Burnaby Tennis Club
Board of Directors Meeting
Wednesday, April 26, 2010
Present
Larry Melnyk - President Graham Youde - Operations
Sharon Brodie - Secretary Susan Youde - Social Director
Hazel Padula - Ladies League Rosemary Riley - Junior Development Director
Nelson Lu - Treasurer David Pel - Director at Large
Rick Keffer - Membership
Rae Smith - Office Manager
Glenn Richards - Head Tennis Pro
Absent
Geoff Lakeman - Vice-President
Louie Bortolzaao - Men's League
Larry welcomed Rick Keffer , the new membership director, to the BTC Board. Larry added that April has been a very difficult month at the BTC, primarily due to two large rips occurring in the bubble during a wind storm. The two weeks of bubble closure for the repairs are over, and the Board has obtained permission from the City to keep the bubble up a few more weeks, as a result. As well, Larry noted that two long time members of the BTC passed away recently, and they are Cal McCully, and Blondie Charuk. Cal was particularly remembered for his huge support and time donated in the earlier days of the Club in the area of Junior Development, and Blondie was fondly remembered for her time here. Donations will be arranged by Rae.
The Board discussed bubble down date. The company handling this has selected May 25 and May 26, as suitable. Glenn noted that that might interfere with the Club's prior commitment to host the B.C. High School Provincial tennis tournament that week. Glenn will let Tennis B.C. and Burnaby City know of this possible conflict, to see if an earlier time can possibly be arranged.
Two Action Items from the Jan. 20, 2010 Board meeting were followed up on. Graham is not quite done with the research regarding obtaining emergency lighting for the annex. Glenn will aid in this effort. Graham and Susan are continuing to work with the office computer, and some accounting codes are in place.
Operations Director
Graham is currently getting sign prototypes for our outdoor courts, for installation this coming outdoor season. The signs are so the public will clearly know about Member priority on the inner six courts, and to help settle disputes, etc. Currently about 7 - 10 signs are thought to be needed, with a sign on the Clubhouse, too. As well, there is a plan for a sign for inside the bubble, pointing out court etiquette and bubble rules and courtesies. Rosemary will work on the bubble sign, and report back to Larry.
A member of the SFU tennis Club/team has inquired about having an early bird permanent booking next Fall. Rick will talk with the Captain and follow up with him.
Social Director
Susan reports that the next BTC social is on May 14, called Cowboy Karaoke. Details to follow, and the office will arrange signage.
Office Manager's Report
Rae's report is attached.
Rae reports that the alarm system malfunction has been fixed.
The rats have continued to be a problem in the wooden shed. Barry has cleaned up again, and installed chicken wire in the area, to help.
Summer office hours were discussed, and a motion put forward.
MOTION: That office hours this summer be arranged as written in the Office Managers report, with the exception of no Friday hours. So 16 hours per week, not 20 hours per week. The days selected were Saturdays, Monday, Tuesday and Wednesday, 4 hours per day.
CARRIED
Rae notes that Rick Keffer can put up any web-site items, and the Club doesn't need to go through GigaSports anymore.
The last tennis playing date inside the bubble will be May 23rd.
Head Pro's Report
Glenn's report is attached.
Glenn reports that there are currently around 50 to 60 players entered in the BTC Club tournament. He will use some weekend, and only 3 courts per night, so other membership players may continue their play during the week.
The Junior Development class which was postponed due to bubble damage has been made up, and all sessions are finished now.
The Board asked Glenn for comments regarding the Burnaby Open, held in early July. He stated that the concession was an ongoing concern, much needed but there is very little membership support to volunteer for it. One idea is to out source the concession, as the Stanley Park Open does. Glenn will look into this, as the Board and Glenn both feel that there must be a concession for at least the final weekend.
A short discussion was held regarding the Club's Permanent Bookings. Rae was asked to bring an outline of the Permanent Bookings to the next Board meeting, so the Board can look at the usage details and benefits to the Club.
Rosemary proposed that just one court be used for coaching during the mornings in the summer, except for when Kids Tennis Camps are being held. The Board will review this proposal at the next Board Meeting.
Membership Director
Rick spoke about his efforts keeping track of online booking. He mentioned there is some abuse of guest names and rule following. One proposal is to have the guest named, and not changeable or cancellable. Tracking would be easier.
Also, Rick would like to stimulate more members renewing and getting new members to the Club. He thought that a questionnaire or survey of membership interests and comments might be helpful.
Rick spoke with Glenn regarding membership comments regarding their placement on courts on men's night. Now Rick can respond to members and handle some of their issues/complaints.
The ball machine and its ongoing cost/repairs was brought up. Lately Tom Gomez has been fixing it. It is about 4 or 5 years old, and there is ongoing talk about when it would be prudent to buy a new or newer one, and not have the repair costs.
Rick would like to add a Petition to "Make the Tennis Channel available in Canada" to the BTC website, and the Board approved this.
Treasurer's Report
Nelson reported that membership revenue is up, and total revenue is up. The heating costs have decreased due to the warmer winter and the better furnace the Club has. The Club has paid a lot less for gas this past year.
Director at Large
David reported that the BTC is still awaiting the insurance costs of the bubble repairs in April. Repairs are estimated at around $12-15,000, and the deductible is around $5000, so the debate is to make an insurance claim or not. The Club has made 2 insurance claims in the last 10 years. David will follow up and know more at the next Board Meeting.
David and the Board Finance sub-committee produced for the Board a 2010 Budget. Using a compilation of the last 5 years financial figures, two financial pictures emerged. Using both scenarios, the higher or the lesser revenues, the bottom line says that the Club is losing money, and has to achieve more revenue or cut expenses in order to be viable. Dues are the most obvious area to generate more operating revenue, and this area will be examined at the next Board Meeting.
As well the issue of having a fixed fund, allocated for a specific purpose, ie, the future purchase of a new bubble and nothing else, is a topic for the future meetings.
The Board will consider this budget and discuss further at the next Board Meeting.
The next Board Meeting is to be held May 19th, 2010, at 7 P.M.