AGM Minutes

PROPOSED AGENDA

Motion to Approve Agenda - Fawzi 

Motion Seconded – Nick 

Results of Vote:  

In favor - 100%  

Opposed - 0%  

Abstained – 0%  

Motion passed. 

Approval of AGM 2023 Minutes:   

Motion to Approve Minutes – Tanya 

Motion Seconded – Ibrahim 

Results of Vote:  

In favor - 100%  

Opposed - 0%  

Abstained – 0%  

Motion passed. 

Approval of AGM 2023 Financial Report:   

Net income: $12,879.05 

Total assets: $69,192.14 

Motion to approve financial report – Kenan 

Motion Seconded – Jay 

Results of Vote:  

In favor - 100%  

Opposed - 0%  

Abstained – 0%  

Motion passed. 

APPROVAL OF RESOLUTIONS TO AMENDED CONSTITUTION/BYLAW, POLICIES  

No resolutions were brought forth to discuss and vote 

Results of Vote:  

In favor - 100%  

Opposed - 0%  

Abstain – 0%  

Motion passed. 

Court surface:  

Our courts were resurfaced two or three years ago but they have only lasted half their life expectancy.  We are aware of cracks on courts 2 and 3.  We are within the warranty period to have the courts repaired; Maria and Fawzi have persistently communicated these deficiencies to the city, without any response until recently.  Three or four weeks ago, the city advised that they would send someone to inspect the courts.  Fawzi met the 4 person team from the city, showed them the state of the courts and advised that even though we are within the warranty period, we have not received any official response.  The city’s team agreed and advised that previously the city had hired three contractors:  one each for the underlay, asphalt and finishing the courts.  The city has realized it would have been cheaper to hire one contractor from start to finish.  The City is going to initiate a program for regular court maintenance.  Committee to reach out to the city to ensure they repair the courts after the last frost. 

Rosie to reach out to the city to request installation of two more light posts. 

Tree Roots 

The tree roots from the tree just outside the clubhouse is creating an uneven surface by the clubhouse.  The city is aware and has marked it.  Rosie has been in contact with the city for 9 months.  The problem is the trees and the clubhouse are on School Board property.  Rosie and the committee will communicate any further developments with the City and the School Board.  For now, members are cautioned to be careful. 

Parking Lot Gate at the Credit Woodlands: 

The parking lot gate closure has inconvenienced the members.  Rosie will contact the school board and request if it can be kept open.  Additionally, Rosie to contact either the school board or the city to have parking lot lines painted. 

Access Code Bylaw: 

If a member provides the club access code to a non-member, his or her membership is terminated.  We had an incident this season where a non-member couple were found playing on our courts.  The paying member acknowledged that he had given his access code to his wife.  It is tough for the Executive Committee to always police the courts.  We request that members not give out the access code.  Additionally, all members signs a waiver to play tennis on our courts and we don’t want any incidents with non-members. 

Access to the washrooms  

For most of this season, the clubhouse was accessible most of the time. Some members have requested access to the clubhouse at all times.  The Board has decided not to keep the clubhouse open at all times since it has previously been vandalized and the club has had to pay for the damages.  The club house will be open when a director / coaching team is on site.   

Option 1 - Rosie to look into a portable toilet for the club – cost about $2000 for the season 

Option 2 - Attendant – approximately $50,000 to hire an attendant for the season, which would increase membership fees by an additional $200. 

Currently the lockbox access is available to the executive committee, Dean, Tanya, coaches and the City. 

Membership Report - Ed 

2024 total membership registrations were similar to the previous year. For the 2024 season, 303 memberships were sold online, and we had 50 junior participants enrolled in our junior programs. 

Membership Type Count 

Adult 193 

Senior 16 

Junior 19 

Family 75 

Junior Participant 50 

Total Membership Count (inc. junior participants) = 353 

Tournament Report - Vik

Another very successful season with 4 tournaments:

Started the season with 1st Doubles tournament on May 18^th and 19^th with 24 players divided in two categories (14players in advanced and 10 in intermediate). With three round -robin style games followed by semis and finals, Faraz/Hussain beating Vlad/Slav in a three-set game in the advanced category, while Yogi/Mahmoud won against Dino and Kay in a close matching winning the intermediate category.

