AGM of the Diss and District Table Tennis League 2018 was held on Wednesday 18^th July 2018 in the dining room of the Saracens Head, Mount Street, Diss.

Minutes of the AGM

Attending the meeting were -Ted Ling (President), David Mortlock (Chairman), John Bryant (Vice Chairman/ Results Secretary), Paul Mortlock (Treasurer), Chris Willoughby (League Secretary), Pat West (Committee Member), Paul Sturman ( Committee Member), Alan Worthington (Committee Member), Francis Webb (Committee Member), Alan Levine (Roydon Rebels), Andy Doe (Roydon Rebels)

Apologies for absence had been received from John Leith, Dave Crisp, James Skilleter, Steve Griffee and Adrian Key.

Presidents opening remarks

Ladies and Gentlemen it gives me great pleasure to be here this evening to welcome you all here and to address you.

I would like to thank David, our Chairman, for all the work that he has done during the past year, which has been a difficult year with the ill health of his father. Thank you David for looking after and being Chairman of the league and for continuing to run the Tuesday Evening practise sessions at the school, which benefits a lot of young players and well as the older ones.

I would like to thank John, our Vice Chairman and Results Secretary for all the work he has done this past year and for maintaining the website. I would like to thank Chris our league secretary and County Rep for all he has done. I would like to thank Paul, our treasurer, for all the work he has done and particularly for keeping our finances in order and producing the accounts. I would like to thank Stuart, our press secretary, for all the work he has done as press secretary and for the work he does with the youngsters at Dickleburgh.

I would like to thank Alan and Jonathon for their coaching efforts with the youngsters on Tuesday evening which is a vital part of keeping our league running. I would like to thank all our committee members for their help, that’s Pat, Paul, Adrian, Alan and Francis. I hope you all to continue to play Table Tennis in the Diss League

Election of Chairman.

The president took the chair and offered the Chairman position to those attending the meeting. The president then proposed David Mortlock and this was seconded by John Bryant.

2017 AGM previous minutes were circulated and there were no matters arising from those minutes. A copy of the minutes were signed by the Chairman as a true copy.

Chairmans Report

The Chairman echoed the Presidents thank you’s for the committee thanking them for their particular expertise in their different fields. A special thank you was directed at Chris Willoughby for his work on the handicaps, given that the Chairmans team won the handicap competition, he was most grateful.

Treasurers Report

The Treasurer presented a copy of the accounts and explained the entries to the meeting. The league made a loss for the year but overall the financial situation appears healthy with a substantial balance.  The treasurer pointed out that the league had purchased 4 new trophies, another table tennis robot and a large batch of balls, so this helped to contribute to the loss. The accounts were also over a 13 month period as the AGM was a month later than usual. A discussion ensued centred mainly around the cost of the hire of the School for the Tuesday sessions, which seems to be the likely cause of the loss. Given that the charge is still only £2 for adults, the meeting was of the opinion that this was low and we should discuss this further in AOB.

Results Secretary Report.

An improved year as far as I am concerned, because for the first time all teams are entering their scores directly to the website, that means that once the initial setting up of the league and divisions is done, the league tables, results, averages etc go direct to the website and automatically update. Saving me a great deal of work.

Unfortunately, towards the end of the season in the premier division, one team in particular had problems because of injuries, and were unable to complete their fixtures. However this did not have a bearing on the end positions in the league.

The handicap competition seemed to go well with mainly very close matches, indicating that the handicaps were pretty accurate.

It was the best attended Championships for some years despite this being held on Mother’s Day. It was another well organised Champs, thanks to James Skilleter once again for his involvement.

He has said he is quite happy to do it again next year , as long as we can avoid Mother’s Day.

Presentation night seemed to go well, apart from my inability to work the till at the bar. The food was great and the drinks were cheap.

We managed to get a few photos loaded up to the website. Unfortunately, the quality was a bit poor, my fault for not using a flash.

League Secretary and County Reps Report

Some TTE contact by email but not relevant to our league. No attendance at County meetings for the last two years.

Press Secretary

Not present and no report submitted.

Elections of Officers.

Vice Chairman. John Bryant agreed to continue as Vice Chairman, proposed by David Mortlock and seconded by Chris Willoughby.

League Secretary. Chris Willoughby under duress agreed to continue and was proposed by John Bryant and seconded by Pat West.

Results Secretary. John Bryant agreed to continue proposed by Francis Webb and seconded by Andy Doe.

Treasurer. Paul Mortlock agreed to continue, proposed by John Bryant and seconded by Ted Ling.

County Representative.

Chris Willoughby was proposed by David Mortlock and seconded by Ted Ling.

