Annual General meeting Minutes
2024 Sheridan Tennis Club Annual General Meeting
November 20, 2024 Zoom Meeting Platform 1900hrs
Attended: Alvaro Gonzalez, Amparo Paez, Joseph Lum, Grace Lum, , Linda Yates Cameron, Duncan Cameron, Donna Riga, Ken Johnson, Yolande Treasure, Thomas Bernard, Jennifer Boston, Kim Bracco, Catherine Moynihan, Julie Ward, Nancy Ekels, Jodi Lum [16]
Proxies from: [26]
Sandra Jones, Susan Wills, [2]designated to Amparo Paez
Ed Spurgiasz,Michael Geske, Patrice Geske, Ernie Bartucci, Maureen Paolozzi, Bryan Wolfenden, Bernie Fishbein, Grace McGregor, Christina Brias, Lois Westover, Kate Hyland, Linda LIndo, T Surtees, Lois Wilkinson [14] designated to Grace Lum
Lynn Bochard, Royal Boult, Cathy Slyvester, Chris Kowkowski, Beverley Portelli, Keith McGregor, Ted Matsui, Sheri Yamasaki, Fay Williamson, Sue Wills, [10] designated to Joseph Lum
Things you need to do to make this a successful meeting:
- Mute your microphone
- Sign in using the Chat function at the bottom of the screen
- Post any questions or concerns that you would like raised as part of New Business, in the Chat function
Agenda:
Establish Quorum
Approve 2023 AGM minutes
Financials
Membership Report
Pickleball Club Pro Report
Tennis Club Pro Report
Annual Report of Executive
Election
New Bylaws Presentation
New Business
Adjournment
Quorum established: Alvaro Gonzalez
16 attended and 26 proxies
2023 AGM Minutes were reviewed
Motion to Approve: Grace Lum
Second: Amparo Paez
Membership Report: Linda Yates-Cameron
Total Members: 556
Tennis: 171
Pickleball: 401
2 Junior memberships in addition to 48 nonmember registrants (after the membership cap to take tennis lessons)
There were 288 new members while 281 members from 2023 did not renew
Looking Forward to 2025
Membership cost increase :
Memberships will increase only by the 13% HST.
HST must be collected once revenue exceeds $50,000 annually as defined by CRA
This threshold was exceeded in the 2024 but did not take effect until May and did not impact this years’ membership fees.
In 2025 the resulting membership fees are as follows.
- Family: from $160 + HST to $180.80,
- Adult: from $110 + HST to $124.30,
- (Junior: from $60 + HST to $67.80
Modifications to the Registration Process:
- Opening registration for current members will be February 1st, 2025
- Registration for new members will start March 1st, 2025
- Registration on-line, payment through Interact
What We’re Working On…
- Ask the city of Mississauga the possibility of increasing usage time of courts 5 and 6 and/or whether more court time may be used for special events (opening day, Canada Day, competition days etc)
- Do we need to adjust the membership cap?
- How might we maximize the usage and satisfaction for members in 2025?
Tennis Pro Report: Jason Smith presented by Joseph Lum
In May we advertised leagues, and socials for tennis and had little success with only 2 people signing up for the
ladder and 1 for the house league. There was not much feeling of club and social for the community. We had 2
juniors to start the year for classes.
We set a goal to build a framework of junior and adult players that will build more of a sense of community on
the tennis side going forward into 2025.
We had 15 kids in camps, 15 adults in group lessons, 12 juniors in group lessons, 25 plus kids in
leagues. 15 - 20 people took private lessons.
Successes
- We created a very successful Young Adult league on Sunday evenings
- We created a low intermediate league for juniors and the kids had a blast
- We started with 1 adult class of 3 people and one junior class of 2 kids and grew it to 6 classes by summer end with 23 people in total.
- We were able to run 3 and a half weeks of summer camps and involve some local community.
- Successfully ran 2 junior tournaments with 12 kids in each and had a great time
Goals for 2025
- Continue momentum from 2024 in leagues and programming
- Build activity in off hours non peak (6pm to 9pm weekdays) and fill empty courts
- Start and run a girls junior league to get more girls playing.
- Start an after school program from local schools
- Have morning tennis camps run most of the summer
- Run 4 adult 1 day social tournaments
- Run 4 junior 1 day social tournaments
Give the local community a tennis club they can have fun playing at!
Pickleball Pro Report: Jodi Lum
This is the 1st season in a couple years where Mississauga Pickleball did not partner with Sheridan. However, Organize Play continued on Tuesday’s (2 Sessions) and Thursday’s( 1 Session). The club was restricted to 4 courts during hours of operation (daily 8-10pm) and 6 courts for an additional 4 hours during prime time. The City restrictions were unfortunate, however, play continued and Sheridan had a successful pickleball season.
Several Sheridan events were held; Sheridan Pizza Day Open House, Canada Day BBQ, and end of Season Pizza Party.
We ran a Ladder League through Global Pickleball Network. There were 68 players participating with 93 regular season matches played. We offered a mid season tournament, and end of season tournament and an End of season close out party. We received positive feedback from the players – enjoyed the organized play and the tournaments.
We ran 6 clinics during the summer: 2 in June, July and August. Positive feedback and good participation by the members.
We offered a drilling clinic in June – 2 sessions that ran for 4 weeks. Both sessions were full and it was also well received. There was a suggestion to offer a drilling clinic early in the morning (similar to last year), however, given the time, we were not able to accommodate
Lessons were offered from May until October (given the warmer weather) – mostly on Saturday and Sundays. Thanks to Joseph Lum for the ‘MacGyver Net’ to keep the teaching balls on Court 1. It has been suggested to run lessons on court 6 (corner court) vs court 1 if possible next year. (assuming STC may have 6 courts next year??).
Thomas Bernard commented and congratulated the executive for organizing, growing, and fostering a vibrant club in our community to for pickleball and tennis members
Annual Report of Executive: Alvaro Gonzalez
City of Mississauga, because of noise complains, ask the club to reduce pickleball courts from 12 to 4. After several rounds of negotiations, the club was able to maintain 4 permanent pickleball courts to be used from 8:00 am to 10:00 pm and 2 additional courts from 9:00 to 11:00 am and from 6:00 to 8:00 pm. This courts are located at the east side of the club.
The west side courts are dedicated exclusively for tennis only and can be used from 7:00 am to 11:00 pm. No pickleball is allowed in this courts at any time.
Board created two new Board positions:
- Communication Director.
- Software Programming Director.
- Club had amazing year with Pickleball membership and programming
- Club continues to struggle with engaging Tennis members.
- Club had to allow for 48 Non-Members Registration to be able to take tennis lesson
- Club looks forward to improve and have another dynamic year in 2025
Elections:
President: Alvaro Gonzalez acclaimed
Vice President: Amparo Paez acclaimed
Treasurer: Ken Johnson acclaimed
Secretary: Joseph Lum continuing
Membership Donna Riga continuing
Director of Communications: Kim Bracco nominated (by Alvaro Gonzalez & Donna Riga) & acclaimed
Director of Software Application: Thomas Bernard nominated (by Joseph Lum & Ken Johnson) & acclaimed
UPDATE TO BY-LAWS
- Why are we updating our bylaws now? The simple answer is that we had to.
