Baysville Curling Club Board Meeting March 4th
BCBC Board Meeting, March 4, 2024
Attendees: Dianne Jones, Ed Mathany, Joan Beaudry, Bill Rowlands, Anna Landry, Suzanne David, Cathy Hoare
Regrets: Jim Rotz
Finances
Joan reviewed the Statement of Financial Position and Statement of Profit & Loss Budget vs Actual. Joan also provided financial summaries for the Hap and Alice and Living the Dream bonspiels, both of which reflected that the bonspiels were very positive financially.
Upcoming material payments are a $7,000 CurlON loan payment and $3,000 to the Township for the coolant.
Renovation Update
Ed and Marylin are co-ordinating the Lounge renovations and will be seeking volunteers shortly. Scheduled to start on Monday March 25th and going until April 12th. Furniture to be moved downstairs, carpet to be removed and prep the floor during week of March 25th. Wall preparation and sanding of wainscoting to be done during week of April 1st. Beaver Creek Institution staffing will be at the Club for painting of lounge walls and installation of lounge flooring during week of April 8th. Flooring does not include kitchen or bar as special flooring is required for AODA (accessibility), which is part of the OTF Grant application.
Ed to contact the floor supplier to see if they can quote on the rest of the floor for the OTF Grant application, which is needed by end of day March 5, 2024.
Grant Applications
Resilient Communities Grant. This Grant has been awarded. Joan and Suzanne to discuss with the Grant authority on how the money flows on March 7, 2024. Suzanne advised that funds must be used in accordance with the approved Grant though there is some leeway to make reasonable changes with approval of the Grant authority.
Ontario Trillium Foundation: This Application is due March 6, 2024. Suzanne is finalizing getting the quotes and working with her spreadsheet (provided to the Board before the meeting) to set out the requests. Suzanne described potential changes from her current spreadsheet seeking direction given the cap on the amount requested is $200,000 and the total cost of work on the spreadsheet is currently in excess of that. Items discussed included reducing some items through cost savings (such as moving some upstairs ceiling tiles to use downstairs, instead of new ones throughout). For that item and, potentially others, it was also discussed that the work could be done but Club capital could be used.
Suzanne will seek further comments over the next couple of days to finalize the Application. Joan and Suzanne are amending the Application to now indicate the work is part of a larger project so that we hopefully get credit for work we have done such as the flooring and to recognize that the Club will be contributing capital.
ONCA
Retaining Law Firm: Bill has spoken with a couple of law firms and suggests we retain SportLaw in Ottawa. This is the firm South Muskoka (Bracebridge) is using. The firm indicated that the fees should be less than $1,000, perhaps as low as $500, The other estimate was $2,000 to $4,000. There will also be the $130 filing fee for the Articles of Amendment. There will also be a fee for doing the searches required to allow a name change.
Proposal to retain SportLaw moved by Dianne and seconded by Joan. Approved.
Director Qualifications: Bill noted that our current governing documents, the CurlON By-law template and various other club by-laws reviewed do not require Directors to be members. Bill suggested we reconsider that and require Directors to be a member (Curling, Bocce or Social).
Proposal to amend the draft By-Law to require Directors to be members moved by Joan and seconded by Ed. Approved.
AGM Proposals: There were no changes suggested to the draft to go out with the notice to the members as circulated prior to the meeting. Bocce members would be invited with a separate notice, as they do not have voting rights.
New Board and Lead Descriptions
Jim had previously provided a short summary of Board positions from the Barrie Curling Club, which Ed re-circulated. Ed proposes we do this for all Board and team leaders. Initially we would do it for the 8 board positions.
Ed to prepare one or two as examples for further discussion.
Potential Candidates for Board and Other Leadership Roles
All Board members should continue to give consideration to potential candidates. There are some ongoing discussions and each Board member is to continue to solicit interest and report back by email.
AGM Agenda April 6, 2024
The Agenda for the AGM was proposed as follows:
Welcome (Ed)
Grant Presentation, with Graydon Smith and OTF representative.
Financials (Joan)
ONCA (Bill)
- Name Change
- Articles of Amendment
- By-law
Surf n Turf update (Cathy V)
Bocce (Ed)
Ironman Reminder (Dean or successor)
Ahne will do a slide show to be shown in the background.
Doors 5 pm (with hors d'oeuvre). Welcome at 5:30 sharp for the meeting, scheduled for an hour. Dinner following.
Communications
Timber Mart Bonspiel thank you note from Dean to be circulated to all members.
Resilient Communities Grant. Suzanne to consider with OTF best practice for announcing to the members and report back.
AGM Notice. Target for March 18, 2024. Reminder to follow on March 27, 2024. Final reminder with financials on April 2 or 3, 2024.
Renovations. Ed to call for volunteers.