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Executive Meeting
White Rock Tennis Club
June 19th- 2010
10:30 apm at the clubhouse
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Executive Meeting
White Rock Tennis Club
May 13th- 2010
7 pm at the clubhouse
Minutes of Executive Meeting May 13-10 at 7:00pm at Clubhouse:
Attending – Paul, Dave, Craig, Mansour, Nancy, Lorne, Judy, Wayne, Helge
Approval of Agenda – M/S/C Dave/Craig
Approval of Minutes of Mar 30 th + April 2 nd meetings – M/S/C Dave/Lorne
Business Arising: - Paul + others as noted:
a] Coaching Applicants:
Treasurer’s Report: – Mansour
a] Term deposits $40,000 ; Chequing account $10,000 ; Total $50,000
b] Members to date – 26 honorary, 6 junior, 267 adults, 299 total.
c] Declined to rejoin this year = 30; not paid as yet = 21
d] There are 4 members with extenuating circumstances; agreed to waive fees and make hon. Members.
Maintenance Director : Wayne
a] Couple short cracks on court surface – will contact contractor
b] Cluhouse toilets – repairs or replacements needed soon
c] Painting of benches – some done; some to be done
d] Deck – paint in next month
Social Director: Judy
a] Little to report except some informal Friday night socials will probably occur.
Junior Director: – Lorne
a] Some new Junior members; can still take more.
b] Talking with Bruce Webster who is starting new junior league; support this.
Tournament Director – Nancy [Paul also]
a] Spring League – now proceeding
b] Holiday fun tournament/socials – 1 st successful; 2 nd on Victoria Day
c] Beach League in July + August – looking for volunteers to assist
Other Business: Paul
a] Letter from Len Colman [member] re sponsorship; agreed we don’t want permanent but will do for Mixed doubles tourney only and/or October dinner-dance.
b] Lawn Bowling Club – we have gate key, but our members not always locking their door; Wayne offers to review situation and report back to us; also, they have agreed we can again use their hall for AGM.
c] New Members night – set for Friday June 4 th, run by Paul and Judy, 6:00 to 8:30pm
Adjournment –8:30pm M/S/C Craig/Lorne
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Executive Meeting
White Rock Tennis Club
Friday April 2 - 2010
8:30 am at the clubhouse
[Coaching Policy ONLY].
Attending – Paul, Dave, Craig, Mansour, Nancy, Lorne, Wayne
Approval of Agenda – M/S/C Mansour/Lorne
Approval of minutes - to be considered at next Exec. Meeting.
Coaching Policy:
a] This item, more major in scope, was held over from the last meeting in order to allow broader attendance and a more in-depth discussion of all points presented in the draft policy tabled at the last meeting.
b] Extensive and detailed discussions ensued on all points presented in the policy; all Directors present made thoughtful contributions; all Directors were heard; all discussions moved towards consensus; all decisions became definitive and unanimously supported; a great example of collaborative decision-making.
c] The final agreed upon Coaching Policy is as follows:
Coaching policy for White Rock Tennis Club (WRTC) April 2, 2010
This position paper was constructed by the WRTC Executive for the sole purpose of hiring a Part Time Tennis Coach and our desire to protect the quality of our unique Tennis Club.
The city of White Rock has the use of all courts Wednesday mornings from 9:00 AM – Noon and Monday evenings from 5:00 PM – 6:30 PM for May and June.
Open teaching Times for the Pro are:
7 days a week 8:00 AM – 10:30 AM for 2 courts as long as there is no league matches. Check the web site for details of these in April and May. (other than noted above)
Fees:
The coach will be responsible for setting the fee structure in consultation with the WRTC Executive. The Coach will report to the Executive.
The split on all fees unless otherwise noted will be 20% WRTC and 80% the Coach. The Coach will keep a time sheet and submit with payment 1 week after the end of each month to the Treasurer.
Students must make payments for lessons in advance. Payment must be made before start of the first lesson.
Initials (WRTC President___________) Coach(__________
Page 2 of 2
The coach may not hire or use Assistant coaches without written permission from the Executive.
The coach will be an honorary member of WRTC while they teach at our club. They will be bound by all the rules of the Club. They will conduct themselves in line with the ITF Coaches guideline (copy attached)*
The coach will be expected to attend a portion of the WRTC Executive meetings if and when requested to by the Executive.
An ‘Open House’ event will be hosted by the Executive to make the members aware of the new Coach each year. The Executive will determine the time and place and work with the coach on remuneration for this event.
The coach will have a minimum Level 1 Current Tennis Canada Certification or equivalent deemed by the Executive.
Signed on April_________ 2010-04-05
(x)………………………………………….. (x)………………………………….
Paul Leroy ___________________________
President WRTC 2010 Coach WRTC 2010
d] It was agreed the completed Coaching Policy will be separately posted on the WRTC website so that all stakeholders including the public will have access to this document. It was M/S/C that this policy be adopted for the WRTC ... Dave/Wayne.
MeetingAdjournment –9:15pm M/S/C Craig/Nancy
Next Meeting – to be set by Paul.
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Executive Meeting
White Rock Tennis Club
March 30th 2010
7:30 pm at the clubhouse
Attending – Paul, Craig, Mansour, Nancy, Lorne, Wayne, Helge
Approval of Agenda – M/S/C Nancy, Craig
Approval of minutes of Jan 30-10 – M/S/C Lorne/Craig
Business arising since last meeting – Paul + others as noted:
a] Ball Machine – Wayne is away ... Helge reports machine is probably in for repair.
b] Coaching Policy - ad-hoc committee of Paul, Wayne, Dave, and Lorne has formulated a policy in point form [sent to all Directors ] ... Henney has declined to coach this year ... policy to be discussed further this Friday morning when more Directors are present ... M/S/C Craig/Mansour
c] City of WR lessons ... Paul reported that the City of White Rock will be giving lessons on the Club’s court Monday 5:00 to 8:00 and Weednesday mornings 9:00 to noon.
d] Paul has talked with a member who, it is reported, as using the WRTC clubhouse almost like a winter cabin, or second residence ... although Directors not happy with this because of extra light and heating, it was generally agreed that moral suasion rather than heavy handedness is the better way to handle.
Treasurer’s Report - Mansour
a] Term deposits $28,000 ; Chequing account $4900 ; Total $32,900
b] Members to date – 46 paid, 27 honorary, 73 total, many cheques coming in.
Junior Director – Lorne
a] Planning to recruit new junior members.
b] Planning to get into Wednesday morning league.
Tournament Director – Nancy
a] Spring League – organized ... see website for schedules.
b] Nearly all recruited for holiday fun tournament/socials.
Adjournment –8:20pm M/S/C Mansour/Nancy
Next Meeting – Friday April 2-10 at 8:30am at Clubhouse [Coaching Policy ONLY].
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Executive Meeting
White Rock Tennis Club
Saturday January 30th 2010
at the clubhouse
Attending – Paul, Dave, Craig, Mansour, Nancy, Lorne, Judy, Wayne, Helge
Approval of Agenda – M/S/C Mansour, Dave
Approval of minutes of Nov 21-09 – M/S/C Lorne/Judy
Business arising since last meeting – Paul + others as noted:
a] Ball Machine – Wayne has researched this with Tomco Sports and others ... our existing one needs repairs to oscillator motor and switch plus cleaning at $500 to $560 ... a new machine will cost us $3000 to $7000 depending on features and quality ... some good discussions : comparisons to what other clubs are using, current machine is viable. It was unanimous that we authorize Wayne to get our existing one repaired ASAP.
b] Coaching Policy - ad-hoc committee of Paul, Wayne, Dave, and Lorne set up in November to develop a policy, and make recommendations ... couple of other club examples obtained ... moving ahead.
c] AGM Society Documents – now filed by Paul with Societies branch of BC Government ... copy of Society Act tabled ... all originals have gone to file cabinet in clubhouse ... cc’s kept by Paul/Craig. Dave will send e copy to executive.
d] Dishwasher – Wayne reports dishwasher purchase/ installation now complete ... under budget.
e] New Years Tourney – Paul/Helge report 40 people ... successful event.
f] Tournament Board – has been reprinted now to format of earlier years, pursuant item 7 Nov 21 st minutes ... some discussions ... may possibly consider other options in future meetings.
Treasurer’s Report - Mansoura] Term deposits $31,000 ; Chequing account $300 ; Total $31,300
b] Parking situation ... City tried to bill us $2600, up from $850 last year ...
Mansour negotiated with them, got them to back down, and arrived at a final invoice of $930 , saving the club $1670 ...
c] Phone service switched from Telus to Shaw.
d] Notice of Dues to all members ... Paul to draft letter ... Helge to email ... Craig snails mail w/o email.
e] Membership Dues in Future ... must look strategic and may have to adjust to keep ahead of demands.
Maintenance Director – Wayne
a] Clean up day will be April 17 th ... all member invite ... windscreens/benches/clean up etc.
b] Windscreens – being repaired now, ready for April 17 th ... see Nov 21 st minutes.
c] Roof to be pressure washed by Wayne/Helge ... careful guys!
d] Marathon contracted to clean courts ... to be done after April 17 th.
Social Director – Judy
a] Nothing to report except planning ahead for this year’s activities.
6. Tournament Director – Nancy
a] Spring League – discussions re balls, fees, etc
b] Court allocations – lessons, leagues, City of WR, fun tournaments need to be considered.
c] League team membership thru Tennis BC costs $50 + cost of home balls to be paid for by the Club. M/S/C Lorne/Helge
d] Fun Tournies ... idea of groups other than Exec. Running tournies last year worked well . Nancy, Judy and Paul will organize inviting individuals/groups to run events.
Other Business – received letter advising it appears another member is using the WRTC clubhouse almost like a winter cabin, or second residence ... Paul/Craig to discuss situation with this member.
Adjournment – 10:30am M/S/C Nancy/Dave that the meeting be adjourned.
Next Meeting – probably in March after Olympics ... to be set by Paul.
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Executive Meeting
White Rock Tennis Club
Saturday November 21st 2009
9:am at the clubhouse
Attending – Paul, Dave, Craig, Mansour, Nancy, Lorne, Judy, Wayne, Helge
Guests for Item.10– David Anson, Tony Numans
Item.1
Approval of Agenda – M/S/C Judy/Craig
Item.2
Approval of minutes of Aug 29-09 – M/S/C Mansour/Craig
Item.3
Business arising since last meeting – Paul:
a] Ball Machine – ongoing issue; replace control board or get a new machine; Wayne to review
b] Coaching – Paul outlines efforts of last year to deal with this issue; ongoing questions regarding Tennis B.C. certification, Executive sanctioning, court allocation, and compensation; ad-hoc committee of Paul, Wayne, Dave, and Lorne set up to review this question, develop a ‘Coaching Policy’, and make recommendations; Paul to bring existing contracts, while Dave to bring examples from other clubs. Other members may be invited to join.
Item.4
c] AGM Society Documents – to be filed with Societies branch of BC Government, re new Directors and one change to Constitution; Craig to send addresses to Paul; Paul to implement filing process.
Item.5
Treasurer’s Report - Mansour
a] Term deposits $31,000 ; Chequing account $ 4,500 ; Total $35,500
b] Membership 329 including juniors and 3 new adult members in September.
Item.6
Tournament Director – Paul and Nancy
a] Club championship – successfully run; minor only changes for next year
b] Edyth Webster Tournament – at New West Club this year; wil be at WRTC this year; use sign up sheet.
c] Labour Day tournament – successfuld] Mixed Doubles tourney – run by Nancy and Dave;
recommend similar next year, Fri, Sat, Sun in Sept; Nancy is looking at new Ladies league and will report asap.
e] Over-riding comment – continue getting members other than Executive to run the day tournies.
Item.7
Social Director – Judy
a] Dinner/Dance at hazel mere – highly successful; recommend set date/place earlier next year.
b] New Year at WRTC – Helge, Paul to organize; Paul to get liquor licence.
Item.8
Junior Director – Lorne
a] Lorne advises can build junior base from present 4 to 10 or 12 by Spring; needs court allocation.
b] Further discussions in due course
Item 9
Maintenance Director – Wayne
a] Court Cleaner [blower] – old one traded in for new one, better quality; $1950 ; on maint. schedule
b] Gutters cleaned by Wayne and Helge; roof to be carefully pressure washed in Spring.
c] Windscreens – some torn by recent winds; need repairs and some replacement; Wayne to implement
d] Clubhouse appliances – with so many events using clubhouse, and dirty dishes often left for other,
recommend a dishwasher; with microwave losing power slowly, recommend new one; motion for ‘new dishwasher at $1600 max installed and new microwave at $500 max installed’; M/S/C Wayne, Craig.
Item.10
Club Tournament Board – Guests each read letter regarding concerns for recent format changing of last year of winner records; Helge outlined how issue was handled in emails to Executive; many good discussions ensued; M/S/C Wayne/Craig that ‘club to reverse this decision and go back to format that has existed for years, and to further consider the issue at the next Executive meeting’.
Adjournment – 10:30am M/S/C Judy/ Mansour
Next Meeting – probably in February, to be set by Paul.
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Executive Meeting
White Rock Tennis Club
Saturday August 29-2009
at the clubhouse
Attending – Paul, Helge, David [left 15 minutes early], Craig
Absent – Betty Anne, Mansour, Roselyn, Judy
Note – as quorum not present, it was agreed to make this an informational meeting only.
1. Approval of Agenda - agreed
Presentation only of Minutes of July 11-09 meeting
Business arising since last meeting:
a] Ball retrievers – no tube retrievers purchases, but rather rely on existing 3 to 4 basket retrievers.
b] Ball Machine – this issue to be referred to new Executive
c] Signs – have been installed
d] New Coaching Policy – to be referred to new Executive
e] Letter requesting late penalty sent to one member – if not received, member will not be in good standing.
4.Treasurer’s Report – Paul for Mansour:
a] Budget for 2009/10 presented; to be presented at AGM
b] Fees for 2009/10 – suggest same as this year at $75, late penalty past April 30 at $25, new initiations $150
c] Membership presently full at 325
5. Maintenance Report – David:
a] Drag carpets for cleaning courts – wearing out and leaving dirt on courts; agreed replace; Helge to implement
b] Lines on parking lot – David obtaining quotes for our side only, plus whole lot including bowling side.
c] Blue Box – some logistical and communication issues discussed – referred to new Executive
6. Social Events – Paul and Helge:
a] Fun Tourney BC Day Aug3-09 – very successful; thanks go to organizers Al/Helen Meins + Jack/Shirley Withenshaw.
b] Fun Tourney for Labour Day weekend Sept 6-09 being organized by Men’s C2 league.
c] Annual Dance Friday Oct 2-09 – tickets on sale by organizing committee.
d) Edyth Webster Tournament to be held at New West on September 20 th. Colleen Torsky has agreed to put the team together.
7.Tournaments – Paul:
a] Club Tourney presently being played till end of August; moving along well
b] Sept 27-27 Open Mixed – being organized by Dave Pentland + Nancy Hancock
8.Nominating Committee canvassing members for new Director positions as of AGM
9.Annual General Meeting – to be held Tuesday September 29-09 at 7:00pm at Bowling Club adjacent
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Executive Meeting
White Rock Tennis Club
Saturday July 11-2009 - 9 am
at the clubhouse
Attending – Paul, Lyn, Judy, Roselyn, Helge [till 12:00 noon], Mansour, David, Craig. Absent – Betty Ann
1. Approval of Agenda in modified form – M/S/C Mansour, Judy
2. Approval of Minutes of June 6-09 in modified form [ noting Helge left at 10:00am] – M/S/C Lyn, David
3. Treasurers Report – Mansour:
a] $31,000 in term deposits, $10,700 in chequing account, total = $41,700 – all bills paid except $500
b] Memberships = renew 254, new 35, honorary 27, junior 4, total = 320
c] Limiting membership to 325 for 2009
d] Executive confirms $25 late charge past April 30 is club policy.
e] Helge to place PDF version of membership list on website for easier printing by members.
f] Usual turnover of members each year is over 40
4. Maintenance Report – David:
a] Break-in to courts – door locks broken; replaced free gratis new stronger latches by Steffin Wild, On Point Installations Ltd [604] 767-4650
b] Towel racks replaced in clubhouse [3].
c] Painting done on east deck and benches; 2 nd stage more to north and west to be done this week.
d] Ball retreiver unit is suspected of causing chipping damage to courts; decision made to retire this unit and instead use 2 existing wire baskets plus purchases 2 new collection tubes. Paul to make purchase and to inform Henny.
e] Sign is up now regarding daily court cleaning being done free gratis by member D. McCabe; some members still complain re disruption to play.
f] Ball Machine – existing unit requires repair to motherboard by sending to California; the option to this is to purchase or lease a new better unit [Lyn to get quotes on leasing].
G] ‘Members and Guests Only’ signs still to be made and installed.
5. Social Events – Judy:
a] New Members night June 19 th- good socializing and tennis; appeared to be very successful.
a] July 1 st fun Day – run by Ladies 2B; well organized, good format, very successful; thanks goes out to Barb Haddleton and her team!
b] BC Day event may be switched to drop in social event.
c] Labour Day event – to be run by Men’s C2.
d] Dinner/Dance in Fall – members to be canvassed by email regarding their interest and assistance.
e] Notice is in place in clubhouse regarding supplies required by those running various events.
6. Junior Programs – Roselyn:
a] Saturday morning programs in May/June – run by Arron Rivard + 2 others coaches; very successful; may do in August also.
b] Week- long camps by Tennis XL c/o Nash Vuletic – 1 st camp cancelled low enrolment; 2 nd still hopeful for next week.
7. Tournaments – Lyn:
a] BC Mixed Open Doubles Tourney Sept 24-27 – non-sanctioned event to be organized by Dave Pentland; combination club courts + public courts nearby; good opportunity to display our new courts to players from other locales.
b] Club Tournament – only partially successful last year; Lyn to draft proposed new format for this year. Paul will help with running.
8. Lesson Providers – Paul/Lyn/Craig:
a] Henny and George – as non-sanctioned coaches for members only; letter of understanding in place for 2009 only; some congestion problems still exist in early am. b] Sanctioned and Certified Coach for Club – 2 interviews to date; Paul will attempt to develop a policy guideline for future guidance.
9. Block Booking Requests – Paul:
a] Extensive discussions ensued on this issue, with varying opinions; one position suggests keeping courts open to all members at all times because of continuing court congestion; the opposing position suggests block booking for mixed, men’s, ladies, league practice, etc. ; other positions suggest a combination of both; decided to bring this issue to AGM for member input and preferences; for now, keep as open play; requests of late have been b] and c] below:
b] Friday Evening Mixed Doubles – request by member to set aside courts for designated mixed doubles only on Friday evenings; attempted as a trial for 2 Fridays with mixed success. See above 9a
c] Friday Morning League Practice – request by member to set aside courts for designated ladies league practice on Friday mornings; Exec decided not to grant this request; Paul to reply to this member. See above 9a
10. Requests to Coach - Paul:
a] Extensive discussion ensued on this issue, again with concern for court congestion, but also the uncertainty existing with lack of a coaching policy yet to be put in place; request of late have been b] and c] below:
b] from Bruce Webster in email to Paul – after discussion, resultant motion was ‘Allow Bruce Webster to coach members on WRTC courts for 2009 under the same conditions as other 2 existing non-sanctioned coaches’; M/S/Def – Paul to reply to Bruce.
c] from Lyn Drake in email to Paul – this request was more detailed, more specifically to coach progressive tennis to beginner and intermediate adults through Tennis XL; after discussion, resultant motion was ‘Allow Lyn Drake to coach progressive tennis through Tennis XL on Saturday nights, members and non-members’; M/S/Def - Roselyn, Judy, Def – Paul to reply to Lyn.
