MINUTES OF THE BOARD MEETING
IN ATTENDANCE: Tom Devaney, Christine Hale-Sanders, Joan McGregor, Larry Jenner, Don Marcou, Paul Choma, Shawn Holroyd, Rod Geer, Al McRorie, Joan McGregor
ABSENT: Dennis Potter
OTHERS: Marilyn Graham, Barry Westman, Cathy Hedley
Gore Mutual: Barry Westman thanked the Board for allowing the committee to host the Gore Mutual Championship. The committee really enjoyed working with the Ice and Bar staff and appreciated all the support they got from club members. He presented the club with a cheque for $5522. Tom thanked Barry for all his and the committee’s work.
APPROVAL
OF THE MINUTES:
Moved Shawn, seconded Larry that the minutes of
the Board meeting held
CORRESPONDENCE: 1. New Horizons: Our grant application was denied.
2. Central
BUSINESS
ARISING FROM THE MINUTES:
1. Board Election: The one vacancy will be filled by Diane Marcou.
2. Calendar: After sending out the tentative calendar, Tom did not receive any errors or omissions from board members. He will send it out to league presidents and after the AGM it will be posted on our web site.
3. Security: There is concern over security in the club. A lengthy discussion ensued whether we would go with a computer/fob system or just install a dead bolt system. The back door needs to be changed as well. Several quotes obtained earlier in the year were reviewed. This item was tabled until the meeting in July.
4.
On-Line Store: Al will get
the prices from the Bar soon. Action:
Joan
LEAGUE
REPORTS:
Women’s League: Marilyn reported that they had a successful year and great banquet.
Friday Mixed: 2 new co-convenors have been recruited for next year to assist Scott and Christine.
Tuesday Men: Bob Esseltine will be the convenor next year.
COMMITTEE
REPORTS:
Safety: Tom and his son did some cleaning of the ice room and storage area and took several items to the tipping station.
Bill
168, which deals with workplace violence takes effect
on June 15th. ACTION:
Tom has volunteered to draft a policy for Board approval.
BAR: $53.000 has been transferred to the club account this year. Equipment, wine and beer sales were all higher this year. Snacks (chips, etc.) were slightly lower. Having a few weddings helped with the bottom line. It was suggested that we could possibly hold funeral lunches but this idea was not pursued.
FINANCE: The year’s final figures are not quite ready as there are a few bills still being received from April. Electricity costs were up, water costs were down substantially. We will have a surplus this year.
One of the recommendations of the Strategic Planning committee was that we need to build up our capital funds substantially. This issue will be discussed a later meeting.
MEMBERSHIP: The committee needs to meet soon.
International Plowing Match: Meeting June 9th. We have received the necessary paperwork from John Shea Insurance proving we are covered for events off our property.
ICE: Summer shutdown went well and everything is in good shape. The cooling tower will have repairs done this summer. The condenser will have some parts replaced at a cost $800-$1000.
Rylett Engineering: Larry presented a 2009 facilities inspection report by Rylett’s Engineering. Many of their recommendations have already been completed. Among the other recommendations is that our lounge doors must be kept closed at all times as well as the Board room door must have ¾ hr fire rated door and automatic closer. Some concrete repair work is needed. ACTION: Paul Choma will review the report and take appropriate action.
FACILITIES: House: Minor repairs have been made by Roy Inch (plumbing) on the house.
Building Lights: There are rebate programs available. Christine has received 5 quotes for replacing all the lights in the club (except the ice area) to bring about better energy efficiency. Also being considered is the installation of occupancy sensors for the locker rooms and downstairs hall. There is a $1500-$1000 rebate to change the bulbs and ballasts in the fluorescent lights. Estimated is that it would take .42 years to get back our investment. It would cost us $400. Exit signs would be replaced as well.
We will also consider changing the lighting in the lounge from the present chandeliers and wall units. ACTION: Board members are asked to review the information circulated for the meeting in July. Dave Eyndoven of Tesco Electric Supply Ltd will be asked to make a presentation to clarify the information.
RENTALS:
The ESL class from the YWCA curled in April and sent us very positive comments about their experience. They would like to come back next year. Don wondered if we could give them a gift certificate to encourage their participation. No action taken.
HST: New contracts will have to reflect the new HST.
3 requests have
been received for events in late May and early June. Don confirmed the rate and will notify them
to see if they are still interested.
OCA: Tom and Rod attended the spring meeting. We are hosting the Junior Zones and Regions, Nov. 20th and 27th. The Little Rock Spiel will have to move to December 5th. The OCA website is up and running and organizers can post next year’s spiels.
ELECTION:
Outgoing President: Tom thanked the Board for helping him run a very successful year. One disappointment for him was the lack of success with Board run events. Consideration needs to be given whether we continue to offer these events (breakfast spiel and opening party). The Steakspiel remains highly successful. He voiced concern with the large amount of money some of the leagues are dealing with and suggests it should be controlled by the club.
Curling 101 was a huge success and he hopes it will continue.
President: Moved Larry, seconded Christine that Jim be nominated as president. As there were no other nominations, Jim was acclaimed President.
Jim then took over the running of the meeting. He thanked Tom for his efforts and called for nominations for Vice-president.
Vice-president: Moved Tom, seconded Shawn that Larry be nominated as Vice-president. As there were no other nominations, Larry was acclaimed Vice-President.
NEW BUSINESS:
Annual Meeting: A reminder that all leagues are required to give their financial reports to the Board by or at the Annual meeting.
Board Responsibility: Board members are asked to consider what committees they would like to be responsible for next year.
Strategic Planning: Jim would like the Strategic Planning committee to continue its work next year and sees 3 main areas for their consideration. 1) Developing a policy dealing with capital funds 2) Prepare a 10 year capital plan 3) Expansion of the utilization of the club. Jim suggested that there be an addition of a younger/newer member to round out the committee.
Budget Committee: Needs input from the various committees.
Larry emphasized the need to get other club members on our committees.
NEXT
MEETING:
Annual General Meeting: June 16th,
Board
meeting:
MOTION FOR ADJOURNMENT: Moved Shawn, seconded Tom that the meeting be adjourned.