Elmdale Tennis Club AGM 2019 Highlights
Explore the key highlights from the Elmdale Tennis Club's Annual General Meeting in 2019, including updates on membership, club initiatives, camp activities, and community relations. Learn about the club's goals, achievements, and plans for the future.
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Presentation Transcript
Elmdale AGM 2019
Call to Order 35 members attended Meeting started at 10:30 a.m. on 7 Sep 2019 Meeting held at Elmdale Tennis Club
Overview (Matt 15 minutes) Goals Actions Create Long Range Plan Includes: Being ready to fully replace the courts in 10 years. Rough estimate cost of between $250,000 and $400,000. Monitoring and growing the number of youth at the club. Raised membership fees Raised camp fees Raised court fee rate for lesson Installed POS system at canteen Placed ~$75,000 in GICs from chequing account. Now at ~99,000 in GICs Goal of $25,000 to be put in GICs at the end of 2019 Allowing juniors to join through the summer Created Camp document with lesson plans
Club Updates New ball machine New computer Canteen POS system (Square) ATP and WTA streaming packages purchased: we can now show all the smaller tennis tournaments Financial software update to Quickbooks Online Training: Theo and McGregor attended HarTru course. 2 Camp staff attended Tennis Canada Instructors course. Office and Canteen door lock system Clubhouse exterior cosmetics/painting and interior painting Wooden border around the courts
Membership Membership numbers Free Memberships Board members: Matt, Caroline, Grant, Nancy, Patrick, Lili (not Amanda) Family 31 Junior 28 All staff Voja Radonjic (staff covering) Senior 107 Phil Mach (courts) Stuent 9 Marcel Charette (courts) Adult 158
Camps (Lili - 5 minutes) The 2019 camp revenue increased to ~$55k, up 17% from the previous year, due to an increase in camp fees and full registration We had all new staff this year, two counsellors had previously been campers and volunteers Two counsellors (including the coordinator) completed their Tennis Instructors Certification prior to the start of camps All counsellors attended a 1.5 hr pre-camp prep session on court with the club pro There were volunteers every week to help the camps run smoothly 8 full day camp spots were donated to the Ottawa Community Immigrant Services Organization (OCISO)
City (Nancy - 10 minutes) Elmdale is a community club, occupying property owned by the City of Ottawa Focus for the current year Tree management Club House repair Agreement with the City, for overall property management, is available on the website Boards and related minor court repair Nature of the relationship Prospects going forward
Social (Caroline - 10 minutes) Event Winter Social Cost 104.27 Participation 35 Opening BBQ 234.75 80 Wine & Cheese 638.22 50 Surf and Turf -200 60 Canada Day 51.19 24 Pig Roast TBD TBD(40) Beer Beyond the Pale 266.63 50 Wimbledon 77 40 Band - Brock 500 20 Band - Sherri 310 45 Total 1982.06
Pro report (Rachel) Rachel provided feedback on the 2019 season It was noted by Matt M that Rachel will soon achieve Coach Level 2 status which is a level very few coaches in Ottawa have attained
Financial (Patrick - 15 minutes) Balance Sheet Profits and Loss Profits and Loss Compared to 2018 and 2017
Questions (Matt) Is there a method for making donations to the club Can something be done to renovate the practice wall, there are issues such as fencing etc limiting the renovation, Matt provided feedback on his research to date, should do more frequent maintenance Morning wait times is an issue, suggested determining a better balance between round robins, camps, lessons etc Lesson availability should not be compromised Need to manage court booking such that rules are followed fairly which may result in additional staff Have to make members better aware of booking rules and better enforcement of the rules by the stewards There should be a minimum 15 minute wait between court bookings Stewards will need board support to enforce the rules Suggestion to maintain bookings online which would be done by the steward where the booking member must be onsite Suggestion to review and update by-laws
Questions Continued Should we be a greener club Make this an objective for the 2020 season Ongoing wait list, from prior years, should they get priority Would need to advertise that we are maintaining a wait list including community associations - advertise membership and events earlier Should prior years members get priority on the wait list Should consider a social membership
Member Appreciation Built court equipment Donated rackets Built the wooden border Court set-up work Volunteered on board At every spring and fall clean up Plates on food to nibble on at tournament matches Volunteered at both elementary tournaments
Election of new members (10 minutes) Those running: All were acclaimed as there were 4 board positions open Caroline Pope Nancy McMahon Joel Diener Mike Hine
