MINUTES
Minutes of the Tennis Canterbury Region Incorporated Board Meeting
Details of Meeting:
4.30pm Thursday 11th April 2013, Z Energy Wilding Park
Tennis Centre.
Present:
P Maciaszek (Chair), N Prior, A Radburnd, T Tiller, I Jones, J Glentworth, J
Campbell, B McDowell, M Barnes, T Preston, J Thomson
Meeting opened 4.30pm
Bank authorities.
Neil is away for a month over April/May, and we are currently reviewing the authorities and bank signatories.
Motion: Confirming that the signatories to the TCRI bank account be Jaimee, Neil, Peter and Jane. In Neil’s
absence another Board member should authorize payments.
Maciaszek/Radburnd
Motion Carried
Jane and Jaimee will authorize payments in the first instance whilst Neil is away.
Process for AGM
Draft notices have been prepared for the AGM and upcoming SGM meetings.
Ty and Andrew are up for rotation. Ty has indicated that he will offer himself for re-election, but Andrew has
indicated that he will stand down. There will be an election for both places, with one open vacancy for Andrews
position. We will need to consult with the Board Appointment Panel who will suggest the order of candidates.
There will be a potential need for a constitutional change for what may transpire from the SGM, in regards to
the affiliation fee model. Neil handed out the notes on the new affiliation fee proposal.
Temporary Repair of Indoor Centre.
As per the motion at the previous meeting to pursue further reporting on the safety/peer review of the Spiire
reporting, Tim has produced a brief on the questions and process of what to expect from a second party doing
the peer review.
This will be progressed whilst Neil is away, and Tim has been asked to follow through from this point,
including contacting someone to do the review.
Documentation is to be provided from Arrow or Spiire, and then given to the second party.
It was also proposed that Rod and Paul Macey will provide any documentation that they believe should be
required to perform an opinion for the peer review. They should also advise was documentation is available. The
Board is comfortable with this approach.
Motion: Agreement to ask Spiire and Arrow to supply a list to Tim and Peter, for all relevant documents
available needed for the peer review. Tim and Peter are to confirm and appoint an engineer, to meet with them
and provide the brief. It will be confirmed in writing, and estimated costs will be obtained, with a cost cap of
plus GST. Costs beyond that will need to come to the Board for approval.
Preston/Radburnd
Motion Carried
Interim Repair of Outdoor Courts.
A brief for proposal has been sent to five different building companies. They will build the proposals and Neil
will review and consolidate before presenting to the Board. Neil has also specified the requirements needed.
Neil will report on the progress after returning from leave.
Use of Indoor Centre by Coaches.
Historically, only the Canterbury Coaches were allow to coach here.
With the online booking system up and running, permanent bookings are open to anyone. The question was
asked, as to whether other coaches can use the indoor centre for coaching.
Neil noted that there is an extent to which other coaches can use the indoor courts. There has never been a case
of other coaches not being able to use the courts.
Neil passed around the terms and conditions of hire for the indoor courts, and drew particular attention to
conditions 6, 7, 8, 9 and 10.
John queried why there is exclusivity given to the Canterbury coaches when it is a stakeholder facility. Neil
noted that we are trying to be as inclusive as possible, but the difference is that free courts are made available
for the Player Development Program, as it is part of what we provide.
Other academy’s and coaches can book and pay for indoor courts, when the Player Development Program are
not using the courts.
It was suggested that condition 10 be removed from the terms and conditions. Conditions 8 and 9 are basic
courtesies.
Courts are not available for public use until 9am, and the Player Development Program use courts first thing in
the morning before the courts are open for public use.
The Board approved the Player Development Program taking precedence, but suggested alternate wording for
condition 11. The Board also agreed to remove condition 10.
Motion: Subject to condition 11, and subject to any other booking, tournaments or business house competitions
that are in place, anyone including club coaches, or private coaches may hire the facilities at the appropriate
fee, be approved by the Board.
McDowell/Barnes
Motion Carried
Further discussion was held on conditions 6 and 7 that relate to the maximum hours for court bookings, and the
maximum number of courts booked at one time.
