HALESWORTH TENNIS CLUB

COMMITTEE MEETING MINUTES

Monday 11th August 2025, 6.30pm

Maureen’s Community Space at the Co-op

Present

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

1.Apologies for absence

None.

2. Declaration of conflicts of interest

None.

3. Approval of minutes of the meeting held on 18th June 2025

Approved.

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

Action points

1 Lyn arranged for Caroline Rodbourne to run a pickleball session and this took place on 8th July. Simon has now set up a Pickleball WhatsApp group for interested parties and the players meet on Tuesday mornings (see booking calendar on the website).

2 & 3 The election of new trustees and the resignation of those stepping down will be made official (see Chair’s Report) at the next meeting.

4 Richard is now a signatory on the HTC account and Mike will remain a signatory. Richard is Treasurer and will change the address on the statements. ACTION 1

5 No updates from our HCSL representatives.

6 Ewen will follow up on Simon Thackray’s offer to liaise with the LTA etc. in the hope of finding a more permanent coaching solution. ACTION 2

7 The final instalment to Premier Sports Surfaces has been made.

8 Lyn has added to the website details about playing in higher temperatures.

9 Ewen has removed hazardous screws.

10 The lock codes have been changed.

11 Lyn has updated all relevant sections of the website.

12 Barry has sorted google search and HTC now appears when ‘Tennis Clubs near me’ is inputted.

13 Barry has shared thoughts on the club going forward.

14 Richard has purchased tennis balls.

5. Report from the Chair

Pickleball

It was proposed that to generate interest and establish pickleball at the club, those attending the Tuesday group will continue to play for free until October 1st at which point all membership packages will be renamed to include pickleball and the cost halved as usual. This means that an adult single pickleball membership will be £50 for the months of October through to the end of April. Lyn will confer with Simon, who administers the Tuesday Pickleball group, and the above proposal may be adjusted to best suit this newly started group and pickleball only players in general. ACTION 3

If the interest in Pickleball grows, it was agreed that a second court would be needed going into the next season.

Banner

Ewen proposed that we re-introduce an advertising banner at the top of Bungay Road (alongside the rugby adverts etc.) and he will liaise with Roger Webb and ask for his help and advice on design, wording etc. ACTION 4

Committee

Barry outlined the process for appointing new trustees and confirmed that it makes practical sense for all committee members to be trustees. Current trustees must elect new trustees and then formally resign. It was agreed that these resignations should be actioned within the next month and the new committee and trustees made official. ACTION 5 In the meantime, Lyn asked Ewen to formally introduce himself to the membership through a clubspark email (Lyn to send out) ACTION 6 and Ewen asked that each committee member writes a short note to introduce themselves which will be included in the email. This should be emailed to Ewen by the 20th of August. ACTION 7

The new committee members are as follows:

Ewen - Chair

Richard More - Treasurer

Lyn Burnett – Secretary (until a replacement is found and appointed) and Welfare Officer

Barry Johnson

Mike Davis

Once the above becomes official, the charity commission document needs to be updated. ACTION 8

6. Finance – the Treasurer’s report

Richard has now replaced Ben as a signatory on the HTC account and Mike remains a signatory. Match fees from this season’s league will appear in the account.

7. Safeguarding, risk management; report from the Secretary

Nothing to report.

8. HCSL

Nothing to report.

9. The team

Tessa has published the Division 3 results through the HTC MembersWhatsOn.

10. The courts, floodlights & facilities

Richard will look at finding someone to maintain the areas around the courts. ACTION 9 The loose stones that encroach upon the edges of the courts should be swept aside regularly and Ewen spoke about bird droppings and the potential damage to newly surfaced courts. It would be preferable to sweep away loose droppings as they occur, but more proactive measures (cleaning solutions etc.) may need to be considered. A lockable cupboard inside the hut in which to store tubes of new balls was considered. This will be investigated. ACTION 10

11. Future capital projects

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

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

Barry suggested having a Ladder competition (singles) and he will draft a questionnaire to go out to the membership asking about the sort of things they would like to see introduced. Ewen could then indicate in his Chair’s introduction (Action 6) that this is coming out. ACTION 11

13. Website, WhatsApp & social media

Barry will find out the cost of producing promotional/advertising leaflets to put in holiday homes around the area, but it was agreed that these should not go out until the start of the new season. ACTION 12

14. Membership

Lyn indicated that we currently have 60 members. It was agreed that if we are to attract more interest at the junior end, we need to have something more to offer e.g. regular coaching.

15. AOB

Barry raised his 100 Club idea and explained the process i.e. effectively a small lottery used to raise funds. Essentially there are 100 numbers in the draw and people purchase a number(s) typically for a year at a cost of say £1 per month for the year in advance i.e. £12 p.a. per number. Numbers are allocated to participants at random which is then theirs for the year. There is a monthly draw for cash prizes e.g. 1st £25, 2nd £15 & 3rd £5. Based on these figures the Club would raise £660 per year. It is easy to set up and administer but does require all tickets to be sold. Barry is the lottery promoter for HTC (we are registered for the small societies lottery until 19/01/26).  Barry will send again more details. ACTION 13

16. Date of next meeting

1st September 2025 and Ewen will notify current trustees. ACTION 14

Meeting ended at 8.30pm