Action

1

Welcome

FD confirmed that the club had registered as a venue with the LTA for next year, and accordingly, had renewed the club’s insurance.

2

Safeguarding

LG spoke about an online training module that all of the trustees have to do. FD has sent Lis a file of the course that the trustees have already done and asked her to confirm if this is the course she means. If not, we are to pick this up in the new year – Lis said it takes about 45 minutes.

With Lis’s agreement, her title is changed to Welfare Officer from the original Child Welfare Protection Officer. Lis said she chase up Lianne about her status as well.

The welfare eMail address has been changed to welfare.coyltontennis@gmail.com. The website has been updated and all of the document references have been updated and posted to the website as well.

3

Matters arising

Fortnightly funding email listing

FD said Melissa has been sending fundraising emails to him which he is forwarding to the fundraisers and AT.

FYI is okay and Bcc or To are acceptable for emails.

FD also had a phone call from Melissa the following Thursday in which she said she would pursue some options for us. FD told her that he and LD had had a meeting with Nathan from Sport Scotland which said he was sure they would offer £100k if we approached them towards April 2025. FD told Melissa this and she was more than delighted and felt sure that SAC would grant us £75k in that case, and the she would see what help she could get to get us even more.

FD/AT

Independent Evaluation process

The assessor is coming to value the courts on the 26th November. Interestingly, Nathan of Sport Scotland said that the council can’t sell sports facilities for housing etc. without consulting with Sport Scotland first and that Sport Scotland resist any attempts to remove sporting facilities.

FD

Letter of comfort

Allan has a copy of the letter of comfort from Colin Love.

Resubmission of CAT II documents

It was agreed to wait on an update for the resurfacing quote before submitting the final stage.

FD

Funding progress to date

AT has made some good progress, one avenue of which lead to a Zoom meeting with Nathan from Sport Scotland (at which he said £70-£75k could be available), who also came to see the courts on the 20th November. He was most supportive and told Lynn and Fraser that he though Sport Scotland could fund us £100k if we approach them towards April 2025. He also told us of two agencies that offer guidance through the CAT process, of which we knew nothing about nor were advised of. He further told us any sale of sports facilities by any council must go through them approval beforehand, so councils can’t do what they want with those types of facilities.

IM is also in talks with Elaine Schendel of SAC Facilities who is looking into a separate source of funding for the council to resurface to a basic level and without any involvement from the club. Iain will follow this up.

We should also keep in touch with James McNaught as he has some excellent ideas as well. AT to follow up. He may also be going to approach primary schools as well.

LTA, Disability Sport, solar firms, landfill firms, windfarms, the Hunter Foundation, Judy Murray should be approached as potential funders.

AT/IM

Resurfacing options – updates and progress

Doe Sport to be invited to resubmit a tender for resurfacing to bring the quote up to date. Nathan thought the cost may not be much more, but that Sport Scotland would want a newer costing which will give us a better idea of what we need. He also suggested that although that was their preferred builder, we could pursue two more quotes from other sources. FD to send invite.

Short pile artificial surface was agree to be best.

We also discussed the possibility of a MUGA court, padel courts and so on but nothing was proposed.

FD

Letters of support

MM has received two very good letters so far, one from OiR and the other from Paul Wright. Ayr’s Provost has received a request and passed it on for comments. At a separate meeting, the Provost agreed that smaller communities like Coylton had been left out of funds and was going to address that moving forward. MM to follow up and rewrite to non-responders once more.

MM

Water rates demand

The club has a received a bill for water rates and after some correspondence, have been sent all of the information about the club becoming a SCIO and will decide within two weeks if we get a discount or not. We need to apply every year for this. LM to follow up.

LM

PVG status

LG suggested that all trustees needed to have PVG accreditation but will recheck this and advise.

FD has a record of PVG status, but is lacking information from James McNaught (who has not responded after several prompts) and Donna Breaky who said she was going to do welfare training at the AGM. FD has copied the file to LG.

Lis said that the chair and vice-chair should get PVG accreditation, and AT said he would do it as well. These three to follow up.

LG/FD

The meter was read (00073), the water turned off, the cistern drained and the clubhouse was closed for the winter.