Motion: Conditions 6 and 7 in the terms and conditions of hire will be amended with the words “or by special
arrangement”
Barnes/McDowell
Motion Carried
Neil thanked the Board for their input. Peter commended Neil on the amount of work that has gone into getting
the indoor centre up and running.
Future Delivery of Tennis Study
Tim Shannahan has sent a final draft of the report. It is a very comprehensive report with a lot of supporting
documents. The report will be fine tuned and is expected to be released to the Board and Future Tennis Delivery
Group on Monday.
Review of questions on internet survey.
Neil projected the survey on screen, and the Board reviewed and discussed each question and were asked to
advise of any changes.
Discussion was held, and changes are to be made as follows 

An additional option of “Less than once per week” will be added to Q3, and “less than a year” to Q5
on the first page for the participants relationship to tennis.
An additional comments box if the participant answers “NO” to Q1 on page 2, will be added. This will
allow participants to comment as to why they don’t think we need a Regional Tennis Centre. Tim had
an objection to this question being in the survey.









Participants should be able to choose as many options as applicable for Q2 on page 2 “WHY do you
think we need a RTC? (please tick as many as applicable)” This will be amended. Bruce had an
objection to this question being in the survey.
An additional option will be added to Q3 on Page 3, for “12” courts, when asked how many courts.
The word “multi” will be changed to “A combination of both” for Q3 on page 3, for preferred court
surfaces.
An additional option will be added to Q4 on page 4 “Elsewhere in Christchurch”, and the comments to
be removed from each option, for the RTC location. Participants should only choose ONE option for
this question.
Comments will be removed from each option on Q5 on page 3, for the RTC location. Participants
should only choose ONE option for this question.
Wording will be amended and options will be added for Q6 b. ‘Should the following be considered a
priority before the building of a RTC, Complete removal of debt, a reduction of debt, retention of debt
for an appropriate option, wait until more factors are available”
Question 6.C is to be removed from the survey in regards to TCRI extending itself financially for a new
Regional Tennis Centre.
Numbers will be removed from Q7 a & b, for reinstatement of outdoor courts.
Wording will be added to question 7.c., “now whilst other longer term options are being considered”
It was discussed at the last CMAG meeting, that Board members would be able to distribute hard copies of the
survey to maximise our responses, as an additional step.
It was also decided that all questions can be optional, so that participants do not have to answer every question
in the survey.
A note will also be added to the end of the survey that asked participants if they would like to go back and
complete questions, or finish the survey.
90 Day Plan
This will be deferred to another meeting.
Affiliation Fee Model
The new model has been sent out and TNZ are keen to move it forward. TNZ would prefer 95% approval of the
model.
This will be a topic for the SGM, and discussion was held on holding an SGM before the end of May. The
members are responsible for supporting the new model, or not. But we need to provide the process and should
continue to endorse the model. Bruce has strong views on the new model, and handed out a summary of club
membership numbers over the past few years, and explained how this can have a negative effect on the clubs in
regards to paying affiliation fees based on the new model.
Motion: This Board moves the SGM in late May, that the proposed new affiliation fee model, for tennis in NZ,
as per the tabled document, be approved by the SGM.
Maciaszek/Radburnd
McDowell obstained.
Motion Carried
The proposal can go out to clubs now, and it will be read through at the meeting. Neil will find out if Steve
Johns from TNZ will be attending.
Finance.
Accounts for payment were circulated. Tim queried the insurance payment to James Forster Insurance. This is
for the professional indemnity insurance, and protects the Board members.
The description for the invoice for Adam Beretta should be for tennis in schools delivery, and will be amended.
Motion: That the accounts for payment for March 2013 for the amount of $34,902.22 be approved.
Glentworth/Campbell
Motion Carried
General Business
Notice of AGM
This needs to be sent 60 days in advance of the meeting. Neil will leave Jaimee with instruction for the sending
of agenda, additions to agenda and calling for nominations for the Board Appointment Panel.
Bruce noted that in the paperwork that he handed out, that some columns were missing and explained what the
numbers related to.
Meeting closed 7.10pm
Next meetings: Thursday 2nd May 2013, held at 4.30pm, Z Energy Wilding Park Tennis Centre.
Chair
Date