VMAS BoD Minutes Aug.12, 2024

VMAS BoD Meeting 

Aug. 12/2024

August 12, 2024

Start Time: 7:49pm

End Time: 8:35pm

Location: Long Lake Music Studio

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Attendees

Donna: President

Carol: Treasurer

Carla: Secretary

April: Board Member (zoom)

Kirsten: Board Member (zoom)

Charlotte: Board Member (zoom)

Wendy: (non-board) Member Attendee (zoom)

Agenda

  1. Call to Order
  2. Reading and Motion of March 10th, 2024 Minutes
  3. Treasurer Report
  4. UVIC Update
  5. Rec Coach Update

 

Opening

Call to Order and Quorum 

  • Meeting is called to order by Donna at 7:49pm

Minutes

  • Minutes reviewed as previously distributed
  • Carol suggests wording be changed in reference to UVIC reimbursement through BCAS grant

Motion to accept March 12/2024 minutes with suggested adjustment

Motioned: April

Seconded: Charlotte

Motion Carried

 

Business

 

Treasurer Report and Motions

  • Carol reviews reports to be submitted and approved at upcoming AGM and submitted to BC Societies 

Financial Motion #1: That the Board of Directors approve, for presentation at the AGM, the Fiscal Year End reports for August 1, 2023 to July 31, 2024 consisting of the Balance Sheet (Statement of Financial Position) and the Income Expense Report.

Motioned: Carol

Seconded: April

All in Favour:

Motion Carried

  • Carol focuses on budget proposal and predicts a deficit for the upcoming fiscal year; Deficit is largely due affordability of membership fees

Financial Motion #2: That the Board of Directors approve the 2024/2025 budget as presented.

Motioned: Carol

Seconded: Charlotte

Motion Carried

  • Carol again briefly reviews fees and inquires if any questions concerns
  1. Wendy inquiries if membership fees include registration fees for CAS/BCAS – VMAS members pay CAS/BCAS fees separately
  2. Discussion reveals that UVIC lane rentals at Commonwealth Pool substantially more affordable than NAC lane space – Nanaimo previously filed report stating that their masters groups, in the past, were paying more than other masters clubs on the Island for rental space, therefore there was no/minimal rental increase for VMAS rental space the past fiscal year
  3. Charlotte inquires if fees will be lowered if operating costs go down – no

Financial Motion #3: Athlete fees for the 2024/2025 year (September 1, 2024 thru August 31, 2025) be approved as follows:

  • Competitive Athletes $126 per month for 3 hours a week of swimming; 1 hour of dryland.
  • Recreation (Intermediate) Athletes $63 per month for 1.5 hours a week of swimming.
  • Beginner Athletes $50 per month  for 1 hour a week of swimming.

Motioned: Carol

Seconded: Charlotte

All in Favour: Unanimous

Motion Carried

 

Discussion

Victoria Branch (UVIC) Update 

  • UVIC willing to re-brand as VMAS VIC
  • Multiple water venues in Victoria are shutting down; rental space is at a premium; Commonwealth facility is looking very probable
  • Carol clarifies UVIC is responsible for their own finances; VMAS acts as “umbrella” for them
  • Bev (UVIC Athlete) is interested in accessing the provincial Gaming Grant – It’s clarified UVIC must have a BC Society Number to access gaming grant, and there’s only one grant available per society number; VMAS already applies for gaming grant on an annual basis using society number
  • Wendy inquires if UVIC can apply for their own society number, but still register under VMAS with BCAS – Carol suggests they investigate this and Wendy agrees

Recreation (Intermediate) Coach

Donna updates the following…

  • Formerly secured candidate has withdrawn her availability to coach for rec group
  • As of today we now have two leads: one candidate needing further certification and one potential candidate fully certified, at Coach Catharine’s suggestion
  • We would need to apply for exemption from BCAS to employ coach not yet fully certified

Start Date and Ramp Discussion

  • A mid-September start is suggested due to adjustment to new electronic platform registration system, RAMP
  • Wendy states she is able to convert “paper” reg. forms to PDF – This would be good for media release form, but everything else will be done via RAMP platform

Zoom meeting room expires at 8:20pm

Zoom meeting room resumes at 8:24pm

Wendy out of Zoom waiting room at 8:27pm

  • Carol gives meeting attendees overview of RAMP system
  • Donna discusses payment overview through RAMP

AGM Date

  • Donna suggests AGM before swimming on October 6
  • Carol reminds that AGM must take place within 3 months of fiscal year end – October 6 falls within this timeline
  • Location TBD

Next Board Meeting

  • Donna suggests September 8, but Charlotte suggests September 15, in order to ensure RAMP system is completely sorted out
  • September 15 is decided
  • Location and Time TBD

 

Potential Masters Workshop

  • Donna discuses Catharine’s goal of hosting a Masters Workshop in the next few years
  • BCAS members, Seattle, and Netherlands Masters are potential target demographic 

Closing

Meeting Adjournment 

  • Meeting comes to a close at 8:35pm when Carol motions to adjourn