Baysville Curling Club Board Meeting January 11, 2022
Baysville Curling Club Board Meeting
Baysville Curling Club – Meeting Minutes for January 11, 2022
Attendees: Lili Davis-Burchat, Pam Bowen, Sylvain Desjardins, Cathy Hoare, Dianne Jones, Don Evans, Ed Mathany, Suzanne David
Regrets: Keith Southy, Terry & Carol Kouvoumjian
Financial Update
$15,000 in account. Awaiting $14,000 from CurlOn member donations with receipt. Only outstanding bill is the second installment of the brine
Charitable donation receipts from CurlOn will receive the receipt by mail if they selected two receipts. They would have received a receipt at the time of the donation.
The second receipt costs us $2
Action: Some advertisers have outstanding payments. Lili will advise Don
Membership Update
86 members ○ 4 new members and 1 returning member for this draw
Anna will assume Director at Large on Feb 1
Action: Season can be extended until April 1 as long as we can negotiate it. 2 compressors are currently shut off to save money for LOB. Ice is holding fine.Sylvain will contact Scott.
Bonspiels and Inter-club play status
Marie VanClieaf and TimberMart have been canceled
Women's league will most likely be canceled. Our club will play in Masters and Grand Masters as long as the team members want to and the rules allow. Bar would be open and manned by the players.
Action: Jan 29 rental should be contacted. Ed will follow-up with Keith
Dehumidifier issue
Terry has spoken with Tebbys related to the dehumidifier.Dale will look into a desiccant and a refrigeration type dehumidifier. We can have a site mtg once he has this info.
Cimco and Xlarre will also be providing a quote
GICB Grant
Suzanne has submitted a GICB grant via Otter solar (who approached us with the idea) ○ Name of the project is Green for Growth.
Solar panels, new floor for year round community facility, dehumidifier, Air Conditioning, refurbish club finishings, R value to insulation
Our case could be used as a disaster center
Action: Suzanne will email two links to the board where we can get the details
This could also lead to applying for a Trillium Grant
Port Carling has applied for this same grant. They are getting the panels installed now. Could be a good resource for us.
Winter Election
VP position is outstanding. We have two excellent candidates and will consider utilizing both
Murray Turnour and Ed Mathany
Vote needs to happen via email
Lili (Treasurer) is interested in leaving if we can replace her due to her personal workload
Action: Dianne to create an email and send to Sylvain who will send to members
Fundraising Update
Summary of the net fundraising profits from 2021.
February online auction $3,500
July lobster and beef sale $1,700
July online auction $1,900
Mum sale $700
Clothing sale $0
Poinsettia sale $1,200
Beer and wine $900
Xmas tree $700
Total $10,600
Bar Update
Liquor License has been renewed – new expiry date Nov. 30, 2023 ∙ Updated copy posted in bar
Bar coverage for January & February – Ed in Florida
Weekly cleaning of bar – Suzanne Villeneuve & Cathy Vanclieaf
Management of empties – Linda Lacroix
Ordering of Beer Store / LoB products – Don Evans
Ordering of LCBO products – Jim Rotz
Ordering of Grocery products – Suzanne, Cathy & Linda
Separate product inventory sheets provided to above
Ed to manage bartenders for league coverage, rentals & bonspiels
Key resources for Square support:
Olivia Wallman (647) 204-4019 o.wallman@gmail.com
Ed Mathany: (705) 349-0513 emathany@gmail.com
Square Support Line: (416) 204-0032
Sylvain Desjeans: (647) 938-2672 president@baysvillecurling.ca
Developed Inventory Tracking and Sales System
understand member preferences better
better use of cash flow
Estimated product sales calculated for Oct – Dec season.
Established preliminary reorder quantities e. Continue to refine as more detailed product sales information generated via Square reporting
In process of developing Margin Tracking System. Target is 33% net margin.
Transition from Cash Sales to Card Payment
Proposed Implementation Plan
Set up account with Square Canada - complet
Order hardware – Square stand obtained - iPad received Dec.17th
Install hardware – complete
Bank Account verification process - final verification request on Dec. 4th verification received on Dec. 9th
Beta test of hardware and software
bank verification concern resolved
separation of Square Retail screen from Square Admin screen helpful
8 separate beta tests performed
Develop instructions for Bar Servers – completed (copy attached)
Training of bar Servers –in process - 7 of 18 servers trained
Roll out to all members (target Dec. 1) – selected roll-out only in December due to bank verification challenge / late delivery of iPad
Go cashless with start of second draw in January – recommend going with both cash & cards for Second Draw, allowing for full training of bartenders.
Action: Consider amending the liquor license for Boche. Ed will follow-up
See Attachment 1 for the Square Instructions for Bartenders
Health and Safety
Pamela made a motion to adopt the COVID Safety Plan. Sylvain Seconded. Motion passed
Pages 4, 5 & 6 of the plan will be posted in the club.
Volunteer cleaning program needs more structure and someone needs to oversee
Action: Sylvain will clean up the schedule and then issue an email to the members asking them to volunteer
Ed will temporarily volunteer to coordinate the weekly cleaning schedule until such a time that the Board assigns responsibility to a specific role on the Board.
Next meeting date: Tuesday February 9. 7:00