BOD & AGM Info
2025 Board of Directors
Paul Jelec - President
Mark Horrocks - Treasurer
Eva Chan - Membership Director
Joon Steve Lee - Secretary
Peter Sillery - Compliance Officer
2025 Head Tennis Professional
Mike Pietras
2024 AGM Held on April 9, 2025 at 8pm
Sherwood Forrest Tennis Club
Annual General Meeting Minutes
Agenda:
Paul welcomed everyone to the 2024 annual general meeting and confirmed that notice was given of meeting, duly constituted, called it to order.
2. Determination of Quorum
Established, by number count of 9.
1st order – The City of Mississauga was thanked. In Also thanks Peter for helping with bylaws, and thank you to Eva and Sam for setting up the meeting.
3. Approval of Minutes of Previous AGM,
Mark made motion to approve, seconded by Eva.
4.President’s Report - Paul - 8:05pm
Paul noted that he will leave financial updates to Mark, but over comments on the 2024 season was that programs were successful, and members were very happy with the 2024 season.
8:07 – Paul asked to confirmed board member for 2025. Mark read the list of board members: Paul as president, Mark as treasurer, Eva as membership coordinator, Joon as secretary and Peter as compliance officer - all of agreed to return.
The floor was opened to ask for volunteers for roles and it was noted that all are welcomed to participate. There were no volunteers.
Mark proposed that existing board is approved, this was seconded by Chris.
Paul announced it is approved.
Paul encouraged people to volunteer throughout the year and to get involved.
3. Report on Membership - Eva – 8:10pm
Membership increased in 2024:
Family member was 42, 34 in 2023
12 standard, 12 in 2023
4 Junior, 1 in 2023
Total was 58 in 2024
Increased price in 2024 did not deter sign up. Family fee had increased the most.
Returning memberships were 23. Neighborhood is changing, these numbers reflect that.
144 individual people, 90 adult, 51 junior (18 and under)
Kids clinics were well attended
Report on Finance - Mark - 8:15pm
Increase to membership helped with revenues. 2023 - $6345, in 2024 $7865.
This may been the highest, certainly in recent history.
Expenses - $2012 - bulk to keys, locks are being changed, this is an annual expense.
$800 of movie revenue, club was paid $1000 not to operate, mike paid $200 to monitor.
Interest income - $9142 made
Sitting with $69000 in bank – sounds like a good amount, but in near future courts will need to be resurfaced (mike corrected, we will need to rebuild) – cost was $98K in 2013.
There was a resurface a year and a half ago. Mike thinks a rebuild will need to be done shortly, the cracks and pooling suggest we are heading that way.
Mark noted not this year, but next, we need to approach the city to start the conversation. Mike estimates, $125-$130K range
Paul – for rebuild process, we last went trillium in 2013 for a grant, city provided $50K, trillium $35K, we paid $10-$15k – Paul will start research process for future grant opportunities.
Mark notes we have demonstrated fiscal responsibility. It’s a good fund considering the size of membership, need to be caution on how money is spent .
Mike noted that lighting investment could be needed, old light blub system, there are LED options that provide better quality. Eva confirmed city looked at it last year, not sure if we are in queue with city, asked Paul if he knew anything? Paul knows we are on the list, not sure of our standing, Paul will research. Eva offered to follow up.
Mark asked if this is a shared expense. Mike thinks yes, but research needs to be done.
Mike noted this was his 17th year with the club and very much loves being at the club and in the community. There is a family connection to see kids in the neighborhood, watch them grow.
He noted that last year was the busiest year in a while. Adult Wednesday clinics were a lot of fun and had great turn outs. They were fun, social, and there was a learning aspect for all levels –more and more people were staying after for social play as the season progressed.
Tuesday night men’s night was informal from 8pm, no coach, but he thought there was a decent enough turn out to keep it going. Joon advised it drifted off, only a couple nights they were out to play.
Mike suggested we advertise more to start the year, Joon suggested just make it another social night, whoever shows up tues 8pm on, it’s a social, round robin, work people in. Everyone agreed to this change.
Mark ask how busy the courts were, where we at capacity, could people not get courts? Mike noted he tried to be off in evenings by 7/7:30 and on weekends to accommodate members. Noted that Sunday morning were busy, but it was on and off , no set routine.
Adult Wednesday clinic will start after the Victoria Day long weekend. He will do 3 free classes for kids – this is included in membership.
Spring into tennis clinic will take place again this year, Friday May 30 and June 6th – cost of $30
April 27th – open house and key distribution. This will be on court. The formal welcome and Q&A, this will be rain or shine. There will be social play this morning, but no coach led programs.
Junior camps will be offered this year, dates will be posted so members are aware – 4 weeks in the summer
Eva asked about fun day – Mike not available, but will look into a replacement.
Housekeeping/Other items - Feedback/Comments/Suggestions
Eva asked if anyone knew about shelter being built? Said the city is building a shelter in the park, some sort of shade structure. Chris read news letter, basketball court to be resurfaced as well.
Adjournment – 8:51pm
Paul asked for a motion to terminate meeting - Sam made the motion and Eva seconded.
