Minutes of the TPC AGM Wednesday, September 7, 2022, 4:30 pm at the BVCC
Directors present at the meeting:Paul Clements, Pam Copeland, Andy Gellatly, Jean Grummett, Martha Robinson
Opening Remarks
Paul Clements welcomed approximately 35 members to the annual meeting of the Thornbury Pickleball Club. He introduced those who had submitted nominations to be TPC directors in the 2022/23 club year. This included all five current directors plus Lynn Corrigan.
Paul pointed out that the past two years had been unusual and that due to Covid it had not been possible to hold the usual AGM Meetings although Financial Statements had been distributed for each year. He then requested that the Financial Statements for 2020 and 2021 be approved. Peter Robinson so moved, seconded by Cynthia Miller and the motion was approved with all in favour.
The Financial Statement for 2022 had been distributed with the meeting agenda and these were reviewed at the meeting by Andy Gellatly. Paul and Andy confirmed that the accounts had been reconciled to the June 30th bank statement. Specific details are included in the Financial Statement showing a balance of approximately $18,000. It was pointed out that this balance will decrease to approximately $15,000 once TPC’s contractual obligation to TBM for the use of the Tomahawk outdoor courts until mid-October 2022. A question was asked about how the fee payments worked and Paul explained that the indoor and outdoor contracts are separate.
Andy expressed his appreciation to members for submitting fees through e-transfer. 113 members did so and it was very helpful given the large numbers of transactions at once. In the past calendar year there have been 265 transactions of all types. Andy also noted that the TPC constitution requires two signatures on any refund transaction and therefore auto deposit is not possible for the club account. Members have been much better at providing easily determined security questions which he also appreciated.
Rosemary Gosselin moved that the 2022 Financial Statement be accepted. Seconded by Dwight Dyson and the statement was approved with all in favour.
Appointment of Directors
Voting for Directors had taken place both online and in person before the meeting. The Scrutineers, Dwight Dyson and Adrian Diamond presented the results of the vote.
Dwight provided an overview stating that 67 votes had been received (approximately 50% of eligible members) and that the combined online and in person process had been very successful. Dwight also noted that all email addresses that had been provided to the Scrutineers, and all ballots would be destroyed immediately after the meeting.
Adrian provided the results of the vote which is that the current executive remains.
Paul expressed his appreciation on behalf of the Directors and the Club for the work completed by Dwight and Adrian for the vote.
Comments, Suggestions, Questions Discussed
There is currently a waiting list of 39 people who are invited to attend a session every Thursday morning. All potential members are still required to submit proof of Covid 19 vaccination plus the club waiver. Those on the waiting list have the opportunity to take up any available interim memberships offered by members and we will continue to admit new members as space allows.
Note: Interim memberships are periods of time (minimum 1 month) offered by existing members who are away for an extended period. Available interim memberships are listed on the TPC website. Members who wish to offer their membership on an interim basis should send an email to TPC providing the details.
2. Paul indicated that the new board would be looking at sending out a refresher highlighting game rules and etiquette.
3. EZ-in Sign up has become sloppy lately with some members signing in but not showing up. During the summer this has not been a huge issue because the numbers per session are low. Once outdoor activities cease it is anticipated that sessions will be full with a waitlist so that signing out if a member is not able to attend a session they have signed in for, will be critical. This can be done even if the decision not to attend happens quite close to the start of the session.
4. The Directors will continue to review options for play schedules to ensure that the time available is utilized fully and provides sufficient opportunities for members to play. One thought was to go to a gender specific format on one of the days, similar to what happens on many golf courses.
5. request to the Club by email. Currently Group 2 is over capacity. Jane Andrew asked whether skill levels had an impact on moving between groups. Paul advised that there is a perceived increase in level in Group 2 but the club is essentially managing the time available by having the two groups. Rosemary Gosselin expressed her appreciation to the members of Group 1 for their kindness in playing to the level required by some members who prefer a slower pace of play.
6. Jane asked about clinics and Paul advised that pre-Covid the club had often invited Cam Taylor to conduct clinics for members. He knows that Cam is currently much in demand but the club will pursue this again for this year.
7. A suggestion was made to hold round robin tournaments on a regular basis. Pre-Covid an annual round robin tournament and potluck was held. Paul noted that due to Covid the Directors felt that Fall 2022 was a bit early to do this but it is expected that plans will be put in place for the Spring.
