 12 month period—a 'MEMRLTA Grand Slam'! At our 2010 AGM, they won the Anne Hubbard Trophy, then in August 2010 their A1 team won the 2010 Winter Perpetual Trophy, and in March this year their A1 team won the Summer 2010/11 Nan Butler Memorial Trophy.
The Glen Waverley A1 team had also won the Summer 2009/10 Nan Butler Memorial Trophy, so in fact Glen Waverley TC won four trophies in a row. Quite an achievement!
Plans for 2011/12
Commencing with the Winter 2012 season, the Committee will introduce an online entry system for match results. This will replace the current system of score cards being mailed to the Record Secretary. Under the new system the club of each home team will be responsible for ensuring that their match result is submitted online. The club of each away team will be responsible for checking that the result is entered correctly.
MEMRLTA is currently trialling the system offered by Tennis Australia known as Competition Planner. Other Associations using Tennis Australia's system have stated that they were pleasantly surprised with the ease of the results entry process and that many players are quite keen to enter their results.
In early 2012, before the start of the Winter season, we will hold training sessions to teach players and club reps how to use the new system and to answer any questions you may have. We will also provide printed manuals.
Voting Results to Proposed Amendments to By-Laws
Three of the five sets of proposed amendments to MEMRLTA's By-Laws were passed at the AGM as highlighted below.
Each set was voted on as one block - either all or none of the proposed amendments in that set were accepted. Under MEMRLTA Inc's Rules of Association, any resolution changing any rules or by-laws requires a two-thirds majority of those voting to be passed. (Rule 18.3)
The Committee will introduce an online match result entry system similar to what Tennis Victoria and many other tennis associations currently use. The following By-Laws must, therefore, be extended to accommodate this new system. Under the new system, result cards will no longer be sent to the Record Secretary and will be replaced by a larger score sheet with a carbonless copy—top copy for the home team, bottom copy for the away team. Each home team will be responsible for ensuring that their match result is submitted online. Each away team will be responsible for checking that the result is entered correctly.
[Comments about the additions and changes to each by-law are given in brackets.]
7. Registration of Emergencies [Second paragraph is addition.]
a. Emergencies for the current season must be registered on the back of the result card on the day of their first match. Details and Grade to be Registered MUST be completed. EMERGENCIES PARTICIPATING IN MATCHES MUST BE FINANCIAL MEMBERS OF CLUBS REGISTERING THEM.
When results are required to be submitted electronically: Emergencies for the current season must be registered on the paper score sheet on the day of their first match and into the online scoring system. Details and Grade to be Registered MUST be completed. EMERGENCIES PARTICIPATING IN MATCHES MUST BE FINANCIAL MEMBERS OF CLUBS REGISTERING THEM.
9. Composition of Teams [The text '/score sheet' is addition.]
b. Prior to commencement of a match the respective captains will exchange lists of their teams showing the order in which the members play. Such classification shall be entered on the result card/score sheet, and is to be adhered to throughout the match. Failure to adhere to such classification will result in a forfeit of incorrect sets.
10. Forfeits [Second paragraph is addition. Under the online results entry system, a fine for late notification of a forfeit will no longer be relevant.]
a. A club unable to arrange a team for any match must notify the opposing captain or Club contact on the day the match is scheduled to be played, and notify the appropriate Record Secretary in writing of such forfeit, by Thursday following the match. Penalty for each forfeit will be $5.00. Late notification by a forfeiting team will incur a further $10.00 fine.
When results are required to be submitted electronically: A club unable to arrange a team for any match must notify the opposing captain or Club contact on the day the match is scheduled to be played. The home team (whether they are giving the forfeit or receiving it) must enter the forfeit into the online scoring system by 8pm the Wednesday following the match. Penalty for each forfeit will be $5.00.
11. Determination of Matches (In the event of WET WEATHER...) [Second paragraph is addition.]
d. ii. In the case of teams NOT ATTENDING COURTS, written confirmation of mutual agreement to such cancellation shall be forwarded to appropriate Record Secretary by the home team.
When results are required to be submitted electronically: In the case of teams NOT ATTENDING COURTS, confirmation of mutual agreement to such cancellation shall be submitted to the online scoring system by the home team.
11. Determination of Matches (In the event of WET WEATHER...) [Second paragraph is addition to By-Law 11d.iii. To make this By-Law consistent with By-Law 11d.iv, we propose deleting the phrases 'a minimum of' and 'providing such cancellation is mutually acceptable to opposing captains'. The old By-Law read:
In the case of teams ATTENDING COURTS, teams shall wait a minimum of one and a half hours after agreed starting time before cancellation of match, providing such cancellation is mutually acceptable to opposing captains. The result card shall be forwarded to the appropriate Record Secretary by the home team.
