| |
| |
Coyotes Curling Club
2202 W. Medtronic Way, Suite 101
Tempe, AZ 85281
|
Board of Directors Open Business Meeting Minutes
04-August-2026
Approved on 18-August-2026 with an Amendment
|
Board Members Present
|
Board Members Absent
|
|
Darryl Horsman, President
Debra Aubrey, Vice President
Wes Seeger, Secretary
Jeff Hanson, Member at Large
Cleo van der Veen, Member at Large
|
Mark Anderson, Member at Large
Wayne Fleming, Member at Large
Joseph Rice, Member at Large
Ben White, Treasurer
Members Present
Lindsay Estabrooks
Beki Horsman
|
Pre Quorum Discussion:
- Darryl presented a format for committee reports for the board meeting. General agreement in the format and the suggestion that we pass this on and see what kind of compliance we received.
- Jeff hanson suggested we use a device that records the contents of the meeting, it was pointed out that Zoom handles this. Cleo suggested it would be good to give the Zoom or WebEx tools a try.
Call to Order:
Darryl Horsman called the completion board meeting to order at 5:41 p.m. by video conference call.
Meeting Minutes:
June meeting minutes previously approved.
Financial Report:
June 2026 Financial Report – Report provided.
- Bank transition complete except for debit card reissues
- Migrated from Quickbooks desktop to Quickbooks Online (QBO)
- Current on payments and reimbursements
- Current on expense coding
- Square is now integrated with QBO
- Categorization of revenue in Square drives the same in QBO
- Catch-up on sales tax filings.
- Need to load budget into QBO
- An operational plan for transition between outgoing treasurer and incoming treasurer needs to be done.
- Year end report should be a standard operation looking at finances from the previous fiscal year.
- The club should be providing the money for large dollar amounts, and not membership’s personal cards.
June financial status report was provided with a formal report to be provided at the August Board Meeting.
Committee Reports and Recommendations:
- Previously completed
- Question re: Marketing & Communications from Cleo, have we signed the new contract with Wright Media consulting company. Darryl indicated we have $14,000 remaining budget which we may or may not use entirely in the new contract. Cleo asked that we have a formal M&C report.
- Debbie, we do need to find a way to better track stats to support the capital campaign.
Update of Board Liaisons is needed
Follow up meetings with board chairs, liaisons, and committees will be facilitated by Darryl, Joe, Debbie, and Wes.
The new board-committee liaisons are as follows
- Budget Committee: Ben White
- Building Committee: Wayne Fleming
- Events Committee: TBD
- Leagues Committee: Joseph Rice
- Mar-Comm Committee: Darryl Horsman
- Membership and S&D Committee: Wes Seeger
- Women’s Committee: Debbie Aubrey
- Club Safety Committee: Jeff Hanson
Old Business:
|
2309-001
|
Volunteer Appreciation Program (D. Aubrey)
· ‘Final’ form presented for approval with some sections flagged as needing board approval.
· Remaining questions re: discounts for work and the Volunteer of the Year and Silent Hero awards. Debbie summarized these.
· Volunteer work cannot be equated with hours due to restrictions for charitable organizations. Every shift equates to 3 credits regardless of the nature. The board members present approved unanimously the credit system.
· The Volunteer of Year is controlled by the Board vote. The Silent Hero is chosen by the membership. These awards would have an opt out option. The board members present approved unanimously the awards system method.
· Need to move spreadsheets to club google OneDrive. Darryl is working with Louis Maconi re: set up a formal Google Docs repository.
· All committee reports should be in the repository.
|
| |
·
|
New Business:
|
2607-001
|
2607-001 – CCC Priorities for upcoming year (Darryl Horsman)
· It was suggested that the priorities meeting be declassified and made public.
· Wes will publish the meeting with the addition of Cleo’s prepared meeting comments.
|
|
2607-002
|
Formation of a Capital Campaign
· We talked about Coyotes 2.0 and the need to move this forward.
· At the priorities meeting it was determined that we should formalize a 1 yr, 3yr, 7yr plan. We need to formalize a plan any modifications we make the current facility and the possibility of moving to a new facility.
· Determine how/when/amounts needed to be funded by a capital campaign.
· Members have been assigned to begin working on this.
· There will be an initial 10,000ft planning meeting.
o At some point we need to have a discussion with the building owner re: his plans and the possibility of purchasing a portion of the building.
· Cleo indicated that a series of documents need to be in place before we start asking funding entities for help. Cleo, with Debbie’s support, and in conjunction with the Capital Campaign Committee will start preparing a list of compliance/governing documents that need to be in place. Cleo will step in as chair of this governance committee.
|
|
2607-005
|
New Locker Problem (Debra Aubrey)
· The new lockers were not large enough to accommodate brooms. A solution has been arrived at that will permit the broom to sit on an acrylic ledge inside the door with an attachment to hold the handle from falling forward. Other options are being looked at.
· The club will pay for these options so members don’t have to pay for substandard lockers.
|
In Committee
|
2309-001
|
Volunteer appreciation program [D. Aubrey, M. Anderson, Lindsay Estabrooks, Executive Committee]
· Devise a strategy and rewards for an effective Volunteer Appreciation Program
· Approve new guidelines and a potential Volunteer App.
|
|
2308-004
|
Records Retention [D Aubrey, Executive Committee]
· Digitize existing corporate paper documents.
· Set up a repeatable structure for storage of digitized corporate documents.
|
| |
·
|
Next Meeting: Tuesday, August 18/2026 @ 5:30P.M. by video/conference call
Adjournment: A motion was made by Debbie Aubrey and seconded by Cleo van der Veen ‘to adjourn the meeting at 6:44 p.m.’ The motion Carried unanimously with no further discussion.
Note: The Board of Directors Open Business Meeting Minutes are maintained on the cccmember site for the last three months. If a member would like to see minutes from a prior meeting or meetings, please send a request to the current secretary at This email address is being protected from spambots. You need JavaScript enabled to view it..
Respectfully Submitted,
W. Seeger, Secretary
Coyotes Curling Club
|
