ARTC Minutes 24.10.24

Present

Chris Howat, Kath Temple, Steve Temple, Pauline Belt, Gary Carpenter, James Dutton, Amanda McVey, Tom Shouksmith, Tim Spaskouskas.

Apologies

Sara Heron

Minutes of 21.3.24 Meeting

The minutes were accepted as accurate and signed by CH.

Matters Arising

There were no matters arising.

Safeguarding

CH reported that she was updating key policies. Discussion followed about policies yet to be reviewed that could be reviewed by committee members to share the workload. The Selection and Compliments and Complaints policies were identified.

CH said The Young Persons Welfare Award scheme had not worked out but it was something that might be relevant in the future and agreed to monitor future interest.

ACTION:

• KT to review Compliments and Complaints Policy and send out to committee members for approval.
• SH, PB, TS, JD, AMc, TS to review Selection Policy and send out to committee members for approval.

Finance Report

ST presented the final audited accounts for the 2023/4 season. The current account stands at £xxx, and the savings account at £xxxx, after a £xxxx deficit for the year. The main reason for the deficit was a £8,514 spend on Court Rejuvenation and a £403 drop in Subscriptions.

The Club would like to thank Quentin Howat for auditing the Accounts.

Lease Renewal

ST reported that discussions with the brewery representative were at the stage of the brewery wanting us to suggest an increase in our rent. Discussions followed about the length of the lease which was suggested to be 7 years as standard policy. ST presented the financial consequences of 3 separate scenarios. Discussion followed about the practicalities of increasing income and what the club could control. Despite AMc successful recruitment of 8 new members this year, it was agreed that falling membership necessitated an increase in annual fees. It was proposed by ST and seconded by GC that the following increases be proposed at the AGM:

Adult £95: increase of £20

Family £210

Young Adult/Junior: increase of £5

Friend of ARTC: £10 remains the same

Day Membership: £5 remains the same

Match fees increase from £4 to £5.

ST also proposed that the early payment discount of £5 be discontinued.

The above increases were agreed unanimously by the committee present.

Maintenance

GC updated committee about need to buy new rachets for fence tightening and some posts needing replacement. Discussions followed about the cost and doing it after the lease agreement renewal. GC was thanked for his regular Health and Safety reports to identify issues.

ACTION: GC and RB to follow up once new lease is agreed.

Junior Coaching

CH reported that this would start on Sunday 3 November on Court 3 10-12pm but would be likely to suspended in Jan and Feb as Jill would be away. There had been good take up of coaching by younger players. Discussion followed about how older Juniors could be encouraged.

AGM Arrangements

Due to the Roebuck being unavailable it was agreed that the clubhouse should be used. A Doodle has been sent to all members to encourage attendance. ST reported that 2 members had expressed an interest in rejoining the committee.

ACTION: KT to send out AGM documents by 7.11.24.

AoB

• Fundraising

        AMc suggested some ideas:

• An intra club raffle for a year’s adult membership. Suggested price £7 ticket or 2 for £10.
• ARTC tennis kit initiative.
• Ladies IT2 (Invitation Tournament). This year it was held at Copmanthorpe and considered worthwhile and enjoyable. It is an open tournament for ladies from Division 4 or below and AMc and Laura Macazeite entered from our club- the first time anyone can remember.
• SH asked for Fundraising to be discussed and offered to reinstate some event along the lines of the pre-Covid ceilidh. She has also offered to write something for the parish magazine.
• TSp and JD suggested an Appleton Beer Festival in March as they have all the merchandise from an event planned before Covid which had to be cancelled.

All of the above ideas were welcomed as a positive step forward by the committee and AMc was thanked for her valuable input.

ACTION: AMc to investigate a raffle possibly before Christmas.

                   TSp and AMc to investigate buying club kit in New Year.

                   SH to write information for parish magazine to raise club profile.

                   TSp & JD to organise beer festival for March ’25.

• Christmas Cracker Tournament

A Doodle will go out offering either 1 or 8 of Dec.

ACTION: KT to send out Doodle by 1 November.

• Defibrillator Training

A provisional date of Tuesday 19 November has been offered to members. There is a Doodle out at the moment to assess if we can get minimum of 20 people.

ACTION: KT to follow up.

• Jobs rota across the membership

Discussion was had about increasing the awareness of routine jobs amongst the membership. KT reported that there was reference to this in the Autumn Newsletter. It was agreed that although desirable it might be difficult to manage however, it was worth trying to raise the profile of running the club to the whole membership. Thereby avoiding the committee members having to shoulder the burden of the day to day running of the club.

ACTION: KT to set up an interactive jobs rota to inform members of what and when jobs need doing and to give people the opportunity to sign up.

Date of next meeting

AGM  - 21.11.24 in the Clubhouse                                                     The meeting closed at 9.30pm