- Our club was incorporated in 1986 under the Ontario Corporation Act.
- The section of this Act that dealt with non-profit organizations was repealed in 2021 and now all Ontario non-profits including Sheridan are governed by a new act, the Ontario Not-For-Profit Corporations Act (ONCA).
- ONCA required that we review our current bylaws to determine whether they are compliant with the new rules.
- The deadline was October 2024.
What's changing?
- The vast majority of your current rights as a Sheridan member and the way the Board operates are not changing.
- Some changes include:
- Directors will now be elected for a three-year term rather than the current one-year term.
- Bylaws updated to allow that Board and Member meetings can be held by telephonic or electronic means (e.g., via Zoom).
- All bylaws updated so that the proposed bylaws to be voted on comply with the new ONCA rules and regulations
Thomas Bernard raised the issue of the possibility of having bad actors as members of the Executive for a 3 year term and suggested a continuance of the 1 year term as having an election each year should not be an inconvenience.
[DISCUSSION]
Accordingly in the new Bylaws, there are provisions to remove an officer or executive member by special meeting and resolution.
A 3 year term should not be a barrier to attracting volunteers to becoming members of the Board. Circumstances such as moving or relocating, illness or incapacitation, or otherwise may necessitate resignation.
Examples of other Board 3 yr terms include condominium corporations, golf & country clubs, etc.
The 3 year term seems to be a common feature of other Boards.
Joseph suggested that the proposed Bylaw regarding term of office as laid out in this update not to be changed.
Discussion on this topic was concluded.
New Bylaws
General Operating by-law
SHERIDAN TENNIS CLUB
A by-law relating to the transaction of the activities and affairs of the Sheridan Tennis Club (the “Corporation”).
Sheridan Tennis Club is incorporated under the Not-for-Profit Corporations Act, 2010 (Ontario). It is a not-for-profit organization that manages and operates a tennis and pickleball facility owned by the City of Mississauga. The facility is located in the Thornlodge Park in the Sheridan Homelands area of the City of Mississauga.
MISSION AND OBJECTIVES
Sheridan Tennis Club will promote a broad range of tennis and pickleball activities including but not limited to group play,
instruction and club tournaments for all levels and for all ages. To fulfill this mission, Sheridan Tennis club will:
1. Maintain the tennis and pickleball facility for the use of its members from April to November, weather permitting.
2. Ensure that the facilities are available to all members on an equitable basis.
3. Develop community spirit and encourage sportsmanship and good fellowship amongst all its members.
4. Ensure that it operates within the approved rules of court usage and court etiquette.
Section 1 - General
1.01 Definitions
In this by-law and all other by-laws of the Corporation, unless the context otherwise requires:
a. “Act” means the Not-for-Profit Corporations Act, 2010 (Ontario) and, where the context requires, includes the regulations made under it, as amended or re-enacted from time to time;
b. “Board” means the board of directors of the Corporation;
c. ”By-laws” means this by-law (including the schedules to this by-law) and all other by-laws of the Corporation as amended and which are, from time to time, in force and effect;
d. “Chair” means the chair of the Board;
e. “Corporation” means the corporation that has passed these by-laws under the Act or that is deemed to have passed these by-laws under the Act;
f. ”Director” means an individual occupying the position of director of the Corporation by whatever name he or she is called;
g. “Eligible Voting Member” means an adult member in good standing of the corporation and the parent or guardian in good standing of a junior member of the corporation:
h. “Member” means a member of the Corporation;
i. “Members” means the collective membership of the Corporation; and
j. “Officer” means an officer of the Corporation.
1.02 Interpretation
Other than as specified in Section 1.01, all terms contained in this By-law that are defined in the Act shall have the meanings given to such terms in the Act. Words importing the singular include the plural and vice versa, and words importing one gender include all genders.
1.03 Severability and Precedence
The invalidity or unenforceability of any provision of this By-law shall not affect the validity or enforceability of the remaining provisions of this By-law. If any of the provisions contained in the By-laws are inconsistent with those contained in the articles or the Act, the provisions contained in the articles or the Act, as the case may be, shall prevail.
1.04 Seal
The seal of the Corporation, if any, shall be in the form determined by the Board.
1.05 Execution of Documents
Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Corporation may be signed by any two of its Officers or Directors. In addition, the Board may from time to time direct the manner in which and the person by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal, if any, to the document. Any Director or Officer
may certify a copy of any instrument, resolution, By-law or other document of the Corporation to be a true copy thereof.
Section 2 - Directors
2.01 Election and Term
The Directors shall be elected by the Members at the first meeting of Members and at each succeeding annual meeting. The Members shall elect the Directors to hold office for a term ending no later than the end of the third annual meeting of Members following the election. Directors shall serve staggered terms so that approximately one-third of the directors complete their terms as of the end of any given year.
2.02 Vacancies
The office of a Director shall be vacated immediately:
a. if the Director resigns office by written notice to the Corporation, which resignation shall be effective at the time it is received by the Corporation or at the time specified in the notice, whichever is later;
b. if the Director dies or becomes bankrupt;
c. if the Director is found to be incapable by a court or incapable of managing property under Ontario law; or
d. if, at a meeting of the Members, the Members by ordinary resolution removes the Director before the expiration of the Director’s term of office.
2.03 Filling Vacancies
A vacancy on the Board shall be filled as follows, and the Director appointed or elected to fill the vacancy holds office for the remainder of the unexpired term of the Director’s predecessor:
A if the vacancy occurs as a result of the Members removing a Director, the Members may fill the vacancy by an ordinary resolution;
b. if there is not a quorum of Directors or there has been a failure to elect the number or minimum number of Directors set out in the articles, the Directors in office shall, without delay, call a special meeting of Members to fill the vacancy and, if they fail to call such a meeting or if there are no Directors in office, the meeting may be called by any Member; and
c. a quorum of Directors may fill a vacancy among the Directors.
2.04 Committees
Committees may be established by the Board as follows:
a. The Board may appoint from their number a managing Director or a committee of Directors and may delegate to the managing Director or committee any of the powers of the Directors except those powers set out in the Act that are not permitted to be delegated; and
b. Subject to the limitations on delegation set out in the Act, the Board may establish any committee it determines necessary for the execution of the Board’s responsibilities. The Board shall determine the composition and terms of reference for any such committee. The Board may dissolve any committee by resolution at any time.
2.05 Remuneration of Directors
The Directors shall serve as such without remuneration and no Director shall directly or indirectly receive any profit from
occupying the position of Director; subject to the following:
a. Directors may be reimbursed for reasonable expenses they incur in the performance of their Directors’ duties;
b. Directors may be paid remuneration and reimbursed for expenses incurred in connection with services they provide to the Corporation in their capacity other than as Directors, provided that
the amount of any such remuneration or reimbursement is:
i. considered reasonable by the Board;
ii. approved by the Board for payment by resolution passed before such payment is made; and
iii. in compliance with the conflict of interest provisions of the Act.
c. At the discretion of the Board, Directors may be exempted from the payment of the annual membership fee required under Section 8.02 of this bylaw.
Section 3 - Board Meetings
3.01 Calling of Meetings
Meetings of the Directors may be called by the Chair, president, secretary or any two Directors at any time and any place on notice as required by this By-law.
