AGM 2022

VMAS 

AGM 2022

Sunday, September 25th, 2022

Start Time: 7:09pm

End Time: 8:16pm

Attendees

Donna F: President

Carol R: Vice President

Chao C: Treasurer

Carla V: Secretary

April H: Board Member

Megan N: Board Member

Debbie P: Coach

Joanne C

Kate P

Carol S

Breanna V

Charlotte W

Agenda

Opening

  1. Call to Order
  2.  Establish Quorum
  3. Approval of Agenda (review, add items if necessary)
  4.  Approval of 2021 AGM Minutes

Business

  1. Financial Report with Chao
  2. Financial Recap: Garage Sale
  3. Financial Recap: Bottle Drive (if available)
  4. Financial Remuneration for Coaches

Coach Report

  1. Recreational Report from Debbie
  2. Competitive Report from Catharine

Review of VMAS Policies

  1. Member Resignation Policy
  2. Membership Fees
  3. Refunds and Prorated Rates
  4. Volunteer Commitment Policy
  5. Fundraising Profits Between Teams
  6. Absentee Policy
  7. Canceled Practices
  8. Practice Confirmation

Elections

  1. President
  2. Vice President
  3. Treasurer
  4. Secretary
  5. Board Members 2-4
  6. Future Treasurer Discussion

Volunteer Opportunities

  1. Fundraising Committee
  2. Gear/Merchandise Coordinator
  3. Travel Coordinator (one member from each team)

Miscellaneous

  1. FINA Figure Update
  2. UVic Masters Register Under VMAS

NEW Beginners Group Sundays at NAC

Adjournment

 

Opening

Call to Order and Quorum

Donna F calls meeting to order at 7:09pm

Donna confirms Quorum is met with over 30% of membership in attendance

Approval of Agenda

Agenda is reviewed and approved with Carol Stuart motioning to accept followed by a secondary from Carol R

Approval of 2021 AGM Minutes

Carol S’s name must be adjusted accordingly 

Motion to accept the VMAS AGM 2021 minutes with the declared corrections.

Motioned: April H

Seconded: Kate P

All in Favour: Unanimous

Motion Carried

Business

Financial Report

Financial Report is presented by Chao C with input from Donna F:

  • Donna mentions new policy of maintaining 10% of our annual operating costs as a reserve in our account at our Treasurer’s suggestion. This totals $900.
  • Chao announces our account balances as of our fiscal year end, July 31st:

Gaming Account: $182.45

Chequing/Savings Account:$13,069.89

Total Assets: $13,252.34

  • Chao communicates that we are in a very good financial position, with our biggest expense being pool fees. 
  • Donna announces the latest fundraising sums will be divided between the competitive and rec teams accordingly

Motion to accept Financial Report as presented:

Motioned: Megan N

All in Favor: Unanimous

Motion Carried

Financial Recap: Garage Sale

  • Donna reveals the total of our August Garage Sale, including the additional sales the following weeks, is $1,326.75
  • Donna explains this money will be divided proportionally between the two teams, according to the hours worked:

Competitive Team: $1194.08

Rec Team: $132.68

  • Donna inquires if there are any questions concerning this issue

Members express no questions or concerns

Financial Recap: Bottle Drive

  • Donna announces the total from our September Bottle Drive as being $640.90

Competitive Team: $427.12

Rec Team: $213.78

  • Donna asks for questions concerning this issue

Members express no questions or concerns

Financial Remuneration for Coaches

  • Donna announces that coaches would like financial compensation next season. They are currently volunteering their services, while receiving an annual honorarium. Donna opens floor to members for input and suggestions
  • Carol R. – What is the maximum amount we can afford? How would that work for them? A discussion with our coaches should be had.
  • Kate – Recommends we issue a lump sum on a quarterly basis, based on our resources and capacity to do payroll
  • Carol R. – Recommends talking to a professional regarding this issue
  • April – Suggests summer program may be viewed separately from regular season in regards to payment schedule
  • Kate – Another local swim clubs pays $25-$30 hourly for older coaches and roughly $20 per hour for younger coaches
  • Carol R. inquires what we can afford to pay them now; Carla – clarifies it’s too early to tell as payments would not be issued to the beginning of next season
  • Carol S.-  suggests putting a budget together for an honorarium; pre-set our budget for a salary next year so we know what we need to work towards
  • Chao – Clarifies that remuneration less than $500, per calendar year, will not require a T4A
  • Megan – states a quick calculation of $30 per hour results in $4,000 per year

