Members will vote on the Clubhouse Regeneration at an Extraordinary General Meeting on 17th November. This pack answers questions members have been asking. The Committee’s recommendation is published separately.

Summary

What: A regeneration of the whole clubhouse area that makes the clubhouse around 70% larger: more social space, a modern bar and kitchen, improved changing rooms with accessible facilities, better junior space, a coaches’ office and store.

Why: the clubhouse was built 40 years ago for a club half the current size. It is now too small, the infrastructure is failing and does not support access and safeguarding needs.

Cost: £1.2 million. About two-thirds (£800,000) is for construction; the rest is VAT, contingency and professional fees.

Funding: £656,000 from club reserves, £138,000 raised, donated and loaned by members, a £325,000 Charity Bank loan, a proposed new loan from Surrey Tennis. The balance will be made up by the contribution set out below.

Proposed one-time member contribution: £200 for Peak members, reduced proportionately for other membership categories. Payment to be made with subscriptions in March 2027.

The decision: Eligible members vote For or Against the resolutions at the EGM on 17 November:

• For: work starts in January 2027 aiming to be ready for the 2027 Club Championships.

• Against: the funding is not in place, donations and loans may be returned and the club starts a new design, planning and tender process.

 

Background

1. Why do we need a new clubhouse?

The clubhouse was built in the 1980’s for a much smaller club, with fewer courts, fewer teams and a smaller junior programme. Old College now has over 800 members. The clubhouse is not fit for purpose for a club of our size – it is unwelcoming for social events and visitors, and it does not support safeguarding and accessibility needs. The infrastructure (plumbing, drains, electrics) is failing and could need significant investment to get us through another winter.

The proposed plan makes the clubhouse around 70% larger than it is now. It renovates the existing building and the whole area around it, including the shed and garages, provides for disabled access and improved outdoor areas.

2. What did members ask for?

Member surveys in 2020, 2023 and 2025 identified the clubhouse as the club’s next investment priority after the courts. Members wanted more social space for social events, a better bar, improved changing rooms, and better junior space. These considerations informed the brief for the design.

3. How long has this been going on?

The current project began as soon as the new court was completed over 3 years ago.

Mar 2023: First Committee discussions.

2024: Four options explored: a) knock down and rebuild, b) extension and regeneration, c) refurbishment only, d) cosmetic improvements only.

2024/25: Consultation, technical assessment and pre-planning review with Southwark Council. Clubhouse regeneration chosen.

Jan 2025: Project Steering Group established and architect appointed.

Feb 2025: Proposed design presented to members.

Apr-Jun 2025: Consultation with members, parents, coaches on user experience and design.

Jun-Sept 2025: Architects prepared designs; planning application submitted.

Dec 2025: Planning permission granted.

Jan 2026: Detailed cost estimate from quantity surveyors, reviewed and challenged by PSG.

Mar-Apr 2026: Clubhouse Regeneration update to members at AGM and dedicated meeting, with updated construction costs and overall budget of £1.2 million.

Jun 2026: OC Clubhouse ’26 fundraising launched, target £250,000.

Jul-Oct 2026: Construction tendered; tenders assessed and contractor selected.

Nov 2026: EGM to approve funding.

4. Why are we doing this now?

From 2018-2023 the Club invested heavily in our tennis facilities and spent nearly £400,000 upgrading the courts. We resurfaced courts 7 and 8, installed floodlights and new fencing; resurfaced courts 1, 2 and 3; installed LED floodlights on courts 1-6; and built a completely new court 4. We now have 800 playing members, 18 adult and 9 junior teams and a thriving junior programme. The next stage is to make a clubhouse that is fit for purpose for a club of our size now and for the future.

During the last 24 months there has been significant inflation in construction costs, which looks set to continue. The longer the Club postpones this project the more expensive it will become.

We now have a fully costed design with planning permission and a chosen contractor. We have saved club reserves, secured loans, and conducted a fundraising campaign. If the levy is approved by members the full funding is in place.

5. Why am I only hearing about it now?

The project has been discussed with members for several years (see questions 2 and 3). The updated estimated costs were widely presented to members in April and May 2026, but the EGM could only be held once construction tenders had been received and checked and the fundraising campaign had closed. We can now determine the remaining gap.

