Annual General meeting 2017 Minutes
Sheridan Park Tennis Club Minutes of the 2017 Annual General Meeting
Meeting held on Friday October 27, 2017
Attending:
From the Executive: Joseph & Grace Lum, Tom Vaivada, Adrienne Gittens, Shirley Peterson, Sandra
Alilovic, Jean Wong
Club members: Zuzy David Dubel, Kathy McClintock, Tracy McInnis, Sharon Randall, Terry & Yolande
Treasure, Natalie Venable, Doug & Brenda Charles, Jay Fernandez, James Pacella, Rene & Jane St.
Cyr, George Winter, plus 22 proxies
Guests: Sharlene Murray, Community Development Co-ordinator, Amanda Arkaev (Club Tennis Pro)
Agenda:
Quorum established
Approve 2016 AGM minutes
Financial Statement
Membership Report
Club Pro Report
Team Report
Annual Report of Executive
Election
New Business -Amendment to Constitution -ByLaws
Minutes of the 2016 AGM:
Move to accept by George Winter, Seconded by Rene St. Cyr
APPROVED
Treasurer's Report (Sandra Alilovic):
After all expenses accounted for, including resurfacing of courts 3 & 4
(resurfacing costs accrued to 2018) the club has approximately $800 in the bank
Move to accept by Shirley Peterson, seconded by Yolande Treasure
APPROVED
Membership Report (Joseph Lum):
Membership Type #Members Gender
2017 Family
Single
Adult Student Jr Adult Jr Total Male Female
NonResident
TENNIS 25 35 0 0 86 15 101 47 38 12
PICKLEBALL 10 19 0 0 40 3 43 17 18 7
TOTAL 35 54 0 0 126 18 144 64 56 19
Motion to approve by Adrienne Gittens, seconded by Sandra Alilovic
APPROVED
Team Report:
Lakeshore & Ladies Intercounty teams had to default games and matches due to lack of players. Players either
couldn’t get from work to away games or had other commitments while the sub list also shared the same
dilemma. The teams came in 7th & 8th place respectively. The 55+ team came in 3rd place in the division.
Minutes of the Annual General Meeting for 2017
Club Pro Report (Amanda Arkaev):
Free clinics – more including juniors next year
Ladies Team clinics worked out well this year
Local kids and the 3 schools nearby will be approached to do gym classes
Private lessons went well this year
Will try to get active with pickleball at the schools as well
APPROVED
Executive Report (Joseph Lum):
This as the club's 40th year – celebrations went well
The first year with pickleball as full members
Fees were raised but we still have the lowest fees of all 4-court clubs in Mississauga
The club will have financial challenges next year – low starting bank balance and higher expenses
expected (eg replace windscreens, nets, & resurface the other 2 courts)
Motion to approve: Doug Charles, Seconded by Jean Wong
APPROVED
Elections:
Social Director – Yolande Treasure is acclaimed
Member-at-large: George Winter is acclaimed
All Executive members have chosen to retain their positions for another year and are acclaimed.
Motion to approve: Doug Charles, Seconded by Tracy McInnis
APPROVED
By-Law Changes:
A copy of the constitution with by-law changes in RED was sent to all members and pertinent sections
will be shown below
Changes may also be found in the slide deck attached to these minutes.
Amendment to By-Law 5
The entire by-law is amended as follows:
By-Law 5: Voting
APPROVED
Amendment to By-Law 8
The portion of by-law 8 regarding Use of the Courts is amended as follows:
Use of the Courts
APPROVED
New Business:
Creating a membership category for people 65 years of age or older
Reservations and pickleball times
General discussion of memberships and prices for same
Meeting was adjourned at 8:48 PM (no record of motion – general consensus)
Meeting held on Friday October 27, 2017
Attending:
From the Executive: Joseph & Grace Lum, Tom Vaivada, Adrienne Gittens, Shirley Peterson, Sandra
Alilovic, Jean Wong
Club members: Zuzy David Dubel, Kathy McClintock, Tracy McInnis, Sharon Randall, Terry & Yolande
Treasure, Natalie Venable, Doug & Brenda Charles, Jay Fernandez, James Pacella, Rene & Jane St.
