Minutes – Hilton AGM
Rick Booth
8th March 2026
Present for the committee: Rick Booth (Chair), Martyn Rolling (Secretary), Paul Buey (Safeguarding), Max Bowie (Publicity), Peter Lawson (Webmaster), David Barrow, Roy Caswell (Bolton League).
1. Chairman’s Report
• It is hoped that RMIF will have obtained a new grant for the kitchen and clubroom works and that these will resume, with professional focus rather than ad hoc progress, within the next two months.
• The roadmap to regeneration of the site, and reasons for collaboration with RMIF as main tenant and us as sub-tenant were rehearsed again.
• The council have turned over personnel again, and the lease negotiations therefore remain ongoing. We believe that the council are still responsible for the building at present, and RMIF have undertaken to mention the current roof leak to them.
2. Treasurer’s Report
A brief precis of our position was presented; MR expressed his regrets that he had not been able to prepare a full set and have them audited in time for the meeting.
Essentially, we are running at a surplus of a little over a thousand a month, and have a significant reserve, but we are mindful of the need to be ready to meet our share of the remediation works, which (especially in the case of the new roof) will be sizable. We are in good shape to do this, and will be prudent in order to remain so.
3. Child Protection
Paul Buey gave the membership an account of the changes that have been brought in to put us on a sound legal footing and ensure the safety of both young players and those who work with them. An appendix is attached.
4. Election of officers and committee
No competition was offered for any role. The present committee keep their roles, with RB taking on also the role of secrretary and PB adding Health and Safety. Dan O’Connell agreed to join the committee as Coaching Officer.
The committee once again appeals for anyone willing to take on the role of Treasurer in future to come forward. The incumbent is motivated only by duty, and would much rather be in another role.
5. New Tables, and the DHS Partner Club proposal
The committee advised that they recommended the replacement of at least six tables, but that this should be considered in the light of a suggestion made by DHS to the club. Essentially, there are two options on the table (other than simply paying list from whomever).
Becoming a DHS authorized reseller In this situation, we would keep a small ”shop stock” of DHS equipment, perhaps in a locked cupboard, for resale to members or visitors at a small discount, with profit-sharing with DHS. We would be offered a significant discount on items for the club.
Replacing six tables, and buying a (needed) stock of training balls, under this proposal would come to around £5,000.
Becoming a DHS Partner Club This would open up exciting possibilities for the future, with an eventual hope of moving to being a 24-hour club (after the example of, for example, PureGym), with staff, events, and so on.
In the immediate moment, the advantage is a more generous discount, while the disadvantage is the need to replace all of the Centre’s branded equipment with DHS equipment – all 13 tables, all the barriers, all the scoreboards, etc. Doing so takes us to around £9,000. The club signage would also need to be replaced, to make us the “DHS Hilton Table Tennis Centre”.
The committee expressed their view that the latter proposal was the preferable way ahead.
A question was raised about the quality of the equipment (by a member familiar with Cornilleau but not with DHS); while none of us had used a DHS table, their equipment is generally of very high quality, and the meeting felt that we should have no concerns here. A second question was raised as to the exit terms if either side felt the Partner Club proposal.
The chairman proposed that he write to DHS expressing our strong interest in becoming (their first) Partner Club, but asking for clarification of terms in general and exit terms in particular, and that the committee be empowered to enter into such agreement (and change the name of the club in the Constitution) should they consider the terms satisfactory. The meeting gave its unanimous assent.
The meeting agreed with the committee’s view that the equipment to be replaced should be donated where possible, ideally to league clubs, schools, and charities.
6. Constitution and Rule Changes
A significant list of proposed changes to the constitution (all relatively minor), and an almost completely new rules document, were read to the meeting. With the caveat that the official change of name to DHSHTTC should not be made until and unless an agreement is reached.
While the Rules can be changed by the committee acting alone, the Chair felt that, for such a broad change, the membership should be consulted.
The meeting agreed nem con to all suggestions, which will be made and fresh copies circulated by the Secretary.
7. First Aid Course
The Health and Safety officer pointed out that few, if any, of the current coaches and keyholders were in possession of first aid certificates. While this is not a requirement in law or for TTE insurance, it would nonetheless be preferable if there were often somebody on site with a relevant qualification.
He had obtained two quotes for a full training session for 12, one from a local business and one from a not-for-profit specialising in this area, the latter matching the former and adding an additional free course on basics for up to 20. The idea is that the more comprehensive course would be offered to coaches first, keyholders second, and any remaining places to interested members.
The free course would be available to anybody connected to the centre.
The meeting asked PB to go ahead with arranging the course with Cookson (the not-for-profit), agreed that the centre would meet the £500 cost, and thanked him for his initiative.
8. AOB
Small presentations were made to Alan Crompton and Jean Smart to recognise their enormous, and in Jean’s case literally incalculable, contribution to the Centre. Jean’s life membership was officially announced, and a plaque will be put up regarding her contribution when the hall is once more in peak condition.
HILTON TABLE TENNIS CENTRE
WELFARE OFFICER REPORT TO AGM 2026
Safeguarding
• I have been the Welfare Officer & Secretary of Preston Table Tennis Association for several years.
• In September Rick Booth & Peter Lawson approached me to be the Welfare Officer for Hilton TTC. In October we had a meeting to discuss and agree the role and responsibilities and in November the Management Committee approved my appointment and adopted a number of new policies and forms.
• In the December Newsletter I was introduced as the point of contact for Welfare & Safeguarding issues.
• A new Child Protection Policy has been created and this was adopted in November 2025.
• I’ve created an A4 Poster for the noticeboards around the Centre with my details.
• Welfare Officer Business Cards have been created & distributed to U18s attending coaching and are available in the Centre with my contact details.
• I have the latest list of suspended TTE members (as at January 2026).
• I have introduced a Self Declaration & Disclosure Form – For those helpers assisting Coaches with U18s on Tuesdays or Fridays who are not required to undertake DBS checks.
• I have introduced a Driver Declaration & Disclosure Form – For those transporting U18s to matches who are not their parents/guardians and who we do not require to undertake DBS checks.
• Peter has placed all new Forms & Policies on the Hilton Website (on the Club Information Page).
Coaching
• A Coaching Risk Assessment has been introduced which was circulated and amended based on feedback from coaches.
• Monitoring Coaches – DBS Checks (Disclosure & Barring Service); Safeguarding Training; and Coaching Licences to ensure they are kept up to date when providing coaching for Hilton Centre.
• Visited one excellent coaching session with Andrea Holt and Peter Lawson to observe and was able to provide some positive feedback to them both.
• Parents Consent Forms have been introduced and 90% + of U18s attending have now returned completed forms.
Health & Safety
• I have created a draft General Risk Assessment which will be reviewed and amended by the Management Committee before being adopted.
First Aid
• I have agreed to take on responsibility for checking the First Aid kit from time to time and restocking it as necessary.
• Please let me know if you use anything from the First Aid kit and remember to complete an Accident Report Form and leave it in the box.
• Hoping to arrange an Emergency First Aid in Sport course for Coaches and anyone else who is interested and follow this with some one or two hour, free short courses.
GDPR/Data Protection
• The HTTC Privacy Policy was updated in October and it is available on the Website.
• I have suggested changes to the Rules and Constitution around U18s and Data Protection.
