Baysville Curling Club Board Meeting October 18, 2022

BCBC Board Meeting, October 18, 2022

Attendees: Dianne Jones, Ed Mathany, Bill Rowlands, Anna Landry, Cathy Hoare, Murray Turnour, Jim Rotz, Suzanne David, Joan Beaudry
Regrets: Dana Pearson
Special guest: Alan Bowen

Murray resignation

  • Murray resigned as Vice President as of today

  • Murray made two recommendations that the Board will take under consideration

    • When approaching a person for any Board position, clearly articulate what skills are required or what skills the person has that the Board needs

    • Provide an orientation session to any new Board member

  • This adds to the list of open positions we have which are as follows:

    • Vice President

    • Bar services

    • Ice Team leader

Financial update - Attachment 1 & 2

  • Joan spent two days moving all the financial data over to Quickbooks. (thank you Joan)

  • Action: Curling Canada has approved us for a $30K loan. Joan is waiting for the paperwork which will provide the interest rate before we decide which loan we will assume

  • Joan noted that the utilities budget may be underestimated based on current trends

  • Grandmasters and Masters budget assumes the fee of $20 per person is split between $15 for food and $5 for ice

    • $15 won't be spent so the remainder will go as revenue to the club

  • Membership fees cover approximately 50% of the cost to run the club.

    • This is a good message for Board members to share with club members

  • Joan advised that we are getting close to exceeding $50K in revenue. Once we exceed it, we will need to start the process of reporting, paying and claiming HST.

Practice First (PF) Attachment 3

  • PF has evolved to training for seasoned curlers

    • Learn to Curl has been introduced for new curlers

  • Michael and Alan will make a strong recommendation to new curlers to use a stick if there is a safety issue in delivering out of the hack. If the member does not want to use a stick, even after the strong recommendation has been made, and they believe there is a risk to the safety of the curler or to the club, then Alan or Michael will send the Board an email requesting guidance.

  • Going forward, Michael or Alan should attend the August Board meetings to present their plans including budget requirements

    • Michael and Alan requested a budget of $450 for 4 sticks and 2 stopwatches

  • Ed made a motion, Jim seconded to purchase 1 stopwatch and 3 sticks. Motion passed

    • 2 Sureshots and 1 Goldline stick

    • Action: Ed will donate 1 Goldline stick for a total of 4 sticks

    • Murray will donate a stopwatch for a total of 2 stopwatches

Club provided grippers

  • Bill completed an inventory of the club provided grippers. Many of them are mouldy and worn out

  • Estimated budget of $200. Cost for each gripper is approx $15 with the Goldline discount

  • Action: Bill made a motion and Anna seconded to purchase new grippers. Motion passed

New basement cupboards need locks

  • Action: Ed will alert Dana

Membership Update

  • 76 members have signed up

    • 6 social members only

    • 2 Practice First only members

    • 1 2nd draw only member (so far - hope for more closer to year end)

    • 17 1st draw only member (so far - hope they renew for 2nd draw)

    • 8 Jitney 1st draw only members (so far - hope they renew for 2nd draw for Jitney or more)

    • 42 Full Draw

  • 11 members have signed up for Practice First - names have been provided to Michael & Alan

    • 2 are PF only

    • 8 for 1st draw only

    • 1 for both draws

    • There may be additional drop ins

  • 21 members have requested lockers - I still need to assign and communicate

  • 6 members have identified their experience as New to Curling - names have been provided to Michael & Alan

  • During the online registration process, we didn't ask if the person was new to the club. This made it difficult to determine who was a new member. Going forward, this will be added to the registration process

    • Anna worked with Hugh and Cathy to create a list of 11 people based on their personal knowledge. These 11 names will be entered into the Goldline draw

    • Ann has ordered name tags for them.

  • Hugh and Cathy were instrumental in building the schedule. Thank you Hugh and Cathy

  • There is no Wednesday evening league. The few people who registered for Wednesday evening were asked to move to Thursday or Friday evening leagues

  • Friday night and Tuesday afternoon ladies have only 6 ends. We have at least one member who is not happy that they were not aware when they registered that the leagues were only playing 6 ends. The person also felt that, specifically for the ladies league, it will be detrimental in developing our lady's skills for bonspiels and interclub games.

