Whiteoaks Park Tennis Club
Annual General Meeting Minutes
October 4, 2022
7:30 – 9:30 pm
AGM Attendee List (33 members): A quorum of 25 participants was met.
| Ivan Jimenez | Sue Adorjan | Carol Ann Burgmann | Absalon Figueroa |
| Tarique Khan | David Steger | Yoko Kodaira | Shelley Ly |
| Tom Burgmann | Carol Pyke | Vince Fiteau | Xiaofeng Peng |
| Lynn Bryans | Maurice Lee | Christine Svoboda | Carol Salisbury |
| Suzanne Cardarelli | Tom Burgmann | Shaughn McCluskey | Joe Smirlies |
| Napoleon Quijada | Marie France McCloskey | Dave Ferguson | Miriam Castellanos |
| Catalina Mejia | Joao Terenzi | Jessie Toor | Nancy Hubbs |
| Nancy Hubbs | Lois Tullo | Zdenek Breuer | Clark Gao |
| Kevin Liu |
Call to order:
The meeting was called to order at 7:40pm. Ivan Jimenez (President) thanked volunteers members who joined the meeting. Ivan introduced the agenda.
Court Reconstruction Presentation and Q&A by John Griffin, Mississauga City Representative :
My background
– My background is I have been a project manager for over 20 years;
o Working in both the private sector and public sector;
o I have worked for the City of Waterloo for the past 11 years;
o And the City of Mississauga for the past two years;
Last Year
– Last year, I think you experienced a perfect storm type situation;
o The contractor set was made of four different individual contractors:
§ Asphalt;
§ Fencing;
§ Leveling & patching;
§ Tennis Court Surface;
o We had a challenging contract structure last year;
o The contractor artificially held his pricing for over two years;
o Actually each of these contracts were set to expire in December of last year;
– I think it was a blessing in disguise that we didn’t proceed under those contracts;
Price increases
– The cost of construction goes up every year approximately 2% – 4% with the Cost of Living and the Consumer Price Index;
– The pricing increase we experienced this year was a function of re-tendering all the tennis courts this year (2022);
o Which is a reflection of current market prices for tennis court re-construction;
o There are (16) other tennis courts in the contract this year across the City;
– We have a much better contract structure this year, and a much better contractor;
– I’m glad we had the chance to discuss adding the two easterly courts;
o That would have caused a challenge last year, from a future outlook perspective;
Winter Rink
– We have notified operations about the winter rink this year, so I don’t think it will cause us an issue;
Timing/Schedule:
– The Contractor wants to start the work at the end of October;
o He will likely only get the paving work and fencing work completed this year;
o The leveling & patching work + the final court surface will have to wait until spring 2023;
§ They usually don’t start that work until May 15th of each year;
§ For communications purposes I would recommend building in a buffer up to June 15th – 30th which gives the contractor time to complete the work;
§ If we end up being over that we will let you know in advance;
§ If we end up being earlier we will also let you know;
Site notes:
– The construction access is very specific on this site;
o 1 in and 1 out type situation, along the west side of the site, and along the north end of the site;
– There are pipelines, and hydro one easement through the site along the southerly edge of the site;
– Members will have access to the building during construction;
– Part of the parking lot will likely be inaccessible for construction traffic;
Temporary Conditions and Contractual Relationships
– There may be some unexpected temporary conditions I.e., the fencing along the southern boundary of our limit may need to be taken down which could impact tennis on the southerly courts;
o I will try to keep you informed about these as we move through the construction;
– Please do not talk to the contractor about the contract or scope of the work;
o There is no contractual relationship between the contractor and the tennis club or their members;
o The contract is between the City of Mississauga and the Contractor;
– If you have a question or a concern with something on the site, please funnel any and all communications through City staff (myself or Jenna P);
o And we will address your inquiry.
