Baysville Curling & Bocce Club

Strategic Planning Meeting

May 4, 2023

Attendees:

• President Ed Mathany

• Vice-President Jim Rotz

• Treasurer Joan Beaudry

• Secretary Dianne Jones

• Woman’s Curling / Kitchen Cathy Hoare

• Health & Safety Bill Rowlands

• Membership Anna Landry

• Community Outreach Suzanne David

• Ray Thompson External Facilitator

Opening Comments

• Many thanks to Suzanne and Ray

• Challenges over the last few years; Covid, loss of Presidents and their knowledge plus the dehumidifier replacement

• Fortunate to have a strong talented Board. Many skill sets

• Great set of core volunteers

• 2022/2023 was a financial success.

• Currently have sizable liabilities. Not seen since 2010

• Survey gave us great insights (Attachment 1)

• Today everyone should:

  • Have an open mind and listen to other points of view

  • Be respectful of members point of view as well as each other

  • Create a great general framework

  • Commit to a great day

Discussion on how we work together for today's meeting:

• Ray’s role is to help us work through the day. Keep us on track

• Ray reviewed the Mission Statement (Attachment 2)

  • Members felt that Statement represented us well

• Proceeded to work through the SWOT Analysis (Attachment 3)

SWOT Analysis Action Lists

Action List #1

• Fees

  • Continue to offer subsidy when required

• Marketing Positioning - Curling/Members/Profile

  • Fine tuning

  • Anna will speak with Cathy V about partnering on a booth at the walkabout

  • Cathy H will research a postal flyer

  • Jim to meet with Township to discuss opportunities

  • Create marketing video and get quotes from spokespeople to be posted on the website

• Bocce Position/Investment

• Expand Facility Use - Community/Social/Competition of other facilities

• Revenue Generating Strategy (non-membership fees)

  • Members

  • Non-members outreach

  • Partnerships

  • Grants

Action List #2

• Communication - requires a plan

  • Welcome back event

    • Cocktail - no tables and chairs

  • Consider a mentoring program

  • Set expectations of volunteer hours required?

    • Mass communications don’t work

• Learn To Curl

  • Need to create a formal program

  • Track conversion rate from LTC to regular membership?

  • Need to train a few more people through Curl On

    • Elaine?

    • Fraser?

• Ice Making

  • Water quality - Filter is a $1K investment, $1.5K ongoing

  • Hire an Ice Maker

  • Boot cleaner is $3K

  • Front entrance cleanup

    • Take boots off at entrance

  • Perhaps a district grant?

• Membership Demographics and Growth

  • Junior program

    • Under 40 league

  • Include babysitting

  • Social league

  • Consider a pilot - once a month?

  • Create a demographics grid

    • Age

    • Local vs transplants

  • Protect volunteer burnout

  • Conduct a talent pool and fill open Director positions

Action List #3

• Need to create a prioritized/integrated list of capital requirements

Board felt that there was

• Room to Grow Membership

• Room to Improve Fundraising

Both of the above reduces pressure on volunteers

"Vision for the Club' discussion

• Majority of the board members want to keep the club as a curling and bocce club

• Other members want to expand the offerings and grow the mandate of the club

Based on the above action list, the following 6 priorities were created:

6 Strategic Priorities

1. Ice Quality - Ed

2. Learn To Curl Program - Bill

3. Market Positioning - Jim

4. Revenue Generating Strategy - TBD

5. Fee structure and offerings - Anna

6. Communication Strategy - TBD

Determine Timelines / Next Steps

• Communication to Members - Dianne prime

  • Thank you for completing the surveys

    • 50 people completed

  • Based on feedback, these are the top 6 priorities

  • Looking for Leaders for these as well as Rentals and Bar

• Strategic planning follow-up will be a regular Board meeting agenda item