HALESWORTH TENNIS CLUB

6th NEWSLETTER 2023-2024 SEASON

Summary of Trustee Meeting Minutes

Wednesday 17th January 2024, 18.30

Maureen’s Community Space at the Co-op

Present

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

1. Apologies for absence

None.

2. Declaration of conflicts of interest

 Simon and Mick (HCSL)

3. Approval of minutes of the previous meeting (05/10/23)

Approved with no changes.

4. Matters arising from the minutes of the previous meeting not otherwise covered within the agenda

ACTION POINTS follow up:

1. Online Banking is now up and running.
2. Simon reminded Mike/Ben of the prudency of conducting a bank reconciliation to balance accounts. ACTION 1
3. Trustees still need to look at the possibility of having our grass areas etc. maintained by someone from the Football Club. ACTION 2
4. The Singles Tournament proposed by Ben did not happen, but he suggested it will be considered again in a different form e.g. invitational. ACTION 3

5. Report from the Chair

1. Club Christmas Social Simon thanked Mick, Charlotte and Lyn for organising this social, which was a great success and enjoyed by all. Tessa suggested that we could have a similar event next year at the same venue but then look for a change after that to keep up interest levels. All agreed that it would be good to have 2 social events a year – summer and winter. Once again it was discussed whether these events should be fundraisers too and publicised as such. No conclusion was reached.
2. Net posts Simon thanked Mick for all he did to mend the post and hopes that it (and the others) can hold out until resurfacing.
3. Coach-related business and general play Simon spoke about Ross’s retainer amount (£213) and the added value. Mike asked what we are expecting from the retainer and Simon indicated specific actions such as promoting/advertising Club events, organising competitions and putting into place ideas from his business proposal (presented to the committee at our meeting on the 8th of February 2023). Ben suggested that there is a lack of a competitive edge currently and Tessa said this may therefore be an opportunity to involve Ross and run the Box League again. The committee proposed that this could start running just before Easter (March 31), involving players from both Intermediate and Experienced/League players groups. Simon will introduce this to both and liaise with Sue Foster. ACTION 4
4. Dates Simon asked to confirm key dates and it was agreed that the next committee meeting and AGM should be on the 27th of March at Maureen’s Community Space in the Co-op (subject to availability) and OPEN DAY should take place on the 28th of April (subject to Mark Websdale’s availability). Charlotte and Simon will check with the respective individuals. ACTION 5*

*The 27th of March at the Co-op is confirmed.

1. Funding/Resurfacing Simon referenced his applications for CIL funding, and he will reapply in March to HTC ahead of the new financial year. ACTION 6 He explained that the East Suffolk District Council is not a route for funding (a new project is needed to qualify for CIL). The committee considered the possibility of an article published in the local press to raise awareness of the threat to our facility which has served the community over many years. March would be an ideal time – before the AGM and funding application. Lyn will contact a journalist from the East Anglian Daily Times to discuss this possibility. ACTION 7 Simon then expressed his view that we need to act ahead of the March funding application in case the outcome is well below our requirements. To this effect, he presented a document listing links to possible funding sources. Also, there may be other sources such as John Hunt, Spectra Packaging and Herrco Cosmetics Ltd. Simon has already prepared a draft application giving the nuts and bolts. Trustees agreed to look at these funding sources, suggest possibilities and once agreed, submit the application. ACTION 8

6.Finance – Treasurer’s Report

Mike gave a summary of our expenditure with amounts and stated that the court resurfacing fund currently stands at £7,841.33 and our current account is £2,108. He then revisited fundraising activities, describing the race nights at Holton and Blyford Village Hall as a possibility for raising money. Mick then spoke about the Sizewell B annual community fund and our member Will Bird as a contact. No conclusions were reached for action.

7. Safeguarding, risk management, etc.

Considering Pam Fenner’s intended resignation, Ben has agreed to approach Sue Foster and ask if she would consider taking on the role of Welfare Officer. ACTION 9 In the meantime, Charlotte and Mick will ask Pam about the necessary contents of our First Aid kit and replenish its contents. ACTION 10

8. Our Club Coach – report from Ross

Not applicable.

9. HCSL – report from our representatives

Simon told the committee that Mick is the new chairman of HCSL and Mick hopes that things will be able to move forward in the right direction with the support of other HCSL members such as Stuart Wilson (formerly of Sport England) and Simon.

10. The Tennis League Team – report from Tessa

Not applicable.

11. The courts, floodlights & facilities

Discussed earlier and ongoing.

12. Future capital projects & fundraising

Discussed earlier and ongoing.

13. Club Social

Discussed earlier.

14. Website, WhatsApp, ClubSpark & social media

Up to date.

15. New members

Lyn confirmed membership total.

16. AOB

Simon emphasised that over and above everything else, our court resurfacing is the most important concern – with unusable courts we have no Club.

Meeting closed at 20.30.

Next meeting and AGM to be held on the 27th of March at the Co-op.

Thank you for reading A summary of the

HALESWORTH TENNIS CLUB

Trustee Meeting Minutes