Board of Directors Open Business Meeting Minutes 15-September-2026

Coyotes Curling Club

2202 W. Medtronic Way, Suite 101

Tempe, AZ 85281

Board Members Present

Board Members Absent

Darryl Horsman, President

Joseph Rice, Vice President

Ben White, Treasurer

Wes Seeger, Secretary

Wayne Fleming, Member at Large

Mark Anderson, Member at Large

Cleo van der Veen, Member at Large

Jeff Hanson, Member at Large

Debra Aubrey, Member at Large

Members Present

Lindsay Estabrooks

2308-004

Records Retention (D. Aubrey)

·       Debbie provided a review of the Document Retentions drive structure and permissions and is working to finalize the permissions and file structures.

2605-001

Curl-Track System presentation (W. Seeger, Beki Horsman)

·       Wes reported that the CurlTrack materials have been shipped and should arrive at Beki’s On September 21.  The crew from Hungary have booked their flights and there accommodations have been arranged at the local Hampton Inn (thanks Darryl).

·       Work will start on September 29 thru Oct. 2

·       There will be a need for some volunteers for ‘physical’ stuff including ladder movement, some equipment installation and of course the ‘technical’ set-up.  Beki and Joseph have indicated they will be available.  Mark, Debbie, Wes indicated they will be presented and can help where needed keeping safety in mind.

2608-001

Committee Report Template (D. Horsman)

·       Darryl indicated a second version has gone out but we need the committees to be able to tell us what they have done, what they need.

·       Debbie has the intention of moving the last women’s committee meeting to the new format.

·       Cleo indicated that the primary purpose is to ensure that things the committees are doing that affect the operations of the board are getting documented with appropriate details.

·       The board agreed that we will use 3.0 in the short term and review as needed.  It is preferred that all committees will use the new form and provide feedback.

2309-001

Volunteer Appreciation Program (D. Aubrey)

·       Volunteer appreciation document is completed but Debbie suggested that the Operations Document Retention effort must grant access permission for the new volunteer system.  At that point the  new volunteer system (with QR code ) will be ready for roll out.

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2609-001

Committee Priorities & Board Goals (D. Horsman)

·       Darryl thanked the committees and chairs for the work they have done to draw up priorities for each committee.

·       It should be clear that board is not necessarily approving the Committee’s priorities but to ensure that the committee’s goals are in line with the clubs goals and mission.

·       The board can review each committee’s priorities

o   Budget Committee – no priorities submitted until after committee budget submissions.

o   Building Committee –

§  A past goal had been to implement an ADA Entrance Door, but it isn’t in the current goals.  Tim Surry had communicated that his comrades didn’t feel it was necessary.  It was generally felt that Tim’s comrades are at the top of sports abilities and their skills don’t necessarily warrant an ADA entrance door.  However, we have new curlers that attend club events that area at lower sports ability level and can benefit from the ADA door.

·       Wayne Fleming will have the ADA entrance door added to the committee’s goals.

·       Darryl will draft and publish a ‘President’s Letter’ to communicate to members what they can expect by way of Building Committee goals.

o   Events Committee -

§  New Curler Retention goals should be coordinated with Membership/Skills Committee

·       Lindsay Estabrooks will obtain member retention numbers for past year (attached)

§  Volunteer goals should be coordinated with new Volunteer Program via Debbie Aubrey

§  Bonspiel Team Attendance should be an Events goal

·       Jeff Hanson will address this with the committee

·       As there was too much material to cover in this meeting it was decided to schedule a ‘Continuation’ meeting on Friday, September 18 @ 6:00pm.

o   Wes will schedule the meeting and send notes and agenda to the Board and Committee Chairs.

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.

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