11. Amendment to Constitution – Paul:
a] Regarding existing article 5 of Bylaws reading ‘A quorum for all general membership meetings shall be twenty percent (20%) 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 was present’; after discussion, resultant motion was ‘Under article 5 of Bylaws, change percentage from 20% to 10%’ ; M/S/C - Lyn/Craig
Next Year’s Executive –
Paul to be in touch with nominating Committee (John Torsky, Lorne Daggett, Dave Pentland, Shirley Hill)..
13. Adjournment at 12:20pm.
Minutes respectfully submitted by Craig Harrold
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Executive Meeting
White Rock Tennis Club
Saturday June 06 - 2009
at the clubhouse
PRESENT: Paul, David, Helge, Judy, Lyn, Mansour (Regrets: Craig, Betty Anne, Ros)
AGENDA:
The date of the Agenda was amended to June 6, 2009 and two items were added: court congestion and Beach League. The following motion was then approved:
MOVED that the Agenda be accepted. (Judy/Mansour). Carried
MINUTES: The May 2 Minutes were amended to include David’s name (as he had attended that meeting), and the following motion was then approved:
MOVED THAT the Minutes of the May 2 & 19 meeting be adopted. (Lyn/Helge) Carried
TREASURER’S REPORT: (Mansour)The current financial situation is as follows:
• $28,000 in term deposits ($22,000 of which will be transferred into the contingency fund for future resurfacing of the courts)
• $12,600 in the chequing account — all major expenditures to date have been paid. Mansour will move $3,000 from the chequing account into a cashable TD.
• After a long and arduous battle with BC Hydro, Mansour finally got them to remove the old metre and issue the club with a credit. The executive expressed their appreciation for his persistence!
Membership :• 244 renewals • 27 new members • 28 honorary members • 3 juniors
MAINTENANCE: (David)
Blue box: David has placed a sign on the box indicating what it considered acceptable for recycling. The City will pick up every fortnight.
Court cleaning: The blowing of the courts during playtime continues to be a source of annoyance to some members. The executive had a lengthy discussion as to how this could be alleviated. Several suggestions were put forward including hiring someone to blow the courts at 7:30 a.m. each morning. Apparently though, blowing early in the a.m. has met with resistance from the neighbours and since the courts only need to be blown after a windy night it was felt that given these parameters hiring someone was not the answer. In other clubs, the courts are frequently closed for maintenance and these times are posted. The executive felt that WRTC should do the same and a sign will be posted on the courts indicating that members playing in the morning may be asked to vacate the courts for ten minutes so that they can be cleaned.
Paper plates: Biodegradable plates are available from Walmart and the club will start using these once the existing supply runs out. Judy is to make purchase.
Ball machine: A discussion regarding fixing the ball machine vs purchasing a new one ensued. Lyn will check prices on new machines, Helge will determine the cost of a new motherboard for the existing ball machine. Those individuals wishing to use the ball machine have been picking up and returning the shed key to Mansour and this is working well. Anyone wishing to use the machine should call Mansour (604 531 4233). Paul may also be called 535-7472. The ball machine needs regular cleaning and maintenance. Mansour/Paul will approach those using the machine re cleaning. Helge is to act as instructor.
SOCIAL EVENTS: (Judy)
Fun Day Tournaments:
• Despite the rainout, the Victoria Day Tournament, organized by Men’s Division B1 team, went very well and they are to be commended.
• The Canada Day Tournament is now scheduled for July 1 and is being organized by the Ladies’ Division 2B team.
• The Men’s Division C2 team will be organizing the Labour Day Tournament.
• Judy is still looking for a group of members to organize the BC Day Tournament.
Supplies: In addition to periodically checking the supplies, Judy will place a sign on the cupboard asking members to contact her if they see supplies are running low.
New Members Night: Scheduled for June 19 ... both new and existing members are invited for tennis and light refreshments. To be organized by Judy and Paul.
JUNIORS: (Ros)
The current Saturday Juniors’ Camp is going very well. The last day will be June 20 or 27 if one of the sessions gets rained out. Some parents have expressed an interest in the summer camp running the first two weeks of July from 8 a.m. to noon. Brochures are available on the club notice board.
TOURNAMENTS (Lyn)
Friday Mixed doubled:
An email was received from a member suggesting that Friday nights be set aside for drop-in mixed doubles. After some discussion the executive agreed that the following format will be tried on June 26 and July 10, and if successful will continue for the summer.
• all three courts will be reserved from 6:30 - 10 p.m. for mixed doubles
• separate sign-up sheets will be provided for men and women thus allowing those individuals who don’t have a partner to participate.
• the numbers will be limited to 12 women and 12 men and will be on a first-come-first-served basis.
• those participating will be responsible for organizing the play.
Beach League:
The club will be participating in Beach League again this year. There are usually seven matches scheduled from the first week of July through end August. Lyn and Paul will be organizing these matches. Eligible members (those playing at or below Ladies’ Division 2 and Men’s C) should sign up on the sheets provided indicating their availability and whether they wish to play as much as possible or only as a spare.
OTHER BUSINESS:
Discussions with lesson providers: Paul has given letters of agreement to Henny and George. The following motion was proposed:
MOVED THAT in view of her longstanding relationship with the club, Henny Schepel be permitted -- for the 2009 season -- to become a member of WRTC. (Lyn/David) Carried
Paul has also been in touch with Kevin, a Jamaican coach currently coaching at Hazelmere, who might be interested in coaching at WRTC as well.
MOVED THAT Paul, Lyn and Craig meet with the potential applicant and make a recommendation to the executive. (Judy/David) Carried
City of White Rock:
The City has advised Paul that they don’t need the courts on Wednesdays for the month of June.
Court Congestion:
David presented the executive with a sheet of suggestions with pros and cons for dealing with the problem of court congestion. Possible solutions included the use of timers limiting play, reducing membership numbers in future and changing the end time for drop-in tennis from 3:30 p.m. to 2:30 p.m. After considering all the options, it was agreed that the most effective way to handle this problem was to start the drop-in tennis at 11:30 a.m. and change the end time to 2:30 p.m. The following motion was then passed:
MOVED THAT effective July 1, 2009 — in an attempt to alleviate the court congestion on busy days — the drop-in tennis hours be 11:30 a.m. to 2:30 p.m. (Lyn/Mansour) Carried
Lyn will make a new sign for the sign-up board.
Amendments to the Constitution:
In view of low attendance at AGMs and the need, sometimes, to reschedule due to lack of quorum, Paul suggested that the quorum be amended from 20% to 10%. This should be placed on the agenda for membership approval at the next AGM.
To improve communication with members, Lyn offered to prepare a newsletter highlighting items of interest from the minutes, which could be emailed to the membership.
Lyn recorded the minutes of the meeting.
The meeting adjourned at 11:30 a.m.
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Executive Meeting
White Rock Tennis Club
Tuesday May 19th 2009 - 7: pm
at the clubhouse
PRESENT: Paul - Craig -David - Helge - Lyn - Mainsour - Roselyn
AGENDA: MOTION: THAT the Agenda be accepted .
M/S/C (Mansour /David).
MINUTES: Tabled until the next meeting.
BALL MACHINE:
Considerable discussion took place regarding the executive’s decision to restrict the usage of the ball machine during certain coaching lessons. Paul had received numerous emails and phone calls from members, mostly requesting that the executive reconsider this decision. David took a few minutes to explain to those who had not been present for the previous discussion why he had voted in favour of the motion, and why his view of this had now changed.
Paul had talked to the club’s insurance agent who advised that liability in the event of an injury is not an issue so far as the club is concerned as both the club and its members are covered. Also, if a member gives lessons to other members, they are covered provided this is not their primary source of income. He did, however, indicate that a non-member giving lessons to members isn’t covered under the club’s policy.
It was then decided that in view of the opinions expressed by so many, the motion regarding use of ball machine should be rescinded and the following motion was put forward:
MOTION: THAT the Executive rescind the motion, “that in coaching situations, only an Executive-sanctioned coach may have access to the ball machine.” Passed at the May 2, 2009 executive meeting.
M/S/C (Mansour/Lyn).
It was noted that the second motion in the previous minutes regarding the club receiving 20% of coaching fees should stand.
Paul will talk to Hennie and George (who apparently has also been coaching some members) regarding their fee structures and the 20% payment to the club. It is important that they understand that any agreement reached with the club is for this season only. Paul will also suggest to Hennie that she become a member of the club as this would protect her vis-a-vis liability. Craig and Lyn felt that a letter of agreement should be drawn up for both individuals outlining the terms and conditions. Paul wanted to talk to them first before preparing a letter for them. Paul will also clarify with Hennie the issue of timing ... the City of White Rock ha s block booked the courts Wed. morning and all members and coaches must respect this.
JUNIOR TENNIS CAMP:
Nash Vuletic of Tennis XL had approached Lyn about holding summer camps at the White Rock Tennis Club. Lyn had put him in touch with Paul and Ros, and a draft brochure had been circulated to the executive. David had proofed the brochure and found several typos and inconsistencies ... these should be corrected to ensure that the finished product looks professional.
The intention is to hold two one week camps (probably 8 a.m. - noon, Mon. - Fri., during July) for 4-5 year-olds, 6-7 year-olds, 8-11 year-old and 12-15 year-olds. The executive was in favour of trying this approach and Ros will communicate this to Nash and Paul will speak to the City of White Rock. The executive also instructed Ros to negotiate the rates for the camps and indicate that the club is not interested in receiving its 20% of the revenue and would prefer to have the camp fees reduced by such amount.
The meeting adjourned at 8:30 p.m.
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Executive Meeting
White Rock Tennis Club
Saturday May 02 - 2009 - 09:00 am
at the clubhouse
Attending: Paul, Craig, Mansour, Helge, Judy , Lyn
Absent: Betty Anne, Roselyn [attending to our first coaching clinic]
Approval of Agenda: M/S/C Mansour, Lyn
Approval of Minutes of March 28/09: M/S/C Helge, Mansour
Treasurer’s Report: Mansour
Operating account $20,000 Term deposits $11,670 Total $39,670 Outstanding invoices less than $3000
Memberships Adult renewed 224, Adult new 14, Junior new 2, Honorary 27, Total 267
Agreed re fees not paid by end of May – Paul will send out reminder letter
Agreed no fee for Moti Bali this year because of special medical circumstances
Maintenance Report: No Trespassing’ sign to be placed on corner fence – Lyn volunteered to purchase sign
Deck on east of clubhouse has been prepared for paint, and will request volunteers.
Power wash of courts – will be done week of May 4 th on rainy days
Social Events: Judy
April 25 th – 40 people participated, others just lunch, went well, self-supporting.
May 18 th Victoria Day wooden raqet fun tourney to be run by men’s B1 team. Dave Pentland the organizer
Future fun tourneys – agreed all efforts will be made to assure Executive does not run or do all the work, but rather have each one run by assigned [volunteered] group of members, for BOTH tourney and food portions, with President, Social Director, and Tourney Director available for advisory only.
Next fun tourneys July 4 th, BC Day, Labour Day
Junior Program Saturday mornings May and June: Paul for Roselyn
Program response has been good especially ages 5-7: some openings still available
May 2 nd was starting day – lots of enthusiasm evident!
Banking is being done thru operating account with separate line items for revenue/expense
Tournaments: Lyn, Limited response to survey left at clubhouse
Other Business - Coaches, ball machine, contracts:
Extensive discussion re wear/tear plus damage to ball machine, plus cleanliness of courts
1 st Motion M/S/C Helge, Judy, that “in coaching situations, only an Executive sanctioned coach may have access to ball machine”.
2nd Motion M/S/C Helge, David, that “Effective June 1/09, any non-sanctioned coach giving lessons to members on WRTC courts shall reimburse 20% of agreed fees [between coach and Executive] to the WRTC”.
Adjournment: M/S/C at 10:45am; Next meeting June 6th at 9:00am
Minutes respectfully submitted,Craig Harrold, Vice Pricedent
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Executive Meeting
White Rock Tennis Club
Saturday March 28 - 2009 - 09:00 am
at the clubhouse
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Executive Meeting
White Rock Tennis Club
February 14th - 2009 - 09:00
at the clubhouse
Attending: Paul Leroy, Mansour Zainali, Roz Kraft, Helge Jensen, David Anson,
Craig Harrold, Judy Portman, Betty Anne Rivers Wang, Michael Zyrmiak.
Meeting called to order: 9:05
Approval Agenda: Roz/Mansour M/S/C
Approval of the Minutes Oct 18, 2008. Michael/Roz M/S/C
Motion Helge/Mansour. M/S/C That the executive accepts with regret the resignation of Michael’s Zrymiak.
Motion: That David Anson be appointed grounds maintenance director. Mansour/Judy M/S/C
Motion: Roz/Judy M/S/C That Craig Harrold be appointed Vice President.
Discussion of overview of the coming tennis year. Paul to send out an information notice to the membership. Members are encouraged to contribute to the organization of events. Most jobs needed are one time only and not time-consuming.
Business Arising
Social Director’s report: Judy Portman. New Year’s party – Approximately 30 members came to the afternoon drop-in. Will plan to hold the event next year.
Grounds & Maintenance Director’s Report: David Anson. Powerwashing and crack filling to be attended to.; powerwashing after the pollen season. Moss removal on the roof; roof is approaching the end of its life.
New Business: Fun Tournaments:
Opening Day: Saturday, April 25, 2009.
Victoria Day: Sunday, May 24, 2009
An independent Canada Day: Saturday, July 4, 2009
Adjournment: 10:10 a.m.
Next meeting: Saturday, March 28, 2009. 9:00 a.m. at the Clubhouse.
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Executive Meeting
White Rock Tennis Club
Saturday Oct 18 2008 - 09:30
at the clubhouse
Attended by : Paul Leroy, Roselyn Kraft, Judy Portman, Mansour Zainali, Helge Jensen, and Michael Zrymiak.
Absent: Betty Anne Rivers Wang
Meeting Called to Order at 09:30 PM by the President.
Agenda M/S/C Mansour/Roselyn/C.
Minutes of Last Meeting. M/S/C Roselyn/Helge/C.
Treasurer’s Report
Mansour reported the Club’s financial position as follows: Term Deposit $17,201.31 and Cash on Hand $9898. The membership is 318 with 3 new members.
An audit of the 2007-08 year has been completed and submitted by Paul George.
Maintenance Report
A revised list of Responsibilities for the Grounds & Maintenance Director was discussed and accepted. Mike will attempt to recruit a member to serve in this capacity. In the meantime all members of the Executive will share in carrying out these duties.
Social Events
New Year Party . Paul will arrange the liquor license and buy the liquor for the New Year Party. Judy will coordinate the publicity and coordinate with Helge for inclusion on the website.
Saturday Evening and Other Socials. Judy will encourage members to suggest and coordinate events such as Saturday evening socials and group or special events such as bridge etc.
Juniors
Roselyn is authorized to coordinate a 2009 junior program, to include a spring session during May and June with lessons during Saturday mornings, 08:30 to 11:30, and during weekday mornings through the month of July. A budget of $1000 has been approved for related costs, excluding coaching costs. M/S/C Mansour/Mike/C
A coach will be recruited early in the new year and the program will be coordinated through the coach. Paul will assist with the program. Roz to write up information to be forwarded by Paul in a general letter to the membership in December.
Communications
Executive was reminded to submit input that would benefit members. Helge will examine the current amount of information on the site and streamline the presentation where possible.
Tournaments
Paul will attempt to interest a member to serve as the Tournament Director. All executive members are encouraged to ‘talk-it-up’ to assist in the search.
Championship Night. Awards will be made on Friday, November 14 th to all winners of the 2008 club tournaments. Further information to follow. Judy and Paul to organize the event.
Coordinators will be sought for the Mixed Doubles - BC Tennis, Beach League, Spring League and the Club Tournaments.
It was agreed to revisit how best the Club can support organizers of the leagues.
Fun Tournaments. Judy will attempt to interest volunteers to manage individual fun tournaments. If insufficient volunteers come forward there will likely be some cancellations.
New Business
New Barbeque. Helge is researching a purchase of a bigger barbeque as the present one is not adequate the club events.
Budget. Mansour was asked to propose a draft budget for 2009 to include the forecast expenditures of individual directors, e.g., Grounds & Maintenance, Social, Tournament and Juniors.
Adjournment There being no further business the meeting was adjourned at 11:07 AM.
Minutes respectfully submitted,Michael Zrymiak
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Executive Meeting
White Rock Tennis Club
September 02- 2008 -18:30
at the clubhouse
Attending: Brian Simundic, John Payne, Roselyn Kraft, Mansour Zainali,
Helge Jensen, Michael Zyrmiak,
Paul LeRoy, Betty Anne Rivers Wang, Betty Bishop
Approval of the Agenda: M/S/C Michael, Mansour
Approval of the Minutes: of July 29, 2008 M/S/C Roselyn, Michael
Business Arising:
01 AGM - September 25, 2008 at Mann Lawn Bowling Club 8:00 pm Paul. If lack of quorum on 25 th, the AGM will be held on September 26 at 7:00 at WRTC Clubhouse.
BC and Labour Day Fun Tournaments – The Executive will review the organization of Fun Tournaments so that the responsibility doesn’t fall on a few club members for all tournaments.
Treasurer’s Report:
$11,000 in chequing; $17,200 in term deposits. Total on hand $28,200.
Motion – M/S/C Mansour, John: The Executive recommends to the AGM that the initiation fee for new members in 2009 be $150,
the annual adult fee will be $75, Juniors fee $25 with Juniors being exempt from initiation fees.
Maintenance Report: Practice board on Court 3 is being renovated. Contractor (Rob) to be contacted re future maintenance procedures of the courts. Clubhouse: recommend painting of clubhouse and deck in 2009.
Social Events: Annual Dance A ‘last call’ email is being sent out this week about the Annual Dance.
Juniors: Roselyn will report on the Club’s Juniors Program at the AGM
Nomination Committee:
The club would like to express appreciation and thanks to directors Brian Simundic, John Payne, and Betty Bishop, as they leave the Executive, for the many hours they have contributed to the club in their several years on the Executive.
Correction:
M/S/C Roselyn, Michael. That the White Rock Tennis Club’s Bylaws be corrected to ensure Article 8E, passed at an extraordinary AGM, Decembe4 27, 2007, is included in the actual document at the Registrar of Companies. Article 8E: “In order to carry out the purposes of the Club, the Executive may present to the Membership in a General Meeting or Annual General Meeting a motion to raise or secure the payment of money for a specific amount and specific purpose(s). For such a motion to be carried, a 75 per cent majority must approve.”
Communication Director: Amendment to Club’s Bylaws M/S/C Michael, John. Article 2B of the White Rock Tennis Club’s Bylaws be amended to include a Communication Director. The Article would be as follows: “The Executive shall consist of: President, Vice-President, Secretary, Treasurer, Junior Director, Social Director, Tournament Director, Grounds and Maintenance Director and Communication Director.”
Other:
Letter from a member re social issues and tennis was read
Edith Webster Tournament – Sunday, September 21, 2008. In case of rain, September 28, 2008. This tournament has a historical foundation to the the Club. Tournament: 8 women, 8 men. Helge, Roselyn and Paul to organize the tournament.
