HALESWORTH TENNIS CLUB COMMITTEE MEETING MINUTES

Wednesday 11 March 2026, 6.00pm

Insomnia Cafe at the Co-op

Present

Ewen Bell, Lyn Burnett, Barry Johnson, Richard More

1.Apologies for absence

Mike Davis

Alison Pettafor has indicated that she is unable to be a committee member at present.

2. Declaration of conflicts of interest

None.

3. Approval of minutes of the meeting held on 28 January 2026

Approved.

4. Matters arising from the last meeting not otherwise covered in the agenda

Outstanding action point from the minutes of the meeting on 3 December 2025

1. New WhatsApp group proposed by Alison - 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. Richard volunteered to set this up and will compose an email for Lyn to send out through Clubspark. ACTION 1

Action points from the minutes of the meeting on 28 January 2026

1. Court Repair – Ewen will confirm the date. Premier Sports will do the work with no charges to the Club. ACTION 2
2. Lowestoft & District League – Lyn confirmed with Paul Cunningham (Chair) that we will not participate in the League this year.
3. Winter Friendlies – Away and Home matches took place in February.
4. 100 Club email – Confirmation of insufficient interest in the 100 Club was emailed to members.
5. Contact with Gary – Barry has met with Gary. Details at agenda point 8.
6. Digital fundraising – Ewen stated that this was a non-starter.

5. Chair

(a) AGM

It was agreed that this season’s AGM will be held on Wednesday 22 April in the Community Meeting Room at the Halesworth Co-op. The committee will meet on Wednesday 15 April to discuss the agenda.

(b) Open Day

The proposed date for Open Day is Sunday 17 May.

(c) Advertising

As agreed at an earlier meeting, the promotional banners designed by Roger Webb will now be produced and displayed in previously agreed locations, including the front fence at the courts. Ewen will liaise with Roger on this and arrange for leaflets to be done as well. ACTION 3 Lyn will write an article for the March edition of the Community News as a reminder about our Club and its facilities and to advertise the AGM and Open Day. ACTION 4 Lyn will then write a second article for the April edition to specifically advertise the Open Day. ACTION 5

6. Treasurer

Richard confirmed that we have 2 invoices from HCSL which are to be paid now. He checked with Simon Thackray that the 2 amounts are correct.  He will also contact the LTA to confirm ongoing details of our interest free loan. ACTIONS 6 & 7.

7. Safeguarding

Lyn continues to keep up to date attendance records of Gary’s weekly coaching sessions and LTA requirements continue to be met.

8. Coach Gary

Barry met with Gary and confirmed that he is still considering a short 6-week programme for Beginner Tennis if he can find a suitable time slot. This would cater for those interested parties who are not quite at the standard of the Tennis Xpress participants. Barry will continue to explore possible coaching alternatives. ACTION 8

9. HCSL – report from our representative

The East Suffolk Council Meeting took place on the 18 February and Barry attended. The agenda was to discuss sports’ provision in Halesworth both now and in the future.

10. The courts

See Action Point 2.

11. Future capital projects & fundraising

To be discussed later.

12. Website, Clubspark & social media

Lyn attended two webinars in February – (1) The National Online Event for Tennis Volunteers which aimed to showcase the strength and value of our volunteer community and (2) Clubspark’s “Preparing for Membership Renewals”.

13. Membership

At the time of writing, the Club has a membership of 73.

14. AOB

(a) Lyn indicated that she would come off the committee and step down from both her secretarial and welfare roles once the new season is underway.

Meeting closed at 7.45pm.   Date of next Meeting: Wednesday 15 April, 6pm