Meeting Minutes
Elmdale Tennis Club AGM
Saturday, October 3rd, 2015, 10:00 am
Elmdale Tennis Clubhouse
Participants: Olivier Pilon, Colin McAlpin, Michelle Brunette, Michelle Morris, Bob Ratcliffe,
Leona Novotny, Pavel Novotny, Jodie Inglis, Mike Sowerby, Richard St. Lawrence, Heather
Dufault, Bob Glossop, Maggie Glossop, Vera Visnevskis, Julie Bishop, Mac Walden, Voja
Radonjic, Grant Person, Ed Sojonky, Phil Petrilli, Marcos Valencia, Bill McEachern, Elliot
Goldsborough, Rachel Cruikshank, Patty Perry, Graham Perry, Michael Pedersen
Board Member Attendees: Darcy Gillespie, John Topping, Matt MacKinnon, Nigel Parker, Saruul
Ayurzana, Vanessa House Milley
Absent: Greg MacDougall, Mark Brooks
1. Opening Remarks and Annual Report (John Topping, President):
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John gave opening remarks and presented annual report, saying that court management
was top priority
Pressures on courts with increasing membership
o Promotion of early morning slots (7:00 am)
o Information about busy times posted
o Capped membership in early July at 430 members
o Did not participate in NCTA because of court pressures
Court maintenance – protective pads on posts, nets
Social events – regular events, history of Elmdale event, pig roast etc.
Camps were close to full capacity for entire summer – very successful and main source of
revenue generation for club
School clinics generated some revenue but less than previous year, because of less schools
participating
Future priorities include:
o wrapping up work on rail and deck
o possible future renovations on washrooms and clubhouse
Lifetime membership:
o John announced that Board had voted unanimously to award Leonard Amattey with
lifetime membership
2. Financial Report (Saruul Ayurzana, Treasurer and Accountant):
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Saruul presented financial report for 2015 season
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Revenue increased by 20% for 2015
Reserve put in GICs
Audit will be conducted on Elmdale Tennis Club for 2015 to review and evaluate procedures,
control, processes etc. – cost will be approximately $5000
Club will start 2016 season with approximately $18 000
Phil Petrilli, Tennis Club accountant, reviewed 2015 balance sheet
Discussion around limiting/capping membership in a more regulated way for 2016 season
Suggestion to offer “early-bird” registration period for members from previous season
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Decisions & Action Items:
 Motion by Bob Glossop and seconded by Heather Dufault that Board of Directors be given
the authority to appoint Auditor for 2015 from short-list of possible auditors. Motion
voted on and passed.
3. Director of Tennis Operations Report (Marcos Valencia):
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Marcos provided update on tennis operations
Increase in membership numbers and in popularity of camp program as an introduction to
tennis
4. Senior Nationals 2016: Potential Role for Elmdale (Marcos):
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Marcus proposed that Elmdale Tennis Club agree to request to host Steve Stevens Senior
Nationals from August 20th to 27th, 2016, from 8:30 am to 6:00 or 7:00 pm (approximately).
Board was asked to vote on helping host tournament
Decisions & Action Items:
 Majority of members voted to offer three courts for Senior Nationals’ tournament 2016
5. Q&As:
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Cleanliness of clubhouse and washrooms should be improved – potentially by hiring
someone to clean on a weekly basis (although this is technically part of stewards’ duties)
Suggestion to develop capital budget to prioritize spending for 2016
Suggestion to renovate washrooms (showers) and kitchen
Matt will not be returning as Clubhouse Manager for 2016
o Discussion around need to ensure continuity for court maintenance and other
knowledge
o Matt will be available to consult
o We may wish to consider sending new manager on same clay court course
Matt took.
Phil suggested more clearly defining the scope of the manager’s role and limiting number
of hours he/she will work, using stewards for other additional work. Nigel disagreed.
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Question asked about how courts are assigned to lessons and which courts would be used
Point was made that Board should be responding more strongly to issue of pros using
courts
Decisions & Action Items:
 John set motion and Matt seconded it that Board will set cap for 2016 membership prior
to start of season and inform members by early 2016 to encourage early registration
 Motion by Bob Glossop and seconded by Phil that Board clarify and determine rules
around court usage, post these rules in clubhouse and notify members
6. Proposed Change to By-Laws (Voja):
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Confirmed that Board members cannot serve on Board for longer than four years without a
break
According to by-laws, AGM should be held in September, not October
Decisions & Action Items:
 Voja put forward motion and Bob seconded the motion that by-laws be revised to
include the following addition:
Governance - Board of Directors section
4. Directors
2. If a board member wishes to serve beyond the 2 year period their name is put up for
election to the board as it would be for any other nominee.
7. Election of New Board Members:
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There are three vacancies on the Board to fill for 2015-16, with Darcy Gillespie (vicePresident) and John Topping (President) finishing their terms and Nigel Parker stepping
down from the Board (after three years)
Five members’ names were put forward
Decisions & Action Items:
 Michael Pedersen (nominated by Olivier Pilon), Michael Sowerby (nominated by) and
Olivier Pilon (nominated by Patty Perry) were voted in.
 AGM participants expressed their gratitude to the other two candidates whose names
were also put forward
8. Social Events :
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Oktoberfest tournament and baby shower/party for Matt to be held on October 17th
Details to follow by email