3.02 Regular Meetings
The Board may fix the place, if applicable, and time of regular Board meetings and send a copy of the resolution fixing the place, if applicable, and time of such meetings to each Director, and no other notice shall be required for any such meetings.
3.03 Notice
Notice of the time and place for holding a meeting of the Board shall be delivered by telephone, email or text to each Director not less than twenty-four (24) hours before the meeting is to take place. Notice of the meeting is not necessary if all the Directors are present and none objects to the holding of the meeting, or if those absent have waived notice or have otherwise signified their consent to the holding of such meeting.
3.04 Chair
The Chair shall preside at Board meetings. In the absence of the Chair, the Directors present shall choose one of their number to act as the Chair.
3.05 Voting
Each Director has one vote. Questions arising at any Board meeting shall be decided by a majority of votes. In case of an equality of Votes, the Chair shall not have a second or casting vote.
3.06 Participation by Telephonic or Electronic Means
If all of the Directors of the Corporation consent, a Director may participate in a meeting of the Board or of a committee of Directors by telephonic or electronic means that permit all participants to communicate adequately with each other during the meeting. A Director participating by such means is deemed to be present at that meeting.
Section 4 - Financial
4.01 Banking
The Board shall by resolution from time to time designate the bank in which the money, bonds or other securities of the Corporation shall be placed for safekeeping.
4.02 Financial Year
The financial year of the Corporation ends on October 31 in each year or on such other date as the Board may from time to time by resolution determine.
Section 5 - Officers
5.01 Officers
The Board shall appoint from among the Directors a Chair and may appoint any other person to be president, vice president, treasurer, secretary, membership director, communications director and software programming director at its first meeting following the annual meeting of the Corporation. The office of treasurer and secretary may be held by the same person and may be known as the secretary-treasurer. The office of Chair and president may also be held by the same person. The Board may appoint such other Officers and agents as it deems necessary, and who shall have such
authority and shall perform such duties as the Board may prescribe From time to time.
5.02 Office Held at Board’s Discretion
Any Officer shall cease to hold office upon resolution of the Board. Unless so removed, an Officer shall hold office until the
earlier of:
1. the Officer’s successor being appointed,
2. the Officer’s resignation, or
3. such Officer’s death.
5.03 Duties
Officers shall be responsible for the duties assigned to them and they may delegate to others the performance of any or all of such duties.
5.04 Duties of the Chair
The Chair shall perform the duties described in sections 3.04 and 9.05 and such other duties as may be required by law or as the Board may determine from time to time.
5.05 Duties of the President and Chair of the Board
The President shall be appointed by the Board from among the elected Directors and shall also be appointed the chair of the Board for the purposes of the Act. The President shall, when present, preside at all Board and Members’ meetings and shall represent the Corporation and the Board as may be required or appropriate and shall have such other powers and duties as the Board may specify.
5.06 Duties of the Treasurer
The Treasurer shall carry out the duties of the Corporation’s treasurer generally, and shall keep or cause to be kept full and accurate accounts of all of the Corporation’s assets, liabilities, receipts and disbursements in the books to be kept for that purpose. The Treasurer shall chair the Board’s audit committee if such committee has been established, and shall perform such other duties as may be prescribed by the By-laws or the Board.
5.07 Duties of the Secretary
The Secretary shall carry out the duties of the Corporation’s secretary generally and shall attend, or cause a recording secretary to attend, all meetings of the Board, the Members, and committees, to act as a clerk thereof and to record all votes and minutes of all proceedings in the books to be kept for that purpose. The Secretary shall give or cause to be given notice of all meetings of the Members and of the Board, and shall perform such other duties as may be prescribed by the By-laws or the Board.
5.08 Duties of the Vice President
The Vice President shall, in the President’s absence or disability, perform the President’s duties and exercise the President’s powers and shall perform such other duties as shall from time to time assigned to the Vice President by the Board.
5.09 Duties of the Membership Director
The Membership director shall be responsible for growing and maintaining accurate records with respect to the membership of the Corporation, including the registration of all returning and new members at the beginning of each year. The membership director shall also be responsible for developing the appropriate strategies to retain existing members as well as attract new members as required. In addition, the Membership Director shall perform such
other duties as shall from time to time assigned by the Board.
5.10 Duties of the Communications Director
The Communications director shall be responsible for developing and distributing information to the Corporation's members. The Communication Director will work closely with the Membership director to ensure that all members receive timely information about the Corporation's activities. In addition, the Membership Director shall perform such other duties as shall from time to time assigned by the Board.
5.11 Duties of the Software Programming Director
The Software Programming director shall be responsible for maintaining all of the Corporation's online software applications, including the online platform used for the registration of members and the booking of courts. In addition, the Membership Director shall perform such other duties as shall from time to time assigned by the Board.
Section 6 - Protection of Directors and Others
6.01 Protection of Directors and Officers
No Director, Officer or committee member of the Corporation is liable for the acts, neglects or defaults of any other Director, Officer, committee member or employee of the Corporation or for joining in any receipt or for any loss, damage or expense happening to the Corporation through the insufficiency or deficiency of title to any property acquired by resolution of the Board or for or on behalf of the Corporation or for the insufficiency or deficiency of any
security in or upon which any of the money of or belonging to the Corporation shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortuous act of any person, firm or Corporation with whom or which any moneys, securities or effects shall be lodged or deposited or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of his or her respective office or trust provided that they have:
a. complied with the Act and the Corporation’s articles and By-laws; and
b. exercised their powers and discharged their duties in accordance with the Act
6.02 Indemnity
The Corporation will indemnify any director for any cost arising from a lawsuit about any action which occurred in the scope of his/her role as a director.
Section 7 - Conflict of Interest
7.01 Conflict of Interest
A Director who is a party to a material contract or transaction or proposed material contract or transaction with the Corporation or is a director or officer of, or has a material interest in, any person who is a party to a material contract or transaction or proposed material contract or transaction with the Corporation shall make the disclosure required by the Act. Except as provided by the Act, no such Director shall attend any part of a meeting of Directors during which the contract or transaction is discussed or vote on any resolution to approve any such contract or transaction.
Section 8 - Members
8.01 Members
Membership in the Corporation shall consist of the following
categories:
FAMILY: Maximum of 2 adults and up to 3 children under the age of 18
(Age of April 1 of current year) living at the same address.
ADULT: 18 years and over (Age as of April 1 of current year)
JUNIOR: Less than 18 years of age (Age as of April 1 of current year)
8.02 Membership
Membership in the Corporation is conditional upon the payment of the annual membership fee established by the Board. Membership fees are non-refundable. A membership in the Corporation is not transferable and automatically terminates if the Member resigns or such membership is otherwise terminated in accordance with the Act.
8.03 Disciplinary Act or Termination of Membership for Cause
Upon 15 days’ written notice to a Member, the Board may pass a resolution authorizing disciplinary action or the termination of membership for violating any provision of the articles or By-laws.
The notice shall set out the reasons for the disciplinary action or termination of membership. The Member receiving the notice shall be entitled to give the Board a written submission opposing the disciplinary action or termination not less than 5 days before the end of the 15-day period. The Board shall consider the written submission of the Member before making a final decision regarding disciplinary action or termination of membership.