Barbecue – Executive is looking into replacing the barbecue with a larger, newer one.
Adjournment: M/S/C Roselyn, Betty Bishop. 8:05 p.m.
Next meeting:
AGM: Thursday, September 25, 2008. If no quorum, the AGM will be held on Friday, September 26, 2008.
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Executive Meeting
White Rock Tennis Club
July 29 - 2008 -18:30
at the clubhouse
Attended by : Paul Leroy, Roselyn Kraft, Brian Simundic, Mansour Zainali, Helge Jensen and Michael Zrymiak.
Meeting Called to Order at 6:30 PM by the President.
Agenda M/S/C Mansour/Roselyn.
Minutes of Last Meeting. M/S/C Mike/Mansour.
Business Arising From Last Minutes
Junior Program. The level of interest in a junior program is high; however, the Executive were unable to find a qualified, suitable coach therefore development of the program will be postponed to 2009.
Letters to Crescent and Marathon. Letters are being sent to the two contractors expressing appreciation on behalf of WRTC for the effective fulfillment of the terms of the electrical/lighting and resurfacing contracts.
Canada Day Tournament. The coordinators were pleased with the success of the subject tournament.
Treasurer’s Report Mansour reported the Club’s financial position as follows: Term Deposit $17,201.31 and Cash on Hand $12,761.53. The membership is 310 with 52 new members.The Executive agreed to limit total membership to 325.
Maintenance Report Helge reported that the oscillating feature on the Ball Machine is unserviceable. He is in the process of determining a ‘fix’.
Social Events.
BC Day Tournament. Coordinators are prepared and ready for the event.
Annual Dance – September 27. The Field House has been booked for September 27 th and the band reserved. Attendance will be limited to 80 at $30.00 dollars per person.
New Business
Letter Requesting Reserved Practise Times for Beach League Teams. A request to reserve the courts for Beach League practise on Friday mornings was thoroughly discussed and a decision taken to deny the request, thus avoiding setting an unacceptable precedent.
Nominating Committee. Paul will direct the Nominating Committee to began seeking candidates for the various positions on the 21008/2009 Executive.
Budget 2008/2009. A budget will be considered for the new year. Members are to bring forward expenditure proposals at the next Executive meeting.
AGM. The AGM is scheduled for Thursday, September 25 th at 7 PM. Paul will discuss a meeting facility in the lawn bowling clubhouse with the Lawn Bowling Club President.
September Mixed Doubles Tournament. This event is cancelled for 2008. The Township 7 Winery has agreed to sponsor the tournament in 2009.
Wednesday Night Ladies Tennis. Following considerable discussion a motion was made and seconded, Brian/Mansour, that open play prevail at all times except for Executive sanctioned events. Motion carried unanimously. The decision will apply effective August 1 st.
Next Executive Meeting. Tuesday August 26 at 6:30 PM.
Adjournment There being no further business the meeting was adjourned at 8:10 PM.
Minutes respectfully submitted,Michael Zrymiak
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Executive Meeting
White Rock Tennis Club
June 30- 2008 -19:00
Noon at the Clubhouse
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Attending: Paul Leroy, John Payne, Roselyn Kraft, Helge Jensen, Mansour Zainali, Betty Anne Rivers Wang, Michael Zyrmiak, Betty Bishop.
Regrets: Brian Simundic
Approval of the Agenda – M/S/C Roselyn, John Payne
Approval of the Minutes of May 2, 2008 –M/S/C Roselyn, John
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Canada Revenue –Letter sent to Canada Revenue informing them we do not need a GST number. No further word from Can. Revenue to this point.
Club Insurance -Paul - Westland insurance cancelled as of June 15/08. Balance refunded. As of June 15/08 Insurance ($2,000,000) is with SBC Insurance Agencies through Tennis BC. $5,000,000 coverage is needed for September tournament;; extra insurance for the tournament to be discussed with the City of White Rock.
M/S/C Michael, Roselyn: That the action tqken by WRTC president with respect to WRTC insurance be approved by the executive.
Treasurer’s Report – Membership total: 304. Expenditures to date: Lighting & supplies - $50,794.92. Resurfacing (Marathon) to date: $7043. Balance owing for resurfacing yet to be paid.
Maintenance Report – John - Painting/staining needs to be updated; will be attended to in the fall. NE corner service gate to be installed.
A letter of commendation to be sent to both Crescent Electric and Marathon Resurfacing recognizing the competence of their work.
Social Events - Betty B.
End of season dance – Betty to coordinate. Checking if September 27 is available.
Canada Day – Organizers: John Torsky, Helge Jensen, Paul Leroy.
Upcoming Fun Tournaments:
Juniors - Roselyn/Paul – Juniors Tennis Clinic was held Saturday, June 21. Juniors attending: 26 (ages 4-15). Coach: Randy from Tennis BC. Assistant coaches: Roselyn Kraft and John Payne.
M/S/C Mansour, Michael. That the WRTC Executive mandate Roselyn and Paul to organize a Junior Program 4 mornings a week from August 5 – August 29.
Other Business - Beach League starts July 19. Organizers: Paul Leroy and Shirley Hill.
Adjournment - M/S/C Michael, John. 1:10 p.m.
Next meetings –Executive: Tuesday, July 29 6:30 p.m.
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Executive Meeting
White Rock Tennis Club
May 30- 2008 -19:00
at the club house
As there was no quorum a gathering of the following, Brian Simundic, John Payne, Helge Jensen and Paul Leroy, make these recommendations to the Executive.
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Executive Meeting
White Rock Tennis Club
May 02- 2008 -19:00
at the club house
Attending: Paul Leroy, Mansour Zainali, Roselyn Kraft, Helge Jensen, Betty Anne Rivers Wang, John Payne, Michael Zyrmiak. Regrets: Betty Bishop, Brian Simundic
Approval of Agenda with modifications M/S/C Roselyn, Mansour
Approval of the Minutes of April 5, 2008 M/S/C Roselyn, Betty Anne
Business Arising:
Treasurer’s Report - Mansour . -Club is solvent.
-Membership:
Members renewed: 239
Honorary members: 27
New members: 15
Total: 281
Maintenance Report – John. Nets have been washed; bases of new lights have been painted; walkway has been resurfaced with crushed rock; on-going cleaning of the clubhouse and deck has been excellent; new windscreen has been installed in the passageway.
Resurfacing/lighting Committee report – Helge.
Social Events- Sunday, May 18 th Victoria Day weekend. Brian Simundic coordinating.
Juniors – Rita Clarkson, Manager of White Rock Parks and Leisure Services, has acknowledged that the club will be hiring a Tennis BC certified Junior coach.
Requests from Members - A few members have been granted leave due to illness or temporary employment overseas.
Other Business –
Adjournment – 9:00 p.m. Next Meeting – May 30, 2008, 7:00 p.m.
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Executive Meeting
White Rock Tennis Club
April 05 - 2008 -10.00 am
at the club house
Attending: Paul Leroy, Mansour Zainali, Michael Zyrmiak, Brian Simundic, Helge Jensen,
Betty Bishop, John Payne, Betty Anne Rivers Wang, Regrets: Roselyn Kraft.
Meeting called to order at 10:05 by the president.
Agenda M/S/C Mansour, Michael.
Minutes of March 8, 2008 M/S/C Brian, Michael
Treasurer’s Report, Mansour. Approximately $40,000 remains in the club’s account. Old lighting system was sold for $2000, payment received.
Maintenance Report, John. Clubhouse cleaning contract was awarded to Patricia Whitfield.
Resurfacing/lighting Committee, Helge.
Social Events: April 20 th Opening Day – Organizers Elizabeth Duplantis and John Torsky.
Victoria Day Tournament – Organizer Brian Simundic. Social Event fees: four dollars ($4).
Juniors. M/S/C unanimously. Betty Bishop/Brian. That the Committee proposal be accepted.
Other Business:
Next meeting: Friday, March 2, 2008, 7:00 p.m. at the Clubhouse. Adjournment: 11:40 a.m.
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Executive Meeting
White Rock Tennis Club
March 08 - 2008 - 7 pm
at the club house
Attending: Paul Leroy, Mansour Zainali, Helge Jensen, Michael Zrymiak, Brian Simundic, Betty Anne Rivers Wang.
Regrets: Betty Bishop, John Payne, Roselyn Kraft
Meeting called to order at 10:05 by the president.
Agenda M/S/C Mansour/ Michael
Minutes of February 9, 2008 M/S/C Michael/Mansour
Treasurer’s Report, Mansour The issue of guests will be revisited.
Maintenance Report. One pole on court 2 needs replacing.
Resurfacing/lighting Committee: The committee made a report: All contracts have been signed. Project is on budget.
The electrical work is expected to be finished by Mar 14; asphalt by Mar 21; courts playable by Mar 22.
Team Tennis: Days and financial support
Ladies 2B Thursday a.m.;
Women’s 3: Thursday evenings;
Women’s 5 Tuesday a.m.
Men’s B2 Sunday a.m.;
Men’s C1 Saturday a.m.
Captains:
Colleen Torsky - Days 2 'B' Division
Meredith Martin - Night 3 Division
Carol Stemler Days '5' Division.
Dave Pentland Mens B '2'
Jack Queen C '1'
City of White Rock: As per request from the City of White Rock: the City of White Rock has been allotted court access on Wednesday mornings.
Renewal notices: Paul and Betty Anne will see to sending out renewal notices.
Social Events: Brian to contact John Torsky re social event coordination.
Juniors: A committee to report to the next executive meeting with recommendations for the 2008 season. (Michael, Mansour, Paul, Roseyln)
Other Business:
Paul will contact insurance company regarding mixed tournament held on City of White Rock courts.
Funding grant applications: Michael will coordinate applications; Mansour to review Direct Access website and will contact Mann Bowling regarding their Access Grants.
Website: Helge noted that more current information for the website is needed; Year’s Calendar to be completed asap.; Helge will post on-going at clubhouse.
Next meeting: To address issues re court usage.
Adjournment: 11:40 a.m.
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Executive Meeting
White Rock Tennis Club
February 09 - 2008 - 7 pm
at the club house
Attended by : Paul Leroy, Helge Jensen, Roselyn Kraft, John Payne, Mansour Zainali and Michael Zrymiak.
Meeting Called to Order at 1:05 PM by the President.
Agenda M/S/C John/Roselyn.
Minutes of Last Meeting. M/S/C John/Mike.
Incorporation of the Club The White Rock Tennis Club was notified by telephone on February 9, 2008, of the Club’s official incorporation, as of February 5, 2008, under the Societies’ Act, number S53221.
Treasurer’s Report Mansour reported the Club’s financial position as follows: Term deposits $71,600, Cash on Hand $4,007, plus outstanding interest.
Maintenance Report John had no current items to report.
Resurfacing/Lighting Committee Moved by Mike and seconded by Mansour that the decision recorded as Item 6 on the Executive Meeting Minutes dated January 10, 2008, regarding resurfacing/lighting, be rescinded. Carried unanimously.
Motion to Authorize Contracts Moved by John and seconded by Mansour that the Resurfacing/Lighting Committee be mandated to contract for the upgrading of the electrical service to the building, the upgrading of the court lighting, and for resurfacing the courts. The Executive authorises an expenditure for the projects to not exceed $71,000. Carried unanimously.
Team Tennis Agenda Item Tabled to next meeting.
City of White Rock Request for Court Usage The President reported on the City’s request for court usage times. He was authorized to negotiate with the City to set up an equitable court usage schedule.
Mailing Out of Renewal Notices Renewal notices are to be forwarded to membership, electronically where practical, by the end of February.
Other Business The Ladies 2B League will be playing its matches on Thursday morning and practising on Saturday morning.
Adjournment There being no further business the meeting adjourned at 2:10 PM.
Minutes respectfully submitted,Michael Zrymiak
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Executive Meeting
White Rock Tennis Club
January 10 - 2008 - 7 pm
at the club house
Present: Paul Leroy, Michael Zrymiak, Mansour Zainali, Brian Simundic, John Payne, Helge Jensen, Betty Anne Rivers Wang.
Regrets: Roslyn Kraft, Betty Bishop.
Moved by Michael Zrymiak and seconded by Mansour Zainali that the agenda be approved. Carried. Moved by John Payne and seconded by Mansour Zainali that the minutes of August 30/07, October 27/07
and December 3/07 be approved. Carried.
Moved by Michael Zrymiak and seconded by Brian Simundic that the Constitution and By-Laws be amended as follows:
4) Moved by Brian Simundic and seconded by Betty Anne Rivers Wang that the WRTC hold an Extraordinary Annual General Meeting on Saturday, January 26, 2008, (1:00 pm) at the Clubhouse and if required a second meeting to be held on January 27, 2008, (1:00pm) at the Clubhouse to present the above amendment of the Club’s constitution in order to comply with requirements of the Society Act. Carried.
5) New Year’s gathering: discussion - The New Year’s gathering was well attended and successful.
6) Report of the Resurfacing/Lighting Committee and discussion.
Moved by Michael Zrymiak and seconded by Brian Simundic that the executive accept the Crescent Electric bid to install the required electrical upgrade to the club at a cost of $5291 as per quote plus tax, and the Crescent Electric bid to install court lighting including electrical services, and poles and lighting as per specifications at a cost of $23870 as per quote plus tax. Further, that the necessary hardware, poles, lighting and supports as per specifications, be purchased from Residential Landscaping of Houston Texas for a cost of US $17868 as per quote plus tax. Finally, that the Tomko bid to resurface the three courts with Plexipave for $14982 as per quote plus tax be accepted and that Tomko be directed to insure repair of the uneven surfaces of the courts at cost plus. Additionally, a contingency of $5000 be set aside in the event of any cost overruns. Carried unanimously.
7) Letters read from: Gordon Riffel re League play and Dave Pentland re proposed tennis tournament.
Moved by Mansour Zainali and seconded by John Payne that the executive approve in principle the club hosting a non-sanctioned Open Mixed Tennis Tournament September 18 to 21 2008, as proposed in letter from Dave Pentland,. Carried.
8) Other business: Our list of club champions needs to be addressed.
9) Moved by Mansour Zainali and seconded by Betty Anne Rivers Wang that the meeting be adjourned (9:00 pm). Carried.
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Executive Meeting
White Rock Tennis Club
December 3 - 2007 - 7 pm
at the club house
Present: Brian Simundic, Helge Jensen, John Payne, Mansour Zainali, Paul Leroy
Meeting called to order at 7:05 pm.
Approval of Agenda: Moved by John and seconded by Mansour that the circulated agenda be adopted. Carried.
Resolution to incorporation the White Rock Tennis Club under the Society Act.
After discussion it was move by Brian Simundic and seconded by John Payne that the Constitution and By-Laws be amended by the addition of the following article: Article 9 E In order to carry out the purposes of the Club, the Executive must present to the Membership in a General Meeting or an Annual General Meeting a motion to raise or secure the payment of money for a specific amount and specific pupose(s). For such a motion to be carried, a 75% majority must approve. Carried.
Moved by Mansour Zainali and seconded by John Payne that the WRTC hold an Extraordinary Annual General Meeting on Thursday, Dec. 20, 2007, (7:00 pm) at the Clubhouse and if required a second meeting to be held on Friday, Dec. 21, 2007, (7:00 pm) at the Clubhouse to present the above amendment of the Club’s constitution in order to comply with requirements of the Society Act. Carried.
New Year’s gathering
Annual gathering at the Clubhouse on January 1 st at 1:00 pm. Paul to acquire necessary permit. Helge will post invitation to membership. Paul will mail invitation to members without email. Brian, John, Helge, Mansour, and Paul to bring goodies. Request to those attending to bring goodies.
Other business No other business.
Adjournment: Moved by John and seconded by Mansour that being no other business, the meeting adjourned. Carried. Meeting adjourned at 7:40
Minutes submitted by Brian Simundic
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Executive Meeting
White Rock Tennis Club
Saturday October 27, 2007
at the club house
Attended by : Paul Leroy, Betty Bishop, Helge Jensen, Roselyn Kraft, John Payne, Brian Simundic, Mansour Zainali and Michael Zrymiak.
Meeting Called to Order at 10:00 by the President.
Agenda M/S/C John/Mansour.
Minutes of Last Meeting. Not Available.
Club under the Societies Act Paul briefed on the considerations regarding becoming a club under the Societies Act. Primary advantages included having legal status as a club therefore protection for individual club members, and the option to have access to external funding, i.e. - grants or Direct Access funding, etc.
M/S/C Mike/Roselyn that the Executive mandate Mansour, Michael, and Paul to take the necessary steps to have the Club incorporated under the Society Act. These steps would include but are not restricted to 1) seeking through the Corporate Registry the name approval and reservation of the Club’s name and 2) organizing a General Meeting of the Membership in the latter part of November 2007 to ratify the incorporation of the Club under the Society Act.
Courts Upgrade Helge updated Executive on Lighting project, main point being that a local contractor bid on the material supply at $1000 over the bid from the USA. Being local, therefore more flexible in terms of timelines, storage, communications etc., it is being recommended as the preferred option. Project is currently on hold awaiting a Tomko bid.
The President will prepare and distribute a progress mailout to inform members of the inclusion of the third court in the lighting plan and the related increase in cost. Feedback and the results of a subsequent general meeting will assist in determining direction on this project.
Secretary The nominating committee put forward the name of Betty Anne Rivers Wang for secretary. M/S/C Roselyn/Mansour. Welcome onboard, Betty Anne.
Auditor M/S/C Roselyn/ Mansour that Mansour be mandated to approach Paul George to act as the WRTC auditor for the year 2007-2008.
Webmaster M/S/C Michael/Betty that the Executive appoints Helge Jensen as the WRTC Webmaster for the year 2007-2008.
Dinner Dance Report Betty was pleased with the food and the band, but disappointed in the smaller than expected turnout. Initial financial indications are a smaller than normal deficit, in the range of $200.00.
Junior Program A general discussion on the junior program objectives provided some ideas and guidance to Roselyn, the new Junior Director. She will explore other Club’s programs and the available local resources, and submit recommendations for discussion at future Executive meetings. Paul agreed to work with Roselyn.
Adjournment There being no further business the meeting adjourned at 11:00 AM.
Minutes respectfully submitted,Michael Zrymiak
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Executive Meeting
White Rock Tennis Club
August 30th 2007
at the club house
Attended by: Paul Leroy, John Payne, Brian Simundic, Carolyn Haley, Trish Sephton, Colleen Torsky, Mansour Zainali,
Joe Ciotti, Betty Bishop, Michael Zyrmiak
Absent: David Banta, Jack Queen
Agenda : M/S/C JOE/MICHAEL,
Adoption of the Minutes for July Executive meeting, One change to be made
AGM: Scheduled for Thursday, September27th at 8:00 pm at Kent Auditorium, 1475 Kent Street (by the Seniors Centre)
Reports – will be written from Treasurer, Betty to talk with Paul about refreshments for the evening, 7:45am meet to set up chairs
ACTION: BETTY to handle refreshments for the evening
Constitution Committee
Have original copy of Constitution.
