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ANNUAL GENERAL MEETING
                  of the WHITE ROCK TENNIS CLUB                   
Thursday September 29-2011
 Mann Lawn Bowling Clubhouse 

1. Meeting called to order by President Dave Pentland at 7:00pm, that the Agenda be adopted:    
   M/S/C Al Mein// Bryan Phenix.                                                                                                                                                          
2. Moved the Minutes of the 2010 AGM of October 7, 2010 be adopted: 
   M/S/C Helene Mein/ Al Mein.

1. The Year in Review: Dave provided a review of the major accomplishments over the past year and what matters that lie ahead for the Club.
   Dave also thanked the many participants who assisted with the volunteer activities needed to run the club.

             Recognition of the work of the Executive throughout the year.

1. A special thanks to the Captains of all the Tennis League teams and players.
2. Volunteers are at the heart of the club and thanked all of the unheralded members.
3. The City of White Rock needs to become more aware of the WRTC.
4. A lease for 10 years was signed off with the City of White Rock.  Good until April 2021
5. At the Tennis BC AGM it was reported that Tennis was the second fastest growing sport. This supports WRTC initiatives to help grow the sport in our community.
6. Some of the concerns for what lies ahead for 2012 include; clubhouse long term plan, court 3’s chronic issues and keeping WRTC a social club.
7. Maintaining a fair policy towards equal access to the Club’s courts.

 4.     Maintenance Report: Wayne LaCarte
               Wayne’s report focussed on court #3. Court repairs can run WRTC anywhere from several thousand dollars to $30,000 depending on what is involved.
               The cost can be significant depending upon drainage, excavation etc. Quotes are pending as companies responsible for repairs are currently booked due to
               the poor weather conditions at the start of the year.
               M/S/C Christine Adamowski/ Paul LeRoy
5.     Tournament Director Report: Nancy Hancock
            a. Club Leagues: Spring league had difficulty this year with rainouts and a lot of re-scheduling.
                We participated in 4 divisions. There were 2 Ladies and 2 Men’s teams.
            b. Statutory holiday tournament and opening day tournament: We had maximum attendance at the tournaments.
                The Spring League Teams and Executive put a lot of   effort and time into the running of these events.                                                             
            c. Beach League: WRTC participated in the weekend Beach League and had a successful season.                       
            d. Club Tournament: The club tournament had an “A” and “B” division this year.  There was a good turnout of players and a record number
                in the “cheering” gallery.  Trophies to be awarded at the annual dinner/dance.                                                                                                         
            e. Edith Webster Tournament: Rain delayed thus far.
                M/S/C Pat Whitfield/Barb Haddleton

6.         Juniors Report: Dennis Spence (absent) Tabled                                                                       

7.         Communications Directors Report: Helge Jensen
            a. Extremely busy year with  web updates, newsletters, numerous e-mails plus new member   and member databases always being updated.
                Thanks to Mansour Zainali  for collaboration.
            b. Thanks to Dave Dundas for creating a website privacy setting (password) for our membership list and executive meetings.
            c. The club website is your website and its only as good as the information I receive.
                M/S/C Craig Harrold/Paul LeRoy.

8.         Social Directors Report: Judy Portman                                                                                      
           a. A record number participated in the New Year’s reception.                                                          
           b. Opening Day festivities was a   great success and attended By Mayor Ferguson.                 
           c. Meet and greet new members was lot’s of fun with plenty of tennis played.                                  
           d. 82 tickets sold thus far for the annual windup dinner/dance. Lots of prizes donated.                   
              M/S/C Shirley Whithenshaw/Peter Bateman

9.         Treasurer Report: Mansour Zainali
            a] Balance sheet and Income statement for 12 months to July 31, 2011 presented.
            b] Total members 302, including 28 honorary members, 4 on the waiting list.
                 M/S/C  George Whitfield/Craig Harrold. (attached)

10.       Election of Executive for 2011-12 - [agreed to stand and all by acclamation except *]
            a] President – Dave Pentland
            b] Vice-president – Len Coleman
            c] Secretary – Jerry Wolfe
            d] Treasurer – Mansour Zainali
            e] Junior Director – Dennis Spence
            f] Tournament Director – Nancy Hancock
            g] Social Director – Judy Portman
            h] Maintenance Director – Jordan Moss-* New Executive
            I] Communication Director and Webmaster – Helge Jensen

11.       Election of Nominating Committee 2012:
            a] George Whitfield, Christine Adamowski. Wayne LaCarte, Paul LeRoy
            b] M/S/C Grace McDevitt/Jack Withenshaw

12.       Long Term Planning Committee Report; WRTC clubhouse: Paul LeRoy.
            At last year’s AGM the executive was asked to explore clubhouse options. Paul Le Roy was asked to chair.
             Through an invitation to members in the January 31st newsletter the Executive   struck a committee.
             Participants were: Janice Barns, Nancy De Vink, David Anson, Craig Harrold, and  John Payne.
             Terry Lafave was asked to  help with costing estimates.
             First meeting March 14th:  Explored any and all possibilities including the improbable.
             Second Meeting early May: List of option reduced to 8 and a set of 18 possible criteria.
             Third meeting:  Matrix developed with 8 options and 18 criteria grouped into 5  major themes.
             Additionally a value system ranking the major themes was agreed upon.
             Fourth Meeting June 27th:  Pricing of the options was presented.  This was done with the insights of Terry. 
             One of the options was split into an A and B (now 9 options) and the major criteria descriptions are modified prior to the final activity.
             Each participant ranked the options from 1 to 5 (high) individually and submitted their results. The results are shared with the Committee members
             June 28th. July 21st : the results are shared with the Executive.

13.       Other Business:                                                                                                                   
            a. Roger Currie suggested that the Executive follow through on Paul’s Clubhouse report and revisit the possibility of a fourth court.
            b. Len Colman motioned that the members accept new yearly fees as presented in the agenda: 
            M/S/C  Len Colman/Roger Currie.                                                                                           
            c. Booking of courts and time allocation put forward by Colleen Torsky and David  Anson respectively,
                for discussion by the 2011-2012 Executive.
            D.Len Colman reviewed Sponsorship and/or advertising at the club as a way of raising revenue.     

            Adjournment at 9:30pm - M/S/C Len Coleman, Grace McDevitt.                                                      
           
            Minutes respectfully submitted, Jerry Wolfe, Secretary, WRTC
                       

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ANNUAL GENERAL MEETING
                  of the WHITE ROCK TENNIS CLUB                   
Thursday October 7, 2010
 White Rock Tennis Club’s Clubhouse

• Meeting called to order by President Paul Leroy at 7:40pm, that the Agenda be adopted:             M/S/C Mattie Allerton/ John Payne.
• Moved the Minutes of the 2009 AGM of September 29, 2009 be adopted:  M/S/C Dave Pentland, Divera Meeres.

• The Year in Review: Paul provided a review of the major accomplishments over the past year, what matters lie ahead for the Club, and thanks to the many participants who assisted with the many volunteer activities needed to run the club.

• Continuing to work collaboratively with the City of White Rock. We both cooperate on the use of City and Club courts
• Revisiting the need of a coach for the Club. Two coaches hired: Nicole and Scott
• Building on the success of this year’s junior program. Junior membership increased, Club’s juniors played in a league, & a clinic was held.
• Encouraging more members to play in the Club’s tournament. All fun events were maxed out
• Continuing to encourage a broader participating in the running of the Club’s events. Five groups ran fun tournament
• Supporting the Club’s sponsoring of an open tennis tournament. Sign up was down. Need to review
• Remaining open to our new members. A legacy of our Club
• Maintaining a fair policy towards equal access to the Club’s courts. An ongoing commitment
• Upgrading the clubhouse and exploring what can be accomplished in the future. Dishwasher, microwave and internet added to the Clubhouse.
• Building on our successes and remaining open to our challenges.  An ongoing commitment

What is ahead?

• Getting the City to sign our lease.
• Continue to give the membership value for their dues.
• Integrating recent members into the Club’s structures.
• Upgrading the clubhouse and exploring what can be accomplished in the future.
• Supporting our new Executive.

Thanks to a number of members for the kind and dedicated efforts in making this year a successful tennis year.
                             

