CHILLIWACK CURLING CLUB -BOARD OF DIRECTORS MEETING – Nov 14, 2012 @ 7:00 pm

Present: Present: Andre Anglehart, Lenneke Bowles, Adam Dyck, Bree Hankins, Larry Legault, Kim Mclandress,

Wendi Prinse, Bruce Renwick, Gary Robert, Dave Stephenson

Regrets: Bobby Neid, Neil Long, Fred Snooks

Absent:

Guests: Al Kersey – Optimist Curling & Everett Worth – Chilliwack Optimist Club

Al presented a brief video and overview of the U18 Optimist Curling program. Explained their fund raising activities and left us with 20 tickets to sell at $20.00 per piece. Winner receives $5000.00 and the club identified on the ticket will also receive $1000.00. He introduced Everett as our local representative. They left and the meeting was called to order at 7:22 PM.

ITEM		ACTION NEEDED
01. Agenda	Approval of Agenda Moved by Andre & 2^ndby Dave. Carried
02. Minutes	Approval of Minutes – October 17, 2012 Moved by Bree & 2^ndby Larry as amended. Carried
03. Correspondence	Received a request to transfer Bill Dowland’s membership to his wife – Norma Dowland. Approved Membership Requests – Michael Soth, Brenda Jones, Kristi Brogan, Wendy Brogan, John Pajunen, Doug Dunbar, Dean Joanisse, Chris Cassian, Ken Richard, Coleen Richard, John Wiebe, Allison Symans, Jennifer Russcle, Sandy Pitkerthly, Lee Thompson, Shawn Ratard, Eldon Lafreniere, Karissa Foord, Nicholas Woodfine, Gavin Woodfine, Rosanne Skiffington, Louie DeJaeger, Derek Trainor, Angelique Miller, Philip Croucher, Ben Fryer, Alysha Setka, Janine McCurdy, Cailin Cooke, Dezaray Hawes. Moved by Dave & 2^nd by Lenneke to Accept. Carried
04. Old Business	04.1 Poinsettia Fundraiser – Bruce said this went well and suggested we do it again next year. 189 plants ordered plus 8 to make up multiples which he will sell through the pro-shop. Profit to club $990.00
	04.2 Rocks and Rings – Wendi thanked the club for the support with the extra set of rocks. Curl BC has provided the brooms, bag and signage so she now has a full set to use in the Fraser Valley. Did 7 classes at Rosedale Community and will be at Strathcona for 2 days in December and Aldergrove for 3 days in January.
05. New Business	05.1 International Tankard 2016 – It was suggested that we send 2 delegates to the 2013 event in March in Maple Ridge. It is also expected that we send 2 delegates to the 2015 Tankard in Washington state.	Larry to bring forward some names
	05.2 Member Refund. Some executive members met with this member to discuss a request for a refund. It was felt that this would be a good will gesture in this case. It was moved by Bree and 2^nd by Andre to issue a pro-rated refund for the 1^st league fees and a full refund for the 2^nd league fee. Carried
	5.3 – In Camera Session – Kim proposed that we include this in our agenda at the end of each meeting. It is an opportunity to talk off the record and not be reflected in the minutes. It is not always necessary to be used – just allows a platform if needed. It has proven to be a useful tool in a few other situations on other boards. We agreed to add this to our agenda for future meetings.
06. Curl BC Report	Dave reported on the recent meeting. - Re Tankard – Best Western offering $79 hotel rates - Temporary tattoos / Window Clings – presented examples and costs. We agreed to purchase 500 Tattoos to be used for promotion events like Party in the Park, Chilliwack Fair etc. - Make use of Social media i.e.: U-tube, Face book etc. - Affiliation fees due December 1^st (they have been sent now) - Dominion National Championship – if we are participating, registration is due end of January. Poster in hallway - Next meeting is January 20^th. It is The President & Manager’s meeting so Bruce & Kim are invited to attend. Regrets sent - ChiliSpiel Weekend.	Bruce to order temporary tattoos. Kim to send email reminder to members re Dominion Cup.
07. Manager’s Report	- League dues 95% collected. Outstanding dues will be cleared up before Christmas. All players with outstanding dues have been contacted and arrangements have been made. Most members are following the spare rule, but a few have walked out when requested to pay their spare fees. The majority favor enforcing the spare rule and when the green fees analogy is used most see the reasoning. - Friday Night Learn to Curl instruction portion ends in 2 weeks. Down to 20 people, but have 2 more starting next week. Games portion starts Dec. 21. If I can find a coordinator I will run an ad in the paper and try a shortened 8 week instructional program starting after Christmas. All participants are really enjoying the program and just about all have purchased brooms and shoes so are