– Its’ important to understand the contractor owns his site during the construction process for insurance reasons;
o Please do not enter their construction zone while the work is taking place;
– City staff site presence:
o I will be on-site periodically during construction;
o But I won’t be there full time, 100% of the time;
o The contractor knows the scope of the work and he and I will be in contact about the construction as we proceed.
Xiaofeng Peng asked if we can build 2 additional courts.
John: Theoretically, it is possible, but we will have to go through permission process with pipe line and hydro line in the surrounding area so I wouldn’t put it in this contract.
Sue Adorjan: We can’t afford anyway this year.
Approval of last year’s (2021) 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. Ivan Jimenez moved the motion to approve last year’s minutes and Carol Ann Burgmann seconded. Minutes approved unanimously.
By-law #19 Change (by Sue Adorjan):
Members are asked to vote on changing the membership expiration of by-law #19. Below is the proposed change.
Change the memberships expiration date from March 31st each year to Feb 28th. The main reason for the change is to better align the club registration date with the membership expiry date in order to avoid membership overlapping.
96% voted Yes and 4% abstained. The By-law #19 change is approved.
President’s Report (Ivan Jimenez):
During the 2022 season as life returned to normal, we were able to run all the pre Covid-19 programs the club used to run. As a result, this year we were able to successfully run the following programs:
- Ladies, Men and Mixed Round Robins
- Singles, Doubles and Mixed Tournaments
- Singles and Doubles ladder
- Pizza Night Social Event
- House League
- Lakeshore League
- Intercounty League
This season we had a strong membership and our financials showed positive results with a net saving of over $44,780.
Throughout the year, we have been communicating with the city of Mississauga regarding the courts reconstruction and the hitting wall resurfacing. Work is expected to start sometime in mid-October. This will be a capital intensive project for the club and the cost of this project will be paid 50% by the City of Mississauga and 50% by Whiteoaks Park Tennis Club.
Membership
2022 Registration opened on March 1st and by March 19th at 5:50 pm, we reach capacity. Only junior accounts were allowed to register after we reached capacity. As a result, this year’s total membership count is 1186.
Achievements
- Tested registration related changes requested from Jegysoft
- Updated all related system prompts / messages.
- On-line registration opened at midnight March 1st
- New options were provided by Jegysoft for “staggered” registration. This was required to align with the City residency requirement and our by-laws
- Numerous requests for account “upgrades” / changes were processed
- The system handled family members who turned 18 since last season
- FOBS activated 671 (assigned new 162).
- A manual for membership and FOB system management is being prepared
- Numerous issues with FOBs were resolved
- There are 6 FOBs still at the club. Members were sent an email to pick up their FOB during attendant hours.
Based on our member’s feedback, we lowered the club membership cap to minimize tennis court overcrowding. Our 2022 membership volumes decreased from 1,223 members in 2021 to 1,186 members in 2022 or 37 less members. This represents a 3% decrease compared to 2021.
| Adult | Juniors | Total | Perc of Juniors | Mississauga Residency Perc | |
| 2022 | 818 | 368 | 1,186 | 31.0% | 89.7% |
| 2021 | 883 | 340 | 1,223 | 27.8% | 81.1% |
| 2020 | 797 | 299 | 1,096 | 27.3% | 82.3% |
| 2019 | 669 | 177 | 846 | 20.9% | 78.3% |
Club Programs
This year, our ladder director (David Steger) was in charge of running three ladders (ladies singles, mixed singles and doubles ladder). The ladders were a very popular program this season and as a result, participation was higher than last year. As of September 28th, 144 doubles ladder matches were played and 571 singles ladder matched were played.
2022 Club Champions – All club tournament champions’ names have been updated in the club website.
Our Tennis Pro Attila Nagy and our Secretary Yoko Kodaira were in charge of organizing this year’s club tournaments. Their help was very valuable and they did a fantastic job running the club tournament. As a result, we received positive feedback from members about how well the club tournaments were run. Thank you both for a job well done.