Press Secretary. Stuart Filmer was proposed in his absense by David Mortlock and seconded by John Bryant.

Committee Members, Pat West, Paul Sturman, Alan Worthington, Adrian Key & Francis Webb were all re-elected at the meeting. Andy Doe and the five existing committee members were proposed by John Bryant and seconded by Ted Ling.

Diss & District Table Tennis Leagues Privacy Policy

John Bryant explained that from the 25/5/2018 all websites that held personal details had to have a privacy policy. John circulated a copy of the privacy policy that has been on the website since 25/5/18 and advised that this had been adapted from a template suggested by Table Tennis England. John asked that if any body spots any errors or has further suggestion please let him know.

Copy of DATA PRIVACY POLICY 

^{1. About this Policy} 

_{1.1 This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.}

_{1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as stated when we collect data from you.}   

_{1.3 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 x URL for the latest Privacy Policy}

_{1.4 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. Who are we?} 

_{2.1 We are The Diss and District Table Tennis League.}

_{We can be contacted at:-}

_{The Data Protection Officer, Diss and District Table Tennis League, The Hedges, Back Heywood, Diss, Norfolk, IP22 5TE,}

_{e-mail address:- disstabletennisleague@hotmail.co.uk.}

_{Tel: 01379 641032}

^{3. What information we collect and why?}

^{4. How we protect your personal data} 

_{4.1 We will not transfer your personal data outside the EU without your consent.} 

_{4.2 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.}   

_{4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.}  

_{4.4 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.}

_{5. Who else has access to the information you provide us?} 

_{5.1 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 set out in the table above or paragraph 5.2 below.} 

^{5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).  However, we disclose only the personal data that is necessary for the third party to deliver the service.}

^{6. How long do we keep your information?} 

^{6.1 We will hold your personal data on our systems for as long as you are a member of the Club/League and for as long afterwards as it is in the Clubs’/Leagues’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations.  We will review your personal data every year to establish whether we are still entitled to process it.  If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.} 

^{6.2 We securely destroy all financial information once we have used it and no longer need it.} 

^{7. Your rights} 

^{7.1 You have rights under the GDPR:}

^{(a) to access your personal data}  

^{(b) to be provided with information about how your personal data is processed} 

^{(c) to have your personal data corrected} 

^{(d) to have your personal data erased in certain circumstances} 

^{(e) to object to or restrict how your personal data is processed} 

^{(f) to have your personal data transferred to yourself or to another business in certain circumstances.} 

^{7.2 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} 

^{For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Manager by email to "disstabletennis@hotmail.co.uk"}

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The other issue that this raises is, that all persons with details held on our website and linked websites have to give written permission to confirm that they agree with our Privacy Policy. It has been suggested that this should be by an individually signed document, email agreement appears not to be good enough. So the only way I could see round this is that every player has to provide the information we hold on an individual document that he signs and dates and which then accompanies the team registration form on registration night. It is a bit of a pain but it stops us falling foul of the Information Commissioners office. This will have to be done every year.

Registration fees and Registration Evening

It was decided that Registration Evening would be held on Wednesday 8^thAugust 2018. At the Saracens Head in Diss from 8:00 to 9:30 pm. Registration Team and player fees to remain unchanged.

AOB

John advised that Dave Crisp had been in touch stating that himself, James and Jotham were leaving DC3 and forming a team, Dissperado Falcons and that they were hoping to be able to start in the premier division. This was discussed at the meeting with mixed opinions, some stating that they were the same team members that finished bottom and therefore they should start in the first Division, others felt that if they were in the first division that they would walk the league and run out easy winners. No decision was made as the teams and divisions were going to be dependant on the number of teams entered on registration night. It was felt that the present number of 7 teams in the first division was the minimum possible for the league to function and the leagues policy to try to have 10 teams in the premier division may well not be possible. But it would be dependant on the number of registered teams on registration night. After the teams are registered it then becomes a committee decision.

David advised that PING were sponsoring an outside Table Tennis Table in Harleston for a period of 6 months, this then becomes the responsibility of the local Council. Apparently Diss Town Council were offered the opportunity but turned it down.

John advised that Table Tennis England fees were to increase to £16 for seniors and £8 for Juniors.

The fees for the Tuesday Practise nights were discussed and it was decided to increase these to £3 for Adults but maintaining the £1 rate for juniors. The increase to take place immediately.

The President commented about the lack of any match reporting in the local papers. This was discussed and although we can ask the papers to print match reports, league positions etc. It is the papers choice as to what they print. John stated that he had emailed two separate pieces to go into the papers. The emails were acknowledged but the articles were never printed.

Meeting closed at 9:00 pm.