Minutes, December 3rd, 2023

VMAS BoD Meeting 

December 3rd, 2023

 

Start Time: 5:45pm

End Time: 6:10pm

Location: Nanaimo Aquatic Centre with Telephone/Virtual Attendees (VA)

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Attendees

Donna F: President

Carol R: Vice President

Carol S: Treasurer

Carla V: Secretary

Megan N

Charlotte W (VA)

Kirstin S (VA)

Agenda

  1. Call to Order
  2. Special Resolution Review (Oct 10th/2023)
  3. Review and Approval of Minutes
  4. Treasurer Report/Fundraising Updates
  5. Credit Card Guidelines
  6. UVIC Grant Application
  7. Swim Cap Update

 

Opening

Call to Order and Quorum

  • Meeting called to order By Donna at 5:45pm when Quorum is determined
  • September 6th, 2023 Minutes reviewed as previously distributed

Motion to Accept Minutes with Correction to Carol S’ Last Name

Motioned: Megan

Seconded: Charlotte

All in Favour: Unanimous

Motion Carried

Special Resolution

  • October 10th, 2023: Beginner fees adjusted from $50 monthly to $40 monthly

Business

Financial Report

  • Carol S. inquires if there are questions regarding previously distributed reports/motions

Motion to Accept Income and Expense Report for Q1

Motioned: Carol S.

Seconded: Megan

All in Favour: Unanimous

Motion Carried

 

Motion to waive competition fees for VMAS (Nanaimo) competitive and rec teams to compensate for cancelled practices

Motioned: Carol S.

Seconded: Megan

All in Favour: Unanimous

Motion Carried

 

Club Credit Card Discussion

  • Carol S. expresses card should be reserved for major/larger purchases
  • Requests have been made to use club credit card for facebook advertising, however reimbursement is preferred as reconciliation involves daily changes of small amounts to the credit card (charges and reimbursements)
  • It is suggested we look into pre-pay credit card for facebook advertising and reserve club card for “safer and reliable transactions”
  • Carol S. offers to write policy for club card purposes

 

Fundraising

  • Fundraising topics include successes of Forever Fleetwood and Online 50/50

 

UVIC Updates

Coaching and Grant Application

  • UVIC has applied for a $500 Sport Services Grant
  • Sarah has been registered as UVIC coach; Tanya (BCAS) has approved this

Swim Caps

Donna gives Swim Cap Update

  • “Simply Swim Caps” is likely best option; their quality is “okay”
  • We can potentially have caps shipped to Carol R’s PObox 
  • 50 caps are $311 or $480 CAD (approx.)
  • Caps are long hair and standard fit
  • Ocean Graphics have VMAS logo in Vector form
  • Carol S. thinks club can absorb swim cap costs
  • Kirstin thinks UVIC team would be interested in VMAS caps

 

Additional Conversation

UVIC Competition Registration

  • Kirsten inquires how to register UVIC for competition
  • Can UVIC be registered under VMAS name? Teams will likely be competing in different categories
  • Disa will know the answer to this; she will also need to confirm how UVIC should submit competition music

Closing

Adjournment

Motion to Adjourn Meeting

Motioned: Megan

Seconded: Kirsten

Meeting is adjourned at 6:10pm