Board of Directors Meeting

1. Treasurers Update
Stephanie Clingan, Director/Treasurer
5 minutes

Current Status of Financials/Balances

Report on Crowd Sourced Fundraising (Kroger, Amazon etc...)

Minutes

Updates on financial transactions.

Reviewed Amazon, and Kroger fundraising efforts.  Planet Fundraiser added to our list with fundraising connections to Columbia, Shipt (Meijer/Kroger Delivery Service), Walgreens, Kohls etc.  

We should consider a fundraising email to our master list.


2. Committee Updates
Jason Hillard, Director
10 minutes

Updates from standing committees to include each venue at a minimum as well as BOH.


2.1 RiverScape Update
Jason Hillard, Director
5 minutes

Report on Tuesday League Outcome

Report on Thursday League Outcome

Plan of action for refund handling

Minutes

  • I’d say that the partnership/sponsorship and broomstacking at Lock27 was the major success of this year’s Winter League. I’ve followed up with the GM, personally, to thank them for their support. They enjoyed it and I believe that new memberships are a direct result, not only because of the support and the proximity to the venue, but because of our volunteers willing to sitting down with broomstackers after each draw and ask them to become members.
  • Communication with Riverscape & Lock 27 was easy. No issues to report.
  • Weather sucked for Thursday night league.
  • I was told that a refund check was going out last week, for the weather cancellation on 3/1. (Haven’t heard if that was received.)
  • I think there was huge demonstration from those willing to volunteer. There are some things to iron out in regards to people signing up for time slots, but clearly we have people who are willing to help out. I’d say we also experienced the opposite. As we start tracking volunteer hours, it’s clear to see that there is an imbalance (not that this is a new thing).
  • Members will be sent a message regarding refunds with short suspense to indicate they wish a refund to be issued.  All unclaimed refunds will be put in BOH.

2.2 Springfield Update
Bruce Clingan, Director/President
5 minutes

Report on Springfield League - Jess and Mel Coordinating

Report on LTC Logistics and Overview

Report on Instructional Leagues

Minutes

Wednesday leagues are going well.  Jess and Mel are doing a great job running the leagues and are implementing some new ideas.  Bruce remains available for any support they might need.

 

LTCs - First 4 LTC sessions complete.  2 more in April.  Volunteer turnout was good, but we still struggled with people not signing up but showing up.  It makes it difficult to plan and know who is showing up.  We didn't have the conversion rate we expected from the LTC's but are happy with the number of people that moved over into our instructional programming.

 

Beginners League - Bruce and Mike are running point on this.  Instructional programming and process is a bit experimental since we've never effectively had an instructional league before.  Lots of excited people having a good time.  Volunteers are needed.  We have 17 participants and need at least 7 volunteers each night.  Volunteers will likely end up getting to play in the beginners league games.


2.3 Marketing and Membership Update
Bruce Clingan, Director/President
5 minutes

Report on marketing results from Olympic Cycle

Minutes

Marketing - No update yet.  Bruce is planning on putting together a report on the Olympic marketing.  It will likely not happen until the end of the season.  

Membership - Currently 35 Traditional Members, 15 rookie members.  2 of our full members are in the Monday Rookie Leagues because there is no more room in Wednesday Night Leagues.  

Discussed promoting further membership and future membership estimates.  Important to note that BOH budgets are built on 30 member assumption.  Discussed possibility of creating list of "would be member if..." decided that that list likely doesn't have value.

Volunteer hours are being tracked in SalesForce.  Members have been given sign up page, and Bruce sent out today another email with access to a personal page for each member with their volunteer sign ups and hourly totals.  

Jasons note about volunteerism is accurate, we have a distinct group that helps out regularly, a distinct group that helps out some and a distinct group that doesn't help at all really.  Several members are asking if we need help with LTC and Beginners leagues, default answer is yes.  We need at least 7 people each night for the league, and 13 people are needed to run our double learn to curl night.  If members are wondering if an event "needs" help and that event is listed with "sigh up" on the volunteer page, then they should assume that it needs volunteers still.  When no more volunteers are needed it will show full.


3. Build Our House
Bruce Clingan, Director/President

3.1 Building Improvements
Aaron Prine, Director

Contractor Needs

  • Electrical
  • Plumbing
  • Drywall
  • Code Conversations

Minutes

  • Electrical - Full electrical service replacement needed.  New Lighting needed (Aaron has lead on donation for that), need to consider chiller location outside in front North corner of building to reduce electrical costs.
  • Plumbing - Really only fixtures for bathrooms need replaced, considerations for drainage.
  • Drywall - Not a huge priority, building the cold room wall as insulated as possible is important as budget allows.  
  • Code Conversations - Paul has already agreed to help be a POC with this but needs guidance.  Aaron will provide guidance to Paul
  • HVAC - Can't forget HVAC.  Current HVAC would have struggled with some of the warmer temps we have had

3.2 Building Acquisition
Bruce Clingan, Director/President

Lease Proposal

Needs/Wants during process

Confirmation of Readiness

Minutes

Bob is point on building acquisition with current owner.  Currently working to schedule open house and a time to meet again with the owner a little more formally with our offer.  

***Discussed purchase options in executive session***

Mike will work point on Open House with Bob.  Open house format will require all Board Members to be present to meet and greet and answer questions.  No formal presentation

Board confirmed that we are ready to move forward with this plan.


3.3 Funding/Development
Jason Hillard, Director

Donorbox Discussion

Current Campaign

Development of Member Campaign (Loans, giving, etc...)

Minutes

  • Donorbox.com is set up and synced with Salesforce and website
  • $37 raised after first Springfield LTC, by Jim Jasinski
  • One donor making $50/month contributions to BOH via Donorbox.com
  • Jason has intention of regrouping his funding committee to come up with action plan for discussing giving capacity of membership, to prepare for ask. Any help from board members, having 1on1s with membership about their willingness and ability to contribute, would be much appreciated when the time comes.

4. SuperFriendly
Bruce Clingan, Director/President

Registration Status

Volunteer Needs

Equipment Needs

  • Mop Fixed - Pat R is going to work on this
  • Scraper Upgrade - Aaron keeps saying we're going to get this done... let me know what you need

Food - Steph is handling food

Minutes

Superfriendly moving smoothly.  Need more Curl Troy registrations.  This event is for our members.

Should be laid back this year like last year.  

Raffle is coming together.  Mike has most items needed.  Will be asking Josh H to run point on raffle.

Ice volunteers will be needed, a draw lead will be needed for each of the two draws.  Friday night flood needs 6, ice prep Saturday Morning will need 6 people minimum.