Murrumbeena Tennis Club Inc. A0037595G

Minutes of the Annual General Meeting

7:30pm, 16 November, 2015 (Clubrooms, Bute St, Murrumbeena)

In Attendance Wendy Meers (Chair), Jorge Cardoso, Sonia Ingravelle, Ben Loke, Jeanette Reece, Kay Schweitzer, Ron Schweitzer, Janet Serle, Chris Thompson, Jared Thompson, Russell Thompson.

1. Apologies Pauline Bicknell, Leanne Holzer, Dale Holzer, Jennie McInerney, Boris Pribil, Zvi Schweitzer.

2. Acceptance of Previous Minutes Motion: that the minutes of the Annual General Meeting held on 17 November 2014 as distributed be accepted as a true record of proceedings.

Moved: Ron Schweitzer Seconded: Chris Thompson Carried

3. President's Report Wendy presented her report and thanked everyone for their assistance throughout the year. Written report attached. Jorge thanked Wendy for her amazing efforts, and proactive approach at the club.

Moved: Russell Thompson Seconded: Ron Schweitzer Carried

4. Treasurer's Report Ron distributed the financial statements he had prepared, see attached. The Committee discussed the 2015/16 Expenses, briefly discussed how we can move forward on the major projects and agreed they would be discussed in more detail at future committee meetings.

Moved: Jeanette Reece Seconded: Chris Thompson Carried

5. Secretaries Report Russell stated that the Glen Eira Council had recently renewed our lease for a further 5 years, until 2020. Also, Russell advised that our Premiership Singles/Doubles senior team in Bayside Regional Tennis Association for winter included Senya Rudoy. Russell will endeavour to submit an article soon about Senya’s achievement to the local Leader newspaper.

Moved: Kay Schweitzer Seconded: Sonia Ingravelle Carried

6. Coaches Report Jorge advised that now in his sixth week as our Club Coach, the number of students in the coaching program has steadily increased from 42 at the start of Term 4 to around 60, and they are all making really good progress. He will look at advertising a December holiday coaching program at the local primary schools for offer on Monday 21, Tuesday 22 and Wednesday 23 December 2015. In addition, Jorge has secured a (free) windbreak from Yonex.

Moved: Sonia Ingravelle Seconded: Chris Thompson Carried

Murrumbeena Tennis Club AGM 16 November 2015 MINUTES Page 1 of 2 1

7. Election of Committee The following persons were elected unopposed:

POSITION Current 2016

President Wendy Meers Wendy Meers

Vice-President vacant vacant

Secretary Russell Thompson Russell Thompson

Treasurer Ron Schweitzer Ron Schweitzer

Junior convenor Jeanette Reece Jeanette Reece

Membership officer vacant Ben Loke

Club maintenance co-ordinator vacant vacant

Sponsorship & Grants officer vacant vacant

News and Social media vacant vacant

Head Coach Jorge Cardoso Jorge Cardoso

General Committee Members Christine Thompson Janet Serle

Christine Thompson Janet Serle

8. Other Business • Team News

- The men's Saturday afternoon senior team is seeking additional players - please contact Russell. - The Junior team in section 11 will be playing in the semi-final at Aspendale on 22/11/2015.

Secretarial Note: The junior team will go on to play the Grand Final on 29/11/2015. - Jeanette suggested that assistance from the coach would be appreciated to work on 2016 junior teams.

• A number of issues were raised that would be considered for action by the committee in 2016:

Action items for Committee consideration in 2015/16: WHO TIMELINE i. Develop a club logo, include Murrumbeena colors gold / maroon

Order feather flag to be purchased with 2015 Glen Eira Grant funding. Ben & Wendy

2015

ii. Develop and promulgate club rules and etiquette including bagging and watering; correct shoes; court sharing between teams and members; etc.

Ben & Wendy

By early 2016

iii. Develop court booking system and notification system available for members to access.

TBC 2016

iv. Improve identification system of current financial members and handling memberships; eg annual shoe-tag system; membership database.

TBC 2016

v. Create a membership package for new members. TBC 2015/16 vi. Encourage more juniors and others to consider playing competition. ALL ongoing

vii. Develop opportunities for members to contact other members for social tennis.

