Annual General meeting Minutes
SHERIDAN TENNIS CLUB 2020 VIRTUAL ANNUAL GENERAL MEETING
Due to COVID-19 restrictions this was a virtual AGM held via conferencing software October 29, 2020
Agenda 2020
Quorum
Approve 2019 AGM Minutes
Financial Statement
Membership Report
Tennis Pro Report
Pickleball Pro Report
Annual Report of Executive
Election
New Business
Adjournment
Quorum
As per our constitution: The quorum will consist of at least 5 Executive members and 20
voting members in presence or by written proxy votes assigned to those in attendance.
Tom Vaivada (President)
Adrienne Gittens (Treasurer)
Joseph Lum (Membership Secretary)
Zuzana David-Dubel (Secretary)
Thomas Bernard (Webmaster)
Yolande Treasure (Social Director)
Doug Charles (Member at Large)
Terry Treasure (Member at Large)
Brenda Charles
Proxies (25) held by voting members in attendance for the following members:
Sarfraz Ashgar, Ed Chang-Yen, Vicky Larson, Tracy McInnis, Kathy McClintock, Keith Larson, Donna Stewart, Harry Stewart, Chuck
Stahl, David Marshall, Carol Stobie, Sylvia Sketchley, Helen Rogers, Donna Sas, Keith McGregor, Bob Sjolin, Wendy Sjolin, Grace McGregor, Terry Treasure, Yolande Treasure, Judy Ogaki, Jean Wong, Ivor Joshua, Theresa Alum
Quorum requirement is satisfied
Approve 2019 AGM Minutes of Membership 2019
Motioned by: Grace Lum Seconded by: Doug Charles
Membership Statistics
Adult Junior Total
Tennis 122 82 204
Pickleball 43 2 45
Financials
Expenses were significantly reduced due to Covid-19 restrictions on organized activities.
Membership fees were only slightly lower than previous years leading to net earnings on the balance sheet.
Tennis Pro Report
1. Tennis this year was not the norm at Sheridan Tennis Club. With Covid tennis became a very popular sport.
2. For the first time in a long time Sheridan ran junior tennis camps with at least 6 kids per week throughout the summer. Jr
Clinics were record high with at least 3-4 courts running on Thursday evenings. Was great seeing all the kids out this
summer.
3. There was also lots of adult play. I had beginner ladies clinics, lots of privates with adults, and courts super busy in the evenings.
4. The first time I have ever seen courts full and people waiting in the evenings every night I was teaching. Most all were tennis members.
5. Unfortunately, we were not able to run free clinics, social events or gym classes. I feel even without the extra amenities we were still extremely busy and had a very prosperous tennis season even under the circumstances. On the positive side all clients I had said they would be back in the spring! Look forward to 2021.
Pickleball Pro Report
1. To recap and for comparison purposes, in 2019:
2. There were roughly 70+ pickleball members. We ran 3 different programs throughout the season.
3. There were weekly clinics in May & June where we had up to 50 people attend.
4. Tuesday nights were set aside for organized play.
5. In July we started the first House League in the GTA for members only. This ran for 10 weeks to the end of September with 48 participants and had 10 on a waiting list
6. For 2020, COVID has effected most group activities:
7. We have roughly 43 pickleball members this year.
8. Clinics were cancelled; House League was cancelled.
9. Tuesday night play continued and organized play (not a house league) began in August.
10. This year, I have been doing lessons since Day one of the courts opening. I teach roughly 20+ hrs per week with everyone from new beginners just taking up the sport to people looking to refine a particular part of their game. Most are singles
but some are groups of up to 4. We did not offer larger groups or clinics at all this year due to the 5 person restrictions.
11. Survey and Observations:
12. I have a few clients who I teach at Erin Mills, but they are still primarily a tennis club and it is only a couple of hours a week. Erin Mills do not have any specific programs planned at all for Pickleball. I teach in Brampton & Oakville as well but they also tend to be more sporadic on public courts.
13. Oakville has expanded Pickleball dramatically and now have about 12 Pickleball only courts (which are always busy) and have a further 12 court facility planed hopefully for next year.
