Request for an EGM

To the Committee of Coombe Wood Lawn Tennis Club

Re: Formal Request for an Extraordinary General Meeting (EGM) and Proposed Resolutions

Dear Committee Members,

We, the undersigned members of Coombe Wood Lawn Tennis Club, write to formally request that an Extraordinary General Meeting (EGM) be convened pursuant to the rights granted to members under the Club’s constitution within 28 days of receipt of this notice.

This request arises from significant concerns regarding the governance, conduct, and operation of the Club by the current committee.

Every tennis club must maintain a fair and effective balance between its key constituencies: social tennis, junior development, and adult and junior team tennis. Over the past nine months, the current committee has demonstrably failed to achieve this balance. Large sections of the membership have been disregarded, resulting in widespread dissatisfaction and a historically high number of formal complaints.

This situation is no longer sustainable. The club now requires a new committee that can properly represent all areas of the membership, restore confidence in the club’s governance, and set a clear, inclusive direction for the future. Change is necessary to address the divisions that have developed and to ensure the long-term health and unity of the club.

We request that the following three resolutions be placed on the agenda for discussion and vote at the EGM:

Resolution 1 – Vote of Confidence in the Current Committee
Since the election of the current committee at the last AGM, the club has experienced a significant increase in formal complaints involving committee members and those affiliated with them, as well as internal disputes within the committee itself. This has resulted in widespread unrest and division among the membership.

Furthermore, the current committee has failed to adhere to the club’s constitution and established rules, frequently operating without due process, transparency, or accountability. This has undermined confidence in the committee’s governance and its ability to act in the best interests of the membership.

It is therefore the view of the membership that the current committee has been unable to unite the club, uphold its values, or ensure proper governance. Accordingly, this meeting resolves that it has no confidence in the current committee and calls for its removal and replacement with a new committee capable of restoring stability, integrity, and trust within the club.

Resolution 2 – Alignment of Committee Structure
With immediate effect, the club’s committee structure shall be reconfigured to align with the proposed NewCo committee structure, ensuring consistency in governance, roles, and responsibilities. The NewCo consultation process, as agreed at the last AGM, must now proceed without further delay.

Resolution 3 – Election of a New Committee

The election of a new club committee officers shall take place at this Extraordinary General Meeting (EGM) by a show of hands from eligible members present.

The new committee officers will be:

This Committee has the authority to co-opt up to five additional members as required to support the effective running of the Club. The Committee will continue to manage the Club until the next Annual General Meeting, at which point the standard nomination and election process will apply.

Given the seriousness of these issues and their potential impact on the Club’s future, we believe it is essential that the membership has the opportunity to vote on these resolutions in a fair and open forum as per the club rules, ‘Each member of the Full and Associate Membership Class (as defined in Rule 5.3) present shall have one vote and resolutions shall be passed by a simple majority of those Members present and voting.’

In accordance with the constitution, we respectfully request that the Committee confirm the date, time, venue for the EGM as soon as practicable. Please inform us if any further information is required in order to proceed.

Thank you for your cooperation and prompt attention to this matter.