Meeting Minutes


EXECUTIVE SUMMARY, May 9, 2016

Patrick Okens reported to the Executive Committee that Hanlan would not be having an Open House in 2016.

The Executive Committee received reports on the Club’s facilities including the new oar rack samples and grounds maintenance. The Executive Committee was also updated on the outcome of the safety meeting and the status of the acquisition of a new safety boat.
Satinder Singh reported on the status of the Club’s HST filings, Club balances and Club payment systems.

The Executive Committee was advised of the coaching contracts for 2016 and the potential new junior coach to replace Lauren Brown for the 2016 season. The Executive Committee considered that all contracted coaches and volunteer coaches should provide completed Police Vulnerable Sector Checks.

The Executive Committee received the report on the Safety Incident involving a collision between a Hanlan double and a UCC double. Iain Wilson will complete an Incident Report and contact the athletes regarding the Club’s damage fee policy.

The Executive Committee was advised of the resignation of Sara Erskine as the Secretary effective July 1, 2016.


MINUTES of the meeting of the Executive Committee of Hanlan Boat Club held on the 8th day of February, 2016 via conference call, Toronto, Ontario.

Present:

Executive Committee

Nick Matthews, Sara Erskine, JC Marly, Satinder Singh

Guests

Patrick Okens, Iain Wilson

CHAIR AND SECRETARY

Nick Matthews acted as the Chair and Sara Erskine acted as the Secretary of the meeting.

CONSTITUTION

The meeting was properly constituted for the transaction of business.

EXECUTIVE SUMMARY

The Executive were advised that Beth Hornby has offered to be the interim Club Captain while Kelly Brigley is on a medical leave from the position.

Nick Matthews congratulated the Construction Committee on the reconstruction of the eastern docks and also reported on the repairs to boat racks in the west boathouse. The Executive will also soon review a sample metal rack for the oars.

The Executive is waiting for confirmation from UCC on whether Hanlan can use the UCC safety boat. If not, Hanlan is looking at acquiring its own larger safety boat for the 2016 summer season. Hanlan will ask UCC to respond within a week so a decision on a safety boat acquisition can be made by the Executive.

Patrick Okens reported to the Executive on the April 3, 2016 meeting with the membership and next steps for the Strategy Committee on governance and facilities.

Members of the Executive and Iain Wilson will be interviewing potential coaching candidates for the 2016 season. Jeanette Hurle will continue as the masters coach for 2016.

Hanlan is looking at hosting an Open House/Try It Day on the weekend of May 28/29th. Patrick Okens will be coordinating with the LTR person to organize the event.

The Executive reviewed the Club’s financial report and considered issues raising therefrom relating to payment methods for suppliers and the Club’s HST filings. 


MINUTES of the meeting of the Executive Committee of Hanlan Boat Club held on the 8th day of February, 2016 via conference call, Toronto, Ontario.

Present

Executive Committee

Nick Matthews, Sara Erskine, JC Marly, Craig Lauder

Guests

Patrick Okens, Iain Wilson, Melanie McNeill, Adrian Cornelissen

CHAIR AND SECRETARY
Nick Matthews acted as the Chair and Sara Erskine acted as the Secretary of the meeting. 

CONSTITUTION
The meeting was properly constituted for the transaction of business.
 

EXECUTIVE SUMMARY

Adrian Cornelissen attended by invitation of the Executive Committee to make a presentation concerning an inclusiveness program that he was working on with RowOntario and the Canadian Centre for Inclusion. Adrian requested that Hanlan Boat Club would consider agreeing to host the program and applying for a Trillium Grant for the program. It was agreed that Adrian would meet with Patrick Okens to put together a full presentation for the Executive Committee to consider.

The Minutes from the January 11, 2016 Executive Committee Meetings were approved. It was also agreed that the Minutes would include an Executive Summary which could be posted for the membership to review. The Executive Summary will be posted on a members’ only section so the general public will not have access to it.

The Executive were advised that Kelly Brigley would have to step down from the Club Captain position for 2016 due to medical reasons. An interim Club Captain will be appointed for the 2016 season. The Executive were also advised that Craig Lauder was stepping down as the Treasurer and that Satinder Singh had volunteered for the position. A motion will be made at the March 2016 Board meeting to approve Satinder replacing Craig as the Treasurer.

The Executive reviewed the proposed 2016 Annual Operating Plan. The Executive agreed to send the proposed 2016 AOP to the Board for approval. 


MINUTES of the meeting of the Directors of Hanlan Boat Club held on the 9th day of November, 2015 at 250 Yonge Street, Suite 2200, Toronto, Ontario.

Present

Directors

Nick Matthews
Dorian Munk
JC Marly
Melanie McNeill
Alex Soutter
Sara Erskine
Craig Lauder
Iain Wilson (as UTRC Representative)

CHAIR AND SECRETARY
Nick Matthews acted as the Chair and Sara Erskine acted as the Secretary of the meeting.

CONSTITUTION
The meeting was properly constituted for the transaction of business.

EXECUTIVE SUMMARY

Nick Matthews reported that the UCC and the Havergal Representative, Brian Pel and Dorian Munk respectively will be stepping down at the AGM and new representatives will be appointed. Iain Wilson is attending the meeting at the UTRC Representative. Iain was the defacto UTRC Head Coach for 2015.

Craig Lauder reviewed the 2015 draft P&L Statement and Balance Sheet. Overall, profits were up for Hanlan in 2015 over 2014. There was growth in many of the programs and Hanlan had lower expenses than in 2014. There were reductions in regatta entries fees and boat repairs in 2015. Hanlan also acquired a new coach boat motor in 2015. Hanlan also has cash reserves that can be invested in the equipment fund or the boathouse fund. The Board will review Hanlan’s equipment needs for 2016 including whether equipment needs replacing and include any recommendations in the 2016 Annual Operating Plan and Budget.

The 2015 AGM Agenda and Elections were reviewed, leading to a discussion on the importance of and strategies for getting members more involved club. 


MINUTES of the meeting of the Executive Committee of Hanlan Boat Club held on the 11th day of January, 2016 via conference call, Toronto, Ontario.

Present

Directors

Nick Matthews, Sara Erskine, JC Marly, Craig Lauder, Kelly Brigley

Guests

Patrick Okens, Iain Wilson

CHAIR AND SECRETARY

Nick Matthews acted as the Chair and Sara Erskine acted as the Secretary of the meeting.

CONSTITUTION

The meeting was properly constituted for the transaction of business.

EXECUTIVE SUMMARY

The Minutes from the September 12, 2015 and December 7, 2015 Executive Committee Meetings were approved.

The Executive was advised that Iain Wilson has signed the head coach contract for the 2016 rowing season. Going forward, the Executive will review obtaining an opinion on the legal relationship created by the head coach contract.

The Executive reviewed the status of the preparation of the 2016 Annual Operating Plan. The Executive also reviewed the draft year end financials for 2015, the fall 2015 expenses to be included in the year end financials, and the issue collection of outstanding regattas fees from Masters rowers.

The Executive received an update on Development, including the plan for a strategy meeting with the membership in 2016, communications to the membership, issues relating to governance and working with the schools to explore the potential of sharing equipment.

At the February 2016 Executive Committee Meeting, the Executive will consider whether it will be necessary to appoint an interim Club Captain for the 2016 rowing season to replace Kelly Brigley.