14. This year the number of Pickleball members at Sheridan is down substantially (from 70 to 43). In part I’m sure due to Covid and in part because many have chosen to play at Brookmede Park just a few blocks away. However I have been getting calls from numerous players who find either the quality of play or the number of people to be an issue and want to move
Executive Report
It has, of course, been a very strange year. What didn’t happen that usually does?
Late opening of the club due to COVID on June 1.
Limited play options until June 24.
Cancellation of:
Free tennis clinics
Free pickleball clinics
Social events
Mandated open houses
All tennis leagues (Lakeshore and Intercounty)
New signage
Port O Let costs not shared with soccer leagues
Fence replacement postponed
Related repairs to courts 3 & 4 cracks have not happened.
Proposed purchase of 2 shelters for each pair of courts postponed
What did happen in 2020?
Shelter at court 3 & 4 removed
Pickleball drop-in (not league) on Tuesday nights starting in August
Half-price memberships starting in August (unusually high take-up of the offer)
Increase in overall membership (197 to 249)
Drop in pickleball (70 to 43) and increase in tennis (120 to 200)
Increase in overall court usage
Increase in lessons delivered
Continued difficulties with lights
Election
Executives acclaimed/elected
President Tom Vaivada
Vice-President (remains open)
Secretary Zuzy Dubel
Treasurer Adrienne Gittens
Registrar Joseph Lum
Social Director Yolande Treasure
Member at Large Doug Charles
New Business
Nets and screens going down on Oct 31.
What do we want for 2021?
The city wants to replace the fence. This is scheduled to happen after the close of the 2020 season.
After the fence is in place, provide shelter at the courts:
Maybe get a concrete pad poured to allow for something better for a shelter / gathering area. Under discussion.
Maybe purchase the gazebo shelters instead
Get a practice board mounted to the new fence.
Ask the city for repairs to cracks on courts 3 & 4. They continue to grow and winter will not help.
Resurfacing of courts 1 & 2. The club has the funds and has proposed this to the city
last year to get on the capital program for 2021. Awaiting confirmation and dates .
A return to normal for events: Clinics, Leagues, social events, club championships.
Maybe organize intra-club tennis league or ladders for pickleball and tennis
Retain and continue to increase membership overall
Make investments we can afford to encourage membership overall and in particular
retain a rather elite group of pickleball players.
Acknowledgements
Sharlene Murray
Matt Petri – Electrical and Life Safety
Melinda Apers- Parks N Rec
Chris Katotikidis - Fencing
Access to Meeting room facilities
Adjournment
Motion to adjourn – Doug Charles seconded by Joseph Lum. Approved unanimously.
Meeting ended at 8:15pm
Due to COVID-19 restrictions this was a virtual AGM held via conferencing software October 29, 2020
Agenda 2020
Quorum
Approve 2019 AGM Minutes
Financial Statement
Membership Report
Tennis Pro Report
Pickleball Pro Report
Annual Report of Executive
Election
New Business
Adjournment
Quorum
As per our constitution: The quorum will consist of at least 5 Executive members and 20
voting members in presence or by written proxy votes assigned to those in attendance.
Tom Vaivada (President)
Adrienne Gittens (Treasurer)
Joseph Lum (Membership Secretary)
Zuzana David-Dubel (Secretary)
Thomas Bernard (Webmaster)
Yolande Treasure (Social Director)
Doug Charles (Member at Large)
Terry Treasure (Member at Large)
Brenda Charles
Proxies (25) held by voting members in attendance for the following members:
Sarfraz Ashgar, Ed Chang-Yen, Vicky Larson, Tracy McInnis, Kathy McClintock, Keith Larson, Donna Stewart, Harry Stewart, Chuck
Stahl, David Marshall, Carol Stobie, Sylvia Sketchley, Helen Rogers, Donna Sas, Keith McGregor, Bob Sjolin, Wendy Sjolin, Grace McGregor, Terry Treasure, Yolande Treasure, Judy Ogaki, Jean Wong, Ivor Joshua, Theresa Alum
Quorum requirement is satisfied
Approve 2019 AGM Minutes of Membership 2019
Motioned by: Grace Lum Seconded by: Doug Charles
Membership Statistics
Adult Junior Total
Tennis 122 82 204
Pickleball 43 2 45
Financials
Expenses were significantly reduced due to Covid-19 restrictions on organized activities.