committed to the sport now. - ATM machine was installed yesterday, but we need a different modem so it will have direct access to the internet. It was installed on the lower floor for security reasons due to the concrete floor. We will put a sign on the bar till when operational stating that an ATM is available and the staff bartender can let patrons downstairs to access the machine. - I have switched back to Telus as our internet provider as Shaw no longer provides free Internet Security. We would have needed a different router for the ATM so it was time to switch back to Telus. The fax line has been cancelled as a separate line to the building and is now a free smart ring option on our new phone package. “In Province” long distance is also free and we have call display and voice mail as free options now. We will get much faster Internet service and our overall Phone, Internet and cable bill should be @ $150.00 less a month. - Ladies Pot of Gold Bonspiel went well, but only 18 teams. A reflection of lower Day Ladies leagues or the economy perhaps. Ladies are aware and will try to fill it next season. - James is going to scrape and flood this weekend before the Men’s play downs in 2 weeks. There are 12 teams entered with 3 from Chilliwack. Draws start at 2 pm. and 9 pm on Friday Dec. 14 and run 9 am, 2 pm and 7 pm. on Saturday and Sunday. We will need someone to coordinate the playdowns.com website scores for all the draws as well as take pictures of the qualifying teams. I have hung a bartender and ice cleaner schedule on the white Board downstairs. - Poinsettia Sales went very well. We sold 190 plants and I had to order 8 extras to fill out the multiples of six per color. I will try to sell these at the proshop or to the Day Ladies as prizes for their Christmas party. This venture will net the club $990.00. Although there was some work in coordinating and accounting for the sales on my part it was definitely worth it. The office seems to be the easiest way to do the picking up forms and receiving orders. I suggest this become a yearly fundraiser for the club. - Wendi and I attended a meeting at City Hall with a researcher commissioned by the City to do a study on community sporting, recreational and cultural needs over the next decade. I presented him with our current and past season’s numbers of curlers and pushed towards the City partnering up with us to provide a new 8 sheet Curling Club. More open houses and information gathering sessions are planned for the new year
08. Reports	08.1 Review Action Pending i) TV Screens – installed ii) ATM Machine purchase – installed iii) Curl BC 50/50 – Lottery Corp. has put this on hold until next season iv) Rock Sponsorship – Wendi waiting for reply from Contact in Manitoba on their criteria
	08.2 Executive - met with a club member and spouse to discuss request for refund.
	08.3 Finance/Treasurer & Revenue Generation - other income is up due to$ 3000 From the Masters & $5000 from the Ladies - Advertising – 2^nd set of invoices issued., another $1000 collected and $3000 still outstanding - curling rocks grant arrived in November $20,000 - on par for income and expenses so far - Gift Certificates available in office
	08.4 Building/Facility Enhancement - Lights have been fixed and the no more ceiling leaks - there is a hole in the wall near the front door to be repaired
	08.5 Bonspiels & Leagues – - committee suggested we raise bonspiel fees to $220 from $210 - committee recommended we purchase one set of glassware for each league and then over $15 Club bucks to Division winners in future - presented membership statistics – 612 active curlers - ChiliSpiel plans are under way - Need about 20 more prizes for the Men’s spiel
	08.6 Membership Recruitment & Retention - suggested that we put up more pictures on Face book
	08.7 Juniors & Clinics - interclub here this weekend & next
	08.8 Social – approx 15 people attend the Grey Cup party and it was good. Hope to improve upon this next year. - Suggested a Super Bowl party - reminder about Appy Nights for December	Larry to send out email reminder about Appy Night
	08.9 Ice Conditions – all good
	08.10 Awards Larry reported that we raised $734 at the Frank Jamieson Pub night, $400 to go to recipient and balance to go into fund for investment. Will be reimbursing Rod (Kiwanis) $10 for Gaming License fee. Gaming reports done and mailed.
09. Remarks	09.1 Past President Larry – no comment
	09.2 Vice-President Andre – no comment
	09.3 President Kim – no comment
10. Next Meeting	To be announced. Possibly not until January.
11. Adjournment	Motion received to adjourn meeting at 8:34 p.m.