MAPLE LEAF TENNIS EXECUTIVE MEETING MINUTES Monday January 7, 2019 Charlotte Center 2 PM

Transcription

1 MAPLE LEAF TENNIS EXECUTIVE MEETING MINUTES Monday January 7, 2019 Charlotte Center 2 PM 1. Call to Order 2. Attendance: Drew Robertson, President; Murray Knights, Vice President; Jeff Papiez, Men s Liaison; Greg Freeman, Finance; Phil and Brenda Scott, Strawberry Festival; Peter Murphy, Membership; Harry Durrant; Communications; Betty Staples (2:25), Social Director; Glenn Houghton, Past President. Absent with Regrets: Margie Brannen and Becky Thompson 3. Approval of the Minutes of December 3, 2018 Drew made motion, Jeff P seconded, Unanimous 4. Correspondence: A letter was received from Becky Thompson asking for direction on sign up procedures. From there, the following procedures has been shared with the executive.. The tennis court scheduling process has been developed to ensure that a fair and equitable method of scheduling tennis courts is maintained and adhered to at MLG&CC Tennis Club. Court scheduling is managed by the Tennis Club executive on behalf of MLG&CC. There are two methods by which a tennis court may be scheduled: 1. Pre-Scheduled Court Times This method is used for tennis club sanctioned activities only and will be entered on the weekly schedules prior to posting. Repeating Pre-Scheduled requests is done by submitting a request to the VP of Tennis who will assess the request. For league make-up games call the court scheduler direct. Weekly schedules will be posted every Sunday by 7:00 AM for the Charlotte and 7:30 AM for the CanAm courts and will reflect the day and times of all Pre-Scheduled activities for the week ahead. 2. Open Court Time Scheduling This method is a self-governing system which requires everyone s co-operation. On Sundays after postings, individuals can sign up for open courts on a first come, first served basis.

2 Maximum time per slot will be 1.5 hours except for Triples which may be up to 2 hours. 5. Business Arising: A. Golf Plaque: The plaque has been returned to its rightful place, announcing the 19th hole. B. Novice Lessons: These lessons have been renamed Stroke Improvement. Fourteen people have signed up which has resulted in 3 classes, two on Tuesday, instructed by Nancy McGruer, and one on Thursday instructed by Peter Trivett, with Mavis s help when available. 6. League Liaison Reports a) Margie Brannen: The ladies league now has 52 members with the addition of two new players. Three members are on leave for this season. At this time we have no one on our waiting list wishing to join the league. Two of our teams are in first place in their division, one is tied with another team. One team is tied for second place and the other two teams are both in fourth position. Our Maple Leaf ladies league social will be held on Thursday, Jan.10. b) Jeff Papiez League Members: Currently Increased by 1(Jim Edwards) for a total of 77 team players = 71 active players + 6 on Medical and 2 players listed under Interested in Joining. Jim Edwards previously retired from league play has returned joining the 75+ team. Jim Wessinger from the 75+ team will be retiring from league play as of Jan. 22nd/19. Jim Wessinger recently sold their Maple Leaf home and will be leaving the park after 20 years wonderful years. They will truly be missed and we look forward to seeing them should they come back to visit their many friends here at Maple Leaf. Peace River League - Maple Leaf Men s Team Current Standings A2 Red - 1st place with 19 out of 21 points - 6 teams in this division A4 Blue - 2nd place B1 Green 4th place with 10 out of 24 points 6 teams B2 Gold -1st place with 15 out if 24 points 6 teams B3 Crimson -1st place with 18 out if 21 points 8 teams B5 Platinum - 2nd place with 16 out of 21 points - 6 teams B5 Orange - 2nd place with 16 out of 24 points - 4 teams nd place with 12 out of 21 points - 6 teams 4 Maple Leaf Teams (A2 Red, A4 Blue, B3 Crimson & B5 Orange) have 1make up game to be up to date. Maple Leaf New Men s Tennis Shirt Order Update: The mens new tennis shirt order has been received and delivered to all team members. 86 shirts were ordered and the men report they are pleased with the quality, sizes and price. Upcoming in January I ll be organizing another mens tennis shirt size fitting date and placing a 2nd order based on the interest I ve since received.

