HTC Committee Minutes - July 2023

Henley Tennis Club [‘HTC’] Committee Meeting
Date:	26th July 2023
Venue:	Bird in Hand
Attendees:	Colin Main, Chair John Tamplin, Facilities Manager Mike Pugsley, Treasurer Dan Barr, Membership Secretary Tom Scott, Head Coach Jeremy Wright, Match Secretary Julian Evans, Communications Officer
Apologies	Fred Clifford: Secretary, Allen Levy: Special Ops
Time:	Started: 20:00, Ended: 22:00

Current membership: 382

Facilities - Lights and surfacing progress Repair fence posts on court 3/4. Replace with sturdy round ones like bottom court. Repair fence clips on courts 1 and 3 Court issues on new courts 1 and 2, court concrete kerbs breaking up, court slippery. Need to get contractors down to see and fix. Suggested alarm for doors being left open. No agreement as could be difficult. Suggested signs on courts 1,2,3, to ask members to check club doors prior to leaving, and communication to members to remind them to check prior to leaving. ACTION - JE Master set of keys required to go to Jim Neal for, club house doors, club House windows, coach Storage. ACTION - JT CM reminded all about the club contacts via Google Contacts List. CM to show John T ACTION - CM Club house tables and chairs… Tom to follow up. ACTION - TS Court cleaning. Last cleaned Oct. ACTION - TS Weed killer needed on courts. ACTION - TS Grounds update. To be completed. Plus carpark. ACTION - JT

Membership – Dan B Latest membership stats. From Dan. Growing club. Prob higher than last year. Revenue up 8-10%. Audit of unpaid members. To be done. ACTION - DB Leavers survey. To be done. ACTION - DB Renewal update. See Stats sheets. ACTION - DB New price membership packages to be created. ACTION - DB/CM Invoices for Invesco. Col and Dan to chase ACTION - DB/CM

Coaching – Tom S Date for completion of Levi’s coaching. ACTION - TS All good. Good numbers. ACTION - TS

Communications Officer – Julian Evans Checking inbox required more regularly. ACTION - JE Whats app group. Flier to say about joining. ACTION - JE Remove weather info from club session ACTION - JE

Next Lease - ALL Date for start of discussions. Lease runs out end of Feb 2033. Start discussions start of 2024 . Maybe get to governors meeting. Suggested we find out how other organisations connect with the governers.

Club Events Planned. Finals day Sept 23rd. Return trophies by end of August. Comms required by JE and TS ACTION - JE/TS 22nd inter school finals day. Press release. LTA President for Oxford will attend. Social organiser found at the end of meeting. Need name? ACTION - DB Xmas meal needs planning. ACTION - CM

Welfare Officer – Col M Nothing to report. Move all notice board notes to a folder

Health and Safety – Col M I suggest that we ask all injuries to be reported via the book and via email. Find book, for injuries book. Send out message re-injuries add to blog. ACTION - JE/TS

Teams – Jeremy W No report.

Accounts – Mike P Current bank £33,000 approx. Any planned big expenditure. Just Toms invoices. Looked quickly at 10 year projection figures. Going forward, need collated hard copy expenses for Mike P.

AOB Ball machine booking ACTION - CM Suggested AGM for prize giving. Thursday club session. October half term change of club sessions for Winter program.

Club Championship No issues? Date of finals set. Volunteers for finals. To be sourced. ACTION - CM/JT