Minutes for Strathmore Disc Golf Club AGM Minutes January 29, 2018
General Meeting minutes 8:15 Call to order 10 members present Motion to accept agenda by Matt Byma Seconded by Todd Kennedy Agenda: - Go over minutes of last board meeting on Jan. 14, 2018 - Update on Pitch and Putt - Update on signage/course changes - Update on Bylaws - Any new business Glen briefly covered the minutes from the last board meeting, explaining the proposed rules for the league and playoff format. - Scorekeeping and handicaps would follow last year’s system. - Top 6 scores on league nights from the beginning of May – end of August will determine your handicap. - Once per month, not assigned ahead of time, a group tag night would happen. Everyone would place their tags in a pot and they would be distributed at the end of the night based on score. - Random teams will happen to ensure people get a chance to play with other players they don’t know. At the start of the night, every player will put a disc in a box and they will be randomly pulled out to create teams. - Players who consistently cannot make League night due to work or previous engagements may play a round with at least 1 other league member earlier in the day to count towards their league score. Players who must only miss the occasional week and can generally meet on League night will not be able to count scores earlier in the day. - UNCONFIRMED – A proposal was put forth to set up one other night to consistently play a make up game in the event league night was missed. This would allow players who miss the league night to still count a score. This was a debated rule change and no concrete agreement was made whether this will happen or not. One concern raised by this was the creation of two distinct ‘groups’ that would consistently play together, one on league night and one on the make up night. We generally wanted to avoid this happening. - PLAYOFFS: - Will follow similar format to last year. Three groups will be created based on handicaps. Each player will play head-to-head against another player based on scores. - If a player cannot make it on league night for their playoff game and their opponent can make it, a head-to-head game may be played anytime before the next league night to determine the winner. If no game is played, the player who was able to make it on the original night wins by default. It is expected that the player who was present will make an effort to arrange a make up game. - If a player intentionally does not make an effort to schedule a make up game in order to win by default, their opponent can make a complaint to the President who will speak with both players and make a ruling. If the player who was present originally legitimately cannot schedule a make up game, they will still win by default. It was again reiterated by Todd Kennedy that, in order to successfully run a Junior League, he would need more volunteer involvement from members of the club. He requires at least one more adult every week to assist with the education and game with the Junior players. Strathmore currently has the largest Junior Club in Alberta and this is something that we feel should be strongly encouraged.
Matt Byma approached the Town of Strathmore Council to request permission and help in building an 18 hole Pitch and Putt on the East end of Kinsmen Park. Town Council liked this idea and suggested Matt deal with Administration to see how this project would work and what funding would be required. Glen Van Bussel approached the Kinsmen Club of Strathmore regarding this project and they think it would be a great idea. They are willing to offer their support and possibly some funding as well. This project may require fundraising to complete. More details will follow.
An update was shown on the new signage created by Jon Dirks. Some discussion was held on the new locations of pins and possibly changing some signage. This is a work in progress.
New Bylaws were drafted by Ken Kuenzl. Accepting these Bylaws was held over until a later board meeting when more time will be available to look over any changes.
New Business Planning for the 2018 Embee Open is well under way. Matt Byma mentioned that he will require help from the membership to secure donations for this event. The businesses in Strathmore and the Town of Strathmore have been extremely supportive of this event. Pamela Seabrook mentioned that there are also sponsorships available from some companies in Calgary and we should be looking there as well for support. A call for volunteers to help with fundraising will be coming in the next couple months. Pamela Seabrook asked whether it would be possible to have a set of stairs crafted for the hill at the hole 6 tee box. Matt mentioned he would speak with the Town of Strathmore regarding this change. Rod Pfeifer brought up the idea of a “Learn to Play Disc Golf” day in which the club held a free event to teach any members of the public how to play disc golf. The general format would be to have 8-10 members present with extra discs to take groups of people along the first 9 holes of the course to show them how to play the sport. Some advertising would need to happen before hand to make sure that the public knew when the event was happening. The date was tentatively set for Sunday, June 3, from 1:00 - 5:00 p.m. A women’s specific day would be held on Friday, June 1st handled by Pamela Seabrook. This was generally accepted as a great idea and would require lots of club involvement, but would also help grow the sport.
