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Meeting Minutes, June 28, 2016

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Port Moody Curling Club

Meeting Minutes

June 28, 2016

Present: / Kevin Perry, Judy Wynes, Peter Muir, Melissa Sims(arrives at 1909hrs), Steve Matovic, Tracy Crawford, Elaine Collins, Meno Ford, Stu Ren, James Mcleod
Regrets: Jamie Milward, Geoff Bartlett, Dave Halliwell
Next meeting: / To Be Announced

Meeting Called to Order at 1904hrs.

Kevin Perry moves to accept the minutes from the last board meeting. Peter Muir moved to accept the minutes, seconded by Steve Matovic.

It was then requested the Agenda be modified to include the following items;

  • Resignations of Jamie Milward
  • The Smart Ice Bill – outstanding
  • Lounge Report
  • Cleaning of brooms for the 2016/2017 Season
  • Octoberfest and
  • Curl BC Affiliations

Kevin Perry moved to accept. Peter Muir 2nd the motion. All members voted in favor.

Learn to Curl

The new and improved Learn to Curl will be held on the same day as the Open House. Learn to Curl will be between 1pm and 4pm on September 10, 2016 and the cost to participate will be $30 per person.
The Open house will see new players mixing to play with the existing members and will run between 6pm and 9pm at a cost of $25.00 per person. Existing players will be expected to curl with new participants in order to enhance their learning experience. The entry fee for the Open House curl will include a light dinner.
Tracy Crawford has agreed to teach the Learn to Curl however a call for Volunteers is needed to assist her. Elaine Collins, Judy Wynes and Kevin Perry agree to assist. Other Members of the Club will be asked to Volunteer via the website and email.
Membership Coordinator
The Membership System is under construction. Peter Muir to contact Elaine Collins when construction is complete. Elaine Collins to meet with outgoing Coordinator and Peter Muir to transfer duties once the System is up and running again. Expected timeline for completion is August 2016.
**NEW** Changes/Responsibilities for League Presidents
The City no longer wishes to receive ice dues from each individual League. Beginning these 2016/2017 season Club dues will be payable to the PMCC ONLY. Each League will then receive their League funds from the Association after membership dues and ice rentals have been deducted. League dues may now be paid at the Bar/Lounge via credit card, debit or cheque.Credit card payments will incur a surcharge.
Reminder to ALL League Presidents – it is imperative, in order to track our Membership, that Members register each and every year via the Online Registration System.
Logging Volunteer Hours
Each year the Club submits an application for a Gaming Grant from the Provincial Government. In order to qualify the PMCC must submit the number of volunteer hours of each volunteer. Successful applications provide the Club with monies to purchase equipment and upgrade our facilities. For the 2016/2017 the PMCC will receive $23,000. Volunteers are asked to be diligent about logging and reporting volunteer hours.
TASK: Peter Muir to re-disseminate the Volunteer Log, with Instructions, to all League Presidents
League Presidents to disseminate Volunteer Log with Instructions to their Membership
Kevin Perry to disseminate the current list of Volunteers NEEDED.
Peter Muir to apply to the Provincial Government for “Reconsideration” of the Grant monies – requesting more. Motioned by Kevin Perry, and Seconded by Steve Matovic, with all Board Members present in agreeance -- Peter Muir will approach the Provincial Government requesting a review and a possible increase in funds to be provided to the PMCC.
Coquitlam/PMCC Merger Meeting
Meeting occurred with cities of Port Moody and Coquitlam and the PMCC plus the Coquitlam curling club. City of Coquitlam called to discuss possibilities of merger and collect feedback. Kevin Perry did talk about synergies with merger, but these were not of interest to Coquitlam curling club who are continuing the fight to keep their club separate. City of Coquitlam desires a partner to build a new facility, City of Port Moody will not be that partner, possibility that CurlBC might be that partner. City of Coquitlam requested the number of joint members of our two clubs. A rough estimate of 40 was made, but PMCC and CCC must review our membership roles jointly to confirm.
Motion from the board forbidding our membership director from releasing the required information to CCC due to privacy concerns was passed. Additionally, it was determined that this fight was not ours to take on but regrettably Coquitlam’s battle to endure. We will make future decisions when the Cities or Clubs ask us to participate.
Smart ICE – Outstanding Invoice
The Invoice from Smart Ice for PMCC with respect to the mid-season ice maintenance contained errors. The invoice was paid by the City of Port Moody and City is now requesting payment from PMCC. Motion by Kevin Perry to pay the city immediately, seconded by Peter Muir passed.
Season Opening Broom Cleaning
The Brooms require cleaning before the 2016/2017 commences. The Club is seeking volunteers for this task. It is our hope that the Juniors might volunteer for this small 2-hour project. Failing that Kevin Perry to put out a call for Volunteers on the PMCC Website.
NEW – Ladies “Daytime” League in Port Moody
Task: The President, Kevin Perry, to put out a message on the website. With a new Social Media member appointed – more advertising will occur. All those interested should contact Tracy Crawford Smith.
Octoberfest Volunteers Required
Although not a PMCC function – the PMCC lounge will benefit from the Port Moody Octoberfest Event. That said, the PMCC is looking for those Volunteers with a Serving it Right Ticket to assist at the Octoberfest Beer Garden. The PMCC will benefit from the bar proceeds.
TASK – Kevin Perry to put out a call for Volunteers on the Port Moody Curling Club Website.
Curl BC Affiliate Fees
Curl BCwill now be charging the PMCC fees for Learn to Curl Players and City run programs. This fee will include the High School students and City run participants utilizing our facilitiy. To date these dues have not been collected. A motion was made that the City will be responsible for collecting said dues by Kevin Perry. This motion was seconded by Peter Muir. Tracy Crawford Smith to advise the City of the Boards decision.
Outstanding TASKS from the Last Meeting
  • Membership Coordinator – Transfer of Duties
  • Financial Management- Transfer of Duties
  • Web/Marketing Board Member to be replaced/elected
  • Dave Halliwell – update on the status of a food cart provider for Open House. As well an update on Advertising Sales.
Round Table
No new items added.
Motion to adjourn at 2108hrs. 1st Kevin Perry, Seconded by Elaine Collins. All in attendance agreed.