HALESWORTH TENNIS CLUB 

COMMITTEE MEETING MINUTES

Monday 1st September 2025, 6.30pm

Insomnia Cafe at the Co-op

Present

Ewen Bell, Lyn Burnett, Richard More, Barry Johnson, Mike Davis.

Simon Thackray (previous Chair and present for agenda item 4a - election of new trustees)

1.Apologies for absence

None.

2. Declaration of conflicts of interest

None.

3. Approval of minutes of the meeting held on 11th August 2025

Approved.

4. Matters arising from the minutes not otherwise covered in the agenda

a) Election of new trustees and charity commission

Current trustees – Simon, Lyn and Mike – elected our 3 new trustees – Barry, Richard and Ewen. Other trustees who have stepped down from the committee have indicated their formal resignation as trustees in an email to our new Chair. Simon will support Richard in matters relating to the charity commission and our annual return (accounts and statement). Ewen, Barry and Richard as new trustees should send their name, address, phone number and DOB to Simon so he can put these details on the charity commission and get access for Richard. Simon will then resign. ACTION 1

b) Action points

1 Richard, as the new Treasurer, has now changed the address on the HTC bank statements.

2 Simon has agreed to support the club in looking at more permanent coaching solutions.

3 Two Pickleball Only memberships have now been created (Adult and Couple) and are open on the website. We have welcomed 3 new members through these packages, taking our membership total to 63. Lyn will add to our homepage on the website a link to the LTA information on Pickleball. ACTION 2

4 Ewen is in contact with Roger about a banner for the top of the road. It was agreed that content should include such as ‘All abilities Welcome’, ‘Now with Pickleball’, web address, QR code etc.

5 The new committee and trustees are now official.

6 & 7 Ewen has drafted his introduction as Chair and both Barry and Richard (as new committee members) have supplied mini autobiographies. Once checked through, this can be emailed to our membership.

8 Once all official resignations are received, the charity commission document can be updated.

9 Richard has secured someone to maintain areas around the courts (£15/hour) and committee members will also contribute as and when they can. Richard will also purchase a new combination lock for the hut. ACTIONED at time of writing.

10 The idea of having a lockable cupboard inside the hut where new balls can be stored was not discussed.

11 Barry reminded Ewen that his introduction to the membership needs to indicate that a survey will be coming out. ACTION 3

12 Ongoing.

13 Barry has sent again information on the 100 Club and will sort out final details. ACTION 4

14 Simon attended this meeting, and new trustees were elected. Trustees who wish to resign have indicated this by letter. Simon will resign once details on the charity commission have been changed.

5. Report from the Chair

Ewen spoke about the standard maintenance visit offered by Premier Sports (£370 + VAT in November or December) and has sent details of their maintenance packages. We hope to avoid incurring costs by doing a lot of the maintenance ourselves, but Ewen will check the warranty as we must not do anything to invalidate it. ACTION 5 Ewen will also raise the issue of the crack by the right post on court 2 and send photos to Premier asking how it can be remedied. ACTION 6 He will also enquire about the cost of marking out a pickleball court on court 1. ACTION 7

6. Finance – the Treasurer’s report

Nothing particular to report but Richard will liaise with Mike to check through some deposits.

ACTION 8

7. Safeguarding, risk management; report from the Secretary

Nothing to report.

8. HCSL

Nothing to report.

9. The team

Nothing to report.

10. The courts, floodlights & facilities

See Chair’s report.

11. Future capital projects

On-going considerations e.g. a new/renovated hut.

12. Club matters – social, competitions, club night, etc.

Barry reminded committee members to send comments on his draft survey so this can be finalised. ACTION 9

13. Website, WhatsApp & social media

Nothing to report.

14. Membership

Lyn indicated that we now have 63 members.

15. AOB

None.

16. Date of next meeting

TBC

Meeting ended at 8.00pm