Start Time: 7:04pm

End Time: 8:15pm

Location: Long Lake Music Studio

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Attendees

Donna F: President

Carol R: Vice President

Carol S: Treasurer

Carla V: Secretary

April H: Board Member

Megan N: Board Member

Charlotte W: Board Member 

Agenda

1. Approval of Minutes
2. Review of Special Resolutions
3. Treasurer Report

• 2 motions to approve reserve fund
• 2 motions to approve the statements
• Draft of AGM Report

1. AGM Reports

• Any other reports required other than Financial and Coach Reports?

1. Confirmation of AGM

• Date
• Time
• Location

1. Fundraising

• Forever Fleetwood update (if any)
• Bottle Drive Results
• Upcoming fundraisers to begin preparations on?

1. UVIC Team Update

• Waiting for clarity on their coaching situation

Opening

Call to Order and Quorum 

• Meeting called to order by Donna at 7:04pm when Quorum is determined

Minutes

• August 20th, 2023 minutes are reviewed upon being distributed

Motion to accept August 20th, 2023 minutes as presented

Motioned: April

Seconded: Carol S.

Motion Carried

Special Resolutions

• “ Moved that financial policies 1 to 6, as attached, be approved.” Motioned by Carol Stuart and approved by BoD on August 22, 2023

Business

Treasurer Report

• Carol S. reviews previously distributed statements requiring approval from the BoD

1. An equipment reserve fund of $1000.00 be established and funds removed from the surplus income from the 2022/23 fiscal year

Motioned: Carol S.

Seconded: April

All in Favor: Unanimous

Motion Carried

1. A team specific reserve fund of $4147.35 be established to support team specific needs and removed from the club fundraising from the previous year

Motioned: Carol S. 

Seconded: April

All in Favor: Unanimous

Motion Carried

1.  Approve the Statement of Financial Position for the fiscal year ending July 31, 2023

Motioned: Carol S.

Seconded: Charlotte

All in Favor: Unanimous

1. Approve the Income and Expense Report for the fiscal year ending July 31, 2023

Motioned: Carol S.

Seconded: Carol R.

All in Favor: Unanimous

Motion Carried

AGM Financial Report

• Carol S. gives preview of Quarterly Report
• Report must be submitted to BC Societies within 30 days of AGM

Additional AGM Reports

• Financial Report will be presented by Carol S.
• Coach Reports will be presented
• Charlotte inquires about discussing team goals. Donna suggests this would be better suited for “general discussion”
• Carol S. suggests a President’s Report 

Confirmation of AGM (2023)

• Donna confirms AGM DATE: October 1st, TIME: 6pm, LOCATION: Jack Little Room at Nanaimo Aquatic Center
• Donna confirms AGM date is in the team’s google calendar
• Charlotte mentions that new members may not know where to find this information

Fundraising

Bottle Drive

• Donna highlights that Bottle Drive brought in approximately $938 and mentions competitive team might know have enough to cover Coach Catherine’s expenses for the international competition
• Charlotte mentions she can take cans and bottles from the team
• Carol R. inquires how many cans/bottles the bottle depot donates to VMAS and Donna gives rough estimate of $200
• Carla mentions we should remind club members to keep all of their bottles
• Carol R. agrees to book another bottle drive in the New Year

Fundraising Committee

• Carol S. inquires about which members volunteering for Fundraising Committee
• Carol R. states she contacted members who expressed interest in being on the Fundraising Committee when they registered, however none of them stepped forward to help upon Carol R.’s inquiry

Forever Fleetwood

• Donna gives brief overview of Forever Fleetwood ticket sales…

• 12 tickets sold on Event Bright
• Between Coach Debbie, Charlotte, and Carol S. approximately 21 tickets might be sold or spoken for
• Donna anticipates selling 33 hard copies already

 

• Donna states that Amanda is willing to promote event on instagram
• Donna also states she will donate all her earnings from the show to the competitive team

Garage Sale

• Donna inquiries how eager the rec team is to fundraise, however Charlotte did not have a sense of this
• Carol R. asks if team should do one or two days and Carla suggests 2nd day to clear out items
• After discussion, it is decided Garage Sale will take place at Carol R’s residence on September 15th and 16th

Additional Fundraising Ideas and Comments

• April suggests starting music trivia in between January and April competitions
• Also suggested by April that VMAS take part in Pride weekend 
• April has idea to do a food demo class, but suggests this may not be profitable

Beer and Burger

• BoD agrees this would be best sometime after Xmas
• April recommends Old City for Beer and Burger and Music Trivia and discourages using the Queens venue with agreement from the board

Online 50/50

• Donna states 50/50 will be announced at Forever Fleetwood Concert and will go for 3-4 weeks
• Tickets will be $2 each or 3 for $5; Carol S. believes these prices will be set by gaming commission 
• Winner will likely be selected by number generator: Donna suggests we do a fun reveal for this 

Motion to Accept Online 50/50 as a VMAS Fundraiser

Motioned: Megan

Seconded: Charlotte

All in Favor: Unanimous

Motion Carried

UVIC

UVIC Update

• Donna confirms UVIC is self-coached 
• It’s been clarified that Diesa (BCAS) will be in charge of their music this season
• Megan will look at registering them this Thursday

Miscellaneous Discussion 

 

Registration

• Certain members will need to be manually inputted into reg. spreadsheet due to tech issues
• It’s confirmed no beginners from last season have registered 

 

Coach Contracts

• We have received Debbie’s signed (volunteer) contract
• Donna confirms we’re still waiting for Catharine’s signature, although contract has been sent

 

Additional Business

• Carol S. will prorate fees based on our scheduling
• Members will receive notice for AGM one week (8 days), before AGM; VMAS bylaws contain no specific timeline for due notice

 

Closing

Adjournment

• Meeting comes to close as Carol S. motions to adjourn at 8:15pm