Section 9 - Members’ Meetings
9.01 Annual Meeting
The annual meeting shall be held on a day and at a place within Ontario fixed by the Board. Any Member, upon request, shall be provided, not less than five business days or other number of days that may be further prescribed in regulations before the annual meeting, with a copy of the approved financial statements, auditor’s report or review engagement report and other financial information required by the By-laws or articles. The business transacted at the annual meeting shall include:
a. receipt of the agenda;
b. receipt of the minutes of the previous annual and subsequent special meetings;
c. consideration of the financial statements;
d. report of the auditor or person who has been appointed to conduct a review engagement;
e. reappointment or new appointment of the auditor or a person to conduct a review engagement for the
coming year; election of Directors; and
g. such other or special business as may be set out in the notice of meeting.
No other item of business shall be included on the agenda for annual meeting unless a Member has given notice to the
Corporation of any matter that the Member proposes to raise at the meeting in accordance with the Act, so that such item of new business can be included in the notice of annual meeting.
9.02 Special Meetings
The Directors may call a special meeting of the Members. The Board shall call a special meeting on written requisition of the Members who hold at least 10 per cent of votes that may be cast at the meeting sought to be held within 21 days after receiving the requisition unless the Act provides otherwise.
9.03 Notice
Subject to the Act, not less than 10 and not more than 50 days written notice of any annual or special Members’ meeting shall be given in the manner specified in the Act to each Member, each Director and to the auditor or person appointed to conduct a review engagement. Notice of any meeting where special business will be transacted must contain sufficient information to permit the Members to form a reasoned judgment on the decision to be taken, and state the text of any special resolution to be submitted to the meeting.
9.04 Quorum
A quorum for the transaction of business at a Members’ meeting is at least twenty-five (25) Eligible Voting Members, whether present in person or by proxy. If a quorum is present at the opening of a meeting of the Members, the Members present may proceed with the business of the meeting, even if a quorum is not present throughout the meeting.
9.05 Chair of the Meeting
The Chair shall be the chair of the Members’ meeting; in the Chair’s absence, the Members present at any Members’ meeting shall choose another Director as chair and if no Director is present or if all of the Directors present decline to act as chair, the Members present shall choose one of their number to chair the meeting.
9.06 Voting of Members
Business arising at any Members’ meeting shall be decided by a majority of votes cast, in person or by proxy, unless otherwise required by the Act or the By-law provided that:
a. each Eligible Voting Member shall be entitled to one vote at any meeting;
b. votes shall be taken by a show of hands among all Members present and the chair of the meeting, if a Member, shall have a vote;
c. an abstention shall not be considered a vote cast;
d. before or after a show of hands has been taken on any question, the chair of the meeting may require, or any Member may demand, a written ballot. A written ballot so required or demanded shall be taken in such manner as the chair of the meeting shall direct;
e. if there is a tie vote, the chair of the meeting shall require a written ballot, and shall not have a second or casting vote. If there is a tie vote upon written ballot, the motion is lost; and
f. whenever a vote by show of hands is taken on a question, unless a written ballot is required or demanded, a declaration by the chair of the meeting that a resolution has been carried or lost and an entry to that effect in the minutes shall be conclusive evidence of the fact without proof of the number or proportion of votes recorded in favour of or against the motion.
9.07 Adjournments
The Chair may, with the majority consent of any Members’ meeting, adjourn the same from time to time and no notice of such adjournment need be given to the Members, unless the meeting is adjourned by one or more adjournments for an aggregate of 30 days of more. Any business may be brought before or dealt with at any adjourned meeting which might have been brought before or dealt with at the original meeting in accordance with the notice calling the same.
9.08 Persons Entitled to be Present
The only persons entitled to attend a Members’ meeting are the Members, the Directors, the auditors of the Corporation (or the person who has been appointed to conduct a review engagement, if any) and others who are entitled or required under any provision of the Act or the articles to be present at the meeting. Any other person may be admitted only if invited by the Chair of the meeting or with the majority consent of the Members present at the meeting.
9.09 Participation by Telephonic or Electronic Means
A meeting of the Members may be held entirely by one or more telephonic or electronic means or by any combination of in-person attendance and by one or more telephonic or electronic means if the Corporation makes such means available, provided that those means must enable all persons entitled to attend the meeting to reasonably participate and a person participating in the meeting by those means is deemed to be present in person at the meeting. A vote at a meeting of the Members may be conducted entirely by one or more telephonic or electronic means or by a combination of one or more telephonic or electronic means and voting in person.
Section 10 - Notices
10.01 Service
Any notice required to be sent to any Member or Director or to the auditor or person who has been appointed to conduct a review engagement of the Corporation shall be delivered personally, or sent by prepaid mail, facsimile, email or other electronic means to any such Member at the Member’s latest address as shown in the records of the Corporation; and to such Director at his or her latest address as shown in the records of the Corporation or in the most recent notice or return filed under the Corporations Information Act, whichever is the more current; and to the auditor or the person who has been appointed to conduct a review engagement at its business address; provided always that notice may be waived
or the time for giving the notice may be abridged at any time with the consent in writing of the person entitled thereto.
10.02 Error or Omission in Giving Notice
The accidental omission to give any notice to any Member, Director, Officer, member of a committee of the Board or auditor or person conducting a review engagement, if any, or the non-receipt of any notice by any such person where the Corporation has provided notice in accordance with the By-laws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.
Section 11 - Adoption and Amendment of By-laws
11.01 Amendments to By-laws
The Board may from time to time in accordance with the Act amend or repeal and replace this By-law.
Section 12 - Club Policies
12.01 Rules and Regulations
The rules and regulations of the club governing such items as access to premises, allocation of courts for leagues, tournaments, special events, dress code, and the closing of courts for maintenance purposes shall be determined by the Board. These rules and regulations of play shall be summarized in a separate Policy Manual developed by the Board and will be published and made available to all members at the beginning of the playing season and must be observed by all members and guests.
Enacted [November 20, 2024, except where Corporation is deemed to have passed this by-law under subsection 18(1) of the Act.].
