NOTICE OF MEETING Please take note that the 2016 Annual General Meeting of the Members of the Ontario Tennis Association will be held at the Aviva Centre, (Players Lounge) 1 Shoreham Drive, Toronto, Ontario on Saturday April 8, 2017 beginning at 10.00 am Eastern Standard time, to conduct the business detailed on the Agenda enclosed herewith. Dated at Toronto this 17th day of March ,2017. By Order of The Board of Directors James N. Boyce Executive Director c. c. Board of Directors - 1 - Agenda for the 2016 Annual General Meeting Saturday April 8, 2017 10:00 a.m. 1. Call the Meeting to Order 2. Reading of the Notice of the Meeting 3. Approval of the Minutes of the Previous Annual General Meeting 4. Financial Statements of the Year ending December 31, 2016 5. Election of Auditors 6. Report of the President and Executive Director 7. Elections 8. By Law changes 9. Other Business - 2 - Ontario Tennis Association Directory of Board and Staff Scott Fraser President Michel Lecavalier Past President Rob Nicholls V.P. Finance and Administration Dianne Weatherby V.P. Marketing and Communications Tom Kern V.P. Player Development Dave Gervan V.P. Membership and Regional Development Regional Chairs John Mowat Tennis Toronto Chairperson Phil Johnson NCTA President Miro Ejem North Region Chairperson Diane Kriksciunas North York Region Chairperson Natalie Wong STF President Wayne Saigeon South West Region Chairperson Adrian Grice West Central Region Chairperson Scott Bartley East Region Chairperson Arthur Wolf and Nancy Loeffler-Caro West Region Chairperson Directors at Large Dayle Levine Jackie Sheehy Rick Bertozzi Mark Heazle Staff Jim Boyce Executive Director Kartik Vyas Player Development Manager Jay Neill Club Membership Manager Peter Malcomson Marketing Manager Rimzy Kuthubdeen Controller David Lea Community Development Manager Gulshad Punja Administrative Assistant Ely Schwartz Kids Tennis Manager Andrew Chappell Tournament Manager Joline Joseph Special Projects Manager Ziad Halabi Rankings Manager Matt MacKinnon Regional Co-ordinator (Ottawa) - 3 - Mission: The Ontario Tennis Association encourages participation in tennis, as part of a healthy lifestyle, and promotes the pursuit of excellence for all players. MINUTES OF THE ANNUAL GENERAL MEETING OF THE ONTARIO TENNIS ASSOCIATION HELD SATURDAY, APRIL 9, 2016 AT THE AVIVA CENTRE, TORONTO. The member clubs represented by proxy or an individual were: Alliston TC AMA Tennis & Badminton Barrie Community TC Bolton TC Bracebridge TC Brampton TC Bramalea TC Bridlewood TC Brighton TC Charlottetown TC Credit Valley TC Collingwood Community TC Davisville TC Dentonia Park TC Dunlace TC Fountainhead TC Guildwood TC Grimsby TC Heron Park TC Iroquois TC Kingston TC Kleinburg TC Lamont Creek TC Leaside TC Markham TC North York TC Newtonbrook TC Oro Medonte TC O’Connor Hills TC Orangeville TC Parkway Valley TC Paris TC Philpott Children’s Tennis Quinte TC Rosedale TC (Hamilton) Scarborough Winter TC Scarborough Bluffs TC Seneca Hill TC Stephen Leacock TC Thornhill Park TC Thorncliffe Park TC Thunder Bay Community TC Tournament Park TC - 4 - Tyandaga TC Valley TC Waterloo TC Wanless Park TC Welland Outdoor TC Whiteoaks Resort (Niagara) York Weston TC Proxy Clubs Nassagaweya TC Wishing Well TC North Burlington TC Board Members Diane Kriksciunas Alan Maguire John Mowat –Chair Toronto Tennis (Elect) Tom Kern Rick Bertozzi Philip Johnson Arthur Wolf Scott Bartley Jackie Sheehy Natalie Wong Wayne Saigeon Scott Fraser Dave Gervan Rob Nicholls Michel Lecavalier Dianne Weatherby Adrian Grice Staff Jim Boyce Jay Neill Gulshad Punja Rimzy Kuthubdeen Peter Malcomson David Lea Ethan Kern Andrew Chappell Ziad Halabi Joline Joseph Ely Schwartz Sponsors Tammie Sangster – Penn Brian Caulfield – Babolat Troy Russell – Racquet Guys Natan Levi – Merchant of Tennis Nick Kadoski – Tennis Canada/Rogers Cup Heather Hawke – Tennis Canada/CTN Robert Chung – Expedia Cruise Ship Centres, The Beach Mario Filipas – LoveCourts Alan Fong – Love Courts - 5 - Volunteers/Photographer/Guests Julie- Ann Toovey - volunteer Jag Gundu Pam Olley – Editor Anke Magnus Kim Fraser Carolynna Gabriel Tony Valentini – Gerrie Electric Lighting 1. Call to order Scott Fraser, OTA President, called the meeting to order at 10:02am. James Boyce, Executive Director, read the formal notice of the meeting. On behalf of the Board of Directors, Scott Fraser welcomed all attendees and OTA sponsors in attendance. Scott Fraser introduced the Board Members and Regional Chairs in attendance. James Boyce introduced the OTA staff in attendance and reviewed the Schedule of Events. 2. Proxies & Voting Procedures Scott Fraser explained the voting procedure for the meeting using red and green cards. 3. Approval of the Agenda Scott asked if there were any additions or deletions to the meeting agenda as presented. There were none. A motion to approve the agenda was moved by Andy Fraser of Grimsby Tennis Club. The motion was seconded by Renate Crizzle of Heron Park Tennis Club. 4. Approval of the Minutes of the previous Annual General Meeting Scott asked for any errors or omissions pertaining to the Minutes of the 2015 Annual General Meeting. There were none. A motion to approve the minutes was moved by Stuart Teather of Davisville Tennis Club. The motion was seconded by Michel Lecavalier. 