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September 2010 Board Meeting                                               (posted Sep 04,  2010)

The Board of Directors met on Wednesday September 1, 2010 at 7:00 pm. in the main floor Board Room. 
In his President's report Colin McLachlan welcomed existing and new Board Members back for the upcoming 2010-2011 curling season hoping that everyone enjoyed their summers thus far and were ready to endure and tackle the 2010-2011 curling season.
A few other brief highlights of the Board Meeting  :
 
  •  Items carried over from the previous meeting :
    1. Registration Night - Dan Sul noted that a sign will be up shortly.  He requested volunteers to assist him on Sept 9.  Some of the board will be away fishing but Doug, Vic & others will be present.
    2. Misc :
    (i)  facility rental rates - Dan Sul and Brent are reviewing some notes forwarded by Vic about rates set by the Board back in 1989.  We decided to continue this discussion at our next meeting in October.         
    (ii) Liability insurance questions - Dan Rosentreter was not available to provide an update.
    (iii) Cable TV alternative - Frank asked for confirmation that we would like to have HD service and if we would be open to bundling telephone, internet and cable tv from a single provider (Shaw or MTS) to get best price  We currently have phone from MTS, tv from Shaw.   We said yes to the HD and bundling options. 
    (iv) Pre Season curling clinic - John McLachlan had shown interest in organizing this for the week of Oct 4.  John was unable to attend the meeting to give us an update.
     
  • Correspondence :
    From/to the CCA : 
    -Letter received re their auditing of donation receipts to comply with CRA requirements.  Subsequent emails, process changes and website updates followed.  Sent emails or letters explaining changes to previous DLCC donors who have used CCA to get tax receipts.
    -Received cheque and list of names re donations made to DLCC through the CCA in the 2nd Quarter of this year.   
    From/to the CurlMB : 
    -Sent in "Annual Statistics Report" ,"In Memoriam" and "Email Contact "  forms for 10/11 season. 
    From/to WCCA : 
    -None yet but expect a meeting to be called in September.      
    From/to others : 
    -Sent letters to John McLachlan, Wayne Buckle and Ginette Furney confirming their DLCC shares. 
    -Received copies of letters from 3 Past Presidents re donations made to DLCC through CCA. 
    -Received request to redeem a share for a member deceased in 2002.   
    -Sent MGCC  a "License Amendment Request Form" re changes to our executive for 10/11
    - Email from Bruce McBeth  to the Board noting that our Grey Cup pool license was approved by Manitoba Lotteries and the tickets are now processed into envelopes ready for distribution.  His committee has decided to hand out the tickets during the second week of curling this season.

  • House & Finance Committee report :
    -Treasurer Bruce Kerr  was unable to attend but had provided Vic with copies of the up to date Balance Sheet and Profit & Loss Statements.  Without Bruce's usual guidance through the numbers, we only did a high level review.
    On the Balance Sheet statement, the total cash in all the club's bank accounts is just over $52K.  Our bar inventory is higher than last year at this time.
    On the Profit & Loss statement, Total Income year to date is about $2K less than last year at this time mainly due to donations being lower.  Last year we had money flowing in for the Provincial  Jr Championships and the AED project.  Memberships & Dues to date are on par with last year's numbers. Expenses continue to be under that of last year, but it is still early in the season
    -House & Finance Chair Brent Mackie then read his House report.  Over the summer months Laurie &Frank Michell accompanied him and Andrea  with the reorganizing of the upstairs lounge area. Dan R and Candice Andries looked after the quotes on what may be new light fixtures in the future.  The past presidents saw to it that the chairs in the caribou room were all recovered and the room is in the best shape ever seen in years.  In July Brent  was busy getting quotes on eaves troughs as well as carpets and Installation for the upstairs, main floor and the men's locker room.   He also had some discussions on fixing parts of the parking lot.  As for the golf day broken window,  Assiniboine golf course and Deer Lodge decided that neither one of us wanted to haggle over deductibles after our club received a broken window from one of their golfers this summer.
    Brent received a verbal quote on replacing the carpet on the seats between the ice sheets with a leather type material with padding (deer lodge blue) , the same as the caribou room.   We thought this was a good thing to do. The question of durability of the vinyl/leather like material was asked.  Brent said it has been used at other clubs and was assured by 7 Oaks Upholstery that it could take up to -40 temps.  A motion was made by  Brent Mackie that we spend approx. $500 to have 7 Oaks Upholstery recover the rink seats. All present approved and the motion carried.
    Brent was also pleased to announce that the ice plant has been started after a few days of minor trouble. The Brine pump has been changed because of a leaky seal, the replacement was installed.  No invoice for this as of yet. The seal in the back up pump is being fixed.  The motor will most likely need an overhaul at the end of this year costing from $5,000 to $6,000.  The major upgrade this past summer, the puck board sheetn dividers were installed  for a grand total of just over ten thousand dollars.  We now have a very happy  ice maker.