Second have working copy by committee
Third one is Robert’s Rules of order – the longest version – 10 pages long and it is the blending of the italics and the original and this is our proposed constitution. Constitution should have 6 items according to Roberts Rules and these are followed by the bylaws. Substantive changes are as follows:
October Dance:
Fieldhouse has been reserved, Going to go with the “Top” dinner as did last year, The band has received a deposit, Betty will be getting tickets to sell at the meeting, Date is October 13 th, Looking for prizes for raffle, Will be needing more help closer to the date to get the decorating and the bar volunteers
ACTION: ALL EXEC to help get prizes for the dance
Letter: From member regarding use of facilities, MOTION: CAROLYN ,PRESIDENT to appoint someone to approach the member in question and advise that there has been a letter of complaint received and to request the member not misuse the facilities or abuse other members
SECOND: MANSOUR, CARRIED: ALL IN FAVOUR
Treasurer’s Report:
Initiation to stay at $100,.$75 annual fee and suggesting $25 for Juniors and make the late fee $25, Need to bank for court improvements every 7 years and to handle taking care of the building
MOTION: MANSOUR moved to suggest fees as listed above, SECOND: JOE , CARRIED: ALL IN FAVOUR
Tournaments:
Fun Tournament this week – slow sign up, Will check the weather and have pizzas ordered for 11am, Rec’d letter regarding tournaments proposing a seniors category for the club tournament, Mike suggested having a different tournament setup for next year,
ACTION: NEXT EXECUTIVE will look at alternate tournament setups
Nominating Committee: Staying on: Mike Z, Brian will stay as assistant, Mansour, John will stay on as assistant
Adjournment: MOTION: CAROLYN moved to close the meeting SECOND: COLLEEN seconds CARRIED: ALL IN FAVOUR
There being no further items to discuss, the meeting was adjourned at 8:55pm
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Executive Meeting
White Rock Tennis Club
Friday July 27 2007
at the club house
Attended by: Paul Leroy, Joe Ciotti, Helge Jensen, Mansour Zainali, Michael Zrymiak, Brian Simundic, Carolyn Haley and Jack Queen
Absent: Trish Sephton, David Banta, Colleen Torsky and Betty Bishop
Call Meeting to Order
Agenda
M/S/C Joe/Carolyn
Added to New Business – Guest Policy
Minutes of July 6, 2007 M/S/C Joe/Mansour
Nominating Committee
Nancy DeVink has accepted to take over as the third person on the committee as Michael Zrymiak will no longer be eligible to be on the committee
MOTION: Proceed with the majority decision of the input from members and go ahead with the plexipave surface and lights on courts 1 & 2
M/S/C CAROLYN/JOE by unanimous vote
Horsetails on the Court
Paul picked over 100 over the horsetails five weeks ago and now there are only 8 picked this week
City says you can put some chemicals on them, but the current program of pulling the horsetails is working and they are starting to disappear
Court Improvements
Want to provide information back to members on what has been decided
We will now go forward with the next step and book the surface to be done and the lighting requirements to be filled
MOTION: HELGE/JACK/JOHN/PAUL to proceed with contacting lighting/court contractors to proceed with the work required
M/S/C MICHAEL/MANSOUR by unanimous vote
Coaches
Michael has received a number of comments from members about non-members teaching lessons within the club
Very clear that only club members are to be taught on the club courts
ACTION: PAUL will confirm with coaches that they are only teaching club members on the courts
Juniors
BC Tennis is willing to meet in August to talk about helping us to develop our Junior program
Suggestion made that junior programs should start at 6pm and we want to pick better times for next year’s programs
ACTION: PAUL to meet with BC Tennis regarding the Junior Tennis program
Edith Webster
Slated for September 23 rd at 10am
Need 8 males/females at 3.0/3.5 playing level
Terry Nichols is the contact person from the New Westminster Club (terry_nichols@telus.net/Ph 604-598-0253)
Looking for volunteers to help out
Will be playing pro sets
ACTION: JOE/BRIAN to handle getting our members for the Edith Webster tournament
Saturday Night Socials
All nights but one have been headed up
Ball Machine Is working fine and just had one position that wasn’t working
Need to fix the remote
Events for August
Fun Tournament on Monday, August 6 th
Plan to have 40 people
Petition Received Requesting Courts Be Resurfaced with Plexicushion, Executive to Resign and that there be a EGM
Didn’t receive 20% required in number of signatures
Results received in the written responses for the email/mail survey do not match the responses of the people said to have signed the petition
Petition was received by Paul through the mail with no cover letter and no return address
Email from Paul McGarrity
Concern about cost for lighting on courts 1 & 2
Writing about ‘highjackers’ in the club
Paul is no longer a member, but every week he consistently sends emails concerning the Club
Guest Policy
Currently pay $20 to play for the summer
Out-of-town is the requirement and this does not cover people in the lower mainland
MOTION: The guest policy effective August 1, 2007 be that you can play for 3 times per year and then you need to join as a member
M/S/C MANSOUR/JACK (1 opposed)
Treasurer’s Report
Same as last month - $70,000 in term deposit and $11,000 in the chequing account
Club Tournament
Need to set the dates and it will be starting at the end of August
Joe has posted the sign up sheets
Finals will run on the Labour Day
Next Meeting Try a Thursday night – August 30, 2007 at 7pm
Date for AGM September 20, 2007 Need to book a hall
ACTION: PAUL to book the hall for September
Constitution Meeting
Paul, Mansour, Michael, Carolyn to schedule a meeting to review the constitution
There being no further items to discuss, the meeting was adjourned at 8:35pm
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Executive Meeting
White Rock Tennis Club
Friday July 06 - 2007 at 19.00 hrs
at the club house
Attended by: Paul Leroy, David Banta, Joe Ciotti, Colleen Torsky, Helge Jensen, Mansour Zainali, Michael Zrymiak, Brian Simundic, Betty Bishop, Carolyn Haley
Absent: Trish Sephton, Jack Queen
Agenda: Two additions to agenda
3.7 – Visiting Members. Letter from Member
M/S/C – JOE/CAROLYN to accept agenda
Minutes of Past Meeting. M/S/C – JOE/MANSOUR to accept minutes of previous meeting
Mike Zyrmiak for Vice President.
Mike has accepted position of Vice President
M/S/C – JOE/MANSOUR to have Mike Zrymiak as Vice President on Executive
Mike’s dues will be returned by Mansour
Moved that the three signing officers of the WRTC be Paul Leroy, Mansour Zainali and Mike Zrymiak
M/S/C – JOE/DAVID
Need to address Nominating Committee as Mike was on this committee and we need to replace Mike
Paul to address nominating committee
ACTION: PAUL to address nominating committee position to be filled
Horsetails in Court 3. Paul has been pulling these out of the court surface
Best advice has been to continue pulling these out as they will eventually stop growing back according to the information received
White Rock Leisure & Sports
City has received two phone calls concerned about Happy Hour and alcohol consumption
Process is that if the City receives a complaint, they follow up with phone call and email expressing concern about violation of laws
We have posted an official letter on the bulletin board for all members concerning the club policy on alcohol consumption on club property
Court Lighting Options & Update
Everyone will receive a letter or has received an email. |
Have had 20 replies already
ACTION: WRTC Executive to all make sure they have responded to the email sent out this week concerning options for work on courts/lighting
ACTION: WRTC to meeting again at the end of July to review all the responses from Club members
May 6 Letter of Complaint. Addressed and responded to by Paul Leroy. Letter kept on file for Club Records
Out of Town Guests
Out of town guests pay $20 to play for the summer for extended play
M/S/C – JOE/MANSOUR to allow Out-of-Town guests to play for the summer be charged $20 and they will be non-voting members (June through September will count as the “summer months”) We will honour with other out-of-town clubs a reciprocal arrangement
Events for July/August.
Thank you to Helge for keeping the calendar in the window updated
ACTION: HELGE to keep calendar updated for summer
BC Day Tournament
August 5 th scheduled for the Sunday. Betty will not be in town and Trish will not be available either
Betty will see if they can have the tournament on the 6 th and then Trish will be available to do the refreshments
ACTION: BC Day tournament scheduled for Monday, August 6 th
Club Tournament
Usually runs the last week of August and first week of September
Labour Day will also be a fun tournament for the Club
As Labour Day is earlier this year then we might start club tournament a little earlier
ACTION: BRIAN/JOE to start the Club Tournament August 20 th with the finals on the Labour Day weekend
Beach League
This is being organized again by Richard Christie at Sunshine Hills
A schedule has been posted by Colleen at the Club and Helge will post on the web calendar and on the club window calendar
Goal is to involve as many people as possible and there is no fixed roster
Mansour and Colleen have been sharing the responsibility of getting players
There is $250 set aside for the Beach League to cover expenses
Edith Webster Tournament
Away game this year at the New West Club. Need to get someone to take charge of it
President or VP needs to contact the New West Club and set a date
Usually set a team of 8 men and 8 ladies and agree in advance on team format
Usually held in August or September
Want to avoid the Club tournament dates so fewer conflicts for players
ACTION: PAUL to contact the New West Club
Saturday Night Social Tennis.
Unless this is set aside or someone in charge of it, this will not happen
In the past, members have just organized it
Suggested that could have different people could host the event each Saturday as this might attract different people to come and play
Good vehicle to get people out to play and would usually order pizza and have a social night
Looking for someone to organize a Saturday night socials
ACTION: EMAIL to be sent out regarding Saturday night socials and request for people to host and have specific dates set up (every other Saturday night – July 14 & 28, August 11 & 25 and possible Sept 8 & 22)
Ball Machine
New balls have been ordered through Tomko – currently are backordered and we should be receiving 2 pails of 72 balls by July 16 th
Machine is functioning but maybe not in perfect condition
Would like to have someone look at it and get all the switches in working order for all the 6 settings
Currently need to have access to shed to get the ball machine for all members to use – want to look at options, but members can get key from one of the Executive members
ACTION: HELGE/DAVID/MICHAEL to look at the ball machine to see what needs to be done to get it into perfect working order
Letter from Member
Request regarding membership
Addressed through constitution as have to write the letter of request to suspend membership prior to paying their dues
Exceptional situation as not the norm that the dues would have been paid in advance through the levy from last year
Motion to for reimbursement of this year’s fees be declined
M/S/C – MIKE/BETTY
ACTION: PAUL to call and reply to request from member
Juniors
Colleen disappointed in how Junior program fell apart
Wanting to know if we still want to continue with a Junior program
If there is to be a junior program next year, then need to organize it early in the spring and it needs to be advertised
Views expressed: the history, the events leading to the low turn out this summer, its future, is there a place for them in today’s Club, does the Club have a civic
role to play, designated times for juniors, are there any times that are not prime, and the role of the City/lease. Heat exchange of views.
ACTION: Eeach Member to bring ideas to the next meeting
Fall Dance: Betty presented information on the Oct 13 th closing social function to be held at the Rotary Club (same site as last’s years). There are several choices of food (must use their food). Band, Boogie Night has been approached. They would like a deposit. All agreed to the suggestions presented.
ACTION: BETTY to continue with plans as outlined.
FUN TOURNAMENT Canada Day: Our collective hats go off to Joe, Betty, Helge for putting on a spectacular event. Well done!
Adjournment: Being no further business, it was moved by Joe and seconded by Brian that the meeting adjourn. Carried.
M/S/C – Moved/Seconded/Carried
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Executive Meeting
White Rock Tennis Club
Friday May 25th 2007 - 19:00 hrs
at the club house
Attended by: Paul Leroy, Mansour Zainali, David Banta, Carolyn Haley, Helge Jensen, Brian Simundic, Jack Queen and Betty Bishop
Absent: John Payne, Trish Sephton
Items Discussed:
Quorum.
Achieved. Started meeting at 7pm Adoption of Agenda
Moved – Colleen Seconded Joe All in Favour - Carried
Minutes of Last Meetings Reviewed
April 28 th and May 11 th
Moved to adopt – Joe Ciotti Seconded by David Banta. All in Favour – Carried
Vice President:
Is it the desire of the executive to appoint a vice president in light of the fact that Paul Leroy has moved up to become President
Logic is that there should be someone available in the absence of the President
Paul has been given a name of someone who is interested and Paul will follow upon this
ACTION: PAUL to follow up on Vice President
White Rock Leisure Lessons Time
Felt at last meeting that Friday is not the best time for the lessons
WR Leisure will take Tuesday from 9:30am – 11:30am for July/August
ACTION: HELGE to update web and club calendar
Rita Clarkson at WR Leisure Services
Paul and Rita discussed how Leisure Services could perform a function and we could work with them to not be in competition
Model presented was the idea that WR Leisure would present their program as an introduction to tennis and we will meet in September so it will go smoothly and all players will be invited to move beyond the introductory level to playing at the club level.
Juniors who want to join a club would join WRTC and the new subcommittee handling the constitution will address the issues of juniors and their place in the club
Discussion came up about using court time at 5 courts as well as at WRTC
Subcommittee Report & Court 3
ACTION: PAUL to contact City to handle horsetail issue with Court 3
ACTION: PAUL/CAROLYN to put forward options to the membership and to include the costs involved
for the membership to provide feedback to the executive
ACTION: HELGE/DAVID to meet with committee about the costs involved with electrical/lighting and what the restrictions/possibilities are regarding the changes to lighting
MOTION The Executive to come up with hard numbers/data for the following two options with an A or B option on lighting within the next two weeks and this information and numbers will be presented to the membership via email for feedback:
1) Repair of the existing three courts with plexipave surface (same surface as we already have)
a) Without lighting improvements
b) WITH lighting improvements
2) Plexicushion (soft courts) on three courts
a) Without lighting improvements
b) WITH lighting improvements
MOVED: CAROLYN. SECOND: JOE, MOTION: CARRIED
Complaint Letters
Reviewed correspondence received this month
Rec’d a letter from Nancy DeVink with a complaint against a member and will be kept on file
Received letter about an individual and this individual was invited to respond in person to the executive at the meeting today.
Individual who did not show to respond to complain and has now withdrawn from the club
Penalty for Late Payment of Membership Dues
Nobody paid penalties on dues that were overdue this year
We need to state in detail what the late penalty is for next year
Letter From Rita Bury
Request for ball machine balls being replaced.
Cost is $425 to replace.
Maintenance to address
ACTION: DAVID to look into ball machine
Coaching
Agreement with City of White Rock says we cannot have a coach without approval from the City
Paul had a discussion with Henny Schepel
We have rec’d 3letters requesting that Henny be permitted to continue her teaching
Need to clarify whether it’s okay to have coaching with members and what the situation is for coaching non-members
Tabled for next meeting that there are requirements through Tennis BC for coaches to meet certain qualifications and suggest that we let all coaches know that we expect coaching qualifications to be met of Spring 2008
Discussed that we engage Henny as a coach and that we agree to what the coaches fees are to be and need to work out details with Henny
ACTION: PAUL & COLLEEN to meet with Henny about coaching. A letter of agreement to be drawn up indicating amongst other things: fee structure, limits as to court usage, participants, and role within the Club.
ACTION: PAUL to contact City to request permission to have coach affiliated with our Club
ACTION: EXECUTIVE to agree that a coach be approved for WRTC
Event Calendar for June
Canada Day tournament on July 1 st is the next event for the club
Maintenance
David would like to buy a weed eater for the club
City is supposed to take care of the lawns and maintenance
Spending limit for expenses for maintenance to be tabled for discussion at next meeting
Gutters have been cleaned and deck has been painted along with railings
Outside light is going to be put up and the nets will be repaired this week
Juniors
Junior Proposal – revised from the original
Items 10/11 to be tabled for discussion at the next meeting
Colleen to email copy of Junior Proposal to Carolyn to be attached to the minutes of this meeting
Colleen has diligently hung in through complications thrown at us this year for junior program and we are in a better place because of it and the executive thanks Colleen
ACTION: COLLEEN to email Junior Proposal to Carolyn for attachment to minutes of the meeting
MOTION: Move to approve motions 1-9 of Junior Program. MOVED: COLLEEN. SECOND: DAVID.
CARRIED: YES
There being no further items to be discussed, that the meeting was adjourned at 10:05pm
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Executive Meeting
White Rock Tennis Club
Saturday April 28 13:30
at the club house
Attended by: Paul Leroy, Helge Jensen, Mansour Zainali, John Payne, Brian Simundic, Joe Ciotti and Carolyn Haley
Guest: Nancy Devink – Steering Committee. Absent: David Bantra, Colleen Torsky, Trish Sephton and Betty Bishop
1. Move to Accept Agenda• JOE/MANSOUR• Passed unanimously
Accept Past Meeting Minutes JOE/BRIAN Passed unanimously
Nancy DeVink 's Resignation. Letter from Nancy BRIAN/JOE
Replacement of Executive Members to
Have May – September until we elect another Executive
Is there a need to appoint another person to fill in the position of Vice President as we now have Paul Leroy taking the position of President
Letters Rec'd Gordon Riffel
Asking for review of decision to fund league teams. Rec'd March 28 th
Letter Rec'd from Dave Dundas. Express concern regarding withholding funding for league teams
• League Teams • 5 league teams plus the Beach League • How much and what are other clubs doing
• Mansour has checked with other clubs (Sunshine Hills) and they don't provide funding
• Subsidy was removed because we were saving to cover the cost of the court expansion
• Would attract more players to pay
• Move that $250 be given to each WRTC league team including beach league including 2007 • CAROLYN/MANSOUR
• Each league team will provide Mansour with a description of the expenses that they have spent $250 on
• 6 in favour, 1 opposed • Concern that there is an elitist feel to help on the league players
ACTION: MANSOUR to collect receipts from each league team
ACTION: PAUL to communicate with Gordon Riffel and Dave Dundas
• Maintenance • Power washed the courts • John concerned that courts will not last another powerwash
• Joe Ciotti commented that John and David have been doing an outstanding job and these guys are always working and putting in a lot of hours
• Helge should also be noticed for his contribution as well as others who have put in countless hours
• Juniors
• Colleen attending a family funeral in Montreal and unable to attend executive meeting
• John Torsky brought over the proposal written by Colleen and the executive is appreciative that Colleen has taken the time to put this together
• Proposal A and B
• Comment raised that the City programs can include the two proposals if the demand is there
• Want to make sure we are not missing the junior membership and if this can be put through the City lessons,
then it's easier to handle the program this way, but we don't want to refuse the juniors being included to play and feel welcome
ACTION: CAROLYN to get copy of • White Rock City Lessons
• Linda, representing the City of White Rock has had several meetings/phone calls with Paul Leroy
• The city is requesting Monday 5pm to closing and Wed from 8:30am-11:30am and on Saturday morning 2 of 3 courts
• The city could not use the two courts on Saturday morning
• City is oversubscribed for lessons and proposing either start earlier on Monday or Friday 5-6:30pm
• Have decided for Friday 5-6:30pm to accommodate additional lesson time required by the City
• City would also like these times for July/August
• Motion is that for May, June, September and October White Rock Leisure Services be allowed to use the courts for Monday 5-8pm, Wed 8:30am-11:30am and Friday 5-6:30pm.• BRIAN/CAROLYN (move/second)
• Friday 5-6:30pm is very unpopular with executive and we need to look at changing this for the July/August sessions
• Friday Social Tennis will start at 7pm
• Approved unanimously for the May/June & September/October time motion
• With regard to times requested for July/August
• Questions:
• i. Where are the people coming for this program?
• ii. Do we have to commit another night to this program?
• iii. Why are doing this?
• iv. Why are we adding another program?
