Annual General meeting 2017 Minutes

SHERIDAN TENNIS CLUB ANNUAL GENERAL MEETING
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 5:  a parent or guardian may vote for child
 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
100+ Hours of private lessons  & clinics
STC members competed in 22 tournaments in Canada and USA
  • 22 Gold 17 Silver     16 Bronze
At  the Canadian Nationals in Kingston  
  • 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
Pickleball House League started in August.
  • 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
Promote members to play in tournaments
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
Local School Gym classes
  • Enrollment up from 52 to 130 this year
  • Other local schools may join next year
Junior members continued throughout summer & More members taking lessons
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
Pickleball program…Ian Campbell & Jodi Lum
  • Have expanded programming and involving more people and making STC a multifunctional facility
  • Pickleball membership is contributing to the vibrancy of our Club
Tennis program…Amanda Arkaev
  • Tennis interest is resurging
  • Local schools are more involved
Club Maintenance
  • Perimeter fence replaced (gateway between 2+4)
  • Net Headbands replaced on 3 courts
  • Port O Let pad to be installed.
Financial position stable
  • 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
Nominees were acclaimed.
 
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 amendment to Bylaw 5 by Tom Vaivada, seconded by Lynn Boult
                               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.