23 Jan 25

ARTC Minutes 23.1.25

Present

Pauline Belt, Geoff Bullock, Gary Carpenter, James Dutton, Sara Heron, Chris Howat, Amanda McVey, Mick Miller, Tim Spakouskas, Kath Temple, Steve Temple.

Apologies

Tom Shouksmith

Minutes of last meeting 24.10.24

Approved and signed off by CH.

Action: KT to send to GB for website.

Matters arising

CH welcomed GB & MM to the committee.

CH thanked SH for her Christmas quiz and KT for organising defibrillator training.

SH gave update on advert for parish magazine and discussion followed about wording.

ACTION: SH will decide on wording and inform committee on final wording via Whatsapp.

Financial report including lease update

ST reported minimal changes since last meeting with £34 500 in current account. Discussion followed about insurance premiums, rent, building insurance and electricity costs but it was felt changing suppliers would have minimal impact on the overall budget.ST reported lease negotiations were expected to be renewed at £300 pa for the next 20 years.

ACTION: The renewed lease should be completed by July 2025 to be signed by CH,KT & ST.

Maintenance

GC reported that the fence tensioning could be completed before the start of the season. GC was thanked for maintaining his regular H & S reports-around 60. Discussion followed about condition of courts 1& 2 and cost of new surface.

ACTION: MM to get quotes.

Fundraising - ARTC Sports tops

AMc updated current situation and reported she had changed supplier. Discussion followed and it was decided to charge £30 and offer a navy ½ zip and a grey fully zipped hoodie. AMC said she was planning to leave samples in clubhouse for members to access for sizing and quality checks.

ACTION: AMC to forward email with order form to KT to distribute to members.

JD & TS reported that they were planning to hold a beer festival in the Parish Rooms in April. Proceeds would be shared between ARTC and 1 other local charity. More details about involvement from ARTC and helping out would be sent out in next weeks.

ACTION: JD & TS to update.

AMc raised discussion around offer of free membership in a prize draw. Discussion followed about practicalities of doing this in time for the Beer Festival in April. It was agreed to run a raffle and to look into a bigger fundraising effort later on in the season. SH said she had templates and experience in arranging bigger scale fundraising events and would look into it. It was suggested that ARTC could contribute raffle prizes for the Beer Festival.

ACTION: SH to report back later in season about fundraising options.

Membership

Discussion followed about need to develop membership base.

Safeguarding

CH reported that there were a number of new policies that needed to be approved and that there was a Safeguarding training video that all committee need to access.

ACTION: CH to distribute policies for Whatsapp approval. KT to send link for training video.

Allocation of duties

Role	Responsibility	Who	Comments
Chair	Oversees club’s policies Chairs meetings Collates newsletters Represents Club Signatory for lease agreement	Chris Howat	The 3 officers all stated that they would like to hand over responsibilities eventually and that it would be good to have a shadowing opportunity this year.
Secretary	Emails membership Takes minutes at meetings Deals with admin Signatory for lease agreement	Kath Temple
Treasurer	Presents regular financial reports Collects membership fees Collates match fees end of season Signatory for lease agreement.	Steve Temple
Safeguarding	Ensures ARTC fulfils LTA Safeguarding guidelines	Chris Howat	Requires LTA recognised training.
Fixtures Secretary	Liaises with Mixed league Attends league pre-season meetings Chair weekly selection meetings Ensure match results are submitted	Sara Heron	SH would like to be assisted by Geoff Bullock.
Mixed Selection	Ensures matches can be fulfilled Liaises with members Meets weekly via Zoom or in person	Sara Heron 4 team captains tbd
Women’s Fixtures	Fulfils requirements of Fulford Ladies Selects teams on a weekly basis	Chris Howat Amanda McVey
Men’s Fixtures	Fulfils requirements of Fulford Ladies Selects teams on a weekly basis	Tom Shouksmith Steve Temple
Health and Safety	Gives regular H & S report Oversees risk assessments Ensures LTA Venue Registration is done	Gary Carpenter
Maintenance	Ensure court surfaces are good Organise rejuvenation of courts Oversee general repairs on/off courts	Mick Miller Geoff Bullock Steve Temple
Website	Maintains and update website	Geoff Bullock
Adult Coaching	Liaises with Rob Jones	Pauline Belt
Junior Coaching	Liaises with Jill Le Pla	Chris Howat
Social Media	Promoting club on-line	Tim Spakouskas
Sunday Social	Sending out Whatsapp updates	James Dutton
Clubhouse restocking	Ensuring cleaning materials, toilet rolls and paper towels are stocked	Chris Howat Gary Carpenter
Trophy engraving	Engraving trophies for AGM	Chris Howat
Recycling	Tennis Balls	James Dutton

Tournament dates

Spring Harlequin – Sunday 6 April 12pm

Liz Maunder Cup – Friday 20 June 6pm

AOB

SH reported that numbers of teams for the mixed league need to be in by 5 Feb. Discussion followed about when to send out availability forms.

ACTION: SH to send out availability forms at the beginning of February.

Date of next meeting

To be decided.

Meeting closed at 9:15pm