BOD & AGM Info
2024 Board of Directors
Paul Jelec - President
Mark Horrocks - Treasurer
Eva Chan - Membership Director
Joon Steve Lee - Secretary
Peter Sillery - Compliance Officer
2024 Head Tennis Professional
Mike Pietras
AGM Held on March 27, 2024 at 7:30pm
Sherwood Forrest Tennis Club
Annual General Meeting Minutes
Date: March 27, 2024 at 7:30pm
7: 32 – Paul starts the meeting and introduces himself as the President and meeting chair. Welcomes members and volunteer board. Thanks, Eva Chan and Sam Pietras for arranging the meeting.
7:34 – Quorum determined as 12 participants online at the time, 9 was the minimum.
7:35 Paul thanks the City of Mississauga for their support and advice. In particular, Jocelyn Stuckless and Jenna Coplat at the City offices and Mr. Griffen for support with the courts.
7: 36 Agenda is presented.
7: 37 – Minutes from the March 22nd, 2023 AGM are shared on the screen. Mark motions to accept the minutes, it is seconded by Sam
7:38 Presidents Report.
Paul notes the surge we had in membership last year, likely due to:
7: 40 Report on Membership
Eva reports membership numbers and trends from 2023
7:43 Introduction of Board Members and their roles.
Paul lists our current directors, and for those with an audio connection, asks them to note their roles.
Paul Jelec – President
Mark Horrocks – Finance Officer
Eva Chan – Membership Coordinator.
Jun Steve Lee – Secretary
New Director – Peter Sillery - Compliance Officer
Paul asks that a motion is put forward to approve these board members for the upcoming year.
Sam Pietras puts forward the motion and it is seconded by Mark Horrocks
7: 49 – Paul announces the Board Member vote is resolved and confirms all 5 nominated for the upcoming season.
7:49 – Financial Report - Mark presents the following:
7: 57 Report on Tennis Play
Coach Mike Pietras opens with a comment on Mark’s notes regarding the importance of annual profit for court costs. Tennis courts have two stages of re-surface. There is re-surfacing which involves the top layer only, and there is a re-build stage, where courts need to be dug up and leveled. We are approaching a re-build stage, which is evident in the amount of cracks on the courts; cost would be in the $140K range.
Programs/events for the 2024 season:
Mark asks Mike about Pickle Ball, any feedback coming from members if they want our courts to have pickleball lines? Mikes notes no, not something members have brought up to him.
8:08 Housekeeping and Other Items
Eva asks about lighting. Can anyone turn them on? Or is a code required? As we pay for electricity, we should have a way to control it.
Mike confirms it can just be pressed, no code. City comes to set up the timing; lights can only be turned on at certain times during the day. Early spring usually 6pm, moves to 8pm in summer. They automatically turn off at 11pm.
Discussion about basketball court using them, as we do pay for that. Noted that when we received the grant from Trillium they included the basketball re-surfacing and lights needed to be available. The overall goal of making sport accessible.
Next time lights need to be replaced, a separate basketball should be planned, to ensure that electricity is not wasted lighting the whole tennis court area.
Basketball discussion: some players are not respectful, loud inappropriate music, swearing and garage left. Noted that all we can do is politely ask them to be respectful of their surroundings. If needed, by-law officers can be called.
Sam announced that Sam and Eva are planning an opening email notice to past members; it will be sent once the website is ready for the 2024 season and registration is open. Email to include social/program dates so people can plan accordingly.
Sam announced that a member What’sApp group was started last year. Goal of chat group is for members to organize play, it is not a club-provided program, nor is it a place for members to access board members for inquiries. The club will assist members being added to the group during the registration process to ensure anyone that is interested can be added.
8:17 Paul asks if there are any other questions, there are none.
8:19 Mark motions to close the meeting, seconded by Eva. Paul announces the meeting has concluded.
Paul Jelec - President
Mark Horrocks - Treasurer
Eva Chan - Membership Director
Joon Steve Lee - Secretary
Peter Sillery - Compliance Officer
2024 Head Tennis Professional
Mike Pietras
AGM Held on March 27, 2024 at 7:30pm
Sherwood Forrest Tennis Club
Annual General Meeting Minutes
Date: March 27, 2024 at 7:30pm
7: 32 – Paul starts the meeting and introduces himself as the President and meeting chair. Welcomes members and volunteer board. Thanks, Eva Chan and Sam Pietras for arranging the meeting.
7:34 – Quorum determined as 12 participants online at the time, 9 was the minimum.
7:35 Paul thanks the City of Mississauga for their support and advice. In particular, Jocelyn Stuckless and Jenna Coplat at the City offices and Mr. Griffen for support with the courts.
7: 36 Agenda is presented.
- Welcome & Introductions from President - Paul (3 min)
- Determination of Quorum (2 min)
- Statement of Agenda (2 min)
- Approval of Minutes of Previous AGM (1 min)
- President’s Report - Paul (5 min)
- Report on Membership - Eva (3 min)
- Introduction of current board members and their roles.
- Voting on board members for 2024. - Paul
- Report on Finance - Mark (5 min) 9.Report on Tennis Programs - Mike (5 min)
- Housekeeping/Other items (5 min)
- Feedback/Comments/Suggestions (5 min)
- Adjournment
7: 37 – Minutes from the March 22nd, 2023 AGM are shared on the screen. Mark motions to accept the minutes, it is seconded by Sam
7:38 Presidents Report.
