Nicola Frost then asked about Club Night and how we see it going forward. Simon Thackray explained that we pay Ross indirectly through the membership subscriptions. Initially Ross was used simply to sort out pairings for play but then the sessions became coach-led with the aim of progressing and improving members’ match play. All agreed that this was a better use of Ross’s time and members’ money. Pam Fenner wondered if skills should be advertised and become part of a rolling programme. Sue Foster praised the coach-led sessions where Ross decided on the skills to coach but then allowed for negotiation. Lyn Burnett indicated that, like Cardiotennis, the numbers attending Club Night had also been dwindling and to boost numbers, the Committee arranged that at least 2 trustees should attend each session starting on the 14/09/22. This went right the way through until the last session on 30/11/23.

Sue Foster spoke about the Thursday Intermediate group which has recently come down to one pair – herself and Philip Gough. As members agreed, it is difficult to have numbers when individuals are committed elsewhere. Inevitably players switch groups to play at their own level and this impacts on the groups they leave. Also, some privately arranged groups may be unable to join Club Night, for example, because their tennis games fall on the same day, and it is too much to commit twice over e.g. a Wednesday morning group with Sarah Giles and others. It was wondered whether or not Club Night should therefore be on a different day e.g. Thursday and move the Intermediate group to a different time. All agreed that it is difficult to arrange the week to the satisfaction of all members (and our Coach) but that attempts should be made to please as many as possible. Once decided and in place, the different groups meeting in the week and their times can be publicised.

At this point in the meeting (8.05pm) Ross Wilson (coach) gave his apologies and left.

(b) Subscription 2023-2024 (01/05/23-30/04/24)

Simon Thackray outlined the proposed increases for the 2023-2024 season and the reasons behind these e.g. rent, service charges etc. for joint leases. Mick Binder commented that he thought these increases were reasonable. The increases will be as follows: Single membership - £80 to £90, Family membership - £140 to £150 and Junior membership - £25 to £30. The subscription increase was proposed by Pam Fenner and seconded by Nicola Frost.

Sarah Giles then asked if tennis balls are included in the membership. Tessa Summers indicated that balls used to be purchased by members except for Club Night when balls were free but returned to the hut at the end of each session. She also spoke on the cost which be quite expensive and the fact that League players pay for balls in their match fees. Pam Fenner wondered whether balls should be purchased and then offered to members at cost price and Sue Foster spoke about the possibility of selling old balls to dog owners to generate income. Simon Thackray explained that for 2022-2023 the Club had purchased 2 boxes of balls from Heads-Up at £150 each. Simon keeps the balls and gives them out as and when needed. The system seems to have worked as it is safe (there have been break-ins to the hut in the past) and fair and there are plenty of balls still available.

Clubspark arrangements for renewing membership

Pam Fenner indicated that all members will receive an email to say that they are required to renew their membership through Clubspark from 1st May 2023. Pam also stated that any new members who join on Open Day must go through Clubspark and a laptop will be available at the courts for this purpose. A request was then made by Pam that regular bookings by members are updated as and when they change.

(c)Court Maintenance and Developments

Plans for resurfacing

Simon Thackray spoke about the courts and plans for resurfacing. He stated that the courts are what this Club is about and if they deteriorate further, we will lose members. Simon has had 3 specialist companies give quotations and the cost will be around £40,000 including the vat. Sue Foster wondered about the possibility of getting additional quotes, feeling that the figure of £40,000 seems steep as well as looking into using a non-specialist company to bring costs down. Simon replied that we need a professional with a guarantee and Pam Fenner emphasised that part of our disclaimer for registration with the LTA is that we have properly surfaced courts which do not invalidate our insurance. Simon indicated that with proper resurfacing the courts have a life of around 30 years at least and that Stowmarket Club had been quoted the same figure. Ann Jones said that for one court at Wenhaston the figure was coming in roughly the same.

At this point in the discussion, Caroline Rodbourne spoke about the possibility of introducing pickleball (a cross between tennis, badminton and ping pong) to the Club, suggesting that if we have newly surfaced courts then lines could be painted on one of the courts for both tennis and pickleball. She spoke about the huge popularity of pickleball (a game for all ages) and Kate Batten-Phelps wondered if it could be an additional attraction on Open Day if there was a demonstration of the game and participation.

Scott Fishwick then brought the discussion back to the question of how we raise money to fund the resurfacing and Simon repeated what he had outlined in his Chair’s Report about a one-off voluntary donation from the membership to start building towards matched funding. Mike Davis explained what had been discussed at the Trustees Meeting which took place ahead of the AGM e.g. a separate account for donations which will be returned if we are unable to proceed. Various members then commented on fundraising possibilities e.g. local businesses, adapting strategies used by other clubs, fundraising subgroups etc.

Finally, Mike Davis emphasised that voluntary contributions would start the ball rolling.

5. Election of Officers

The following officers were elected:

Chair:               Simon Thackray (proposed by Ann Jones, seconded by Tess Summers)

Secretary:       Lyn Burnett (proposed by Pam Fenner, seconded by Nicola Frost)

(The duties of the Secretary are to be redistributed and the role redefined after Pam Fenner’s stepping down.)

Treasurer:       Mike Davis and Ben Sharratt (proposed by Ann Jones, seconded by Tessa Summers)

Trustees:         Scott Fishwick (proposed by Sue Foster, seconded by Steve Burnett)

                        (Scott has agreed to take over the Safeguarding/Welfare role)

The following trustees stepped down: Nicola Frost (with immediate effect) and Pam Fenner (end of May). Their contributions will be greatly missed.

6. A.O.B.

Sheryl Meldram initiated a discussion about club activities during the week and suggested that they are not sufficiently well advertised. She wants the Committee to address this issue so that all members are aware of what is on offer. Also, she wondered why there are no activities organised on the weekend. Simon indicated that there had been a suggestion at one time to block book the 2 courts for a session immediately following the ‘Experienced’/League players slot between 9am and 11am. Sheryl also asked about social tennis and whether the club can offer more social tennis sessions. Additional information followed from those who regularly attend club activities. The official schedule was outlined – Monday -Junior coaching and Tennis Xpress, Tuesday - Cardiotennis, and ‘Experienced’/League Players Wednesday – Junior coaching and Club Night (suspended during winter months) Saturday – ‘Experienced’/League Players. In addition to this there are regular bookings for ‘privately’ arranged groups. Obviously, it is up to individual members to choose what they would like to take part in, and some groups are regularly very well attended.

The committee will review activities offered, timings and publicity at its next meeting.

Meeting closed at 21.00.

Thank you for attending the

HALESWORTH TENNIS CLUB

AGM 2023