Agenda Annual General Meeting Streetsville Meadowvale SC May 13, 2015 at 7:00 PM Front lounge of M4-Rinks Opening Calling meeting to order at 7:04 PM. Hello and welcome to the Streetsville Meadowvale Skating Club s 2015 Annual General Meeting. Quorum I would like to establish quorum, the club has 562 skaters and 409 families. As per constitution a 5% attendance of all families is required for quorum, which is a total 21 members (count per signup sheet). All families have one vote regardless of number of skaters or number of parents present at this AGM. Twenty one members are required to reach quorum. 24 numbers of members are present; quorum has been reached You have all seen the agenda; I request a motion to approve the agenda Approval of Agenda 2015 AGM AGENDA Quorum Approval of Agenda Minutes of preceding AGM Opening and Welcome Treasurer s Report Membership Report Ice Canskate Competition Test, Off-Ice Programs Canpower & Synchro Sponsorship Confirmation of actions taken by the board for the 2014/2015 season Board Elections (2 vacancies) Nominees: Cindy Chai, Marypat McBride Questions from the membership
Request a motion to approve agenda: 1st by Julie 2nd by Neela All in favour Opposed Abstain Count and finalized (carried) Minutes of preceding AGM We have several copies from last year s minutes as well as this year s reports at the front, if you haven t already done so please pick up a copy. Please look over the minutes now (copies provided to membership) **SEE ATTACHED 2014 AGM MINUTES Any questions or concern about the minutes from AGM 2014? No questions. Request a motion to approve minutes: 1st by Mary Pat McBride 2nd by Lisa LeClaire All in favour Opposed Abstain Count and finalized (carried)
Opening and Welcome Hello and welcome to the 2015 AGM. This year has been very busy and seen many great things happen at SMFSC. As many of you are aware, great strides have been made over the past few years to run the club as efficiently as possible. Endeavors in this area have paid off and we have been able to maintain a positive financial situation. The board remains committed to a fiscally balanced and sustainable approach in all areas of club operations. Controlling costs while delivering high value for our skaters remains our top priority as well as creating new programs that will draw more members of our community to skating. To that end, 2014/2015 was the year that SMFSC pursued the Ontario Trillium Grant. Under the leadership of Kym Cronin, SMFSC was awarded $55,400 over 24 months. This represents a fantastic opportunity for our club. The Foundation s generous grant has allowed Streetsville to hire a part-time Member Services Administrator. We are very pleased to announce that Karen Hornsby has taken on this role. This position will allow the club to offer our skaters a higher level of service by offering weekly office hours. As part of this commitment to offering office hours and increased service to our members, the club undertook a renovation of our music room which was completed in December. This year saw the introduction of Skate Canada s new Star 1-5 program. In order to facilitate this new change, SMFSC replaced our StarSkate program with an updated name change. We strove to expand and implement programming this year that would enrich all of our skater s experience. This included stroking sessions for all skaters on a daily basis, a morning stroking class, flexible scheduling and the opportunity for all skaters to participate in a Club Competition. We were also pleased to run a seminar with Emanuel Sandhu, host 2 pop up shops with FSB and of course our yearly Fun Skate in December. Our coaching staff continue to be committed to the club and have been instrumental in delivering all and any new programs, including the new Canskate program. We have been very fortunate to retain a roster of four (4) dance coaches, namely Lawrence, Connie, Debbie and Stephanie. More recently, we were pleased to welcome back Matt who returned to partner skaters for test days. As a further complement to our dance staff, we were pleased to welcome Michal Ceska, a National Dance Champion from the Czech Republic. We are hopeful that he will continue with Streetsville in the fall. Our main focus for the coming year will be to attract and retain new skaters at our club while providing enriching programs for all of our skaters, from Canskate to Senior The upcoming 2015/2016 season promises to be an exciting one with which will include an Ice Show in the spring. We look forward to working with our coaches and delivering a wonderful season for our skaters and members.
Treasurer s Report The financial report for 2013-2014 season ending July 31, 2014 has been audited. The current season s Year-End forecast is also presented for information only. We are forecasting a net profit at the end of this season. This will be our 3 RD year in a row to operate the club in a surplus position. SMFSC FIVE YEAR OPERATING FINANCIAL COMPARISON Net Profit/Loss 2010-2011 Season $ (11,842) 2011-2012 Season $ (21,371) 2012-2013 Season $ 43,113 2013-2014 Season $ 43,301 2014-2015 Season (Forecasted) $ 16,000 In the meantime, we also have a very strong cash position. We have accumulated some savings from past two operating seasons, built up a solid foundation financially to provide some flexibility for future skater s development and club operation. Chequing/Savings Bingo Account 19,200 General Account 30,488 GIC's (FLEXIBLE GIC @ 1.25%) 144,724 Total Chequing/Savings 194,412 (As of March 31, 2015) This season we have also successfully applied Ontario Trillium Fund for two years to support the club s operation for some new equipment and one position as Membership Administrator. Below is current standing as of April 30, 2015.