Congratulations to the following 2022 tournament winners and runners-up:
| Tournament | Main Draw | B Draw | ||
| Champion | Runner-up | Champion | Runner-up | |
| Ladies Singles | Crystal Pan | Josie Ren | Rita Wang | Beatrice Zuenko |
| Men Singles | Daniel Gharagozloo | Darren Deng | Predrag Radivojevic | Dan Dobre |
| Men Singles over 50 | Danut Dobre | Dragan Popovic | Charanjit Bageria | Ash Doshi |
| Ladies Doubles | Madeline Kroupetski & Camilla Kroupetski | Suzanne Cardarelli & Janet Bulger | Maggie Li & Crystal Pan | Michelle Dai & Emma Ma |
| Men Doubles | Zain Raza & Nick Kroupetski | Daniel Gharagozloo & Mohammed Zaahir Salar | Erik Zheng & Wei Zhang | Terry Wong & Ramanjit Singh |
| Mixed Doubles | Zynah Salar & Zaahir Salar | Annie Shen & Kevin Liu | Claire Nykamp & Ani Doshi | Shelley Li & Jonathan Huang |
| Junior Red Ball | Winston Cai | Cohen Tsang | ||
| Junior Orange Ball | Daryl Lee Chauhan | Emma Chan | ||
| Junior Green Ball | Karina Swaminath | Silos Ren | ||
| Girls Regular Ball | Zynah Salar | Camilla Kroupetski | ||
| Boys Regular Ball | Jay Ma | Nathan Bos |
Tennis Lessons – We are happy that Attila Nagy continues to be our Head Tennis Pro. Attila brings with him excellent tennis knowledge, experience and teaching ability. He provides a wide variety of lessons and clinics that our members enjoyed. We look forward to seeing him again next year.
Facilities Update (Absalon Figueroa)
This year, it appears that vandalism accounted for an unnecessary expense to repair the mechanism at the front gate. If members see such acts, please report it to any member of the Executive Board. In addition, the following was undertaken:
- Installed nets on all courts
- Organized group of volunteers to mount and take down wind screens
- Replaced defective bathroom light switches
- Purchased additional umbrellas for courts 1 to 5
- Mounted clock at court 5
- Fixed a variety of items around the club
Social Events
The club ran free Pizza Nights in two occasions under the direction of our Social Director Shelley Li. Shelley was also responsible for replenishing supplies for the clubhouse.
VP and Communications (Carol Ann Burgmann)
Our Vice-president, Carol Ann Burgmann was in charge of all club communications and some of her accomplishment include:
- Updated website with President
- Prepared advertisement for court attendant position
- With President, interviewed candidates for position of Court Attendant.
- Drafted league survey to obtain information from members on interest in
participation on various inter and intra club teams
- Ensured sufficient captains for Intercounty (Ladies & 55+ teams) and Lakeshore
- League teams (8)
- Provided regular practice time bookings for Intercounty Ladies teams (3)
- Resolved issues pertaining to team league matches and bookings
- Managed one of the 55+ teams as captain
- Provided advice to President on a variety of issues throughout the season e.g.
meeting open house requirements from city
- Provided advice to President on re-construction of 5 courts and attended
meeting with city and local city councillor
- Drafted 8 newsletters for communication to members on a variety of topics e.g.
Registration opening, windscreens, updates, pizza night etc.
- Responded to various inquiries throughout the season to
info@whiteoakspark.com from members and the general public to or redirected
inquiry to appropriate Board member to respond
- Responded to and dealt with complaints from members.
- Assisted Social Director with pizza nights.
