Board of Directors Open Business Meeting Minutes 21-October-2025 DRAFT

Coyotes Curling Club

2202 W. Medtronic Way, Suite 101

Tempe, AZ 85281

Board Members Present

Board Members Absent

Mark Anderson, President

Wayne Garman, Treasurer

Wes Seeger, Secretary

Jeff Hanson, Member at Large

Debra Aubrey, Vice President

Joseph Rice, Member at Large

Wayne Fleming, Member at Large

Darryl Horsman, Member at Large

Karen Cole, Member at Large

Members Present

Lindsay Estabrooks

Craig Kochan

2308-001

·       Volunteer appreciation program [D. Aubrey, M. Anderson, Lindsay Estabrooks, Executive Committee].

o   Debbie will be addressing some open questions in future meeting.

2502-009

·       Craig Kochan Event – The Old Fashioned [K. Cole, C. Kochan]

o   New document was sent detailing plans for event

o   A sub-committee was formed and met. The feeling is that we need to have a signature event.

o   3 brackets, 4 teams per bracket, half of teams will get prize money.

o   Discussion re: current event movement with some suggestions to get Old Fashioned in February, 2027.

o   Pasta Brioni may undertake the food with excess revenue to the club.

o   There is a planned draw to the button for a car.   This will be a driving force for sponsorships. Possibility of volunteer participation

o   Looking at a band playing one night, with a couple of options being looked at.

2509 -BC1

·       Update on camera installation

o   Camera are installed, wiring in place. Just fine tuning.

o   Debbie was able to get us a discount on Dell computers for the camera and software is being installed. Will be tested tomorrow and Thursday in prep for this w/e 5U event.

o   Some problems with mics but still be worked on.

o   Fiber is installed.

o   Joseph will do a ‘how to’ for the streaming.

·        

2510-001

o   Update on Lease Discussions with Landlord [M. Anderson]

o   Mark and Mike Siggins spoke with Chris the landlord early in September. He is in favor of extending our extending next 5 year lease on the paper now.   After some waffling he says he would provide pricing for the new 5. He also suggested he could help pay for improvements.

o   A spread sheet was provided with the lease rates through 2023.

o   He also suggested he could help pay for improvements. Mike and Mark feel that getting lease extension is more important

o   This would give us 8 more years after this season.

Jeff Hanson moved, Wayne Fleming seconded that;

The board agrees to move forward with the rates per sq. ft. described through 2033. The lease sub-committee will finalize the wording of the contract.

Motion Approved Unanimously.

2510-002

o   1-day Curler Insurance [D. Aubrey]

o   Email came from USAC re: 1 day curler membership which would provide an extra level of insurance for 1 day events such as Corporate or Try Curling events.

o   Mark feels the reason they are doing this is more so the USAC can have contact info for all the prospective curlers.

o   Discussion, without a clear resolution, re: how this would affect our current insurance and how we could guarantee participant privacy of contact info.

o   USAC curling will hopefully provide more information.

2510-003

o   Draft 2025-2026 Budget

v  Revenues are expected to be similar to the previous season.

1.       League fees will continue to be the largest revenue item, with $190,000 expected, the same level as last season.

2.       Learn to curl events are expecting an increase in fees of $3,500 with the Olympic year

3.       Corporate events are expecting an increase of approximately $6,000.

                                                                           i.      Is this feasible with the volunteers available??

4.       Bonspiel events are all expected to generate a similar income to the past season.

                                                                           i.      The open bonspiels will each have expense budgets of between $4,000 and $4,500

5.       Building Committee Improvements have budget set at $45,000.

                                                                           i.      This includes $15,000 from the current AV project.

                                                                         ii.      Specific projects will be identified later in the season.

6.       Building Committee Repairs have been budgeted at $15,000.

                                                                           i.      This is very difficult to predict and no specific repairs have been identified

7.       Marketing has requested a substantial increase to $34,000.

                                                                           i.      This is compared to expenditures of approximately $3,000 last season

v  Based on these budget amounts, the club would make a profit, but it would be reduced to just over $30,000 for the season.

v  Committee Chairs are asked to review their budgets and make revisions as appropriate, in the next two weeks. The budget committee will send out communications to this effect.

2510-004

·       Questions from members re: getting involved with volunteering and how to get put on contact lists [Joseph Rice]

o   Joseph wanted to know if there is a system for members to sign up to volunteer with actionable items. We have a strong interest from new curlers, and we’d like to be sure their volunteer asks are addressed.

o   Wes pointed out that there is a Member Page for volunteer requests but there is no verbiage to explain roles and responsibilities and no formal action comes from the page.

o   Joseph will work to devise a workable plan to encourage and act upon volunteering requests.

2510-005

·       Questions from members re: getting involved with volunteering and how to get put on contact lists [Joseph Rice]

o   Joseph wanted to know if there is a system for members to sign up to volunteer with actionable items. We have a strong interest from new curlers, and we’d like to be sure their volunteer asks are addressed.

o   Wes pointed out that there is a Member Page for volunteer requests but there is no verbiage to explain roles and responsibilities and no formal action comes from the page.

o   Joseph will work to devise a workable plan to encourage and act upon volunteering requests.

·       General consensus is that the sub-committee will be formed and will reside under Marketing and Communications.

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.

2308-004

Records Retention [D Aubrey, Executive Committee]

·       Digitize existing corporate paper documents.

·       Set up a repeatable structure for storage of digitized corporate documents.

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.

2502-009

Kochan Event

·       Proposed competitive bonspiel for men

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

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.

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.