The decision process and team

6. Who has been involved?

Since 2023, successive Club Committees have developed and owned the project. Members will decide whether to spend the funds so that we can go ahead.

The Project Steering Group (PSG) oversees the project – it reviews plans, challenges costs, and recommends to the Committee. Everyone involved is a volunteer and a club member, with relevant expertise and experience:

• Charlotte Ireson – Chair (architect)
• Hande Reardon – (interior designer)
• Jamie Acheson – (chartered surveyor, Managing Director of property investment company)
• Andrew Speller – (Finance & Operations Director in construction sector)
• Caroline Beck – Club Chair and Treasurer (chartered accountant)
• Bob Henderson – Club Vice Chair (solicitor)

Paid independent professionals involved in the project are:

• BSA Architects – design and delivery
• Halsteads Quantity Surveyors – review plans and costs; analysed the tender responses.

Fundraising and communications are led by James Ireson, a volunteer member who is not involved in the Committee’s financial or construction decisions.

7. How did the Committee choose the architect?

BSA LLP was appointed in January 2025 to provide architectural and project management services. BSA is owned and managed by Bernard Stillwell, a club member who was on the Club Committee at the time of the appointment but is no longer a Committee member. Quotes were compared from BSA and two other architectural firms. The PSG, as it was composed then, recommended BSA to the Club Committee. Bernard was excluded from the decision process.

Fees paid to BSA throughout the project have been disclosed in the Club’s 2025 management accounts (on our website).

8. What other options were looked at?

Four options were assessed in 2024: a) knock down the existing building and build a completely new clubhouse, b) phased extension and regeneration, c) refurbishment only, d) limited cosmetic improvements only. After consultation with technical experts and Southwark Council, Option b) – extension and regeneration – was chosen as the best balance of function, cost, long-term sustainability, accessibility and the club’s future needs.

The Committee was advised that upgrading the present building would require extensive work and expense to extend its life. A smaller scope was explored by the project team and rejected as poor value for money that did not deliver the member requirements: larger social space, better kitchen and bar, improved changing rooms, and better junior space.

9. Why is there no plan B?

The vote at the EGM is For or Against the Committee’s proposal. The Committee and project team developed one proposal. Planning permission requires one specific design to be submitted for approval.  It is expensive and time-consuming to run briefs and tenders for alternative plans at the same time.

There is no costed and funded alternative that meets the member requirements. The Charity Bank loan, donations and member loans are tied to the Committee’s plan. Any alternative would need to be reviewed fairly against the member requirements and available budget as part of a new process, probably with a new volunteer project team. That can only happen if members vote against (see question 32).

The design

10. What will be different?

• More space: the clubhouse will be around 70% larger, extended towards Lovers Walk and getting rid of the shed and garages
• Improved changing facilities: upgraded changing rooms, showers and toilets; accessible facilities for disabled members and visitors, juniors and parents with young children.
• A modern bar and kitchen: for socials, match teas and events.
• A better space for juniors and adults: Space for social and family events; a work area for members who want to use laptops; TV viewing area and space for juniors to gather before and after sessions and in bad weather. Potential for renting out the clubhouse for private events.
• Lockers for members’ use.
• Coaches’ facilities: an office and equipment store for the coaching team.
• Services plant: to properly manage utilities; storage space for equipment and supplies.
• Improved access, landscaping and outdoor seating: including step-free routes for wheelchair users.

11. Is this a top-of-the-range-build

No. The specification is designed for the number of people who will use the building and the wear and tear it will take over decades. The Committee is as concerned about overall costs as members and is constantly looking for appropriate reductions.  A ‘value engineering’ exercise is underway with the contractor, quantity surveyor and architect to reduce costs.

12. I heard there is a treatment room. Is that right?

No. There is no treatment room in the design. But the coach’s office will serve as a first aid or recovery room if needed.

The Finances

13. How much will it cost?

The project costs approximately £1.2 million. About two-thirds of this (£800,000) is construction – the build itself. The remaining third covers VAT, contingency and professional fees. The contract will be fixed price with provisions of about 5% for costs that are outside the control of the contractor (e.g.utility connection, etc). Variations must be reviewed by the PSG and approved by the Committee.

