Lake of Bays Curling & Bocce Club Board Meeting Minutes December 5th, 2024
Lake of Bays Curling & Bocce Club Board Meeting, December 5, 2024
Attendees: Ed Mathany, Joan Beaudry, Bill Rowlands, Cathy Hoare, Greg McKenzie, Susan Bloom, Bert Vanderhulst, Scott Crosby Scott was welcomed to the Board.
Financial Review - Joan
Joan provided a comparative Statement of Financial Position and the Profit and Loss vs. Actual Statement and added the following comments:Accounts receivable is a little higher – some sponsorship money to come in.
GIC to be renewed on December 25, 2024. Will be a lower interest rate. Joan recommends we renew for 3 months. Board agreed.
TimberMart funds received.
Poinsettia funds will be down from last year.
December and March coolant payments are due. $3,000 each.
$2,000 dehumidifier spiral pipe payment will be due.
Pebble heads on route. Approx $150 (was in budget).
Joan will renew National Sports Trust Fund account to allow tax receipts to be issued. $1,300 was donated over the last year.
Pam Bowen to be registered as a signing authority on the bank account.
Registration for Draw 2 – Greg
Registration for second draw should be up soon. When up, Ahne to be advised to put such on Township sign and out on social media.Operations Update. – Bert
Dehumidifier noise reduction plan. The damper has been added.
Distribution spiral pipe on the inside to be scheduled. Currently scheduled for this Tuesday which will impact women’s. Bert to contact to hopefully reschedule.
Stinson did the 600 amp upgrade. New pole and transformers (at the road). Switches inside upgraded. These service the dehumidifier and heaters in the rink. Hydro One bears the cost.
Discussed keeping the propane tanks accessible regarding snow.
Bert discussed the issue with the circuit in the kitchen and pebbling room. The microwave and hot water heater should not be on the same circuit. The temporary work around is to unplug the pebble room water heater when using the microwave.
Trillium Communities Resilient Communities Grant Expenditures Update – Greg and others
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.
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. Equipment ordered.
equipment and technology infrastructure $7,200.
TV and stand, purchased and in place. Cost of $1,287.99
Ed provided a summary of the potential uses from having the cameras at the other end and monitors. The Board agreed that additional uses would not be ones that compete with existing community groups.
Ed also reviewed his comments on the quote from Cottage Country and Audio and Visual.
Greg will discuss with Suzanne David and confirm that the proposal does what we think it does and finalize the quote.
TimberMart Bonspiel – Cathy and Bill
No member has indicated they would take a leadership role.
The Board feels it is important to try and continue this long running bonspiel. This would be the 66th year. Discussed going with 8 teams for this year to relieve some pressure on organization time and effort.
Cash prizes and perhaps Lake of Bays Brewery beer.
Catering. Cathy has a quote from Erikas. Will contact Cast Iron. Bert suggested United Church Women as a possible option.Look at budgeting and sponsor requirements for next year after having one year with a catered event.
Could limit Lake of Bays teams. One idea, have an in house play down if there is additional interest for the limited local teams.
Bill, Joan and Cathy to meet on budget items as next step.Member Communications– Cathy
There was a discussion on best practices to get spares. The new website should help. We should develop some rules as well.
Ed to consider an email in the next draw on protocols for sparing.
Discussed a spare category of membership for the second draw. Deferred to next year. At this point we will limp along and approach potential members who are not doing the second draw.Snow Plow Schedule– Ed
It is important to notes events on the calendar. If not there, our contractor will not be aware. The new website will be helpful.Refund / Credit Policy
Following the discussion at a prior meeting, Bill prepared the following draft policy for review:
Occasionally the Club gets a request for a refund or credit in respect of Curling memberships. All such requests that be considered and dealt with at the sole discretion of the Board and the Board’s decision shall be final. In exercising such discretion the Board may consider all factors that it determines to be appropriate and, without limitation, may take into account all or any number of the following:
If the request if made before the Member’s season starts, generally a full refund would be appropriate.if less than 50% of the season has occurred, a credit against next year’s fees for 50% of the value of the remainder of the season would be appropriate.
If more than 50% of the season has occurred, generally no credit or refund would be appropriate.
any special circumstances that the Member brings forward will be considered.
Approval of the policy moved by Joan, seconded by Bert. Approved.
To be put on the website.
New Logo Update– Ed
Ed provided some samples. Board members are asked to provide Ed with any comments.Next Meetings
Tuesday January 14, 2025
Thursday Feb 13, 2025
Thursday March 6, 2025
Thursday April 10, 2025
AGM date Saturday April 12, 2025 5 pm.
Strategic Review Meeting: Tuesday May 6, 2025 Ed to speak to Jim about last year’s facilitator returning.
Other Business
Santa Clause parade is this Sunday. Susan is co-ordinating and will purchase the candy to give out,
Ed will have a discussion with the neigbour over the weekend. With someone else. Will advise of work we did to dehumidifier and fan and our efforts with members about parking.
Feb 2026 Ontario 55 plus Winter Games decision on Huntsville is expected soon. We would host some curling games if Huntsville is successful.
Adjournment
Items for strategic planning meeting:
Sponsorship policy.
Membership categories, including spare policy.
Items for future meetings:
2025 Budget items to discuss – Fence. Electrical panel upgrade for microwave. Air-conditioning for the lounge. Paving or crushed granite to help with keeping dirt outside the club.