HALESWORTH TENNIS CLUB

2025-2026 SEASON

TRUSTEE MEETING MINUTES

Wednesday 28th January 2026, 18.30pm

Maureen’s Community Space at the Co-op

Present

Ewen Bell, Lyn Burnett, Barry Johnson, Mike Davis

1.Apologies for absence

Richard More

2. Declaration of conflicts of interest

None.

3. Approval of minutes of the meeting held on 3rd December 2025

Approved.

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

Outstanding action points from the minutes of the meeting on 3rd December 2025

a) Lyn will ask Alison if she would be willing to set up and take responsibility for the new WhatsApp group suggested at a previous meeting where members are invited to join if they want to contact players on an ad hoc basis for games. This would create a pool of players and facilitate cross group play.

Please note: This was to be done at the meeting, but Alison was not in attendance.

5. Chair

a) East Suffolk Council Meeting 18th February 2.30pm (to discuss sports facilities in Halesworth)

HCSL lobbied to say that all their clubs ought to be represented at the above and Barry has volunteered to be the Tennis Club’s representative at this meeting. At the time of writing, the agenda for this meeting had yet to be produced.

b) Court repair

Ewen will get back to Premier about the above (outside of right post on Court 2) after speaking with Simon Thackray. ACTION 1

c) Lowestoft & District League

It was decided that we will not enter the above this year as it was very difficult to find willing players last year and we are unlikely to have female players, other than Lyn, who would be happy to play the number of matches required. We will view it as a ‘rest year’ and hope to rejoin for the summer of 2027. Lyn will contact Paul Cunningham (Chair) to let him know. ACTION 2

d) Bungay winter friendlies (men’s doubles)

Ewen will put out on our HTC MembersWhatsOn a final reminder about the above offer from Paul Cunningham at Bungay with a deadline of 31st January to register interest. ACTION 3 Lyn will then contact Paul. ACTION 4

6. Finance – the Treasurer’s report

Richard gave his apologies so no report from him and Mike had nothing to add other than to confirm that our account is quite ‘quiet’ now.

7. Safeguarding

Lyn (Welfare Officer) sent out the LTA Safeguarding Survey to all members and, following on from Melissa Miller’s visit to our site (Regional Safeguarding Officer ‑ Central & East), all updates and ‘requirements to meet’ have been completed and an email sent to Melissa along with photographic evidence. She responded very promptly, indicating that, once she has been through Lyn’s submission, she will change our status to ‘has met’. Lyn once again reminded the Committee that, as an LTA registered club, we must meet their specific requirements and now that we have everything updated and in place, we can go forward with confidence knowing that we have encouraged all our members to take responsibility for safeguarding.

8. Club Matters (100 Club)

Barry confirmed that we are well down on the number of pledges required to run a 100 Club as we have only received 22 pledges with a viability level of 90. Barry will send Lyn a draft which she will send out to all members, to inform them of the situation. ACTION 5

9. AOB

a) Lyn shared an email received from Gary Howe, about an additional coaching opportunity for adult beginners. Barry will contact Gary to conduct a general review of HTC’s coaching. ACTION 6

b) Ewen spoke about a digital fundraising opportunity he received. He will investigate this further to see if it’s appropriate for HTC. ACTION 7

c) As this is the first meeting post-Christmas, the Committee would like to formally acknowledge and thank Simon Thackray for volunteering to purchase the Tennis Club Christmas tree which was part of the Christmas Tree Festival at St. Mary’s, Halesworth.

10. Date of next meeting

Wednesday, 25th February 2026

Meeting ended at 19.45

Please note that at the time of writing, the following points have already been actioned:

2, 3 & 5