North Shore Winter Club

Transcription

1 1. Call to order Annual General Meeting September 30, 2015 Jim Graham Room Minutes of Meeting Jay Frezell, President, thanked all those attending and called the meeting to order at 7:09 p.m. who declared the meeting properly constituted with the required quorum and proper notice having been provided in accordance with the Societies Bylaws MOVED BY Caulinda Bartok and SECONDED BY Don McIntosh that the meeting begin. 2. Introduction of the Board of Directors Jay Frezell introduced the Directors of the Board in attendance and thanked both those in attendance, Caulinda Bartok, Darwin Schandor, Mandy Gratton, Greg D Avignon, Joyce Johner, Malcolm MacKillop, Alex Pantelakis, Hank Reiner, and Kevin Dancs as well as those absent, Doug Bell, for their many volunteer hours and service to the club. 3. Adoption of Agenda At this time, there were no additions or deletions to the Agenda MOVED BY Wade Bartok and SECONDED BY Dan Payne that the Agenda be approved as circulated. 4. Approval of the Minutes of September 29, 2014, Annual General Meeting MOVED BY Joyce Johner and SECONDED BY Barb Calder that the Minutes of the September 29, 2014, Annual General Meeting be accepted as distributed. 1

2 5. President s Report Jay Frezell acknowledged those members of the Board who will be leaving, Hank Reiner, Alex Pantelakis and Greg D Avignon and thanked them for their many years of service, a round of applause ensued. Jay expressed his thanks for the many volunteers who work tirelessly on committees in support of the club as well as the club staff and David Long and the leadership of the club. Special thanks were expressed to Steve Hardin in his position as Facilities Manager for all his efforts this past year. The AGM provides an opportunity to review the past year and Jay provided his thoughts on the past year. He noted his observation that it is important that a line of questioning be directed to the correct person or committee for example whether a question is related to an operations issue versus an issue that should be directed to the Board. Jay noted the importance of member satisfaction and a good open dialogue between members and staff. Reviewing the past year The club s Strategic Plan is to be reviewed. There are new Club rules with respect to liquor laws. Revisions to the Constitution are needed. Thanks to all returning coaches, Minor Hockey Committee and members of the hockey faculty for a successful year. Highlights from a very successful year for the Marlins (submitted by Wade Bartok) were shared. Our junior tennis program has grown over the past year and congratulations were expressed to members Angie Walker and Allie Valk, Division 1 players being recruited to universities in the US. Alex Pantelakis (as Chair of the Facilities Committee) and Steve Hardin were acknowledged specifically for the successful completion of the HTC facility. With the HTC we have the potential to increase the number of hockey teams. Jay expressed pride in the efforts and successes of the Board this past year. Unfortunately the operational budget and membership growth targets were not met. Revenue from memberships is critical to drive improvements and member retention and value are most critical to the club growing and prospering. Jay thanked all who he had the opportunity to work with over the past year which he believed to have been a positive year based on feedback he has received from members. He also implored members to have a voice and participate in surveys as they arise and to encourage new and sustaining memberships. 2

3 6. Election of Board Members (4 positions open), 3 positions for 3 years and 1 position for 1 year. There are four (4) vacant positions for the Board of Directors. There have been four (4) nominations received. There was a call for any nominations from the floor and Karen Bertini s name was put forward by Delane Knight and accepted. Karen Bertini s name was added to the ballot. There were three calls for nominees from the floor with no additional names put forward. Each candidate was provided an opportunity to address the membership. (James Cronk, Mandy Gratton, Sean Loader, Paul McLean, Karen Bertini) Nominations closed and an election took place with scrutineers: 1) Barb Hufsmith 2) Malcolm MacKillop 3) Lorraine MacDonald. While the ballots were being counted, the meeting continued. 7. Presentation of Financial Statements for the year ended April 30, 2015 (Caulinda Bartok) Caulinda Bartok, Board Treasurer, presented the Audited Financial Statements for the Year Ended April 30, Questions from the floor: 1. Doug Smith asked for clarification regarding what is included in receivable and payables. Caulinda Bartok stated that receivables is one month of dues plus any unpaid dues and for payables Caulinda could not answer at that time but Doug was going to contact Accounting directly for clarification. 2. Doug Smith asked how funding for capital projects is decided? Caulinda Bartok clarified that there is a policy for annual capital expenditures which is 50% of the previous year s initiation fees. Special projects go through the Facilities Committee and then to the Board for approval. 3. Graham Wilson questioned the use of more than the 50% rule of thumb to allocate for capital expenditures this year. Caulinda Bartok clarified that on a one time basis the Board approved 100% of the initial fees to be used for capital expenditures. This was a one-time exception and allowed the General Manager to bring forward capital suggestions using the entire 100% of the initiation fees from the previous year. 3