Ontario Trillium Fund OTF _ Expenses Ontario Trillium Foundation (1 st Year Funds) $ 16,200 OTF Membership Administrator 0 Computer/Project Purchased $ -5,084 Total Ontario Trillium Fund $ 11,116 As a non-for-profit organization, our financial goal is to keep the book balanced, on the other hand, it s a challenge to pre determine our membership number and operating revenue. We are under pressure to pre-book all the ice time from the City ahead of our registration number comes in. And ice cost is between 50% and 60% of our overall operating expenses. We are on the right track to balance the book in the past three years and bring a reasonable profit into the club future operation. Thank you Membership Report 2014/15 2013/14 2012/13 TOTAL 562 602 583 StarSkate 154 152 164 CanSkate 348 368 366 CanPower 36 41 31 Executives/ officials 21 22 22 Adult/ alumni 3 19 0 There has been a slight decline in numbers from last year. This is due in part to lower canskate numbers and the missing adult/alumni which were part of the ice show in 2014.
Ice Report At this time, our rate is 186.68 an hour for Prime Time Ice. Prime Ice is defined as: Monday-Friday 4 pm 11 pm Saturday 7 am 9 pm Sundays 7 am 11 pm The summer season begins on Victoria Day and runs until August 31 st. Prime ice in the summer is higher at 202.71. Acquiring additional ice remains a challenge and we will to continue to work with the city to resolve. Canskate Report Our 2014/2015 season of CANSkate was very successful as it has been for so many years. The new circuit based program has been fully integrated into each session and the professional coaching staff and PA s have adapted to it quite well. Even though the new program requires smaller numbers on the ice we had waiting lists that we were able to work through as we moved higher stage CANSkaters to the new Pre-junior sessions. Moving skaters in previous years was limited to twice a year but this year when the coaches thought the skater was ready to move and at least in stage 5, we moved them up and offered the spot to a new member. This was good news for both CANSkate and STARSkate as we retain skaters in the club and they see what a great sport skating is. We introduced a summer CANSkate program in August 2014 as we listened to our members who were looking for a summer program for their skaters. Registration was held at 40 skaters per week, about half of what we normally offer in our fall/winter program, and both weeks filled. Parents shared some positive feedback about the program and there have been many inquiries over the past few months about it, so far registration is starting off slow for summer 2015, but we hope to see it pick up soon. As we wind down this season of CANSkate, we want to say thank you to our professional coaching staff and also to our volunteer program assistants and helpers who make this program what it is. Without their effort and commitment we wouldn t have the best learn to skate program in town!!! We look forward to the 2015/2016 season. Karen
Competition See Attached Test See Attached Off Ice See attached CanPower Skate Our Club launched a trial session of CanPower Skate in Spring 2013, in advance of local hockey tryouts. Response was very positive, but we could not expand the program at that time as we were unable to secure summer ice from the City of Mississauga. The 2013/14 season ending Summer 2014 -- was therefore our first full season to offer an expanded CanPower program. This report references the summer 2014 sessions, along with the current 2014/15 season (with summer sessions still to come). In summary, we had mixed results both last year and for the current season. Our aim has been to minimize conflicts by running sessions outside of hockey, and to achieve break-even performance. We differentiate ourselves with from other programs with competitive pricing and offering a 1:12 or lower coach-skater ratio. While we appear to have little to no direct competition in Mississauga, we have been able to attract a relatively small base of skaters. Local minor hockey/ringette associations have not been receptive to collaboration, although the Mississauga Hockey League has been very supportive via a crosspromotion initiative. It is clear that acquiring skaters for CanPower is a much more labourintensive effort than attracting skaters to CanSkate. For 2014/15, we incorporated our learnings from the prior full season. Despite many requests for a summer half-day camp, which we intended to offer in August 2014, we cancelled this session due to low registration. Our evening sessions (August 2014 2 weeks) were closer to break-even. We continued to have very low registration during September drop-in sessions so we will not continue them for September 2015. We opted not to offer a December CanPower session due to low registration numbers, however our March Break session performed reasonably well.