Donna inquires if there are any other comments

  • Donna states we still would like to keep membership fees attainable
  • Pool rental expenses change season to season – After hours bookings cost more, for example
  • Donna confirms the board will do some researching for our next meeting
  • Kate suggests we could ask for a greater amount for this upcoming year’s gaming grant

Coach Report

Recreational Team Report from Debbie P

It has been a pleasure coaching the swimmers in this group. Everyone is very enthusiastic and works very hard. I have been very impressed with everyone’s progress. With this in mind acknowledging their accomplishments this group of swimmers will progress to be our clubs Intermediate group and we will swim on Wednesdays. With the extra challenge of having a goal to compete in the spring competition. This then allows us to have a beginners group swim for an hour on Sundays. It is very exciting to see our club expanding.

Competitive Team Report from Catharine E

  • Kate reads out the Competitive Team Report, as submitted, due to Catharine’s absence…

The 2021-2022 Artistic Swimming Season was a challenging one with COVID restrictions still in

place for the most part.

Competitive Team – Catharine:

7 swimmers worked most of the season on the Tech Routine for competition.

We submitted the routine performance for judge’s comments only at the first meet as it

was a virtual format.

We received some great information to carry us through to our final meet of the season.

At the final meet we had our best performance ever.

Overall, the competitive season was very successful

After much discussion we decided to look to competing in an international competition

in Europe or USA in 2024.

With that goal in mind, we hired Biz Price to assist with the choreography of the Free

Routine. She challenged us to let go and be creative while taking us out of our comfort

zone.

Great learning experience.

We are now working on putting all of that information together and get it ready to

compete.

Goals for 2022-2023

o Make minor revisions to Tech Routine for this year competition

o Complete the new Free Routine as far as we can for this year competition

o Ensure that we have 8 swimmers ready to compete

o Make plans for the international meet we want to go to and FUNDRAISE LIKE

CRAZY to get there.

VMAS Policies

Review of VMAS Policies

Donna reviews VMAS policies as follows…

  • States that policies and minutes can be found on vanislemasters.ca
  • Resignation Policy: Written notice to President or Secretary is required to withdraw membership, as per VMAS bylaws
  • Refunds and Prorated Rates: Membership fees are to be paid in 4 month installments; Donna clarifies that this is specific to regular season and not summer program, as per April’s inquiry
  • Volunteer Commitment Policy: Five hours of volunteer hours are required per member, per season. $10 fee is applied to every missed hour of service
  • Ascentee Policy: Please inform coaches if you are not able to attend practice. This helps them to prepare for the practice accordingly
  • Canceled Practices: VMAS has the right to cancel practices, i.e. extreme weather conditions. Refunds may be issued in these situations
  • Practice Confirmation: Donna kindly asks that if a member forgets what time practice is, please reference their email or schedule before contacting the board directly. Donna asks members what the best way is to communicate practice schedules
  • April suggests posting practice schedules on website. Other members voice concerns about privacy. Donna confirms we don’t have the resources to produce a password protected site.
  • Carol R. suggests, that as adults, members should be responsible for knowing their schedule and board should not respond when members inquire about practice times
  • Donna quotes the current schedule. Confirms she’ll let members know entrance instructions as Wednesday practices are after hours bookings. Pool will inform us
  • Debbie confirms she’ll be late to Wednesday practices. She will have the warm-up sent to her team beforehand.
  • Debbie inquires if any beginner swimmers are registered since newsletter with advertisement went out today

Elections

Discussion and Election of Executives and Board Members

  • Donna states desire for a rec member to join the board for more representation
  • Donna confirms current board members are willing to continue in their roles

President

  • Donna inquires if there are any potential candidates in addition to herself
  • April mentions Carol S.;Carol indicates no interest
  • Donna is sole candidate