• v. Why is there a junior director without a program approved
• vi. Approach city re morning programs
• Any morning, Monday – Wednesday, before 11:30am is going to be okay for July/August and they
cannot have the Friday evening time period for the summer
ACTION: HELGE to update calendar with Monday 5-8pm , Friday 5-6:30pm and Wednesday from 8:30am-11:30am for May & June for City lessons ACTION: PAUL to talk with city about the July/August times for city lessons
• Subcommittee Report• Presentation by Nancy DeVink • Paul Leroy has joined the subcommittee as a rep from the Executive
• Nancy will continue to serve on the subcommittee • Subcomittee have had 5 to 7 meetings to date and this represents the update to today
• Craig Harrold has prepared proposal for discussion • 11 options to consider • Costing out all of the 11 options at this time
• Committee has been going through a structured process to make sure all avenues are explored
• Compare options available to the club and prioritize the best options available using an evaluation framework used by private and public sector organizations
• Assure within the process some means to achieve membership input so as not to dictate to members, or present a final solution, but to create an atmosphere so as to allow them to buy into the process, understand all of their options and be part of the evolving prioritization.
• Opening Day tournament •
Joe reported that we had an awesome tournament • Carolyn filled in with the assistant while Brian was out of town
• New Members • May 12 th • Mansour has the list – there are 17 new members that have joined
• Paul voluntered to be here • Start at 5-7pm.• Refreshments to follow• Need to promote to everyone • Come & meet the new members
• Executive members to all be there at the opening night
ACTION: BETTY to provide refreshments
ACTION: CAROLYN to get new members list from Mansour and send out invite to new members
ACTION: EXECUTIVE to attend May 12 th new members night
• Victoria Day Tournament • May 20 th • Brian and Joe to organize tournament details
• Treasurer's Report • $67,000 and now at $68,000 in term deposit (earning 3.5%)
• $10,500 in chequing
• $78,000 total
• In 1998 we had $11,000 in the term deposit
• Meetings • Schedule to meet in future once per month on the last Friday of the month at 6:30pm
• Next meeting will be May 25 th at 6:30pm • Motion to Adjourn • MANSOUR/JOE
There being no further items to discuss, the meeting was adjourned at 2:55pm
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Executive Meeting
White Rock Tennis Club
Friday March 23 2007 13:00
at the club house
Attended by: Nancy DeVink , Mansour Zainali, Brian Simundic, John Payne, Helge Jensen, Jack Queen, Betty Bishop, Carolyn Haley
Absent: Paul Leroy, Trish Sephton, David Banta, Colleen Torsky, Joe Ciotti
Items Discussed:
• Adoption of Agenda • Carolyn moved/Brian second • Adoption of Minutes from 2/17/07 • Brian moved/Mansour second
• Business Arising from Feb 17 th Meeting • Tomko Report • i. Condition of courts
• ii. Courts will survive two more years without long term damage if left as is
• iii. Recommend pressure washing
• Insurance
• i. Will get follow up from Paul Leroy when he returns on the questions raised regarding insurance
• Treasurer's Report • $67,000 in term deposit • Fees are now coming in for membership - 195 as of today and still waiting for remainder of renewals
• $6,625 in chequing account
ACTION: CAROLYN to send reminder via email that if members have paid $70 Mansour will automatically renew them as a member
• Juniors • Monday evening will be Junior lesson night from 5pm on all three courts
• Saturday morning will also be available for Juniors (Ladies will have one court for their practice time on Saturday morning 9am-11am )
• Juniors who pass tests/play requirements set by Bruce Webster could be invited to play with members
ACTION : Junior lessons will be on Monday night 5pm on and Saturday morning 9am-11am
• Maintenance
• Running at 50% manpower for maintenance – Dave Banta returns in April• Changed locks on the courts • Changed lock for the shed
• John has the list of who has been given keys • In process of powerwashing courts – will be completed by Saturday
• Thank you to Helge, Joe Ciotti, Doug McCabe, Brian Edwards, Brian Mitchell and Tony Franklin for all their helps
and everyone else who has been part of this project • Hanger for carpets will be put up when the weather improves
• One garbage can is missing from under the microwave
• Cleaner is coming in once a month and starting April cleaner will come once a week and twice a week in the summer
• New electrical installed in men's washroom and plugs have been fixed as per Helge
• Overhead wire off the top of the building was coming off and Tony Neumans noticed it and Helge had this fixed
• Paint is coming off on court 1 and this will be the last year we can powerwash before it needs to be painted
ACTION: JOHN to give appropriate keys to Nancy
• Social for Opening Day • Need to have sign up sheet posted
ACTION: BETTY to talk with Tracy about food requirements for opening day
• Opening Tournament
• Gil and Carolyn to help out Joe Ciotti on the Opening Day and Brian will be out of town on the day
• Flags • Helge will look after for the Opening Day and John will put them out the opening day
• Web Master • Awaiting updated membership list to post
• Honorary Membership • Suggested that Bruce and Barbara Webster be made honorary members of the Club
• Conflict in that members cannot make financial gain through the club
• Decision made by the executive not to offer honorary membership to Bruce & Barb as it would contravene the current constitution
• Executive to look at reviewing constitution requirements regarding “financial gain”
ACTION: Executive to have issues of changes to constitution reviewed and Constitution Committee set up
• Beach League • Request for $200 to the league teams
• Funds would be at the discretion of the captain to use for balls, gas, food, Tennis BC fees as required
• Club expansion was the reason for cutting back on the funds to the leagues • Expecting a letter from the league team captains
ACTION: Review $200 request upon receipt of letter
• Brian Mitchell 2 nd Request for Dues to be Waived • Letter read that was received from Brian Mitchell • Review of Nancy 's response to Brian's letter
• Reviewed that the decision to refund membership dues is at the discretion of the executive • Decision to decline second request for refund of fees
• Constitution • Constitution reads that AGM must be before March 31 st and closing of books must be by December 31 st
• Suggested that a committee be set up to review the constitution
• Will need to have an EGM in spring/early summer and we will bring up the motion to change the dates for the AGM
• Issue with a meeting in February/March arose because there was a problem achieving quorum at this time of the year
as there are so many snowbirds in our
club
• Mansour, Nancy and Paul have volunteered to help with the committee
• Suggested that Brian Mitchell would be a good contributing member to the committee
ACTION: Executive to set up committee to review the constitution
ACTION: EGM to be set up for spring/early summer
• Next Meeting • To be scheduled for May
• Adjournment • Carolyn moved/Brian second There being no further items to discuss, the meeting was adjourned at 9:15pm
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Executive Meeting
White Rock Tennis Club
Saturday February 17, 2007 13:00
at the club house
Attended by: Nancy DeVink , Paul Leroy, Mansour Zainali, Brian Simundic, John Payne, Helge Jensen,
Jack Queen, Carol yn Haley, Joe Ciotti, Craig Harrold (for item 15 only)
Absent: Trish Sephton, David Banta, Betty Bishop, Colleen Torsky
• Mail Out for Club Membership Renewal, • Everyone helped with this
• Call To Order • 1:20pm
• Motion to Adopt Meeting Agenda,• Paul Leroy/Carol yn Haley
• Motion to Adopt Minutes,• Paul Leroy/John Payne
• Minutes from Last Meeting Business, • Craig Harrold,• Renewal of Notices handled
• Insurance – Paul handled
• To move from $2-5million would cost $174/year • Several other items on original list for review
• i. Name of club to be properly spelled • ii. Dates to be corrected • iii. Volunteers are to be covered by the liability
• Contract with City • i. Comes due April 2009
ACTION: PAUL to confirm that volunteers are covered under liability insurance
ACTION: PAUL to review City agreement to make sure all insurance requirements are being covered
• Directors' Reports
• Treasurer's Report • $71,300 is the total in all accounts • 318 was total membership for 2005/2006
• Letter rec'd with regard to coaching • Six members are currently on the waiting list
• License fee for parking lot – we have paid more this year as the price of the decal has been increased to $858
• BC Tennis insurance last year was $525 and now with changed categories it comes down to $400 as per Nancy 's conversation with Barb Spitz
ACTION: MANSOUR to call everyone on the waiting list regarding membership
• Social Report • Not available as Trish and Betty away
• Maintenance Report • Winter storms took their toll • David Banta will return in April • John is in need of strong power tools
• Lost key for the shed – was on the tennis ball and this has gone missing • Lock to shed needs to be changed
• Need to power wash the courts in March 2007
ACTION: HELGE to help John with required power tools and electrical issue
ACTION: JOHN to handle replacing lock and issue new keys to those who need it
ACTION: JOHN to oversee power wash of courts in March 2007
• Tournaments • Brian has no report at this time
• Webmaster • Awaiting input from everyone
• Schedule for Lessons/Leagues • City lessons have been changed to Monday night • High Velocity has been brought back for Tuesday
• Wednesday morning is City coaching • Thursday night is open • Friday night is for Mixed • Wednesday night is Ladies Night/Div 3
• Sunday morning is B/C league • Gordon will be handling the C league and it has been re-instated
• Ladies League practice with Henny will be Saturday 9-11am for 1 court • Juniors/Bruce's Program
• i. Monday night with Bruce will be incorporated with City • ii. In summer will have the mornings only
MOTION: PAUL LEROY moves to adopt schedule as written with one addition of Saturday 9-11am for Ladies Practice on 1 court
SECOND: JACK
ACTION: HELGE to post schedule on internet and Carol will update calendar
• League Captains
• Mens B: Co Captain Dave Dundas Cell 604-725-1523 George Whitfield 604-762-0679
• Mens C: Gordon Riffel 604-448-1650
• Ladies Div 2B: Colleen Torsky 604-531-3287 or 604-789-3287 or Sue Glanville 604-535-3204
• Ladies Div 3: Meredith Martin 604-535-0365 •
Ladies Div 5: Carol Stemler 604-535-9592
• Report from Standing Committee • Prepared by Craig Harrold • Opportunity Definition – done through Business Case Analysis
• Goal – identify all possible options and improve WRTC capital property and will create a well-documented presentation report for executive consideration
• Anticipates having the process done in sufficient detail before the summer and be ready for the Oct 1, 2007 deadline for the application for the lotteries capital grant • Concern by Helge that not painting the courts this year will result in damage
• Nancy suggested having someone who is an expert on the courts come in to review the current courts and see if they are okay
• Craig assured that there will be a process very soon and everything will fall into place
• Craig suggested setting up a general meeting with all members to request suggestions from everyone and that it will not be a meeting where decisions are made, but rather only where information is gathered • Jack requested a timeline for this meeting
• Craig said the committee is meeting again March 1 st and we will have more feedback from this meeting
• Paul will be a part of the next meeting and will arrange to have Tomko included in the meeting to give input as to what is required for our courts
• This is a great process Craig has put in place as every option will be explored
ACTION: PAUL to attend the March 1 st Standing Committee meeting
ACTION: PAUL to call Tomko and request their attendance
• League Requests • Colleen has requested $95 covered for balls • If authorize this then have to cover for all the leagues
MOTION: MANSOUR moves that each league will be responsible for their own balls
SECOND: PAUL. VOTE: ALL in FAVOUR
• Suggestion for Priority Level for Court Usage
• Level 1 – Tournaments
• Level 2 – City/Club Lessons
• Level 3 – Mens/Ladies League
• Level 4 – Planned social evening
• Level 5 – Daily social play
• We have already set the calendar and this needs to be posted so everyone knows
• Minutes record that the request has been noted and as the calendar has been set, there is no requirement for the priority level
• Lessons by Bruce and Henny
• Both Bruce and Henny give lessons and the Club needs a record of who they are teaching and payment of 20% of earnings for any private lessons
• Mansour to have contract given to Carol yn and recorded list of names of participants to be given by Bruce/Henny to Mansour
• Want to clarify that private lessons are only to be given WRTC members
ACTION: MANSOUR to give copy of contracts to Carol yn signed by Bruce and Henny
ACTION: CAROLYN to have form provided for Bruce/Henny to fill out for private lesson tennis participants to be handed in to Mansour
• Social Nights • Will deal with next meeting
• Friday nights will be Open Mixed Nights – will get back on track
• Team Tennis – it brought people out and made for a fun Sunday evening – can be looked at again
• Suggestion that could schedule Friday night event with Sunshine Hills
ACTION: NANCY to review upcoming Social Nights
• Building Value
• Paul was asked by insurance what it would cost to replace the existing tennis club building
• Helge/Jack suggest it is about $150K to replace the building
• Helge asked that Paul review the policy to see if the building has replacement value or just the stated value
• Currently have $75K value on building
• Permission granted by executive to Paul to make sure the building value has been done
ACTION: PAUL to ask insurance whether we have full replacement value on the building and if not then handle
• Adjournment of Meeting MOTION: PAUL moved to adjourn the meeting SECOND: MANSOUR
There being no further items to discuss, the meeting was adjourned at 2:20pm
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Executive Meeting
White Rock Tennis Club
Saturday November 18th - 2006
12:30 pm at the Clubhouse
Attended by: Nancy DeVink, Paul Leroy, Mansour Zainali, Colleen Torsky, Brian Simundic,
John Payne, Helge Jensen, Jack Queen, Betty Bishop, Joe Ciotti, Carol yn Haley and David Banta
Absent: Trish Sephton
Call to Order
Adoption of the Agenda
MOTION: HELGE to adopt Agenda
SECOND: PAUL LEROY
ACTION: DAVE to look into fixing lights in clubhouse
• Adoption of the Minutes from Sept 30
MOTION: COLLEEN to adopt minutes
SECOND: PAUL
VOTE : All in favour
• Court Times
• League Times submitted as available
• Bruce Webster submitted his times also
• Will put final decisions on hold until January meeting when leagues have final information
• Will have to revisit practice times for league times
ACTION: REVIEW in January meeting the game and practice times
• Renewal of Dues
• Nancy suggests March 15/06 to have all the dues out by
• Nancy has asked about using PayPal for renewals online
• Colleen asked about changing the year end
• Paul noted that this was noticed in the AGM and then will be voted on the next AGM
ACTION: CAROLYN to have all renewal notices out by March 15, 2006
• Tournament Board • John has quote from US for a tournament draw • Colleen thought we wanted something permanent for Championship board • Discussion ensued about the tournament board and how it would fit for our tournaments
• Paul says the board is a form and it's expensive to pay $60 for a board
• Brian says what we really need is a really big board outside for the signup
• Mansour suggested an easel that could be brought in/out
ACTION: JOHN to look into permanent Championship board
ACTION: TOURNAMENT committee to look into board
• Duties • Need to go on file for the Social Director.• Copy kept on file through the secretary.• Social and Maintenance to be clarified
• Nominating Committee
• Mike Zyrmiak will be on the committee. • Paul still looking for two more
ACTION: PAUL to continue working on nominating committee members
• Levy • Mansour has paid back all the levy amounts that needed to be
• Director's Report Called For • New Years Day Party • Betty and Trish to be in charge of the party • Party will go ahead even if there was rain
• Mulled wine, hot drinks and cheese/crackers type food • Plan for 11am – 3pm
ACTION: BETTY to make up bulletin
ACTION: CAROLYN to send out email to let everyone know
• Executive Meeting in December
• Helge & Theresa have offered their home for a WRTC Executive meeting
• Dave, Mansour, Carol unable to attend Dec 9 th • Maybe Friday, December 8 th is a better night at 6:30pm
• Paul George is to be invited as he does our books • Betty to include five people on Standing Committee in addition to the executive members
ACTION: CAROLYN to send out email to executive inviting them and send out the address
ACTION: SOCIAL COMMITTEE to organize what everyone brings
• Tournament Committee • Need to get the trophy for mixed updated • Mansour pointed out that we didn't do trophies any more
• Treasurer's Report • Mansour returned levy fees to executive members • Dance Expenses comparing the past three years of expenses
• i. Subsidy has decreased as increased fee of tickets • ii. This year was much better than previous years
• Letter from Gordon Hogg, MLA
• Nancy went to the meeting and she will let us know what it is about
• Insurance • Paul has been looking into through Peter Bateman who was a previous member of the club and has been in the insurance industry for many years
• Peter said that he has looked into it and asked if we are registered as a society • Suggested that we should look into benefits of being a society
• Peter suggested looking at contract with city and making sure that we are fulfilling our obligations with our contract with the city with regard to insurance
• Mansour wants to make sure we are due to pay next week
• Peter also noted that the expiry date on the policy should correspond to the correct date as it didn't say 2007
• Need to correct spelling of “CLUB” in the policy as it's showing as “CLUC”
• Also suggested that we should have insurer have the building covered and that the different standards of code required to rebuild would be covered
• Insurance Company is in North Surrey and Paul can email them the file • Current limit of $2 million is low and should be increased to $5 million
• Majority of cost is for liability rather than the clubhouse itself • Wouldn't be able to rebuild this clubhouse for what it's covered for in the insurance -
$29K
approximately according to Paul's recollection • Want to have proper insurance and we have a timeline that is very short to get all this handled
• Question is do we want to increase the liability from $2 to $5 million? • Increased it from $1 to $2 million last time when Mansour and Michael Clarke looked
into the coverage • Directors of the club have a legal responsibility • Mansour said the Tennis BC coverage is for everything on the court and the Club pays a fee to Tennis BC for coverage • $2 million covers everything outside the court • Premium to go from $2 to $5 million might not be a lot
• We could find out what other similar clubs have for coverage – New Westminster , Coquitlam, Sunshine Hills
• Paul suggests that the Club pay the premium that is due next week and the information on the increased coverage could be added once the information is received • Dave pointed out that the liability for directors of any club, there is insurance you can buy for being a volunteer director
• Mansour pointed out that directors are covered through Tennis BC • Baldwin & Jensen has transferred insurance to Westland Insurance
• We have a month of leeway to get everything handled • Contract with City should be with Jack or in secretary's minutes
ACTION: PAUL to look into benefits of being a society
ACTION: PAUL to follow up with insurance company and email the notes from Peter and find out the premium difference
ACTION: PAUL to find out what other similar clubs have for insurance
ACTION: MANSOUR to give Paul a cheque to give to the insurance company
ACTION: CAROLYN to look for copy of City contract
• 2007 Dance Date • Want to pick a date now so it is held • October 13, 2007 ACTION: BETTY to call and book the Rotary Field House
• PayPal Option for Membership Renewal Payments • Mansour has looked into this, but he isn't comfortable to do banking over the internet
• Helge thinks there is a charge for this service • Other option for payment might be to get the members to pay to the account directly
• Mansour likes the present system and we will stay with this
• Standing Committee • Coming along nicely and there are five volunteers • Tracey Daniel, Chris, Moti, Nancy Hancock, Craig Harrold
• Craig will be a huge asset as he is a consultant and started the South Fraser Society; he is already advising other tennis clubs in their redevelopment and he will sit on the committee and bring all his knowledge
• Nancy would like to pass the chair to Paul so that she may make a motion
MOTION: NANCY moves that we form a Standing Committee consisting of club members, Craig Harrold, Nancy Hancock, Chris Luczniski, Tracey Daniel and Moti Bali . This committee's mandate is to study the direction in which the club is to proceed with development and expansion, after having surveyed the Club members and taking into account Club funds and any available grants. This committee will report to the Executive on a monthly basis
SECOND: JOE CIOTTI
QUESTION: NANCY says the committee is taking shape and have very capable people to take care of it
QUESTION: COLLEEN thought we were going to have an executive member on the committee. Nancy says that we have looked into this and it won't be a good idea and Executive is Ex Officio on the committee
QUESTION: JOHN says with monthly reporting, the executive won't need to be on the committee
QUESTION: DAVE asked how the committee reports to the executive. Nancy suggested that they could report at the beginning of each executive meeting