Membership fees were only slightly lower than previous years leading to net earnings on the balance sheet.
Tennis Pro Report
1. Tennis this year was not the norm at Sheridan Tennis Club. With Covid tennis became a very popular sport.
2. For the first time in a long time Sheridan ran junior tennis camps with at least 6 kids per week throughout the summer. Jr
Clinics were record high with at least 3-4 courts running on Thursday evenings. Was great seeing all the kids out this
summer.
3. There was also lots of adult play. I had beginner ladies clinics, lots of privates with adults, and courts super busy in the evenings.
4. The first time I have ever seen courts full and people waiting in the evenings every night I was teaching. Most all were tennis members.
5. Unfortunately, we were not able to run free clinics, social events or gym classes. I feel even without the extra amenities we were still extremely busy and had a very prosperous tennis season even under the circumstances. On the positive side all clients I had said they would be back in the spring! Look forward to 2021.
Pickleball Pro Report
1. To recap and for comparison purposes, in 2019:
2. There were roughly 70+ pickleball members. We ran 3 different programs throughout the season.
3. There were weekly clinics in May & June where we had up to 50 people attend.
4. Tuesday nights were set aside for organized play.
5. In July we started the first House League in the GTA for members only. This ran for 10 weeks to the end of September with 48 participants and had 10 on a waiting list
6. For 2020, COVID has effected most group activities:
7. We have roughly 43 pickleball members this year.
8. Clinics were cancelled; House League was cancelled.
9. Tuesday night play continued and organized play (not a house league) began in August.
10. This year, I have been doing lessons since Day one of the courts opening. I teach roughly 20+ hrs per week with everyone from new beginners just taking up the sport to people looking to refine a particular part of their game. Most are singles
but some are groups of up to 4. We did not offer larger groups or clinics at all this year due to the 5 person restrictions.
11. Survey and Observations:
12. I have a few clients who I teach at Erin Mills, but they are still primarily a tennis club and it is only a couple of hours a week. Erin Mills do not have any specific programs planned at all for Pickleball. I teach in Brampton & Oakville as well but they also tend to be more sporadic on public courts.
13. Oakville has expanded Pickleball dramatically and now have about 12 Pickleball only courts (which are always busy) and have a further 12 court facility planed hopefully for next year.
14. This year the number of Pickleball members at Sheridan is down substantially (from 70 to 43). In part I’m sure due to Covid and in part because many have chosen to play at Brookmede Park just a few blocks away. However I have been getting calls from numerous players who find either the quality of play or the number of people to be an issue and want to move
Executive Report
It has, of course, been a very strange year. What didn’t happen that usually does?
Late opening of the club due to COVID on June 1.
Limited play options until June 24.
Cancellation of:
Free tennis clinics
Free pickleball clinics
Social events
Mandated open houses
All tennis leagues (Lakeshore and Intercounty)
New signage
Port O Let costs not shared with soccer leagues
Fence replacement postponed
Related repairs to courts 3 & 4 cracks have not happened.
Proposed purchase of 2 shelters for each pair of courts postponed
What did happen in 2020?
Shelter at court 3 & 4 removed
Pickleball drop-in (not league) on Tuesday nights starting in August
Half-price memberships starting in August (unusually high take-up of the offer)
Increase in overall membership (197 to 249)
Drop in pickleball (70 to 43) and increase in tennis (120 to 200)
Increase in overall court usage
Increase in lessons delivered
Continued difficulties with lights
Election
Executives acclaimed/elected
President Tom Vaivada
Vice-President (remains open)
Secretary Zuzy Dubel
Treasurer Adrienne Gittens
Registrar Joseph Lum
Social Director Yolande Treasure
Member at Large Doug Charles
New Business
Nets and screens going down on Oct 31.
What do we want for 2021?
The city wants to replace the fence. This is scheduled to happen after the close of the 2020 season.
After the fence is in place, provide shelter at the courts:
Maybe get a concrete pad poured to allow for something better for a shelter / gathering area. Under discussion.
Maybe purchase the gazebo shelters instead
Get a practice board mounted to the new fence.
Ask the city for repairs to cracks on courts 3 & 4. They continue to grow and winter will not help.
Resurfacing of courts 1 & 2. The club has the funds and has proposed this to the city
last year to get on the capital program for 2021. Awaiting confirmation and dates .
