2021 AGM Minutes

October 5, 2021

7:30 – 9:30 pm

AGM Attendee List (33 members): A quorum of 25 participants was met.

Call to order:

The meeting was called to order at 7:43pm. Ivan Jimenez (President) thanked volunteers members who joined the meeting. Ivan introduced the agenda.

Approval of last year’s (2020) AGM minutes:

AGM minutes have been posted online and also sent to all the members for their review before the meeting.  There was no question. Carol Ann Burgmann moved the motion to approve last year’s minutes and Tarique Khan seconded.  Minutes approved unanimously with 26 voted, 25 approved, 1 abstained.

President’s Report

Ivan went through the main point of the president’s report.  During the 2021 season as Covid-19 cases decreased in the province, we were able to provide more programs to members. As a result, this year we ran more programs than last year. We were able to successfully run:

• Ladies, Men and Mixed Round Robins
• Singles, Doubles and Mixed Tournaments
• Singles and Doubles ladder
• Pizza Night Social Event

This season we had a strong membership demand and our financials showed positive results with a net savings of over $39,999.   

During the 2021 season, we made the following improvements:

• Upgraded our Jegysoft version. The new upgrade provides more features and benefits to members. Some of the benefits include:  Court booking waitlist, better name search, edit booking names, Club calendar sign up, tournament draws, and RR participation.
• Installed a live video streaming Webcam.
• Further Increased court attendant hours with an emphasis on the regular cleaning of washrooms, inside clubhouse, the main gate and clubhouse door knobs. 100% of the answers of survey showed they were either satisfied or very satisfied with the court attendants.
• The club participated in a program to recycle used tennis balls. As a result over 800 tennis balls were collected and reused.
• Purchased two new bigger Door mats and additional washroom paper dispensers.
• Purchased a Mailbox.

Membership

We had a very strong membership and we had to cap the number of membership at 1,200.  The only exception was for junior members who were attending summer camp and programs.  This was approved by the board.  The Membership Director, Sue Adorjan was very busy due to the high volume of registrations as we reached the capacity of 1,200 by April 12^th.

Our 2021 membership was 1,223 members, which is over 30% increase from the previous year.  This represents an 11.6% increase compared to 2020.

Ivan congratulated the board members for a job well done and thanked all the club attendants for their support.

Survey results (Ivan Jimenez)

Member’s satisfaction

Online Court Booking Satisfaction

Are you more likely to join the AGM meeting if it is held?

How satisfied are you with the Club Court Attendants?

How likely are you to register at Whiteoaks again next year?

Moving on to voting

New nominees, Vincent and Raghu were briefly introduced.

Results of voting

Total 33 voters (Ivan was excluded due to the technical constraint)

Questions:

Is there a mixed RR during the day? (Anonymous email)

-Ivan answered: We will have to run leagues and other programs and it will take a lot of court time.  We also need to have court time for drop-in’s.  The new board will make a decision based on the programs that will be running and court availability next season.

 Court availability was an issue this year in large part due to the number of members.  What would you do about this next year? (Carol Salisbury) 

-Ivan answered: What we can do is to lower the cap.  If we do that, new board will have to decide but it comes will small fee increase.

-Sue answered: In the previous years, the average has been around 800-900, and this year the member ship increased due to COVID 19 and family members had nothing else to do.  I am not anticipating the same membership next year as this year.

-Carol Ann answered: We were supposed to have court reconstruction this year.  Court availability would have been hugely impacted.  We are lucky in terms of court availability as the reconstruction didn’t start during the season, although this really needs to be done.

-Tarique answered: This issue was not widely shared with other members.  We enhanced the court booking with 3 rolling booking system.  By standing at a strong financial position, we will have more options like adding 2 courts in future.

When is court resurfacing scheduled? (Crystal Pan)

-Ivan answered: Originally it was supposed to be in September.  We are hoping to get it done in October but we are waiting for the city’s response.

Is it an option to keep the washroom open?  Especially with little kids, it is sometimes difficult. (Melanie Forshe)

Sue answered: Prior to COVID, we had club house available to all the members till 11PM but due to the cleaning requirement during COVID, we can’t do that.

Carol Ann answered: We made sure the club pro gives an access to kids and parents during the programs.

Melanie asked: Maybe if Attila is there for lessons, maybe he can give a special access as requested?

Ivan answered: If you are coming in the morning in October, Janet is around so you can ask her.

Sue: If your child is taking lessons with Attila, I am sure he will let them use the washroom.

Ivan: The issue is the cleanliness of the club house.  If your child is taking a lesson from Attila, and one child using the washroom may be ok but if a bunch of people start using, then it will be an issue.  If the weather is very nice, we may look into getting a court attendant during the peak hours.

The tournament was very successful but there was a problem with the heat and many people got injured.  Can we move the tournament to cooler time? (Chris Chen): 

Ivan answered: Yes, I noticed the issue this year.  We can move the singles to the end after doubles and mixed doubles.  We can switch around the schedule.

Approval of Financials (Ivan)

Ivan moved the motion to approve the financials and Sue seconded.

Votes were casted and 92% approved, 4% rejected and 4% abstained.  As a result, this was approved.

Closing

Carol Ann moved the motion to close the meeting.  Tarique seconded. Meeting closed at 8:45PM.