Cyr, George Winter, plus 22 proxies
Guests: Sharlene Murray, Community Development Co-ordinator, Amanda Arkaev (Club Tennis Pro)
Agenda:
Quorum established
Approve 2016 AGM minutes
Financial Statement
Membership Report
Club Pro Report
Team Report
Annual Report of Executive
Election
New Business -Amendment to Constitution -ByLaws
- Rule of Play
- 65+ Membership Category
- Reservation system on designated Pickleball times
Minutes of the 2016 AGM:
Move to accept by George Winter, Seconded by Rene St. Cyr
APPROVED
Treasurer's Report (Sandra Alilovic):
After all expenses accounted for, including resurfacing of courts 3 & 4
(resurfacing costs accrued to 2018) the club has approximately $800 in the bank
Move to accept by Shirley Peterson, seconded by Yolande Treasure
APPROVED
Membership Report (Joseph Lum):
Membership Type #Members Gender
2017 Family
Single
Adult Student Jr Adult Jr Total Male Female
NonResident
TENNIS 25 35 0 0 86 15 101 47 38 12
PICKLEBALL 10 19 0 0 40 3 43 17 18 7
TOTAL 35 54 0 0 126 18 144 64 56 19
Motion to approve by Adrienne Gittens, seconded by Sandra Alilovic
APPROVED
Team Report:
Lakeshore & Ladies Intercounty teams had to default games and matches due to lack of players. Players either
couldn’t get from work to away games or had other commitments while the sub list also shared the same
dilemma. The teams came in 7th & 8th place respectively. The 55+ team came in 3rd place in the division.
Minutes of the Annual General Meeting for 2017
Club Pro Report (Amanda Arkaev):
Free clinics – more including juniors next year
Ladies Team clinics worked out well this year
Local kids and the 3 schools nearby will be approached to do gym classes
Private lessons went well this year
Will try to get active with pickleball at the schools as well
- St Francis (school) has 3 indoor badminton courts so pickleball is possible there
- Many ideas for pickleball and kids because it is really easy to learn
- There are nets for kids to learn
APPROVED
Executive Report (Joseph Lum):
This as the club's 40th year – celebrations went well
The first year with pickleball as full members
Fees were raised but we still have the lowest fees of all 4-court clubs in Mississauga
The club will have financial challenges next year – low starting bank balance and higher expenses
expected (eg replace windscreens, nets, & resurface the other 2 courts)
Motion to approve: Doug Charles, Seconded by Jean Wong
APPROVED
Elections:
Social Director – Yolande Treasure is acclaimed
Member-at-large: George Winter is acclaimed
All Executive members have chosen to retain their positions for another year and are acclaimed.
Motion to approve: Doug Charles, Seconded by Tracy McInnis
APPROVED
By-Law Changes:
A copy of the constitution with by-law changes in RED was sent to all members and pertinent sections
will be shown below
Changes may also be found in the slide deck attached to these minutes.
Amendment to By-Law 5
The entire by-law is amended as follows:
By-Law 5: Voting
- 1. All Members who have paid the full annual fees as set by the Club and are of the legal age of 18 shall be entitled to one vote at the Annual General Meeting of the Club and any Special meeting of the Club. Each family membership may only have two (2) votes. Underage members have no vote and memberships paid after August 15 will also have no voting rights.
- All issues to be voted on shall be decided by a simple majority of voting members present at the meeting in which the vote takes place.
- Where there is a tie vote, the chair will cast a second vote to break a tie.
- A member may vote by proxy at a members meeting. Their proxies are to be in written form. The proxy form and a reminder of right to use a proxy will be attached to the notice of meeting going to all voting members. Only those members who have voting rights may be a proxy holder.
- A Quorum must be attended by 20 voting members and 5 board members in presence or by proxy for business transactions to take place and motions to pass.
APPROVED
Amendment to By-Law 8
The portion of by-law 8 regarding Use of the Courts is amended as follows:
Use of the Courts
- The Club may invite other sport activities approved by the executive and allocate court time to be to be used on designated days and times. These designated times may be temporary or annual and will be subject to annual review.
- These allocated and designated times may be amended to accommodate tennis league play, tournaments, special events and round robins. These times do not affect the normal reservation board system for unreserved courts. Items 3-6 remain unchanged
- A member may not hang a racquet on the board for another member or while using the court.
APPROVED
New Business:
Creating a membership category for people 65 years of age or older
- A survey of other clubs in Mississauga shows that only 2 others have special reates for members that are 65 or older.
- General view was this was not necessary but a motion was made to formally acknowledge this view.
- Motion to have a membership category for those 65 years of age or older: Moved by George Winter, Seconded by Doug Charles
Reservations and pickleball times
- Much discussion regarding use of the reservation board and how that works with pickleball players as they don't have games that extend for 1 hour.
- Also much related discussion that the setup of the reservation board during periods where pickleball has exclusive use of 2 courts might lead to a very long wait for the next tennis court.
General discussion of memberships and prices for same
- Much discussion with note that any actions on membership rates by the executive will take into account several factors:
- The clubs current fiscal position,
- The expected future expenses,
- The condition of the facilities, and
- Rates at other community tennis clubs
Meeting was adjourned at 8:48 PM (no record of motion – general consensus)