VOTE: All in favour, Carried CHAIR: Returned to Nancy by Paul
• Budget for Standing Committee • Paul suggested they might need a budget to know what they have to work with
• Joe says when they report to the Executive, at that point if there are costs to be required they can request it at that time
• Meeting with Gordon Hogg/Direct Access Program
• Meeting for any interested groups to come and listen to the provincial government to tell us about Direct Access
• Money is raised during the year through lotteries and it's given to the provincial government to give to sports/arts club
• Direct Access is under $20,000 and major products are under $100,000
• Major products is required by October and approved within two weeks – this program matches what you have to put toward the projects (we have about $60,000 in the bank)
• We can make a motion on allocated projects provided you fall within the guidelines once you make the application
• We did it last year through Dave Dundas, but we didn't get the funding
• Province must spend all their money and in the past they have given money to everyone who falls within their guidelines
• We can apply up to three years in a row and you have to spend the money you get within the year
• Nancy says it was very promising • Must have the project in mind and the province wants us to develop
• Mansour says because there is a fee attached to our club and therefore we don't qualify
• Nancy thinks we can fit within the guidelines and the money is very possibly there
• We are now late to send the proposal for this year, but when our new standing committee is ready, it will be a good portion through next year • Paul read through the requirements and says that through the city requirements we are able to offer access to everyone
• John asked why we didn't receive funding last year – was because of fee structure to belong to club
• Records of Keys Issued• David is requesting how to keep the record of the keys • Every member should have a key to the club
• This makes the shed key accessible to the shed • Okay to cross it out as duty of maintenance director • Ladder
• Dave asked if we have a ladder to do the gutters • Ladder is at Colleen's house – lots of booing at the meeting and it's John's fault the ladder wasn't returned
ACTION: COLLEEN to make sure the ladder is returned
• Renewal of Dues Notice • Needs to be changed to February 15, 2007
MOTION: BRIAN moved to adjourn the meeting
SECOND: HELGE VOTE: Passed
There being no further items to discuss, the meeting was adjourned at 1:45 pm
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Executive Meeting
White Rock Tennis Club
Saturday September 30-2006
at the Clubhouse
Attended by: Nancy DeVink, Paul Leroy, Mansour Zainali, Colleen Torsky,
Brian Simundic, John Payne, Helge Jensen, Jack Queen, Betty Bishop, Joe Ciotti, Carolyn Haley
Absent: Trish Sephton,David Banta
Call to Order
Thank you to New Members of the Executive
There is a lot of work required in holding an executive position
Thank you for volunteering to:
Paul Leroy•Joe Ciotti •Dave Banta • John Payne
Move to adopt minutes
MOTION: NANCY DEVINK moved to accept the minutes of the last meeting
SECOND CAROLYN HALEY
One change required to the notes, Shirley Hill instead of John should be listed for the 2006 Nominating Committee • Review of AGM
• Soft court motion was tabled
• Fees were increased to $75
• If a member made the $70 payment for the levy last year then there is no additional funds due for this year
• Director's Reports
• Treasurer – Mansour Zainali
• We currently have $13,000 in the chequing account
• Going to pay for the dinner – approximately $2,300
• Entertainment will be an additional $600 – first half has been paid
• About $4,000 is to be paid out in total for the Dinner/Dance
• Nancy asked if we will be closer to a breakeven situation this year and Mansour noted that Tracey feels we will
• Nancy feels that the 50/50 draw will help to get the additional funds required to make the Dinner/Dance a breakeven situation
• The club also has $65K in term deposit funds
• The remaining $9,000 in the account after the Dinner/Dance expenses have been paid will cover operating expenditures from now until April
• Junior Director – Colleen Torsky
• Colleen received a verbal report from Bruce Webster. The program was very successful this year
• Program included children from 4-18 • Bruce charged a junior membership that was reimbursed to the club
• Club has been reimbursed over $2,189 not including the fall program.• Fall will be Friday evenings only running into October
• There will be more money coming to the club (20%) plus the actual $20 per junior member for the fall program
• Twenty kids are currently involved in the junior program
• Bruce would like to run the program again in 2007 starting in the spring – Thursday from 5:30-8:30pm and Saturday 8:30am – 12:00pm
and for the summer we would need to consider court time available
• Times listed in Item “i” are Bruce's A list for court times and there will be a B list requested by Colleen
ACTION: COLLEEN to request “B” list of court times from Bruce Webster for Junior Program
• Saturday has a Ladies Division 3 on Saturdays that would be a potential conflict in the spring
• Friday night might have to change in the spring/summer – it's okay for the fall though
• City of White Rock obligation – 66 hours of court time were used in the spring/summer/fall program that is called White Rock Leisure Services –
the City program had Friday evening and Wednesday morning.• We might need to change the times for next year
• The City has said they would like to continue this again for the young adults and adults – adult lessons were very popular – Bruce Webster is still the coach for the White Rock Leisure program and this is confusing to members as it looks as though Bruce has the courts a lot of the time, but it is actually for the White
Rock City program and for the Junior Program • Do we get money from the city Paul Leroy asked – Nancy said no, but we don't pay taxes or mortgage to
he City and only have to cover parking costs for the members • Jack Queen confirmed that lease reads that we do not have exclusive use of the courts
• Colleen suggests in the spring we talk to the city about different dates for the White Rock Leisure program
• Colleen to let Bruce know it looks good, but will have to work on the dates
• Rain out situation – City likes to have for possible extra dates in the event of rain
• Important to differentiate between the City lessons and the Junior program lessons on the calendar
• Suggested that 5pm is too early to start lessons for next year
• Dates for Fun Tournaments
• We will continue having the tournaments on the Sundays for the long weekend and in the event of rain, there is always the Monday to fall back on
• New Years Day has also been an event in the past
DATES FOR CLUB TOURNAMENTS:
• Sunday, April 22 nd for the Opening Day tournament
• May 20 th – Victoria Day Weekend Tournament
• July 1 st – Canada Day Tournament
• August 5 th – BC Day Tournament
• September 2 nd - Labour Day Tournament
• Club Tournament Sept 3 – 15 th
• Club Tournament running one week past the long weekend worked well this year
• Brian suggested that if we schedule a tournament a particular week and have the draw and the times to play then there should be no need to extend the tournament.• Brian suggested starting on September 3 rd and play could start at 4:30pm-5pm on during the weeknights
• The Tournament Director should be here to record scores for each match
• Mansour said that the promotion wasn't good enough last year and there should have been a phoning committee to ask members to play
• Prizes might be a better incentive to play• We have an award ceremony at the dance for the Club Champions
• Colleen suggests that we have a proper tournament board for the winners
• Brian would like to have an outside sign up as some people don't know about what is on the wall inside the club house
• Helge commented that there are a lot of members who don't come into the clubhouse unless they need to use the washroom
• John says that there needs to be appeal to average player • Suggested have an A & B event
ACTION: MAINTENANCE committee to look at a proper board for the Club tournament winners
• Dues • Due by end of April
• Opening April 22 nd – we won't have all our new members signed up by then
• Will schedule a date to do the mail out for renewals
ACTION: EXECUTIVE to schedule date for mail out of membership renewal forms
NEW MEMBERS NIGHTS • New Members Night • Saturday night would work.• Nancy suggested having one in May/June and July
• May 12 th and July 21 st • Include members that joined last year • Colleen suggested we could include them in Saturday night socials also
• People need to be phoned and invited to events • Night is for new members to get people to know each other,
but it's not limited to just the new members and also meet the regular members
• Emails go to 90% of the members
• Will be a fun play night and club can supply refreshments (pizza)
ACTION: NEW MEMBERS night May 12 th and July 21
• New Member Package • Need to get the letter, key out right away as there were complaints last year that keys didn't make it out
• Executive Members Duties.• Nancy would like to have a binder that has dates that are set every year and each ongoing executive knows the formula
• In there we will include the duties of the executive members and what the responsibilities are.
• Maintenance is a big area and Helge has done up a comprehensive list of the Maintenance duties – John Payne has a copy of this list
• Doug McCabe is always here helping to keep the courts clean.• Clubhouse needs a little bit of work – stairs need work
• Painting needs to be done (perhaps can be done in spring when the weather is warmer)
• Constitution – posted on the board at the Club and also listed on the website
• Nancy/Helge/Mansour/Paul to get together to formulate the duties of each executive member
• Colleen suggests putting it down in point form.• Confusion comes in who buys supplies
• Helge had included PT & TP as part of the maintenance and the rest is for the Social Director to handle
• Plastic cups/paper plates – is Social Director
• Jack Queen said that maintenance was an issue and we didn't get the help required
ACTION: NANCY/HELGE/MANSOUR /PAUL to put together an executive members' duty list
• Keys • It is the responsibility of maintenance to cut keys • Key/welcome letter will be sent out as new members join
• When need more keys, Carolyn will ask Maintenance• Need keys to back area
• Need to have a letter to authorize Maintenance to copy the keys
• Carolyn has keys for the front door that will be given out to new members
• Key for the shed has been in the ladies storage shelf
• Housekeeping needed with regard to the keys • Nancy suggested we need to re-key the inside storage and the outside key
• Mansour doesn't agree • Helge says the Maintenance person needs to have a record of who has each keys
RECORD OF KEYS
• CAROLYN – has 10 copies of the front door key
• BETTY – has the storage key inside
• COLLEEN – has closet, front door and back
• JOHN – not sure
• JOE – has a key to get onto the courts – was given the key to the padlock he thinks
• MANSOUR – has all keys
• HELGE – has five keys
• JACK – has front door key
• PAUL – has no keys
• BRIAN – has front door key
ACTION: JOHN PAYNE to get the list of the keys prepared
ACTION: CAROLYN to give key to Betty
• Committee to Look at Future Expenditures • Nancy would like to form a committee that will be ongoing as the executives move along
• Nancy would like a motion made to form the committee • Email will be sent out to the members asking who is interested
• Executive can pick the members to work on the committee • Executive is not to be a part of this committee
MOTION: COLLEEN TORSKY moves to put out a request to membership for a Standing committee of no more than five people reporting to the executive with a mandate to explore and advise the executive on future projects
SECOND: BRIAN SIMUNDIC VOTE: PASSED
ACTION: CAROLYN to create email to members stating motion that we would like any interested members to come forward
• Nominating Committee • Required for 2007 • Paul to handle
ACTION: PAUL LEROY to oversee finding nominating committee members
• Executive
• Will be reimbursed amounts for those who paid the $70 levy
ACTION: MANSOUR to refund executive members who have paid the $70 levy
• Written Request for Fee Refund/Credit
• Correspondence was received from member who has been ill for the last eighteen months and has submitted request for dues be waived or to receive a credit towards next year's dues.
• Other members have been sick for two years and didn't request a refund • If you are sick the letter is required to be submitted at the time of the illness,
not eighteen months after
• It would set a precedent to give the refund eighteen months after the fact • Secretary to reply to member stating the Club cannot refund the dues, and if there is an illness that we need to notified immediately so that the membership fees can be addressed • Employment, illness, injury are all reasons to put a membership on hold and this means that you don't have to reapply or pay the initiation fee • There is no return address, so Secretary to look up phone number and get member's address ACTION: CAROLYN to write reply to Brian Mitchell • Edith Webster Tournament
• Congrats to White Rock on their win • Pictures were taken • Follow up for pictures in the paper or on the website needs to be addressed
• Pictures with the mayor should be sent to the paper • Nancy feels it would be good to send something to the papers
ACTION: HELGE to send some pictures to Carol yn and we will get a blurb written up and sent to the papers
• Bank Signatures • Nancy/Paul/Mansour – need to go to the bank to sign the paperwork
• Need to send a copy of the AGM to the bank – TD Canada Trust – need a copy of the minutes
ACTION: CAROLYN to drop by copy of the minutes for the WRTC AGM
ACTION: NANCY/PAUL to go by the bank to sign paperwork
• Executive Members Duties
• This will be prepared and given to everyone once it has been written
• Website • Helge requested that he receive a copy of everything in advance to put on the website
• Spring League • Starts in April and there are several teams and they have specified days • Men are usually on Sunday
• Ladies have one day division and one night division and need to clarify which days they have
• Nancy suggested we have this set up at our next Executive meeting • We will have another meeting before the year end
• Executive Members Away • Colleen Jan – March • John Payne – October 22 – November 10 Webmaster Helge Jensen October 10 - Nov 3rd
MOTION: PAUL LEROY moves to adjourn the meeting SECOND: JOE CIOTTI
There being no further items to discuss, the meeting was adjourned at 11:29am ====================================================================================================
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Executive Meeting
White Rock Tennis Club
Wednesday, Aug 23 - 2006 ,7:00 pm
Present: Jack Queen, Tracey Daniel, Mansour Zainali,Colleen Torsky,Gil Somerville- Ane Pedersen,
Absent: Helge Jensen,Peter Sephton, Dave Dundas, Carolyn Haley ,
Club Championship:
Gil informed that there is a slow response to the Club Championship. It was decided to change the date.
Carolyn to send notice regarding new dates to membership. Final to be Sept 9 & 10.
Edith Webster Tournament
Discussion regarding dedication of bench. Gil to invite White Rock Mayor,
Peace Arch News to be contacted. Jack will dedicate the bench.
Colleen to talk to Barb Webster regarding people who may have stories about Edith Webster
The team will consist of 6 men and 6 ladies.
Ane read letters which had been received.
2 Tier Membership :
Colleen to forward proposal to Ane to email out to membership.
Dance:
Tracy has Dance Tickets – Sept 30
There will be two ¾ hour shows.
Labour Day Tournament.
Betty to be asked to look after food.
Colleen requested that we set a date for the AGM.
Jack declined choosing a date for the moment
Nominating Committee:
Mike Zyrmiak , Don Quistberg,
John Torsky
We had some discussion as to whether we were interested in running again.
City of White Rock:
Lessons have been extended for 4 sessions Wednesday mornings.
Bruce would like to extend 4 Thursdays in Sept.
We discussed changing to Mon or Friday
Minutes respectfully submitted
Sept 7, 2006
Ane.
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Executive Meeting
White Rock Tennis Club
Wednesday, July 26 - 2006 ,7:00 pm
Present – Jack Queen, Mansour Zainali, Colleen Torsky, Peter Sephton, Dave Dundas, Carolyn Haley , Ane Pedersen, Tracey Daniel
Absent: Gil Somerville-Helge Jensen
Discussion was held regarding Monday Aug 7 Fun Tournament.
Demonstration Match with Joseph Brabanec and others Rahim – U of Kentucky
Fee Jin – China – Chinese National Champ TBA – U of Kentucky
Start 10:30 – 12:00 Joseph says the courts need to be power washed
Big Tournmant – Gil & Carolyn are away. To take place last week of Aug – 1 st week of September
Time will be dedicated to the matches. Matches must be played during these hours.
Carolyn & Gil to organize. There will be several categories.
Ane to send Dave up to date email list
Hats to be mentioned on email for Tournament
Bench has arrived, It was suggested that we purchase 2 more benches
Sept 10 – Edith Webster Tournament
Peter to install bench just before Sept 10
Saturday night Socials are going well. Different people are hosting.
Bruce is not using Saturday morning
City lessons. – Linda Finch
Wednesday mornings for a series of 4 9:00 – 10:30
Henny's coaching going well
Til end of August
Bruce provides his documentation at end of year.
Possibly open Tues night to Juniors. Colleen to discuss with Bruce.
Under 18 category for tournament
New Membership – welcome committee
Welcome letter should include hours and information about fun tournaments etc.
No interest was shown in looking after Team Tennis
***AGM – Constitution should be changed – currently no alcohol is allowed. Vote at AGM
***AGM – 2 Tier Membership was discussed to be presented at AGM
Shoe tags could be used to distinguished the 2 types of membership
It was felt that this would tempt some better players to join
Colleen to put a note on the board
Colleen discusssed the possiblity of a new ladies day league probably Thurs mornings Apr, May, June
Application must be in before end of December
Dave has a written quote form Canamex for $80,000.
Jack and Mansour would like to see the quote.
Dave has contacted City Hall regarding 5 courts
Dave suggested new court 2 phases
First phase move courts forward
Colleen – we need ongoing development expansion committee.
Dave – Backboard needs painting.
Dave & Carolyn volunteered to help paint
Power Wash Beer & pizza for work crew
Mansour gave Treasurers Report $65,000 -$ 9,600 Chequing $69,000
Next year half of the membership have already paid fees
***AGM - we need to formulate different plans to put forware
John Torsky to BBQ on Aug 7 Tournament
Windup Dance – Booked same as last year – Sept 30 – Saturday
Tracy discussed some entertainment options. She will look further into it and email everyone. She needs to book right away.
It was suggested that we increase the cost of tickets to $30 and increase the cost of drinks. Or look for less expensive entertainment ideas.
Next Meeting - Wednesday Aug 12 -@ 7:00 pm
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Executive Meeting
White Rock Tennis Club
Wednesday, June 16 - 2006 ,7:00 pm
Present: Jack Queen, Mansour Zainali, Colleen Torsky, Peter Sephton, Gil Somerville, Dave Dundas, Carolyn Haley, Helge Jensen, Ane Pedersen
Memorial Bench for the Websters was discussed.
All were in agreement with the one Colleen had chosen and it was within our budget.
Helge will help Jack to install. Location of bench yet to be determined.
Action: Jack to arrange purchase of bench
Edith Webster Memorial Tournament to be help Sunday Sept 17 at White Rock.
Bruce is ok with date. Players will be chosen by invitation – not by signup. Action: Gil to contact New West Club re players abilities
Hats:
Colleen has ordered 2 dozen new hats.
Saturday Night Socials
These Social nights will be strictly by signup
Dates are June 24, July 8 & 22, Aug 12 & 26, Sept 9 & 23
Team Tennis
We need someone to organize
Action: Ane to put note on bulletin board and email everyone
Junior Program
Colleen reported that the junior program is going good. City lessons to start again. All kids lessons are full but not adults have signed up
On Sunday June 25 th , Bruce is having registration
Bruce will have Saturday Morning from 8:00 – 10:30
Upgrades for Clubhouse
Discussion was held regarding purchase of a few items for clubhouse.
Action: Colleen to purchase toaster oven, telephone, arrange voicemessage for phone, and new mats.
Canada Day Tournament
Change of date to July – Gil to organize & Helge to help. As Tracey is away Betty will be looking after food.
Fall Dance
Date chosen was Sept 30
Action: Ane to send email to Tracey requesting to book hall for that date.
Letter from Joe Ciotti
Jack read letter from Joe Ciotti re Charles at 5 courts
Person involved from Richmond is not welcome to play here again this year.
Action: Dave to discuss with the Richmond captain.
Ball Machine Repair
Peter mentioned that the ball machine is being repaired.
Jospeph Brabanec
Joseph Brabanec from Hazelmere has requested the use of our courts a couple of weekday mornings.
Dave Dundas suggested that we approve this in exchange for an Exhibition match during our Aug 1 Tournament.
Finances
Mansour gave a brief financial report.
We have $76,000 in Term & chequing.
$44,000 this year after operating expenses. Expect to have $51,000 next year.
AGM – Proposals Executive to present
A discussion was held regarding proposals to present at the AGM
Lights
Move to 5 Courts Mansour suggest $10 fee increase next year as it would be easier than refunding the $10 still owing to some members who had paid $70 assessment this year.
Action: Jack to get information together regarding costs etc
Action: Dave to talk to White Rock City Council regarding 5 courts.
2 Tier Membership
Discussion was held regarding a 2 tier membership with different rates, rights and responsibilities.
General Maintenance
A discussion was held regarding some of the general maintence required.
