Author gmtc Date 2020-03-20 12:51 Views 4 GMTC 2020 Board Meeting Minutes
March 02, 2020 pm @ 7:00 pm
Java Joes, 298 John Street, Thornhill, Ontario L3T 6M8
Present
Scott Song President
Malcom Owen Past President
Jay Sohn Communications
Dorin Tatulea Intercounty
Nick Alexandris Social
Danny Kim Membership
Sheila Tavassoti Social Assistant
Michelle Kelly Secretary
Regrets
Jimmy Nham Treasurer
Peter Schilerau Grounds

1. Opening
The meeting was called to order at 7:10 in Java Joes by Scott.

2. Matter of the Minute Taker who sat at our Feb 3 meeting
• When Dana came into Java Joes she met Jay, Danny and Scott at the table
She asked if this is a board meeting. Jay said yes.
• She sat down and continued at meeting because all members thought she came with someone else.
• It wasn’t until her company Libram issued an $212.44 invoice and draft minutes did we start to unravel the error. Back and forth with Libram revealed that she was actually there to minute a condo board meeting and mistakenly sat into the GMTC meeting.
MOTION: To split the cost of Dana’s minute fee ($212.44) from Feb 3rd meeting 50/50, given mistake was shared.
Raise by: Scott Song
Seconded by: Sheila Tavassoti
Passed unanimously. Motion carried

3. Approval of the minutes
The following changes were noted re Minutes from Feb 2
a. deck cost 8k,
b. type on Scott name,
c. intercounty teams A, B for ladies and ABC mixed,
d. public hours are covered by our insurance

MOTION: To approve the minutes the minute from Feb 2 (with the above noted changes)
Raised by: Sheila Tavassoti
Seconded by: Dorin Tatulea
Passed unanimously. Motion carried

4. Update on status of discussion with Wayne – Tennis Pro
• Wayne would like to meet with us Wed @ 8 – Don mills & Steeles.
• Meeting with Wayne is to see if there are any changes to contract or keep the same
• There was a conflict with this date.
• Reminder that discussion with Wayne to include discussion on our proposal to collect membership for anyone taking lessons and keeping beginners behind training net on court 4.
ACTION ITEM: Dorin will try rescheduling meeting with Wayne so Scott and Malcolm can be present
5. Opening Day
No budget available – Jimmy not here – there was no plan to increase membership fee anyway so we will keep the membership the same

MOTION: To keep the membership rates the same as 2019
Raised by: Nick Alexandris
Seconded by: Malcom Owen
Passed unanimously. Motion carried

• We have to update the application form – pinch it off the website and make any updates to it.
Danny is membership so can be in charge of the update – probably just change the year
Unknown if current form has the intercounty form on it – also not sure
Jay is technology – he will update the dates on the website – he would like to do more but not sure if people are open to it
• Is there a permission form to post people’s picture – should be put on the website before the submission of the application and then Jay can post club pictures
• Malcom tried to sign into website and password was invalid – Justin is the old web master – we need to get info from Justin and update the website with Jay and Michelle’s information.
• Malcolm will send us whatever info he has.
MOTION: To update and refresh the website to make it more fun and Jay has free range to do what he wants to do on it.
Raised by: Malcolm Owen
Seconded: Michelle Kelly
Passed unanimously. Motion carried
ACTION ITEM: Supply content (Wayne Bio, new membership form etc.) for website update by March 15

ACTION ITEM: Jay to have website update by March 23.


Opening Day is set tentatively for May 2, 2020
Intercounty starts the 2nd Tuesday in May
If weather is good earlier, we can still play tennis before opening day.

Mail Chimp – used to send out mass email to members notifying them the opening is coming up.

ACTION: Malcolm to send mail chimp information to Michelle.

ACTION: Michelle to send the email to members re opening day after website is up. Copy can be taken from note sent out last year.

6. Payment of Bills
• Payment for intercounty teams can be done by interact – Dorin will be away. There will be a meeting March 20 – but Dorin cannot be there – Dorin will ask Naquee – Scott says give him the info and he might be able to go
• Scott has checked the mailbox – but there is nothing on OTA
• hydro needs to be paid soon – or the lights will not come on
• Insurance – will be taking care of by Scott
• Tags will be taken care by Danny
• Markham has revised invoice for HST missing for court fixing – Scott says he received it

ACTION: Dorin to invite Naquee or Scott to attend March 20 intercounty meeting at Aviva Centre

7. Test the WhatsApp – everyone signing the paper with name and

ACTION: Sheila to create WhatsApp group for Board Members to test out for member communication tool.

8. Next Meeting
• The next board meeting was scheduled for April 6 at 7 pm at Java Joes Thornhill. (First Monday of each month)

9. Adjournment
• With no further business to discuss, a motion was called to adjourn the meeting
MOTION: To adjourn the meeting
Raised by Nick Alexandris
Seconded by Sheila Tavassoti
Passed unanimously. Motion carried
The meeting was adjourned at 8:15 pm



Action Items Owner
Dorin will try to reschedule meeting with Wayne so Scott and Malcolm can be present Dorin
Supply content (Wayne Bio, new membership form etc.) for website update by March 15 Wayne,
Danny
Update of the Website by March 25
Send mail chimp information to Michelle. Malcolm
Send the email to members re opening day after website is up. Copy can be taken from note sent out last year. Malcolm
Invite Naquee or Scott to attend March 20 Intercounty meeting at Aviva Centre Dorin
create WhatsApp group for Board Members to test out for member communication tool. Sheila

Motions List Made by Outcome
To split the cost of Dana’s minute fee ($212.44) from Feb 3rd meeting 50/50, given mistake was shared.
1st: Scott Song
2nd: Sheila Tavassoti Motion carried
To approve the minutes the minute from Feb 2 (with the above noted changes) 1st: Sheila Tavassoti
2nd: Dorin Tatulea Motion Carried
To keep the membership rates the same as 2019 1st: Nick Alexandris
2nd: Malcolm Owen Motion Carried
To update and refresh the website to make it more fun and Jay has free range to do what he wants to do on it. 1st: Malcolm Owen
2nd: Michelle Kelly Motion Carried
To adjourn the meeting 1st: Nick Alexandris
2nd: Sheila Tavassoti Motion Carried