Bemidji Curling Club Board Meeting

December 28th, 2022

In Attendance:

Jordan Stearns

Stuart Noble

Dave Willford

Jen Willford

Jaime Quello

Bill Sanford

Eric Fenson

Judy Mackenroth

Call to Order: 5:30 pm

Meeting Minutes of November 22nd, 2022 Approved

        1st: Dave Willford

        2nd: Jaime Quello

        Passed

Meeting Agenda for December 28th, 2022 Approved

        1st: Jaime Quello

        2nd: Jordan Stearns

        Passed

Financial Report:

• No new financial reports from the accountant
• Bank Account Balances

• Main Checking: $52,492.44
• Juniors: $7,284.58
• First National Bank Fundraising: $184,477.99
• NWMF Fundraising: $93,207.36
• Security Bank Line of Credit: $8,816.55

• With the delay of financial reports from our accountant should we consider finding a new one? It would be nice for the board to be able to view bookkeeping in real time.
• Review of Square Reports from November

• See attachments
• Reports are basic since there were no bar sales or memberships sold in November.

• Dave is working on forms to cancel the Shift CC Fees, change of ownership is needed to cancel. If that does not work we will contact FNB to have them block any charges from that vendor. Dave is also seeing on getting refunded for fees we have been charged during this period of not using and trying to cancel account.

• Reimbursement Receipts:

Motion to approve reimbursement to Stu Noble receipts for cables for the scraper that were purchased.

        1st: Jaime Quello

        2nd: Bill Sanford

        Passed

• Mark Rodgers purchased ice salt for the entrance of the club and submitted receipts for reimbursement.

• Entryway of the building is the cities responsibility and is not an expense we normally carry.
• Mark said he would take the ice and supplies home if the club does not want them.
• Refund request was denied.

• Reminder to everyone that expenses should be voted on and approved before purchases are made.

• PBTV Bill

• See attachment
• The club can save $40 a month by canceling our phone line. Additional savings could be made by canceling cable and using a streaming service like YouTube TV.
• We don’t receive many calls and most that come through are asking about the rink next door. If we feel we do need a phone number we can set up a free one through google.

Motion to disconnect phones and cable tv through Paul Bunyan and explore streaming options.

        1st: Jaime Quello

        2nd: Bill Sanford

        Passed

• Soda Expenses

• Juniors offered to pay for one of our Coca-Cola bills.
• Terry said that our first bill would be donated by Coca-Cola for the Fish Fry event but we still received a bill for that delivery.  Who should pay it?

• We will follow up with Terry before having Juniors pay.

• Root Beer & Shirley Temple expenses

• Jordan will ask Cathy & Paul about expenses for both so board can analyze what price points should be.

Ice Plant:

• Electrician came to prep for the new ice plant.
• Electrical Inspector came and our rating does not match what we ordered. Inspector said we cannot install. Our options would be to cancel the plant that was ordered and they could start building a new one to match our rating but the company would charge us 75% of the original price for the original plant ordered. Our other option would be to have our electrical panel rebuilt to meet our needs for the original plant ordered. Could cost between $20,000-$30,000. Jaime will get a quote for the rebuild of panel.

Membership:

• Dave will share membership list with league chairs to cross reference rosters to see which members have paid and which still need to.
• 250 members is our break even number.

Fundraising:

• We still have a few pending grant applications, waiting to hear back from The Eagles
• Still need to apply to Beltrami Electric and the Snow Mobile Club
• We will follow up with Terry about donation from Security Bank. We allowed them to use the club for their event for free because we were supposed to receive a large donation.
• Beltrami County approved a $4,700 donation, waiting on the check to arrive.
• We received our match from the Nielson Foundation.
• Jordan will order the PBTV handles as donation have been received.
• How should we move forward with our ask from the city for painting the building?

• We should try a new approach and ask through Nate & Marcia and not direct to the board.
• Dave will reach out to either invite to the next meeting or set up a supplemental meeting regarding this topic.

Juniors:

• Sunday & Monday sessions are full. Looking for volunteers to help in teaching.
• Registration for the Blue Ox and Curling Rocks Bonspiels.
• Juniors donated the TV and stand in the lounge area. They also purchased a closet for their brooms and the goal is for them to be able to purchase new brooms for Monday kids to use.

Bar Update:

• Cathy is on vacation.
• Eric will write checks made out to distributors that are signed and kept in the safe in the office for Paul & Cathy to use for deliveries.
• Jenny updated contact info with distributors and reps.

Key Reactivations/Locks:

• Eric will be deactivating all key cards and re activating ones that have been purchased this season.
• Board has decided to hold off for now on card reader for the upstairs doors but still feels this is a high priority club update.
• To help with access for board members, Eric will create one master set of keys for all doors in the building and have a lock box that only board members will know information for. Lock box can be reset when new board members take seats.

Merch:

• Club made $311 from presale items through Skeeter Stitch. Jen & Jordan were not thrilled with the quality of the items received: missing embroidery, different printing ink than discussed, late delivery, etc.
• Jenny is working with Thunderbird for a new set of apparel to sell during bonspiel season. Samples brought for board to see. Thunderbird will also provide the club with a faster turnaround time and better profit margin. Jenny will send board a follow up email with pricing for approval.

Defibrillator:

• Mike Liapis is contacting his family to see if they want to replace the original they donated.
• Expired unit has been removed.

Club Project List:

• We will continue to keep adding projects needed to the list and review time goes on. No new items will be completed on the list until the ice plant is completed and all expenses for that unit are complete.
• Due to budgeting and unexpected expenses with ice plant that have come up the board would like to walk away from the oven purchase, cut loses with what was already paid.

Motion to walk away from new oven purchase

        1st: Stu Noble

        2nd: Jenny Willford

        Passed

USA Curling:

• Club spends $6,000-$7,000 a year on USCA dues.
• After insurance report from last meeting the BCC will pay these dues unless we can find a cheaper alternative for our liability and board insurance.

MN Curling Association:

• Board changes have been made at MNCA and will be sending a survey to help assess needs of MN Curling Clubs.
  

Meeting Adjourned

                1st: Jaime Quello

                2nd: Judy Mackenroth

                Passed

Next Board Meeting: Wednesday, January 25th at 5:30pm