Vice President

  • Donna inquires if there are any other potential candidates aside from Carol R.
  • There are no other nominations or interest shown
  • Carol R. is sole candidate

Treasurer

  • Donna explains that Chao has resigned, but is willing to stay on until replacement is found; Chao has also offered training
  • Debbie suggests Carol S
  • Carol S. inquires to how often the board meets; Donna and Carla inform her meetings on a quarterly basis
  • Carol S. inquires to responsibilities other than financial reports; Donna responds Chao will train her in quickbooks and club will cover any costs associated with this
  • Donna opens discussion regarding hiring a professional, reminding members that clubs with an account balance of over $100,000 are legally required to do this
  • Kate states that based on personal experience, acting as treasurer is not as complicated as it sounds
  • Carol S. admits she is concerned about workload
  • Donna explains what workload is aside from B.C. Societies Report and Gaming Grant

Carol S is nominated to the position of Treasurer by Carol R.

Carol S nomination is seconded by Megan

Carol S accepts nomination

Secretary 

  • Donna inquires if there are any additional candidates or nominations for secretary
  • There are no other nominations or interest shown
  • Carla is sole candidate 

Board Members

  • Debbie mentions Breanna 
  • Breanna declines

Charlotte W is nominated by Kate

Charlotte W is seconded by Megan

Charlotte Accepts

Current Board Members to be re-elected with the exception of Chao Chang and the addition of Carol S and Charlotte W

All in Favour: Unanimous

Volunteer Opportunities

Fundraising Committee

  • Breanna
  • Christy P (committed via email) 
  • Kate
  • Thea M (committed via email)

Workshop/Swim Meet Hosting Responsibilities

  • Thea M (committed via email)
  • Christy P (committed via email)

Gear/Merchandise Coordinator 

  • Genevieve J (committed via email)
  • April has a gear inquiry; can she have her friend print a VMAS shirt for her?
  • Carla states there is no official policy in place, but there is concern over integrity of the logo

Miscellaneous

FINA Figures (Masters)

  • Donna updates that BCAS will make decision on Masters’ Figures by Nov. 15
  • Carol R. inquires as to whether we have an idea of figures
  • Debbie reveals there is a blank page regarding Masters’ Figures on the FINA website

Uvic 

  • Donna explains individuals on the Uvic team are interested in registering under VMAS during competitions; they would contribute to our masters’ fees. Catharine likes the idea
  • Debbie inquires about their coach 
  • April clarifies that this is for competing
  • Carol S. inquires about liability issues
  • Debbie highlights that their coach needs to sign off on VMAS
  • April inquires and remarks…
  1. Who are these individuals and why are they not swimming with Victoria Artistic Swimming?
  2. Can we meet them?
  3. They will represent our team
  • Carol S. recommends we “go to the source” (BCAS), to inquire why they wish to register under us and not Victoria Artistic Swimming

Beginner Swimmers

  • April comments that she has two potential swimmers for the group
  • Carla comments that she has one potential swimmer
  • Debbie clarifies and confirms it costs swimmers $8 to try it

Closing

Adjournment

Motion to adjourn meeting: Donna

Seconded: Megan

Meeting Adjourned at 8:16pm

Action Items

Board of Directors Meetings

  • Set schedule for quarterly meetings if required

UVIC Registration

  • Contact BCAS (Tanya MaGee) regarding the following:
  1. Why are these individuals not swimming under Victoria Artistic Swimming?
  2. How might this specifically impact our team?
  3. Liability Issue?
  4. Would we need to register their coach under our club?
  • Follow-up with potential Uvic Swimmers
  1. How does your coach feel about this?
  2. Are they aware they must, in certain situations, sign off as a coach for VMAS?

Future Agenda Items

  • Coach Remuneration
  1. Goal of financial compensation for next fiscal year (September 2023)
  2. How often to issue payments?
  3. How much per hour?
  4. What can we afford without dramatically impacting membership fees
  5. Reference a financial professional?
  • Gear Embroidery Policy
  1. What merchant will officially produce our gear?
  2. Do we restrict all gear/merch to be exclusively produced by them to protect integrity of the logo?