Board Meeting Minutes: Feb. 26/23

VMAS BoD Meeting: Feb 26/23

Sunday, February 26, 2023

Location: Long Lake Music Studio

Start Time: 6:14pm

End Time: 8:05pm

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Attendees

Donna Falconer: President

Carol Ramey: Vice President

Carol Stuart: Treasurer

Carla Veal: Secretary

April Harkness: Board Member (zoom attendee)

Charlotte Whiteley: Board Member (arrived 6:16pm)

Agenda

Opening

  •         Call to Order and Quorum
  •         Review Agenda
  •         Review Special Resolutions

o   October 7th, 2023: Motion by Carol Stuart to purchase a QuickBooks subscription for accounting purposes

o   October 27th, 2023: Motion by Carol Stuart to proceed with option A for our insurance policy with a 1 million liability cost of $625

o   October 27th, 2023: Motion by Carla to issue a 2022 honorarium to our coaches for the following amounts, Debbie: $500, Catharine $500, Kaia: $200

Approval of September 2, 2022 Minutes 

Finances

  •         Update on 22/23 finances. (2 Reports attached labeled #_VMAS Financial Report date)
  •         Overview and some possible actions regarding pay for Coaches (Begin with Coach Employment Summary and if desired review 4 additional files of material attached)
  •         Three draft scenarios for 23/24 budget in consideration of #2 above (attached labelled 3_VMAS 2023-24_Budgets)
  •         Payment of travel costs for coaches (guidelines)

Nationals

 

  •         Confirm Attendance
  •         Altering Routines for Nationals

o   Will competitive swimmers not attending Nationals be neglected at practices?

  •         Catharine’s Expenses

o   Is she required to attend if we compete?

o   Can the club afford her expenses with International Competition in mind?

 

International Competition

 

  •         Location must be confirmed
  •         Potential costs associated with International Competition
  •         What portion of expenses do members expect the club to cover/fundraise?

o   What is the cash goal we need to work towards?

 

Fundraising after Nationals

 

  •         Beer and Burger; Piper’s Pub and Queens as potential locations
  •         Garage Sale
  •         Other Suggestions…?

Gaming Grant Application

  •         Volunteer to complete Application
  •         Submissions accepted: March 1st
  •         Submission deadline: May 31st

o   *We’ll be notified of our application status no later than September 30th, 2023

 

 

Opening

Meeting Called to Order

  • Meeting called to order by Donna Falconer at 6:14pm where Quorum is met
  • Unceded Territory Acknowledgement
  • Agenda reviewed

Motion to accept the agenda as presented

Motioned: Carol Ramey

Seconded: April Harkness

All in Favour: Unanimous

Motion Carried

  • Special Resolutions are reviewed, as listed in the agenda

Approval of Minutes

  • Minutes are reviewed as distributed

Motion to accept minutes as distributed

Motioned

Seconded: Carol Ramey

All in Favour: Unanimous

Motioned Carried

Financial Discussion

Carol Stuart Presents August 2022 – January 28th Financial Recap

Her notes include the following:

  1. Team Expenses are apportioned, the budget represents an estimate based on history. Available as of Sept 2022. Competitive Team=$1621.22 Recreation Team=$346.46
  2. Cash Reserve is set at 10% of operating expenses
  3. BCAS fees will be higher due to UVIC swimmers but is recouped in membership dues income
  4. Coach fees will be double due to timing of previous year honourarium

Donna takes opportunity to mention Nationals this upcoming May in Calgary

  • She touches upon past conversation with Catharine. Based on the fact that only 5 competitive team members are willing to participate, Nationals are not worth attending; this may be disappointing to some members

Carol S. mentions that upon meeting with coaches to discuss financial compensation, the two coaches had very different expectations

 

Coach Contract Discussion

Carol S. recommends employing coaches on a contract basis. This suggestion is based on certain club expectations including…

  • We have set practice times
  • Coaches are not required to provide their own equipment
  • Expenses and hours work better with contract agreement
  • CPP etc. is expected to be paid by them

Charlotte inquires if a mandatory audit is expected at a certain bank balance

  • Donna states this is not a requirement
  • Carla highlights that when a balance of $100,000 is reached, we are required to hire a professional for certain financial tasks

Donna inquires if $500 a day per competition is an excessive amount for financial remuneration

  • Carol S. states there are additional factors she can take into consideration, regarding this amount

April mentions flat rate and travel rate by the hours as a potential option

  • Charlotte inquires if there’s precedence for this in other clubs

(A) Upon suggestions and discussion, Carol S. will review other club policies regarding remuneration for swim meets

Further Contract Discussion

Carol S. suggests contract be negotiated by Vice President, due to the Treasurer’s heavy workload

  • Carol R., as V.P., states she’s not open to this scenario as it is not one of her strengths

April suggests reviewing  Biz’s contract template

  • Donna mentions this contract is available to view

Charlotte inquires if it is necessary to contact a lawyer regarding contract discussions

  • Carol S. replies that is not necessary

(A) Charlotte volunteers to negotiate contract and look into contract templates

Annual Budget Proposal Discussion

Carol S. discusses annual budget proposal as distributed

  • She discusses 3 potential budget options
  • She states that in these potential scenarios, she has been financially conservative

