Reconvened
Extraordinary Annual General Meeting
WHITE ROCK TENNIS CLUB
AT THE CLUB HOUSE
14560 North Bluff Road
JANUARY 27, 2008 at 1:00 pm
AGENDA :
As there was no quorum at the Extraordinary Annual General Meeting January 26, 2008, the chair ruled that the meeting may proceed with the members present.
1) Moved by Michael Zrymiak and seconded by Helge Jensen that the Agenda be approved. Carried.
2) Moved by Michael Zrymiak and seconded by Helge Jensen that the minutes of the Extraordinary Annual General Meeting December 21, 2007 be adopted and circulated. Carried.
3) To comply with the Society Act, the following resolution to amend the White Rock Tennis Club Constitution and By-Laws is proposed.
Moved by Doug McCabe and seconded by Betty Anne Rivers Wang that the Constitution and By-Laws be amended as follows:
1) Article 1 is replaced with “The name of the society is White Rock Tennis Club.”
2) Article 2 is replaced with “The purposes of the society are:
(a) To do all practical measures necessary to provide and improve a recreational tennis club for its Members.
(b) To encourage tennis development within the White Rock/Surrey community.
(c) To organize social tennis tournaments and social functions for its Members.
(d) To participate in Tennis BC leagues.”
3) To replace the word, “OBJECTIVES” in Article 2 with the word “PURPOSES”.
4) To renumber Articles 3 through 13 with the numbers 1 through 11.
Carried.
5) Other business - none
6) Moved by Doug McCabe and seconded by Michael Zrymiak that the meeting be adjourned. (2:10 pm) Carried.
================================================================================================
Extraordinary Annual General Meeting
of the
WHITE ROCK TENNIS CLUB
AT THE CLUB HOUSE
14560 North Bluff Road
SATURDAY JANUARY 26, 2008 at 1:00 pm
Due to a lack of quorum, the meeting did not take place. It is to be reconvened on Sunday, January 27, 2008 at 1:00 at the Clubhouse.
AGENDA: Approval of Agenda
Approval of the Minutes of the Extraordinary Annual General Meeting December 21, 2007
To comply with the Society Act, the following resolution to amend the White Rock Tennis Club Constitution and By-Laws is proposed.
Moved by ____________ and seconded by ___________ that the Constitution and By-Laws be amended as follows:
Article 1 is replaced with “The name of the society is White Rock Tennis Club.”
Article 2 is replaced with “The purposes of the society are:
To do all practical measures necessary to provide and improve a recreational tennis club for its Members.
To encourage tennis development within the White Rock/Surrey community.
To organize social tennis tournaments and social functions for its Members.
To participate in Tennis BC leagues.”
To replace the word, “OBJECTIVES” in Article 2 with the word “PURPOSES”.
To renumber Articles 3 through 13 with the numbers 1 through 11.
Other business:
Adjournment
Please note that if required, a second meeting, an Extraordinary Annual General Meeting, will be held on Sunday, January 27, 2008 at 1:00 pm at the White Rock Tennis Club to complete any business not completed at the January 26, 2008 Extraordinary Annual General Meeting. If the second meeting is required, notice will be posted at the White Rock Tennis Club and on the Club’s web site. Further information may be obtained from Paul Leroy, 604-535-7472
January 7, 2008
===========================================================================================================
White Rock Tennis Club
Extraordinary General Meeting
Date: Sunday, April 23, 2006
Items for Discussion:
• Quorum
• Achieved and the meeting can proceed
• Thank yous
• Jack Queen, President first thanked everyone for attending the extraordinary meeting stating the Club doesn't work
without the wonderful members and all they do
• Jack secondly thanked in particular Joseph Incantalupo for doing what he's done to get four courts expansion underway
• A third thank you went to Mansour for handling $70 additional assessment fee
• Minutes from Annual GM of 2005
MOTION: (Jack Queen) ACCEPT THE MINUTES OF THE WHITE ROCK TENNIS CLUB ANNUAL GENERAL MEETING HELD SEPTEMBER 2005
SECOND: Carolyn Haley CARRIED
QUESTION : Past President, Michael Clarke asked for acceptance of the details regarding the fourth court to be postponed until the Extraordinary meeting had discussed the issue of the fourth court further.
