Henley Tennis Club [‘HTC’] Committee Meeting 19 Oct 2020

 

Henley Tennis Club [‘HTC’] Committee Meeting
Date:	19 Oct 2020
Venue:	Henley Tennis Club
Attendees:	Colin Main, Chair Katy Bayly, Secretary, John Tamplin, Facilities Manager Jo Saunders, Welfare Officer Jeremy Wright, Match Secretary; Claire Smith, Health and Safety Officer, Tom Scott, (Head Coach
Apologies	Allen Levy, Mike Pugsley, Treasurer;

 

	Action
CM Updated committee re:details of a meeting with Graham Keen, our LTA Representative). Also in attendance was TS. ·       Our loan application for lights will be looked at and very likely signed off after we have had the lights installed ·       GK advised that the smallest loan available is £25,000. ·       GK is liaising with TS regularly to aid with coach courses and helping with additional coach programmes. ·       GK will give a breakdown of our membership to see which LTA membership classification we fall into. ·       We asked if the LTA could help with our floodlight planning application. GK advised he would put us in touch with an expert application professional.	None
CM tabled a motion to allow the Henley Charity NOMAD have 10 free hours of court space for people they are helping. Proposed: CM Seconded: JW   CM to confirm to Jaco of Nomad	CM
CM updated the committee re: meeting with college on site to get agreement for where the floodlight poles will be placed.   Present Ashok Patel  Finance Director    Jim McCaffrey Head of Grounds    John Tamplin    Colin Main The meeting was very positive. Agreement was reached on pole placement. Also, the lease was discussed and thoughts on the use of the fields going forward.. The new version of our lease with Henley College has been held up due to COVID and some misunderstandings. However, we are working our way through these and I hope for good new. The new version of the lease will enable us to invest further in the club with the security of a buy back clause that will compensate us adequately should it be invoked in the next 11 year's. The word from the college is that we should not worry about a buyback as the college are now pursuing use of the fields for sports. Contracts have been signed with rugby and football clubs and also with the England Ladies U20 rugby to use the fields CM and AP to further discus lease approval	CM
CM tabled a motion to employ Lee West, a floodlight planning consultant, to help get our application through.    Proposed: CM    Seconded: TS   CM to get AL approval.	CM
GK had proposed we should have a sinking fund. JT advised that it wasn’t required as all our funds were the sinking funds. JW agreed.	None
Members have requested that Courts 1 and 2 be jet washed. JT to arrange	JT
Use of the new defibrillator was discussed.   We said it would be a good idea to have a members training session, either on site or via a zoom call. The session would be videoed and put on the web site.It was also suggested a simple bullet point list should be put on each court to help people know what to do should an emergency happen.   CS to arrange date of meeting and prepare bullet point list.   CM to video event and put up bullet point lists.	CS CM
CS advised that we still needed to do a club risk assessment. CS requested consultation from CM   CS and CM to prepare drafts and finals of Club Risk Assessment and get TS to do a Risk Assessment from a  coach perspective.	CS/CM   TS
CS advised that we needed to add some routine checks for the defibrillator to our Annual Club check list. E.g. Lubricant of the machine, pad replacement.   CS to add to list.	CM
CM advised he had spoken to the council re: finding a plot of land for the future of the tennis club. CM had identified a piece of land adjacent to the Henley Hockey fields. Unfortunately, the council were unable to find out who owned the land.   CM to ask AL if he could help identify the owner.   Also, a lady from Henley was giving away land adjacent to Watermans Allotments, to the council for affordable housing. Initial indications are the lad is too difficult tio build on due to flooding. CM to investigate if the lady would donate for tennis courts.	CM