HTC Committee Minutes - March 2023

Henley Tennis Club [‘HTC’] Committee Meeting
Date:	21/3/2023
Venue:	Bird in Hand
Attendees:	Colin Main (CM) John Tamplin (JT) Tom Scott (TS) Daniel Barr (DB) Jeremy Wright Julian Evans Mike Pugsley
Apologies	Alan Levy, Fred Clifford (FC),
Time:	Started 8pm - Meeting ended 9:50pm

Club House, doors, tables, chairs New club house doors were discussed, and all agreed to proceed. JT to follow up. As the new doors will be accessed via a key, we need a new easy to open lock box for the key. JT to follow up. John T advised that to have the gates lockable on courts 3,4,5 we will need a welder to close the gap between the gate and the frame. JT/JE to follow up. All agreed to proceed with purchase of new smaller table for the club house. Tables to only be purchased after doors are fitted. We will use the existing club house chairs for the time being TS to source. Potentially get rid of table that site next to toilet JT/TS to follow up. Dan B suggested a float in club house. Snacks for purchase in club house. Honesty basket for money. All to review.

Rotting court bench It has been reported that we have a rotting bench on court 2. All agreed to look at replacing with plastic replacement. Agreed to move rotting bench to outside court 2 JT/TS to follow up.

Coffee machine Dan gave an update on costs, and proposed that we buy our own based on cost. Pays for itself in 3 years, £1200 buy, replenish supplies every 3 months. Buy a card reader at £80. 10 cups will pay for itself in 2 years, profit year 3. All agreed to purchase. Use club house cups to start with Free drinks for matches Test card reader first. All agreed. DB to follow up.

Events Date still to be advised for Play Your Way to Wimbledon

Club House Stock Purchases TS advised that a discussion was in place to have a shop for Alan (Henley Sports) at Club House, sale of Balls, dampeners, grips, etc. TS to follow up.

Membership Dan B and Col M to cover off membership invites for the new year, DB and JE to discuss message out to members advising the membership fees will go up at the end of May for any renewals at that time. Dan B suggested to survey 8 questions, why do people leave? Action this 1 months after renewal. DB to follow up.

Club Keys It was agreed that we need to full new batches. One as a backup and one to be held by John T. The back-up could be held by local resident. JT to follow up.

Club Accounts Mike advised new version due to 2022/2023 figures not in correct boxes. John T to send excel version to me, new version to be posted on to the club blog. JT / CM to follow up.

Communication Task Membership Court schedule for summer, Thursday still to go ahead. From Thursday 4th April, 2 courts 1 & 2 initially. Julian asked for terminology clarification, Womens or Ladies JE/TS to confirm.

Teams 5 teams in the summer, 2 oxon men, 2 berks men, 1 ladies berks Dominic will captain extra team. Winter league came 4th Div 1. Winter Oxon Div 5 promoted.

Club Nights Thursday still to go ahead. From Thursday 4th April, 2 courts 1 & 2 initially. Col M to send the message he drafted to Julian for communicating to the membership on how club sessions work. CM to follow up.

Amazon prime tennis initiative Tom selected to run program, funded by Amazon. Seb Sheldon selected for County Cup. Funding from Tennis Oxfordshire deliver schools festival coaching and Finals Day.

Special note: Col M suggested that we need to publish all info and questions before the meeting so that we can proceed through the meeting fasted to stick to a one-hour meeting.