14. I’ve heard the costs are increasing – is this true?

The April 2026 estimate for construction only was £800,000 (before VAT). The tenders when received ranged from 10-15% higher than this. The chosen contractor – which is the cheapest and has the best budget performance – was about 10% higher than our previous estimate. We are now negotiating to reduce the costs and expect them to come down.

The contract will be a fixed price contract.  Of course, there is always the possibility of cost overrun due to unforeseen events, but our budget includes £90,000 of contingency to address this risk.  Accordingly, the Club Committee considers that the £1.2 million budget is still achievable and with the one-off member contribution, we will have sufficient funds for the Clubhouse Regeneration project.

15. I could build a house for £600,000. Why does this cost so much more?

It is a different kind of building, delivered in a different way. About a third of the £1.2 million covers VAT, professional fees and contingency. Any new sports club building must meet current commercial standards for public use: accessibility, fire safety, a kitchen and bar, showers and changing rooms, and fittings that withstand daily use by many people. All of this adds cost.

As a project delivered by a volunteer committee, we must ensure appropriate expert third-party professional support throughout – from architects, quantity surveyors and project managers – and stronger risk management than a private or business build.

16. How does this compare with other clubhouses?

The project team visited a number of other sports clubs who have recently rebuilt or refurbished their clubhouses (e.g. Wigmore, Camber and Magdalen Park tennis clubs, Streatham and Marlborough Cricket Club). All have different briefs and requirements, but we know that the Streatham & Marlborough Cricket Club clubhouse cost around £1.5 million (excluding VAT and fees).

17. Where is the money coming from?

About 55% of the funding comes from the Club’s reserves (including anticipated 2027 subscriptions) and the Club has raised £138,000 from fundraising, donations and member loans. We have also secured a loan of £325,000 from Charity Bank (see question 18). This leaves a funding gap of around £60,000.

The Charity Bank loan is conditional on the club raising the final portion of the funding. We have also applied for a new interest free loan from Surrey Tennis which will hopefully be confirmed in late November.

Club reserves	£656,000	55%
Charity Bank loan	£325,000	27%
Member fundraising	£138,000	11%
Surrey Tennis loan (tbc)	£21,000	2%
Funding gap	£60,000	5%
Total:	£1,200,000

18. Is the club taking on debt? How is the loan repaid?

Yes. The Charity Bank loan is £325,000, obtained under their LEAP programme for projects that enhance accessibility. The interest rate is Bank of England base rate plus 3.9% with the loan repayable in 10 years. Prepayment can be made without penalty and capital repayments are flexible. The loan will be secured against the Club’s assets, as typical for loans of this nature.

19. Can the club afford it?

Yes. The project costs, together with the loans, donations and one-time member contribution are incorporated into the 10-year cash flows prepared and regularly updated by the Treasurer. These cashflows include the ongoing court capex programme. They demonstrate that the project is affordable while allowing sufficient surplus funds to account for unforeseen events that could have a financial impact.

20. Could we do a smaller project with the money we already have?

A smaller project scope was explored by the project team at an early stage and rejected (see question 8). Planning permission requires a specific design to be submitted and approved – that was the design based on member feedback and approved by the Club Committee. An alternative design would require more consultation, preparation, amendment to the planning permission, new cost estimate and a new tender process. This would take many months. There is no assurance that the Charity Bank loan or the additional donations and loans from members would be available for an alternative proposal.

21. Will we miss out on court maintenance and upgrades?

No. Court maintenance and resurfacing is always included in the Club Committee’s ongoing capital expenditure plan. Costs are budgeted for and included in our 10-year cashflow forecast. The subsidence on court 8 is known and is being assessed. Specialists advise it likely due to the extreme dry weather, and we will reassess after the winter.

22. What is the status of the Club’s lease?

The current lease with Dulwich Picture Gallery runs until 2033. It is a “contracted in” lease which means that we have the right, subject to certain exceptions, to renew on its expiry. We have requested a new 20 year lease from January 1, 2027 and, based on informal feedback from the Deputy Director, expect a positive response. It has been passed to the DPG trustees for formal approval and we expect a response shortly.