ACTION : Acceptance of fourth court detail to be handled later
• Four Court Expansion Plans
• Holding Extraordinary meeting to present new motions for acceptance
• Jack Queen opened the floor for comments and questions on the fourth court expansion plans
QUESTION : Michael Clarke, Past President asked the question regarding the need for the extraordinary meeting as the discussion concerning the fourth court proposal was held and project was passed at the AGM in September 2005. The Executive was given directive to proceed. Why is the executive not proceeding? Where did the $140,000 quote come from, as the quote that was brought to the membership in September 2005 by Canamex is still valid at $73,000? The contractor is still willing to support that price that was presented to the membership. This is extraordinary given the nature of construction in the lower mainland as of today' climate.
There is also a question regarding procedure. If the proposal was already approved, we should not be meeting today.
PROPOSED MOTION :
(Michael Clarke) proposed the following: Proceed as per the resolution of the membership in September 2005 and proceed with the project as detailed, not adding, cutting, building on, but just as the project was approved. Simply the installation of a fourth court . Motion should be put on the floor today.
AVAILABLE SECOND : George Whitfield
DISCUSSION :
Dave Dundas: Vice President
Spoke to provide background on where Michael Clarke's questions have arisen regarding the direction to move away from the Canamex quote. Executive committee members were unable to contact the partners with Canamex and after some time of trying to contact them, felt we had to look at the next bidder which brought us to the figure of $140,000. Dave has learned since arriving at today's meeting that the Canamex partner, who was out of town, has now returned and has said Canamex will proceed with the quote.
Question: (No name given) Do we have a lease with the property
Answer: (Jack Queen) Yes, for nine years of which five are remaining
Paul McGerrity: Paul wanted to stop the fourth court and got 60 names to veto the fourth court. Sharon Wallace took the petition to GM. This petition was ignored and the vote for the fourth court expansion didn't amount to 40 people. If we are going to make such a huge change then we need to poll entire membership. Feels majority is against the fourth quote. Lose berm in front, lose lighting. Will be all concrete and place will look like Alcatraz
Al Alcomb: Al has been a member for 18 years of WRTC and former executive member. Al is very confused as he heard that Canamex hadn't built a tennis court. Al would like WRTC to get involved with Tomko and they are respected as tennis court builders. That aside, Jim Rhodes and Al worked on three projects to add a fourth court which made sense at the time, but which were turned down by the city. Tearing down fences, lights and impacting the jogging track are difficult to get approved by the City of White Rock . Al congratulates the executive on doing so much work, but can't say he buys into the new proposal.
What other big program is the executive planning to do with the money. We don't spend the money that is a surplus each year. Why pay another $70 for something that may happen later and then have too much money again.
Iris Claney: Iris has been a member for 13 years. Iris votes no to collecting the $70 levy and asks who wants the fourth court. The proposed fee should not be collected as no approved plans are in the work to justify collecting the money. Sixty members have signed petition against the fourth court. Iris would rather spend the money on a new surface. Iris would want to see a clear plan with timelines and amounts required then a vote can be called at the general meeting and do not require council approval. Another question pertains to who would use the fourth court? This tennis club was set up as a social tennis club. Somewhere along the way the social part has gone by the wayside. There are times where the courts are not in use. There are 353 members and the members wanting a fourth court say it is needed for league play. In the season of league play there are only ten games included and what percentage are league members - 10%. Why do we have to disrupt the club for 10% of the members? The City of White Rock was approached by Al and Jim to look into cost of moving the clubhouse. The members did not improve this plan. A second plan involved the cutting of trees and moving the track. This was not permitted to happen either. Future widening of North Bluff will be another fact to consider and yet another reason not to proceed with the fourth court proposal.
Hugh Smith: Hugh is from Canamex and was not invited as a representative of Canamex regarding technical aspects of what his company can do, but rather he is here as a member of WRTC. That said, Hugh said be assured that Canamex can do the work and are bonded. Hugh voted for the fourth court proposal and will step away from membership to help with what people wanted and avoid any conflict of interest. Hugh questions why the issues being raised today weren't handled last year at the September 2005 AGM. Hugh says Canamex is willing to open their books and can go through that process if the Club is interested. With regard to being available for questions, Hugh was in Kashmir working on a construction project and was always available via email. He had contacted Michael Clark, Jack Queen and Dave Dundas since his return to Canada .
