HALESWORTH TENNIS CLUB

5th NEWSLETTER 2023-2024 SEASON

Summary of Trustee Meeting Minutes

Thursday 5th October 18.45

Maureen’s Community Space

Before the meeting commenced, Charlotte was thanked for securing our new meeting venue at Halesworth Co-Op. This was very well received by all.

Present

Simon Thackray, Charlotte Binder, Mick Binder, Lyn Burnett, Mike Davis, Tessa Summers, Ben Sharratt

Due to other commitments, Scott Fishwick has stepped down from the Committee and will no longer be a trustee. However, he continues to offer ideas and remains active within the Club.

1. Apologies for absence

None.

2. Declaration of conflicts of interest

 Simon and Mick (HCSL)

3. Approval of minutes of the previous meeting (12/07/23)

Approved with no changes.

4. Action points from the minutes not otherwise covered within the agenda

ACTION POINTS follow up:

1. Balls Ben continues to keep the tubes of new balls and will deliver some to Simon at the next Saturday session. The balls are being distributed as and when needed and are not being used extravagantly.
2. Tuesday Experienced/League Players A second session has not been necessary as the numbers have worked out well overall. Also, very few players are keen to start at 8pm for a second session, particularly in winter months.
3. Finance matters These were to be addressed later in the meeting.

5. Report from the Chair

1. Scott and Kate Simon confirmed that both agreed that Committee members must have a role as there are specific areas to cover within the Club. Safeguarding and Risk Assessment are two such areas which prompted a discussion on these matters. Lyn explained that for the purpose of re-registration with the LTA, Pam has offered to continue in her role of Welfare Officer. Lyn and Charlotte will meet with Pam to complete the process once the registration window opens. ACTION Simon will email Pam to accept her offer and thank her. ACTION The Committee can therefore stay as it is for the time being.

2. New Members Tournament Simon thanked Tessa for organizing this which, although slightly disappointing in terms of participation, was very enjoyable on the day.

3. Coach Ross and the various groups

(a) Club Night

Various suggestions were made as to how this session can be retained and sustained now that it is no longer coach led. Lyn made the point that some sort of communication is needed so that potential attendees have an idea of participants and numbers and Tessa volunteered to send out a message through Halesworth Tennis WhatsOn each Tuesday. Participants should only reply if they intend to come. ACTION It was agreed that Committee members do not have to attend unless they choose to. Lyn will update details on the website. ACTION

(b) Tennis Xpress

Simon indicated that this session has been working well and continues to do so. However, it is not viable for the Club to keep paying Ross and members will now need to start paying. Simon had previously asked Scott for ideas about this group and he suggested that the Club could offer sessions for free to members each year around Open Day and beyond with the cut off for the Club paying Ross being the New Members Tournament in early September. All agreed that this was a very good idea and Simon will attend Tennis Xpress on Monday, 9th October to let participants know about the new arrangements for this year and the proposal for next year’s Tennis Xpress. ACTION Simon will also check with Ross what the cost will be for members and confirm the cost for non-members. ACTION Lyn will then update the details in the ‘Programme’ section of the website. ACTION

(c) Cardio Tennis

It was considered whether Cardio Tennis would attract more participants if it was on a different day. Saturday would seem the obvious choice but starting it at 11am after the Experienced/League players group may be too late. No decision was made so, for the time being, Cardio will remain as it is.

(d) Coaching

It was agreed that there is limited sustained coaching at the Club and little evidence of coaching deals etc. being advertised.

(e) Intermediates

Sue Foster continues to manage this group and advertises through Halesworth WhatsOn as well as through the separate Intermediates WhatsApp group. This seems to be working well and there is consistent attendance. The Committee acknowledged its appreciation of Sue’s efforts.

(f) Experienced/League Players

These two groups continue to be popular.

At this point Charlotte shared information from Southwold Club about the possibility of some winter competition across all the Heads-Up partner venues. We will look out for how this goes on.

6. Finance – Treasurer’s Report

Mike shared the balance amounts for current and saving (court resurfacing) accounts and addressed the targets for resurfacing. All agreed that access for those with disabilities should also be included when considering funding. Fundraising and funding opportunities were discussed but without specific conclusions. However, it was agreed that any future event such as a Club Christmas social event or another tournament should be linked to fundraising. Lyn will forward to Simon the Allianz Sports Fund document received from Sarah Elliott (LTA Suffolk Secretary). ACTION Various payment amounts were outlined as well as those pending (Simon indicated the payment due to HCSL of £510 which is our contribution to the legal fees for the leases) and Ross’s retainer amount needs to be confirmed by Mike and Ben. ACTION Ben indicated that he is stepping down as joint Treasurer but will remain in the position until the next AGM.

7. Safeguarding, risk management, etc.

These areas will be covered during the re-registration process.

8. Our Club Coach – report from Ross

Not applicable.

9. HCSL

Mick explained about a drainage problem on site. Fortunately, in terms of cost, the tennis club is contributing to the problem, but it is not our responsibility to fix it. Simon explained that now the leases are in place, there are just a couple more pre-leases invoices expected but then that is it and whatever else is onward costs.

10. The Tennis League Team – report from Tessa

Not applicable.

11. The courts, floodlights & facilities

Charlotte indicated that James has moved away from Halesworth and will no longer be able to cut the grass etc. around the courts. Trustees will make enquiries to see if we can use someone from the Football Club. ACTION Simon indicated that £88.40 was emptied from the lighting box and this goes to HCSL. Mick spoke again about the possibility of having a practice wall at the tennis courts as he feels this would prove an asset to players and the Club.

12. Future capital projects & fundraising

Ongoing.

13. Club Social

Ben suggested having a Christmas social for all club members. Mick will liaise with Simon Tennant at The Angel in Halesworth to investigate the possibility of hiring The Stables. ACTION

14. Website, WhatsApp, ClubSpark & social media

On-going. Lyn explained that the HTC website is up-to-date and AGM Draft Minutes and edited Trustee Minutes are in place for Members Only to view.

15. AOB

Ben proposed having a Singles Tournament soon, possibly in November. He will look at dates and let the Committee know. ACTION

Meeting closed at 21.00. Next meeting tbc.

Thank you for reading

A summary of the

HALESWORTH TENNIS CLUB

Trustee Meeting Minutes