2nd tournament was a Singles one with 20 players (14 in advanced and 6 in intermediate) played on June 22^nd and 23^rd. Similar style tournament with 3 round-robin style games followed by Quarters, Semis and Finals. In advanced category, Hamza beat Vik in straight sets, while in intermediate category, Kamal beat Gurmeet.

3rd tournament was a Doubles again, repeating the same style on July 20^th and 21^st. This time 16 players in advanced and 8 in intermediate. In the advanced category, based on the ranking from round robins, teams played quarters and semi-finals all consisting of 1 set each. The finals was best of 3 sets between Vik/Faraaz and Vlad/Vlad.  Vlad/Vlad team won in straight sets, 5-0 and 5-2. In the intermediate, Amit/Ravi won the finals against Gurmeet/Yogi. 

The final tournament was a Singles on Aug 24^th and 25^th, the most popular as we were able to get 24 players together, organizing them in 3 categories (10 in advanced, 8 in intermediate and 6 in beginner. In the advanced category, out of 10 players, top 8 played quarter-finals. In the finals, Faraaz beat Vik in the 3 setter finals scoring 5-2, 2-5 and 5-1., In the intermediate category, top 4 played the semi-final and later Amit Pinjani beat Benedict Ramos scoring 5-2 and 5-1. And in the beginners category, top 4 played a semi-final, and in the finals, Marut Rupal beat Namit Bhavsar in a best of 3 short-set match scoring 5-4 and 5-3.

Junior Development Report - Tanya 

We had another successful year bringing new tennis players to the club. Most of our older advanced juniors who were participating in the league and training on Fridays are now off to college or university so we have a new batch of young and keen beginner level tennis players. 

Many of them came to the club after participating in our annual school program that we host for Springfield public school.  Over 350 kids played tennis with our staff during their gym periods at the club this spring. 

Our camps were well attended as well. 

It will take a while to bring these juniors along before we can have a junior intercounty team again unless we get an influx of advanced juniors next spring. 

House Leagues - Dean 

The leagues ran for four rounds of five weeks each.  

The singles league was played on Wednesday nights. The final playoff will be held on October 16 and 17, 2024.  An issue with the singles league is that it seemed that players scheduled matches for alternative days rather than Wednesday evenings with the result that on Wednesdays the courts were empty.  Executive Committee to discuss solutions so that the courts are not unutilized on Wednesday nights. 

The Doubles league was played on Thursday nights with 32 participants.  

Round Robin – Rosie and Mark 

Round Robin on Tuesday went well, a lot of players showed up.  Saturday night Round Robin didn’t enjoy similar numbers.  Suggestion to hold the Saturday Round Robin on Friday evenings.  Rosie asked if someone is interested in running the Tuesday night Round Robin. 

Fun Fair - Maria 

We held our Fun Fair at the beginning of the season, on May 11th. The event is quite popular, we had 30 members in attendance, playing court games organized by Dean, competing for prizes, and enjoying a BBQ. 

We held another BBQ later in the season during our Tuesday Round Robin on July 23 

MEMBER'S VOICES 

• Benches 

• A member suggested to have benches between the courts.  Committee to research some option and then decide.  Majority at the meeting does not want the benches. 

• Helen attended and appreciated the barbeque one Tuesday during the Round Robin. 

• Ball Machine: 

• Adriana asked if the club is able to rent some machines.  Some related issues are that a committee member is required to set it up when a member wishes to use the ball machine.  Additionally special balls are required for the machine.  Committee to research costs etc. and discuss initiating a pilot project with set scheduled times for using the ball machine. 

• Lost and found box set up in the club house.  Any unclaimed items to be donated to charity. 

• Maximum booking times   

• One member asked if the booking times for both singles and doubles play could be increased to two hours.  Executive Committee to discuss this issue in their meetings. 

• Tennis Ball Recycling 

• One member suggested to start a tennis ball recycling program either by collaborate with a non-profit group i.e. Recycle Balls of Canada or Green Tennis and also learn from other clubs.  Dean and Tanya donate their used tennis balls to the schools.  Teresa suggested to donate to gym teachers.  Executive Committee to look into this recycling initiative. 

• Garbage Cans on the Court 

• Garbage on and off the courts is an issue.  However, garbage cans on the courts will create more issues, i.e. wasps so it was decided no garbage cans on the courts. 

• Vic is doing a great job as tournament director. 

Gift Draw  

Winner - Yogirajsinh Rana 

Adjournment @ 8:33 pm