Jack (No last name
Given): Jack has always against court in the trees and is all for what Iris said
MOTION : (Michael Clarke) I move that the executive implement the resolution re the fourth court as per the Septemer 2005 AGM .
SECOND : George Whitfield
DISCUSSION :
Paul McGerrity: Suggests doing a full poll of the membership by the executive and/or a polling company for a few hundred dollars to get a reliable count as it's a huge move. Paul has done his own poll and come up with a result of 92% against the fourth court. Paul's sample of the membership included every 10 th name on the membership list
Garth: We have to keep in mind that there are a lot of alternates and having money in the kitty it always helps in negotiation with other municipalities (such as Surrey) if can promise them a viable program. We should keep this in mind.
Joseph Incantalupo: Commented that the original costs was $72,000 and while he realizes that the Club doesn't have enough money for this, but the contractor, Canamex is willing to hold paper on this which is incredible.
Charles Wang: As much as Charles would like to have the 4 th court, changing the location near the street isn't attractive, so he will vote no to the proposal
George Whitfield: Keep in mind that the fact that we can get a fourth court for $70K is such a deal and will also be a great deal for future members of the Club
Brian Jones: 18 year member of WRTC. Dead against the fourth court. Has a concern that it's unconstitutional and illegal
Dave Dundas: Regarding constitutional issue: No previous body can overrule a future body. The executive is in no way bound to follow to decisions of previous executive.
In light of the fact that nothing has changed regarding the Canamex quote, we should follow through with the original proposal accepted at the September 2005 AGM.
Also wanted to point out a math correction regarding league play: WRTC has four league teams and each team has five games as well as the Junior program that has resulted in players such as Matthew Martin. The statement concerning court usage by an elite few and for the number of games mentioned earlier is incorrect.
Laverne Brown: New member (5 years) of WRTC. Interested to hear from Al Alcombs that there has been an effort to get fourth court before and it didn't work out. We appear to have a good cost and if we look ahead 7-8 years what might the cost be then
Janice Barnes: In favour of fourth court as only having three courts restricts events like Team Tennis or any kind of tournament event that has structure to it
Gloria Pierce: Member of WRTC since 1972. What guarantee do we get from the City of White Rock that our lease will be renewed in 5 years?
Jack Queen: Jack has spoken to the City and they say the lease renewal will be approved if the permit is approved
Al Alcomb: Concerned with the possibility of expansion with movement to street. Also concerned about the fact that previous experience indicates the jogging track cannot be impacted. Do we have permission to impact jogging track? Al would like to see a sensible program/proposal for the fourth court and will not vote until this is in place. Al is in favour of the 4 th court.
Jack Queen: The City of White Rock will not make any commitments until they have all paperwork/permits in place.
Garth: Will go along with what Al Alcomb is saying. Garth would like to see the terms of the paper that Canamex is proposing.
Hugh: Canamex just wants to help out and build a great court and Hugh is here to vote as a member
Paul McGerrity: Pro 4 th Court people are the small majority of the membership and involve those members involved in league play. Paul is interested in health/safety of the members. Paul reiterated his request and stated no one would object to hiring polling company for a couple hundred dollars to get a vote.
Nancy Hancock: Nancy would object to such a poll as it's redundant
Len: Would like to clarify a point: If these issues being discussed were brought up at AGM in September 2005 and the fourth court proposal was approved, then why are we having this meeting? For the people who don't want the fourth court, then where were you all at the AGM?
Jack Queen: Jack recommended to the executive we are approximately $25K over the budget approved for the fourth court proposal originally approved at the AGM. There are concerns that this amount could go higher ($105-115K) due to the need to draw/build a drainage system (from the engineer). Also fees to the City of White Rock for the permits could total $6K. We have spent $5K on the project and don't want to proceed further incurring costs without membership approval
Len: Len clarified that we are then “Not here to discuss whether to vote for fourth court as that's already been dealt with”, we only have to decide on whether to go over budget to carry on with the fourth court.
Helge Jensen: Reminded everyone that there is a motion on floor.
Jack Queen: Currently estimates costs to be at $140K. Don't know how much a job is going to be until we go ahead with it.
Mansour: WRTC does not have enough money to go ahead with the project. The $70 levy is not going to cover the total cost of this project and that's why we're meeting today.
Hugh: Quote still stands from Canamex
Roy Bishop: New member to WRTC. Would like to ask Canamex what is included in the quotation and what makes up the extra $25K being added to the costs.