• To the men who played in the Men’s C1 Division.
• Barbara Haddleton, Captain, Women’s Day 3 Division.
• Carol Stemler, Captain, Women’s Day 5 Division.
• Nancy Hancock, Captain, Night 1 Division.
• Dave Dundas and George Whitfield, Co-Captains of the victorious Men’s B2 Division.
• The crews from the teams that ran the five fun tournaments.
•  To the Len Colman who organized the Beach League
• Patricia Whitfield, our sole employee, who maintains the clubhouse.
• Wayne LaCarte and the crew of many for the daily/weekly upkeep of the Club’s facilities.
• Christine, Judy, Grace and Wayne who did an excellent job organizing the dinner/dance at Morgan Creek
• Helge Jensen who maintains the Club’s website.
• A note of appreciation to my fellow members of the Executive: Craig, Mansour, Judy, Helge, Dave, Nancy, Wayne and Lorne.
• To all the members who played in the Club’s tournament.
• To all the members who had words of wisdom and appreciation throughout the year.
• Helge and Judy for organizing the Club’s participating in the Edyth Webster Tournament.
• And lastly to the new members who made our Club their Club

• Maintenance Report: Wayne LaCarte
  a]    accomplished this year: blower replaced, ball machine repaired, roof and gutters cleaned, thanks Michael W and Helge, dishwasher installed, thanks Don Fisher, back screen repaired and reinstalled, thanks John Payne & Michael Williams, parking lot motion light installed, court benches painted, thanks Tom Copp & Doug McCabe, wireless router donated by Dave Dundas, and daily maintenance Doug and Helge
  b]    Thanks to Tony Numans for always keeping the job jar filled
  c]    Maintenance for the coming year: replace nets on courts two and three, replace interior Club lighting, replace toilet in ladies’ washroom
  d]    Projects for the future: levelling of court three.

e]    Thanks to the Executive Committee.

• Tournaments Report: Nancy Hancock
  a] Fun tournaments all went well with membership volunteer handling most of details
  b] Club tournament needs more participation; looking for new ideas!

• Juniors Report: Lorne Daggett
  a] focus has been to build a bigger junior base; now number 14
  b] participated in new junior league with Bruce Webster

• Treasurer Report: Mansour Zainali
  a] Balance sheet and Income statement for 12 months to July 31, 2010 presented
  b] Total members 322, including 21 honorary and 14 juniors 
  c] Efforts to lower expenses: e.g. parking lot fee with City negotiated down from $2600 to $900
  d] Letter from Paul George, our auditor, was tabled; all within accordance to general accounting procedures. M/S/C  Mansour Zainali/ Dave Pentland that the financial statements of the White Rock Tennis Club for 2009/2010 be accepted. 

• 2010-11 Membership Fees

M/S/C Mansour Zainali/ Dave Pentland that the 2010/11 Membership fees be:
a] Initiation fee new adult members to be $150    
b] Yearly adult membership to be $75
c] Yearly junior membership to be $25
d] Late fee past end of April 2011 to be $25

• Election of Executive for 2010-11 - [all by acclamation]
  a] President – Dave Pentland
  b] Vice-president – Len Coleman
  c] Secretary – vacant; to appointed by Executive
  d] Treasurer – Mansour Zainali
  e] Junior Director – Dennis Spence
  f] Tournament Director – Nancy Hancock
  g] Social Director – Judy Portland
  h] Maintenance Director – Wayne LaCarte
  i] Communication Director and Webmaster – Helge Jensen

• Election of Nominating Committee 2011:
  a] John Payne, Ralph Oswald, George Whitfield, Christine Adamowski.
  b] M/S/C Doug McCabe, Dennis Spence.

• Other Business:
  a] Annual Dance tickets – subsidized by only $3 per ticket this fall.      
  b] Booking of Courts – Executive to develop new policy on this matter
  c] Clubhouse – Executive to develop a long term plan for the Clubhouse.

• Adjournment at 8:45pm - M/S/C Len Coleman, Grace McDevitt.

Minutes respectfully submitted, Craig Harrold, secretary, WRTC

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ANNUAL GENERAL MEETING
OF

THE WHITE ROCK TENNIS CLUB

TUESDAY, SEPTEMBER 29, 2009 - 7:30 pm

CLUBHOUSE, MANN BOWLING CLUB,

• Meeting called to order at 7:32 p.m.

• Moved that the Agenda be adopted: M/S/C Al Mein and Len Colman

• Moved that the Minutes of the 2008 Annual General Meeting, September 25/08 2008, be adopted: M/S/C Tony Numans, Peter Bateman

The year in review: President’s Report – Paul Leroy

• Lease agreement with City of White Rock: City was approached and is processing the lease.
• Working collaboratively with our neighbour, the Mann Lawn Bowling Club. We have a good working relationship.
• Expanding the volunteer base to ensure fun tournaments continue. Five different groups ran the fun tournaments.
• Welcoming into the club the new members who joined this season. 40+ new members and a waiting list for next year.
• Engaging a Tennis BC certified coach. An issue the executive discussed and did not resolve.
• Developing a Junior Program. Eight Saturday mornings in May and June and a week program during the summer. Thanks to Roz and Aaron.
• Investigating the feasibility of a modern clubhouse. Remains an issue.
• Getting a mixed doubles tournament through Tennis BC. Held this past weekend; a total success thanks to Dave and Nancy.
• Maintaining the best club for the dollar. The year speaks for itself.

What is ahead?

• Continuing to work collaboratively with the City of White Rock.
• Revisiting the need of a coach for the Club.
• Building on the success of this year’s junior program.
• Encouraging more members to play in the Club’s tournament.
• Continuing to encourage a broader participating in the running of the Club’s events.
• Supporting the Club’s sponsoring of an open tennis tournament.
• Remaining open to our new members.
• Maintaining a fair policy towards equal access to the Club’s courts.
• Upgrading the clubhouse and exploring what can be accomplished in the future.
• Building on our successes and remaining open to our challenges.

Thanks to a number of members for the kind and dedicated efforts in making this year a successful tennis year.

• To the 40+ people who played in the Beach League
• Barb Hamilton and Christie McConkey: Co-captains of Ladies 2B Day Division team.
• Carol Stemler, Captain of Women’s 5 Day Division team.
• The ten men who won Men’s C2 Division.
• Dave Pentland and Lorne Daggett, Co-Captains of the Men’s B1 Division team.
• The crew frm WRTC/Hazelmere, Men’s B1 te3am, the ladies 2B team, Jack and Shirley Withenshaw, Al and Helene Mein and the C2 Men’s team that ran the five fun tournaments.
• Patricia Whitfield, our sole employee, who maintains the clubhouse.
• Doug McCabe and David Anson and their crew of many for the daily/weekly upkeep of the Club’s facilities.
• Helge Jensen who maintains the Club’s website.
• A note of appreciation to my fellow members of the Executive: Craig, Betty Anne, Mansour, Judy, Helge, Lyn, David, and Roz.
• To all the members who played in the Club’s tournament.
• To all the members who had words of wisome and appreciation throughout the year.
• To our four juniors.
• To Colleen for organizing the Club’s participating in the Edyth Webster Tournament.
• To the Social Committee for organizing the coming dinner/dance at Hazelmere.
Director’s Reports

• Maintenance: David Anson –
• Latches on court gates were replaced; on-site installation at no charge.
• Another squeegee, with extra blades, for dry court cleaning, was purchased.
• New rugs for drying the courts were purchased.
• Court surfaces were patched.
• North and east sides of clubhouse were painted, as well as deck and attached benches.
• Parking lines for both WRTC and Mann Lawn Bowling were repainted by WRTC.
• Social – Judy Portman WRTC Dinner Dance at Hazelmere fully sold.
• Tournaments – 36+ participants in club tournament.
• Juniors – Thanks Roz and Aaron for a successful program.

Treasurer and Auditors Reports: Mansour Zainali - Reported income, expenditures and membership numbers.

M/S/C: Dave Pentland, Helge Jensen.That the Income Statement and Balance Sheet presented in the Treasure’s Report be accepted

7) 2009-2010 : M/S/C Len Colman, John Payne. Moved that the 2010 annual fees for adult members be $75, and for junior members $25. Late payment, past April 30, to be an additional $25. Initiation fee to be $150.

8) M/S/C Al Mein, Lorne Daggett. An amendment to Article 5 of the Bylaws. Moved that Article 5 of the Bylaws be amended to read, ‘ A quorum for all general membership meetings shall be ten percent (10%) of the Members in good standing. If a quorum is not present, the Executive shall make arrangements for a second general membership meeting. If, after duly calling a second general membership meeting there is still not a quorum present, the Members present may decide by a simple majority vote to proceed with the meeting as if a quorum were present.’

Election of Executive Members for 2009-2010

President – Paul Leroy
Vice-President – Dave Pentland
Treasurer – Mansour Zainali
Secretary – Craig Harrold
Tournament Director – Nancy Hancock
Communications Director – Helge Jensen
Social Director – Judy Portman
Junior Tennis Director – Lorne Daggett
Maintenance Director – Wayne LaCarte

Election of Nominating Committee 2010:
Madeleine Allerton.
Tom Copp,
George Whitfield
Dennis Spence

Other Business:

• Booking of courts – Moved that courts can be reserved from 8:30 to 10:30 summer weekday mornings. M/S/Shirley Madeleine. Defeated.
• It was suggested that a survey be set up on the Club website to survey members about various club issues.

