MAPLE LEAF TENNIS EXECUTIVE MEETING Monday, November 7, 2016 Charlotte Mike Rooney's Abode MINUTES

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1 MAPLE LEAF TENNIS EXECUTIVE MEETING Monday, November 7, 2016 Charlotte Mike Rooney's Abode MINUTES 1. Attendance: Mike Rooney, Past President; Glenn Houghton, Vice President; Harry Durrant, Publicity; Glenn Thompson, Tournaments; Dale Struthers, Membership; Greg Freeman, Jeff Papiez,Strawberry Festival Cochairs; Wayne Lund,(2:05) Men's Liaison; Harold Hunter, Treasurer, Becky Thompson, Secretary Absent with Regrets: Bev Keller, Social; Margie Brannen, Ladies' Liaison; Peter Trivett, President 2. Approval of Minutes: Moved by Dale Struthers; Seconded by Glenn Houghton 3. Correspondence: Request to our use tennis website mailing list for an unrelated tennis matter. It was turned down. 4. Team League Reports: Ladies Margie Brannen (sent in by ) All our teams are set for this season with very few changes. Our matches began last Friday and there were no issues. Each team knows its responsibilities for each social event and will work with the men's team with whom they are associated. We continue to have six teams with nine to twelve players on each team. We look forward to our lessons with Tony on Nov Team League Reports: Men's Wayne Lunt Maple Leaf will again field eight men s teams in the Peace River League. We also have three members serving on the Executive, Ted Bigelow - President, Keith McGruer - Secretary and Bob Nuccitelli - Social. Team Rosters were reviewed by the Captains prior to Team Registration. The A1 team is short players at the moment due to injuries. Several new players at the novice/ junior level have indicated an interest in joining league tennis. We will try to fit them in subject to opening availability. The first games were played on Thursday Nov. 3. However Tony will not be available to give lessons until November 15. We still have an issue with having to play five home games on six occasions which means that we don t finish until 3:30 pm on these days. 6. Tournament Report: Glenn Thompson

2 Sign-up sheets are posted at the Charlotte courts for the Mixed Doubles tournament. Response has been quite strong to date. A number of people have offered assistance on tournament day, notably Ted Bigelow. I have again spoken with Nancy McGruer about Taste of Tennis and the Novice tournament. I should have a more detailed set of information in this regard by Tuesday Nov. 8th. Karen and Nick VanLeeuwen now are on Board fir running the tournaments next year. 7. Strawberry Festival Report: Greg Freeman 1) SPACE ALLOCATION FORMS filled out and signed. EVENT DATES -Hulling Strawberries Tuesday, March 14, Strawberry Festival Wednesday, March 15, 2017 Can Am Centre permitted from Monday, Mar 13/17 evening - Wednesday Mar 15/17 Can Am Sun Deck permitted for Wednesday, Mar 15 2) TEAM LEADERS Wendy Antonsen Decorations Sharon Ayotte - Tickets Gary Croskey Main Gate Maggie Daicar Serving Team Jim Dunlop Set Up & Take Down tents, tables, chairs, drink containers, etc Jacquie and Dave Forsythe Purchasing Strawberries and supplies Pam Hunter Hulling Sue Lawson Kitchen Kate Lilley and Sandy Gladman Corporate Sponsors, Publicity and Announcements ALSO In previous years the following teams assisted with the specific duties: A 3 Washing Berries Tuesday AM B 4-2 Hulling Tuesday Afternoon A 1 Mixing and Serving Drings Wednesday PM Team captains will be approached to confirm the team s participation in the event. 3) FIRST MEETING Early December 4) 2016 STRAWBERRY FESTIVAL SPONSORS a) Harlan R. Domber b) Truly Nolen c) Cart City d) R & L Construction e) BMO Harris Bank f) All Florida Weatherproofing and Construction

3 8. Publicity Report: Harry Durrant We are again using the Online Membership Registration Form and have received over 100 Online registrations. Judy Thomson has been preparing and submitting the Accents articles for the club and doing a great job. The Tennis Club page on the Corporate website has been updated with the Executive information. I am looking for someone who has an interest in working with me on the website. I feel we should have a backup for this position. 9. Social Report: Bev Keller Opening Wine and Cheese: This event is in good hands and plans are well underway. Becky Thompson (Double Trouble) and Byron Boucher (B2 Green) are responsible for this opening social. Jan Eggett has returned and is waiting to hear about the supplies required. Pot Luck Dinner: Just Friends has been recruited to entertain at the Pot Luck Dinner ($350) scheduled on Friday, January 20, The suggestion to have entertainment for this event was made to me in March/16. They will play from 7 to 9:30 p.m. Decorating the CanAm: On my return, I will contact A3 Blue and 2.5 Match Makers for this November 26th event. Christmas Social and Tennis, Charlotte: On my return, I will contact B4-2 Platinum and 3.0 Love Hurts in preparation for this social event (Sunday, December 25). Harry Durrant has graciously offered to look after the flyers again this season. Jan Eggett has offered to keep track of the supplies used for our social events. Thank you, Jan. 10. Membership Report: Dale Struthers 1, Preregistration forms were sent out in late September 2016, to last years membership. Up to November 3, 125 pre-registration forms were received. 2. Tennis registration, including payments for Members and Associates, will take place at the opening wine and cheese on Wednesday November 9. Up to Nov. 2/16, 65 members have submitted their membership payment to the Membership Chair. To Nov. 2/16, a total of $2400 Member and Associate fees have been paid. 3. To date, 2 new members have joined the club. In this regard, we are looking for mentors to assist new members into the activities and lessons of our club. Thanks to Sue Rowan for volunteering to again be a mentor. A discussion over whether we should put the pre tennis membership information on Channel 195 was had. Dale will retrieve the mentor list from Sue in order to be prepared for the wine and cheese. 4, I have 30 copies of the Maple Leaf tennis booklet and am arranging to have more printed with an outside firm. A new centre page will be added, to include the 2016/2017 Executive listing, as well as the Events list for the year.

