Board of Directors Open Business Meeting Minutes
20-August-2024
Approved at September 17, 2024 Board Meeting
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Board Members Present |
Board Members Absent |
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Karen Cole, Vice President Wayne Garman, Treasurer Wes Seeger, Secretary Sean Aronson, Member at Large Wayne Fleming, Member at Large Debbie Aubrey, Member at Large Darryl Horsman, Member at Large Jeff Hanson, Member at Large |
Mark Anderson, President
Members Present Lindsay Estabrooks Beki Horsman |
Call to Order:
Karen Cole called the meeting to order at 5:29 p.m. by video conference call.
Meeting Minutes:
A motion was made by Darryl and seconded by Debbie to approve the minutes from the Board’s Open Business meeting held on 18-June-24, as distributed. The motion carried unanimously with no further discussion.
Financial Report:
- July was a loss of $13,000+ year to date net cash flow was $97,000+
- Major expense of painting of ice shed
- HTH netted $16,511.
- $3300 interest receive on a 100k deposit
- A motion was made by Karen Cole and seconded by Wayne Fleming to approve the July financial report. The motion carried unanimously with no further discussion.
Committee Reports and Recommendations:
Budget – Paige Peterson
- No Report provided.
- Amy putting together all locker receipts.
- Paige will be putting together budget. Wayne will have Paige send out budget notice.
Building – Kelly Fleischaker, Wayne Fleming
- Report provided.
o Replacement tv for bar has been put in place.
o Electrical estimate has been provided for various issues.
- Dedicated 20 amp circuit in kitchen for crock pots and GFCI replacement
- Replace light bulbs, tubes and ballasts throughout the facility
o Locker Room configuration, various suggestions were reviewed, diagrams provided. Kelly provided a document which Wayne Fleming reviewed;
o Tables have arrived, circular in nature but legs may impede chair placement. Darryl feels there is need to treat the surface, this being looked at.
Events –Jenn Collins, Christy Trageton
Members: Karen Cole, Jenn Collins, Denise Juillard, Ashley Siggins (ad hoc), Christy Trageton.
- No Report provided.
- No meeting.
- 5u nearly full
- Fall fiesta 128
- Next meeting 9/10 and session is planned for bonspiel chair management
- Craig Kochen wants to have a bonspiel @ $500/team with craig as chair is there a room or schedule for this. Schedule is tight but if ice crew is amenable, it can be discussed. The idea is a community involvement event with businesses contributing prizes. Karen will look at possible dates and Darryl look at getting Craig to provide an RFP.
Leagues – Beki Horsman, Sean Aronson
Members: Wayne Fleming, Wes Seeger, Tracy Drummond, Joseph Rice.
- No Report provided.
- League registrations
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Marketing and Communications - Darryl Horsman
- No Report provided.
- Marketing computer is set up with new marketing material and is ready to be turned on.
Membership and Skills Development – Lindsay Estabrooks and Wes Seeger
- No Report provided.
- Meeting was had and we are looking to set up an additional set of open and team practice times.
- Novice camp registration is set up and open for registration.
Women’s Committee – Denise Juillard, Debra Aubrey.
- No Reports provided.
- Meeting will be scheduled for September.
Pandemic Operational Protocol Committee – Wes Seeger, Jenn Collins, Mark Anderson, Tom Fuller, and Jeff Baird.
- No report provided.
- No report of new infections
Old Business:
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2406-001 |
Short term facilities change [Mark Anderson, Karen Cole, Wayne Fleming] · Three Options were reviewed for the new locker/change room solutions. Much discussion ensued, in summary; a. There will be separate men’s and women’s locker/change rooms. b. Lockers will block off the current doorway between the two rooms. c. Lockers will block view of the changing area from the lobby/bar. d. Several options were discussed for shared lockers, short term solution will be that couples who share lockers now will each receive their own locker, in appropriate room, at the price of one locker. e. Budget has room for additional lockers which will be purchased and placement TBD. · Jeff Hanson moved Darryl Horsman seconded that ‘the building committee’s short-term locker/change room solution be implemented immediately’. Carried Unanimously. |
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2406-006 |
Kevin Martin Skills Camp [Wes Seeger, Darryl Horsman] · Event registration is set up and waiting for registration. |
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2309-001 |
Volunteer appreciation program [D. Aubrey, M. Anderson, Lindsay Estabrooks · Debbie has looked at the app that tracks and monitors volunteer participation · It must track activities and will continue to look with help from other members. · Volunteer guideline document draft is complete and has been distributed for review. |
New Business:
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2408-001 |
Ice Technician Training Request · Shawn Tait has requested permission to send Brandon Ellison to Ice Maintenance Training Class in Oregon. Cost of Class will be $737, there will be no travel or accommodation costs because Brandon is currently working in the area. · No vote necessary as amount is less than budget variance request. The board consensus was unanimous for the course to take place. It was suggested that perhaps Ice Crew should include a training amount in budget or a regular basis. |
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In Committee
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2307-009 |
Detailed Business Model for Corporate Events [Lindsay Estabrooks, Membership Committee] - Report Pending |
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2307-001 |
Stone replacement [S Aaronson, Budget Committee] · New rocks cost CAD 15,500 per sheet for new rocks with a lead time of about 18 months. [At today’s exchange rates … USD $11,364] · Reconditioning our current rocks - would need to wait until next summer as Canada Curling Stone (vendor) is at capacity right now. o Recondition strike bands – CAD 1,600 per sheet. o Recondition running surface both sides – CAD 1,800 per sheet. o Shipping per sheet – CAD 1,500 each way o Total per sheet: CAD 6,400 per sheet · Proposal is to ship all 5 sets. Canada Curling Stone will identify the best, most matched 4 sets out of those rocks. o Will vendor only ship 4 sets back? |
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2309-001 |
Volunteer appreciation program [D. Aubrey, M. Anderson, Lindsay Estabrooks, Executive Committee] · Devise a strategy and rewards for an effective Volunteer Appreciation Program · Approve new guidelines and a potential Volunteer App. |
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2308-004 |
Records Retention [D Aubrey, Executive Committee] · Digitize existing corporate paper documents. · Set up a repeatable structure for storage of digitized corporate documents. |
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2406-003 |
Update on Insurance Claim. [Mark Anderson] · No Update, move to In Committee |
Next Meeting: Tuesday, September 17/2024 @ 5:30P.M. by video/conference call
Adjournment: A motion was made by Karen Cole and seconded by Wes Seeger to adjourn the meeting at 6:41 p.m. The motion carried unanimously with no further discussion.
Note: The Board of Directors Open Business Meeting Minutes are maintained on the cccmember site for the last three months. If a member would like to see minutes from a prior meeting or meetings, please send a request to the current secretary at This email address is being protected from spambots. You need JavaScript enabled to view it..
Respectfully Submitted,
W. Seeger, Secretary
Coyotes Curling Club