4 4. Delane Knight questioned the spending of half a million dollars on the BC Hydro project. David Long provided information regarding the reasoning behind this project. Utilities are the largest expenses in an aging facility. Steve Hardin spearheaded discussions with BC Hydro. It was decided to spend $516, 000 on BC Hydro approved facility upgrades after discussion at the Facilities Committee and ultimately the Board of Trustees. There was a choice of three independent engineering companies and Stantec was chosen to do the initial energy audit which resulted in the proposed expenditure of over $500,000 to which upon completion of the project BC Hydro will issue a rebate to the club of $190,000. A full energy audit of club was undertaken. New compressors were purchased and two compressor rooms combined into one. Once the project is completed the club will realize a savings of $5000-$7000 per month. 5. Ted Butterfield questioned why the proposed utility savings with the HTC were not included in the budget? Caulinda Bartok explained that we wanted the budget to be conservative and we did not know when the savings would happen and how much. 6. Graham Wilson requested an update with respect to memberships. Jay Frezell reviewed information concerning membership numbers. 7. Don McIntosh stated that he had noticed a lot of young families in the HTC tonight, can the new memberships be divided into which sport families are signing up for? Jay Frezell replied the largest percentage of new memberships are joining for hockey but there were three Marlin families who turned into full members from summer members and a couple of families have signed up for tennis. 8. Bernice Mulock asked how many new members have there been since April 30 th, 2015? Caulinda Bartok stated that there has been a net of 32 new memberships. 9. Joe Campbell questioned whether the club has a marketing plan to attract new members? David Long spoke to the membership drive which was undertaken and stated that different options are being considered moving forward with a focus on getting out into the community. Paul Maaker provides tours of the club but further promotion is needed. Joe Campbell suggested marketing strategies such as bus enclosure advertising. 4

5 8. Appointment of Auditors MOVED BY James Cronk and SECONDED BY Paul Mclean that the Financial Statements be received as distributed and that the Accounting Firm of KPMG be appointed as auditors for the 2015/16 Financial Period. 9. Ratification of the actions of the Board of Directors 2015/16. MOTION to Ratify the actions of the Board of Directors for the 2015/2016 fiscal year MOVED BY Barb Calder and SECONDED BY Alex Pantelakis that the membership ratifies the actions of the Board of Directors for the period September 30, 2014 to September 29, Announcement of Directors and note that all directors to meet in Boardroom directly after Open House portion. The names of those elected to the Board of Directors were announced: James Cronk 3 year term Sean Loader 3 year term Paul McLean 3 year term Mandy Gratton 1 year term MOVED BY Bernice Mulock and SECONDED BY Doug Smith to destroy the ballots. 5

6 11. Updates from the General Manager and Questions David Long gave his 4 th General Manager s report since joining the club in He stated he sees positive change, feels we have turned a corner but do face challenges moving forward. David would like to thank a number of people for their service in chairing sports committees of the club, Rob Cronk, Lorraine Macdonald, Bob Hufsmith, Wade Bartok, Bernice Mulock as well as those Board Members stepping down Greg D Avignon, Alex Pantelakis and Hank Reiner. David expressed his thanks to the management team at the club. Questions for General Manager: 1. Graham Wilson asked for an update in relation to the proposed covering of the outside tennis courts. David Long stated that we need to look at funds to resurface them first, it is a significant amount of money, we are currently working on various concepts. Discussions are being held with Tennis Canada. Jay Frezell pointed out growing membership is the key to having funds to potentially resurface the outside courts. He also indicated that the Facilities Committee and the Board are aware that resurfacing these courts are a high priority for the Tennis Department. 2. Graham Wilson asked whether it would be possible to have an update from the relocation committee. Kevin Dancs stated that the committee is still active and looking at a few proposals and have made a commitment to not move forward until we take the proposals to the membership first. We have a mandate from the Board to focus on this location at the current time. Once the committee has something to report they will come back to the membership. 3. Rob Cronk asked for clarification of the relationship between Tennis Canada and the Club. David stated Tennis Canada is looking for a training center on the west coast. They are passionate about our club and have made a capital investment this year in resurfacing courts 5, 6 and 7. They have indicated that if we do relocate they are interested in continuing a partnership. 12. Adjournment MOTION TO ADJOURN by Wade Bartok and SECONDED BY Joan Henderson The meeting was adjourned at 9:00 p.m. 9:15 p.m. 1 st 2015/2016 Board Meeting was held in Board Room 6