Hugh: A quote is always going to come over cost in some cases and can contain the costs that had not been considered. Canamex doesn't look at what the city requires. Canamex performs based on all permits from the City being in place.
Question: Does the Canamex quote include the drainage and the lights?
(No Name)
Hugh: The quote includes everything discussed. Pioneer Paving is the subcontractor who will be handling the court surface and they have done many courts prior to WRTC and will guarantee the court surface. Costs incurred by the Club with regard to the City of White Rock are to be handled through the due diligence of WRTC.
Shirley Withenshaw: Member for 6 years and ask if projects goes through, how long will it take?
Hugh: Will need two months down time. While Hugh can't guarantee everything regarding timing, it is possible that things might be done quicker (June/July)
Jack Queen: Keep in mind that we will need to add two months time from the City of White Rock to get approval on the permits prior to work starting.
Michael Clarke: Michael clarified that we knew what we were putting forward in September and we asked for approval from the membership with a 10% overrun on $73K quote. Question that the membership has to decide is what the cost overrun is and whether it is acceptable.
Marcine Williams: Not thinking about feasibility.
Janice Barnes: Can't believe they will approve the moving of the courts to the street side if there are plans to widen 16 th Avenue .
Jack Queen: Spoke with Steven Richardson, Director of Planning Services with White Rock and Steven confirmed that the City is not planning to expand 16 th Avenue , so this will not be a concern regarding the fourth court proposal.
Len: Proposes we vote on the current motion and decide if we do want to give the executive more money
VOTE : Yes: 25 - No: 55
Question: WRTC constitution says that we cannot vote without a quorum. Need to at least count the abstentions to be certain quorum was achieved
Recount requested. MOTION DEFEATED
ACTION : Motion was defeated to proceed with fourth court proposal. Plans have been shelved for now and WRTC Executive will make a new plan for acceptance at a later date.
• Levy Fee
• WRTC membership must now decide if it is to retain the assessment fee until the decision is made for what to do with the money.
MOTION : (Jack Queen) WRTC is to retain the 2006 Assessment Fee collected until the Members decide how the money is to be spent.”
SECOND : Helge Jensen
DISCUSSION :
Ilse: Wants to know how much to pay for dues as she hasn't paid the levy
(no last name given)
Jack Queen: At this time the levy is to be retained until the members decide how the money is to be spent and that will be decided as soon as the vote is taken on the motion on the floor.
Margann: Margann is just wondering about the fee if it has already paid. How will we decide what is going to be done:
Dave Pentland: Think we should keep the funds but find an expeditious way to use them. Dave gave up skiing today to attend this meeting.
Sylvia Sawatsky: Think those that have paid can receive money back or should be able to leave it to be carried over to next year to cover the fees
Marcine Williams: Wants levy to be returned
(No Name): Thinks levy should be refunded as we don't know what's going to happen next year and some people might not even live in White Rock.
Mansour: Asked if there could be an amendment to the motion saying that we collect the levy of $70 from everyone and retain it for membership towards 2007, not for future projects.
Howard: Howard wants to ensure that all members are treated the same with regard to the levy – either everyone pays it or everyone has it refunded.
QUESTION: CALLED. VOTE: YES 25 - NO: 30 DEFEATED
• Levy Reimbursement
MOTION : (Jack Queen) Instead of immediately refunding the assessment fee to each member, WRTC will retain the fee and the money is to be applied against the membership for the 2007 season. If the membership fee is less than $70 and a member would like reimbursement, the member is asked to contact the Treasurer.”
SECOND : Helge Jensen VOTE: 34 YES - 10 NO CARRIED
• Further Business
• The WRTC Executive has no more official business
• There is a proposal by Paul McGerrity
• Soft Court Surface
• Paul has a proposal to have soft courts done on the three existing courts that can be done in ten days and the contractor has a date available for May 2nd
• No motion was made concerning this proposal
• Mansour stated there was not enough money to cover this proposal
• Janice Barnes said that soft court surface is easy on the knees but a problem for ankle injuries and this should be considered
• Jack Queen noted there are still lots of proposals to consider but that the membership is getting low on energy
MOTION : (Mike Z) MOVE TO ADJOURN THE MEETING
SECOND : Len
There being no further items to discuss, the meeting was adjourned at 2:35 pm