[Alvaro Gonzalez, President] [Joseph Lum, Secretary]
Motion to Approve New Bylaws: Amparo Paez
Second: Alvaro Gonzalez
New Business:
Kim Bracco suggested striking subcommittees for establishing different programs
Eg intra-club competitions & leagues etc
This would be discussed at the next Executive meeting as volunteers are needed
City Acknowledgements 2024
Thank you to the City for their contribution to our operations and success
- Mary George for facilities maintenance
- Nadia Paladino: Parks Forestry & Environment
- Sharlene Murray: Program Registry Category Reviewer
- Jamie Ferguson: Park Services
- Jenna Prokop: Community Development Coordinator, Parks
- Jocelyn Stuckless: Community Development Coordinator
- Jodi Robillos: Commissioner Community Services
- Alvin Tedjo: City Ward Councillor
Adjournment: November 20, 2025 8:20pm
Motion to Adjourn: Amparo Paez
Second: Grace Lum
2023 Sheridan Tennis Club Annual General Meeting
October 26, 2022 Zoom Meeting Platform
Attended: Alvaro Gonzalez, Amparo Paez, Joseph Lum, Grace Lum, , Linda Yates Cameron, Duncan Cameron, Donna Riga, Jim Boult, Lynn Bouchard, Ian Campbell, Adrienne Gittens, Doug & Brenda Charles, Ken Johnson, Nat Guimond, Emma Robertson, Terry & Yolande Treasure, [18]
Proxies from: [26]
Lois Wilkinson, Sally McNeely, Christiane Bastien, Glen Elliott, Sharon Chatelain, [5] to GL
Joseph Rorong, Theresa Allum, Anthong Palermo [3] to AG
Susan White, Mark Laine, Chris Klukowski, Ed Spurgiasz, Bernie Fishbein, Lois Westover, Fay Williamson, Maureen Paolozzi, Christina Brais, Kim Bracco, Tracey Surtees, Kathy McClintock, Brian & Sue Wolfenden, Bruce & June Shaw, Deborah Carman, Erika Babayan [18] to JL
Agenda:
Establish Quorum
Approve 2022 AGM minutes
Financials
Membership Report
Pickleball Club Pro Report
Annual Report of Executive
Election
Old Business
New Business
Adjournment
Quorum established: Alvaro Gonzalez
18 attended and 26 proxies
2022 AGM Minutes were reviewed
Motion to Approve: Adrienne Gittens
Second: Terry Treasure
City Acknowledgements 2023
Thank you to the City for their contribution to our operations and success
Mary George Facilities Co-ordinator
Melanie Hartman Parks & Forestry/Hydro/Port-O-Let
Sharleen Murray Program Registry Category Reviewer
Jenna Prokop Community Development co-ordinator
Jodi Robello Commissioner Community Services
Alvin Tedjoi Ward 2 Councilor
Financials: Joseph Lum
Unaudited financials at Sept 23, 23
Revenues from membership fees were robust
Expenses exceeded revenues due to resurfacing costs from 2022 and installation of 6 pickleball court
lines on the East courts
Other larges expenses came from locksmith, Shelter/benches, tennis nets. Jegysoft
Hydro and Potty expense have yet to be invoiced.
Overall expenses are well controlled
Cash reserves are healthy and the Club is in a good financial position for court reconstruction
Motion to Approve: Grace Lum
Second: Terry Treasure
Membership Report: Linda Yates-Cameron
Total membership climbed significantly from 2020 with Family and Single Adult being comparable
Tennis membership showed growth starting in 2019 and has increased 160% but has leveled off since 2021
Pickleball membership showed more significant growth with numbers tripling from 2021
Membership fees to increase in 2024. for family $160 and for Adult $110.
In 2024 registration for membership will open in Feb 1 for renewals and registration will be open to the general public on March 1. Payment by interact etransfer will be required within 24hrs of registration
The membership cap will be adjusted higher and the cap will be announced once statistics on court usage has been completed.
Motion to Approve: Joseph Lum
Second: Grace Lum
Tennis Pro Report: Emma Robertson
Congratulations to Emma on her completion of her Masters Degree in Education and best wishes in her new career. She has done an amazing job on trying to reach out to tennis members on getting out of their comfort zones to be more engaged with other tennis members through lessons and clinic.
Success with private lessons
Limited engagement with Jr and Adult clinics
Motion to Approve: Joseph Lum
Second: Alvaro Gonzalez
Pickleball: Ian Campbell
Motion to Approve: Grace Lum
Second: Linda Yates Cameron
Annual Report of Executive: Alvaro Gonzalez
Membership was capped for the first time in Club’s history
Community complaint about PB noise - Club Executives met with City, Resident neighbours,
Moved PB designated courts to mitigate intensity of noise
Painted permanent PB lines on east tennis courts to satisfy PB court standards
Limited PB playing times to start at 8am and finish at 10pm
Club had amazing year with PB membership and programming
Club continues to look for was to better engage our Tennis members
Sun shelter and benches available for all courts
Club looks forward to another dynamic year in 2024
Motion to Approve: Grace Lum
Second: Linda Yates Cameron
Elections:
President: Alvaro Gonzalez continuing
Vice President: Amparo Paez acclaimed
Treasurer: Ken Johnson acclaimed
Secretary: Joseph Lum continuing
Membership Linda Yates Cameron continuing
Co-Directors: Donna Riga acclaimed
New Business:
Call for Volunteers to take down nets & Windscreens on Sat Oct 28 9am (Sunday raindate)
Leaving 2 tennis nets and 2 pickleball nets until first forecast for winter (~Mid Nov )
Adjournment:
Motion to adjourn: Grace Lum
Second: Alvaro Gonzalez
October 26, 2022 Zoom Meeting Platform
Attended: Alvaro Gonzalez, Amparo Paez, Joseph Lum, Grace Lum, , Linda Yates Cameron, Duncan Cameron, Donna Riga, Jim Boult, Lynn Bouchard, Ian Campbell, Adrienne Gittens, Doug & Brenda Charles, Ken Johnson, Nat Guimond, Emma Robertson, Terry & Yolande Treasure, [18]
Proxies from: [26]
Lois Wilkinson, Sally McNeely, Christiane Bastien, Glen Elliott, Sharon Chatelain, [5] to GL
Joseph Rorong, Theresa Allum, Anthong Palermo [3] to AG
Susan White, Mark Laine, Chris Klukowski, Ed Spurgiasz, Bernie Fishbein, Lois Westover, Fay Williamson, Maureen Paolozzi, Christina Brais, Kim Bracco, Tracey Surtees, Kathy McClintock, Brian & Sue Wolfenden, Bruce & June Shaw, Deborah Carman, Erika Babayan [18] to JL
Agenda:
Establish Quorum
Approve 2022 AGM minutes
Financials
Membership Report
Pickleball Club Pro Report
Annual Report of Executive
Election
Old Business
New Business
Adjournment
Quorum established: Alvaro Gonzalez
18 attended and 26 proxies
2022 AGM Minutes were reviewed
Motion to Approve: Adrienne Gittens
Second: Terry Treasure
City Acknowledgements 2023
Thank you to the City for their contribution to our operations and success
Mary George Facilities Co-ordinator
Melanie Hartman Parks & Forestry/Hydro/Port-O-Let
Sharleen Murray Program Registry Category Reviewer
Jenna Prokop Community Development co-ordinator
Jodi Robello Commissioner Community Services
Alvin Tedjoi Ward 2 Councilor
Financials: Joseph Lum
Unaudited financials at Sept 23, 23
Revenues from membership fees were robust
Expenses exceeded revenues due to resurfacing costs from 2022 and installation of 6 pickleball court
lines on the East courts
Other larges expenses came from locksmith, Shelter/benches, tennis nets. Jegysoft
Hydro and Potty expense have yet to be invoiced.
Overall expenses are well controlled
Cash reserves are healthy and the Club is in a good financial position for court reconstruction
Motion to Approve: Grace Lum
Second: Terry Treasure
Membership Report: Linda Yates-Cameron
Total membership climbed significantly from 2020 with Family and Single Adult being comparable
Tennis membership showed growth starting in 2019 and has increased 160% but has leveled off since 2021
Pickleball membership showed more significant growth with numbers tripling from 2021
Membership fees to increase in 2024. for family $160 and for Adult $110.
In 2024 registration for membership will open in Feb 1 for renewals and registration will be open to the general public on March 1. Payment by interact etransfer will be required within 24hrs of registration
The membership cap will be adjusted higher and the cap will be announced once statistics on court usage has been completed.
