Tca executive meeting minutes

TCA EXECUTIVE MEETING MINUTES
DATE: 29 September 2015

LOCATION: Donalda Golf and Country Club – Card Room

ATTENDING: Hugh Murphy, George Karrys, Grace Bugg, Richard Hart, John Headley, Jim Wilson, Cory Randell

REGRETS: Jason Chang, Michelle Smith, Jeanette Soo, Danielle Inglis, Ray Husain

1. MEETING TO ORDER
George called meeting to order at 7:21pm.

2. MINUTES
Motion to approve previous meeting minutes

– Grace moved, Hugh seconded – CARRIED.

George to complete minutes from AGM and submit for approval.

3. FINANCES
a) Audited financial statements to be approved by next meeting. John and Sindy are working on finalizing our 2014-15 financials with the auditor.
b) Discussion held regarding event banking fees for Championship registrations. TCA estimated fees are 3%. OCA fees are lower and Jim’s company’s fees are even lower at 1.75%. Hugh to inquire who the OCA uses and whether a better fee may be negotiated.
c) Hugh noted that the notification date for a possible grant for an ED is mid-December.

Amount requested was $250,000 to cover an ED salary for three years.

d) Cheque numbers: Signed are 838-842 with 837 written to Grace for bonspiel catering. John to set up with bank new signing authority for Grace. Grace to follow up with visit to the bank. George Cooke to write a letter to be removed.
e) George noted our annual insurance renewal date of is the end of October, meaning the renewal documents should have arrived at the mailbox.
f) Grace is in possession of the mailbox keys; she is going to retrieve the contents.
g) Discussion as to moving forward with Retractor Banners to publicize the TCA Circuit. Hugh to investigate revised cost from Byron Scott (the banners were budgeted for last year but not produced).

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4a. BOARD OF DIRECTORS MEETING STRATEGY

Frequency of board meetings was discussed. A mix of conference calls and face to face meetings was suggested. Going forward we considered the third week of the following months: November, January, March, April (the March meeting to prepare for a full TCA meeting in April.) Conference calls possibly in December and February.

4b. TCA CONSTITUTION/ BYLAWS

Discussion ensued regarding a committee to examine amendments to our Constitution and Bylaws in time for the AGM spring meeting. George reported that Jeanette Soo is willing to chair. Beth Potter (Annandale) and Bruce Orrel (York) offered their services on the committee. Specific areas to consider include loans, TCA rebranding (to include GTA), updated terminology (Championships not Bonspiels) and an ED. George to speak to Jeanette regarding the committee and the bringing of any larger questions and concerns to the November meeting.

5. TCA EMAIL ADDRESSES
Board members are asked to contact Danielle Inglis with how they want to communicate regarding email addresses ([e-mail]). Some board members want the TCA emails to be sent to their mobile devices.

6. MIXED DOUBLES CHAMPIONSHIP
Discussion ensued regarding the TCA hosting a Mixed Doubles Championship. Hugh to explore dates/locations in time for the November meeting. Possible thought to hold a TCA event before provincials in Annandale. Goal to make event accessible to all TCA members. Richard to follow up with Janet (Cricket) and Mike Harris.

7. CHAMPIONSHIP COMMITTEE CHAIR MEETING
Rich expressed the intent to reach out and meet all the TCA championship committee chairs.

8. CIRCUIT PROMOTION
a) George stated the TCA Circuit needs a much bigger promotional push this season, and all board members must be involved. He showed a one-pager listing the bullet-point reasons the Circuit is awesome, and will edit and forward to the board.

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b) Ray and Michelle to put together an email to their respective TCA reps and managers urging bonspiels and curlers to register for the TCA circuit. Various board members suggested that all club bonspiels could be registered by anyone, and if necessary should be.

c) The board recently passed motions in June to once again waive the Circuit registration fees and to again provide the $5,000 participation prize amount. Board discussed spreading the prize money around to more winners, to perhaps encourage increased participation. Grace to revamp the prize amounts and send out her suggestions.

9. OTHER BUSINESS
a) TCA Bonspiel Posters were handed out by Grace, to be delivered to clubs.
b) Grace suggested a demo day to try curling equipment. It was noted that some clubs already allow members to try equipment from their pro shops. Suggestion was made to invite the Goldline mobile pro shop to an event, such as Nathan Phillips Square.
c) George noted Colleen Jones is releasing a new book and coming on a book tour to Ontario from Oct 27-Nov 1. George to investigate her book signing locations and times. There may be an opportunity to have her visit a TCA club Oct 30^th from 1-5.
d) Hugh to discuss the TCA Bantam / Junior Championships with new organizer Byron Scott.
e) Hugh to continue working with the City of Toronto re. another outdoor curling campaign and advise the board. Clearly volunteers will be required if it’s a go.
f) Grace provided an outline to the board (particularly George re. Marketing) of the TCA sponsor outlays for the season. Hugh to email his sponsorship deck to George.

10. NEXT MEETING
Cory to follow up with board regarding availability for week of November 23^rd.

11. ADJOURNMENT
Motion to adjourn at 9:10pm

– Hugh moved, John seconded – CARRIED.