Burnaby Tennis Club

Board of Directors Meeting

Wednesday, May 19, 2010

Present

Larry Melnyk - President Graham Youde - Operations

Sharon Brodie - Secretary Susan Youde - Social Director

Hazel Padula - Ladies League David Pel - Director at Large

Nelson Lu - Treasurer Rick Keffer - Membership

Geoff Lakeman - Vice - Presidentj Louie Bortolazzo - Men's League

Rae Smith - Office Manager

Glenn Richards - Head Tennis Pro

Absent

Rosemary Riley - Junior Development

Larry asked the Board to adopt the minutes of the April 26, 2010 Board Meeting.

CARRIED

Office Manager's Report

-as attached

Rae updated the Board with respect to items asked for at the last meeting. During the high school championship tournament held next week, at the BTC, it was decided that the office would stay open on tournament days just until the last player leaves. The Burnaby Open Tournament will be held from June 26 - July 4, this year. June 1 will be the last playing date inside the bubble, and bubble down will happen on June 4, 2010.

Rosemary will continue with her sign assignment, with the rules for inside the Bubble.

Head Pro's Report

-as attached

In an update for the Burnaby Open, Glenn mentioned that this year Central Park courts are going to be utilized as well, primarily for the Junior events. He is currently looking at getting a caterer for the event, and asked about having beer available during the tournament. The Board reported that they do not want beer service at the tournament.

As well, a proposal was presented to the Board from a community organization who wanted to rent our Clubhouse space for an awards night. The Board approved this proposal, for a fee, for Saturday, June12, from approximately 12:00 to 12:30 p.m. This office will schedule the clerk to be available over that time.

If there is no High School Championship play necessary on May 30, our courts will be made available to the general membership.

Bubble down date and Issues

The Board has to talk to our insurance broker's again, to determine whether it is better to make an insurance claim, or to pay the cost of the damages without a claim. Louie will do this.

Rosemary let the Board know that she is looking into getting a web-cam system up and running to watch our outside courts, to see if they are wet, or playable, from our computers. This is used frequently at other Clubs, to very positive reviews.

Outdoor Court Signs

There are two ways to approach the signs needed for our outside courts. One way is cheaper, plasticized signs and such. The other way is to make them more permanent, and have them made of aluminum, but at likely more than triple the cost. Larry and Graham will look further into this subject.

Ladies League - Hazel will report to the Board next month after Spring League is over.

Men's League - Louie reported the team standings, currently. B1 team is 1st, B2 is 5th, C1 is 3rd, and C2 is also 3rd in their division.

Social Director

Susan reported that the last social, held May 14th, was a huge success. With alot of singing and dancing, and great attendance, fun was had by all. There were 43 people there. The event broke-even financially, and Lori Chong was thanked for all her help.

Membership Director

Rick sent the executive a survey he is proposing to send to the membership, to have the members let the Board know of any programs desired and to give them input into how to serve them better in the year ahead. Opinions were offered, and the survey will go out.

Rick will speak with someone at the Burnaby Now, to help publicize the Burnaby Open, and to draw awareness of our Club.

As well, Rick has a copy of Men's Night Rules and will post them on the BTC Website.

Vice-President

With regard to the Board's ongoing effort at preventing unauthorized entry into the tennis bubble, Geoff will look into getting a fob for the bubble entry door. Rae will ensure that the office clerks are checking every hour, and counting players and checking against the booking sheet and verifying compliance with the rules.

Finance

David followed up on his report at the last meeting, regarding the proposed budget. Now, that must be built into the monthly financial statements, and followed through the year. If the Board wants a restricted "Bubble Only" Fund, there must be a Board resolution, and this would be brought up at the next AGM, for a vote by the membership. There is a clear need to bring in more revenue, as the Club is not financially stable, at this time. Next meeting, the Board should discuss proposals and resolutions toward having a fixed fund.

Geoff will look at other Clubs and their efforts at recruitment and membership activities.

Treasurer

Nelson spoke to the Board, identifying the amounts in the BTC Bank accounts, and investments.

Next meeting is June 16, 2010, at 7 P.M.