Lake of Bays Curling & Bocce Club Board Meeting Minutes November 14 2024
Lake of Bays Curling & Bocce Club Board Meeting, November 14, 2024
Attendees: Ed Mathany, Bill Rowlands, Cathy Hoare, Greg McKenzie, Susan Bloom, Bert Vanderhulst
Regrets: Joan Beaudry
Financial Review - Joan
Joan provided a comparative Statement of Financial Position and the Profit and Loss vs. Actual Statement and the following comments:
1) I have provided a year-to-year comparison for the Statement of Financial Position so that everyone has a clear look at where we stand compared to last year. We are in a very strong financial position despite a lot of expenditures this year plus the repayment of the Township loan of $3950 in September and $6000 to CurlOn in March.
Note that we have another loan repayment at the end of the fiscal year (March 31, 2025) of $6814 which I'm planning for. We also have payments to the Township for the supply of coolant of $7000 ($3500 in December and $3500 in early March 2025.
2) For the Budget, I am recommending that a few budget items be re-stated as follows:
i) Account 47230 - membership income be decreased to $22,000 from $25,000.
ii) Account 62150 - Outside Contract Services to remain the same - note that this budget amount I have designated for the logo design expense ($1000).
iii) Account 62834 - Club repair and maintenance budget be increased from $17,000 to $28,000. There are currently 2 outstanding invoices for the dehumidifier inside/outside work which will be an additional $2200 plus some costs for the hydro amp changeover, plus there is 5 months left in the fiscal!
iv) Account 62892 Propane expense needs to be increased from $3000 to $4000. I think our usage has increased over previous years due to the fact that we now have working heaters!
v) Account 62904 Membership Tags - should probably be increased to $500 from $200 to allow for new tags for everyone.
vi) Account 65070 Volunteer Training - The board should consider if this will be used this year or not. ($1000) Perhaps the bar needs more volunteers that could be trained for Smartserve. If not used, then I could collapse that budget line for the year and apply the money to signage for outside the building.
These adjustments would amount to a budgeted loss for the year of $14,500 approximately. However, we are still in a positive position with $45,000 currently in the chequing account and $26,000 in the GIC account.
Ed led the discussion:
It was agreed the name tags could easily be deferred given we have few new members and are well into the season. Otherwise all of Joan’s suggested changes to the budget were agreed with.Ed moved to purchase an online multi-user version of Quickbooks (approx. $50 / month). Greg seconded. Approved.
It was proposed that Pamela Bowen be appointed assistant treasurer. Ed will discuss and fine tune the extent of the signing authority with Joan. It was discussed that the assistant treasurer shall have a monetary limit under which they could sign alone. Above that will require two signatures. Once settled, the position, appointment and signing authority will be circulated for Board approve by email. Under our By-Law these items will be valid until the next AGM, at which time Membership approval will be required.
New Website – Ed
Rich Pearce joined to provide the background to the selection of Curling Club Manager and gave a demo of the proposed website. It was well received by the Board.
Ed led a discussion of which Team leaders should have an email address. It was agreed rentals@lobcurling.ca should be added. Ed to speak to Ahne about a social media address (such as mediacontact@lobcurling.com).
League Update – Cathy
Leagues are generally going well. Though Wednesday afternoon has been restructured due to limited numbers (in particular with Dean and Joan absent). Cathy encouraged all of us to talk up Wednesday for the next draw.
Sponsorship Update – Greg
Sponsorship revenue will exceed budget amount. Some revenue still to come in. Greg continues to think of additional opportunities in the future.
Greg indicated that he is looking forward to enhancing sponsorship value with the new website.
Operations Update – Bert
Dehumidifier noise reduction plan. The damper has been added.
Work for the distribution pipe on the inside is to be scheduled. It will require that the ice be covered. So needs to be done on a Thursday or certain Fridays.
Electrical upgrade inspection and work now scheduled for Thursday Nov 28. Only the dehumidifier will be effected.
Trillium Communities Resilient Communities Grant Expenditures Update – Greg
AODA assessment $7,500. No further update. Heather Gibbons, the AODA qualified architect has charged $650 so far. Further accessibility planning will serve us well for future grants and the engagement will therefore continue. To include second exit consideration and kitchen.
website upgrade and social media development and training $4,800.
- Rich Pierce continues to work Curling Club Manager to set it up.
- To do from prior meeting - Ed to speak to Ahne on the social media aspect and who to train under this budget and what resources might be available.facilitator fee $500 – At a prior meeting it was agreed we will do that next May.
learn to curl equipment $2,100. All ordered.
equipment and technology infrastructure $7,200.
- TV and stand purchased and in place. Used $1,187.99 of the grant.
- The Cottage Country Audio and Video quote was reviewed, including the comments from Ed. We need to determine what is desired and if it fits in the remainder of this budgeted amount. Cameras over the far house and two monitors have support (size of monitors to be determined). Two additional cameras for security were seen as useful if funds permit. A group of users of this technology will be consulted to provide input (rentals, learn to curl, fundraising).
Kitchen Inspection and Cleaning – Cathy
Kitchen
We had a kitchen inspection by the Health Unit. Our risk rating is low. We do need to designate one sink for handwashing. So one for wash and rinse, one for sanitizing and one for handwashing. We have purchased a sanitizer test for the sanitizing water as required by the inspection report.Although not mentioned, mop water should not be drained in kitchen or bar. Pebble room or washroom to be used. Need to decide where to keep the bucket. Liz to be advised.
Cleaning spec to be updated generally. Bill to co-ordinate with Amanda and then advise Liz Anderson (cleaner).
Inspector will be back in February.
Cleaning
In next communication to Members, alert them to the cleaning schedule and the need to clean things in the interim. Part of running an event is the light cleaning after the event. Floor to be swept and spot washed. Tables wiped.Neighbour Update – Ed
Ed will discuss the possibility of a fence with the neighbour and whether a fence will solve the problem.
Ed to draft a reminder to respect the neighbours and not turn around in driveways. Howard Street should be encouraged for parking.
Marketing and Communications Director – Ed
Scott Crosby put his name forward. He joined the meeting by Zoom to discuss the roll and his background.
Under Section 4.17 the Board can fill a vacancy for the remainder of a term (until the AGM). Greg moved that Scott be appointed to the Board as Marketing and Communication Director. Bert seconded. Approved.
New Logo Update – Ed
Two possibilities have come from Sublime. Joan, Ed and Greg pursuing this and will send something around.
Other Business
Ed attended the Remembrance Day ceremony. Susan advised that we will now be on the list annually.
Susan noted that Santa Clause parade is coming up and will seek out a volunteer to organize. Bruce and Wendy Moss did last year and will be approached first.
The Board acknowledged, with thanks, the thank you card and $500 donation June McDonald for the luncheon that was held for Al.
Communication from the Board
Cleaning matters as discussed above.
Parking matters as discussed above.
Next Meetings
Thursday December 5, 2024 at 9 am
Adjournment
Items for strategic planning meeting:Sponsorship policy.
Membership categories, including spare policy.
Items for future meetings:Refund / Credit Policy deferred until next meeting.
2025 Budget – ideas to discuss include fence, electrical panel upgrade for microwave, air conditioning and paving or crushed granite to help with keeping dirt outside the club.