A return to normal for events: Clinics, Leagues, social events, club championships.
Maybe organize intra-club tennis league or ladders for pickleball and tennis
Retain and continue to increase membership overall
Make investments we can afford to encourage membership overall and in particular
retain a rather elite group of pickleball players.
Acknowledgements
Sharlene Murray
Matt Petri – Electrical and Life Safety
Melinda Apers- Parks N Rec
Chris Katotikidis - Fencing
Access to Meeting room facilities
Adjournment
Motion to adjourn – Doug Charles seconded by Joseph Lum. Approved unanimously.
Meeting ended at 8:15pm
..
SHERIDAN TENNIS CLUB 2019 ANNUAL GENERAL MEETING
South Common Community Centre Nov. 14, 2019
AGENDA
By-Law 8 Rules & Regulations
Playing Times &Use of Courts
Code of Conduct, Complaints and Resolutions & Discipline
MINUTES
1. QUORUM established.
Attended: Bernie Fishbein, Doug & Brenda Charles, Ian Campbell, Jim & Lynn Boult, Zuzy Dubel, Joseph & Grace Lum, Tom Vaivada
Proxies: S. Arcon, S. Asghar, E. Babayan, G. Burdett, M. Dubel, A. Gittens, D. Herchall, I. Joshua, M. Laine, C. Lam, V. Larson, K. McClintock, J. Ng, H. Robertson, E. Robertson, C. Stobie, D. Syrie, T. Treasure, Y. Treasure, N. Venable
2. Approval of 2018 AGM Minutes:
Motion to approve the 2018 AGM minutes moved by Doug Charles. Seconded by Jim Boult
Motion to accept was unanimous. Motion carried.
3. Pickleball Pro Report (Ian Campbell)
Free Pickleball Clinics in May
STC members competed in 22 tournaments in Canada and USA
Expand House League to run June – Sept
4. Tennis Pro Report (Joseph Lum for Amanda Arkaev)
Free Tennis Clinics
Looking forward to restarting Lakeshore League and a singles ladder
5. 2019 Financial Statement presented by Joseph Lum for Adrienne Gittens.
Expenses under budget / Court resurfacing liability paid/ Cash reserves are healthy.
6. Membership Report ( Joseph Lum for Grace Lum)
Family memberships were slightly more than single adult
Total members was 197
Tennis members roughly was more than twice those of pickleball members
There was approximately equal numbers of males to female (excludes Juniors)
There were 15 non-resident members
Compared to other years
Family memberships was the same
Single Adult membership dropped (down 16 registrants …-8 from each sport)
6 people registered at 50% fee
More interest from Junior members as they were registered under the Family Membership
Memberships are recovering and this is likely due to improved programming
7. Team Report
Ladies Intercounty Div A west
Placed 7th in the division. Many matches lost or conceded due to injuries
Not sure whether the team will be moved to Division B in 2020
55+ Intercounty Div B west
Placed THIRD in the division
8. Executive Report (Tom Vaivada)
Advertising through Mobile street sign
Next Year
9. ELECTIONS
10. Amendments to the By-Laws
A. Updated By-Law 5: Voting
Motion to accept was unanimous. Motion carried.
B. Updated By-Law 8: Rules & Regulations re Playing Times
Motion to accept amendments to Bylaw 8 by Jim Boult, seconded by Doug Charles
Motion to accept was unanimous. Motion carried.
C. By-Law 9 CODE OF CONDUCT
Motion to accept Bylaw by Brenda Charles, seconded by Jim Boult
Motion to accept was unanimous. Motion carried.
By-Law 10 COMPLAINTS AND RESOLUTIONS:
Motion to accept Bylaw by Jim Boult, seconded by Grace Lum
Motion to accept was unanimous. Motion carried.
By-Law 11 DISCIPLINE
Motion to accept Bylaw by Jim Boult, seconded by Bernie Fishbein.
Motion to accept was unanimous. Motion carried.
11. Acknowledgements
Thank you to the City for their contribution to our operations and success.
12. Adjournment
Motion to Adjourn at 8:40 pm by Brenda Charles. Seconded by Jim Boult
Motion to accept was unanimous. Motion carried.