Motion to Approve: Joseph Lum
Second: Grace Lum
Tennis Pro Report: Emma Robertson
Congratulations to Emma on her completion of her Masters Degree in Education and best wishes in her new career. She has done an amazing job on trying to reach out to tennis members on getting out of their comfort zones to be more engaged with other tennis members through lessons and clinic.
Success with private lessons
Limited engagement with Jr and Adult clinics
Motion to Approve: Joseph Lum
Second: Alvaro Gonzalez
Pickleball: Ian Campbell
- This is the 2nd season Sheridan has partnered with Mississauga Pickleball (MP) and operated organized play, similar to last season, organized times were 3 days, Mon, Thur nights and Saturday afternoons.
- Held several events:
- Opening Day Pizza
- Canada Day BBQ
- National Pickleball Day
- End of season Pizza night
- MP also held competitive play with several 3x3 Challenges, and the 2 Annual STP/MP Member Championship Tournament.
- Given the popularity of the league, this year the Trillium league added 3 new clubs. MP is a founding member and the league is expected to expand again next year
- As in previous years, we started May with clinics using both Mon and Thur night to accommodate everyone
- Membership expanded exponentially and ended up with over 400 pickleball players.
- Sheridan painted pickleball lines and moved primary play to courts 3&4 inorder to create distance from the residential homes. To further accommodate the neighbourhood noise complaints STC changed the available pickleball hours from 7am-11pm to 8am – 10pm.
- We continue to use Player lineup and the average nights attendance was greater than 125 players/night
- We enacted groups based on the DUPR rating system to ensure consistent play
- Mon/Wed/Fri/Sat drop-ins were well attended and the average attendance each time was more than 20
- Provided private and group lessons throughout the summer
- A junior program was created and offered along with Adult weekly and monthly drilling clinics. Over 150 members participated.
- Through MP, Harry Stewart created a 3-level ladder league through Global Pickleball network. Over 40 teams participated with a final tournament in Sept
- 2024 Goals
- Continue to work in partnership with MP to offer organized play and special events
- Continue to offer lessons to members
- Continue to offer weekly drilling session clinics and monthly clinics
Motion to Approve: Grace Lum
Second: Linda Yates Cameron
Annual Report of Executive: Alvaro Gonzalez
Membership was capped for the first time in Club’s history
Community complaint about PB noise - Club Executives met with City, Resident neighbours,
Moved PB designated courts to mitigate intensity of noise
Painted permanent PB lines on east tennis courts to satisfy PB court standards
Limited PB playing times to start at 8am and finish at 10pm
Club had amazing year with PB membership and programming
Club continues to look for was to better engage our Tennis members
Sun shelter and benches available for all courts
Club looks forward to another dynamic year in 2024
Motion to Approve: Grace Lum
Second: Linda Yates Cameron
Elections:
President: Alvaro Gonzalez continuing
Vice President: Amparo Paez acclaimed
Treasurer: Ken Johnson acclaimed
Secretary: Joseph Lum continuing
Membership Linda Yates Cameron continuing
Co-Directors: Donna Riga acclaimed
New Business:
Call for Volunteers to take down nets & Windscreens on Sat Oct 28 9am (Sunday raindate)
Leaving 2 tennis nets and 2 pickleball nets until first forecast for winter (~Mid Nov )
Adjournment:
Motion to adjourn: Grace Lum
Second: Alvaro Gonzalez
2022 Sheridan Tennis Club Annual General Meeting
October 27, 2022 South Common Community Center
Attended:
Joseph Lum, Grace Lum, Tom & Michelle Vaivada, Jim Boult, Lynn Bouchard, Ian Campbell, Adrienne Gittens, Doug & Brenda Charles, Gayle Bates-Jeffers, Linda Yates Cameron, Alvaro Gonzalez
Proxies from: Stephen Gittens, Duncan Cameron, Kimberley Bracco, Erika Babayan, Carol Stobie, Helen Robertson, Sharon Citren, Myriam Gingras, Lois Westover, Paul Gaber, Wendy Sjolin, Grace McGregor, Keith McGregor, Susan Wills, Ken Johnson, Heather Lindsay, Terry Treasure, Yolande Treasure, June Shaw, Bruce Shaw, Joseph Rorong, Victoria Bomben, Stefano Bomben, Bernie Fishbein, Rose Leung, Ben Leung, Miriam Boyle, Liz King, Scott Paisley
Agenda:
Quorum
Approve 2021 AGM minutes
Financials
Membership Report
Pickleball Club Pro Report
Annual Report of Executive
Election
Old Business
New Business
Adjournment
Quorum Established (13 members attended+ 29 proxies):
2021 Annual General Meeting Minutes reviewed:
Motion to approve: Grace Lum
Seconded by: Adrienne Gittens
2021 AGM minutes approved.
Financials presented by Joseph Lum (for Adrienne Gittens):
Financial Statement Oct. 27, 2023
Improved membership numbers drove income revenue
Mississauga Pickleball contributed significant monies to partner with Sheridan Tennis Club
Expenses were well controlled
Jegysoft court booking software was the main expense for the year.
2021 and 2022 Hydro are still outstanding
Natures Call expense for the balance of the year is still due
Cash reserves are very healthy for future capital improvements
Motion to approve: Doug Charles
Seconded by: Michelle Vaivada
Financials approved.
Membership presented by Joseph Lum :
Record year for membership to 459 members.
Equal number of members for pickleball and for tennis.
Non Residents total 104 and is largely due to both pickleball registrants and because the Club is geographically on the border with Oakville.
Pickleball Pro/Mississauga Pickleball Report [Ian Campbell]:
2023 Goals
Executive Report [Tom Vaivada]:
Looking to 2023:
New Business:
None
Old Business:
Elections:
President Alvaro Gonzalez
Vice President vacant
Secretary vacant
Treasurer Adrienne Gittens
Registrar Linda Yates Cameron
Member at Large
Doug Charles
Terry & Yolande Treasure
Joseph & Grace Lum
Tennis Ladder Admin Derek Herchal
Alvaro to call November Executive meeting to discuss transition
Acknowledgements:
Adjournment:
Motion to adjourn at 8:30pm: Grace Lum
Seconded by: Michelle Vaivada
October 27, 2022 South Common Community Center
Attended:
Joseph Lum, Grace Lum, Tom & Michelle Vaivada, Jim Boult, Lynn Bouchard, Ian Campbell, Adrienne Gittens, Doug & Brenda Charles, Gayle Bates-Jeffers, Linda Yates Cameron, Alvaro Gonzalez
Proxies from: Stephen Gittens, Duncan Cameron, Kimberley Bracco, Erika Babayan, Carol Stobie, Helen Robertson, Sharon Citren, Myriam Gingras, Lois Westover, Paul Gaber, Wendy Sjolin, Grace McGregor, Keith McGregor, Susan Wills, Ken Johnson, Heather Lindsay, Terry Treasure, Yolande Treasure, June Shaw, Bruce Shaw, Joseph Rorong, Victoria Bomben, Stefano Bomben, Bernie Fishbein, Rose Leung, Ben Leung, Miriam Boyle, Liz King, Scott Paisley
Agenda:
Quorum
Approve 2021 AGM minutes
Financials
Membership Report
Pickleball Club Pro Report
Annual Report of Executive
Election
Old Business
New Business
Adjournment
Quorum Established (13 members attended+ 29 proxies):
2021 Annual General Meeting Minutes reviewed:
Motion to approve: Grace Lum
Seconded by: Adrienne Gittens
2021 AGM minutes approved.
Financials presented by Joseph Lum (for Adrienne Gittens):
Financial Statement Oct. 27, 2023
Improved membership numbers drove income revenue
Mississauga Pickleball contributed significant monies to partner with Sheridan Tennis Club
Expenses were well controlled
Jegysoft court booking software was the main expense for the year.