Paul notes the surge we had in membership last year, likely due to:
- people returning to their regular activities after COVID
- current trend towards active lifestyles
- Our competitive fees
- Mike Pietras’ close attention to court maintenance
- Our change of keys annually, as opposed to semi-annually, encouraging renewals
- Our club's fortunate location and beautiful surrounding environment.
7: 40 Report on Membership
Eva reports membership numbers and trends from 2023
- 42 total memberships
- 34 family memberships, 7 standard and 1 junior
- 18 new members
- 24 renewals
- Junior number: 26 members under the age of 12.
- Website working well and making sign-up easy and accessible.
- Annual key change likely encourage renewals.
7:43 Introduction of Board Members and their roles.
Paul lists our current directors, and for those with an audio connection, asks them to note their roles.
Paul Jelec – President
Mark Horrocks – Finance Officer
Eva Chan – Membership Coordinator.
Jun Steve Lee – Secretary
New Director – Peter Sillery - Compliance Officer
Paul asks that a motion is put forward to approve these board members for the upcoming year.
Sam Pietras puts forward the motion and it is seconded by Mark Horrocks
7: 49 – Paul announces the Board Member vote is resolved and confirms all 5 nominated for the upcoming season.
7:49 – Financial Report - Mark presents the following:
- $6435 in revenues for 2023
- Expenses, there are three categories:
- Bank fees: $47
- Keys: $660
- Operating (electricity, coaching, court expenses, website) a number is not announced.
- Mark notes that he will arrange for the lock to be changed and new keys, will aim to order 60. Note that it can only be 1 key per household, we need to limit how many keys are available in the community for sharing.
- Profits sit at $3828, however there may be some expenses from last year not reported as of yet.
- Notes the importance of having a profit annually as we need to build a fund for future court repair
- $43,000 in investments
- $15,000 in our operating account
- We are leaner on expenses as we do not have a lot of expenses from social activities like other clubs.
- Sam asks if we can increase membership to account for key expenses since we are doing it annually now. Paul notes that this will be discussed in a separate management meeting.
7: 57 Report on Tennis Play
Coach Mike Pietras opens with a comment on Mark’s notes regarding the importance of annual profit for court costs. Tennis courts have two stages of re-surface. There is re-surfacing which involves the top layer only, and there is a re-build stage, where courts need to be dug up and leveled. We are approaching a re-build stage, which is evident in the amount of cracks on the courts; cost would be in the $140K range.
Programs/events for the 2024 season:
- Open House – Sunday April 28th Adult clinic & Open play 10am to 12 , Junior clinic and open play 12 to 1
- Junior Clinics : Two free classes – Sunday May 26 and Sunday June 2nd , Three paid classes, Sunday June 9, 16, 23. Cost of $45
- Adult Open Night – Every Wednesday starting after the May long weekend. , 7-8 clinic ,8 – close – open play ,All levels welcome
- Men’s Night 3.0 , Tuesdays from 8pm to close , Club pro is not in attendance. , Members are encouraged to organize play and rotate with all attending players.
- Spring Back into the Swing of Things.: Two spring adult clinics for levels 3.0 and under. Designed to help newer players get comfortable with their swings and help intermediate players shake off the rust from the winter. These are not hitting classes; there will be lots of feeding and technical breakdown of the basic tennis shots. Dates: Thursday May 30th and Thursday June 6th, from 6 to 7:30pm. Cost: $30 for both sessions.
- Fun day participation – Saturday June 22nd: Mike to generate activity and coordinate with HOA on timing.
- Court Side Charcuterie - Adult Social, Play & Clinic – September Date TBD
- Private lessons are available, fee to stay the same at $65 an hour.
- All details to be posted on website
Mark asks Mike about Pickle Ball, any feedback coming from members if they want our courts to have pickleball lines? Mikes notes no, not something members have brought up to him.
8:08 Housekeeping and Other Items
Eva asks about lighting. Can anyone turn them on? Or is a code required? As we pay for electricity, we should have a way to control it.
Mike confirms it can just be pressed, no code. City comes to set up the timing; lights can only be turned on at certain times during the day. Early spring usually 6pm, moves to 8pm in summer. They automatically turn off at 11pm.
Discussion about basketball court using them, as we do pay for that. Noted that when we received the grant from Trillium they included the basketball re-surfacing and lights needed to be available. The overall goal of making sport accessible.
Next time lights need to be replaced, a separate basketball should be planned, to ensure that electricity is not wasted lighting the whole tennis court area.
Basketball discussion: some players are not respectful, loud inappropriate music, swearing and garage left. Noted that all we can do is politely ask them to be respectful of their surroundings. If needed, by-law officers can be called.
Sam announced that Sam and Eva are planning an opening email notice to past members; it will be sent once the website is ready for the 2024 season and registration is open. Email to include social/program dates so people can plan accordingly.
Sam announced that a member What’sApp group was started last year. Goal of chat group is for members to organize play, it is not a club-provided program, nor is it a place for members to access board members for inquiries. The club will assist members being added to the group during the registration process to ensure anyone that is interested can be added.
8:17 Paul asks if there are any other questions, there are none.
8:19 Mark motions to close the meeting, seconded by Eva. Paul announces the meeting has concluded.