TCA Board Meeting Minutes September 27, 2018 Present: Danielle Inglis John Headley Maureen Condon Bruce Orrell Rob Maddock Grace Bugg Jason Chang Melissa Cunningham Regrets: Bill Francis Cory Randell Michelle Smith Meeting started at 7:10 p.m. 1. REVIEW OF MISSION STATEMENT & STATE OF TCA A volunteer organization dedicated to building the health of the sport of curling in the Greater Toronto Area (GTA) for our generation and the next. Our Mission Statement is to ensure that curling clubs prosper and grow across the GTA. Keeping this in mind going forward with all decisions during the season. TCA now made up of 24 curling centres Old items not resolved o o o Bylaws TCA logo (address City of Toronto complaint) TCA name change 2. REFLECTION OF BOARD MEMBERS AND WHAT MOTIVATED THEM TO JOIN THE BOARD John: Passion for keeping and for keeping the TCA running smoothly financially Maureen: Was OCA Zone 8 rep, had event organization experience, understood how to work with facility managers and wants to use this experience to assist with Championships Bruce: Was originally brought in for the bylaw rewriting and stayed to help develop curling within the Toronto area
Melissa: Has run Bayview s mixed section for 11 years and served on the Bayview Board representing curling section and wants to help grow curling inside and outside country clubs, as well as spread help grow the TCA s communications Jason: Joined TCA Board to bring a younger perspective, wants to support growth of curling and curling facilities with their challenges Grace: Has been a recreational curler for many years and saw the closure of many curling facilities and is passionate about helping grow the sport Rob: Wants to help figure out what is the purpose of TCA and see how we can leverage technology Danielle: Brings experience from competitive curling, coaching, club management and work with Curling Canada, wants to help grow the TCA into a more development-focused organization and to have the TCA be seen as a great resource for all curling in the Toronto area. We have the power to transform curling in the GTA 3. BOARD MEMBER ROLES AND RESPONSIBILITIES Danielle: President o Leading Board meetings, providing guidance, supporting Board members in their responsibilities, leading the strategic discussion, organizing meetings, organizing AGM, creating agenda for meetings Grace: Past-President o Advising the Board, support recruitment of new Board members John: Director of Financial Administration o Develop processes to help consolidate financials for auditors o Pay invoices, track revenues/expenses, follow up on revenues due, prepare statements, prepare draft of financial statements for AGM going forward Maureen: Director of Championships o Support championship committees o Attend bonspiel chair meetings, review event budgets, support ice allocation, support marketing initiatives (printing posters and tent cards), ensure registration information is online, look for a Mixed Doubles chair for 2019-2020 season Melissa: Director of Communications o Manage website content, liaison with Wes Johnson (website builder), manage social media, determine best email platform, check TCA email inboxes, liaising with Bruce Orrell on communications to TCA Reps and managers, send mass emails Michelle: Secretary and Club Manager Liaison o Taking meeting minutes, distributing minutes to the Board and posting online within the week following the meeting, prepare annual report for AGM o Meets with club managers to facilitate discussion and brings their thoughts and concerns back to the Board
Bruce Orrell: Club Rep Liaison o Communicate with TCA Reps and managers, update club reps/managers list Jason, Rob, Cory, Bill: Members-at-Large o Attending meetings, providing input, take on special projects 4. FUTURE BOARD MEETING DATES All meetings @ 7 p.m. at Cricket unless otherwise noted Tuesday, October 30 Wednesday, November 28 Monday, December 17 (phone) Wednesday, January 9 Tuesday, February 5 (phone) Thursday, March 21 (phone) Tuesday, May 21 Thursday, July 18 (phone) Tuesday, August 27 AGM tentatively scheduled for Tuesday, September 10, 7 p.m. cocktails, 7:30 p.m. meeting 5. BRAINSTORMING Discussion categories (see images at end of minutes for details) o Internal o TCA Events o Development *this to be the focus of the TCA going forward o Promotions o Communications o Sponsorship Brainstorming to be continued at next meeting Priorities to be determined at next meeting 6. ACTION ITEMS Danielle: Follow up with Hugh about City of Toronto complaint about TCA logo John: Assess the budget for this season including how much of budget must be allocated to youth and bring forth a recommendation of how much to leave as a float Bruce: Provide high level overview of bylaws and potential changes required Bruce: Work with Michelle to update club rep list and club manager list John/Grace/Danielle: Danielle needs to get signing authority for the bank account Jason: Explore hiring professional sponsorship person
Melissa: Look into grants Danielle: Look into past surveys Danielle: Talk to City of Toronto about outdoor curling and Nathan Phillips Square event Jason: Send minutes to Michelle Michelle: Edit minutes, disseminate to Board members and post on website within the week Michelle: Work with Melissa to get all meeting minutes and annual reports up on the website 7. PRE-SIGNED CHEQUES Cheque # 1159-1162 has been signed by Grace 8. ADJOURNMENT Moved by Rob, seconded by Bruce @ 10:36 p.m.