IT (Vincent Nan)
Vincent Nan, club IT Director, contributed the following:
- Attended all board meetings and contributed to the discussion of club matters, such as court re-surfacing, budget approval
As IT Director:
- Fixed a website bug
- Modified the Website logo to have Mississauga Community Icon on the header and updated the year of copyright
- Redirected the Contact Form and Complaint Form to the VP/Communications Director
- Investigated the popup message feature after submitting a form
- Changed label and text on the website based on the schedule requirement
- Investigated and evaluated the round robin program
- Participated in discussions about features of the court booking system
- Reported bugs in the court booking system
As Tournament Director:
- Helped Yoko to organize and monitor the club tournament
- Helped update the players tournament brackets
- Helped players to communicate with club
- Answered the player’s’ questions
Assisted Facilities Director to:
- shut down the water in club house
- Helped install the water fountain
- take down the wind shield net
- put up the wind shield net
- take down the court net
- put up the court net
- Helped move in and out the club facilities (windscreens, benches, picnic tables etc.)
The board of directors is run by member volunteers who volunteer their time to help manage the club. Our club success depends on the help of our member volunteers. The 2022 board made many positive contributions this year to help make Whiteoaks a great place to play tennis. For example, the club was kept in beautiful condition with flowers in the planters – many thanks to our membership director, Sue. Please join me to give a big thanks to our board of director who spent countless hours volunteering their time to the club.
Congratulations to the board for a job very well done!!!
Club Court Attendants
This season we had the following part time court attendants:
- Ginger Pakrul
- Kenisha Kanwar
- Renee Balila
- Connie Luo
- Rachel Balila
- Sohan Rasul
- Mysha Khan
- Daniel Gharagozloo
Court attendants did a good job keeping the Clubhouse and tennis courts clean and well maintained as well as greeting our members upon entry and verifying their court bookings when they arrived at the club. Overall Court Attendants received very positive survey ratings from members.
Survey results
Member’s satisfaction
| Very Satisfied | 43.1% |
| Satisfied | 49.0% |
| Dissatisfied | 5.9% |
| Very Dissatisfied | 2.0% |
Online Court Booking Satisfaction
| Very Satisfied | 56.9% |
| Satisfied | 37.3% |
| Dissatisfied | 3.9% |
| Very Dissatisfied | 2.0% |
How satisfied are you with the Club Court Attendants?
| Very Satisfied | 45.1% |
| Satisfied | 45.1% |
| Dissatisfied | 2.0% |
| Very Dissatisfied | 5.9% |
| Not applicable – Did not interact with Court Attendants | 2.0% |
How likely are you to register at Whiteoaks again next year?
| Very Likely | 82.4% |
| Likely | 9.8% |
| Not Likely | 7.8% |
2023 Board of Director Election:
Voting Result:
| Nominee | Votes received | Result |
| Ivan Jimenez | 100% | Elected |
| Carol Ann Burgmann | 96% | Elected |
| Tarique Khan | 96% | Elected |
| Yoko Kodaira | 100% | Elected |
| Sue Adorjan | 100% | Elected |
| Shelley Li | 96% | Elected |
| Absalon Figueroa | 96% | Elected |
| David Steger | 96% | Elected |
| Vincent Nan | 96% | Elected |
| Raghu Madhavan | 85% | Elected |
New Business:
- Sue Cardarelli suggested to expand WO tennis club be combination of tennis and pickleball.
If we can build pickleball courts next to Court 5, it won’t be too close to the residential area so it may be OK regarding the potential noise issue.
Also having a separate membership program for pickleball is an option.
She offered to invite pickleball experts to explain and demonstrate for better understanding.
Carol Ann Burgmann: We will talk about this.
- Shaughn McCluskey brought up an issue of singles ladder that many players use “injury” to avoid moving down.
David Steger: This is a known issue. If there is any suggestion to improve this, we are open to them.
- Absalon Figueroa suggested that we ask John Griffin, Mississauga City representative to improve the lighting in the parking lot.
Ivan Jimenez: We have been raising this issue to the city every year. We will bring this up again.
Adjournment:
Meeting was adjourned at 8:55PM by Ivan Jimenez and seconded by Sue Adorjan.
