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Board Meeting Minutes May 2020

Meeting Minutes

May 11, 2020

I. Call to Order

a. Don Jasper called to order the regular meeting for E.S.R.A at 7:03pm on Monday May 11, 2020 at the East Selkirk Arena. See Motion 20-07 for Agenda approval.

II. Roll Call

a. The following persons were present: Tara Bailey, Don Jasper, Adam McConnell, Dave

Sasaki, Greg Zahayko, Pam Brechin, Blake Burnett, Joclyn Paulic, Danielle Veenstra

b. Regrets: Dan Doucet, Bill Mooney, JoAnn Painchaud-Niemi. Heather Stanik

III. Approval of Previous Minutes

a. See Motion 20-08

IV. Old Business

a. Cheque Signing authority for Dan and Heather deferred until June meeting.

b. Tara Gave Blake the draft skate shop contract. Blake to put in stipulation about hours of operation and signage to be updated and provided.

c. Tammy sent Blake a Profit and Loss sheet for Jan-Mar 2020. Discussion followed.

d. Draft concession contracts were provided to Quentin by Blake. Quentin was agreeable to these. Blake to ad in clause for hours of operation. Canteen needs to be open when

games are scheduled at the arena. Blake will also speak to Quentin about fees for pumping the waste at the outdoor canteen. Board agreed it should be 75% covered by Quentin as legacy park is not open for any sports activities currently.

e. Blake asked Tammy to send in financial request for aid from the Gov’t due to COVID-19. We will have 75% of wages covered until June 6 th , and this date will likely be extended. Waiting to hear official word from the federal government.

f. Soccer membership fees. See below in committee reports.

g. Discussion on executive member attendance has been deferred until the June meeting.

h. Board discussed our ice-rental policy. It was decided that a formal agreement must be

sent to anyone wishing to rent ice. We will have two types of contracts, one for individual ice times as well as one for block ice rentals. These contracts will be sent out and will include a clause for a portion of the fee to be paid up front, which will be non-refundable. You book it, you bought it. See motion 20-10 Pam and Tara to look at drafting these contracts to be presented at the June meeting.

V. Director Reports

a. Treasurer: deferred until June meeting

b. Hockey Director: - no report

c. Field Sports Directors: Pam Brechin/Tara Bailey

i. We received many questions about the membership fees and why it wasn’t just a

one-time family fee. Currently we charge $25 per kid for soccer and baseball

respectively. It was decided by the board to remove the “membership fees” box

from the registrations forms, both on-line and in-person in favour of a simple

“sports registration fee” This can and will cover memberships, equipment costs

and diamond rental fees for baseball. See Motion 20-09

d. Fundraising/Grants: - no report

e. Facility Manager: Blake Burnett

i. L.S.M.H.A still owes us $25,000 for Feb-Mar bookings.

ii. Bank account currently has $30,000 in it

iii. Loss revenue due to COVID-19 was $21,150 from Soccer and $9070 from ice


iv. Applied for the gov’t wage loss subsidy from the Canadian Emergency Wage

Subsidy Funding. This will cover 75% of wages until June 6 th . Waiting to here if this

will be extended.

v. We received the $10,000 grant for the boiler repairs from Selkirk and District

Community Foundation. We have received quotes for the work from TnT

plumbing, Prairie HVAC and waiting to hear from Cross Country Plumbing.

vi. We will be receiving the $30,000 grant from the R.M as well.

f. Website:

i. Dave will add a COVID-19 update to the website regarding the closure of Legacy


ii. The on-line registration and subsequent refunds went well through the website.

VI. New Business

a. No mail

b. AGM date will be discussed through email

c. Grants for seniors’ activities at ESRA will be deferred.

VII. Action Items for June 2020 Meeting: (to be included in Agenda)

a. Cheque Signing authority Update – Dan Doucet

b. Website Advertising - Dave

c. Monthly Financial reports – Blake/Heather

d. Dan to write up a letter to the R.M from ESRA requesting them to grate our parking lot

since they drive heavy vehicles in and out daily. Heather will send Dan sample letters.

VIIII. Next Board Meeting: June 1, 2020 at 7pm. E.S.R.A

Meeting Adjourned at 8:57pm

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