Paul thanked all in attendance.
2023 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
2025 Head Tennis Professional
Mike Pietras
2024 AGM Held on April 9, 2025 at 8pm
Sherwood Forrest Tennis Club
Annual General Meeting Minutes
Agenda:
- Welcome & Introductions from President - Paul
Paul welcomed everyone to the 2024 annual general meeting and confirmed that notice was given of meeting, duly constituted, called it to order.
2. Determination of Quorum
Established, by number count of 9.
1st order – The City of Mississauga was thanked. In Also thanks Peter for helping with bylaws, and thank you to Eva and Sam for setting up the meeting.
3. Approval of Minutes of Previous AGM,
Mark made motion to approve, seconded by Eva.
4.President’s Report - Paul - 8:05pm
Paul noted that he will leave financial updates to Mark, but over comments on the 2024 season was that programs were successful, and members were very happy with the 2024 season.
8:07 – Paul asked to confirmed board member for 2025. Mark read the list of board members: Paul as president, Mark as treasurer, Eva as membership coordinator, Joon as secretary and Peter as compliance officer - all of agreed to return.
The floor was opened to ask for volunteers for roles and it was noted that all are welcomed to participate. There were no volunteers.
Mark proposed that existing board is approved, this was seconded by Chris.
Paul announced it is approved.
Paul encouraged people to volunteer throughout the year and to get involved.
3. Report on Membership - Eva – 8:10pm
Membership increased in 2024:
Family member was 42, 34 in 2023
12 standard, 12 in 2023
4 Junior, 1 in 2023
Total was 58 in 2024
Increased price in 2024 did not deter sign up. Family fee had increased the most.
Returning memberships were 23. Neighborhood is changing, these numbers reflect that.
144 individual people, 90 adult, 51 junior (18 and under)
Kids clinics were well attended
Report on Finance - Mark - 8:15pm
Increase to membership helped with revenues. 2023 - $6345, in 2024 $7865.
This may been the highest, certainly in recent history.
Expenses - $2012 - bulk to keys, locks are being changed, this is an annual expense.
$800 of movie revenue, club was paid $1000 not to operate, mike paid $200 to monitor.
Interest income - $9142 made
Sitting with $69000 in bank – sounds like a good amount, but in near future courts will need to be resurfaced (mike corrected, we will need to rebuild) – cost was $98K in 2013.
There was a resurface a year and a half ago. Mike thinks a rebuild will need to be done shortly, the cracks and pooling suggest we are heading that way.
Mark noted not this year, but next, we need to approach the city to start the conversation. Mike estimates, $125-$130K range
Paul – for rebuild process, we last went trillium in 2013 for a grant, city provided $50K, trillium $35K, we paid $10-$15k – Paul will start research process for future grant opportunities.
Mark notes we have demonstrated fiscal responsibility. It’s a good fund considering the size of membership, need to be caution on how money is spent .
Mike noted that lighting investment could be needed, old light blub system, there are LED options that provide better quality. Eva confirmed city looked at it last year, not sure if we are in queue with city, asked Paul if he knew anything? Paul knows we are on the list, not sure of our standing, Paul will research. Eva offered to follow up.
Mark asked if this is a shared expense. Mike thinks yes, but research needs to be done.
- Report on Tennis Programs and facilities - Mike - 8:28pm
Mike noted this was his 17th year with the club and very much loves being at the club and in the community. There is a family connection to see kids in the neighborhood, watch them grow.
He noted that last year was the busiest year in a while. Adult Wednesday clinics were a lot of fun and had great turn outs. They were fun, social, and there was a learning aspect for all levels –more and more people were staying after for social play as the season progressed.
Tuesday night men’s night was informal from 8pm, no coach, but he thought there was a decent enough turn out to keep it going. Joon advised it drifted off, only a couple nights they were out to play.
Mike suggested we advertise more to start the year, Joon suggested just make it another social night, whoever shows up tues 8pm on, it’s a social, round robin, work people in. Everyone agreed to this change.
Mark ask how busy the courts were, where we at capacity, could people not get courts? Mike noted he tried to be off in evenings by 7/7:30 and on weekends to accommodate members. Noted that Sunday morning were busy, but it was on and off , no set routine.
Adult Wednesday clinic will start after the Victoria Day long weekend. He will do 3 free classes for kids – this is included in membership.
Spring into tennis clinic will take place again this year, Friday May 30 and June 6th – cost of $30
April 27th – open house and key distribution. This will be on court. The formal welcome and Q&A, this will be rain or shine. There will be social play this morning, but no coach led programs.
Junior camps will be offered this year, dates will be posted so members are aware – 4 weeks in the summer
Eva asked about fun day – Mike not available, but will look into a replacement.
Housekeeping/Other items - Feedback/Comments/Suggestions
Eva asked if anyone knew about shelter being built? Said the city is building a shelter in the park, some sort of shade structure. Chris read news letter, basketball court to be resurfaced as well.
Adjournment – 8:51pm
Paul asked for a motion to terminate meeting - Sam made the motion and Eva seconded.
Paul thanked all in attendance.
2023 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.