4 11. Financial Report: Harold Hunter The Bank Balance has been confirmed with Encore. This figure is consistent with the Final Operating Revenue and Expense Statement of 2015/16. Sales Tax As per the corporation newsletter (July 2016) MLTC will be responsible to remit sales tax to the corp if an event is ticketed or there is some type of admission charge; for example the Strawberry Festival or Dinner Dance). Our membership dues will not be subject to tax because you do not have to be a member to use tennis courts. A Club/group Remittance of Sales Tax form along with payment (if necessary) will be submitted on a monthly basis to the Corporation. Fraud Attempt on Nov. 2/16 I received an request which turned out to be a fraudulent request for funds. Due to this incident, no transaction will be completed without an invoice and verbal authorization. I will ensure that the bank has out of season Phone numbers of the executives with signing authority. A review of the Bylaws took place. 12. Past President's Report: Mike Rooney (This report was tabled until the President's Report) 13. Vice President's Report: Glenn Houghton Court Conditions: on April 1, 2016 I walked CanAm and Charlotte courts with Jamie Beck of Nidy Sports Construction. Also present were John Bradely, Mike Rooney, and Lindsay Brannen. Current court surfaces were put down by Stewart (a competitor of Nidy ) about 10 years ago (2005/2006). Court surface and colour looked good and should be OK for another 2 years. Combination Lock: shed has a combination lock (1-2-3). John Oliver and I have directions on how to change combination when required. Court 3 Charlotte Smell: Vent pipe on roof above pool wash rooms was extended higher so smell could be disbursed at a higher level. Water Cooler Moved: moved water cooler from beside Charlotte spectator seating area to court 1. Spectators needing water can go to pool fountain or Charlotte Center fountain. Charlotte Seating Canopy: over the summer the steel structure damaged by a moving truck was repaired and the canopy is now in place. Water in Court Lights: it was recently reported that several of the light fixtures on Charlotte courts had water trapped in the fixture. This was brought to attention of the park office and John Bradley. Wind Screens and Nets: John Oliver had wind screens in place for start of men s season. He is currently inspecting screens and nets to see what repairs may be needed. Canopies for Party in Park: Golf (Barb Peterson) and Shuffle Board (Dale Houghton) have advised that they wish to use one of our canopies for Party in the Park. Clocks at Courts: Thanks to Mike, the Charlotte clock was located in the Charlotte Center and clocks are now at both courts.

5 Pro Lessons: Lessons will be starting on November 15th due to Tony not being available for personal reasons. Ball Machines: Both ball machines are in good working order and in the tennis shed. Ted Bigelow has stated he will not be running the ball machine practices this year and a replacement person is needed. Wind Screens: Inspector shows a section 29 feet 5 inches by 6 feet high of wind screen on court 3 at Charlotte (next to the pool) is in need of repair or replacement. Glenn has received two quotes and we will be ordering a wind screen. A discussion on whether we should replace one wind screen per season. A time will be arranged for Glenn to meet with John Bradley. Two topics of discussion should be the strength of the lights in the cage plus the cleaning of the courts. 14. President's Report: Mike Rooney (for Peter Trivett) Items for Information Strawberry Festival Sponsor Discussion over the name of the reference list for people that provide services in the park. Mike will address this with Rick Hull. Strategic planning 1. Vision meeting with Rick Hull, Jeff Stapledon & Dave Rowan, Peter Trivett, Dick Lemay and John McMurray March 31. The meeting went well. 2. Board representative meeting July 13. This meeting restated the tennis group's concerns. Lesson Programs 1. Intermediate Group Lessons on Tuesdays. Start date TBD. Eight-week program for MLTC non-league beginner plus members. Classes of 10. Have 17 interested. Need additional time. Cost is $48/group of Skills and Drills for team members start on Wednesday November 16 at 12:00 and at 1:00. Cost is $40. Both classes are FULL (8/class) with 4 on a waiting list. 3. Taste of Tennis start TBD. 4. Bill Goff a point of information that Bill is a retired tennis pro and lives in the park. Men s Championship doubles New co-ordinators are Michel LeCavalier assisted by Drew Robertson. Party in the Park 1. Call for volunteers was very successful 2. Schedule has been created and circulated 3. Food order has been placed and supplies bought. 4. Prices are the same as last year. 5. Volunteer(s) to organize for next year are required. (Dale left 3:30) Items for Discussion We need a new sign for the court detailing what activities we offer ML. Homeowner meeting representation Mike attended April 4 meeting and announced donations to Woodworkers $100, Communications $200, Entertainment Committee for

6 a Kids' Christmas Show $100 and a $1500 donation in kind to the corporation upkeep of the tennis facilities. We need representation at each Homeowner s/board meeting. No one person should have to attend more than twice in season. Glenn H. will attend this month. Opening W&C format: Mike outlined the agenda. Informational meetings attendance. This was discussed. Pickleball agreement: Current agreement expires April 1, Meeting adjourned. 3:44 Next meeting Dec 12, 2:00 PM Charlotte Centre Respectfully submitted, Becky Thompson