Baysville Curling Club Board Meeting May 18, 2022

BCBC Board Meeting via in person and phone, May 18, 2022

Attendees: Dianne Jones, Don Evans, Ed Mathany, Cathy Hoare, Bill Rowlands, Anna Landry, Sylvain Desjardins, Joan Beaudry, Dana Pearson, Murray Turnour Regrets:Jim Rotz, Suzanne David

Sylvain Announcement’

  • Sylvain is moving out of the area. The Board needs to find a new President

  • Will put out a canvas to find a President

    • Action: Dianne to compose the announcement

    • Include the fact that our minutes and financials are on the website

    • Include a summary of our financial status in the email

  • Effective immediately, Elaine Rowlands will replace Dianne Jones as Chair of Fundraising Committee

Financials

  • Reviewed Balance sheet and profit and loss statements

  • Net profit of $3,100.00 for fiscal April 1 2021 to March 1 2022. See Attachment #1 and #2

  • Action: Joan will prepare draft budget for 2022-2023 to present at next meeting

  • Fundraising team needs approval for $500 for new tablecloths for music night and future events. Dianne made a motion to approve the $500 expense. Sylvain seconded. Motion passed

  • Music night will be $25 per person. Joan approved the price to include HST.

Dehumidifier project

  • Project team consists of: Dana, Joan, Don, Ed, Suzanne and Terry as a consultant

  • See Attachment #3, #4 & #5

  • Team recommending Cimco as the preferred vendor

  • Ed reviewed Pugh Matrix analysis tool that the team used to make their recommendation

  • Team estimating $65,000.00 to purchase and install

  • Consider mounting equipment from the roof vs installing where the current equipment is

    • This option would allow us to circumvent removal of the old equipment and therefore reduce costs

  • Action: Research/pursue the opportunity for grants for seniors as an additional revenue stream

  • Action: Ask Cimco if they have a lease to own option

  • Committee will include membership notification in their planning. The communication needs to include how much and where we are getting the funds from

Bocce update and court improvement

  • Ed will replace Don to run the Bocce summer league

  • 67 participants to date - $1,900.00 revenue

  • 8-9 weeks. June 30-August 25

  • Ed researched cost and material for the screening pilot (replace sand with screen) for one of our bocce courts

    • Current estimate between $1,000.00

    • Would like to reduce that to between $500-$600

    • Club members and other community members have equipment that could assist

    • Action: Ed is continuing to research

Consider offering ping pong during March - June as an additional sport

Reciprocal Memberships

  • Concept is member (or a team) pays $100 each to curl once a week in a league at a club other than their own

  • Action: Anna will contact Presidents of Huntsville, Bala, Port Carling and Gravenhurst and perhaps Bracebridge to gauge interest

Iron Man

  • Sunday July 10

  • Don cannot coordinate

  • Action: Joan B will ask Dean B

    • If Dean is not available, Don will forward the email distribution list to Dianne and the Board will find a replacement

  • Anna has offered to assist the coordinator

  • Bob and Linda able to help with set up

Potential CurlOn event at walkabout

  • July 23

  • We are a potential for that weekend

  • They prefer multi-day events but ours is still a potential

  • The booth is 30 ft long

  • Anna had a QR code created that takes people to our website

  • Action: Anna will work with Suzanne to finalize plans

Board Member Role Descriptions: Health & Safety, Secretary

  • Health & Safety

    • Bill reviewed his draft and his recommendations for some additions based on Rowan’s law

    • Action: Bill will revise his role description and send out a new version for review and approval

    • The Board designated Bill Rowlands, as member at large for health and safety, to be the "designated person" in respect of the the removal-from-sport and return-to-sport protocols that the Club is required to comply with pursuant to Rowan's Law.

  • Secretary

    • Role description was finalized as follows:

      • Prepare monthly meeting agenda

      • Record meeting minutes and distribute to Board members and ensure the minutes are posted on website

      • Arrange for minutes to be posted on BCBC website

      • As appropriate, create and circulate member communications including some of communications circulated by the President

      • Maintain records

      • Working with the Treasurer and the Director-At-Large - Bar Services, ensure that the Club Incorporation documents, Banking Institutions and the Alcohol and Gaming Commission of Ontario (AGCO) are formally updated of changes to the membership or the structure of the Board of Directors on a timely basis.

  • Action: Dianne will work with Hannah to post the final version of the roles on our website in the members area

Next meeting June 29, 7:00pm

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