The new By-Law now reads:]
d. iii. In the case of teams ATTENDING COURTS, teams shall wait one and a half hours after agreed starting time before cancellation of match. The result card shall be forwarded to the appropriate Record Secretary by the home team.
When results are required to be submitted electronically: In the case of teams ATTENDING COURTS, teams shall wait one and a half hours after agreed starting time before cancellation of match. The result shall be submitted to the online scoring system by the home team.
12. Results [The text '/score sheet' is addition.]
a. i. The result of each home and away match shall be recorded in detail by the home captain on the result card/score sheet, which will be signed by both captains.
12. Results [Second paragraph is addition.]
a. ii. It will be the responsibility of the home team to ensure the completed result card is in the possession of the appropriate Record Secretary not later than the Thursday following the match.
When results are required to be submitted electronically: It will be the responsibility of the home team to ensure the results are submitted via the online scoring system by 8pm the Wednesday following the match.
12. Results [Second paragraph is addition.]
a. iii. Failure to have the result card/s in by the designated time will mean a fine of $10.00 per envelope. Duplicate card/s must be received by the appropriate Record Secretary within 24 hours of notification or the offending team/s will lose the applicable number of premiership points for that/those match/es, or face a further fine of $5.00 per team if the losing team/s.
When results are required to be submitted electronically: Failure to have results submitted by the designated time will mean a fine of $10.00 per match. Results must be received via email by the appropriate Record Secretary within 24 hours of notification or the offending team/s will lose the applicable number of premiership points for that/those match/es, or face a further fine of $5.00 per team if the losing team/s.
12. Results [Second paragraph is addition.]
a. iv. Failure of either captain to correctly complete the result card will mean a fine of $5.00 to the home team.
When results are required to be submitted electronically: Failure of either captain to correctly complete the score sheet and/or failure to enter the required information correctly and completely into the online scoring system will mean a fine of $5.00 to the home team.
14. Protests [Second paragraph is addition]
a. All protests shall be made at the courts, prior to the teams separating, and such protest shall be in writing on result card, and signed by captain of protesting team and a witness. The General Secretary shall be advised within 48 hours of the match, and a $5 deposit shall accompany each protest.
When results are required to be submitted electronically: All protests shall be made on the online scoring system.
15. Finals [Second paragraph is addition.]
c. The result of last home and away, Semi-Final and Grand Final matches, must be telephoned to the Secretary on the day of the match, by the home team. Failure to telephone the Secretary during the allotted time as stated on Final notices, will result in the offending team being fined $10.00. Result cards must also be forwarded to the appropriate Record Secretary as usual, by the home team, so that they are received not later than Thursday following the match.
When results are required to be submitted electronically: The result of last home and away, Semi-Final and Grand Final matches do not have to be telephoned but must be submitted as usual by the home team via the online scoring system by 8pm the Wednesday following the match. Failure to have results submitted by the designated time will result in the offending team being fined as per By- Law 12.a.iii.
Please note that it is only when two teams cannot mutually agree that the official commencement time takes effect. The following passed amendment has changed the official starting time from 12noon to 10am but teams will still be allowed to mutually agree to any start time they wish.
The following amendment was submitted by Heathmont T.C (alteration in bold type) BY- LAW 8(a): COMMENCING TIME OF MATCHES 2010-2011 Rules, By-Laws & Fixture Book Page 29-30 and consequential changes to BY LAW 11: DETERMINATION OF MATCHES, page 31.
By-Law 8(a)
"Matches shall commence at 10.00am or at a time mutually agreed upon. Agreed starting time cannot be altered after 10.00am of the day prior to match unless mutually convenient. If a team is not represented by a minimum of two players (i.e. any pair combination) and ready to play by 10.00am, or time mutually agreed upon, then the first set shall be forfeited by the offending team."
By-Law 11(d) iv:
"Any match NOT COMMENCED within one and a half hours of the agreed starting time due to wet weather shall be abandoned and each team shall receive one point."
By-Law 11 (e):
"No set shall be commenced after 2.00pm unless agreed to by both captains."
Heathmont's supporting statement: We are aware of the historical reasons for the default starting time of midday due to shortages of courts, however the number of teams involved in the competition has reduced steadily and significantly since the By-Law was drawn up. Of the 67 clubs represented in the current season, only 6 have a preferred starting time later that 9.30am and the latest preferred starting time is 10.00am. Most players have established a match day pattern where they commence matches mid morning and are finished by early afternoon, after which they are free for other commitments.