8. Shelley Higginson expressed her thanks to Paul and Nancy Clements for their support of Events for Life pickleball in the Special Olympics, and to the club for sharing facilities and nets etc.
109. Question about fees - The outdoor contract ends October 15. Indoors the contracts are set every 4 months and the contract for September to December 2022 has been received. So far the club has retained the discount from TBM.
The meeting was adjourned based on a motion from Lynn Corrigan which was seconded by Dwight Dyson.
Minutes of the AGM Sept. 12, 2019 at the BVCC
Directors present at the meeting:
Paul Clements, Pam Copeland, Andy Gellatly, Jean Grummett, Karen Kristy
The 2019 AGM was held on Thursday, September 12 from 4:00 to 5:00 PM at BVCC. Paul Clements welcomed approximately thirty-five members to the annual meeting of the Thornbury Pickleball Club. He then introduced the two new directors, Pam Copeland and Karen Kristy.
The minutes of the 2018 AGM meeting read by Jean Grummett were moved and approved as posted with all in favour.
Andy Gellatly went over the financial report for 2018-19 period which had been sent out to the members for viewing prior to the meeting. Paul Clements indicated that the 30% reduction in the hall rental for the TPC in the past will come to an end December 2019. This will result in a rent increase of approximately $6000/year. The TPC will now be required to apply for a subsidy from the town resulting in a need to raise the yearly $125 membership fee.
Items submitted by members :
Emails submitted to the CLub
With no further questions or comments, the meeting was adjourned.
Directors present at the meeting:Paul Clements, Pam Copeland, Andy Gellatly, Jean Grummett, Martha Robinson
Opening Remarks
Paul Clements welcomed approximately 35 members to the annual meeting of the Thornbury Pickleball Club. He introduced those who had submitted nominations to be TPC directors in the 2022/23 club year. This included all five current directors plus Lynn Corrigan.
Paul pointed out that the past two years had been unusual and that due to Covid it had not been possible to hold the usual AGM Meetings although Financial Statements had been distributed for each year. He then requested that the Financial Statements for 2020 and 2021 be approved. Peter Robinson so moved, seconded by Cynthia Miller and the motion was approved with all in favour.
The Financial Statement for 2022 had been distributed with the meeting agenda and these were reviewed at the meeting by Andy Gellatly. Paul and Andy confirmed that the accounts had been reconciled to the June 30th bank statement. Specific details are included in the Financial Statement showing a balance of approximately $18,000. It was pointed out that this balance will decrease to approximately $15,000 once TPC’s contractual obligation to TBM for the use of the Tomahawk outdoor courts until mid-October 2022. A question was asked about how the fee payments worked and Paul explained that the indoor and outdoor contracts are separate.
Andy expressed his appreciation to members for submitting fees through e-transfer. 113 members did so and it was very helpful given the large numbers of transactions at once. In the past calendar year there have been 265 transactions of all types. Andy also noted that the TPC constitution requires two signatures on any refund transaction and therefore auto deposit is not possible for the club account. Members have been much better at providing easily determined security questions which he also appreciated.
Rosemary Gosselin moved that the 2022 Financial Statement be accepted. Seconded by Dwight Dyson and the statement was approved with all in favour.
Appointment of Directors
Voting for Directors had taken place both online and in person before the meeting. The Scrutineers, Dwight Dyson and Adrian Diamond presented the results of the vote.
Dwight provided an overview stating that 67 votes had been received (approximately 50% of eligible members) and that the combined online and in person process had been very successful. Dwight also noted that all email addresses that had been provided to the Scrutineers, and all ballots would be destroyed immediately after the meeting.
Adrian provided the results of the vote which is that the current executive remains.
Paul expressed his appreciation on behalf of the Directors and the Club for the work completed by Dwight and Adrian for the vote.
Comments, Suggestions, Questions Discussed
- What will the club do about people who have signed up as members but never show up to play.
There is currently a waiting list of 39 people who are invited to attend a session every Thursday morning. All potential members are still required to submit proof of Covid 19 vaccination plus the club waiver. Those on the waiting list have the opportunity to take up any available interim memberships offered by members and we will continue to admit new members as space allows.
Note: Interim memberships are periods of time (minimum 1 month) offered by existing members who are away for an extended period. Available interim memberships are listed on the TPC website. Members who wish to offer their membership on an interim basis should send an email to TPC providing the details.