23. What’s this about a levy?

The Committee set out to raise as much as possible of the money needed through voluntary means, and in June set a £250,000 fundraising target. £138,000 has been raised, donated and loaned by members, but we still need to raise around £60,000. The Committee proposes closing this funding gap with a one-time member contribution (or ‘levy’), shared across all members. This is the final part of the funding, about 5% of the total. The levy would be set at £200 for adult peak members and apply proportionately to all playing membership categories:

Adult peak	£200
Adult off-peak	£141
Young Adult/Student	£64
Off-Peak Young Adult	£46
M25	£72
Coach	£76
Juniors	£25

We are also introducing a new student membership category, which will reduce the levy for adult members in full time education. This is a one-time contribution for 2027 ONLY and will be paid together with the annual subscriptions in March 2027.

24. What if a member cannot afford the levy?

The Club’s usual financial support policy will apply. This allows for payment in instalments. We are also introducing a 50% reduction in membership subscriptions for those on public benefits (e.g Universal Credit). For this one-time subscription amount for 2027, we will also introduce a reduced fee for Peak members who earn, individually, less than £30,000 p.a.

25. What if a member does not want to pay?

If members approve it at the EGM, the contribution would be payable with 2027 subscriptions, as set out in question 23. Members who disagree can vote against it at the EGM. If a person does not qualify for the reduced fee or instalment payments, then they will be treated as any member who does not pay their annual subscription – meaning that their membership will cease from April 30, 2027.

26. How do our fees compare with other clubs?

Our 2026 Adult Peak subscription (£338) is very competitive to other clubs of similar size, for example: Dulwich LTC £330; Telford £350; Sydenham £370; Spencer £350; Sutton £410; Sheen £365; Magdalen Park £440; Putney £480; Wigmore £284.

The one-off contribution is for 2027 ONLY, to be paid in addition to the annual subscription.

27. Will new members contribute?

Yes. New members for 2027 will pay the increased subscription amount.  For members joining after 2027, the Committee intends to increase the joining fee for new members from £50 to £250.  The same financial support policies set out in Q.24 would apply to proposed new members.

28. Could the club charge ask for more money if costs rise?

The EGM would approve this one-off contribution only, not a right to raise future contributions. Any future contribution would need its own approval by members at a general meeting.

The EGM

29. What happens at the EGM?

At the EGM on 17th November, members will vote For or Against funding for the Clubhouse Regeneration: to use Club funds, to enter into loans, and a one-off member contribution with the 2027 subscriptions. All resolutions must be approved for the proposed project to move forward. Voting members are Adult Peak and Off-Peak members. Junior and Social members are not permitted to vote under the Articles of Association. A majority of votes is needed for approval.

30. Can I vote if I can’t attend?

31. I’ve seen an alternative proposal. What’s that about?

A member circulated an alternative proposal on 9th October. The Committee’s view is that it is a reduced-scope design that does not meet member needs. It has not been fully costed with independent quantity surveyors and therefore cannot be compared with the Committee’s proposal. It would require many months to reach an equivalent stage (member consultation, planning permission, costing and tendering). If the resulting costs exceeded Club reserves then additional funding would be required; current external and member loans may not be extended to the alternative.

The EGM vote is For or Against the Committee’s proposed plan and its funding.

32. What is the Committee recommending?

The Committee’s recommendation is to approve the proposal that has been presented to members. It is fully developed and costed, has planning permission, is supported by a team of experts and has a contractor in place. Importantly, it meets the needs of members and is essential to maintaining the club as a great venue for social, junior and competitive tennis.

If members vote For the resolutions at the EGM, we confirm the contractor and sign contracts. Work is scheduled to start in January 2027. The aim is to have the new clubhouse ready for the 2027 Club Championships.

If members vote Against one or more of the resolutions, the Club would need to start a new process to consult members, obtain a new design, get planning permission, put in place a project team and obtain funding.

33. What happens between now and the EGM?

27 October	EGM notice sent to voting members
8 November	EGM supporting papers published on website
10 November	Open Q&A meeting for members
16 November	Deadline for submission of proxy notice
17 November	EGM

Information on the Clubhouse Regeneration can be found on the website here.