Burnaby Tennis Club

Board of Directors Meeting

Wednesday, June 16, 2010

Present

Larry Melnyk - President                    Geoff Lakeman - Vice-President

Sharon Brodie - Secretary                   Nelson Lu - Treasurer

Rick Keffer - Membership                  Rosemary Riley - Junior Development

Hazel Padula - Ladies League                        Susan Youde - Social Director

Absent

Graham Youde - Operations               David Pel - Director at Large

Louie Bortolazzo - Men's League

Larry asked the Board to adopt the minutes of the May 19, 2010 Board Meeting.

CARRIED

Office Manager's Report

-  as attached

Regarding Rae's inquiry about whether there will be any changes to the fees for play and play members, or to the price of holding a booking card, the Board will discuss later in the meeting.

Rae reported that the Club has received the $330 from the City for the Prov. Tournament.  Nelson mentioned to Rae that he needs all invoices relating to repair of the bubble, including restoration, lights repair and gutting of bubble, and reactivation of the heating system.

Head Pro's Report

-  as attached

The Burnaby Open is just ahead, from June 25 - July 4.  Glenn mentioned he needs a truck to transport the umpire's chairs from Hollyburn to Burnaby.  Larry and Louie volunteered to help.

Signage and brackets for courtside need to be brought out from storage.  Rae will order up to two squeegies for the Club.  The Edge Catering is in place for the tournament.  They also do the catering for the Stanley Park Open.

The kids summer tennis camps are set up.  They will be held every other week, from 9 - 12 am, Monday to Thursdays, and Friday if needed because of rain.  There are 3 sessions, max 25 kids/week.

The Board asked Glenn to prepare programs for the membership in the Fall, to begin in September.

The Board discussed with Glenn the issue of non-members coaching on the BTC courts.  Glenn remarked that it was too hard to enforce banning them, at this time.

Membership Director

Rick said there were 87 responses to the survey done by email, approximately  30% replied.  Some of the respondents also made comments and Rick will complile these and put some common questions with answers onto the web-site in the future.  He also talked to someone at the Burnaby Now and will get advertising about the Burnaby Open into the paper, and perhaps a mention of our Club later in the summer.  Rick as well mentioned that he is in favor of the 'set bubble fund', and would like monthly funds added to the fund as determined viable by the Club.  Gigasports has year round monthly billing, and Rick is looking into lessening the Club's summer costs, due to our not using the system from May - end of September.

The Board discussed the issue of how to increase the membership base, ie with more advertising, and/or incentives.

MOTION:  That the BTC waives the initiation fee for new members who join during the Burnaby Open and pay in full.

CARRIED

President's Report

Larry spoke about his concerns that the Board has to get involved in day to day business of the Club, whereas he hopes to have the Board primarily planning the direction of the Club.  The office should be organized so that any individual could run things because of the organized office procedures and systems in place, so that if Rae were away or ill, the office business would still run smoothly.  More written procedures and always a paper trail in place in the Office.

As well, Larry told the Board that 5 signs are being made to tell the Public about Club rules, and priority, and these signs will come down in the winter.

Rosemary is finishing the rules chart for inside the bubble.  The Office Clerk will make the more permanent one.

Larry commented that the Bubble down costs are lower this year, primarily due to it coming down all in one day, and Farley Group's efficiency.

Vice-President

Geoff talked to someone at the same company that put in the Club's card - lock system, and is getting a quote on a keypunch pad at the bubble door.  Also, Geoff will talk to other Clubs regarding what they are doing about increasing their membership base.

Social Director

Susan remarked that she spoke to someone at the Delta Open , at Sunshine Hills Club, who said that the membership there paid for their court resurfacing.  We at Burnaby were fortunate to have the City pay for ours.

Treasurer

Nelson went over the Comparative Income Statement, that is attached.  He notes that income is up $20,000 due to repair bills being lower, the bubble up and down costs are less, and the milder winter has resulted in less gas costs.

HST is to be added onto the membership form for September.

MOTION:  That the BTC Pay and Play members and BTC guest fees be increased in line with other Clubs, to start in September, in principle.

CARRIED

Men's League

League is finished for the year.  Results are as follows.

   B1 Blue finished 5th out of 5 teams.

   B1 Red finished 1st out of 5 teams.

   C1 Blue finished 2nd out of 5 teams.

   C2 Red finished 4th out of 5 teams.

Ladies League

  2 Day finished 9th out of 12 teams.

  2 Night still not complete.

Other Business

The Board discussed sprucing up the Office area.  A general plan to liven, or make the Office a little more inviting/welcoming was thought to be needed.  Larry will talk to Rae.  Also Geoff will look into the Office computers getting cleaned out.

The Board discussed its plan to have more junior programs at the BTC.  The Board would like Glenn to prepare for September an after school tennis class once per week.  He will organize with Rae the signage and appropriate advertising around the area and around the Club.

Next meeting will be July 21st, 2010.