Minutes for Strathmore Disc Golf Club AGM Minutes Sunday, November 26, 2017 8:15 p.m. Call to order – Matt Byma 18 Members present Agenda presented by Matt Byma - Motion to approve agenda by Randy Dirks - Motion seconded by Trent Martel, motion passed. Treasurer’s Report presented by Randy Dirks, Treasurer - Motion to approve Treasurers Report by Joel Goodfellow - Seconded by Aaron Tremblett, motion passed. President’s Report presented by Matt Byma Discussion was held regarding membership fees for 2018. The decision was made to increase fees to an even $40.00 for membership for 2018 due to increase in costs of discs and tags. A motion was made by Glen Van Bussel to create a Kid’s Membership that would include a disc and no tag for $20.00. The motion was seconded by James Barrie and was passed. Discussion was held regarding changing the AGM date to before January 31 annually to allow for the fiscal year end report (due December 31) to be completed and presented to the membership at a closer date. This was voted on and accepted unanimously by the present members. Discussion was held regarding the 2018 AGM in January and whether it was felt to be necessary to vote again for a new board 2 months after the vote today. It was decided unanimously that there would be no need for a new AGM by the end of January 2018 as long as a general meeting was still held for all members. The next vote for board positions will happen by January 31, 2019. Discussion was held regarding creating a new board position specifically for a Women’s Outreach and Development director to focus on bringing more women into the sport. Concerns were raised that creating a spot specifically for women could create a precedent where any underrepresented group could ask to have their own representative on the board. Counter discussion stated that we, as a club, should be focused on growing the sport and being inclusive even to the point of creating more board members for underrepresented groups. A vote was held on whether to create the new board position with the vote being: 14 in favour, 2 against, 2 abstaining. The question was passed and the new position was assigned to Pam Seabrook as the only member present who wished to have the position. Discussion was held regarding changing some by-laws to adjust the method of notification as well as small fixes to inconsistencies in the by-laws. New by-laws will specifically allow for notification of meetings by email and through club social media platforms. These changes were passed unanimously and will be written and filed by Glen Van Bussel, Secretary. Discussion was held regarding creating a by-law to protect large amounts of funds from being spent without membership approval. A by-law is being drafted and will be presented at the January meeting for the present members to vote on. A discussion was held regarding deciding which night to hold the 2018 League. As most of the membership is unable to determine their schedules at this point, the question was tabled until the spring when a more accurate decision can be made. The following positions were filled by acclamation: President: Matt Byma Vice-President: Trent Martel Secretaries: Glen Van Bussel Joel Goodfellow Treasurer: Randy Dirks Officer of Women’s Outreach and Development: Pam Seabrook The following positions were voted on by the membership and the successful candidates were as follows: Board member: Jon Dirks Board member: Todd Kennedy Board member: Rod Pfeifer James Barrie and Trent Martel were chosen to count the votes. All successful board members received over 50% of the vote and accepted the position.
Minutes for Strathmore Disc Golf Club October 23, 2017
8:30 p.m. - Call to order. Members present: Matt Byma, Glen Van Bussel, Joel Goodfellow, Randy Dirks, Jon Dirks, & Trent Martel.
WID Land: Preliminary discussion was held with the current lease holder. Matt has another meeting set up with the lease holder and we will need to get clearance from WID before involving the lease holder in further discussions. Matt will report back to the Board after meeting with the lease holder.
Registration Forms: The need for proper member registration forms was presented. Joel Goodfellow will be creating new forms for use in the 2018 season.
Signing authority: A discussion was held regarding the current limitations of requiring 2 signatures on all club cheques. This policy prevents the club from using online banking both for treasurer reporting and allowing payments for memberships, tournaments, etc. electronically. The board voted unanimously to remove the requirement for 2 signatures to allow for more efficient use of online banking.
Future Date Change of AGM: History: The original latest date planned for the AGM was set arbitrarily for November 30 each year. The fiscal year end was set for December 31 to coincide with a calendar year to make reporting simple. The most recent year end has to be reported at the AGM. Present: It was noted that by the time the AGM occurs, the most recent year end report is 11 months old. Although current financial numbers can be reported, the board felt that 11 months was not a decent report to the club. It was recommended that the AGM going forward should be moved to no later than January 31 to allow for a current year end reporting of the previous season. It was unanimously agreed upon to move the AGM. It was felt that the best option would be to have the 2017 AGM still happen before the end of November and, at that time, recommend to the membership that the AGM be changed to January going forward. For the January 2018 AGM only, it would be recommended that revoting for board members would be unnecessary as the vote would happen 2 months earlier in 2017.
Changes to Hole 9: There have been some complaints to the Town of Strathmore regarding hole 9. While the existing netting has solved some problems, there are still shots that are escaping the barriers and ending up in yards. Although some neighbours of the course have been very accommodating, some neighbours have shift work schedules with sleep hours during the day which are severely impacted by disc golfers even politely knocking on their door to retrieve their discs. As such, for the 2017-2018 winter season, a temporary change will be made to the course. The Hole 6 basket will be moved to the secondary location, a new tee pad on the south side of the large hill is being installed as the new #7 tee pad and the basket will be in the old #6 basket location. Existing holes 7 and 8 will be changed to 8 and 9 respectively. SDGC will be submitting a proposal to the Town of Strathmore for upgrades that can be made to hole 9 so that we can hopefully keep the location.
Drop boxes for found discs – The idea would be to have 2-3 locked drop boxes along the course so that if any player finds a disc, they could simply deposit it in the box. A Strathmore Disc Golf board member would collect the discs every few days and ensure they get returned to their proper owners. This idea had wide support from all present members. Randy Dirks will design the boxes.
