Burnaby Tennis Club

Board of Directors Meeting

Wednesday, August 18, 2010

Present

Larry Melnyk - President Geoff Lakeman - Vice-President

Sharon Brodie - Secretary Nelson Lu - Treasurer

Graham Youde - Operations Rick Keffer - Membership

David Pel - Director at Large Hazel Padula - Ladies League

Rosemary Riley - Jun. Development Susan Youde - Social Director

Rae Smith - Office Manager

Glenn Richards - Head Tennis Pro

Absent

Louie Bortolazzo - Men's League

Larry asked the Board to adopt the minutes of the June 16, 2010 Board Meeting.

CARRIED

Head Pro's Report

- as attached

Glenn reviewed the 2010 Burnaby Open Financial Report. He noted that revenue was up approximately $1500, compared with last year. There were several contributing factors. This year the Juniors were added, which increased the overall number of participants, and therefore entry fees. As well, there were no indoor court costs due to the good weather this year. The caterer's found that the business was slower than expected, and may reconsider returning next year. Glenn reminded the Board that the Certification Course will again be held at the BTC, over two weekends, primarily on one court, very soon after the bubble is erected in Sept. Rick will put a note on the Web page, when the dates and usage is confirmed.

Office Manager's Report

- as attached

The Board discussed the lack of quality squeegies at the BTC, and for now approved Glenn buying one, and will consider buying another in the New Year. There was discussion around the Juniors and the fact that they don't have a FOB or anything else to prove they are members. Rae will look into this.

Rae commented on the state of the BTC office computers, which are in very bad shape.

MOTION: That two computers be bought for the BTC office, as per outlined specs presented to the Board.

Approved

The ball machine was again discussed, and Grahame will investigate purchasing a new one. It seems that the Club has one that breaks down and needs repair often, due to the high usage.

Rae asked the Board for the Dues chart, incorporating the HST. A table was written by Nelson showing that our dues will remain the same as last year, but dropping the GST and adding HST. The new figures reflect last year's dues plus the HST.

MOTION: To show the fees are exactly the same as last years, taking off GST and adding HST.

Adopted

The new fees for Sept. 10-11 including HST are as follows.

Family $1493.33

Adult $ 746.67

Senior $ 586.67

Interm. $ 549.33

Junior $416.00

Geoff Lakeman

Geoff outlined for the Board what three other Clubs charge for their Guests. He noted that there are many Clubs that do not allow any guests in at all. The Board has discussed the general topic of Guest fees at the BTC in past, and felt that now is the time the Club brought their Guest playing rates into the range of other Clubs, while still being the lowest fees.

The final fee structure for the 2010 -2011 playing year are as follows.

Pay and Play - MOTION: That the Pay and Play membership card price be increased to $100 plus HST. Approved.

The hourly charge for pay and play members has increased. Monday to Friday, non-prime time play is now $20/hour. The prime time hourly charge is now $24. Both are modest increases of $3, and $4/hour, compared with last year. The weekend rate for pay and play members is now $26/hour, and that is for anytime on Saturday and Sunday.

Guest Fees - MOTION: That the Board accept the new Pay and Play and Guest fees structure, and note that these hourly fees include HST.

Approved.

The hourly charge for a Guest to play has increased, too. Non-prime time play will cost $22/hour, and prime time play will cost $24. The weekend rate for a Guest will be $26/hour for anytime Saturday and Sunday. There is no prime or non-prime time fee difference on the weekend for a Guest.

Junior Guest Fees

In the past, Junior Guests have enjoyed a very favorable rate of play and more relaxed rules for play. The Board feels that these fees must also rise. Now, the rate for play by a Junior's Guest shall be one-half of the adult rate for a Guest. That is $11/hour non-prime time, $12/hour for prime time play, and on the weekend, it will be $13/ hour. The maximum playable time by a Junior's Guest on a weekend, shall be two hours.

MOTION: That the Board accept the above Junior Guest Fees price changes.

Approved.

Note that Statutory Holidays shall be considered a weekend day for Guest rates.

Geoff as well looked into making the bubble more secure and less available to non-members. He informed the Board of a code-activated lock on the outside of the bubble. It would be a keypunch pad, not a card, and would hopefully force everyone to check in at the office before entry. The approximate cost is around $600 to install.

MOTION: To bring in this system for the upcoming tennis season.

Approved.

Rick Keffer

Rick talked about the questions on/from the membership that he would like more Board input from, and said he would like to have it go out to the membership perhaps late September.

Graham Youde

It was noted that there are some Office protocols that still need to be ironed out, especially in the summer. There were at least two instances of bill's not getting paid on time.

Nelson Lu

The Board reviewed the BTC Comparative Income Statement for Jan. to July 31, 09 to 2010. He noted that in general, the BTC financial situation is getting better.

David Pel

As stated in previous minutes, the Board wants to create a restricted fund for the replacement bubble.

MOTION: We the Board of the Burnaby Tennis Club resolve to create a restricted fund/account for the purpose of funding a replacement bubble. The amount will be determined at a later meeting.
Approved.

Susan Youde

Susan said she is proposing a first Social, for September 24, 2010. Details to follow.

Two general comments were brought up. One is that the Board would like Rae to bring a list of the permanent bookings that are likely to request to sign on again in Sept. and let the Board have input.

Second, there needs still be a definite paper trail for Dues Paid.

After Board discussion,

MOTION: That the Board waive Initiation Fees for any group of at least 10 people who join the BTC together.

Approved.

Next meeting date is Wednesday, September 15, 2010.