    • Rationale for 6 ends included the fact that ladies league had only 6 ends last year

      • There was a vote taken regarding the preference for the number of ends and the majority chose 6

    • Cathy will take a poll again this year

    • Friday night has two draws which has historically been common and the ends are reduced to ensure people aren’t playing too late

    • We will consider adding a notation/alert to the registration process that Tuesday afternoon Ladies league and Friday evenings mixed have historically been 6 end games.

  • Consider a survey monkey poll at the end of the season to gauge member satisfaction regarding league days and times and number of ends

Getting ready for opening

  • Goldline discount

    • We are considered a distributor. We get a wholesale price when making bulk purchases. 25-30% discount

    • Action: We will open up purchases at the beginning of each season. Ed will develop an ordering process and send out a communication

    • Action: Dianne to revise AGM minutes to include the fact that ordering details will follow. Provide link to Goldline website

    • Goldline catalogues are being left at the club for people to review products

  • Basement clean-up

    • Action: Murray, Ed and Bill will cleanup tomorrow for opening

    • Action: Need a plan for cleaning and organizing the basement in general.

  • Check on new members vaccination status

    • Dianne made a motion to not check vaccination status but instead, rely on the declaration of compliance when they signed up. Jim seconded. Motion passed

Dehumidifier Update

  • Action: No update. Ed is escalating

Facebook access

  • Action: Dianne to investigate who has the ability to post on FaceBook. We believe it includes; Janet Prueter. Sylvain Desjeans and Brenda Turnour

  • Once we know who has access, provide them with a list of people who don’t want their image posted on our FaceBook page

Access to website

  • Action: Anna to contact Hannah to find out who has access to our Website and Square Space and with what functionality

Bonspiel Leaders

  • Marie Vanclieaf. Nov 12 - Cathy and committee

  • New Funspiel - Nov 25 & 26 - Michael and Lili Davis-Burchat

  • Hap & Alice/Royal Lepage January 14

    • Action: Cathy will ask Cathy Vanclieaf to lead

    • Action: Anna to ask Elaine Arbuckle if she wants to sponsor the bonspiel again this year

    • Bill has volunteered to be on the committee

  • New competitive womens. January 20 & 21 - Cathy and committee

  • TimberMart March 3 & 4 - Dean and committee

Sponsorships and how they pertain to Bonspiels

  • The dollars from a Bonspiel sponsorship will be directed specifically towards offsetting the actual bonspiel costs such as food and prizes. Any remaining dollars will be absorbed as revenue to the club

Best Practice sharing

  • Ed emphasized that we should capture best practices whenever we see them such as; Innovative communication methods/boards, different types of headgear, etc

    • These can be observed during Interclub games and bonspiels

Sponsorship logos on website

  • Action: Ed will work with Hannah to get our Sponsor's logos added to the Home page.

    • Consider moving the navigation tabs from the center and run the banners across there

League specific communications

  • League and project team specific communications can be sent by leaders

  • President and/or Secretary are the only people who can send or can “approve to be sent”, club wide communications

  • Action: Dianne to notify Micahel and Alan

Upcoming Board Communications (Action)

  • Horticulture society - Dianne

  • Music night - Ed

  • Goldline orders - Ed

  • Cleaning schedule - Bill to create and send to Dianne for circulation

Santa Claus Parade

  • Action: Dianne to contact bonspiel and events volunteers and ask organizers

Future Board meeting dates

  • Nov 1 (Board roles)

  • Nov 29

  • Dec 13

  • Jan 17

  • Feb 21

  • March 28

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, Mens league?

  • Baysville Santa Claus Parade - November 29

  • Create a plan to clean and organize the basement. November 29

  • Create league coordinators. Suggestion includes:

    • Monday Jitney - Joanne K

    • Monday Mens - Hugh

    • Tuesday Ladies - Cathy H

    • Wed afternoon mixed - Dianne

    • Thursday night - Suzanne

    • Friday night - Linda

  • Bonspiel dates and leaders

    • Marie Vanclieaf. Nov 12 - Cathy

    • New Funspiel - Nov 25 & 26 - Michael and Lili Davis-Burchat

    • Hap & Alice - January 14 - need a leader

      • Bill has volunteered to be on the committee

    • New competitive womens. January 20 & 21 - Cathy and committee

    • TimberMart March 3 & 4 - Dean and committee

  • 2023 Surf and Turf - January 17

  • Potential legal name change and email address changes - February 23

  • Potential Horseshoe league - March 28

Sore Thumb