VMAS 2024 AGM

VMAS AGM

2024

Date: October 6th, 2024

Start Time: 5:15pm

End Time: 5:51pm

Location: Nanaimo Aquatic Centre (Jack Little Room)

 

Attendees

Donna F: President

Carol S: Treasurer

Carla V: Secretary

April H: Board Member

Carol R: Board Member

Kirsten S: Board Member (electronic attendee)

Charlotte W: Board Member

Sarah J: VMAS Member

Melissa P: VMAS Member

Debbie P: Non-VMAS Member Attendee

Agenda

VMAS 2024 AGM Agenda Opening

  • Call to Order
  • Establish Quorum
  • Approval of Agenda (review, add items if necessary)
  • Approval of 2023 AGM Minutes Business
  • President’s Report with Donna
  • Treasurer’s Report with Carol S. – Fiscal Year 23/24 Report and Update on Fiscal Year 24/25
  • Contract Summary for Coaches

 

Coach Reports

  • Recreational Report from Debbie
  • Competitive Report from Catharine

 

Review of VMAS Policies and Practices

  • Membership Dues and Refunds with Carol
  • Refunds and Prorated Rates
  • Volunteer Commitment Policy
  • Fundraising Profits Between Teams

 

Elections

  • President
  • Vice President
  • Treasurer
  • Secretary
  • Board Members 2-4 Volunteer Opportunities

 

  • Fundraising Committee
  • Gear/Merchandise Coordinator
  • Travel Coordinator (one member from each team)
  • Victoria Branch Register Under VMAS

Adjournment

 

 

Opening

Call to Order

Donna calls meeting to order at 5:15pm when the minimum Quorum of 30% is established

Motion to accept the VMAS 2024 AGM Agenda as presented.

Motioned: Sarah

Seconded: April

Motion Carried

AGM 2023 Minutes

Motion to accept VMAS 2023 AGM Minutes as previously distributed.

Motioned: Carol R.

Seconded: Melissa

All in Favour: Unanimous

Motion Carried

Business

President Report

Donna reads President Report to attendees

 

  • Welcome again and thank you all for attending in person or virtually. It’s so important to the health of the club to have continued involvement from members.

The 2023/24 season was successful in many ways.  The fundraising efforts by the whole club and in particular, the competitive team, was unprecedented in seasons past.  That allowed them to travel to the Netherlands for the club’s first international competition with a great deal of travel fund support.  We hope to continue this fundraising trend to support club purchases, advertise grow the membership, and hopefully support continued travel and development, supporting all swimmers and teams in reaching their NEW season goals.

Over the past several years, the VanIsle Masters has completed the many steps required to be in full compliance with BCAS and CAS’s many policy changes.  We believe this multi year process is now complete. With the implementation of RAMP, the new online registration system, administrative tasks for the Board Executive should be significantly lessened- a welcome change.

 

Thank you to this creative, flexible  and responsible Board of Directors.   It seems a great time to transition to a new President.

 

 

Treasurer Report

Carol S. reviews Treasurer Report as previously distributed to members

Motion to accept 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 and Expense Report.

Motioned: Carol S.

Seconded: April

All in Favour: Unanimous

Motion Carried

Carol S. reviews the VMAS Annual Budget as previously distributed to members

  • Payments have been split into 5 month terms, being that there will be no summer program for 2024/2025 season
  • The current budget will have club functioning on a deficit
  • Fees have increased by 5% for 2024/2025 season

Motion to accept VanIsle Masters Artistic Swimming Annual Budget August 2024 – July 2025

Motioned: Charlotte

Seconded: Melissa

All in Favour: Unanimous

Motion Carried

Coach Contracts

Charlotte updates that all coaching contracts have been signed with every concern from all parties having been addressed

 

Coach Reports

Donna reads Debbie Provencher’s Report to attendees

  • It has been a pleasure coaching the athletes in the recreation programs. This year the beginner’s group had enthusiastic swimmers on Sundays with the goal of building a future foundation of athletes for the club. We had 4 athletes and it was a good start. I expect it will grow next season. Our Recreation Intermediate program continues to swim on Wednesdays. Everyone worked very hard. I am impressed with everyone’s progress. Some of athletes took up the challenge and did swim at the Mable Moran Competition we entered a team, duet and solo everyone did a fabulous job. Not only was it a great learning experience, everyone had fun and came home with a bunch of medals. I would like to thank the executive members for their spectacular support and super efforts in running the club behind the scenes. I am very proud to be a coach for the Recreation Programs and it is very exciting to see our club expanding.