12. Adjournment at 9:03 p.m. M/S/C Len Colman, Mike Zyrmiak.

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
MANN PARK LAWN BOWLING CLUB CLUBHOUSE
14580 NORTH BLUFF ROAD
WHITE ROCK B.C.
September 25- 2008 - 8:00 pm

MINUTES

• Meeting called to order at 8:10 p.m.

• That the agenda distributed to the membership be adopted ensuring that item 8, Proposed Change to the Constitution, read in the second motion, “Article 7E”. M/S/C Dave Dundas, Tony Numans

• That the minutes of the 2007 Annual General Meeting, September 27/07 and Minutes of the Extraordinary General Meeting. January 27, 2008 be adopted as distributed. M/S/C Dave Dundas, Dave Pentland

• Opening Remarks, Paul Leroy.

• Recap of issues dealt with in the past
• Courts have been resurfaced.
• Lighting has been updated.
• Constitution has been updated.
• Club now falls under the Society Act.
• Financing has been established so there will be funds for future upgrading of the courts.
• The Club and the City are in ongoing dialogue.
• Many of the executive will run again.
• Open rebellion has subsided
• Women play Tuesday and Thursday evenings and men play Wednesday evenings.
• Thanks to members for contributions to continued organization and maintenance of club activities and facilities:

What’s ahead?

• Signing a lease agreement with the City of White Rock.
• Working collaboratively with our neighbour, the Mann Lawn Bowling Club.
• Expanding the volunteer base to ensure fun tournaments continue.
• Welcoming into the club the new members who joined this season.
• Engaging and Tennis BC certified coach.
• Developing a Junior Program.
• Investigating the feasibility of a modern clubhouse.
• Getting that mixed doubles tournament through Tennis BC
• Maintaining the best club for the dollar

Thanks to a number of members for the kind and dedicated efforts in making this year a successful tennis year:

• Shirley Hill: Beach League. (Beach League team finished first and involved 36+ members)
• Colleen Torsky and Sue Glanville: Co-captains of Ladies 2B Day Division team
• Meredith Martin, Captain of Women’s Night 3 Division team.
• Carol Stemler, Captain of Women’s 5 Day Division team
• Jack Queen, Captain of Men’s C-1 team.
• Dave Pentland and Lorne Daggett, Co-Captains of the winning Men’s B-2 Division team.
• John Torsky and his crews who prepared the food for all the fun tournaments.
• Doug McCabe and Helge Jensen and their crew of many for the daily/weekly upkeep of the Club’s facilities.
• Patricia Whitfield, our sole employee, who maintains the clubhouse.
• Helge Jensen who maintains the Club’s website.
• Betty Bishop who has served the membership as Social Director the past two years.
• Brian Simundic our Tournament Director for the past two years.
• John Payne for keeping the facilities functioning and playing an important part of the committee that oversaw the resurfacing of courts and installation of lights.
• Michael Zyrmiak and Helge Jensen who gave of their time, along with John Payne, in coming up with the final lighting/court resurfacing project, watching over its happening and keeping all of us under budget.
• A note of appreciation to my fellow members of the Executive: Michael, Betty Anne, Mansour, Betty, Brian, John and Roz.
• Finally, thanks to Randy Narayan, a new member, who helped us put life into the return of juniors to the club.

Director’s Reports

• Maintenance - John Payne. Recap of year’s club maintenance.

• Social - Betty Bishop: This year there were five fun, mixed tournaments and a New Year’s party. End of season dance was cancelled for this year.

• Club Tournament results: Men’s Singles: Geoff Beamiss; Men’s Doubles: George Whitfield and Dave Pentland; Mixed Doubles: Dave Pentland and Nancy Hancock_. Edith Webster tournament against New West, Sunday September 28.

• Juniors: Roz Kraft: Almost 30 kids for one day tennis camp. In spite of interest from Juniors, a summer Juniors program did not go forward this year due to unavailability of a Tennis BC certified coach for the times needed.

• Treasurer’s Report. Mansour Zainali:
• Current membership is 315 with a membership cap of 325. New members - 52. Honorary members - 27. Junior members - 3.
• The club has invested $19,583.49 to resurface and upgrade all tennis courts; work done by Marathon Athletic Resurfacing.
• The club has invested $51,315.71 to install new court lights purchased from Residential Landscape Lights and Design (US) and installed by Crescent Electrical Contractors Ltd.
• M/S/C David Dundas, Dagmar Cox. That the Income Statement and Balance Sheet presented in the Treasurer’s Report be accepted.
  
  2008 fees That the initiation fee for new members be increased from $100 to $150. M/S/C. Doug McKay, Helge Jensen.
  
  That the 2008-2009 annual fees for adult members be $75, for junior members be $25, and for late payment $25. M/S/C Dave Dundas, Clare Martin.
  
  Changes to the Constitution:
  
  M/S/C Peter Bateman, Dave Pentland. That Article 2b of the Bylaws be amended to read ‘The Executive shall consist of: President, Vice-President, Secretary, Treasurer, Junior Director, Tournament Director, Grounds and Maintenance Director, and Communication Director.

M/S/C Michael Zyrmiak, Patricia Whitfield. That the Executive be mandated to ensure that Article 7E passed at an Extraordinary AGM, Dec. 27, 2007 be included in the actual document at the Registrar of Companies.

Election of Executive Members M/S/C: Lorne Daggett, Dave Pentland: President- Paul Leroy. Vice-President-Michael Zyrmiak. Treasurer – Mansour Zainali. Secretary – Betty Anne Rivers Wang. Junior Director - Roz Kraft. Social Director– Judy Portman. Communications Director – Helge Jensen. Maintenance – unfilled at this time. Tournament Director – unfilled at this time.

Election of Nominating Committee 2009 - M/S/C Jeannette Walker, David Dundas. That the 2009 Nominating Committee be comprised of John Torsky, Lorne Daggett, Dave Pentland, Shirley Hill.

Other Business.

Helge Jensen provided a slide show of the year’s court reconstruction,.

Adjournment: M/S/C George Whitfield, Dave Pentland. That the meeting be adjourned. 9:05 p.m.

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
Kent Street Activity Centre
1475 Kent street
September 27- 2007-8:55 pm  

Meeting opened at 8:55pm and items 6 through 12 from the previous meeting to be agreed as the agenda
M/S/C: HELGE/JACK/All in favour

2007 Budget Approved, M/S/C: DAVID/LORNE/All in Favour Motion for Fees

Question on late payment – must pay by April 30, 2007
MOTION: Fees for the White Rock Tennis Club for the 2008 season is $75.00 for Adult members, $25.00 for Junior members and the penalty for late payment is $25.00. Additionally, the initiation fee is $100.00
M/S/C CAROLYN/DAVE/All in Favour

Proposed Changes to the Constitution
Concern that some members didn’t get all the letters and polls, Paul reviewed the major changes to the constitution.
Suggestion to have the quorum changed to a smaller number and the executive to review for future AGM
Suggestion to have “all practical measures necessary” in Article 2
Suggestion to change the word “facility” in Article 2
Doug was ruled out of order for suggesting that the existing Constitution be left as it has been.
MOTION: Club’s Constitution and by-laws be amended as written in the italicized document distributed to the membership entitled “White Rock Tennis Club” Constitution and By-laws, A Proposal (with two additions from the meeting as listed below)
M/S DAVID/MICHAEL/Carried/2 Against

ACTION: MEMBERS to see Carolyn if they are not receiving email or have updates to be made to the mailing list

ACTION: EXECUTIVE to review option for quorum and reducing the percentage required

MOTION: Move “all things” in mission statement be changed to “all practical measures
M/S/C: JOHN/HELENE/Carried

MOTION: Move “facility” in Article 2 be changed to “club”
M/S/C: AL/JOHN/Carried

M/S/C: CAROLYN/DAVE/Carried (to call the question)

CHALLENGE TO THE CHAIR
Concern that the entire proposal was not read to the membership prior to the Question and Vote
MOTION: Move that the entire proposal was presented to the membership at least two weeks prior to the meeting and that all members have had an opportunity to read the proposed changes and we proceed with the two amendments and that we proceed with the
M/S/C: DAVE/REVA/Carried/2 Abstentions

MOTION: VOTING on the proposal (Italicized Version) with the two amendments as listed above and agreed to within the meeting tonight
DISCUSSION:
Concern that the new proposal is too general and not as specific as the original Constitution
Suggestion that we need to clarify the status of juniors, Bruce agreed that there should be a junior program in place before we put it in the ConstitutionJohn suggested that the Junior could be a policy matter and there has been a lot of time spent on the Constitution.
QUESTION: VOTING on the adoption of the amended proposal to become the Constitution of the Club (with the two amendments)
M/S/C: JOHN/CAROLYN/Motion Carried/3 Abstentions