South Common Community Centre Nov. 14, 2019
AGENDA
- Quorum
- Approve 2018 AGM Minutes
- Financial Statement
- Membership Report
- Club Pro Report
- Tennis
- Pickleball
- Team Report
- Annual Report of Executive
- Election
- Amendment to Constitution
By-Law 8 Rules & Regulations
Playing Times &Use of Courts
Code of Conduct, Complaints and Resolutions & Discipline
- New Business
- Adjournment
MINUTES
1. QUORUM established.
Attended: Bernie Fishbein, Doug & Brenda Charles, Ian Campbell, Jim & Lynn Boult, Zuzy Dubel, Joseph & Grace Lum, Tom Vaivada
Proxies: S. Arcon, S. Asghar, E. Babayan, G. Burdett, M. Dubel, A. Gittens, D. Herchall, I. Joshua, M. Laine, C. Lam, V. Larson, K. McClintock, J. Ng, H. Robertson, E. Robertson, C. Stobie, D. Syrie, T. Treasure, Y. Treasure, N. Venable
2. Approval of 2018 AGM Minutes:
Motion to approve the 2018 AGM minutes moved by Doug Charles. Seconded by Jim Boult
Motion to accept was unanimous. Motion carried.
3. Pickleball Pro Report (Ian Campbell)
Free Pickleball Clinics in May
- Beginners 7-8pm
- Advanced 8-9pm 20 people/clinic average
STC members competed in 22 tournaments in Canada and USA
- 22 Gold 17 Silver 16 Bronze
- Ian/Jodi …Gold in Mixed 4.0, Ian …Bronze in Mens
- Al Ogaki/Wanda Jackson …Gold in Mixed 3.5
- STC members took a total of 10 medals
- 8 week duration
- 44 members competed (deferred 12 for next season)
- City has now added Pickleball to the Official Plan
- Approx. 40 public Pickleball courts with adjustable net straps
- Brookmead Pk has 4 courts & Erin Mills TC has 2 courts
- Plan for 2020 Continue with start of season clinics
Expand House League to run June – Sept
4. Tennis Pro Report (Joseph Lum for Amanda Arkaev)
Free Tennis Clinics
- Larger number of beginners
- Need to start later next yr for better weather
- Enrollment up from 52 to 130 this year
- Other local schools may join next year
Looking forward to restarting Lakeshore League and a singles ladder
- More information in May 2020
5. 2019 Financial Statement presented by Joseph Lum for Adrienne Gittens.
Expenses under budget / Court resurfacing liability paid/ Cash reserves are healthy.
6. Membership Report ( Joseph Lum for Grace Lum)
Family memberships were slightly more than single adult
Total members was 197
Tennis members roughly was more than twice those of pickleball members
There was approximately equal numbers of males to female (excludes Juniors)
There were 15 non-resident members
Compared to other years
Family memberships was the same
Single Adult membership dropped (down 16 registrants …-8 from each sport)
6 people registered at 50% fee
More interest from Junior members as they were registered under the Family Membership
Memberships are recovering and this is likely due to improved programming
7. Team Report
Ladies Intercounty Div A west
Placed 7th in the division. Many matches lost or conceded due to injuries
Not sure whether the team will be moved to Division B in 2020
55+ Intercounty Div B west
Placed THIRD in the division
8. Executive Report (Tom Vaivada)
Advertising through Mobile street sign
- Increased membership
- Pickleball offering copied by other Clubs & City
- Have expanded programming and involving more people and making STC a multifunctional facility
- Pickleball membership is contributing to the vibrancy of our Club
- Tennis interest is resurging
- Local schools are more involved
- Perimeter fence replaced (gateway between 2+4)
- Net Headbands replaced on 3 courts
- Port O Let pad to be installed.
- Plan to re-invest in the Club
Next Year
- City mandated public access 5 days @ 3hrs each day for Open House (prime time)
- All courts (everyone with equal access)
- To be used for membership & recruitment in the spring. Dates to be published on website
- New Club signage from City & New reservation board…chalk board
- Court Rules sign to be posted
9. ELECTIONS
- President Tom Vaivada
- Vice-President vacant
- Secretary Zuzy D Dubel
- Treasurer Adrienne Gittens
- Registrar Joseph Lum
- Social Director Yolanda Treasure
- Member at Large Doug Charles, Grace Lum, & Natalie Venable
10. Amendments to the By-Laws
A. Updated By-Law 5: Voting
- Each adult member has 1 vote. Underage members have no vote and memberships paid after Aug 15 will also have no voting rights.
