Sandal Lawn Tennis Club
Committee Meeting Minutes

Date: Saturday 20th September 2025
Location: Clubhouse

Minutes prepared by: Patrick Bywater, Secretary

1. Attendance

Present:
Martin Winham (Chair), Patrick Bywater (Secretary), Libby Drewery (Membership Secretary), Judith Read (Welfare Officer), Mike Thomas (Committee Member), Nigel Registe (Social Tennis & Balls), Danny Burrell (Head Coach), David Caddies (Committee Member)

Guest: Dominic Mulroy
Apologies: Jonathan Waters (Treasurer), Nigel Glover (Committee Member),

2. Approval of Previous Minutes

Minutes from the meeting held on 6th June 2025 were reviewed and approved as a true record.
Outstanding actions were reviewed, including fencing quotations, trustee confirmation, car park signage, and safeguarding updates.
 

3. Safeguarding

Judith Read provided an update supported by Dominic Mulroy, acting as temporary Deputy Welfare Officer.  Actions were agreed to progress LTA policy updates and reissue the club’s safeguarding documentation for review.  Patrick to provide Dom administrative access to enable policy updates and website uploads.  A safeguarding video viewing for the committee remains to be scheduled.
 

4. Constitution Review

Patrick presented the ongoing review of the constitution, referencing the “SLTC Constitution Review Table” and proposed clause on member communication platforms. Key governance proposals included:
• Allowing digital decisions between meetings subject to quorum and ratification.
• Updating clauses on electronic payments, auditor replacement with reporting accountant, complaints process, and HMRC declarations.
• Inclusion of an official WhatsApp communication policy as per the proposed clause.
These updates are to be finalised and tabled for member approval at the AGM.

• The Constitution will have the "links" to LTA, incl Code of Conduct etc made "live" etc

5. Fencing Update

Patrick summarised the Fencing Committee Paper prepared on 19th September.
The committee confirmed Platts as preferred contractor for the works, to proceed at 3.65m height subject to planning approval.
If planning is delayed, works on Courts 3 & 4 will be deferred to avoid duplication.  Courts 3&4 have a number of "sheared" fence post stubs in the ground next to the hedge which could cause injury etc, so the appointed Contractor must install the actual fence line in a position just in front which would get rid of this risk, plus also help stop balls running into the existing trough.

Jon Waters to liaise with Platts and manage installation. The club will proceed with the gate installation as part of the works.

6. Enhancements and Clubhouse Works

Martin reviewed the “Proposed Enhancements – September 2025” update.
Recent completions included clubhouse carpeting, new gents’ shower, and ongoing fencing planning.
Libby and Nigel to progress design and pricing options for clubhouse redecoration.
Mike to assess motion sensor lighting and vending feasibility.
Court cleaning was identified as a priority ahead of autumn; Jon Waters to arrange contractor cleaning as last year.
 

7. Finance and Accounts

Accounts remain healthy. An annual fee review is to be formalised at the AGM.
Electronic payments and signatory updates to be implemented before year-end with Martin added as signatory.
 

8. Coaching and Court Usage

Danny confirmed that Monday coaching will continue using three courts until 7:30 pm as per the contract.  Court allocation beyond 7:30 pm returns to open booking, however 3 courts are allowed for coaching..
A junior ladder for yellow ball players will be launched using the adult ladder app.

Encouraged playtimes are Sunday mornings and Saturday afternoons.
 

9. Social Media and Communications

Mike, Nigel, and Dave to progress social media management as a sub-committee.
Patrick to upload the Code of Conduct to the website and ensure visibility.
The WhatsApp structure proposal (Club Announcements, Team Practice, Individual Teams) was approved in principle, subject to GDPR safeguards and parental oversight for junior communications.
 

10. Health and Safety

A fire drill for all committee members is to be conducted at the start of the next meeting (8th November 2025).
Court cleaning to be completed by Jon Waters before winter.
Two minor incidents were noted in the accident book with no further issues.
 

11. Any Other Business

Libby clarified that “country membership” applies only - Individual permanently residing outside a radius of 20 miles from Sandal LTC;

This is currently under review and members on incorrect packages will be individually contacted.

Martin highlighted the need for continued attention to signage, fencing, and clubhouse upkeep.

Next meeting confirmed for Saturday 8th November 2025 at 12:15 pm.
 

Actions and Decisions Summary

Appendices referenced are available on file (Enhancements Update, Fencing Paper, Constitution Review, Communication Clause).