Backboard needs repair & paint.
Benches & deck require painting.
Next Meeting to be held Wednesday July 26.
Ane Pedersen, Secretary, Whtie Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Wednesday, March 22 nd
Meeting started at 710 pm.
Present: Ane, Dave, Gil, Helge and Jack
Motion by Jack: Accept the minutes from last Executive Meeting. Approved: Unanimous
Jack said that we will not be able to execute the Four Court Expansion plans - as approved at our AGM of 2005. The estimated cost to build is $140,000 minimum, which brings us too far over the approved budget.
Motion by Jack:
Hold an Extraordinary General Meeting on Sunday April 16th at the WRTC Clubhouse at Noon .
As there will be the Opening Social Event on the same day, attendance could be excellent. Approved: Unanimous
Action: Jack to spearhead, execute and delegate as needed.
Motion by Jack: After an introduction, the Executive is put forward first the following Motion at EGM:
"WRTC is to hold the 2006 Assessment Fee collected and spend the money only when the Members' decide." (This is the refined wording.) Approved: Unanimous .
Discussion about what we should do next at the EGM. It was determined that we want to put forward our own recommendation that we think may be best for our Club, and then, let the members decide after expressing their views.
Motion by Jack: Put forward first the following Motion at EGM:
Revise the plan for “ Four Court Expansion” and submit the new plan to the Members for approval at the Annual General Meeting of 2006. Continue to cap discretionary spending on items such as League Play and Social Events. (This is the refined wording.)
Discussion that two weeks notice minimum is required and we have to move fast. Email notice to all. For those that don't have email, hard copy will have to be mailed. Helge is to obtain list of those people.
There was discussion about options for the members. Because there are many configurations,the consensus is that we should not present them to the membership. The members will bring them up at the Meeting. Jack noted that he has probably enough information to effectively answer all questions fielded and also be able to add any pertinent information to those issues.
Meeting closed at 8:15 pm .
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Executive Meeting
White Rock Tennis Club
February 3, 2006 , 6:00 pm
Attended by: Jack Queen, Dave Dundas, Mansour Zainali, Helge Jensen, Carolyn Haley
Guest: Joseph Incantalupo
Absent: Colleen Torsky, Peter Sephton, Tracey Daniel, Michael Clarke
Late: Gil Somerville, Ane Pedersen
Items Discussed:
• The meeting commenced at 6:10pm
• Quorum
• Meeting quorum requires attendance by a majority of the voting members (6 of 10)
• At the outset of the meeting we only had four voting members
• Plan is to proceed with items for discussion and hold off on items requiring voting until such time as Gil and Ane can attend the meeting
• Meeting Minutes from Last Meeting
• These were emailed to all members February 3 rd by Ane Pedersen
• One change required – “White Rock Tennis Club has the obligation to the City of White Rock to provide a Juniors Program” - this should be changed to the “Club has an obligation to provide lessons and court time to the City of White Rock ”, but not specifically to juniors.
• Approval of the previous meeting's minutes will be tabled until next meeting when the changes have been made
ACTION: ANE PEDERSEN to update minutes and submit for approval at next Executive Meeting
• Posting of Minutes of the Meetings
• We need to post the minutes of the meetings at the Clubhouse on the bulletin board and on the website.
• Meeting minutes need to be sent as soon as possible to everyone
• Discussion was held concerning notifying those members who do not have access to email and it was determined that posting minutes in the Clubhouse will give all members access to the information.
ACTION: CAROLYN HALEY to prepare minutes of meeting held tonight and email to Executive by Saturday, February 4, 2006
• Review of Agenda for Tonight's Meeting
• “Odds N Sods”
• Expansion Committee Update
• Coaching
• Men's' Tennis Teams
• There will be a C1 team (the C2 team from last year is moving up) and a B1 team
• Liability Insurance
• Current insurance maintained by the WRTC was reviewed in light of the coming renovations being pursued
• The WRTC currently has Liability insurance for both off the court and on the court
• Contractors employed to work on the expansion project will be required to have their own liability insurance
• Power Washing
• Helge Jensen confirmed that power washing of the courts can be done for less than $200 (the cost to rent a power washer) and will be undertaken by himself and Jack Queen or any other volunteering members of the Club who wish to assist.
ACTION: HELGE JENSEN to proceed with rental of power washing equipment and arrange the power washing of the courts
• Social Committee Update
• Tracey sent a report via Jack Queen stating that all future functions are “revenue neutral” and she will not require additional funding
• Tracey will be submitting receipts in the total amount of $150 for the January 1, 2006 event held at the club
• Expansion Update - Application Approvals
• Jack reported that with regard to the requirement to amend the lease agreement to include the extra area WRTC will now be using with the addition of the fourth court, this amendment can be rolled in with application to the city and won't require additional application
• Expansion Update – Neighbourhood Meeting
• There is a public meeting required to be held within the next four weeks to alert the neighbourhood surrounding the Club of our intentions to add the fourth court.
• Ane Pedersen has been volunteered to oversee this meeting and arrange a date for it with the city, file the required notices in the paper and prepare information for distribution/discussion at the meeting.
• Jack to pick up a guide from the City of White Rock regarding the requirements for such a neighbourhood meeting and pass it along to Ane.
ACTION: ANE PEDERSEN to agree on a date within the next four weeks for the neighbourhood meeting and arrange notices to be put in the paper to notify the public of the meeting.
ACTION: JACK QUEEN to pick up guide from City of White Rock regarding holding a neighbourhood meeting and pass onto Ane Pedersen.
• Expansion Update – Permit Time Line..
• Jack Queen followed up on a previous inquiry from executive members concerning the length of time a “permit for construction” is valid – will be in force for two years and for a nominal fee, can be extended for a further two years
• Expansion Update – Landscape Architect.
• Jack Queen and Joseph Incantalupo met with the Landscape Architect yesterday and we have the minutes available of that meeting concerning details of proposed plan and this will be available to take to the City meetings.
• Anticipate having drawings available within two weeks at which time they will require review, comments and presentation to the city at the end of this month
ACTION: JACK QUEEN to email executive a copy of the landscape architect meeting minutes for review.
• Expansion Update – Overview by Joseph Incantalupo.
• Joseph attended the meeting to provide an overview of the progress to date on the overall project to date.
• Joseph spoke with George from Canamex yesterday. We are required to give a $5,000 deposit to be held in trust to secure their work on the project and the quote is good until spring .
• The quote received does not include extra charge for the additional asphalt required and an allowance for an increase should oil prices go significantly higher.
• Canamex has also offered to “hold paper” should we want to explore this option.
• For comparison the Palmeiri Quote is $154,000 not including electrician, fencing and resurfacing fees to be added (Canamex is $72,000)
• Joseph's excellent work in taking this project from its infancy to the current stage has been much appreciated and it is with regret we accept his resignation from continuing on in this volunteer position to which he has donated so much of his time.
• President's Letter/ Expansion Update Letter .
• This has been completed by Jack Queen and posted in the Club house for members to read.
• It will go with the Renewal on the board, in the binder and on the website.
ACTION: JACK QUEEN to ensure Helge Jensen also has a copy of the President's letter to post on the website.
• $5,000 Deposit to Canamex.
• Discussion ensued concerning the $5,000 cheque to be given to Canamex to secure their services for the expansion project
• As long as the funds are held in trust and there is a lawyer's letter drawn up to cover the issues of either Canamex or WRTC backing out of the project and that the funds will be returned to WRTC and due diligence is performed by the executive concerning the previous work of Canamex, there is no problem with writing the cheque
ACTION: DAVE DUNDAS to contact Joseph Incantalupo for George's phone number at Canamex no later than February 15, 2006
ACTION: JACK QUEEN to follow up on references for Canamex, Better Business Bureau, City of Surrey, City of White Rock and visit work previously done by Canamex and report back to the Executive
ACTION: MANSOUR ZAINALI to call Ken Pazder to discuss drafting of letter concerning funds to be held in trust
• Expenses for Expansion Project Over Next Two Months
• As Mansour Zainali will be required to take funds out of a term deposit, it is important to know the total costs for the next two months
• As per the Cash Available/Construction Costs Analysis dated February 7, 2006 , Mansour Zainali will cash the Term Deposits available to cover the costs of engineering, landscape architect and permit approvals
• Engineering Costs
• It will cost $600 in engineering costs to conduct the “perc” tests required for water. If we try to do these tests ourselves, there is concern that the City will make us go back and have them redone professionally.
• Voting on approving the $600 cost will be tabled until such time as Ane Pedersen arrives to achieve quorum • Ane Pedersen arrived at 7:50pm and a vote was called by Jack Queen, Seconded by Dave Dundas and carried to approve the $600 expense of engineering costs.
• Landscape Architect
• We require approval on the funds to be spent on landscape architecture. $700 of the $2,100 have already been spent to date
• Voting on approval of the $2,100 expense will be tabled until such time as Ane Pedersen arrives
• Ane Pedersen arrived at 7:50pm and a vote was called by Jack Queen, Seconded by Dave Dundas and carried to approve the $2,100 expense of landscape architect costs.
• Expansion Project Information Binder
• Jack proposed leaving a binder in the Clubhouse with all the information available on the expansion project and its current status
• This was agreed to be a good idea, but that no original documents or “one of” documents would be included just in case something went missing
ACTION: JACK QUEEN to prepare binder with information on Expansion Project to be left in the Clubhouse for all members to view
• Lighting Report
• Joseph Incantalupo has provided us with a free lighting report showing the same lighting but with none of the glare as a result of correctly positioning the lights
• A copy of this report will be included in the binder discussed in Item #16
ACTION: JACK QUEEN to include lighting report in Expansion Project Binder
• Coaching – Juniors Program
• Bruce Webster has been contacted by Dave Dundas and confirms that he has 65 junior members plus approximately 20 “tots” who will be a part of his spring/summer program
• The program will require 144 hours of court time and Dave Dundas has already discussed with Bruce Webster that these will be the least desirable hours (e.g. 7:00 am – 9:00 am weekdays)
• Revenue to the WRTC will include a percentage of the fees Bruce Webster collects ($45/tots and $95/juniors). Estimated gross is $7,575 of which WRTC will get a 10% or 20% amount
• Coaching staff will include Bruce Webster, Terry Hubbard and Matthew Martin (currently ranked as the #1 junior in the province)
• Executive instructed Dave Dundas to contact Bruce Webster concerning 20% of gross revenues from the junior program being paid to WRTC and a $20 junior levy being applied to all junior members.
• Note – Bruce's fees to those in his program include a $5.00 insurance fee
• Dave has discussed with Bruce having a larger presence in the WRTC with regard to having the coaching staff participate in WRTC events
• There is a conflict in the WRTC constitution for any member to profit from activities at the WRTC. As such, none of the coaching staff will be permitted to become members of WRTC while they are coaching, but will receive certain privileges from WRTC
ACTION: DAVE DUNDAS to contact Bruce and confirm agreement to pay WRTC 20% of gross revenues received from Juniors Program plus a collection of $20 junior fee per junior
ACTION: DAVE DUNDAS to talk with Colleen Torsky regarding the Junior Program and bring her up-to-date
• Coaching – City of White Rock Program • The City of White Rock also requires coaching hours through their program that will take priority over Bruce's allocated hours, but no hours will receive priority over those of regular members
• An email was reviewed from Linda Finch of the City of White Rock regarding their suggested hours for their program
• Bruce has agreed to provide coaching for the City of White Rock program in addition to the Junior program
ACTION: DAVE DUNDAS to have Bruce contact the City of White Rock directly to negotiate his contract with the City for the lessons to be offered ACTION: DAVE DUNDAS to work out schedule with City of White Rock and Bruce that will be prepared no later than FEBRUARY 28, 2006 , that does not interfere with member play, league play and tournaments
• Coaching – Private/Group Lessons
• Henny Schepel has been contacted to offer her a position on the coaching staff that would also include helping with the juniors. Henny has declined this offer.
• Alex was contacted and was to return a proposal to continue coaching, but this was never received prior the deadline and Alex has since contacted Jack Queen to say he is in Alberta and will be in touch when he returns in February.
• As we will not be adding to the coaching staff of Bruce Webster, Terry Hubbard and Matthew Martin and there will be a time constraint placed by these lessons already offered through the Junior and City of White Rock programs, there will be no other lesson time allocated for the WRTC courts.
ACTION: JACK QUEEN to talk with Henny and Alex regarding no court-time allocation for lessons other than those through the City Of White Rock
• Application for 2006 Membership
• A new application including information on the levy to cover the additional expansion project costs has been prepared and will be emailed to the Executive members by Jack
ACTION: JACK QUEEN to email all Exec members with proposed Membership Application
ACTION: ALL EXEC MEMBERS to reply with comments/approval/disapproval on proposed Membership Application no later than February 28, 2006
There being no further items for discussion, the meeting was adjourned at 8:10pm
• Expansion Alternative
• The meeting was reopened for the discussion of one final item regarding alternatives to the cost of the full expansion as it currently exists.
• Jack Queen suggested that if there was not enough funds to cover the costs of the full four courts, we could consider doing the expansion in two stages 1) Move the three courts north and then 2) put in the fourth court
• Another alternative considered if money was not an option was to position the fourth court in the same direction as the three existing courts and moving the clubhouse
• It was noted that funds may not be an obstacle to the current proposal as at the Annual General Meeting there were also offers by WRTC members to loan funds for the expansion and this offer was reiterated during the Executive meeting.
There being once again no further items, the meeting was adjourned at 8:25 pm
Respectfully submitted
Acting secretary, Carolyn Haley.
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Executive Meeting
White Rock Tennis Club
Saturday December 10 2005
Present: Jack Mansour, Helge, Michael, David, Carolyn, Peter, Ane, Tracy, Betty
Carolyn to follow up regarding Men's C1 team
Expansion Committee to consist of Michael, Jack, Joseph, and possibly Ken Pazder.
Treasurer's Report – Surveyor and Architect were paid
New Year's Day – Ane to send email to members
Coaching & Junior -
There was discussion as to how to get the juniors more integrated to the Club.
Dave has had discussion
with Bruce Webster regarding coaching & junior program. Possibility of Bruce to coach with Terry Hubbard and Matthew Martin.
Junior program is important for Grant Application.
Bruce Webster has been chosen as a community champ by Tennis BC .
He will be going into schools to promote tennis.
The Club has an obligation to the city re Junior program.
There was discussion around the relationship between the Club, City of White Rock , and Coaching, Coaches.
Grant Applications -
Dave gave us an update. We wont hear from BC Lotteries until March 31
There was discussion regarding letter from Club Member Ann McPhail.
Jack to discuss with Ann
Honorary Members List – list to be provided of honorary members.
Expansion Update -
Specs submitted to contractor for quote.
Have estimate – will get firm quote
Application to be in to city by January
At Best – Construction begins June 15.
Top coating has to be Aug
Discussion as to willingnesss to go into debt to achieve court expansion,
All were in favor
Concerns – if we don't meet our obligations – city can take over property.
Discussion regarding starting to seek finances from members, through website.
Ane to create new membership form to include $70 fee.
Membership $60.00
Honorary (over 80, Executive, Auditor)– exempt
New project – one time fee on $70/00 per person – honorary members not exempt
Discussion over changing initiation fee to $200.00.
Members who do not rejoin due to injury, illness, etc must pay $70.00 fee
Members who choose not to renew membership can rejoin but must pay membership + $70.00 levy.
Dues are payable April 30. $10.00 late fee payable if paid in May.
If membership not renewed by May 31, membership will lapse and membership fees will be payable.
Minutes respectfully submitted
Ane Pedersen
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Executive Meeting
White Rock Tennis Club
Tuesday, Sep 6 th , 2005 7:00pm
In Attendance: Michael Clarke , Mansour Zainali , Colleen Torsky , David Gold , Janice Barnes ,
Gil Somerville, Tracey Daniel , Nancy de Vink , Absent: Derek Kleinbub , Karl Kleinbub
Adoption of the Minutes:
Minutes of the July 14 th , 2005 minutes adopted by Mansour and seconded by Colleen, carried.
1. Treasurer:
Waiting list of 10, Motion by Mansour to accept 6 new members, seconded by Tracey, carried
2. Social Director:
The Labour Day Fun Tournament had the most participants on record …good job!!
When we have our 4 th court the wait time will be minimal!!!
Fall Annual Dance…..October 15 th , Sat at the Rotary Field House, tickets are $25.00 per person available through the Executive.
Meeting adjorned by Mansour at 9pm
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Thursday July 14 th , 2005 5:00pm
In Attendance: Michael Clarke , Mansour Zainali , Derek Kleinbub, Colleen Torsky ,
Janice Barnes , Gil Sommerville, Tracey Daniel , Betty Bishop, Nancy de Vink ,
Absent: David Gold,
Adoption of the Minutes:
Minutes of the May 27th, 2005 minutes adopted by Mansour and seconded by Colleen, carried.
1. Treasurer:
Motion by Mansour that Gloria Sommerville and her husband be granted a membership, seconded by Colleen. carried
2. Director:
Colleen reported that as yet there are no Juniors.
Motion to provide balls for Beach League, a maximum of $100.00, seconded by Nancy carried.
3. Coaching:
Approved at the last meeting Monday coaching for Club members to take place 8 - noon Mondays and 7:30 – 10pm on 1 court.
Motion by Colleen to use all 3 courts for Monday coaching during the hours of
8 – noon and 7:30 -10pm , seconded by Gil. Carried
4. Social Director:
Correction for BC Day Fun Tournament….to be held on Monday , August 1 st not Sunday as advertised…
.if it rains come and eat in the ClubHouse….e-mail to be distributed with the change.
Fall Annual Dance…..October 15 th , Sat at the Rotary Field House, Tracey to set up a Committee to start planning the Event.
5. Edith Webster Tournament:
This year the Tournament takes place at New Westminster Tennis Club on Sunday, August 21 st .
The Team will consist of Club members who have contributed to the running of the Club. Skill levels will be matched by New Westminster Club.
Meeting adjorned by Mansour at 7:15pm
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Friday, May 27 th , 2005 5:00pm
In Attendance: Michael Clarke , Mansour Zainali , Derek Kleinbub , Colleen Torsky , Joseph Incantaloupe , Nancy de Vink ,
Absent: Janice Barnes , David Gold, Gil Somerville, Tracey Daniel
Adoption of the Minutes:
Minutes of the April 1st, 2005 minutes adopted by Mansour and seconded by Colleen, carried.
1. Canada Day Fun Tournament Friday July 1 st , 2005 :
Pancake Breakfast to be cooked by John Torsky and crew!
Suggested that we contact Sarah Hunter for a wheelchair tennis match.
2. Lessons:
Coaching will be available Monday mornings 9 – noon and
Monday evenings 6 – 10pm on Mondays were Leaque is not being played.
1 court only to be occupied, call Colleen to book.
3. Team Tennis:
Captains to meet and report after round 2 has been played, format may change
with only serious and available playesr on the Teams.
4. Treasurer:
Mansour reported on membership
Member 300 plus 33 honorary for a total of 333
5. 4 th Court :
Motion by Derek “To submit an application to the B.C. Gaming Commission
for a major Capital Project Grant in the neighbourhood of $100,000.00, to help finance:
a) the 4 th Court
b) Clubhouse expansion
c) New lighting
This application to be submitted by Nov 30 th , 2005 for possible approval by March 31 st , 2006 .”
Seconded by Mansour , carried.