Signage for homeowners – An idea was brought forth to approach homeowners whose yards back on to the course and ask whether they were comfortable with players going into their yards to retrieve discs without bothering the homeowner. The homeowner would also then be asked whether we can attach a small sign to their fence to let players know what the homeowner decided. This would be clearly explained at the beginning of the course so that any new or non-local player would understand which yards they could freely retrieve discs from and which yards they could not. This would allow the club to begin a conversation with homeowners about any complaints they may have as well as address an issue players have when an errant throw ends up in a yard and there is nobody home to speak to. This would require a large amount of time and effort from club members to get up and running but also had wide support from all present members. Glen Van Bussel will be writing up the verbiage for the signs and Jon Dirks will design them. The club will then need to canvas all homeowners along the course.
Pitch & Putt Course: A proposal was discussed about installing an 18 hole pitch and putt (short par 3 only) course in the park area on the east end of Kinsmen Park. A proposal will be brought to the Town of Strathmore Council in November to see if this can be done.
Dates for the Embee Open: Matt Byma brought up the question of whether the board thought the date for the Embee Open should be changed. It was also discussed whether this should be an event that is proposed as part of the Alberta Tour. After some discussion, it was decided that he should try to get into the Alberta Tour and keep the existing date as it both fits the format of the Alberta Tour (one event every 2 weeks) and there aren’t many other tournaments on that weekend to interfere.
Casino: A short discussion was held regarding the possibility of applying to run a casino. It was determined that this may not be an immediate possibility but that we would likely be able to look into it within the next year.
Minutes for Strathmore Disc Golf Club January 9, 2017
8:24 p.m. - Call to order. Members present: Matt Byma, Aaron Peterson, Aaron Sirman, Glen Van Bussel, Todd Kennedy, Randy Dirks, Jon Dirks, & Trent Martel.
Board Positions: Aaron Peterson nominated Matt Byma for role of President. Motion passed unanimously. Matt Byma nominated Aaron Peterson for role of Vice-President Motion passed unanimously. Matt Byma nominated Glen Van Bussel and Joel Goodfellow for role of Secretary Motion passed unanimously. Matt Byma nominated Randy Dirks for role of Treasurer Motion passed unanimously. Matt Byma nominated Aaron Sirman, Jon Dirks, and Trent Martel as board members. Motion passed unanimously.
Signing authority: Discussion was had to determine how funds can be taken from the Strathmore Disc Golf Club bank account for expenses the club incurs. It was determined that all cheques must be signed by a minimum of 2 members with signing authority on the account. There were concerns with limiting the signing authority to 2 people as there were not 2 people who could guarantee to be in the area during the peak of the Disc Golf season. The discussion led to the conclusion that there should be 4 board members with signing authority. It was decided unanimously to grant signing authority to Matt Byma, Aaron Peterson, Randy Dirks, and Glen Van Bussel.
Putting League: There was interest from all present members and several non-present members to explore the option of starting a putting league in town during the winter months. Some work had started to look for a location to hold the league. The ideal was to keep costs to a minimum, or non-existant as the club does not have the funds to cover much for rental. Some schools had been approached with few having openings until late at night. More research was being done on this matter with the hopes of still starting a league before the outdoor season can start.
Expansion: Discussion was held regarding expansion of the club and the feasibility of creating a second disc golf course in the Strathmore area. The club recognized that there was great community involvement and Town of Strathmore involvement to make the first course happen and it is likely the club would require the same for a second course. One thought was that it would be beneficial if we could raise some funds as a club to help offset costs of a second course which would make it more attractive to the Town of Strathmore, or perhaps even developers to create a second course in Strathmore. This expansion would allow for larger tournaments in Strathmore. The idea to approach the Make a Pitch event in Strathmore was brought up as a possible way to help. Discussion on this was deferred until later in the year.
Course Upgrades: Several ideas were brought forward to make the Strathmore disc golf course a more user friendly and resident friendly area:
Drop boxes for found discs – The idea would be to have 2-3 locked drop boxes along the course so that if any player finds a disc, they could simply deposit it in the box. A Strathmore Disc Golf board member would collect the discs every few days and ensure they get returned to their proper owners. This idea had wide support from all present members.
Permanent signage for posting found discs on the Facebook page – It was recognized that non-local players may not be aware of the Strathmore Disc Golf Club facebook page and its use as a way to return found discs. The idea was brought forth that there could be small signs posted by each hole map letting players know how to get to the facebook page and post any found discs. This could be in conjunction with #1 or as an alternative.
Netting for Hole #9 – There was some discussion about putting up more netting along hole #9 to prevent long drives from going into the adjoining resident's yards as well as along the alley for the residents who back on to the course from the west. It was believed that the existing netting was preventing most discs from going into the yards on the east.
Signage for homeowners – An idea was brought forth to approach homeowners whose yards back on to the course and ask whether they were comfortable with players going into their yards to retrieve discs without bothering the homeowner. The homeowner would also then be asked whether we can attach a small sign to their fence to let players know what the homeowner decided. This would be clearly explained at the beginning of the course so that any new or non-local player would understand which yards they could freely retrieve discs from and which yards they could not. This would allow the club to begin a conversation with homeowners about any complaints they may have as well as address an issue players have when an errant throw ends up in a yard and there is nobody home to speak to. This would require a large amount of time and effort from club members to get up and running but also had wide support from all present members.