Nominating Committee:
Presented by John Torsky, Need candidates for position of Secretary
Nominating Chair opens the floor for nomination
President: Paul Leroy – accepts and is acclaimed
Vice President: Mike Zyrmiak – accepts and is acclaimed
Treasurer: Mansour Zainali – accepts and is acclaimed
Secretary: Looking for nominations at this time
Junior Director: Roslyn Kraft – accepts and is acclaimed
Tournament Director: Brian Simundic – accepts and is acclaimed
Social Director; Betty Bishop – accepts and is acclaimed
Maintenance Director: John Payne – accepts and is acclaimed

Other Business:
Online Polling, Concern what the parameters are when doing voting online and that we are getting the feedback of all the members before major decisions are made by the executive

Thanks to the Executive
Floyd would like to say thank you to the executive for taking the opportunity to serve on the executive and do a great job
Lorne pointed out that Paul has
10) Move to AdjournmentM/S/C: HELGE/DAVID/All Carried

There being no further items to be discussed, the meeting was adjourned at 9:45pm

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
Kent Street Activity Centre
1475 Kent street
September 27- 2007-8:00 pm

Items Discussed: Welcome to the Meeting
Introduction by Paul Leroy, Welcome to members, Financial Report & Agenda available

Call to Order: Meeting was called to order at 8:00pm, Adoption of Agenda, M/S/C: Dave Dundas/Al Mein/All in Favour

 Adoption of the Minutes for 2006 AGM, Any changes or deletions requested, M/S/C: Dave Dundas/Doug Smith/All in Favour

Opening Remarks by Paul Leroy:
Thank you to all those who make the tennis club so successful:

• Ad Hoc Committee – Nancy DeVink Nancy Hancock, Tracey Daniel, Moti Bali, Chris, Craig Harrold
• Constitution Committee – Carolyn Haley, Mansour Zainali, Michael Zrymiak, Paul Leroy
• Resurfacing/Lights – Helge, Dave Banta et al
• Nominating Committee – John Torsky, Nancy DeVink, Nancy Hancok
• Executive – Jack Queen, Michael Zrymiak, Mansour Zainali, Carolyn Haley, Joe Ciotti, Brian Simundic, Colleen Torsky, Betty Bishop, Trish Sephton, David Banta, John Payne, Helge Jensen, Nancy DeVink, Paul Leroy
• Review of the past 53 weeks for White Rock Tennis Club
• Election and role of the executive
• Court resurfacing
• Constitution Revision – goal to be covered under the Societies Act
• Challenges for the Club
• Court Resurfacing – has to be done
• Lighting – membership clearly said lights need to be addressed
• Financing – set aside money for resurfacing every 7 years
• Relationship with City – requires attention
• Juniors – we need the juniors as part of our history and our future
• Legal Status – ought to be covered under the Societies Act
• Plans to provide better facilities – 4 th court, hard true – these are all options
• Continuity in Executive – need to have stability
• Host Invitational Tennis Tournament through TennisBC – for the future
• Year without rebellion
c. Thank you to all for a very educational year

Directors Reports:
Resurfacing/Lighting Committee

• Presented by Helge Jensen
• Helge appointed to head committee overseeing the resurfacing and lighting
• Lighting will double and triple in strength
• Resurfacing will be $15K from Tomco and it will be done before the summer – expecting early next year as need proper window
• Expecting to have courts busy for two weeks while the work is done
• Concern expressed that the lighting was an expense that should have been voted on through the general membership rather than being made as an executive meeting
• Membership was polled regarding the lights and results were tabulated and the majority decision was followed by the executive
• Hard-Tru option was discussed and the expense was not something that was available to our club
• Concern raised about the use of technology in communicating with members as we lose the synergy around physically getting people together

Social Director
Review of the social events this year, Dance is coming up – see Betty for tickets on October 13 th
Thank you to Joe Ciotti and Brian Simundic for organizing the tournaments, Suggested that a card be sent to Joe Ciotti
ACTION: EXEC to send a card to Joe Ciotti

Tournament Director: Dr. Joe is the tournament director and Brian was the assistant.
Well attended tournaments this year, We will be doing the same for next year.
Brian has organized the club tournament and he is looking for feedback and suggestions

• Edith Webster tournament was held at New West Club and New West claimed the win so we are in a 7-7 tie for the history of the tournament
Maintenance Director, Had significant help throughout the year and many were outstanding: Helge Jensen, Doug McCabe, Tony Franklin, Bob McKee

Junior Director:
White Rock Juniors didn’t get off the ground, but several proposals for Junior lessons were presented to the City and the Executive
Review of the City agreement with White Rock Tennis Club, Used 200 hours of court time over the season for the lessons provided through the City
Need to have junior membership in order to have a successful junior program

Treasurer Report:
Paul George is our auditor for ten years for WRTC, Income Statement and Balance Sheet has been presented, Auditor’s ReportM/S/C: Dave Dundas/Lorne Dagget/Carried  

• Quorum Challenged
• Brian Mitchell has challenged that we have Quorum, Colleen Torsky who checked everyone in at the door confirmed that we do not have quorum
• The meeting will now have to be adjourned and we can meet back next Thursday at the Clubhouse
• Floyd raised the option that the meeting can be adjourned and then rescheduled to meet at 8:50pm on Thursday, September 27, 2007

M/S/C: ANNE/JOHN/Motion Carried, 1 Against – agreed to adjourn current meeting and start another meeting at 8:50pm on September 27th

The meeting was adjourned at 8:40pm

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
Ocean Park Community Hall
128 th Street/16 th Avenue
September 21 , 2006, 7:30pm  
Handouts White Rock Tennis Club Income Statement/Balance Sheet
For the Period Ending July 31, 2006 /as of July 31/06

Items Discussed: •  Welcome

•  By Jack Queen
•  Welcome to all and thank you for attending the 2006 WRTC AGM
•  We are saving the club $50 by not having a PA system and the acoustics in the room are good

•  Quorum
•  Requires 20% of the total 318 membership
•  We have 74 in attendance and require 63.5 to achieve quorum
•  Quorum has been achieved and the meeting may proceed

•  Extraordinary Meeting Minutes
•  These have been posted on the website and at the club

MOTION: JACK QUEEN Moved to accept meeting minutes of the EGM held April 23, 2006
SECOND: DON QUISTBERG
•  Discussion by members that they have not seen the minutes and the minutes have not been circulated
•  The President of the Executive may not make a motion
MOTION: WITHDRAWN

•  Proposed Agenda for tonight's AGM
•  Accepting Minutes
•  Accepting Agenda
•  Presidents Message
•  Auditors Statements
•  Reports from Executive
•  Annual Fees/Initiation Fees
•  Major Expenditures
•  Ideas/Changes
•  Approve New Executive
•  Motion to Accept Proposed Agenda of the Meeting
MOTION: DAVE DUNDAS moved to accept the meeting minutes
SECOND: MANSOUR ZAINALI seconded

•  President's Message

As our season, and my term of presidency draws to a close, let's look at what's gone well for us this season and what hasn't gone well and learn by it and maybe, do things better next year. Here's my synopsis:
The Four Court Construction Plan presented to us at this time last year was incomplete and, in my view should not have been presented to the membership. After your approval of the plan, it was our job, the executive- to execute properly, - or don't do it all. From that perspective, we succeeded. Unfortunately, many hours were wasted by club members, outside contractors and City of White Rock staff; more importantly, it created discontent amongst the Members and was not good for the moral of the Club. If such a project ever comes up again, I hope a plan be properly prepared before it's presented to the membership. The springtime EGM was unique, and in my opinion, successful. There were two or three very important issues to address. Although not everyone was pleased with the results, we decided how to fix the situation in a fair and democratic manner.

Last year at this time, the executive decide to trim or eliminate all discretionary spending to facilitate construction. This decision impacted the members that participated in the League play, the Beach League and the Weekend socials and the Year End Dinner Dance. I think the Dinner Dance will fun and successful. By the way, some tickets are still available! Most of these events were all well attended. One team, however, did fold. I hope the new executive reinstates the discretionary spending next year. Club spirit becomes stronger, and it may help increase the total membership by spending a few extra dollars.

As required by our Constitution, we reinstated the Junior Program; The Junior Program is good for our club. The presence of youth adds vitality and interest to the club. And yet, the program could still be improved. We are going to need new members. And the Juniors can be a part of that solution. This year the executive gave the juniors extra playing privileges. I don't think even one Junior took advantage of the offer. We should do more next year to encourage the Juniors to participate with the general membership.

Still on the subject of the Juniors, weekday afternoons are prime time on our courts. Many members would be happier if the junior lesson time did not interfere with afternoon play during the week. Junior Lessons should start at 6:00 pm during the week.