The Executive Committee supports this proposal.
The following amendment was submitted by Croydon T.C. - BY-LAW 16(a), 16(b),16(c) and 16(d) UMPIRES: page 34
Delete By-Laws 16(a), 16(b), 16(c), and 16 (d)
AND
BY-LAW 15(d) page 33, (alteration in bold):-
"Prior to the commencement of the match, captains will hand lists of players in playing order to opposing captain."
The Executive Committee did not support this proposal as having umpires present at Semi Finals and Grand Finals helps to add to the atmosphere of the day and creates a feeling that the match is more than just a home and away match. We believe that having umpires officiating in finals helps to defuse issues regarding close line calls and scoring, thus making the match more enjoyable for players and spectators. The presence of umpires gives a sense of occasion for those participating. Also, the prospect of having to umpire semi-finals gives the bottom teams incentive to stay competitive to the end of the season.
Please note that according to MEMRLTA's Constitution Rule 18(4) "a resolution to change any rule or by-law which is proposed at one general meeting but does not obtain the requisite majority is not eligible for proposal at the next general meeting."
The following amendment was submitted by Scoresby T.C. - BY-LAW 16 (a) UMPIRES: page 34
DELETE
"The defeated clubs in the Semi Final matches, 1 versus 4 and 2 versus 3, shall each provide a minimum to two umpires, for the Grand Final."
and ADD
'For the Grand Final, the team in an eight (8) team draw and a ten (10) team draw that finishes 3rd bottom, shall each provide a minimum to two umpires, for the Grand Final"
Scoresby's supporting statement: We believe that having lost a Semi Final and then having to umpire the Grand Final adds to the disappointment of losing. We also believe that umpires are still needed at Grand Final matches to help keep the scores and to adjudicate on close calls where needed, hence the suggestion of only 2 umpires.
The Executive Committee did not support this proposal because:-
1. Teams playing in the Semi Finals would be available to play the following week in the Grand Final if they won the Semi Final.
2. Two umpires, one on each court, are not enough. Two umpires on each court are required, one to record the score and the other to adjudicate on close calls.
3. As the 2 teams from each section that finish on the bottom are expected to supply 4 umpires for each Semi Final, it is only fair that teams that have finished in the top four and play in the Semi Finals, having directly received the benefit of being umpired, it is not too much to expect the unsuccessful teams in the Semis to supply 2 umpires for the Grand Final.
Please note that according to MEMRLTA's Constitution Rule 18(4) "a resolution to change any rule or by-law which is proposed at one general meeting but does not obtain the requisite majority is not eligible for proposal at the next general meeting."
The following amendment was submitted by the Executive Committee – BY LAW 16 (c) UMPIRES page 34 (alteration in bold type)
"Clubs failing to supply umpires as outlined shall be fined $25.00 per umpire not in attendance."
The Executive Committee has put this amendment forward due to some Clubs repeatedly failing to supply umpires in the Semi and Grand Finals. It is hoped that by increasing fine from $10/umpire to $25/umpire not in attendance clubs will be detered from not supplying umpires.
Failing to supply umpires in finals not only shows poor sportsmanship to their fellow tennis players, it also places additional pressure on the Committee (who are busy at that time with the grading for the following season) to find volunteers to fulfill other players' responsibilities.
Election of Committee
The out-going Record Secretary Lindsay Markham has stepped down from the Committee. She was a valuable committee member and will be missed. We greatly appreciate the four years of service Lindsay gave to MEMRLTA and we wish her well.
The Committee welcomes our newest member, Barbara Castles, from South Hawthorn Tennis Club.
The new MEMRLTA Committee for 2011/12 is:
President: Kathy Rehe
Vice President: Faye Berryman
Secretary: Fiona Dwyer
Assistant Secretary: Christine Youings
Treasurer: Sandra Daly
Record Secretaries: Judy Lambert & Hope Stewart
Committee Members: Barbara Castles, Val Daggers,
Carolyn Rule & Jessie Tamblyn
General Business
Advertising in our Fixture Book
Members were encouraged to place ads for their businesses in our fixture book. Rates ranges from only $45 for a half-page ad to $120 for a full-page ad on the back cover.
Line Calls
Line calls on courts that don't leave marks can be difficult to make. However, unless you are absolutely sure that the ball was clearly out, then you have to consider it in.
Injury Time
By-Law 13 allows for injury time & substitutes for illness, accidents and emergencies. It does cover a broad range of circumstances including cramps, heat exhaustion, injuries, illnesses, being called away for an emergency, etc. Only one 10 minute injury time per player per match, however, is permitted.