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Next Meeting Date THORNHILL-CARRVILLE HOCKEY SCHOOL (TCHS) MINUTES OF FIRST ANNUAL GENERAL MEETING (AGM) , Friday November 1st, 2019 Thornhill Woods Public School, 341 Thornhill Wood Drive, Vaughan, Ontario L4J 8V6 Call to Order The Inaugural AGM of TCHS was called to order at 7:16 pm by Chairperson Hiten Patel Attendance TWO (2) board members: Hiten Patel and Charu Patel (both and only founding and board members) TCHS Non-Executive Members: NONE (nil). Members of Public: THREE (3) individuals attended but each declined to identify themselves verbally or through sign in sheet. Hiten addressed the individuals collectively and welcomed them to observe the meeting only and are not permitted to speak or otherwise interrupt the meeting unless they choose to register via sign-in sheet and/or identified themselves with full name and address when addressing the Chairperson only. Hiten stated that video or audio recordings of the meeting is not permitted without consent of all registered TCHS members in good standing in attendance. Attachments The following supporting document is attached to these Minutes: Financials as of August 31, 2019 Welcome and Introduction of Board Members Hiten welcomed all attendees and introduced the founding and only current executive members as well as their roles. Hiten Patel - President and General Manager (HP) Charu Patel - Vice-President and Treasurer/Administrator (CP) HP explained the AGM minutes shall be posted on TCHS’s website (www.ThornhillCarrvilleHockeySchool.ca) once submitted to and approved by City of Vaughan. The club financials supporting documents such as paid invoices, receipts and bank statements are available only to active members in good standing and only upon request in writing with signature to HP. The general public is welcome to access financials through FOI requests or contacting CRA directly since TCHS is federally registered in Canada. HP stated the purpose of TCHS is to provide ice time for hockey and ringette skills development and encourage all children and youth (aged 17 and under) regardless of athletic ability or potential to develop physical literacy, life and social skills through these two sports. TCHS status is under the city programs so the intent of TCHS is to supplement and enhance existing city programs and not directly overlap or replace them. Our best prospects are beginner children and youth skaters who have an interest in ice hockey but may not feel comfortable to participate in other programs such a private hockey academies or leagues. HP stated that TCHS cannot operate leagues or games which includes but not limited to scores, standings, full-ice formal game play, referees, timekeepers, group/team awards and trophies. Those who show interest to join leagues will be directed to CVHA for co-ed leagues and Vaughan Flames for female only leagues. CSO Minor Status with City of Vaughan HP shared some fantastic news: City of Vaughan Recreation Services has recognized TCHS with “CSO Minor” status in September 2019. This highly privileged designation allows TCHS to purchase ice rental at all Vaughan municipal arenas including Sports Village at the lowest available rates and subject to ice availability and facility allocation policies. The criteria and standards to maintain this status is very high and certainly much higher than any other adjacent municipality. So it is critically - Page 1 of 3 - THORNHILL-CARRVILLE HOCKEY SCHOOL (TCHS) MINUTES OF FIRST ANNUAL GENERAL MEETING (AGM) , Friday November 1st, 2019 Thornhill Woods Public School, 341 Thornhill Wood Drive, Vaughan, Ontario L4J 8V6 important that all members and their families understand and support the values and expectations of the club to ensure CSO Minor status is retained now and for many years to come. During the current season of September 2019 to August 2020 TCHS will only be able to pick up spot ice. TCHS expects to be able to make a compelling business case to earn ample contract prime time ice at arenas and on days and time slots that are less desirable by existing or other emerging user groups for the 2020-21 hockey season. Despite Vaughan’s booming population, ice sports participation seems to be decreasing especially at the community/grassroots level (house leagues) in Vaughan and also across the GTA both city and small towns. So the opportunity is there to pick up weekly ice time currently permitted by other user groups since their ice time needs would tend to be lower than the past few years. Insurance The insurance provider used by TCHS only permits training and development in non-competitive and non-contact (no body checking) format. This was the most cost effective yet also comprehensive to meet the insurance standards set forth by City of Vaughan’s CSO policy. Monthly Executive Meetings: HP stated that as TCHS membership grows so too will the need for elected executives and/or appointees to meet to discuss club matters on a regular, inclusive and transparent basis. Members of the public shall be invited to serve in a volunteer capacity to fill knowledge and experience gaps to contribute their expertise form diverse domains. It is important to note that hockey or sports knowledge is not necessary but civic pride and serving in a diligent and conscientious manner are the most sought after traits. HP will investigate best practices to recruit members of the public. Treasurer’s Report CP walked through the Financial Statements for the Year Ending August 31st, 2019. The club is in very strong cash-flow and assets position. Due to start up costs and challenge of gaining enough participant/member/guest fees to offset even spot ice cost TCHS expenses will continue exceed revenue for the next year and by year three TCHS should be in positive net revenue and net assets position. Motion to Accept Financial Statements for the Year Ending April 30, 2017 Motion: Be it resolved that the Financial Statements of TCHS for the financial year ending August 31st, 2019 presented at this meeting are hereby approved, adopted and accepted and a copy of which will be attached to the Minutes of this Annual General Meeting of Members. Moved by HP; Seconded by CP; Carried. Ice Management Report HP shared that ice rentals are by far the most expensive cost especially when ice is purchased at private arenas or municipal arenas outside of Vaughan since TCHS would not qualify for residential community rates. The city requires ice request submissions no later than March 1st for the following hockey season. - Page 2 of 3 - THORNHILL-CARRVILLE HOCKEY SCHOOL (TCHS) MINUTES OF FIRST ANNUAL GENERAL MEETING (AGM) , Friday November 1st, 2019 Thornhill Woods Public School, 341 Thornhill Wood Drive, Vaughan, Ontario L4J 8V6 Volunteer Certification Report HP confirmed that all volunteers ages 18 and older in a leadership position both on and off the ice must have their vulnerable sector screen (also known as police check outside of York Region). This is required by the insurance company to comply with risk management standards. Volunteers between ages 14 and 17 must have a reference letter from a school teacher or principal. Registration Report HP mentioned that Vaughan residents are given priority in participation with TCHS due to CSO Minor requirements that no less than 90% of membership must be Vaughan residents. This season we allowed non-Vaughan residents to participate as guests (drop in) only if space permitting upon arrival at the arena to ensure we don’t drop below the 90% threshold. A lot of interest has come from Richmond Hill residents and Markham residents who live near the Bathurst St. border with Richmond Hill (north of Hwy 7) and Yonge St border with Markham (south of Hwy 7). So this will be a challenge to ensure our membership residency is always at least 90% Vaughan while not turning away too many potential members living just outside of Vaughan borders and may be attending Vaughan public schools or have other community and social ties with Vaughan. Sponsorship Report HP stated TCHS will not entertain outside sponsors until the second full season of the club is complete. TCHS needs to first form an identity that pubic can understand clearly before we can begin to attract appropriate sponsors to support the clubs vision and mission. And TCHS must show value that being a sponsor is a good business decision rather than strictly a charitable motivation. Adjournment HP thanked everyone for coming. Motion: To adjourn the meeting. Moved by HP; Seconded by CP; Carried. The meeting was adjourned at 8:02 pm. - Page 3 of 3 - .
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