Our Membership declined by 70 members this year. And yes, part of the reason was the imposed Levy fee. Membership will continue to decline unless we become more proactive. I hope the membership embraces that concept soon. There's much we can do. We could make our street sign more invitational or post notices up at the community centers. We could Invite the local press to an event or two Raise the profile of our club! (Did you know the WR mayor attended this year's Edith Webster Tournament). As a nonprofit we receive a hefty discount from the local newspapers – we can post display ads to attract new members. We could have an open house day for the public. We can do a lot, if we have the will. Recruiting new members could become a very important issue in the future if we do nothing about it now. Let's remind ourselves that we have a duty to the people of White Rock to use this property well and that using this property is a privilege, not a right.

A few weeks back, the executive floated an idea about two kinds of membership. Unfortunately, this idea unearthed quit a bit of negativity and angst. And that is something we surely didn't need. I regret not doing more to stop this idea from surfacing. There are absolutely no new plans afoot to resurrect “four court construction” or to spend money on any other major projects, except for resurfacing. The consensus was clearly shown at the EGM. The cost for resurfacing is about $17,000. We may, and I repeat, we may, have enough money to install a cushioned system on all three courts. We wouldn't know until after we receive income from the membership drive. We'll get into that later maybe.

There are two house keeping matters that should be addressed Our constitution calls for our year end to be at the end of December and for the AGM before March end. For the past few years we've be contravening the constitution by closing in July. Tonight we should rectify that. Later we'll discuss the pros and cons and then hopefully decide to change those dates to July for the year end and to September end for the AGM. This is the other housecleaning matter: There are three assistants to the executive, doing grounds maintenance, social events and web site maintenance. These people do not have a vote in the executive meetings and they have not being paying annual dues. This decision was made by a past executive without consulting the general membership. You the members have now been alerted of this situation and it's up to you, if you want to take any action later in the meeting.

In our bylaws, section E, entitled refreshments, item one please be aware that the executive has removed one line that reads: No alcoholic beverages are to be consumed on Club premises.

Barbara Webster came to my home to deliver this thank you card for hosting the Edith Webster Tournament and thanked us again for installing the memorial bench for the contributions her parents have made to our club and the community.

Finally, I want to express my gratitude to all the people who give their time to make this club work. I thank the team captains, the executive members and their assistants. I thank the nominating committee, the power washers and the people who dry up the courts with out expecting anything in return. Thank you to the people that pick up a piece of trash, or empty a garbage can, or wash a cup, or clean up after an event and volunteered to paint. Thank you to those that who helped and advised me with the 4 court construction plans. Our club runs only because of these people. Thank you. Let's keep that spirit alive and well.

•  Tournament Director Report
•  Presented by Gil Somerville
•  Had 5 fun day tournaments – Opening Day, Victoria Day, Canada Day, BC Day, Labour Day
•  Had a new format and did team play which was well received
•  Highlights of the year were Edith Webster and WRTC won for the 7 th time out of thirteen meetings. Score for this event was WRTC 9 New West 3
•  Edith and Alan Webster Bench – we did the dedication to the Edith and Alan Webster during the tournament with the Mayor in attendance – hoping to get   
   something into the Peace Arch news with the help of Helge Jensen and Carol yn Haley
•  Club Tournament Final Event Results – Dave Pentland-Men's Singles, George Whitfield/Dave Pentland-Men's Doubles, Roslyn Kraft-Ladies Singles, Janice       Barnes/Basha-Ladies Doubles and still have Janice Barnes/Michael Clarke to play Nancy Hancock/Dave Pentland for the final in the Mixed Doubles
•  A big thank you to Tracey Daniel and Betty Bishop for helping with all the food at the tournaments
•  Thanks to Carolyn Haley , Helge Jensen, John Torsky, Nancy de Vink for all their help with the tournaments

•  Assistant Tournament Director Report
•  Read by Jack Queen
•  To everyone from Carol yn Haley , thank you for making all the fun tournaments and Club tournament such a success and thank you to Tracey Daniel for all her     hard work

•  Vice President Report
•  Jack Queen read that Dave Dundas had no report at this time
•  Social Director Report
•  Presented by Tracey Daniel
•  Thank you to everyone who showed up to help with the dishes
•  Started the year Jan 1 st with the kickoff with spiced coffee and red wine
•  Had six very successful events
•  Tracey likes to see 50-60 people for each event
•  Have a spectacular finale event on September 30 th called VIVA LAS VEGAS – comedy, audience participation, more show than dancing
•  Might have an interim dancing and a fun night
•  Tickets are just about sold out – 4-5 are left – see Tracey to purchase tickets for $30 – includes full buffet dinner
•  Reserved tables are available
•  Tracey is stepping down after three great years and has enjoyed being the Social Director

•  Secretary Report
•  Read by Jack Queen
•  Ane Pedersen has no report at this time

•  Junior Program Report
•  Read by Jack Queen as Colleen Torsky is out of town
•  New junior program was reestablished with Bruce Webster during Thursday early evening hours
•  Over 80 juniors between 4-18 years old participated
•  Bruce Webster coordinated the program and 20% of the revenues came back to the club
•  Juniors placed third in competition
•  Three objectives have been achieved – development of tennis, encourage competition, encourage participation

•  Treasurer's Report
•  Presented by Mansour Zainali
•  We have 318 members compared to 353 from last year – 35 less members
•  We had 33 honorary members last year and 38 this year
•  Golden age of 80 was reached by five new members
•  As a result of dropping membership, net income was lower
•  Balance in checking account and term deposit are higher than last year because at present we are holding $70 levy from members that will be applied to those
   members next year's dues
•  Fixed assets – no changes, no major projects
•  Liability – a few people on the waiting list and these people have not responded to join the club
•  There is no actual waiting list at this time to join WRTC
•  Club purchased the bench for $756 for Memorial to Edith and Alan Webster
•  New West & WRTC Tennis members contributed $640 towards the bench and WRTC subsidized the difference
•  $8,417 levy is being held and members can still ask for refund if want and if we don't hear from the members at April 2007, then the membership fee ledger will    be transferred and will go against their membership fee
•  Membership fees will be discussed during the meeting

•  Question by Helene Swan
•  Helene is a new member to WRTC
•  First question is concerning reimbursement of levy
•  Helene suggests contacting people who didn't join to let them know that the levy wasn't used and they might want to join if they know that the $70 levy is no
    longer in place
•  Second question is with regard to new membership – when Helene arrived she heard about Hazelmere and went for a visit, but didn't feel welcome. Helene was
    told there is a two year waiting list at WRTC by Hazelmere and suggested that we should let people know there is no waiting list and perhaps we could run a
    small ad in the local paper

ACTION: EXECUTIVE consider running an ad in the local paper regarding new members welcome at WRTC

•  Question by Bud Sawortszy
•  Regarding $4,714 – Work in Process for Court 4 – why is this listed there?
•  Mansour confirmed that the auditor wasn't sure if the fourth court was going to proceed
•  Mansour stated, “If the project is canceled then the amount will be moved to an asset”
•  Bud asked, “Why, if the EGM canceled the fourth court would the amount be in the WIP?”
•  Mansour confirmed that the money has been spent and should not be in WIP

ACTION: MANSOUR to have Work in Progress amount for Court Four moved on the statement

•  Question from Maddie Allerton
•  New member from Montreal
•  Welcome at White Rock vs. Hazelmere was much the same experience as Helene Swan had whereby WRTC was more welcoming
•  Maddie originally contacted WRTC via email to get information on the club
•  Maddie understood also that there was a waiting list
•  Mansour confirmed that the waiting list goes back about 2-3 years when we had 60 members waiting to join and gradually it has gone down
•  There were 10-15 people at the beginning of this year

•  Tracey Daniel
•  Have talked as a group on how to involve new members in play
•  New members might feel lost and it's something the new executive should address
•  New members night would be a great idea
•  Welcome kit should be prepared

  ACTION: NEW MEMBERS night should be reinstated
  ACTION: WELCOME KIT to be prepared

•  Motion by Jack Queen
•  Regarding the constitution Article 4 – AGM shall be held not later than March 31, and move to September 30th
•  Article 8 – financial year of the club shall be the Calendar year ending December 31st change to July 31 st

MOTION: JACK QUEEN moved to change the date in Article 4 to September 30th and change the date of Article 8 to July 31st
•  Doug Smith
•  Any changes to constitution must be advised in writing to all members at AGM two weeks in advance
•  We can discuss the motion, but we cannot vote on it
•  President cannot make a motion
MOTION: WITHDRAWN

•  Paul Leroy
•  Give notice of motion at this meeting and then you can meet the requirement of notice
•  Notice has hereby been given of the suggestion to move dates and will be reviewed at the next AGM
ACTION: REVIEW Dates for Club AGM and Club Financial Year End