Committee ongoing

viii. Develop a vision and growth strategy for Murrumbeena Tennis Club. Committee 2014/15/16 ix. Form a subcommittee to continue work on the court lighting project. Jorge, Ben

Ron/Russ Mid March

x. Organise a Family Fun Day following Australian Open / early Term 1 2016. Committee Dec/Jan. xi. Develop clubhouse cleaning roster. Committee ongoing

xii. Develop a list of clubhouse maintenance projects, prioritise, and action. Committee ongoing xiii. Investigate community organisation volunteers to assist with clubhouse

projects - Scouts, TAFE, etc. Committee ongoing

Wendy thanked everyone for attending the meeting and their assistance during the past year. The meeting closed at 9:10pm.

Murrumbeena Tennis Club AGM 16 November 2015 MINUTES Page 2 of 2 2

Murrumbeena Tennis Club AGM 2015 – President’s Report Page 1 of 2

MURRUMBEENA TENNIS CLUB

ANNUAL GENERAL MEETING 2015

PRESIDENT’S REPORT

1. Finance Ron Schweitzer will provide the treasurers report and financial summary.

2. Secretaries

Report

Russell Thompson will provide a report.

3. Coaching Jorge Cardoso, our new coach who commenced in Term 4 2015,

will provide a separate report.

4. Junior teams In Term 4 an additional junior team commenced, bringing the number of

Sunday morning teams to 3, in two local district comps:

- Waverley district; BRTA: sections 8 & 11.

Jeanette Reece will provide a report on the junior teams.

5. Senior

competition

Our Singles/Doubles senior team were winter premiers in Bayside

Regional Tennis Association for Section 3.

6. Social Tennis - A Wednesday morning group of 4+ play most weeks during school term.

- Thursday morning ladies group/s (Chris Thompson will report)

- Club members are welcome to join these groups for social tennis,

or commence new, regular, social tennis groups for members when courts

are available.

- For more information ask a member of the committee or contact the

Social Tennis Convenor via our email address (below).

7. Communication

The club commenced using a hotmail email account in 2014.

In 2015 we have a new website: http://www.tennis.com.au/murrumbeenatc/

and Facebook page: https://www.facebook.com/MurrumbeenaTennisClub .

8. Membership As at 11/11/15:

2014-15 Number 2015-16 Number

Family $190 20 $190 13

Single (adult) $145 3 $145 0

Concession (pensioner) $85 3 $85 1

Junior $80 3 $90 3

Total 29 17

9. Open Days &

Events

In summary:

Date of event Event Attendance Comments

Sun 8 February

2 – 5pm

Family Fun

Day

Strong:

25 to 30 families

(70+ individuals)

- Very successful event; perfect timing at the

start of Term 1, just after Australian Open.

- Worthwhile to run again next year.

Fri 2 October Mini

Working

Bee

Average:

7 people, mainly

committee

members & their

families

- Small number of helpers in attendance.

Completed some essential clubhouse jobs for

Open Day.

- Provide more notice for members next time.

Sun 4 October

10 – 12 noon

Open Day Strong:

27 families

(60+ individuals)

- Very successful “Meet the New Coach”

event; Fun activities were enjoyed by all.

- Worth running again next year.

3

Murrumbeena Tennis Club AGM 2015 – President’s Report Page 2 of 2

10. Glen Eira

Council

In 2015, our lease with Glen Eira Council was renewed for a further 5

years.

11. Community

grants:

- Landscaping

Glen Eira Community Services Grant application was successful, with

$4,000 provided to assist with the construction of a ramp, security

lights and seats ($6,670 total budget).

A contractor has been appointed, and work is expected to commence in

2015, pending Council permission and permits.

- Court Lighting Hotham Stronger Communities Program Grants Committee determined

that $10,000.00 should be made available by the Federal Government as

a contribution towards court lighting.

More details will follow in 2016, as additional funding, permits, and other

work continues on this major project.

12. Court

maintenance

Continues to be outsourced to a private company, and all 3 courts remain

in pretty good condition.

13. Clubhouse

cleaning

This relies on all users to contribute on a regular basis to keep the

Clubhouse clean and tidy.

Cleaning products and equipment are available in the cupboards:

- if supplies are low, please advise a member of the Committee or email us

with your suggestions.

14. Clubhouse

maintenance

Our list of projects include:

- rotting timber window frame repairs; painting; general maintenance.

Do we have any volunteers to move these projects forward?