Unlike 2013 and 2014 when we had very strong results, our previously popular PreTryout session for Rep level players in March/April was cancelled due to lack of registration. Our current May session is performing better than last year s session. We have secured summer ice in August, when we will offer two weeks of evening sessions. We are also offering limited semi-private sessions in July at the Vic Johnston arena where we can book small-group sessions at a lower rate. Going forward, we expect to continue to revisit our ongoing CanPower programming with a view to developing and growing this market, while ensuring we maintain a keen focus on cost containment, including reducing our ice commitment as appropriate. Kym Cronin May, 2015 Synchro Skate SMFSC continued to offer Synchro skating for the 2014/15 season, under the direction of Coach Chris Stokes and with the support of coach Stephanie Girvan. We continued to offer the Synchro program on the basis that skater fees would cover ice costs and coaching fees, and that other expenses (ie costumes, make-up, competition fees) must be absorbed by team members through additional contribution. We were pleased with even stronger second-year registration numbers (21 skaters), drawn primarily from STARSkaters in Intermediate/Senior ( 8 to 13 years old). Given that a team can compete with 16 skaters, the 21 skaters were divided into an Elementary team and a Juvenile team, with a number of girls skating on both teams. Despite the stronger numbers and the need to offer two teams, since Synchro program registration was undertaken in mid-august along with all other STARSkate programming, we were not able to secure additional ice-time from the City. However we were able to reallocate an under-utilized hour of SMFSC ice on Friday evenings. The Elementary and Juvenile teams practiced jointly. For this second season, the emphasis was on both skill acquisition and development. The Juvenile team skated an exhibition at our Family Fun Skate in December, competed at Synchro Capers and March Mania, and also skated a pre-game exhibition for the Toronto Marlies. The Elementary team also competed at March Mania and skated an exhibition at a Mississauga Steelheads game.
For the 2015/16 season, SMFSC is transitioning our Synchro program from pilot mode to selfsustaining program and it will operate more like a rep hockey team. To that end, we conducted tryouts/assessments in April to ensure that the Club has a better and earlier sense of skater commitments. Based on turnout, we can confirm that the Synchro program will offer one Juvenile team for the 2015/16 season. Programming will include a summer session for program development, and will utilize existing SMFSC Friday evening/saturday morning ice along with an off-ice component. We expect the program will continue to meet SMFSC s break-even threshold. The Coach for 2015/16 will be Chris Stokes and the team manager is Karen Blackwood, and they will provide the summary report at next year s AGM. Kym Cronin May 2015 Sponsorship & Related Fundraising Report 2014/15 is our Club s third season with a formal sponsorship program, an approach that continues to generate funds in support of Club operations. We would like to acknowledge the generous contribution of our 2014/15 sponsors: Ø 3Macs the Rennie White Group Ø Figure Skating Boutique (FSB) Ø Uplifter Inc (in-kind contribution) Ø Fidelity Investments Via the FSB sponsorship, we offered one full-day STARSkate seminar featuring Canadian men s champion Emanuel Sandhu as well as two pop up shop sales evenings. The FSB pop up shop was well received by both our sponsor and skater families, who were able to access skating supplies at our home rink. While these results are positive, base sponsorship revenue (approximately $3,500) declined over last year. We also were unable to hold a silent auction during our Family Fun Skate due to insufficient in-kind contributions, which in past raised about $1,000. Our Club has already benefitted from our first initiatives undertaken thanks to the recent award of an Ontario Trillium Foundation grant of $55,400 over 24 months. Because OTF grant funds are program specific, it will be important to maintain sponsorship and other fundraising revenue to support Club operations in the long-term. For the 2015/16 season, we will continue to develop our existing sponsor base as well as exploring opportunities to enhance our Club and skater experience by working creatively with sponsors.
May 2015 Confirmation of actions taken by the board for the 2013/2014 season This concludes the reports for the 2014-2015 skating season. I request a motion to approve the reports as well as confirmation of the actions taken by the Board of Directors for the 2014/2015 season. 1 st Al Ogrodnik 2 nd Maria Luchak In favour Everyone Opposed None Abstain None Count and finalized (carried) 2015-2016 At this point I would like to thank all Board Members for their hard work and continuous support of this club. All board members are volunteers and they take time away from their jobs, families and their personal time to serve on this board and ensure this club functions. The following board members have indicated they wish to continue on the board for another year Maria Luchak Greg Scatton Jackie Kwan Maggie Huang Andrea Fogh Al Ogrodnik Michelle Claveau Kym Cronin Nancy Botelho Neela White Ricky Zamora Judy Swallow has been voted by our coaching staff to be the Coaches Representative for the upcoming season! I request a motion to have the above mentioned members elected to the 2014/2015 board of
directors. 1 st Cindy Chai 2 nd Julie Gryniewski In favour Everyone Opposed None Abstain Everyone Count and finalized (carried) Board Elections This year we received two nominations for election to the board of Directors. They are Mary Pat McBride and Cindy Chai. Few words by nominees I request a motion to have Mary Pat McBride elected to the 2014/2015 board of directors. 1 st Andrea Fogh 2 nd Maggie Huang In favour Everyone Opposed None Abstain Everyone Count and finalized (carried) I request a motion to have Cindy Chai elected to the 2014/2015 board of directors. 1 st Ricky Zamorra 2 nd Andrea Fogh In favour Everyone Opposed None Abstain Everyone Count and finalized (carried) Questions from the membership Are there any questions or comments from the floor? Discussion regarding adding more space for Jump class.
Cindy Chai asked about adding more stroking sessions. Discussed time constraints. Extra fees to coaching paid by the club. Adjournment I would like to thank you all for coming out tonight, the AGM is an important part of running this club and a good way to inform our general membership of how the club is run. I request a motion to adjourn this meeting 1 st Neela White 2 nd Maggie Huang Count and carried Meeting adjourned at