- A parent or guardian of a child registered in the Junior Member category may vote for the child.
Motion to accept was unanimous. Motion carried.
B. Updated By-Law 8: Rules & Regulations re Playing Times
- Rotation times are clearly indicated on the reservation board.
- A member wishing to use a particular court shall place their name in the court and time slot on the reservation board
- A member may not reserve more than one court at a time and may not reserve time for another member or while using the court.
- When the rotation time comes, the member whose name is in the time slot is entitled to use the court, regardless of the amount of time the occupants of the court have been playing or whether or not another court is available.
Motion to accept amendments to Bylaw 8 by Jim Boult, seconded by Doug Charles
Motion to accept was unanimous. Motion carried.
C. By-Law 9 CODE OF CONDUCT
- The Club strives to preserve a safe and inviting environment for all members to use and enjoy. Fair play, court etiquette, sportsmanship, and respect for others are expected. These principles are expected from all club members, on home court or as guests of other tennis clubs, guests/visitors, tennis professionals, and parents.
- Respect for all Club property and facilities, including but not limited to courts, nets, teaching equipment, grooming equipment, furnishings, supplies, and appliances.
- Be respectful to all members toward others regardless of age, gender or sexual orientation, race, culture or religion.
- Do not use inappropriate language and/or aggressive behavior or any form of bullying.
- Do not use any verbal or physical behavior that may be interpreted as threatening to injure
- Harassment is not tolerated and is defined as any comment, conduct, or gesture directed toward an individual or group of individuals which is insulting, intimidating, humiliating, malicious, degrading or offensive. It includes, but not limited to, sexual harassment.
- Members are responsible for ensuring that their guests follow this Code of Conduct, and are responsible for ensuring that the guest fees are paid.
- Board members are required to ensure the confidentiality and privacy of members’ personal information and the information received at meetings and activities. No Executive member shall be a paid employee or paid contractor of the Club. They shall not make unauthorized public statements regarding the Club nor disclose information or make use of such information for personal gain. All Board members shall declare any potential conflicts of interest and refrain from discussion and voting where applicable. They shall also act in the best interests of the Club and understand the financial and strategic responsibilities and implications of their decisions.
Motion to accept Bylaw by Brenda Charles, seconded by Jim Boult
Motion to accept was unanimous. Motion carried.
By-Law 10 COMPLAINTS AND RESOLUTIONS:
- A complaint by anyone against a member, visitor, guest, parent or teaching professional alleging a failure to follow the Code of Conduct or any other dispute or complaint regarding the Sheridan Tennis Club must be made in writing to the President (email) and indicate the specific charges or alleged violations and the resolution desired.
- Complaints must be made within 48 hours.
- The Board of directors shall review the complaint in a timely manner and follow procedures for handling complaints in accordance with the principles of fairness
Motion to accept Bylaw by Jim Boult, seconded by Grace Lum
Motion to accept was unanimous. Motion carried.
By-Law 11 DISCIPLINE
- Members who contravene the Club’s By-laws may lose their good standing at the Sheridan Tennis Club and be disciplined. The Board of Directors will determine the appropriate action which may include but not limited to:
- Corrective action (warning) in writing.
- Revoking membership and forfeiture of membership fees. Member must return shoe tag and access key
- Non-members or visitors will be prohibited from returning to the Club.
- The Board’s decision in matters of discipline or policy is final.
Motion to accept Bylaw by Jim Boult, seconded by Bernie Fishbein.
Motion to accept was unanimous. Motion carried.
11. Acknowledgements
Thank you to the City for their contribution to our operations and success.
- Mary George for facilities maintenance
- Melinda Apers Parks & Forestry: Hydro & Port O Let
- Sharlene Murray: ongoing counsel ling for sport groups
- Chris Katotikidis: fence & court rehabilitation
- Facilities bookings and access to Mobile Sign advertising on City property
12. Adjournment
Motion to Adjourn at 8:40 pm by Brenda Charles. Seconded by Jim Boult
Motion to accept was unanimous. Motion carried.