Minutes of the First Annual General Meeting (AGM) –
October 5, 2016 at the Thornbury Community Centre
There were approximately 47 members in attendance at the meeting.
Susan Bois, as Chair of the meeting, welcomed the members to the first meeting of the Thornbury Pickleball Club.
Sue Boadway spoke about the club being founded in March of 2014 by herself, her husband, Bill, Harry Stevens and Rosemarie Wickens. She thanked everyone for keeping the club running so smoothly. (Bill Boadway and Harry Stevens were the founders of the club and no doubt Susan Boadway and Rosemarie Wickens were there to help when needed.)
Susan Bois spoke about how it was decided in early 2015 to go to a 7 member committee but then because of a disagreement re the issue of Commercial General Liability (CGTL) insurance and Directors and Officers Liability (D&O) insurance, a number of the members left the committee, leaving Sue Boadway, Tom Patterson and Jean Grummett to continue with the running of the club. Later, Frank Reid and Susan Bois were asked to join making a committee of five. Tom Patterson resigned as Treasurer of the club in May of 2016 and Brenda Barron took over the treasurer's position.
Brenda Barron presented the treasurer’s report, a copy of which is attached to the minutes. Garry Milley and Susan Witton asked that there be two signatures on any club cheques, or perhaps 3 signatures. Garry Milley also felt that last year’s Treasurer’s report should have been presented to the club at this meeting to see any comparison. Susan Bois confirmed that last year’s Treasurer’s report was sent by email to the membership at the start of the 2015 – 2016 year.
Susan Bois asked the membership if they felt they wanted to be able to invite guests to play as there had been some comments made about guests taking up play time when the courts are busy. After some discussion, the members at the meeting voted in favour of still allowing guests to come to the club; however, Rosemarie Wickens asked that if there 8 people on the courts and 16 to 20 people waiting to play, that no guest would play that day. It was suggested that the guest guidelines be placed on the website which would include that the guest has to complete and sign a waiver, and pay the fee. As to the number of times a guest can play it will be up to the new committee to decide. It was also discussed that no one would take a brand new player with no pickleball experience onto the court to play without using the practice time to show them how to play the game and that any guest that has never played before would play with the member that brought them to the club.
Susan Bois asked the membership if they were in favour of having their names, phone numbers and email addresses available to the members. It was decided that a list of members, with no contact information, would be available to the membership in the book at the back of the hall.
Susan Bois asked if the membership was still in favour of having the two social events that we currently have, the get together in the fall and picnic in early summer. The members present voted in favour of having the social events. Barb Young and Candy Yeandle decided to step down and asked that other members take over these functions. If you are interested, please contact a committee member. Barb Young has tablecloths etc. that can be handed over to whomever takes over these duties.
Sue Boadway spoke on the membership numbers of 127 and the clubs decision to stay with the PAO. Sue advised that the PAO will not be invoicing the Thornbury Pickleball Club individually this year as they did last year. Payment will be done at the time of the membership renewal and forwarded to PAO. Membership in the PAO allows anyone interested to play in tournaments and members from the PAO will come and coach and teach for no charge. Sue advised that belonging to PAO supports the sport of pickleball.
Gillian Mayne spoke to the membership and asked that all players stick to their allotted time frame so that players are not backed up when they come to play. Susan Bois advised that as of July 1, 2015, all players are allowed to come and play when they want as long as they don’t stay and play longer than their allotted 2 ½ hour time limit. Some discussion took place among the members and it was decided that players should use some discretion. If the first group or the second group are backed up with players, and you have been playing, you should leave the courts to let the group that are scheduled to play, play. Some discussion also ensued with the aim to move play along such as rally points, (which is similar to tennis scoring) and a timer being used. There was also some discussion on competitive play as a request had been made to the committee to allow competitive play on Thursday afternoons, with the players being ranked. Susan Bois did not agree as all members that signed up as of July 1, 2016 were told that they could play Monday, Wednesday, Thursday and Friday, and that would mean taking a day away from the members. Susan Bois felt that any competitive play should be separate from the recreational time already allotted. Bill Boadway discussed trying a ladder system for more competitive play which the PAO would implement. Bill suggested using the practice times currently in place, Monday from 11:00 a.m. to 12:00 noon and the later time of 5:00 to 6:00 p.m. Tom Patterson confirmed that the girl that was doing the silks group no longer is renting the large hall and felt that time could be given back to the club . The new committee can look into this.
Bill Boadway spoke and asked that out of courtesy and safety to members playing, that play should stop to allow balls to be retrieved and hang onto the ball until everyone stops play and all people on the court are ready.
Sue Boadway confirmed that all new members with no pickleball or tennis background need to take the three lessons that Mark Rennison offers for beginners. Sue also confirmed that our official ball colours are green and pink.
All of the candidates for the new 5 person committee to be formed were asked to stand, introduce themselves and tell something of their background and tell what they want to see the club achieve with them on the committee. The potential candidates for the new committee were Paul Clements, Harry Stevens, Jean Grummett, Sue Boadway, Brenda Barron, Shirley Harrison, Jim Meiklejohn, Rayne Bryla and Susan Bois. Cor Boogerman and Dwight Dyson were appointed scrutineers. In accordance with the scrutineers accounting, the new 5 person committee for the Thornbury Pickleball Club for 2016-2017 year will be:
Paul Clements, Harry Stevens, Jean Grummett, Sue Boadway and Brenda Barron.
