Baysville Curling Club Board Meeting September 28, 2022

BCBC Board Meeting, September 28, 2022

Attendees: Dianne Jones, Ed Mathany, Bill Rowlands, Anna Landry, Cathy Hoare, Murray Turnour
Regrets: Sylvain Desjeans, Jim Rotz, Suzanne David, Joan Beaudry, Dana Pearson Special
Guest: Kelly Priest

Financial statement vote results

  • Acceptance of Financial Statements - 34 affirmative votes

President voting results

  • Election of President - 34 affirmative votes.

    • Ed and Joan to update the incorporation documents

    • Ed and Joan to notify the ALGCO

Membership update

  • 4 social

  • 3 practice first

  • 13 first draw

  • 1 second draw

  • 8 Jitney

  • 35 full members

  • Cathy and Anna will review historical member lists and contact people who have not registered as yet

  • Peter and Lori would like Friday nights to be 6 ends. Ed will contact them

  • Reciprocal memberships

    • Bill motioned to offer a trial of reciprocal memberships with Huntsville and/or Gravenhurst. Ed seconded. $125 for one league for each draw. Person must be a member in the other league. Passed

      • Action: Ed will speak with the Presidents of Huntsville and Gravenhurst regarding their interest in the trial

    • We heard that Bracebridge is delayed in their season opening. Ed will contact them to see if they would like to rent the club on Tuesday evening and either Thursday morning or afternoon. Offer only two of the three slots

    • Ed will negotiate the cost. Approx $1,500 per time slot. Includes bartender but not kitchen

    • Have them make a donation instead of paying rental fees

  • Anna will contact Bob to assist with creating teams. Cathy will also assist.

    • Michael and Hugh will be a backup

  • Anna to confirm the process for Learn to Curl for new members.

Financials (Attachments 1-3)

  • We reviewed the documents that Joan provided. Board had no questions

  • Action: Joan pursing new accounting software called Quickbooks

Sponsorship update and process

  • Presentation delivered by Kelly Priest

  • Committee consists of Phil Ridley, Jim Rotz, Dean Beaudry, Ed Mathany and Kelly Priest

  • First step was to contact previous sponsors. Rates were grandfathered this year

  • Phase two and three include creation of a brochure educating potential sponsors on the five levels of sponsorship available.

    • Brochure is extremely professional. Cost was only $87 for the brochure

  • Approx $4,400 in sponsorship YTD

Opening meeting agenda

  • 28 registered for opening dinner

  • Agenda - See Attachment 4

  • Action: Dianne to send out a communication regarding voting results as well as reminder to register for curling and opening dinner vs speaking to the results at the meeting

Dehumidifier update

  • Unit ordered in mid-August - deposit placed

  • Delivery date - tba ( supply chain issue)

Ice installation update

  • Compressors turned on – Sept. 26

  • Ice to be ready for Learn To Curl training on October 17

  • Leagues start October 24

Bonspiel primes (Action)

  • Marie Vanclieaf. Cathy and committee

  • New fun. TBD. Michael and Lili Davis-Burchat

  • Hap & Alice/Royal Lepage Look for a volunteer

    • Bill will volunteer to be on the committee

  • New competitive womens. Cathy and committee

  • TimberMart TBD - Look for a volunteer from Mens league.

Rowan’s Law

  • Concussion code of conduct and the removal and return to play protocol in order to be compliant.

  • These are on the website in H&S section

  • We included a confirmation of understanding in registration

Roles and responsibilities: President and Vice President (Attachment 5)

  • Discussed briefly and then deferred to next meeting

Summary of upcoming communications (Action)

  • Vote results and registration and dinner reminder. Prime Dianne

  • Goldline equipment ordering process. Prime Ed

Rental Update

  1. December 29, 1pm to 3:30pm, Two (2) sheets Ice Rental to Connie Rusynyk, Waterdown, ON. She joined BCBC as a Social member. Contract signed and Payment for $175.00 , she received the $25.00 discount for being a member, Full payment of $175.00 for Rental has been received via E-Transfer per Joan.

  2. December 31, noon to 3pm. Two (2) Sheet Ice Rental plus Lounge, Bar and Kitchen Rental to Heather Gregor, Dorset, Cost is $250.00. Contract signed, deposit of $125.00 has been E-transferred. Require a Bar individual to also open and close.

Propane supplier comparison

  • Joan researched several suppliers to see if we could reduce our propane expense.
    Results of research were as follows:

    • Estimated propane usage based upon 21-22 fiscal = 2280 litres of fuel

    • QUOTES:

      • Budget Propane - $.749 per litre (Bronze level sponsor)

      • Superior - $.75 per litre

      • NorthBay Propane (LOBA supplier) - $.7290 per litre

        • Cost of LOBA membership is $65.00

    • Therefore, even at the reduced rate of North Bay the cost of the membership with LOBA will cost more than if we just remain with Budget Propane.

    • Joan recommended/motioned we remain with Budget. Board agreed

Next Meeting - October 18

Deferred items

  • TD Bank credit card and debit. Consider moving to a local credit union

  • PayPal

  • ONCA

  • BCBC Board Roles and Responsibilities still to be completed

    • President, Vice President, Past President, Don’s miscellaneous items, Treasurer, Kitchen, Women’s league, Community Engagement

  • BCBC Non-Board Positions Roles and Responsibilities

    • Bonspiel Leader, Internal Communications, Fundraising Chair, Sponsorship Chair, Ice Team Leader

  • Status of new President follow-ups ○ Update the incorporation documents

    • AGCO notification

  • January agenda item - Revisit the legal club name

  • Book meetings for the remainder of the year. Second Tuesday of every month?

Sore Thumb