• Steve Knight welcomed the attendees. There were 17 members in attendance. It was deemed to be a quorum.
• Steve Knight distributed the minutes of the 2017 AGM. He asked for a motion for the acceptance of the minutes. Steven Cheesman made this motion and it was seconded by Richard Battista. Carried.
• The financial report for 2018 was prepared by Richard Battista (treasurer). Revenue in 2018 was $28,998, an increase from 2017 of 5.5%. We had 230 members in 2018 down from 278 in 2017 (family and child membership types were significantly down). We had a net operating income of $2,365. The closing bank balance at year-end was $6,354 and the investment balance was $20,032 made up of 2 GICs. Expenses were $26,632, down 9% from 2017 due to a one-time maintenance expense regarding the outdoor lights in 2017. Court power washing of court 1 was done in 2018 at a cost of $1,300. The same washing expense of court 2 will be done in April 2019. It was mentioned that the event expenses are totally covered by the fees charged for the 3 leagues (Men’s, Women’s, Mixed). The phone land line contract was terminated which will result in a saving of $650 annually. There was some discussion about online fees but most agree that the convenience benefits for membership registration and maintaining a database of members are justifications for these expenses. Fees were increased for the 2018 season, but have remained the same for the upcoming 2019 season. Steven Cheesman moved that the financial report be accepted. Martin Pinney seconded. Carried.
• Steve Knight briefly reviewed the programs (Men’s, Women’s, Mixed leagues) from the 2018 season. The number of participants for each league were: Men’s – 44, Women’s – 34 and Mixed – 33. Each league had a social outing at the end of the season. An OTA 100 Year Anniversary event with the Canada Day celebration was held in 2018, played on a very hot day with 26 members in attendance. Steve Knight proposed that a tennis fair be held in early May 2019 on a Wednesday mixed round robin date.
• Nominations & Elections of the Board of Directors followed. The nominations for the Board of Directors for 2019 are: Michael Flintoff (chair), Terry Milford, Adrie Bruin, Steve Knight and Stephen O’Keefe. The Board of Directors will appoint the operating executive (President, Vice-President, etc). Greg Darkeff put his name forward to serve on the executive. Andrew Kodarin has also expressed an interest. Bruce Cates moved to approve the slate of the Board of Directors. It was seconded by Don Fletcher. There were no other nominations. All motions were carried.
• For new business, Richard Battista mentioned that our corporation by-law needs to be revised with regards to the annual date a club membership ends, as well as, to the date an Annual General Meeting should be held. This revision will be decided upon at an upcoming meeting of the executive and presented to the Board of Directors.
• For other business, Don Fletcher raised his concern for court availability for senior members. He felt that junior camps and ladies interclub matches were taking up too many courts during the prime times for seniors (ie 9-11am; 2-4pm). Steve Knight advised that a calendar on the website would show all scheduled court usage times. Perhaps discussions with the pro can result in some activities being moved to 11am-2pm. Members should not feel the need to seek other court facilities to play tennis, when non-members are having use of our courts.
• Stephen O’Keefe motioned to adjourn the meeting. It was seconded by Mike Flintoff.
Prepared by: Lynn Kirk
• Steve Knight distributed the minutes of the 2017 AGM. He asked for a motion for the acceptance of the minutes. Steven Cheesman made this motion and it was seconded by Richard Battista. Carried.
• The financial report for 2018 was prepared by Richard Battista (treasurer). Revenue in 2018 was $28,998, an increase from 2017 of 5.5%. We had 230 members in 2018 down from 278 in 2017 (family and child membership types were significantly down). We had a net operating income of $2,365. The closing bank balance at year-end was $6,354 and the investment balance was $20,032 made up of 2 GICs. Expenses were $26,632, down 9% from 2017 due to a one-time maintenance expense regarding the outdoor lights in 2017. Court power washing of court 1 was done in 2018 at a cost of $1,300. The same washing expense of court 2 will be done in April 2019. It was mentioned that the event expenses are totally covered by the fees charged for the 3 leagues (Men’s, Women’s, Mixed). The phone land line contract was terminated which will result in a saving of $650 annually. There was some discussion about online fees but most agree that the convenience benefits for membership registration and maintaining a database of members are justifications for these expenses. Fees were increased for the 2018 season, but have remained the same for the upcoming 2019 season. Steven Cheesman moved that the financial report be accepted. Martin Pinney seconded. Carried.
• Steve Knight briefly reviewed the programs (Men’s, Women’s, Mixed leagues) from the 2018 season. The number of participants for each league were: Men’s – 44, Women’s – 34 and Mixed – 33. Each league had a social outing at the end of the season. An OTA 100 Year Anniversary event with the Canada Day celebration was held in 2018, played on a very hot day with 26 members in attendance. Steve Knight proposed that a tennis fair be held in early May 2019 on a Wednesday mixed round robin date.
• Nominations & Elections of the Board of Directors followed. The nominations for the Board of Directors for 2019 are: Michael Flintoff (chair), Terry Milford, Adrie Bruin, Steve Knight and Stephen O’Keefe. The Board of Directors will appoint the operating executive (President, Vice-President, etc). Greg Darkeff put his name forward to serve on the executive. Andrew Kodarin has also expressed an interest. Bruce Cates moved to approve the slate of the Board of Directors. It was seconded by Don Fletcher. There were no other nominations. All motions were carried.
• For new business, Richard Battista mentioned that our corporation by-law needs to be revised with regards to the annual date a club membership ends, as well as, to the date an Annual General Meeting should be held. This revision will be decided upon at an upcoming meeting of the executive and presented to the Board of Directors.
• For other business, Don Fletcher raised his concern for court availability for senior members. He felt that junior camps and ladies interclub matches were taking up too many courts during the prime times for seniors (ie 9-11am; 2-4pm). Steve Knight advised that a calendar on the website would show all scheduled court usage times. Perhaps discussions with the pro can result in some activities being moved to 11am-2pm. Members should not feel the need to seek other court facilities to play tennis, when non-members are having use of our courts.
• Stephen O’Keefe motioned to adjourn the meeting. It was seconded by Mike Flintoff.
Prepared by: Lynn Kirk