3 -Drew recognized Jeff Papiez s efforts regarding the shirt initiative. January Calendar of Events: Jan 15th/19 - Peace River League Maple Leaf Charlotte Court Tennis 8 am - 12 noon Jan 16th/19 - ML Liaison s Captain & Co Captain Meeting SandBar 1pm - 2 pm Jan 18th/19 - Maple Leaf Tennis Club Pot Luck Queensway 5:30pm - 8:30 B5 Orange Team -issue with heat 7. Tournament Reports: Heather and Gary Reid We are on schedule for a Mens Triples Tournament on Saturday, January 12. Presently, there are 35 proposed participants. It would be desirable to have at least one more to make 12 teams. It is likely the games can all be managed on the Charlotte courts, which greatly simplifies things. - We changed the tournament rules in accordance with a suggestion at the last meeting that after the call to end play a team must reach 30 on the count before play ends, if play is still underway. Tournament Team shirts have been ordered and provided to those on the Tournament team. 8. Strawberry Festival Report: Brenda and Phil Scott As of Jan 5, we have received checks from 4 sponsors, and have 4 more promised for this month. Great job, Denise. Thank-you letters have been sent. Three additional contacts working. No s received from 4 prospects, but one looking promising for next year. Sponsor banners will be ordered, as required, this month. Existing posters work well with new sandwich boards. -another cheque has come in and will be deposited this week. -another 3 companies have confirmed participation. Shadow has been recruited from new member list as Kitchen director for next year. Sue Lawson will put out an APB for new helpers after the pot luck social. This is not a dire emergency, but rather an effort to involve more, new, people. Purchasing director has located Cool Whip on BOGO, so entire SF committee will converge on local markets at next sale, and will store in committee members freezers till Strawberry Festival. Kudos, Jack, for a real cost saving! We will be having a penny sale, with prizes of donated gift certificates and/or services from local merchants. This will be held outdoors, most likely, on the day of the festival. Tickets have been purchased, at half the cost of last year. Thanks, Sharon. Ticket sales captains are in place, and door-to-door blitz will be March 2-10.

4 We are still looking for the right person to take over the hulling day responsibilities. This isn t a problem at this time, but will be addressed before next year. No issue, whatsoever, this year. Hulling helper requests will go out multiple times before 12th, and team captains will be alerted to the need. Request for 28 servers will go out after the pot luck. Same reason as kitchen an effort to involve more new people. Everything in order with serving inventory. Purchase request list given to purchasing. The new Shed person, Karen Vanleeuwen, has been attending our meetings, and has a good understanding of our interests and priorities. She pointed out the need to inventory tubs well before they re needed, in order to allow time for replenishment. In summary, Strawberry Festival planning and actions are on schedule! 9. Publicity Report: Harry Durrant I have reduced the number of pictures on Flikr to 764, this brings us below the new restrictions imposed. If anyone has suggestions and/or content that should be on the website please send it to me and I will do my best to get it on. Looking for pictures to include in Feb ACCENTS that would showcase the Tennis Club in a positive image. 10. Social Report: Betty Staples Decorating the CanAm for Christmas 3.0+ and A2 decorated the CanAm for Christmas. Doug Smith did buy the new decorations last year as recommended, was spent. Becky and I went and got some decorations. I spent $ and think we will need more but it is a good start. I was there when the decorations came down and not much is in very good shape. Can we discuss this? Christmas Social and Tennis, Charlotte Courts Dec. 25th and A2 Red did a great job. I have not received the report from the girls. More to follow next month. Fun Day As we have all agreed, it is cancelled for the present time. Pot Luck Dinner Jan. 18th 2019 I have hired a DJ Big Smoothy for this event and have asked for the girls teams to give some play lists to me. Flyers and sign up lists are out and I have been in contact both teams and they have a good handle on it. President s Dinner Dance Friday February 15, 2019

5 Committee & 5B Platinum. I have held two meetings with my committee and will be having another early next week. We are going to use Luigi s as well as the committee purchasing and working with the food. Sandbar will provide servers. I am still working on the pricing and menu. I feel I can to a good job for less then last year but it is turning out to be a little more work, It is shaping up nicely. We will keep the ticket price at $30.00 for all Members and $35.00 for Non Members? Christmas Decorations -VP gave permission to Social Director to spend $ on Xmas decorations - bought on sale $ Betty to schedule the same teams for putting up the CanAm decorations for Social Request Discussion included having a Social Committee and assigning roles for each committee member during the year. This would take a burden off the Social Director. Betty thinks this would help make the role do-able. 11. Membership Report: Peter Murphy Our current membership is 203 with 174 playing, 29 associate. This is down about 12% from last year and therefore revenue has decreased. For future budget & planning purposes I believe we should use the current membership numbers. We should have a discussion about the associate membership who is required to have one. 12. Financial Report: Greg Freeman REVENUE - 60% of Budget -Membership fees -down 12% at this point. -Party in the Park - down 22% -Strawberry Festival - 4 sponsor donations received = $ EXPENSES - 76% of budget - including extraordinary expense of resurfacing courts -Wine and Cheese - came in at budget -Christmas Morning - under budget - 7% -data will be shared on Monday. -trying to get the receipts in quickly so accounting for events are completed expeditiously 13. Past President's Report: Glenn Houghton Party in the Park 1). The party in the park was held on Monday December 10th. It was a cool windy day and not the best day of the week for a party. Next year party in the park will be held on Sunday November 17th. Total gate attendance this year was 540 which was a 23% decrease over the previous year. The tennis club had 1165 tickets (4 tickets for $5) redeemed for hamburgs and hot dogs which was an 8% decrease from last year.