Motion by Nancy “ Having received approval from Ocean and Fisheries to proceed
with the 4 th Court the Club should make immediate application to the City of White Rock
in order to obtain the approval for the Capital Project.”
Seconded by Colleen, carried
Meeting adjorned by Mansour at 7:15pm
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Friday, April 1st, 2005 7:00pm
In Attendance: Michael Clarke, Janice Barnes, Mansour Zainali, Tracey Daniel,
Colleen Torsky, Gil Somerville, David Gold, Nancy de Vink,
Absent: Derek Kleinbub
Adoption of the Minutes:
Minutes of the February 18th, 2005 minutes adopted by Mansour and seconded by Gil, carried.
1. Opening Day Sun April 17th:
Due to the Men's C2 League game scheduled to play at 9am , Opening Day will commence at 11am , Members are encouraged to come early and cheer on our Team. Fun Tournament includes lunch for a fee of $5.00, guests welcome for lunch for the same fee. Sign up at the Clubhouse or let David Gold thegolds@shaw.ca or Nancy know.
2. Junior Tennis:
A committee met with Rita Clarkson and Linda Finch from White Rock Leisure Services, to establish the obligations of the WRTC for providing courts time for public lessons.
The committee was informed that Junior lessons are not a mandatory requirement and it was mutually agreed upon that during the period of May through to the end of August lessons will be given o n Friday's from 4:30 – 7:30pm , targeting the 8 – 14year olds and 15 – adults.
During June and July on Wednesday mornings 9 – noon the same lessons will be given to the same age groups.
Leisure Services will be advertising for a coach and signing up the participants.
3. 4 th Court :
A letter was received from Ocean and Fisheries approving our proposal and opening the way for the next step. Janice is to investigate and request forms for any grants that may be available.
4. Alan Webster Memorial Fund:
To date WRTC Members have donated a total of $75.00, due to this low response Michael will contact the organizer of the New Westminster Club donations to see how best to proceed.
5. Leagues
Thank you to the Captains of the Leagues for getting your Teams organized!
Men's B1….George Whitfield,
Men's C2…Jody Shields,
Ladies 2 Night….Colleen Torsky,
Ladies 4 Night,….Meredeth Martin
Ladies 5 Day…Divera Meeres.
GOOD LUCK!!!
6. Board Sign up Procedure:
This Procedure supercedes any regulations prior to this date.
7. Treasurer:
Membership Renewal:
86 Members are paid up for the 2005 season, Nancy to e-mail out another reminder.
14 people on the Waiting list to be welcomed into the Club,
Mansour and Nancy to call these new Members.
Social Report:
Tracey moved that “2006 Membership renewal be changed to the end of March, allowing new Members to be welcomed to the Club and be able to attend Opening Day in April” seconded by David, carried.
8. New Business:
Tennis BC has asked if we would display on our bulletin board a notice for them. The notice is a request looking for coaches for Spring and Summer programs at the schools for Juniors, approved.
Meeting adjorned by Janice at 9:15pm
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Friday, Feb. 18 th , 2005 7:30pm
1. Adoption of the Minutes:
~ Minutes of the Oct. 15th, 2004 meeting adopted by Mansour and seconded by Gil, carried.
2.Correspondence:
~ We have been contacted by the New Westminster Club regarding a Memorial Bench for Alan and Edith Webster,
~ Their Club has raised $360.00 toward a Bench costing $1500. Motion by Janice “A request to the WRTC
~ membership for donations for the Memorial to honor the Websters” seconded by Mansour, carried
3. 4 th Court :
~ Michael spoke to the City of White Rock and was told that once clearance is given from the Department of Oceans
~ and Fisheries, it is very likely that we will be able to proceed to the next level.Money restraints to be put in place for
~ the coming year if we are to reach our goal of a 4 th court.
4. Treasurer's Report:
Honorary members ~ 34 and 17 on the waiting list.It was a unanimous vote that Helge's dues be waived as he is our web master.
5. Social Report:
Motion by Tracey “That a $5.00 fee be charged for entry to all Fun Tournaments” seconded by Colleen. Carried
~ Motion by Tracey “To purchase a dishwasher” defeated, the 4 ladies voted yes and the 4 men voted no…
~ so we know who will be washing the dishes!!
6. Maintenance Report:
~ Derek reported that the blower has maintenance overhaul and is ready for the season.
7. Junior Director:
~ Colleen is moving forward with the idea of having Junior lessons Friday afternoons 4:30 – 7pm .
~ We will be interviewing for a coach.
8. Tournament Scheduling:
Dates to Mark on your Calendar
Opening Day Fun Tournament……..Sunday, April 17 th
Victoria Day Fun Tournament……...Sunday, May 22 nd
Canada Day Fun Tournament……...Friday, July 1 st
B.C. Day Fun Tournament………….Monday, August 1 st
Club Tournament……………………Monday, August 22 nd - 2 weeks
Labour Day Fun Tournament………Monday, Sep 5 th , morning
Finals Club Tournament…………….Monday, Sep 5 th , afternoon
AGM…………………………………..Thursday, Sep 22 nd
Annual Fall Dance……………………Saturday, Oct 15 th
7. Evening Tennis:
~ After a lengthy discussion it was decided that evening play would take on the following format:
~ Tuesday – Men's Night, Wednesday – Ladies Night and Thursday – Mixed, all starting at 6:30pm
NEW TO THE CLUB – TEAM TENNIS: this new event will focus on giving members an opportunity
~to mix and have fun competitive tennis.
~Teams will consist of 4 Men and 4 Ladies, a list will be put up on the board or you can e-mail Nancy or
~ Michael stating your interest. A chart will go up on the wall listing the teams and their progress. You will not
~ have to form your own Team, that will be done by the Team Tennis committee.
~ Get involved and meet your fellow members!
Meeting adjourned by Derek at 9:45pm
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Friday, Oct 15th, 2004 5:10pm
In Attendance: Michael Clarke , Janice Barnes , Mansour Zainali , Tracey Daniel ,
David Gold,
Colleen Torsky ,
Derek Kleinbub, Gil Somerville, Nancy de Vink ,
Michael welcomed the new Executive members present, Derek, Colleen and David and thanked the existing Executive for staying on for another year. •
Adoption of the Minutes:
Minutes of the August 23rd, 2004 Meeting adopted by Colleen and seconded by Mansour.
2. Dinner Dance:
Tracey reported that all 100 tickets have been sold.
Entertainment will be provided by Bruce Webster and Roy Duquette, and Tony Brennan will be doing a comedy skit routine.
Presentation of the Club Championship trophies and Beach League Trophy will take place.
• AGM:
Letter from Floyd Stanley, thanking the Executive for their positive leadership this past year.
Executive Members expressed their satisfaction with the positive response from the Membership with regard to pursuing the 4 th court project.
• Financial Expenditures: 2004-2005
Discussion was held with regard to future spending.
The Executive agreed that if the Club is to proceed with the 4 th court addition some restraints in spending will have to be implemented.
• Insurance:
Janice reported that for complete coverage on and off the court two separate policies will continue to be required from Baldwin and Jansen.
• 4th Court Project:
The next step is to set a meeting with the Planning Department, to establish the steps required for the approval of the project.
Derek has been added to the committee of Michael, Janice , Mansour and Nancy, Project Manager to be Joseph Incantalupo.
• Membership and Finances:
Membership: 360
Meeting adjorned by Derek at 6:45pm
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Monday, August 23 rd , 2004 5:25pm
In Attendance: Michael Clarke , Janice Barnes , Ray Nielsen, Mansour Zainali ,
Tracey Daniel , Jack Withenshaw , Helge Jensen , Nancy de Vink , Bruce Webster
Absent: , Moti Bali,
1. Adoption of the Minutes:
Minutes of the July 2 nd , 2004 Meeting adopted by Helge and seconded by Mansour. carried
2. Correspondence:
McLaren Distribution is interested in installing a pop vending machine. Request declined.
3 Fall Dance:
Committee to be established by Tracey.
4. AGM:
a) Nominating Committee…Floyd Stanley, Clare Martin, and Colleen Torsky to fill vacating positions; Maintenance assistant, Social Director assistant, Tournament director, assistant Tournament Director and Junior Director.
b) Bylaws: Motion by Mansour “to make an amendment to the constitution - to revise the quorum requirements to 10%” Seconded by Jack carried
5. 4 th Court update:
April 4 th , submission to Stephen Richardson at City Hall…no written response.
August 7 th , still awaiting response, Michael to contact Stephen at City Hall again.
• Tournaments:
• Ed ith Webster: Home match Sunday, September 26 th , New Westminster to submit their team for us to match their skill level.
• Club Tournament: suggestion that next year we include a “B” event for some categories, provided the number of entries are sufficient.
• Treasurer's Report:
Motion by Mansour “to accept the waiting list of 21 players at a reduced fee of $30.00 for the remainder of the season” seconded by Helge. Carried.
• Additional Business:
a) Club House Cleaning: the present company that cleans the Club House has been sold and the new owners have increased the hourly rate from $29.00 to $48.00. It has been decided to advertise via our own members for a new cleaning arrangement, and pay an hourly rate of $30.00.
b) Club Insurance: Additional general liability insurance has been purchased.
Motion to adjourn the Meeting at 6:50pm by Helge.
Seconded by Mansour, carried
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Friday, June 25 th , 2004
In Attendance: Janice Barnes , Ray Nielsen, Mansour Zainali, Tracey Daniel , Jack Withenshaw
Absent: , Moti Bali, Chris Hartmann, Bruce Webster, Nancy de Vink , Helge Jensen , Michael Clarke
1. Adoption of the Minutes:
Minutes of the May 21st, 2004 Meeting adopted by Mansour and seconded by Ray
2. Treasurer's Report:
Members to date that have renewed their membership: 307 and 35 honourary, for a total of 342
Waiting list is at 17.
3. Maintenance;
No new items to report, everything is up to date
4. Social Committee:
The second New Members Night was held on June 19 th , 2004 , from 6 to 9pm it was well attended 40 members enthusiastically participated. Salad buffet was served. As a result of the many requests for a method of contacting members of similar skill level for play, a sign up sheet is to be posted by Tracey in the Club House and advertised on the web site. A Friday night sign up sheet for the ball machine and automatic hopper will also be posted in the Clubhouse.
5. Canada Day Fun Tournament – Thursday, July 1 st , 2004
8am coffee, fruit and muffins served
8:30 to 10:30am members Fun Tournament
10:30 to 12noon doubles Exhibition Match
10:30 to pancake breakfast organized and prepared by John Torsky
• 4 th Court Progress Report: from the City of White Rock
Stephen Richardson, the City Planner, was contacted in late June, and he indicated that there had been no change in the City staff's position regarding the 4 th Court since he last talked to Michael Clarke , and that they could not foresee any problems with the Proposal at this point in time, but there is an approval process the WRCT has to go through providing exact details and funding arrangements.
• New Business
• The AGM is set for Thursday, September 23 rd , 2004 at 7pm at the Centennial Park Leisure Centre – the Hall
• Parking Lot Sign, while non-member parking in the WRTC parking lot is an irritant, it was agreed that unless it becomes a paramount problem we leave the parking signage as is.
Meeting adjorned at 6:50pm
Next meeting May 21 st 5pm , Club House
Minutes respectfully submitted,
Janice Barnes
Vice President, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
March 5th 2004
In Attendance: Michael Clarke, Janice Barnes, Moti Bali, Jack Withenshaw,
Ray Nielsen, Mansour Zainali, Tracey Daniel , Bruce Webster, Helge Jensen, Chris Hartmann , Nancy de Vink
Absent: None
1. Adoption of the Minutes:
Minutes of the January 23rd, 2004 Meeting adopted by Chris and seconded by Janice.
2. Treasurer's Report:
New members 17, waiting list is at 16.
• Correspondence:
A card from Barbara Webster thanking the Club for the flowers sent in memory of her Father Alan Webster.
• Insurance:
Michael reported that Tennis BC can provide the Club with the additional liability insurance coverage necessary.
For memberships of 251 - 500 the cost would be $480.
Motion by Michael to purchase this additional coverage. Seconded by Moti,
Michael to investigate the cost of having Tennis BC alone insure the Club in 05.
• League Play:
Discussed were the scheduling times for League Play requested.
Ladies Div 3 Sat 9 – 10:30am
, Div 4 Wed 6:30 – 8pm and Thurs 6:30 - 8pm ,(along with Open Dbles ) Div 5 Tues 9 – 10:30am ,
Men's Div B1 and C Sun 9 – noon .
$300 to be given to each Team to use at their discretion.
• Club Play:
a) Monday, Wednesday and Thursday nights to be Open Doubles Nights and Tuesday Night to be High Velocity Night.
Motion by Tracey to change the name High Velocity to intermediate/ advanced. Seconded by Chris defeated.
• Discussion re: length of time – 30 mins versus 1 set , tabled and remains at the 1 set. Durng peak summer weekend time this issue maybe revisited.
• External Junior Program:
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A review of the Junior hours requested, resulted in the Friday morning being eliminated as the Jr League conflicts with the Friday morning ladies.
Friday afternoon's …May and June moved to 4:30 – 7pm .
The balance of the Jr program to remain as requested. If the enrollment is not full Bruce will notify the Executive and the open space will be published.
Bruce is to charge each Junior player a fee of $5.00 (for temporary membership and coverage by the Club liability insurance) during their period of coaching.
Mid August 10% of the coaching fee is submitted to the Club.
• Club Junior Program:
Tabled to AGM.
• Coaching Lessons by Terry:
Terry's request of 10 Clinics were increased to 12, 6 beginners and 6 intermediate/advanced.
Motion by Helge to approve 12 sessions @ $50.00 per hour and 2 clinics @ $375.00 per clinic
for a total of $1350.00 seconded by Chris approved.
Motion by Tracey, a non refundable $5.00 per lesson be charged to those who sign up for lessons,
maximum 2 lessons per person. Seconded by Jack passed. • Facilities:
b). 4 th court update:
discussion continued, the 4 th court proposal to proceed to the municipal level.
Joseph to be paid $20 for the plans required for this proposal.
Committee to meet to organize the presentation.
• Jackets and Club sweaters:
Put on hold for the present.
• Fall Wind Up:
Tracey to form a committee and set a place and date.
Meeting adjorned at 10:15pm .
Next meeting April 3 rd Sat. at Helge 's … .16711 18 th Ave ….10am
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
Friday, January 23 rd , 2004 , 7pm
In Attendance: Michael Clarke, Janice Barnes, Mansour Zainali, Tracey Daniel , Bruce Webster, Helge Jensen, Chris Hartmann , Nancy de Vink
Absent: Moti Bali, Jack Withenshaw, Ray Nielsen
Adoption of the Minutes:
Minutes of the November 1 st , 2003 Meeting adopted by Chris and seconded by Janice.
Opening Remarks:
Michael thanked Helge and Nancy for all their work with setting up the e-mail addresses and Tracey for making the New Years Day Party a success.
Directors Reports:
Treasurers Report:
Motion by Helge to accept the Waiting List, seconded by Mansour, passed
Additional Insurance coverage to be explored by Michael and Janice.
Junior Director
Motion by Mansour that the WRTC no longer handle the Jr account for Bruce Webster the Junior Program Director. The Jr account to be transferred to Bruce Webster. Seconded Michael, passed
See enclosed Junior Coaching Program Schedule
Motion by Chris to explore the idea of a Junior Tennis Membership, seconded by Bruce passed.
Tournament Director:
Tournament Schedule enclosed.
Tournaments scheduled on the long weekends to be held on the Sunday in the event of rain it could be played on the Monday. Clinics and Coaching schedules also enclosed.
League Captains will receive $300, $240 of which will go to Tennis BC for the Annual dues.
Social Report:
New Years Day Party report enclosed.
Maintenance Report:
Helge reported that the North fence is coming loose, resurfacing to be postponed do to the expansion proposal. See New Business.
Constitution:
Motion by Mansour to move the AGM's to early May from Oct, effective 2005, notice to be given of this change at the 2004 fall AGM. Seconded Nancy , passed.
The issue of the 20% quorum to be an agenda item at the 2004 AGM.
Correspondence:
A thank you note from the Webster's for the flowers was received.
New Items:
• Michael presented a drawing and plan by Joseph Incantaloupo proposing a possible 4 th court.
• Michael also reported on his meeting with the White Rock Parks and Recreation re:
• Tree topping, -negative, but City will spiral the trees on the south side.
• Possibility of a 4 th court and City would be prepared to receive a proposal. More information regarding the 4th court proposal maybe found on the WRTC web site.
• Motion by Helge to establish a committee to explore the 4 th court expansion. Seconded by Chris, passed. Committee members are Michael, Helge Mansour, Chris and Nancy
Meeting adjourned at 10:00pm , seconded by Chris.
Next meeting March 5th, 7pm at Michael's house.
Minutes respectfully submitted,
Nancy de Vink
Secretary, White Rock Tennis Club
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Executive Meeting
White Rock Tennis Club
November 01, 2003
10 am at the Clubhouse
In Attendance: Michael Clarke , Moti Bali, Janice Barnes, Mansour Zainali,
Tracey Daniel, Bruce Webster, Helge Jensen, Chris Hartmann , Ray Nielsen, Nancy de Vink
Absent: Jack Withenshaw
Opening Remarks: Michael welcomed the Executive, thanked the existing members for continuing on with their positions
and the new members Janice, Ray, and Tracey for volunteering their time and commitment to the Club.
Directors Reports:
Junior Director:
Programs will commence again in the Spring .
Maintenance Director:
Cabinet and TV now installed above the fridge.
Backboard painted.
Maintenance to look after paper towel and toilet paper supplies
Tournament Director:
Chris reported an increased interest in competitive tournaments and has plans for an early Spring tournament with 2 levels of competition.
The Ladder to commence in the Spring.
He has requested that the Men's Leagues be run by a member of the Team with an assistant.
Fun Tournaments will be run by the Assistant Tournament Director….Jack Withenshaw.
The Edith Webster Tournament to be run by the Club President.
Treasurers Report:
Nothing to report.
Social Report
No report, Tracey was familiarizing herself with her responsibilities.
Communication: Michael stated that he would like to see the flow of information to the Members
be increased and be via e-mail whenever possible. Executive meeting minutes and other information
will continue to be posted also at the Club House. Executive will call assigned members and obtain
their e-mail addresses and report them to Nancy by Dec 1 st .
Correspondence:
Two letters have been received from Club members regarding the 03 AGM; one re parliamentary procedure,
quorum and rules of order, and one re the approved motion giving “A lifetime honourary membership for all past a
nd present Presidents of the WRTC who have served a term of 2 years minimum.”
Motion; Janice, seconded Chris; to not implement ‘A lifetime honourary membership….. ‘ and to table the issue for the 04 AGM. carried
Constitution:
Michael stated that our Constitution needs some attention and that a committee be formed to streamline it.
Committee of Michael, Janice, Mansour, Chris and Nancy to meet and bring a draft to the Executive.
Items to be discussed, guidelines for expenses, job descriptions, quorum issue, etc
New Items:
Mansour mentioned that the Club insurance maybe increased by 25%. Moti agreed to check rates with 3 separate insurance companies.
Moti also to resource legal counsel regarding Club liability.
Mansour mentioned that the Club has 2 accounts, the main account and the other for the Junior program.
He said the bookkeeping for the Junior account is cumbersome. This was referred to the Constitution committee.
Meeting adjourned at 11:30am , seconded by Chris.
Minutes respectfully submitted,
Nancy de Vink, Secretary,
White Rock Tennis Club
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