15. Tennis Vic /

Australia

Affiliation

- We received invaluable support in 2015 from our Tennis Participation

Officers, James Madder and Adam Feiner, plus other TennisVic staff.

- Community Tennis Forums attended by committee members were of

great benefit as we move forward with club improvements.

16. Sponsorship Thank you to our small, but growing, list sponsors who provided financial

and in kind support in 2015, including:

- Brimlea Aged Care; Thomson Real Estate Carnegie; Sportsmart

Moorabbin; TAC; Parma Save Pharmacy Carnegie; TennisVic.

17. Health Check

– Major

challenges for

our Club in 2016

include:

- Club Membership database development

- Fee Payment invoice management and follow up

- Income and ensuring economic certainty

- Securing Community Grants and other funding sources for expensive

club maintenance and improvement projects

- Attracting new members, and retaining existing members

- Engaging sufficient volunteers who are happy to assist with various

projects including maintaining the clubhouse, work on our facility

improvements, and input ideas and support to keep our club healthy and

viable.

18. Thank you The committee and members who helped in 2015 are to be thanked and

acknowledged for their volunteer work and commitment to the club.

Wendy Meers

President (2014-15)

Email: MurrumbeenaTC@hotmail.com

4

Murrumbeena Tennis Club 2014/2015Income: 2011/12 2012/13 2013/14 2014/15 2015/16

Club Membership Fees 5,340.00$ 6,267.00$ 5,498.00$ 6,499.00$

Coaching Fees 2,299.00$ 2,409.00$ 2,280.00$ 2,303.72$

Court Hire 360.00$ 560.00$ 80

Misc - hot shot grant 1,165.00$ 465.00$ 1.17

Interest 594.00$ 400.00$ 443.00$ 396.73$

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Total Income: 8,593.00$ 10,241.00$ 9,246.00$ 9,280.62$

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

Expenses: 2011/12 2012/13

Rates 1,204.00$ 1,081.00$ 1,324.00$ 1,883.80$

Repairs/upkeep 3,749.00$ 3,071.00$ 5,604.00$ 3,525.30$

team reg 240.00$ 385.00$ 340.00$ 150.00$

Electricity 444.00$ 550.00$ 688.00$ 622.56$

water 296.00$ 307.00$ 550.00$ 636.45$

Insurance 2,055.00$ 1,990.00$ 1,264.00$ 1,698.00$

Misc 552.00$ 317.00$ 1,850.00$ 324.20$

Back door lock 600.00$

Tennis Vic. Affiliation 930.00$

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Total Expenses 9,140.00$ 7,701.00$ 12,550.00$ 8,840.31$

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Profit/Loss 547.00-$ 2,540.00$ 3,304.00-$ 440.31$

= = = = = = = = = = = = = = = = = = = = = = = = = = = = =

Assets:

Bank balance: 2,817.00$ 4,956.00$ 1,209.00$ 1,252.22$

Term deposit 11,079.00$ 11,479.00$ 11,922.00$ 12,319.17$

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Total Cash Assets: 13,896.00$ 16,435.00$ 13,131.00$ 13,571.39$

= = = = = = = = = = = = = = = = = = = = = = = = = = = = =

Budget 2012/13 Budget 2013/14 Budget 2014/15 Budget 2015/16

Total Income:

Club Membership Fees 7,500.00$ 6,500.00$ 6,500.00$ 6,500.00$

Coaching Fees 2,400.00$ 2,400.00$ 2,400.00$ 3,000.00$

Court Hire 238.00$ 250.00$ 250.00$ 100.00$

Interest 500.00$ 400.00$ 400.00$ 300.00$

Grants (path $4,000, lights $10.000, other for $5,000?) 19,000.00$

- - - - - - - - - - - - - - - - - - - - - -

Total Income: 10,638.00$ 9,550.00$ 9,550.00$ 28,900.00$

= = = = = = = = = = = = = = = = = =

Expenses 9,500.00$ 10,650.00$ 10,650.00$

Profit/Loss 1,138.00$ 1,100.00-$ 1,100.00-$

2015/16 Expenses:

Standard expenses 9,000.00$

water pump and sprinkler 2,000.00$

lights 20,000.00$

path 6,670.00$

- - - - -

total expenses: 37,670.00$

= = = =

Profit / loss 8,770.00-$

5