2021 and 2022 Hydro are still outstanding
Natures Call expense for the balance of the year is still due
Cash reserves are very healthy for future capital improvements
Motion to approve: Doug Charles
Seconded by: Michelle Vaivada
Financials approved.
Membership presented by Joseph Lum :
Record year for membership to 459 members.
Equal number of members for pickleball and for tennis.
Non Residents total 104 and is largely due to both pickleball registrants and because the Club is geographically on the border with Oakville.
Pickleball Pro/Mississauga Pickleball Report [Ian Campbell]:
- This season started a new relationship with Mississauga Pickleball to operate organized play. Due to demand from last season, organized times increased to Tuesday/Thursday nights and Saturday afternoons.
- This year we held several events: Pickleball Open House, Canada Day BBQ, National Pickleball Day BBQ, and end of Season Pizza Night. Well over 100 members attended each of these events
- We also held competitive play with several 3x3 Challenge, Scramble Tournament and Member Tournament.
- Play expanded to include the new Trillium League which held league play against Etobicoke, Hamilton & Waterloo.
- As in other seasons, we started May with clinics using both Tuesday and Thursday nights to accommodate everyone.
- Membership expanded exponentially and along with MP ended up with over 300 Pickleball players.
- Courts expanded to 12 (6 with proper lines & 6 chalked courts)
- Once again we used Player Lineup and the average nights attendance was between 60-70 players per night.
- We enacted groups based on a ratings system to ensure consistent play.
- Monday/Wed/Fri/Sat drop-in expanded due to the use of portable nets allowing more courts.
- Jodi Lum, the Pickleball Pro, expanded lessons to include not only one-on-one lessons but along with Harry Stewart offered many group clinics.
2023 Goals
- Continue with free clinics during month of May
- Use Saturday afternoon for expanding Trillium League Play and start a new ladder League (instead of a house league)
- Expand the competitive side to include a monthly tournament
- Expand lesson and work towards a junior program
- Start the season with enhanced rating sytem
- Need painted pickleball court lines on tennis courts 3 & 4
Executive Report [Tom Vaivada]:
- 2022 was also the start of a relationship with Mississauga Pickleball. (MP uses the Sheridan courts Tuesday and Thursday nights and Saturday afternoons. In return, Sheridan receives a portion of the membership revenue from MP, and all members of STC are considered members of MP for activities held at STC.) We think this has been a good relationship this year, with benefits to both groups. A review of the relationship, and a decision from both groups regarding a renewal for next year will be forthcoming.
- The sun shelter built at courts 1 & 2 was moved to courts 3 & 4 during the rebuild of courts 1 & 2. The intention was to build a similar shelter back on courts 1 & 2, but due to the lateness of the court rebuild, this activity has been postponed to 2023.
- An old wood shed was disposed of prior to the court resurfacing and a new shed purchased and built.
- Formal contracts were signed between STC and the tennis and pickleball pros, and with Mississauga Pickleball. This is a good practice that should be continued
- The Not so Good:
- While we have many members playing tennis, we don’t seem to have much interest in tennis league participation while the leagues were trying to restart after COVID.
- Those same cracks in courts 3 & 4 we believed the city would repair when they put up the new fences last year, nor when they rebuilt courts 1 & 2 this year and remain officially unrepaired.
- The practice boards that were discussed by the city prior to COVID and then postponed, have yet to appear.
- 459 members means we have heard some complaints regarding tennis court availability and monopolization of the courts in the evening by a small group. I mention these specifically as these are problems that come from success – we have enough members that court time is becoming scarce.
Looking to 2023:
- Build the shelter for courts 1 & 2
- Practice board? – go back to the city again about this.
- Review the experience with court reservation software – what changes/adjustments are required.
- Do more on the tennis side: Leagues, ladders,clinics, tournaments, BBQs, etc…
- It is also time for me to move on. My thanks to all of you but particularly to my fellow executives for making this a very good 3 years for STC.
New Business:
None
Old Business:
- 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.
- Continue the return to normal for events: Clinics, Leagues, social events, club championships.
- Get more activities underway for the tennis-playing members: continue the ladder, organize intra-club tennis league, round-robin events, etc...
- Review and consider renewing our relationship with Mississauga Pickleball
- Retain and continue to increase membership overall
- Make investments we can afford to encourage membership overall
Elections:
President Alvaro Gonzalez
Vice President vacant
Secretary vacant
Treasurer Adrienne Gittens
Registrar Linda Yates Cameron
Member at Large
Doug Charles
Terry & Yolande Treasure
Joseph & Grace Lum
Tennis Ladder Admin Derek Herchal
Alvaro to call November Executive meeting to discuss transition
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
- Matt Petri & Louis McCallum for support with the Lights
- Sharlene Murray: For her work with us for many years as the community tennis club liason. Sharlene is moving into a new role at the city.
- Jenna Prokop – Transitioning into the tennis club liason role (Community Development Coordinator for Parks Operations – it’s more than tennis)
- John Griffin for managing the resurfacing of courts 1 & 2.
- Facilities bookings at the city which provided us access to this room for the AGM
Adjournment:
Motion to adjourn at 8:30pm: Grace Lum
Seconded by: Michelle Vaivada
Sheridan Tennis Club Annual General Meeting 2021
- Thursday Oct. 21, 2021 7-9pm @ South Common Community Center in the Youth Room
Members Present: Grace Lum, Joseph Lum, Tom Vaivada, Adrienne Gittens, Yolande Treasure, Terry Treasure, Doug Charles, Zuzy David, Stephen, Jodi Lum, Amanda, Arkaev, Jim Boult, Jim Watt, Lynn Bouchard, Ian Campbell
Proxies from: Bill King,Stephen Gittens, Sarfraz Asghar, Ed Chang-Yen, Barb Klukowski, Grace McGregor, Keith McGregor, Sue White, Joseph Rorong, Ferdinando Miranda, Kris Klukowski, Bernie Fishein, Kim Bracco, A. Fernandes, Harry Stewart, Ben Leung, Rose Leung, Wendy Sjolin, Mike Dubel, Erika Babayan, Dave Marshall, Jean Wong, Keith Larson, Vicki Larson
Quorum established
Motion to accept last years minutes: Grace Lum seconded by Adrienne Gittens
Financials
Membership fees increased substantially from 2020 due to increased membership and relaxed covid-19 restrictions for outdoor sports. Expenses were higher due to costs associated with insurance and City legal fees, the shelter, shed, and installation of a secure entrance gate.
There was positive net income and the Club is in good financial position for physical plant improvements.