- Question about the new 1.5 hour session on Thursdays for advanced players.
2. Paul indicated that the new board would be looking at sending out a refresher highlighting game rules and etiquette.
3. EZ-in Sign up has become sloppy lately with some members signing in but not showing up. During the summer this has not been a huge issue because the numbers per session are low. Once outdoor activities cease it is anticipated that sessions will be full with a waitlist so that signing out if a member is not able to attend a session they have signed in for, will be critical. This can be done even if the decision not to attend happens quite close to the start of the session.
4. The Directors will continue to review options for play schedules to ensure that the time available is utilized fully and provides sufficient opportunities for members to play. One thought was to go to a gender specific format on one of the days, similar to what happens on many golf courses.
5. request to the Club by email. Currently Group 2 is over capacity. Jane Andrew asked whether skill levels had an impact on moving between groups. Paul advised that there is a perceived increase in level in Group 2 but the club is essentially managing the time available by having the two groups. Rosemary Gosselin expressed her appreciation to the members of Group 1 for their kindness in playing to the level required by some members who prefer a slower pace of play.
6. Jane asked about clinics and Paul advised that pre-Covid the club had often invited Cam Taylor to conduct clinics for members. He knows that Cam is currently much in demand but the club will pursue this again for this year.
7. A suggestion was made to hold round robin tournaments on a regular basis. Pre-Covid an annual round robin tournament and potluck was held. Paul noted that due to Covid the Directors felt that Fall 2022 was a bit early to do this but it is expected that plans will be put in place for the Spring.
8. Shelley Higginson expressed her thanks to Paul and Nancy Clements for their support of Events for Life pickleball in the Special Olympics, and to the club for sharing facilities and nets etc.
109. Question about fees - The outdoor contract ends October 15. Indoors the contracts are set every 4 months and the contract for September to December 2022 has been received. So far the club has retained the discount from TBM.
The meeting was adjourned based on a motion from Lynn Corrigan which was seconded by Dwight Dyson.
Minutes of the AGM Sept. 12, 2019 at the BVCC
Directors present at the meeting:
Paul Clements, Pam Copeland, Andy Gellatly, Jean Grummett, Karen Kristy
The 2019 AGM was held on Thursday, September 12 from 4:00 to 5:00 PM at BVCC. Paul Clements welcomed approximately thirty-five members to the annual meeting of the Thornbury Pickleball Club. He then introduced the two new directors, Pam Copeland and Karen Kristy.
The minutes of the 2018 AGM meeting read by Jean Grummett were moved and approved as posted with all in favour.
Andy Gellatly went over the financial report for 2018-19 period which had been sent out to the members for viewing prior to the meeting. Paul Clements indicated that the 30% reduction in the hall rental for the TPC in the past will come to an end December 2019. This will result in a rent increase of approximately $6000/year. The TPC will now be required to apply for a subsidy from the town resulting in a need to raise the yearly $125 membership fee.
Items submitted by members :
- Morning Play? There are very few opening spaces left that are available to rent.
- Steve Lyons showed some concern that he feels some of the better players are not coming to play or are leaving the club to play elsewhere. Paul explained that we have a unique situation here in that there are several other pickleball groups at the community centre which do offer perhaps a more competitive, advanced play - the Tuesday night group and a couple of others that are ‘by invitation only.’
- Our goal in the mandate states - that we provide a positive environment that supports fun and exercise for all active members of the Thornbury Pickleball Club. This was also reiterated by Gilles Letourneau who says he likes to be competitive although he also enjoys the social aspect of the game and wishes that more members from Group 2 would come to play on Thursdays (Open Play Day). It was also mentioned by another member that the new outdoor courts at Bayview Park may be the answer to some of the issues being dealt with at the present time.
- It was mentioned that overlapping is possible where a member can play from one group into another provided they play only the 2.5 hours allotted. Although some members agree with overlapping, there are some who feel that this is not working for the group two members.
Emails submitted to the CLub
- An email from Sarah Gazarek who works at RBC Dominion Securities in Collingwood for the Kennedy Wealth Management Group was wondering if we were looking for sponsors with regards to the new courts at the Bayview Park.
AL Tulloch and Harry Stevens are looking into that option. - Al Tulloch indicated in an email to the TPC that he hoped our club could help out at the new courts by providing some of the items that the town will not supply.
With no further questions or comments, the meeting was adjourned.