•  Annual Dues
•  Want to discuss the annual dues structure for Juniors and for Members
•  Confirm present due structure - $60/year for members in good standing, $100 for initiation fees, $20/year for Junior members
•  Al Elcombe –Due to the fact that we have $75K in the bank we should leave the fees as they are
•  Mansour Zainali– if we don't know what we want spend money on then there is no point in discussing changing the fees

•  Resurfacing Courts
•  Approximate cost is $16,000 total – this will keep the same surface
•  Tomko to do the work
•  Work was last done 9-10 years ago and it cost us $7,000
•  David – questioned if we could paint them blue

•  Al Mein– what do we get for the $16,000 – will apply a thin layer of latex and will repaint lines and take out dips in courts and fix the cracks in the third court and repair any other surface flaws and the courts will look like new – it's standard maintenance
•  Will repair add longevity – yes
•  Jack Queen says that something has to be done and courts cannot be left as they are
•  Helene asked when to be done – Jack replied that the best time would be in the hot weather
•  John – enjoys tennis and feels the hard courts are hard on the joints and would prefer to have softer courts when resurface (cushion surface)
•  Jack says that the cushion surface is quite expensive and it is $17K/court and it includes the repainting

•  Iris Claney
•  Iris feels the money spent on resurfacing courts is a waste of money if the cushioning of courts is not done
•  Iris doesn't want to heave the heavy carpets around the courts
•  Don't just want better lines, but want better courts

•  Brian Jones
•  Clear that there is a strong support for the cushion courts
•  Wants a firm quote - $51K was confirmed by Paul McGarrity as the soft surface cost
•  Motion below was put on hold until further discussion

MOTION : BRIAN JONES moves that we spend up to a total of $55,000 for the soft courts

•  Floyd Stanley
•  Before the new exec considers the soft surface, there are hard-tru courts that might be a good alternative
•  No questions on line calls on hard-tru as the ball leaves a mark

•  Maria Twomey
•  Used to live in Ocean Park 15 years ago on the cushioned courts
•  Problems was that when the weather was nice it was lovely, but that in the fall/winter tree needles would get stuck in the surface and it was a “bugger” to get it
    clean

•  Paul McGarrity -   Running for President
•  Feels the discussion about the soft courts is taking his thunder
•  Has information and the quotes to present on the soft courts -  Tomko is the provider
•  Approximately $51K plus taxes written quote
•  Would suggest we rough-in for lighting so that later we could put lighting in the middle of the courts - $1,500 – Paul has a quote for this too
•  Tree needles/weeds – Tony brought this to Paul's attention – maintenance is exactly the same as for the courts we have now
•  Drying time – same as we have now -   Maintenance – power washed 1/year - •  Painting – every 6 years
•  Problem with Jericho courts – sticking – it's different surface and we would not experience the same problems
•  Timing – May would be the first time to put it in - gives us a 10 month window
•  Oak Bay Tennis Club – have put in this surface and the club has invited us to come and try the courts in the next ten months
•  Primarily running on health/safety for the reason to switch to soft courts
•  Debilitating knee problems and it's good to have a little impact for joints as long as the surface is reasonable
•  Paul still feels there is a movement for the fourth court
•  If President, Paul is proposing that instead of the executive making a decision, he would have 100% of the membership vote on the proposal
•  Courts will be tied up in two weeks while the work is done

•  Paul Le Roy
•  Point of Order – want to have a discussion for soft courts, not a discussion about the fourth court project
•  Jack Queen reminded Paul McGarrity to keep on topic

•  Pat •  How long does this surface last?
•  Paul answered - 15 years
•  Paul spoke with Club Pro at Jericho and with booking lady at Jericho – both are very satisfied with the soft court surface
•  We will get a superior surface
•  Questioning about problems with surface have been addressed by Paul
•  Jack Queen - Moisture on Soft Cushion Courts/Resurfacing Time
•  Very important that final surface is good on the courts and Jack recalls being told by Tomko that 7 years is what is done on courts such as ours and 5 years is     the required time to resurface
•  Will take more in maintenance as we wouldn't be able to wait the 9-10 years we have waited
•  Examples of Surface - •  Oak Bay -   St. George's in Vancouver also has a court
•  Proposal for Soft Courts for 2007
•  Mansour Zainali says we need to allow for the funds if planning to propose the soft court project
•  If Paul McGarrity is President then there will be an accurate accounting of everything
•  Question was raised as to when will the voting happen on the soft court proposal? Paul McGarrity replied that every member is going to be phoned and it will
    be a plebiscite
•  Mansour Zainali made note that we have to have a contingency fund in the bank and not all funds available may go towards the soft court project

•  Al Elcombe -  Questioned why Mansour is concerned that there is a shortfall
•  Mansour clarified that the majority of members have paid their fee for next year through the levy, therefore $9K of what is in the bank is already going to be    
    spent from now until July
•  $17K has to be put away for 2007-2008 to take away from the $65K which leaves $50K
•  Expecting to get another $8K in dues from next year
•  Dave Dundas confirmed that $51,000 plus $1,500 plus taxes for moving lights is actually $60K
•  Money paid over in levy $8K and those people do not owe dues for 2007 means that will not be additional revenue for the club
•  Once again, Mansour reiterated that we do not want to leave the club without a contingency fund

•  Dagmar Cox
•  Senses that there is some animosity in the room – could we pass what we really want and continue on with the meeting
•  Dagmar asked if we are we prepared to have a court that prevents accidents
•  Dagmar feels the soft court project is very important
•  Clay courts are wonderful, but needles from trees will be a problem to keep clean
•  Important thing is are we prepared to pay more each year to have a soft court surface

•  Maria Twomey
•  Maria is concerned that resurfacing the courts might not avoid cracks appearing on the court in the future
•  Paul McGarrity says that Tomko has a contingency fund to cover any cracks reappearing

•  Marsha
•  Think it would be a good idea to put more into new membership and set up a committee to do that and have a good promotion and get
    some hype going then if everyone had to spend $20/year then people won't mind
•  Energy has to be there to provide a club with lots of social activities and also to create a club that is not cliquey
•  Need more emphasis on welcoming new members

•  Helene Swan
•  Special Assessment – really worthwhile to have a quote locked in and then can do an assessment at that time instead of raising the dues

•  Paul McGarrity
•  Spoke with Tomko today and we want time to make an informed decision
•  Cushioned Court does not have to be decided upon tonight
•  What is important is the need to decide and vote in an executive that supports the soft court project •  Dave Dundas

•  Dave asked, “How long is $51K quote valid for from Tomko for the Soft Court project?”
•  Paul doesn't know if this might change

•  Joe Ciotto
•  Relatively new and from the US. Feels WRTC members are paying very little to play on the tennis courts
•  In the US (and doesn't know Canada because he is a newcomer), lots of people wouldn't mind spending a little additional money
   and making sure that we have     better quality/safety

•  Maria Twomey
•  Dr. Joe should have seen us years ago when we were friendly
•  Tracey Daniel
•  Would like to address Paul's issue of polling the members by telephone
•  Tracey would like to see something in writing with regard to the question asked
•  There are leading questions and we ought to have a fair question that is not a leading question to get the “yes” vote as there was in
    the poll done by Paul McGarrity prior to the EGM in April 2006

•  EGM
•  Would be another option as we have to poll the members in the future

•  John Plummer
•  Questioning Paul's proposal about electrical for lights in the middle of the courts
•  When we have to squeegee or sweep courts, it would make sense to put a drain at the same place when put the light standard will be located
•  Jack responded that the drainage system is not as inexpensive as one might think because it has to go into the city water rather than the stream and the entire light project should be reviewed for costs

•  Paul McGarrity
•  The term trenching is misleading – what the proposal includes is just putting ½” wire underneath the existing tennis nets
    and the soft surface will go over top

•  Helene Swan
•  If March/April is going to be the time to decide on the courts then we should accept proxy votes at meetings
•  Jack Queen replied that this option had been voted down at the last AGM

•  Dagmar Cox
•  Questioned how many people are on email. Helge Jensen responded approximately 85%
•  Dagmar suggested we could use email for a vote on projects

•  Proxy
•  If the issue of having proxy votes is to be raised there would have to be notice given to the membership first in advance of the meeting

•  Cushion Courts
•  Jack Queen does not feel there is a consensus on the soft court project
•  Request for a motion before proceeding?

