HALESWORTH TENNIS CLUB

COMMITTEE MEETING MINUTES

Wednesday 18 June 2025, 6.30pm

Maureen’s Community Space at the Co-op

Present

Ewen Bell, Lyn Burnett, Tessa Summers, Richard More, Barry Johnson

1. Apologies for absence

Mike Davis

2. Declaration of conflicts of interest

None.

3. Approval of minutes of the meeting held on 2nd June 2025

Approved.

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

Action point No. 1 - Volunteers for Heveningham Hall Country Fair are Mick & Charlotte Binder and Simon Thackray.

Action point No.2 - Lyn will contact Caroline Rodbourne directly as she has expressed an interest in helping to get pickleball started. ACTION 1

Action point No. 3 - Ewen spoke with Alison Pettafor about the possibility of joining the committee. This is being considered.

Action point No. 4 - Ewen is now an administrator on the website.

Ahead of the Chair’s report it was agreed that the committee will meet approximately once every 2 months.

5. Report from the Chair

Trustees

The following roles have been approved and now need to be formally appointed:

Ewen - Chair

Richard More - Treasurer

Barry Johnson - co Treasurer

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

Tessa will stay in role as Match Secretary and Team Captain for the remainder of this season but no longer wishes to serve on the committee. Lyn will continue as welfare officer for the time being.

Ewen proposed that the committee, as it stands currently, meets in a month’s time to confirm the roles of both newly appointed and existing trustees. After this Ewen will liaise with Simon Thackray to approve the accounts and update the information for the Charity Commission. (Halesworth Tennis Club Charity number: 1189566) ACTION 2 In the meantime, and for the benefit of new committee members, Barry will refer to the Charity Commission’s website to find out the exact rules as to whether committee members also must be on the board of trustees. He will also look at any potential liabilities. ACTION 3

6. Finance – the Treasurer’s report

Richard stated that he has not yet seen the current balances but will arrange to replace Mike and Ben as a signatory on the HTC account. Barry will also be a signatory. ACTION 4

7. Safeguarding, risk management; report from the Secretary

Incorporated within other agenda items.

8. HCSL – report from Mick as our representative

Ewen will email Mick Binder and Simon Thackray and ask to be updated with anything that directly concerns the tennis club. ACTION 5

9. The team – report from Tessa as team captain

Tessa outlined her role in the Lowestoft & District League Division 3 and explained in general the situation with the League – shrinking but still happening. As a club, we are short on numbers and particularly women prepared to play matches. Ewen suggested we should take up Simon Thackray’s offer of liaising with the LTA etc. to try and find a more permanent coaching solution which may then impact the number of match players and general uptake. ACTION 6

10. The courts, floodlights & facilities

a) Ewen referred to our outstanding final instalment payment to Premier Sports Surfaces and both Tessa and Richard continued to raise concerns over the quality of the corrective work and therefore the surface in one or two small areas. Richard advised that we ask for a warranty extension to 5 years which, if given, means we are prepared to pay the final amount. Ewen will ask Premier. ACTION 7

b) Ewen spoke about the new surface and high temperatures and Lyn will add instructions to the website home page and court booking section about not playing on the courts this summer in temperatures over 28 degrees. These instructions will also be given in the booking emails.  ACTION 8

c) Lyn indicated that the First Aid cupboard inside the hut is fully stocked and updated when required.

d) Ewen will remove 2 potentially hazardous screws which are protruding from the far side of the hut. ACTION 9

e) Ewen will inform Simon of the new code for the combination locks. ACTION 10

11. Future capital projects

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

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

On-going considerations.

13. Website, WhatsApp & social media

Lyn will change the wording in the ‘Welcome’ section on our website’s home page. ACTION 11 Barry will investigate Google search as HTC does not currently appear when ‘tennis clubs near me’ is inputted.  ACTION 12 Barry also wondered about the possibility of producing promotional/advertising leaflets to put in holiday homes around the area.

14. Membership

Lyn indicated that we currently have 52 members.

15. AOB

a) Tessa will resign from her League role after the current season and will step down from her role on the committee with immediate effect.  As this was her last committee meeting, Ewen thanked Tessa for all her contributions over the years.

b) Barry will send to committee members some general thoughts on the Club going forward, including asking the question as to what sort of club we want to be. ACTION 13

c) Richard will check with Simon Thackray about purchase of tennis balls. ACTION 14

d) Lyn referred to a donation of beer to the club from Greene King (linked to our fundraising). This will be kept for any future club social.

16. Date of next meeting

Tbc

Meeting ended at 8.30pm