Motion to accept financials: Doug Charles, Seconded by: Yolande Treasure
Membership Report
Tennis 61/34 family/single
153 adults, 4 students, 109 juniors, Total 265 members
23/26 pickleball Family/single
72 adults, 8 juniors, Total 80 members
345 Total membership. Best in at least a decade
91 new members but lost 21 from 2020
Q/A from the floor: Family Membership is 2 adults and up to 3 juniors
Motion to accept: Adrienne Gittens Seconded by: Terry Treasure
Tennis Pro Report
Busiest tennis pro season. Very successful. Also teaches at Erin Mills, Sheridan was busier though it is a smaller club. Clinics were very successful 20 to 30 kids involved in clinics
Ladies clinic
Doubles ladies clinics
Looking to doing afternoon camps next summer at Sheridan and grow that aspect.
Pickleball Pro Report
Portable nets used, court 1 and 2 converted to 4 pickleball courts, new shed dedicated for pickleball
Weather was an issue on Tuesday nights this year
35 players/week on Tuesday night
Ladder play for next year
Mon, Wed Fri drop in to continue
Members competed in Tournament and won golds and silvers
Looking to start a ladder league and intercounty league, tournament for members, purchase more nets?
City to possibly put new lines on court 3 and 4?
Teams
Covid stopped all leagues from taking place. Second year in a row. Can Pickleball be added to league play?
Executive Report
Thank you Ian and Jody for running Pickleball league
Thank you Yolande and Terry for managing other Pickleball times
Thank you for bringing and supporting Pickleball at Sheridan Tennis Club
Sun shelter was built on Court 1 and 2, does not have a roof, not approved by city
ID cards to shoe tags, better price
Lights worked at times
Ladder started for tennis
Looking for ladder administrator for next year (Derek?)
Cracks still on Courts 3 and 4
No word on resurfacing courts 1 and 2 (from 2019)
No social events this year other than pizza nite on last day of Pickleball league
Unexpected cost with new fence threw out $1000 of materials (gate)
2 open houses mandated from city in August
Question: Shelter on courts 3 and 4? Planned for 2022
Reservation software:
Need software to determine how and when the courts are being used. This will allow the club to track and plan usage
Jegysoft is the current front runner for possibilities - can be used for pickleball as well as tennis
Initial STC customization/development cost is $2000 and annual cost is approximately $1500.
Election
All members of the executive are acclaimed for 2022
Derek Herchal is Tennis Ladder Co-ordinator for 2022
Members at large Terry Treasure, Yolande Treasure, Doug Charles
Open positions
VP, social director, league director
No amendments to bylaws this year.
New Business:
Replace net on court 3
Courts 3 and 4 may be marked for Pickleball courts depending on demand
Practice wall was supposed to be supplied by city, never came
Acknowledgements
Sharlene Murray
Matt Petri – Electrical and Life Safety
Melinda Apers- Parks N Rec
Chris Katotikidis - Fencing
Access to Meeting room facilities
Motion to adjourn: Grace Lum and seconded by Jody Lum
- Thursday Oct. 21, 2021 7-9pm @ South Common Community Center in the Youth Room
Members Present: Grace Lum, Joseph Lum, Tom Vaivada, Adrienne Gittens, Yolande Treasure, Terry Treasure, Doug Charles, Zuzy David, Stephen, Jodi Lum, Amanda, Arkaev, Jim Boult, Jim Watt, Lynn Bouchard, Ian Campbell
Proxies from: Bill King,Stephen Gittens, Sarfraz Asghar, Ed Chang-Yen, Barb Klukowski, Grace McGregor, Keith McGregor, Sue White, Joseph Rorong, Ferdinando Miranda, Kris Klukowski, Bernie Fishein, Kim Bracco, A. Fernandes, Harry Stewart, Ben Leung, Rose Leung, Wendy Sjolin, Mike Dubel, Erika Babayan, Dave Marshall, Jean Wong, Keith Larson, Vicki Larson
Quorum established
Motion to accept last years minutes: Grace Lum seconded by Adrienne Gittens
Financials
Membership fees increased substantially from 2020 due to increased membership and relaxed covid-19 restrictions for outdoor sports. Expenses were higher due to costs associated with insurance and City legal fees, the shelter, shed, and installation of a secure entrance gate.
There was positive net income and the Club is in good financial position for physical plant improvements.
Motion to accept financials: Doug Charles, Seconded by: Yolande Treasure
Membership Report
Tennis 61/34 family/single
153 adults, 4 students, 109 juniors, Total 265 members
23/26 pickleball Family/single
72 adults, 8 juniors, Total 80 members
345 Total membership. Best in at least a decade
91 new members but lost 21 from 2020
Q/A from the floor: Family Membership is 2 adults and up to 3 juniors
Motion to accept: Adrienne Gittens Seconded by: Terry Treasure
Tennis Pro Report
Busiest tennis pro season. Very successful. Also teaches at Erin Mills, Sheridan was busier though it is a smaller club. Clinics were very successful 20 to 30 kids involved in clinics
Ladies clinic
Doubles ladies clinics
Looking to doing afternoon camps next summer at Sheridan and grow that aspect.
Pickleball Pro Report
Portable nets used, court 1 and 2 converted to 4 pickleball courts, new shed dedicated for pickleball
Weather was an issue on Tuesday nights this year
35 players/week on Tuesday night
Ladder play for next year
Mon, Wed Fri drop in to continue
Members competed in Tournament and won golds and silvers
Looking to start a ladder league and intercounty league, tournament for members, purchase more nets?
City to possibly put new lines on court 3 and 4?
Teams
Covid stopped all leagues from taking place. Second year in a row. Can Pickleball be added to league play?
Executive Report
Thank you Ian and Jody for running Pickleball league
Thank you Yolande and Terry for managing other Pickleball times
Thank you for bringing and supporting Pickleball at Sheridan Tennis Club
Sun shelter was built on Court 1 and 2, does not have a roof, not approved by city
ID cards to shoe tags, better price
Lights worked at times
Ladder started for tennis
Looking for ladder administrator for next year (Derek?)
Cracks still on Courts 3 and 4
No word on resurfacing courts 1 and 2 (from 2019)
No social events this year other than pizza nite on last day of Pickleball league
Unexpected cost with new fence threw out $1000 of materials (gate)
2 open houses mandated from city in August
Question: Shelter on courts 3 and 4? Planned for 2022
Reservation software:
Need software to determine how and when the courts are being used. This will allow the club to track and plan usage
Jegysoft is the current front runner for possibilities - can be used for pickleball as well as tennis
Initial STC customization/development cost is $2000 and annual cost is approximately $1500.
Election
All members of the executive are acclaimed for 2022
Derek Herchal is Tennis Ladder Co-ordinator for 2022
Members at large Terry Treasure, Yolande Treasure, Doug Charles
Open positions
VP, social director, league director
No amendments to bylaws this year.
New Business:
Replace net on court 3
Courts 3 and 4 may be marked for Pickleball courts depending on demand
Practice wall was supposed to be supplied by city, never came
Acknowledgements
Sharlene Murray
Matt Petri – Electrical and Life Safety
Melinda Apers- Parks N Rec
Chris Katotikidis - Fencing
Access to Meeting room facilities
Motion to adjourn: Grace Lum and seconded by Jody Lum
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
..