Donna reads Catharine Edwards Report to attendees

  • VanIsle Masters Artistic Swimming Club

Coach Report – AGM 2024

The 2023-24 Artistic Swimming Season was another excellent year!

Competitive Team – Catharine:

  • We had 9 swimmers for most of the season this year, which was and is wonderful!
  • We focused on our Free Routine this season and turned it into a Combo to include all 9

swimmers

  • Overall, the competitive season was very successful
  • The Team did an amazing job of fundraising so that our trip to the Fryslan Open would not be too much of a burden on anyone. The competition took place in Heerenveen Netherlands. We had a few days to prepare and get accustomed to the time change. Our hotel was awesome with comfortable beds and awesome food. Thanks to April for being our travel agent and leader. We were welcomed with open arms by all other participants. The team had their best swim ever, I am extremely proud to have been a part of it. The GOLD medal did not hurt at all either. It was great fun and we made new friends. A suggestion for next time is to see if they can warm up the pool a bit…. LOL 26 degrees C.
  • We took the summer off after July and enjoyed a much-needed rest.
  • Unfortunately, two of our members have decided to take a break from swimming. We will miss Thea and Megan.
  • Goals for 2024-2025

o Change to a Free Routine. Also focus on skill development and welcome 3 new swimmers to our crazy group.

o Make plans for another international meet or training camp in 2026 and continue to FUNDRAISE LIKE CRAZY to get there.

Coach Catharine’s wish for this season

o Everyone stays healthy and out of trouble so that we can have all swimmers in the water at least 85% of the time.

 

Policies

Carol S. reviews policies related to finances with input from Donna

Refunds and Prorated Rates

  • Medical issues or personal hardships at Treasurer’s discretion are the only exceptions for Refunds
  • Memberships starting late in season or end early in the season may be considered for Prorated Rates

Volunteer Policy

Donna reminds attendees there’s a 5hr. Volunteer expectation in place for VMAS members and gives examples of Volunteer opportunities

  • Serving on the BoD is most efficient way to use hours
  • Gear or travel coordinator
  • Bottle Drive

Donna states many clubs have Volunteer Policies

Dividing Fundraising Profits Between Teams

  • Fundraising profits are divided between teams based on participation (hours)
  • Participation hours not featured in financial reports, but are contained on separate spreadsheet available for reference

*Donna takes opportunity to remind club members of upcoming bottle drive on November 17th

Elections

Motions to Elect VMAS Board Members

Donna opens the floor for nominations highlighting that she, as well as Carla, will be stepping down from their roles of President and Secretary

  • Kirsten volunteers to act as Club Register
  • April self nominates for President
  • Carol S. will remain Treasurer for upcoming season, but is looking to eventually train replacement
  • Carol R. self nominates for Secretary and will withdraw from (not required) role of Vice President
  • Charlotte is willing to remain as a Director at Large

Motion to accept VMAS Board consisting of April Harkness for President / Carol Stuart for Treasurer /  Carol Ramey for Secretary / Kirsten Stuart for Director at Large / Charlotte Whiteley for Director at Large.

Motioned: Donna

Seconded: Sarah

All in Favour: Unanimous

Motion Carried

 

Fundraising

Bottle Drive

Donna will continue to organize bottle drive, but BoD will remind and communicate with members

* Carol R. takes opportunity to ask Carla if she can continue updating webpage – April steps forward to undertake that responsibility

Managers/Coordinators

Donna highlights VMAS’ need for Managers and Coordinators

Gear and Merchandise Manager

Charlotte Volunteers

Donna reminds that team swim caps are designed and ready to be ordered/printed

Travel Coordinator

Kirsten Volunteers

 

Victoria Branch

It’s discussed that Victoria Branch registering under us contributes to club costs, covers their insurance, and provides comradery amongst masters teams on the Island

Closing

Meeting is Adjourned by Donna at 5:51pm after Sarah motions to Adjourn