6 With lower sales ($113) and the barbecue rental which was not needed in the past ($122) the final profit was $582 which was 20% lower than previous year. Thanks to Sue Lawson, Charlotte Shaw, and Edd Lawson for their outstanding efforts. Thanks to all the volunteers who sold tickets, served the food, barbecued the hot dogs and hamburgs, set up the canopy etc. It was a lot of fun and a job well done by all. A written report will be given to Drew Robertson to assist in next years event. Succession Planning -Drew and Murray said that they would be interested in continuing on in the position for another year and asked the VP if there would need to be a By-Law change for people to repeat in the position. 14. Vice President Report: Murray Knights Charlotte Drainage Issues Touch up painting on the Pro Channel Drain Kits at the Charlotte courts is scheduled for completion in January. Windscreens A program has been developed which addresses the replacement of defective windscreens at both court locations over the next 2 to 3 years. Preliminary quotes have been received from two potential suppliers and will be reviewed at the meeting. A recommendation will be made to proceed with phase I of the program. Looking at putting Maple Leaf insignia on the Windscreens Varying degrees of wear and tear - want to establish a rotating basis for replacing worn windscreens. Will need to establish a baseline where we standardize on the windscreen quality and material - colours, shades, etc MOTION - That the Tennis Club purchase 175 feet of windscreens from Ten - S- 2 of which will have insignia 4 high and 7.5 wide (-with imprinting $970) Peter Murphy Seconded - motion passed. Advertising Two 24 x 36 double sided, sandwich board signs have been purchased for the tennis club and are now in the tennis shed. Tennis Court Scheduling Process A tennis court scheduling process has been documented and reviewed with various members of the tennis club. The final document will be posted at both court locations and added to the website. Motion: The scheduling process be adopted and posted at the courts and on line. Moved by Murray Knights, Seconded by Glenn Houghton Passed.

7 In addition, the Membership Booklet will be updated to reflect recent changes. See attachments. Peter brought up the electronic scheduling initiative and Murray suggested that they meet to discuss the possibility. Peter to research and provide estimate and logistics as to whether is would be a fit for Maple Leaf. Training In addition to the ongoing Taste of Tennis training program, a follow up Novice training program has been introduced by Nancy McGruer, Peter Trivett and Becky Thompson. Tennis Improvement Committee See attached report from Lindsay Brannen. Tennis Improvement Committee December Report 1/1/19 The Tennis Improvement Committee Mainly with current projects; - Shade Umbrellas have been installed at all 5 courts with great results. - Thanks to the donation of 4 umbrellas from the Lawn Bowling Club we have added 2 umbrellas to the viewing bench at Charlotte, repainted the bench, and dressed up all of the plastic supports on the benches - We are currently investigating the replacement of the Bulletin Board at the Can Am with a sturdier board as our next priority - A work party is being formed to paint all of the current spectator benches - MLE Logo windscreens are being investigated to go on each court side. We will continue to meet and discuss ideas brought forward. 15. President Report: Drew Robertson -Meeting w/o Jan 1 with Lindsay, Murray, Lindsay and Greg to come up with a 30 year plan of revenue and expenses. Life expectancy of courts, lights, windscreens, ball machine, etc, This document will be used in discussion with the corporation about the money that the Tennis Club expects the Corporation to budget in their capital plan. A draft copy was shown to the Executive New Business: -Committee needed for marketing the tennis club and activities - promoting the club within Maple Leaf. Gary R mentioned about going door to door to ALL new homeowners at Maple Leaf - it would be 100% hit - form small group to determine how to approach new members and present to the Feb meeting. FRE, PAP, RIE, MUR, DUR, STA -Greg and Jeff to attend new owners and renters meeting at Country Club to represent the Tennis Club - to field questions and have literature available. 17. Social Network - Facebook. Twitter, -sharing of info over the net

8 18. Adjournment 3:48 PM Respectfully submitted, Greg Freeman, Becky Thompson