1. Call to Order 3:00 PM MAPLE LEAF TENNIS EXECUTIVE MEETING MINUTES Monday February 12, 2018 Charlotte Center 3 PM 2. Attendance: Glenn Houghton, President; Drew Robertson, Vice President; Peter Trivett, Past President; Dave Forsythe, Jacque Forsythe, Strawberry Festival Chairs; Bev Keller, Social; Harry Durrant, Communications; Peter Murphy, Membership; Karen VanLeeuwen, Tournament Chair; Becky Thompson, Secretary. Wayne Lunt, Men s Liaison (3:16) Absent with Regrets: Harold Hunter, Treasurer; Margie Brennan, Women s Liaison, Peter Trivett, Past President 3. Minutes of the meeting of Jan 8 2017: Motion to accept the minutes as written. Peter Murphy, Seconded by Harry Durrant. Carried. 4. Correspondence: Letter from LaNell Burgsteden regarding Golf Championship Weekend 5. League Liaison Reports a) Margie Brannen All teams doing well with only a few difficulties with having enough players healthy. All happy with lessons with Tony. A suggestion is being considered for indoor lessons on rain days. This has been done by some. Players have been asked for any changes in teams that may be considered for next season. League luncheon will be at the Convention Center in Punta Gorda on March 26. b) Wayne Lunt The Captains have advised me that their teams are happy with Tony s Lessons/Drills and would like to continue with him next year. They have also agreed to have Tony advise the teams re player movement for next year. Tony has agreed to help with this, but does not expect many changes after last years major reshuffle. Once again the League has asked us to consider forming a 75 and over devision. This was tried two years ago and failed to get much interest. Results from a recent survey by the Captains suggest we still do not have sufficient interest to be able to field a team. The sign regarding proper shoes and court attire should be put up. All these signs have disappeared. 6. Tournament Reports: Karen and Nick VanLeeuwen The Men s Triples Tournament was held Saturday January 13th. Thirty-nine men participated.
The Ladies Doubles Tournament was held Saturday January 27th. Twenty women participated. ML Cup o The tournament was held the morning of February 10th. Thirty-two men signed up, twenty-four were randomly selected to play. Twenty-four women signed up and played. The extra men were put on the subs list by selection from a hat. o Becky Thompson organized and ran the BBQ thank you! o Murray Knights and Lindsay Brannen tried to get the pro exhibition organized, but scheduling problems necessitated cancellation. We appreciate that they tried. The Men s Doubles Tournament is scheduled for Saturday February 24th. The sign-up sheet will be posted at the Charlotte Center Monday February 12th. This is the last tournament of the season. Tournament sign-up continues to be less than previous years. Women s sign-up is particularly low. There appear to be a number of reasons for less interest this year illness, visitors, pickleball and in general people indicate that they are feeling very scheduled. Pickleball may taking interest away but also may be making some of our members more busy. We recommend surveying tennis club members to find out if they would like to see any changes. With their feedback we may want to revisit the number and timing of tournaments. There seems to be a lot of interest in the first (Mixed Doubles Tournament) but much less interest in the other tournaments. There was a lot of interest in the Maple Leaf Cup Tournament on the day of the tournament, but getting enough people (women especially) to sign up took effort (and nagging). Heather and Gary Reid have been completely involved in each of the tournaments. They ve been a lot of help and should be well prepared for next year. Karen will work on suggested changes to the Maple Leaf Cup and Becky will work on a report on the Fun Day. Lindsay and Murray will be asked to look after the Pro Tournament. 7. Strawberry Festival Report: Jacque and Dave Forsythe Tickets go on sale 2/24/18 Looking at options to reduce cost of strawberries. Other sub committees on track for final month. There s been some difficulties with sponsors and the price of strawberries. 8. Publicity Report: Harry Durrant Although I have tried to be selective, I have sent out over seventy emails from the club since the beginning of the 2017-18 season this averages between 4 and 5 per week. Do you find this excessive, do you read them all? In discussion, no complaints have been made. I have also sent 8 New Member welcoming emails. We now have about 2100 photos on Flikr, that can be accessed from the YouTube Video page of the website. Again, if anyone has suggestions and/or content that should be on the website please send the information to me and I will do my best to get it on. 9. Social Report: Bev Keller
