Baysville Curling Club Board Meeting March 28, 2023

BCBC Board Meeting, March 28, 2023

Attendees: Dianne Jones, Ed Mathany, Bill Rowlands, Anna Landry, Joan Beaudry, Jim Rotz, Cathy Hoare, Suzanne David

Regrets: Dana Pearson

Guest: Scott MacKinnon, Superintendent of Parks and Facilities, Lake of Bays

Arena's new cooling system - Scott MacKinnon (Attachment 1)

  • New Glycol system being installed at the arena to make ice

  • Trak International - Green energy resources, is the vendor

  • $500K vs the other two quotes of $1.5M and $1.8M.

    • Township received a $500K Trillium grant

    • Scott advised that there will be additional ancillary and related costs

  • Going from 90 horsepower to 150 horsepower which opens up several possible opportunities for heating, dehumidification and air conditioning for other buildings such as fire station, seniors building, curling club (but any possibility must be approved by council)

  • Arena will flush out our brine and we will move to Glycol (instead of brine) from this system

    • Expected to have a positive impact on our ice

  • Operating costs for the arena forecasted to drop 40%-60%

  • First test of of system will be in August 2023

Financials

  • Received an inquiry from LOB Township regarding our brine payment. Ed completed a full investigation and sent them our findings; which were that we have paid in full in accordance with the signed agreement

    • In accordance with that signed agreement, we recently paid $3K to LOB as our second payment for this years brine

  • Joan needs two volunteers to meet with her to audit the books

    • Action: Joan to ask Kelly Priest and Lili Davis-Burchat

  • Joan presented the draft financials. Club is in very good financial shape although we have two outstanding loans to pay

  • Dianne made a motion to approve the draft “Profit and Loss Statement” and draft “Statement of Financial Position”. Jim seconded. Motion passed. (Attachments 2 & 3)

Maintenance calendar for the club is being considered

  • Dishwasher has less than a year left

  • Furnace needs to be cleaned

  • Hydro is changing their transformer system and need to check our hydro panel to ensure it is compatible

  • We should consider investing in a machine to clean shoes before entering the ice area

Snow plowing donation

  • Ed made a motion to donate $1,200.00 (20% increase over last year given the current cost of inflation) to the Rainbow Fund for this season's snow plowing. Jim seconded. Motion passed.

    • All agreed that Bruce did a fantastic job

    • Action: Joan will prepare donation cheque

    • Action: Ed will send the cheque and thank you letter

Grants

  • Suzanne is looking for a second set of eyes to assist with grant submissions. Ed volunteered

AGM & Closing Meeting agenda

  • Dianne prepared a draft agenda for consideration. Attachment 4

  • Action: Anna will follow-up with Ahne regarding the PowerPoint. Linda Lacroix may be able to help if Ahne can’t create it

  • Action: Dianne to contact Michael for Practice First highlights for PowerPoint

  • Timing

    • 5:00 Doors open

    • 5:30 Pot luck appetizers Cash bar and AGM meeting

    • 6:00 Pot luck

    • Action: We will advertise that the safes are still available for sale at AGM

Strategic Meeting - May 4

  • Team reviewed the list of items that we have been deferring/adding to the strategic planning session

    • Support of the Mission statement

    • Review of survey results

    • Capital requirements 1, 3 and 5 year

    • Name of club

    • Org structure

      • Add a volunteer coordinator?

      • Internal communications and Facebook solution?

      • Membership promotion vs administration?

  • Marketing video - LOB Economic Development may be able to assist

  • Aligned vision of a longer term strategy for the club

  • Action: Ray (meeting facilitator) needs to know our current position as a Club/Board. Ed will brief him before the session. They will create an agenda together

  • May 3

    • Board will meet with Ray the evening before the session so that Ray can get to know us. This will make the May 4 session more efficient

    • Dinner at Suzanne's at 6:00 - chinese food

      • Action: Anna will pick up

      • Board will personally purchase

  • May 4 - Meeting at the club

    • 8:30am start

    • 2-3 finish

    • Action: Pizza for lunch - Suzanne will arrange

Progress with Township and survey next steps

  • We are now listed on LOB website under Clubs and Organizations which is good progress

  • Action: Suzanne will follow-up about scheduling her meeting with Stephen regarding communications and his grants

  • Board is disappointed at how little of our survey submission was used in the final Township Parks, Open Space and Recreation Strategy Plan

    • Action: Ed will send our survey submission to Carry Sykes for distribution to CAO, Scott McKinnon, Mayor, Council, etc.

Accident incident reports

  • 3 incident reports this season regarding falls

  • All 3 involved hitting their head

    • Only 1 was wearing a helmet

  • Each incident was dealt with according to our club protocol

  • No ambulance called in all 3 circumstances

  • No evidence of concussion

  • Follow-up was completed

  • We will continue to promote on-ice safety

  • An incident report was not completed in all cases

    • League coordinators should be in place to ensure incident reports are completed in all cases

  • Poor equipment may have been the cause in some cases.

    • Considering the posting of examples of equipment in poor condition

Potential Horseshoe league

  • Will park for strategic planning session to determine its priority

Communications, including our 2 Facebook pages

  • Need a Facebook strategy

    • Should only have 1 page

  • Action: Communications this month include the following

    • Survey reminder - March 29

    • Reminder AGM - March 29

    • Bingo reminder - March 29

    • Safe sales - March 29

  • Action: One week notice required for AGM with financials

    • Targeting the week of April 3

Surf and Turf

  • Dianne made a virtual motion to increase the Lobster pot and burner budget from $600 to $676 plus tax for a total of $763.88. Ed seconded. Motion passed. Dianne advised Dale Vanclieaf

Safe sales

  • Ed, Anna and Suzanne picked up their safes

  • Action: Need to advise other purchasers how to obtain their safes

Next meeting date: May 30

Deferred items

  • Draft 2023-2024 budget - May 30

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

  • PayPal

  • ONCA

  • BCBC Non-Board Positions Roles and Responsibilities

    • Bonspiel Leader, Internal Communications, Fundraising Chair, Sponsorship Chair, Ice Team Leader, Mens league?

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