The meeting adjourned.
October 5, 2016 at the Thornbury Community Centre
There were approximately 47 members in attendance at the meeting.
Susan Bois, as Chair of the meeting, welcomed the members to the first meeting of the Thornbury Pickleball Club.
Sue Boadway spoke about the club being founded in March of 2014 by herself, her husband, Bill, Harry Stevens and Rosemarie Wickens. She thanked everyone for keeping the club running so smoothly. (Bill Boadway and Harry Stevens were the founders of the club and no doubt Susan Boadway and Rosemarie Wickens were there to help when needed.)
Susan Bois spoke about how it was decided in early 2015 to go to a 7 member committee but then because of a disagreement re the issue of Commercial General Liability (CGTL) insurance and Directors and Officers Liability (D&O) insurance, a number of the members left the committee, leaving Sue Boadway, Tom Patterson and Jean Grummett to continue with the running of the club. Later, Frank Reid and Susan Bois were asked to join making a committee of five. Tom Patterson resigned as Treasurer of the club in May of 2016 and Brenda Barron took over the treasurer's position.
Brenda Barron presented the treasurer’s report, a copy of which is attached to the minutes. Garry Milley and Susan Witton asked that there be two signatures on any club cheques, or perhaps 3 signatures. Garry Milley also felt that last year’s Treasurer’s report should have been presented to the club at this meeting to see any comparison. Susan Bois confirmed that last year’s Treasurer’s report was sent by email to the membership at the start of the 2015 – 2016 year.
Susan Bois asked the membership if they felt they wanted to be able to invite guests to play as there had been some comments made about guests taking up play time when the courts are busy. After some discussion, the members at the meeting voted in favour of still allowing guests to come to the club; however, Rosemarie Wickens asked that if there 8 people on the courts and 16 to 20 people waiting to play, that no guest would play that day. It was suggested that the guest guidelines be placed on the website which would include that the guest has to complete and sign a waiver, and pay the fee. As to the number of times a guest can play it will be up to the new committee to decide. It was also discussed that no one would take a brand new player with no pickleball experience onto the court to play without using the practice time to show them how to play the game and that any guest that has never played before would play with the member that brought them to the club.
Susan Bois asked the membership if they were in favour of having their names, phone numbers and email addresses available to the members. It was decided that a list of members, with no contact information, would be available to the membership in the book at the back of the hall.
Susan Bois asked if the membership was still in favour of having the two social events that we currently have, the get together in the fall and picnic in early summer. The members present voted in favour of having the social events. Barb Young and Candy Yeandle decided to step down and asked that other members take over these functions. If you are interested, please contact a committee member. Barb Young has tablecloths etc. that can be handed over to whomever takes over these duties.
Sue Boadway spoke on the membership numbers of 127 and the clubs decision to stay with the PAO. Sue advised that the PAO will not be invoicing the Thornbury Pickleball Club individually this year as they did last year. Payment will be done at the time of the membership renewal and forwarded to PAO. Membership in the PAO allows anyone interested to play in tournaments and members from the PAO will come and coach and teach for no charge. Sue advised that belonging to PAO supports the sport of pickleball.
Gillian Mayne spoke to the membership and asked that all players stick to their allotted time frame so that players are not backed up when they come to play. Susan Bois advised that as of July 1, 2015, all players are allowed to come and play when they want as long as they don’t stay and play longer than their allotted 2 ½ hour time limit. Some discussion took place among the members and it was decided that players should use some discretion. If the first group or the second group are backed up with players, and you have been playing, you should leave the courts to let the group that are scheduled to play, play. Some discussion also ensued with the aim to move play along such as rally points, (which is similar to tennis scoring) and a timer being used. There was also some discussion on competitive play as a request had been made to the committee to allow competitive play on Thursday afternoons, with the players being ranked. Susan Bois did not agree as all members that signed up as of July 1, 2016 were told that they could play Monday, Wednesday, Thursday and Friday, and that would mean taking a day away from the members. Susan Bois felt that any competitive play should be separate from the recreational time already allotted. Bill Boadway discussed trying a ladder system for more competitive play which the PAO would implement. Bill suggested using the practice times currently in place, Monday from 11:00 a.m. to 12:00 noon and the later time of 5:00 to 6:00 p.m. Tom Patterson confirmed that the girl that was doing the silks group no longer is renting the large hall and felt that time could be given back to the club . The new committee can look into this.
Bill Boadway spoke and asked that out of courtesy and safety to members playing, that play should stop to allow balls to be retrieved and hang onto the ball until everyone stops play and all people on the court are ready.
Sue Boadway confirmed that all new members with no pickleball or tennis background need to take the three lessons that Mark Rennison offers for beginners. Sue also confirmed that our official ball colours are green and pink.
All of the candidates for the new 5 person committee to be formed were asked to stand, introduce themselves and tell something of their background and tell what they want to see the club achieve with them on the committee. The potential candidates for the new committee were Paul Clements, Harry Stevens, Jean Grummett, Sue Boadway, Brenda Barron, Shirley Harrison, Jim Meiklejohn, Rayne Bryla and Susan Bois. Cor Boogerman and Dwight Dyson were appointed scrutineers. In accordance with the scrutineers accounting, the new 5 person committee for the Thornbury Pickleball Club for 2016-2017 year will be:
Paul Clements, Harry Stevens, Jean Grummett, Sue Boadway and Brenda Barron.
The meeting adjourned.