1. Minutes from the last meeting and matters arising:

The minutes of the last meeting were agreed to be accurate.

Matters arising

• New fire doors are currently being made and will be installed as soon as they are ready.
• Installation of the path is to be pushed back to April.
• Chris Sanderson has raised concerns about the flagstones leading into the indoor court as they are a trip hazard.
• Andy is to speak to Plant Pots regarding waste disposal.

• Elmfield Badminton Club will be playing Thursdays only during the summer until September.
• A new account is still to be opened to transfer the £80,000 into a sinking fund.

MC asked if MS had guidelines as to what the sinking fund should be used for.

RO stated that it was a good idea to have three months of reserves in the account as good practice.

MC raised the point that a new committee may be less scrupulous than the current one and suggested that a finance policy be considered.

• Decking - the current decking is to be maintained for one more year with minimal costs while still keeping it safe for members to use.

1. MT report

Membership

• Currently at 1190 members.
• David Lloyd spoke to MT about the possibility of hiring tennis courts from the club.
• There has been a 6% increase in membership fees but match fees have been reduced to £5 per match with more focus on sponsorship to make up for any shortfalls. These changes will be effective from 15.4.24.

Courses

MT asked if there were any new items that committee members thought should be added to the next term's tennis timetable.

Planning Update - Padel

• MT feels that Newcastle City Council (NCC) is very supportive of our project and the senior planning officer (Angela Wallis - AW) is a specialist in acoustics. NCC has no prior experience of planning applications for padel so we are a test case and the planners really want this to be a positive experience for all.
• The big issue appears to be where the padel is sited, with regards to keeping our neighbours happy. AW does not want the club to build the courts and then them be shut down at a later point for breaking statutory noise levels. She wants the noise report to be robust enough that padel has longevity on the site where it is built. AW feels it is worth spending money to get a noise survey from a specialist company in Winchester and suggested that Newcastle City Council would help with the costs of this. A quote is being sought from the Winchester specialist acoustic company.
• AW stated that if we were to re-site our courts to the red gravel path in front of the indoor court, that would be an ideal position and would certainly be passed by planners. However, this site would raise access issues.
• RO is to investigate if we can recoup some planning costs.
• MT is to travel to Chapel Allerton Club near Leeds, a club with a similar background to TNC, to carry out research with regard to costs and profits for padel courts with and without a roof.

Safeguarding

There was a safeguarding incident that was brought to the attention of the Executive Committee. The incident was dealt with and an appropriate policy updated has been put in place.

Governance - safeguarding training to be organised for exec committee members.

1. Finance Update

• The laying of the tarmac has been booked, with full payment being made once the job is complete. Deliveries can be made once the job is done and it also provides a second escape route.
• RO stated that finances were good, the club’s cash position is healthy and we are maintaining a cash balance.
• RO has signed the form to gain bank authority which is currently in process.
• The auditors are visiting next week for a planning meeting.
• Expenditure so far for padel is sitting in the profit line so this will remain as an expense for the year but it must be remembered that this is an extraordinary situation.

1. Any Other Business

• MH stated that there have been complaints about why the back lounge is utilised so much meaning that members can't actually use it.
• The back lounge is to be renamed Brandling Lounge with no under 16's permitted.
• Ladies tennis practice – there was demand for a Sunday session and a few people wanted a Thursday evening. MT wants to try something new if the current offering isn't working. It was suggested that, during the summer, a Tuesday mixed practice be trialled.
• The club recently received an official noise complaint. This was regarding the exterior gates being rather squeaky and them needing to be opened early in the morning to allow access for the bin lorries. This complaint was passed on by NCC.
• Meeting minutes are to be added to the latest news section of the website.
• The large TV in the main lounge is to be replaced.
• Till system - MT to investigate a system that has the functionality for members be able to order and pay at their table.
• Padel trip to be organised for committee members.
• Date of next meeting 23.4.24