Fun Day - CanAm/Sundeck - Saturday, January 6, 2018 ($600 budget) This event was cancelled. Becky will lead revamping the Fun Day for next year. Pot Luck Dinner, Friday, January 26, 2018 ($575 budget) Rick Crum, DJ, worked from 7:30 p.m. to closing (10 p.m.) at a cost of $200. He was well received. Thanks to 3.0 Love Hurts and B3 Gold for the great job they did on this event. Total amount spent = $346.86 (guest income totalled $80). Amount under budget = $228.14. President s Dinner Dance, Friday, February 15, 2018 ($5100 budget) 132 tickets have been sold at the same price as last year. The majority of sales occurred the first hour. Thanks to Sue Lawson for volunteering again to do this job. Sue Page and Bev Keller have been soliciting for door prizes. Nancy McDonald, a nontennis player, has offered to look after decorating the Queensway for the dance. She has refused any assistance and I am truly grateful for her efforts. Additional costs incurred will be for flowers. Final arrangements with Hurricane Charley s have been made; invoice is $5508.36 plus gratuity (20% in 2017). The menu is gluten, dairy free and nut free with the following exceptions: cheeses, dinner rolls and butter, Gouda Mac n Cheese, and Strawberry Shortcake. Black Velvet expects $400. Clean-up of the hall costs $100. Total known expenses = $6,008.36 (gratuity and flower expenses omitted). Discussion over the price was had. The price has gone up substantially. Becky and Wayne will help Bev review the price. Upon review, there was an error in the total. Space Requisitions for Tennis Activities 2018-19 To date, we have no feedback on the submitted Space Requisitions. Draft Tennis Calendar 2018-19, and Draft Golf 2018-19 Attached are both draft calendars for your review. Annual General Meeting and Social - Wednesday, March 21 at the CanAm. A suggestion was made that the clubs get together and discuss dates as a group so that there is less conflict or two major events on the same weekend. 10. Membership Report: Peter Murphy The membership of our club remained stable for the current season. I don t see any additions for the rest of the year. Our total membership of Playing, associate, monthly & honorary is 202. Revenue is $8180.00. Two more have signed up. We are down approximately 20 members. 11. Financial Report: Glenn Houghton Financial numbers were distributed at meeting. One membership deposit was discussed. The sales tax submission form has been submitted to MLE for Jan 2018. Only taxable for food ticket sales for MLE Cup and Fun Day. No sales tax on Dinner Dance since paid to caterer. Strawberry Festival ticket sales are taxable. 12. Past President's Report: Peter Trivett No report.
13. Vice President Report: Drew Robertson Maintenance Did a good clean out of the shed and disposed of items no longer needed Bought 144 new balls for the ball machine Lindsay and Sherman reinforced the scoreboards. They are badly stress cracked and will need to be replaced next year at a cost of 5 X $140= $700 Wade is going to put a rail behind the benches at the back of the Charlotte court spectator area. Wade is going to patch the corner of court 5 where there is some erosion Improvement Committee We have had Roger Lawson come in to evaluate our courts. He is sending cost information to John Bradley who will copy me. We can then put together a long-term financial plan for court maintenance. What we learned from his visit was: o The cushion is currently in good condition, as in good as new. o The courts need repainting every 5-7 years. Repainting is not very descriptive. The process is to squeegee on 2 or 3 layers of thick coating. o Our courts are due for repainting next year. The last time they were painted was in 2012. They are oxidized (chalky) and the black rubber is starting to show through where we serve. If left too long the cushioning deteriorates. Three coats must be put on. $20500 for all five courts. You could get away putting two coats, however it is not cost effective. The tennis club will ask the Corporation to split 50 50. This will have to go to the AGM. Drew will contact the Corporation. The timing, due to the golf course may be difficult. Motion to take this matter to the AGM. Peter and Dave. Carried o The process to replace the cushioning when it does dry up is much simpler than I thought. They would simply add layers on top. No need to remove the existing. It is also put on as a liquid with a squeegee. CED electric is going to evaluate our current lighting levels on the courts and if it is deficient give us a proposal to bring it up to standard We purchased one more cushion storage bin. Now all of the cushions fit in the bins and it allowed us to bring more of the new green ones over to the Charlotte courts. One more bin has been purchased. The Executive is asked to keep reminding people to put the cushions away. 14. President Report: Glenn Houghton As per bylaw article IV point 2; the executive can nominate (in recognition of exceptional service) tennis club members for one-year honorary membership or lifetime honorary membership. This is to be approved at AGM. The MLE board president is also granted honorary membership. What tennis club members should be considered for this year? A discussion was had. Motion that Andrew (Drew) Robertson be placed on the bank roster for signatures. Wayne Lunt, Seconded by Harry Durrant. Carried
Mike Rooney (former past President) has accepted the position of chairing the nominating committee in the absence of Peter Trivett. Men s or ladies teams finishing first in their division of the Peace River or Ladies 50+ should be recognized with an aluminum sign hung on the Charlotte tennis fence. Glenn will investigate the price. 15. New Business: None 16. Adjournment: 4:35 Wayne Lunt. Carried Respectfully submitted, Becky Thompson