MOTION BRIAN JONES moves that WRTC entertain putting soft cushion courts in during the next fiscal year for a
   sum up to $60,000 including taxes.
  Second: DON QUISTBERG

Discussion:
Gil Somerville brought up that we will have a shortfall in funding and that needs to be addressed and once have motion decided then need to address the fee structure to be able to afford the short courts

• Jack Queen has a concern regarding the quotes on the lights - $25,000 was the quote he received just for the lighting
• Motion to add to Motion – add that lighting could be added if feasible – then can't vote on something that isn't feasible – this was rejected
• Dave Dundas – voting for this proposal guarantees a fee increase for next year
• Floyd Stanley – suggested a special levy or assessment instead of a fee increase – an EGM would be required to proceed
• Brian Simundic – WRTC should have the money first before tackling the project – make sure that the numbers are in place and the membership is on side to pay the fees
• Mansour Zainali– need to make sure we have members to play and pay – may lose the non-players due to special levy or a fee increase
• Brian Simundic – best bet is to go with what is for sure – most people will pay more and this should come first and it's almost guaranteed as it will fall into place – likely to be approved by the membership and most would accept a special levy and then go forward on soft cushion courts
• Helene Swan – how much would the increase in dues or the special levy be?
• Don Quistberg – move the question
• Doug Smith – point of order – no one has spoken against the courts, this is a decision that cannot be made without the research being done and an actual bid made
• Paul McGarrity– the reason why we went down the fourth court are because we didn't consult everyone. Paul wants 200 people to decide and is concerned that his petitions were ignored by the WRTC Executive. Paul wants everyone to vote and we have ten months to do the research. Paul says, at this time, we should make a decision on the executive rather than on the soft court project.
• Brian Simundic – one of the big problems is that you have to be ultra conservative and do not want to put WRTC members into debt. Brian asked who is responsible for the debt in a situation like the club has. Financing is crucial in this instance, whether it's the soft courts or the fourth court and it has to be in place before we proceed
• John – A good case has been made for the soft court although there are still lots of fears and concerns about spending the money and not enough common knowledge amongst all of us. John suggests we invite club members to go over and research the facility at Oak Bay – take a good hard look at it and then decide if we want to proceed

MOTION: PAUL LEROY motions to table the motion on the floor
SECOND ANE PEDERSEN

VOTE to Table Motion: Count: 36 Yes, 12 No VOTE IS CARRIED

•  Al Elcombe
•  Commented that the Motion to Table Motion is Excellent
•  First item for Executive is to put forward a Cost Benefit on the Soft Court Proposal and come back to the membership to see
   what a membership fee increase would be.

ACTION: NEW EXECUTIVE to put forward a Cost Benefit Analysis on the Soft Court Proposal and bring to the membership for review and possible consideration of membership fee increase

•  Fee Motion
•  Motion in the Fee Structure must be decided tonight
MOTION: JACK QUEEN moves that Membership fee for Senior Players be increased to $75 and leave juniors (up to age 18 years) as it is and leave the initiation fee as it is
SECOND: PAUL LEROY

Discussion:

• Jack Queen says we don't know if it is enough as the non-players will drop out and we don't know how much we will take in total for the year
• Helge Jensen asked how much we need in total to proceed
• Dave Dundas asked why can't we leave the fees and then vote on a special assessment later on when have the project agreed to by the membership
• Brian asked can we have a proforma statement on the courts
• Paul McGarrity said if he is President he will have everything in black and white and Tomko will carry the financing and there are lots of options
• Floor Comment – we do not want any campaign speeches
• Jack – has a new motion
• Bud reminded everyone that the President may not make a motion

MOTION: AL MEIN moves that the annual dues be moved to $75/year and the $5 difference will be forgiven as interest for those that have paid the levy, junior membership (up to 18 years old) to remain at $20/year
SECOND: MARCINE WILLIAMS
Discussion: No further discussion
VOTE on dues : 54 Yes 0 No VOTE IS CARRIED

•  Any other Business Before Elect Next Executive
•  Member had a question regarding the rules for putting names on board for people to play on next available courts
•  Member has heard many incidents where a name is put on board and have three names when there isn't a fourth and the
    three wait and more people come, but they won't put their name up as a fourth and it's known to be that way amongst other clubs
•  Wants to know rules for play
•  Need to address this in future plans
•  Jack suggests that the member could think of a solution and send it off via email to the new executive

ACTION: EXECUTIVE to address rules/solutions for WRTC Play/Board sign-up

•  Expenditures & Disbursement
•  Member had a question regarding the $153 spent for league balls
•  Member plays in morning league and they have to pay for their tennis balls
•  Member questions why there is a charge for some leagues to have their league balls
•  Mansour Zainali responded that the balls were used for tournament play and for Beach league which runs through until September.
   As the financial year end is August, some of the expenses for Beach League 2005 were included in the 2006 financials
•  Member will check next year to see

•  Executive for 2006
•  Nominating Committee of Don Quistberg, Shirley Hill and Mike Zyrmiak has been very busy and has been collecting names
•  Nominated are:
President: Paul McGarrity and Nancy de Vink
No Further Nominations from the floor
Nominations are closed for President
Nominations Accepted by candidates

Presentation: Paul McGarrity
Will implement the soft courts, will make sure get best surface that money can buy, process will be transparent, everyone in the club will vote, will not proceed without 70%, have opportunity to go to Oak Harbour, ten month process to decide, Paul thought we had more money than we do to proceed and if we can cover the cost then next year would lower the fees or have free tournaments, second problem is that Paul works as a swimming instructor, concerned about sun damage and kept bottles of sunscreen for people to use, assumed had more money than we do, need full brim hat and also going to supply posters to educate people about sun damage, Paul has spoken to Bruce Webster this summer, but he doesn't feel that he is welcome in the club and Paul would endorse Bruce and Paul has watched the juniors and they have a tremendous attitude, members on the executive have been dominated by the league people and he would like to change the attitude and it was a magnificent family operation and he would like to bring that back somehow.

Presentation: Nancy de Vink
Member for over 12 years and doesn't think there is a dissension in the Club. Nancy thinks it is irresponsible as a Club member to make a $60,000 spending decision on soft courts without reviewing the financial capability, the product itself and its playability. Nancy plans to be totally unbiased of the project and will set up a committee that has some continuity regardless of the executive committees that change every few years.

Our members represent a skilled cross section eg Brian Simundic is an accountant, members like this and others will help us to make the prudent decisions for the Club. This committee will report regularly to the executive and will be ongoing as long as future expenditures are needed…..

MOTION: HELGE JENSEN moves that we have a secret ballots vote for the office of President.
SECOND: PAUL LEROY

Scrutineers to Vote: Shirley Elcombe, Marcine Williams,Helge Jensen
Results of Vote: PRESIDENT is NANCY de VINK

Vice President: Paul Leroy – passed
Secretary: Carolyn Haley – passed
Treasurer: Mansour Zainali – passed
Junior Director: Colleen Torsky – passed
Tournament Director: Joe Ciotti – passed
Asst Tourn. Dir.: Brian Simundic - passed
Maintenance: Dave Banta – passed
Asst. Social Director: Trish Sephton – passed
Asst. To Maintenance: John Payne - passed
Social Director: Betty Bishop - passed
Webmaster: Helge Jensen - passed

Jack asked if there was any issue for waiving the fees for the assistants – there was none raised  

MOTION: HELGE JENSEN moves to destroy the ballots
SECOND: MARCINE WILLIAMS

Nominating Committee: No one volunteered for the 2007 nominating committee

ACTION: EXECUTIVE must address the issue of a 2007 nominating committee

MOTION: DAVE DUNDAS moved to adjourn the meeting
SECOND: DON QUISTBERG
There being no further items to discuss, the meeting was adjourned at 9:27pm

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
The Hall, Centennial Arena
September 22 nd , 2005 , 7pm  

Executive Members Present : Michael Clarke , Janice Barnes , Mansour Zainali , Tracey Daniel ,
Gil Somerville, David Gold, Karl Kleinbub , Betty Bishop , Colleen Torsky , Nancy de Vink

Absent: Derek Kleinbub

1 Call to Order:
President, Michael Clarke called the meeting to order at 7:30pm .

2 Adoption of the Agenda
Moved by Michael and seconded by Don Quistberg that the circulated agenda be adopted as presented. Motion carried.

3 Opening Remarks:
Michael welcomed the Membership and thanked the individual League captains and the Executive for volunteering their time and making it a very successful year. The tribute to the Webster's is under way, the plaque is ready to be placed on the bench that will be positioned on the courts. The commitment to the City of White Rock continues with the Club offering lessons to the Public. These lessons were advertised by the City and were coached by Al ex Gordon. Team Tennis was very successful and brought new and existing members together on a Sunday night.

4 Adoption of Minutes of the 2004 AGM:
Moved by Michael, seconded by Marcine Williams. Motion carried.
5 Executive Reports:
a) Maintenance:
b) Social:
c) Tournament:
d) Junior
Michael moved to accept the Reports, seconded by Shirley Hill. Motion carried.

6 Treasurer's Report/Auditor's Report:
Michael read the Auditor's Report written by Paul George . Michael moved to accept the Auditor's Report, seconded by Dave Dundas . Motion carried.

