HALESWORTH TENNIS CLUB

5TH NEWSLETTER 2024-2025 SEASON

TRUSTEE MEETING MINUTES

Friday 3rd January 2025, 18.30pm

Maureen’s Community Space at the Co-op

Present

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

We were also joined by Barry and Lynne Johnson who have very kindly volunteered to help with the golf fundraising day.

Please note that the usual agenda has been changed to allow sufficient time to focus on main issues.

1. Apologies for absence

Ben Sharratt

2. Declaration of conflicts of interest

 Simon and Mick (HCSL).

3. Approval of minutes of the previous meeting (18/11/24)

Approved with no changes.

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

None

5. Major items for discussion

1. Court resurfacing

Simon opened the meeting by reminding those present that we had been encouraged by Lois and Sarah (Heveningham Hall) to organise a golf day fundraiser at Halesworth Golf Club. We are now committed to resurfacing, so this fundraiser is an important and necessary part of the fundraising process. It was then agreed with Mike that we can use £2,500 from the current account for the resurfacing, leaving a reserve of at least £500. Whether or not we aim for less than the interest free LTA loan amount of £12,000 is still to be decided.

       2. The golf day 31 March

Mick then took the lead on this and shared a document listing money-making opportunities, format, administration and help needed on the day. The following was agreed:

Money making opportunities

• Simon will contact Iain Carter via email to confirm his availability.
• The entry fee will be £48 per golfer with each team consisting of 4 players. There will be a preferential rate of £38 per golfer if they are a member of Halesworth Golf. The aim is to have up to 20 teams (80 golfers).
• Lynne will organise the raffle consisting of 4 hampers with donated prizes and perhaps a couple of promises in each as well e.g. free tennis coaching with Adam Johnson. The cost of tickets should be £5 minimum for a strip of 5 and these should be sold on the day and ahead of the event. Each committee member will have a book to sell as well as leaders of the individual playing groups.
• Mick will come back to us on sponsorship of a hole and the amount will be the usual £100. Herrco will participate. Tessa suggested that details of sponsors could go on the posters/flyers.
• The ‘nearest the pin’ and ‘mulligan’ will be replaced by a putting competition and Tessa will look for volunteers to help with this on the day.

Format

• Florida scramble.
• Don’t limit the number of drives.
• Tennis club members who don’t play golf, or anyone wanting to participate, provided they aren’t complete novices, can give their name to Tessa or Mick to see if they can be embraced into a team.
• There will be NO 9-10-hole option.

Administration

• It is hoped that the start time will be 9am with a shotgun start. Tessa will speak to Halesworth Golf about this. It’s possible that they may insist on 8.30am.
• Payment will be by BACS in advance (Tessa will take charge of entries) and details will be on the flyer. £23.50 of the entry fee goes to the buffet lunch (details of this to be confirmed by Mick). Lynne suggested that we could try and hire a SumUp card reader for any on-the-day payments. She will make enquiries, and Simon will ask Mike to take it up with our bank.
• There will be NO charity donation.
• Leaflets/flyers should be on social media groups (Tennis and Golf WhatsApp groups etc.) and Rob Sherington (golf club competition and handicap secretary) will advertise through Halesworth Golf’s social media platform. The Community News will advertise with no charge.

• Mick and Barry will work on the poster.
• HTC members will be informed in an email written by Simon about everything to do with court resurfacing, fundraising and the golf day. This should include the poster.
• Once cleared out, the courts resurfacing account will be used for the golf day receipts and payments.

People to help on the day

• Those in charge of meet and greet, the handling of money on the day and the raffle are still to be confirmed.
• Tessa will find someone to record score cards when players finish.

4.  Notes on comparison to Bungay Tennis Club

This will be addressed in more detail at the next meeting.

5. The AGM and/or communicating all that’s going on to the members

As with agenda item (iii), this will be returned to at the next meeting.

6. AOB

Dates were considered for the next meeting which will be held in February. Charlotte will check the Co-op’s availability.

Meeting ended at 20.30