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Coyotes Curling Club 2202 W. Medtronic Way, Suite 101 Tempe, AZ 85281 |
Board of Directors Open Business Meeting Minutes
19-August-2025
Approved September 16, 2025
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Board Members Present |
Board Members Absent |
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Debra Aubrey, Vice President Wayne Garman, Treasurer Wes Seeger, Secretary Jeff Hanson, Member at Large Karen Cole, Member at Large Joseph Rice, Member at Large Darryl Horsman, Member at Large |
Wayne Fleming, Member at Large Mark Anderson, President
Members Present Tracey Drummond Lindsay Estabrooks Andie McDonald Craig Kochan |
Call to Order:
Debbie Aubrey called the meeting to order at 5:30 p.m. by video conference call.
Meeting Minutes:
Motion to approve the July minutes as presented. Moved by Jeff Hanson seconded by Karen Cole. Carried unanimously.
Financial Report:
a. July 2025 Financial Report
i. July was a loss month, losses exceeded revenues by approx. $9900
ii. Yearly situation is still in profit situation by approx. $88,000.
iii. Hotter than Hell made the most money in the history of the event.
iv. Club received a $15,000 donation for the new camera system.
Moved by Darrly Horsman seconded by Jeff Habnson that the July 2025 financial report be approved as presented. Carried unanimously.
Committee Reports and Recommendations:
Budget – Paige Peterson, Wayne Fleming
- Report provided.
- Paige sent apologies for late contact.
- Money was allocated for a new smart broom which has been purchased.
- Current cash register system is outdated and can’t be updated. Bar committee is working on a new system for approximately $2500.
- Darryl indicated that we need to have specified bar people for our Title 14 Bar License. Darryl will talk to Paige about ensuring that these are in place.
Building – Kelly Fleischaker, Wayne Fleming
- Report provided.
- Summer projects
o Clean side and back boards in icehouse
o ‘Set up Day’ to put the warm room back together
o Gripper cleaning – need to hear Tom’s idea from Tracey
o prior discussion regarding this issue: - dirty ice discussion and determined the need for education to be provided on how to properly clean the grippers – Beki to put in newsletter
- Camera status is not clear due to communication between ice and building committee. Wes will confirm with Wayne whether that is happening.
- Proposal for the creation of a subcommittee to develop a mutually agreed upon protocol for the banner installation.
Events –Jenn Collins, Christy Trageton
Members: Karen Cole, Jenn Collins, Denise Juillard, Ashley Siggins (ad hoc), Christy Trageton.
- Report provided.
o 5U is still full.
o It was decided that for events most food will provided from event budget as opposed to volunteer food donations. Some room will remain for small food donations.
o We did have a quote from a catering company to provide food for events but it was too expensive so Karen will re-request quotes.
o Still talking about new ways to converse with volunteers.
o Darryl asked about the status of the old fashion bonspiel, Mark is coordinating possible organization.
o Lindsay Estabrooks brought up comms with new hotels re: posting rates for bonspiel rate. It should be forwarded to Debbie for memorandum of understanding.
o The computer for scoring at events is not working and a new computer is needed. Karen will investigate
Leagues – Beki Horsman, Joseph Rice
Members: Wayne Fleming, Wes Seeger, Tracy Drummond, Joseph Rice, Lindsay Estabrooks.
- Report provided.
- League registration opened Aug. 1
- Sunday night is full,
- Joseph is coordinating coordinators of current leagues.
- More social events are being coordinated including bonspiel and other events. Decisions regarding approval is up to the Leagues Committee.
- Newbie scrimmages will be happening on Saturdays.
Marketing and Communications - Darryl Horsman
- No Report provided.
- Business as usual.
- Darryl has been working with Paige re: promotions for upcoming Olympic activities.
- Channel 12 video has been posted to the website.
- Try Curling and other events are going to be promoted 6 weeks in advance.
- Discussion re: where to keep marketing materials i.e. Google v OneDrive – Debbie needs to know for records retention purposes.
Membership and Skills Development – Lindsay Estabrooks and Wes Seeger
- Report provided.
- Registration for membership opened in July, we have 124 members right now
- Lindsay reviewed membership trends and found that we lose 25% of members each year and 25% new.
- Try Curling and Intro to Curling events are all scheduled. Rates for Try Curling and Corporate Events will be going up for the Olympic period.
- Darryl brought up the issues of Customer Retention Management and how we can track the cost of ‘getting’ a new member. He will talk with Lindsay and Wes about tracking and retention.
Women’s Committee – Andie McDonald, Debra Aubrey.
- No Report provided.
- Haven’t had an official meeting. Andie is sending communications to the members and will update the list of members.
Club Safety Committee – Jeff Hanson, Wes Seeger, Mark Anderson, Lindsay Estabrooks, and Jeff Baird.
- Report provided.
- A new member list has been put together after review of old members and ‘drafting’ of new members.
- Emergency Plan has been drafted and is read for review and edit from the board and committee members. Jeff will also review locations of equipment and the placement of the plan.
- Wayne G. mentioned that he is renewing insurance and was asked about our concussion protocol, Jeff agreed that we should have that in the emergency plan. Debbie mentioned that there is a concussion protocol sheet in the office. Andie mentioned that College Curling Association requires the person to stop curling and be removed from ice and cannot resume play for entire game. USWCA might have a protocol and same with USA curling.
- Jeff would like us to teach first aid and CPR and will work on getting instructors for this purpose.
Old Business:
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2506-BC1 |
Update on video streaming system upgrade [Mark Anderson] · See building report |
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2308-001 |
Volunteer appreciation program [D. Aubrey] · Some questions about what app to use. Debbie provided a PowerPoint and suggested we purchase (low cost) volunteer tracking app. · Debbie recommended not having a volunteer coordinator. · Debbie recommended updating it for the next meeting. |
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New Business:
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2508-001 |
Warm Room Seating · Jeff Hanson wants to consider getting ‘movie’ seats to replace the couches at the glass. It would more than double the seating at the glass, we could get rid of the bleachers and make room for more lockers. Debbie recommended that is worth bringing up and that he should take it to the building committee. Events committee should be in the discussion for configuration purposes. |
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2508-002 |
Streaming Software · Joseph brought up software for the streaming and has a free app that is being reviewed |
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2508-003 |
Wauwatosa Curling Club Flooding · Karen Cole indicated that Wauwatosa had some severe flooding damage and is wondering if we could/should make a donation. · Karen Cole moved and Wes Seeger seconded that we donate $1000 to Wauwatosa. Motion carried 5 to 1. |
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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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2502-002 |
Dedicated Building Fund Financial Arrangements – Working Group · set up policies for downpayment, relocation and build out for a new dedicated facility with the goal of raising money by 2028. |
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2507-002 |
Olympic New Curler Retention Plan [Cayman Unterborn, New Committee] · Cayman will come up with a statement of purpose and report to the board |
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2507-004 |
Bonspiel Cancellation Policy [Karen Cole, Wayne Garman] · Karen and Wayne Garman will work on developing and publishing a clearly worded policy and requirement for bonspiel cancellation refunds. |
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2507-001 |
Lifetime Membership Award [Lindsay Eastabrooks] · Lindsay will come up with some guidelines to set up the Lifetime Membership Award as an ongoing activity. |
Next Meeting: Tuesday, September 16/2025 @ 5:30P.M. by video/conference call
Adjournment: A motion was made by Karen Cole and seconded by Darryl Horsman to adjourn the meeting at 6:27 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