7 Nominating Committee Report/Election of Directors:
Clare Martin , Floyd Stanley and Colleen Torsky presented their report and the new Executive for 2005 is:
President Jack Queen , Vice President Dave Dundas , Past Pres. Michael Clarke , Treasurer Mansour Zainali , Social Tracey Daniel , assistant Betty Bishop, Jr Director Colleen Torsky , Tournament Director Gil Somerville, assistant Carol ine Haley, Secretary Ane Pedersen , Auditor Paul George . Maintenance position available
8 Appointment of Nominating Committee for 2005:
Michael Zrymiak , Shirley Hill and Don Quistberg to form the new Nominating Committee.

9 Other Business:
a) Fourth Court Options:
Michael presented to the Members a comprehensive report with overhead projections showing the proposed court layout and all the expenses involved. Questions from the Members were taken and 2 Motions were presented:
“That the WRTC construct a 4 th court in 2006 as per the information and costs presented at the 2005 AGM and that the WRTC Levy a $70.00 assessment in 2006, on each member for this purpose. ”. Moved by Don Quistberg , seconded by Dave Dundas ,. Motion carried.

“That the WRTC submit an application for the Direct Access Major Capital Programs Grant to BC Lotteries, during the October 1- November 30 th , 2005 window for the application in order to make improvements to the Club, which may include improvements to the playing surface, clubhouse, lighting and underground heating.” Moved by Helge Jensen, seconded by Don Quistberg , carried

b) South Fraser Tennis Society:
Craig Harrold gave a presentation on the need for a public indoor facility on the south side of the Fraser River and the progress of the S.F.T.S. …..the facility would be similar to the Grant Connell Center in North Vancouver . Anyone interested in joining this Society or finding out more information should call Craig at 538-7806 or charrold@telus.net

c) David Gold moved “that playing time be limited to 45 minutes if there are players waiting to play” seconded by Michael Zrymiak, motion defeated

d) Michael moved ‘that the new executive amend the constitution to allow for proxy voting” seconded by Nancy, motion defeated

Meeting adjorned at 9:22pm

Minutes respectfully submitted.
Nancy de Vink
Secretary, White Rock Tennis Club

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
The Hall, Centennial Arena
September 23 rd , 2004 , 7pm  

.
Executive Members Present : Michael Clarke , Janice Barnes , Mansour Zainali , Jack Withenshaw ,
Helge Jensen , Ray Nielsen , Tracey Daniel , Bruce Webster, Nancy de Vink
Absent: Moti Bali

•  Call to Order:
President, Michael Clarke called the meeting to order at 7pm .

•  Opening Remarks:
Michael welcomed the Membership and requested that item #3 and #4 on the Agenda be reversed.

3 Adoption of the Agenda
Moved by Floyd Stanley and seconded by Don Quisberg that the circulated agenda be adopted as presented. Motion carried.

4 Amendment to the Constitution:
Motion to “change the requirements for a quorum from 20% to 10% of the membership”.
Moved by Mansour, seconded by Bill Torsky.
Discussion followed and a vote was narrowly defeated. The Motion to be addressed again at the next AGM.

5 Adoption of Minutes of the 2003 AGM:
Moved by Al Elcombe, seconded by Don Quisberg. Motion carried.

Business arising from the Minutes:
Motion carried at 2003 AGM “A Lifetime honourary membership for all past and present Presidents
who have served a term of 2 years minimum”, defeated.  

•  Executive Reports:
•  President
•  Treasurer:
•  Maintenance:
•  Social:
•  Tournament:

Don Quistberg moved to accept the Reports, seconded by Doug Smith. Motion carried.

•  Auditor's Report;
Paul George congratulated Mansour on keeping meticulous books.
Brian Simundic moved to accept the Auditor's Report, seconded by Bill Torsky. Motion carried.

•  Fourth Court Proposal:
Michael presented to the Members a comprehensive report with overhead projections showing the proposed court layout and all the expenses involved. Questions from the Members were taken and an enthusiastic Membership asked for a motion to proceed….Motion by Helge “We as a gathering at the 2004 AGM give the Executive the go ahead to explore in greater detail and to provide the scope, schedule and budget of this project at a specially called extraordinary meeting or the next AGM”. Seconded by Floyd,. Motion carried.

•  Nominating Committee Report/Election of Directors:
Clare Martin , Floyd Stanley and Colleen Torsky presented their report and the new Executive for 2004 is: President Michael Clarke , Vice President Janice Barnes , Treasurer Mansour Zainali , Social Tracey Daniel , assistant Betty Bishop, Maintenance Derek Kleinbub assistant Karl Kleinbub , Jr Director Colleen Torsky , Tournament Director Gil Somerville assistant David Gold, Secretary Nancy de Vink , Auditor Paul George .

•  Appointment of Nominating Committee for 2005:
John Torsky, Clare Martin and Floyd Stanley to form the new Nominating Committee.

•  Other Business:
Floyd Stanley thanked the Executive for their dedication and hard work.
Tracey thanked Marcine for her hard work in organizing the Social evenings throughout the summer.

Meeting adjorned at 8:55pm
Minutes respectfully submitted.
Nancy de Vink
Secretary, White Rock Tennis Club

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ANNUAL GENERAL MEETING
WHITE ROCK TENNIS CLUB
The Hall, Centennial Arena
OCTOBER 20, 2003  7pm

Executive Members present:   Moti Bali,
Michael Clarke, Chris Hartmann, Mansour Zainali, Jack Withenshaw, Maria Twomey, Helge Jensen, Bruce Webster, Nancy de Vink 
Absent:   Bob McKee 

1    President, Moti Bali called the meeting to order at 7pm.1

2    Adoption of the Agenda

Moved by Floyd Stanley and seconded by Hans Hindenberg that the circulated agenda be adopted as presented. Carried 

3        Opening Remarks

Moti  thanked the Executive for their support during his 3 years as President and in particular Helge for his diligence in setting up our web site and maintaining it, and Jack and Chris for running the Fun  and Club Tournaments, a to welcome Dornacilla, who has now become a celebrity in our community and has aged to “91 years” according to the NOW! 

A special thanks to the Dance Committee, Colleen, Sharon, Maria, Tony F., and Nancy….what a FUN NIGHT!!

A vote of thanks was extended to all of those members who volunteered their time they contribute to the success of the Club. 

Note that Item 10 Court Resurfacing will be discussed at an Executive Meeting and not at the AGM. 

4        Adoption of Minutes of the 2002 AGM

Moved by Rose Brownridge and seconded by Dornacilla Peck that the circulated minutes of the White Rock Tennis Club's AGM dated October 17^th, 2002 be adopted. Carried 

     5     Treasurer and Auditors Reports

To date the WRTC has 314 member, 31 Honorary and 62 new members in 2003See enclosed Report.

Moved by Helge Jensen and seconded by Janice Barnes that the circulated statements A & B be adopted. Carried. 

Paul George was acknowledged by the AGM for his audit of the Club's books. 

6        Directors Reports 

a.         Maintenance Directors Report

Helge reported that the Club is being well maintained and a special thanks to John Griggs and Tony Franklin who are cleaning the courts on an on going basis. 

b.         Social Directors Report

Maria: no report 

c.         Tournament Directors Report 

See report included 

d.         Junior Directors Report 

Bruce reported that the Junior Membership was up this year, 60 Juniors in the Spring lessons, 50 in the Summer lessons and 20 Juniors entered the Jr Tournament 

7        Election of Directors

The Nominating Committee, Michelle Kenney, Barbara Haddleton and Enid Forman, presented their report and the new executive for 2003 is: President – Michael Clarke, Vice President – Janice Barnes, Secretary – Nancy de Vink, Treasurer – Mansour Zainali, Tournament Director – Chris Hartmann, Assistant Tournament Director – Jack Withenshaw, Social Director – Tracey Daniel, Maintenance Director – Helge Jensen, Assistant Maintenance Director – Ray Nielsen, Junior Director – Bruce Webster.  Paul George will remain as Auditor. 

8        Election of Nominating Committee

Floyd Stanley, Clare Martin, and Colleen Torsky to form the new Nominating Committee.   

9        New Business

a.         Motion by Nancy de Vink “A lifetime honorary membership for all past and present Presidents of the WRTC who have served a term of 2 years minimum' approved, seconded Helge

b.         Floyd Stanley,…. suggested that the Club implement jerseys or t-shirts for League teams.  Moti remarked that it was an excellent idea and that the new Executive look into it.

c.         Joseph Incantalupo…..free lessons from Terry Hubbard provided by the Club need to  be made more visable to the Members ….. (there were sign up sheets)

d.         Motion by Mansour  “the $300 given to the League Captains be increased to $350” approved ,seconded by Chris 

Meeting adjorned at 7:45pm 

Minutes respectfully submitted.
Nancy de Vink
Secretary, White Rock Tennis Club