HALESWORTH TENNIS CLUB

6TH NEWSLETTER 2024-2025 SEASON

 TRUSTEE MEETING MINUTES

Wednesday 12th February 2025, 18.30pm

Maureen’s Community Space at the Co-op

Present

Simon Thackray, Charlotte Binder, Mick Binder, Lyn Burnett, Tessa Summers, Ben Sharratt

1. Apologies for absence

Mike Davies

2. Declaration of conflicts of interest

 Simon and Mick (HCSL).

3. Approval of minutes of the previous meeting (03/01/25)

Approved with one correction: On the Charity Golf Day there will be a ‘nearest the pin’ as another money-making opportunity.

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

1. Update from Mick on the golf day

The following details were discussed/confirmed:

• Participants can arrive from 8am onwards and the golf begins at 9am.
• A reception table will be set up to meet and greet, receive entry forms, sell raffle tickets etc.
• Raffle prize hampers will be displayed on a separate table (raffle prizes are coming in from various members to fill a maximum of 4 hampers) and there will be a tea and coffee station.
• There will be 2 ‘half-way houses’ on the course where savoury and sweet items, juice and water will be offered in exchange for a donation.
• Tessa will do the results.
• Speeches will take place after lunch – Simon to thank participants, Iain Carter to deliver his speech and present the prizes (including drawing the raffle), and Tessa to organise the vote of thanks (usually by winner of the winning team).
• Lunch will be at approximately 1.30pm. The 2 courses will be braised beef, mashed potato, caramelised carrots, tender stem broccoli and Jus and seasonal crumble & custard.
• Some teams have been confirmed but a big push is needed to get more on board both now and certainly from March 1st. It may be necessary to phone round. Our target is to have 20 teams but 18 would be perfect.
• So far, we have secured sponsorship from Herco £150, Lewis Electrical £100, Cox Construction £100, Lovewell Blake £100 and NFU £100.
• Simon questioned whether we should insure against cancellation in the event of seriously bad weather. Mick suggested he could seek advice from Halesworth Golf. ACTION 1

2. Update from Simon (in Mike’s absence) on the finances relating to the golf day and the court resurfacing

• Simon has asked Mike to keep a record of all money coming into our fundraising account which includes donations, sponsorship, team entry fees etc. ACTION 2
• The resurfacing contract and funding documents were signed by all trustees present at the meeting. See below.

“The Trustees of Halesworth Tennis Club have met today, Wednesday 12 February 2025, and have signed hereunder to authorise the borrowing of £12,000 from Suffolk Tennis Funding Limited.  Furthermore, the Trustees have approved the loan agreement and authorised the Chair, Simon Thackray, and the Secretary, Lyn Burnett, to sign the loan agreement on behalf of Halesworth Tennis Club.”

• Simon and Lyn signed the loan agreement between Suffolk Tennis Funding Limited and Halesworth Tennis Club.
• Simon is confident that he will secure our funding request (£4,000) from East Suffolk Community Partnerships. The committee meets on the 24 Feb and Simon will attend to present the application (unlike Sizewell’s meeting where applicants were excluded).

5. Report from the Chair

(i) Date for AGM and Open Day

With the closure of the Club, we need to plan for the AGM and the Open Morning. Charlotte will check the Co-op’s availability for a date in April (AGM), possibly the 10th, and May 18 was suggested for the Open Morning, running from 10am to 1pm. ACTION 3

(ii) AGM agenda

This is to include the Chairman’s annual report with information on the golf day and resurfacing. Simon hopes that Mike can get the accounts done ahead of the AGM. ACTION 4 Before the AGM the increase in membership fees for the 2025-2026 season needs to be agreed. ACTION 5 However, with immediate effect court booking fees for non-members will go up to £15. Lyn will sort this out through Clubspark. ACTION 6

(iii) Club Night

This continues to prove problematic and various options were discussed and questions asked. Do we offer a Saturday morning session? Would Sunday morning be a possibility? The main aim, as always, is to increase membership and attract younger players. This is most likely an agenda item for the AGM.

6. Finance - Treasurer’s Report

Balances were given as SA £956.69 and CA £1,145.36

7. to 9.

Nothing to report.

10. The team.

Tessa spoke about the League and the shortage of female players. It’s problematic and different options need further discussion at the next meeting.

11. to 15.

Nothing to report.

16.  AOB

• Mick will put up the golf day poster at the courts. ACTION 7
• Mick will look further into the offer of an advertising opportunity from ‘reddune web design & IT solutions’ so we can decide if this is something we want to pursue. ACTION 8
• Lyn will write a reminder to all members through Clubspark about the courts’ closure. ACTION 9

Meeting closed at 20.45