5. Financial statements of the Association for the year ending December 31st, 2015 Rob Nicholls, Vice-President Finance and Administration reviewed the 2015 Financial Statements: The OTA received a clean audit report from Clarke Henning LLP. Rob presented a 5- year comparison (2011 – 2015). The comparison showed steady growth in all areas (ie: membership fees, grants, sponsorships, participants fees) which is a positive indicator that the organization is not too reliant on any one category. Community/Competitive Development and tennis outreach areas have been able to grow without significant increase in overhead. The deferred contribution line relates to the receipt of government grants and changes in timing. The Digital Strategy project has been set up as a capital asset as it will not be ongoing every year. Fundraising/Tennis Matters is down due to changes in timing with the U9 Championships. - 6 - A motion to approve the 2015 Financial Statements of the Association was moved by Pam Olley of Credit Valley Tennis Club. The motion was seconded by Alan Maguire of Wanless Park Tennis Club. 6. Election of Auditors for 2016 Presented by Rob Nicholls A motion was presented to approve Clarke Henning LLP as auditors for the year ending December 31st, 2016. The motion was moved by Bruce Reid of O’Connor HillsTennis Club. The motion was seconded by Ron Jeram of Newtonbrook Tennis Club. 7. Report of the President Scott Fraser noted an error in the written report in the Club Support Services/Tennis Participation field - correct figure is 59% spent (not 48%). In 2015, Scott has been working to support advocacy along with a number of board members by becoming more engaged with what was happening in 3 key municipalities (City of Markham, Town of Richmond Hill, and Toronto). These areas were looking at reviewing their tennis policies. The OTA advocacy group has made strong headway in these markets. Scott persuaded attendees to advocate in their communities (and reach out to the OTA for assistance) in order to improve and increase facilities and increase participation. Volunteer Recognition efforts took place at the DSAs with 3 individuals being awarded (Pat Craton – Waterloo TC; Rita Lee – Leaside TC; Don Minegeshi – Stephen Leacock TC). As well, 55 volunteer awards were given out at the club level in 2015 – the highest number to date. Scott also provided an update on the OTA’s partnership with Tennis Canada. Tennis Canada hosted a meeting along with the Executive Directors from all Provincial Tennis Associations. The main topic of discussion at this meeting was about methods to increase participation and funding for a National program. Specifics on this program are not in place yet, but clubs can look forward to more information. 8. Report of the Executive Director Jim Boyce began his report by outlining some of the key achievements in 2015: New OTA website launched in April; the organization ended the year better than budget; new capacity challenges; Team Ontario won 7 out of 8 National singles titles; success of Bianca Andreescu and Denis Shapovalov. Another major achievement is the new grass court junior Championships. Ontario is now the only province that can offer competitive play on every surface in the world. Adult grass court championships will be added next year. Our outreach programs (Building Tennis Communities, Floor Tennis, Kids’ Tennis, and Smash Cage/Roadshow) were also quite successful reaching a total of 158k participants province-wide. Jim reviewed major talking points for a new training centre. One of the biggest challenges is accessible land (ie: Parks and Rec, TDSB). He described the new capital project to revitalize the 2 tennis courts at Oakwood (TDSB). If this project is successful, it can be used as a pilot once we’re ready to apply for a larger project. Jim also took a moment to recognize the passing of Steve Stevens, Bruno Agostinelli Jr. and Gus Morhart. A motion to receive the reports of the President and the Executive Director was moved by Rita Lee of Leaside Tennis Club. The motion was seconded by Andrew Kokelj of Alliston Tennis Club. - 7 - 9. Election of Officers and Directors Michel Lecavalier, Past President and Chair of the Nominating Committee, presented the election of officers for 2016 as recommended by the Nominating Committee: Vice President of Finance and Administration: Rob Nicholls Vice President of Membership and Regional Development: Dave Gervan Vice President of Player Development: Tom Kern Vice President of Marketing and Communications: Dianne Weatherby President: Scott Fraser A motion to approve the slate of officers as recommended by the Nominating Committee was moved by Ron Jeram of Newtonbrook Tennis Club. The motion was seconded by Renate Crizzle of Heron Park Tennis Club.