  • Membership & Draw Committee :
    - Chairperson Dan Sul read his prepared report.  With the help of Frank and Brent they have been trying to contact last year's skips to find out the status of their team this year.  80 curlers have paid up their dues, so many have yet to pay.
    Rob Cornelius will be arranging the advertizing sign at the Food Fare on Portage Avenue to post our registration night.
    Men's Leages early tally of teams so far and not all teams have replied, is as follows:
    Monday twelve teams (full draw), Tuesday 10 teams 2 short, Wednesday has 21, 3 short with a couple waiting.
    Thursday has 8 teams presently. (4 short).
    Dan has introduced a few single players wanting to come into the club to teams that let him know they were short.
    Registration Night is Thursday, September 9 th, 2010 at 6 pm.  As noted earlier Dan recruited a few assistants from those present to help out that evening to insure the forms are filled out completely and the proper amount of monies are collected.     Dan also commented that he has been in contact with the business ladies who will be at registration night for their league.  Vic confirmed with Dan that Doug Bauer (Bantams coordinator) and Candace (Little Rocks) are aware of the Sep 9 Registration night.

  • Entertainment Committee :
    - Chairperson Frank Mitchell read his prepared report.  He commented that he has been forwarded the entertainment documents from the previous chair and has been reviewing the structure for the upcoming season.  Once this seasons events and  dates are confirmed he will have the DLCC Events peg board updated for the 2010/11 season.
    Frank has contacted the entertainment subcommittee for the upcoming season via email and has requested a meeting on registration night to review events and set up responsibilities throughout the season.
    He noted that our semi-annual meeting is Oct 7'h, a light lunch will be ordered from the kitchen - attendance estimate is 15 - 25.
    The first major function is the Past Presidents night.  He  will speak with our past president liaison to review last year's event and note any requested changes for this year's function.  Dan Sul pointed out that the Fund Raiser is a  major event for which planning has to start very soon.

  • Promotion & Publicity Committee :
    - Chairperson Dan Rosentreter was unable to attend the meeting but he had emailed in his report,  which Vic read to the attendees. He had met with Frank in mid-August to discuss the promotions and publicity position. Dan noted that Frank did an excellent job describing the position so he feels comfortable taking on the role for the season.  His plan is to start contacting all existing advertisers beginning the week of September 13th. Although the main goal is for all existing advertisers to sign on for another year, he will also try to increase advertising revenue as he has a few ideas on companies to contact.  He reported that he looked forward to taking on this responsibility for the 2010-2011 curling season.
    Included with Dan's email report was a proposal to upgrade the lighting in the lounge.  We did not specifically review the proposal.  We did however take another look at the lounge lights after the meeting.  As part of the lounge reorganization the lights had been cleaned and actually looked quite good.  Discussion that  followed focused on other ways we could spend money to improve the lounge area such as  adding wood molding to the bar and perhaps removing the two old crt style tvs & info center monitor and replacing with a second wide screen tv somewhere in the lounge.  We will discuss again at the next meeting.

  • Junior Curling
    - Doug Bauer and Candace Andries had emailed their regrets about not being able to attend the meeting.  Both were aware of the Sep 9 Registration Night.  Candace also asked if we could try and have the "ghost" houses on sheets beside each other again this year as it was very helpful last year.  Brent will see that Hal is informed.

  • Other Items of Interest
    - Cleaning of Glulam Arches
    Brent Mackie would like to get the arches cleaned up to the first cross pieces to improve their appearance.  He will organize a volunteer work party via email. If he can't get the necessary turnout we agreed that he could spend $200 to hire some one for the job.
    -  Ice & Events Schedule
    Rob Keough has gone through a couple of rounds of updates on the schedule of the ice and other events.   The schedules are fairly well set. The web site has been updated including the month by month schedule, the individual schedule pages for each League is updated, and a pdf version of the for whole season is online as well.
    -Preparations for Oct 7 Semi-Annual Meeting
    Vic gave an overview. He will send out draft copies of the agenda for Oct 7 and the "Welcome Back" letter that is to mailed out. Committee chairpersons are to prepare formal reports for the Semi-Annual Meeting which they can preview at our Oct 5 Board meeting.
    - Grants Committe
    Colin asked about getting the Grants Committee started up to pursue grants from the governments for this season's major projects.  Brent, Dan S, Colin and Doug agreed to a meeting before our next Board meeting in October. Doug requested that Colin as President of Deer Lodge write a letter to the city's records offices on Fort Street requesting a copy of the blue prints for the foundation of the arena portion of the club. Doug needs this info to deal with contractors on quotes.


  • The next Board meeting is Tuesday October 5th, 2010 at 7:00 p.m.
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    Last modified : Sep 1, 2010,  10:30 am