Donna suggests an increased gaming grant might potentially lead to a greater budget

Carol S. highlights that the 1st potential budget leaves us in a deficit and therefore should not be considered

Donna inquires when fee changes/increases will occur; this will likely happen in September when Catharine wishes to be financially compensated 

  • Donna references Article II of VMAS bylaws regarding our membership fee policies after Charlotte inquires

Discussion occurs in reference to the affordability of fee increases to our members

  • April voices concern over such a substantial and sudden increase; Carla agrees as do Donna and Carol R.
  • Should we increase fees by a certain percentage annually?
  • Increase fundraising goals
  • Donna mentions our bylaws dictate that our fees should work with affordability
  • Carol R. brings up potential members that might be extremely financially restricted, such as someone with PWD status. In the past, we’ve adjusted fees to make our program financially attainable to individuals facing these circumstances
  • Carol S. reminds that beginner swimmers are not accounted for in proposed budgets. The beginner group will increase the club’s financial status to a slight degree

New fees of $50 for beginners, $75 for rec, and $120 for competitive swimmers are suggested

  • (A) These numbers will be re-examined by the board upon further investigation by Carol S.

Nationals

VMAS will not attend Nationals

Donna again recaps a message from Catharine regarding Nationals

  • Catharine is not in favour of going if only 5 members will attend

Donna mentions it may not be reasonable for the club to pay Catharine’s expenses for Nationals at this short notice

 

Further Financial Discussion

Conversation briefly shifts to Finances

  • Carol S. explains she’s budgeting for each team’s fees proportionally 
  • April suggests slowly increasing fees over a multiple year plan. Could we have an annual percentage increase?
  • Donna mentions we need to find a way to slowly increase fees that wouldn’t bankrupt our club

Fundraising

General Fundraising Discussion

  • (A) Carol R. requests names of members wanting to help with Fundraising. She will start a fundraising committee
  • Our ongoing bottle drive in Ladysmith is mentioned

Garage Sale

  • Garage sale date of April 29th is suggested by Donna
  • Donna suggests requiring members to volunteer for specific times/tasks; multiple board members are in agreement
  • Our hourly policy of dividing the fundraising totals between teams is reviewed 
  • Garage Sale will take place at Donna’s house

Beer and Burger

Locations are discussed and suggested

  • Carol R. has had no response from Old City
  • Donna suggests Carlos Obrien’s again
  • April suggests Piper’s
  • Carol S. suggests Miller’s
  • Carla suggests Queens as a last resort

Silent Auction and 50/50 will be included (license required?)

  • Club letter is on file to distribute for potential donations
  • Recommend 2 items donated for every member
  • Carol R. recommends to keep eyes open for 2 for 1 sales

Donna floats the idea of an online 50/50 

Dates for beer and burger are discussed. 

  • Donna suggests May
  • Carla states that once Spring hits, it’s harder to attain attendance in the evening
  • Carol S. recommends September, as it impacts the budget easier; board agrees

Alcohol Sales at B&B auction discussed

  • Carol R suggests looking into whether we need a license
  •  April suggests surprise wine basket auction

Additional Fundraising Ideas

April: Hot dog sale

  • Carla doesn’t think adult teams are eligible for this

Carol R: Krispy kreme; Carol R. then points out it can be harder for adult teams to make money that way

Charlotte: Silly car wash with swim caps and nose clips; also recommends hosting a meet to make money, as this worked well for her calligraphy club

  • Board agrees there is minimal money to be made from hosting a meet

Carol R: Hosting a larger fundraiser

  • Board agrees  those are generally only successful for non-profit organizations

Carol R: Ongoing fundraiser at Ladysmith bottle depot is brought up

  • (A) Carla will confirm current balance 

April: Hosting a bingo tournament 

Carol R: Thinks clubs have volunteered at the sand castle competitions in exchange for funding

International Competition 

Competition is confirmed to be in Summer 2024

Locations mentioned

  • Netherlands – good timing in the Summer
  • Trinidad – too hot in the summer
  • Belgium – springtime is not ideal

Carol S. asks what portion do the members expect the club to pay?

  • This will give us a goal to work towards

Gaming Grant Application

Carol S. confirms Donna and her can complete and submit application

Carla inquiries the amount of funds we should request

  • Carol S. would like to request pool fees in full and coaching costs in full

(A) Donna and Carol S. will review feedback letter from last year’s gaming grant application

 

Closing

Motion to Adjourn 

April motions to adjourn at 8:05pm

  • Meeting is adjourned at 8:05pm

Action Items

Carol S.

  1. Review other clubs’ policies regarding financial compensation for coaches at swim meets (dollar amount issued)
  2. Examine if the following fees are viable for VMAS this upcoming season: 
  • beginners $50 
  • rec $75
  • competitive $120
  1. Work with Donna in reviewing last year’s feedback letter from the gaming grant application, and submit new application by May 31st of this year

Charlotte

  1. Review contract templates for our coaches
  2. Negotiate contract with Catharine

Carol R.

  1. Start and lead fundraising committee upon receiving a list of volunteers from Carla
  2. Approach mentioned venues for hosting a beer and burger
  • Carlos O’Brien’s
  • Piper’s 
  • Millers
  • Queens (last resort)

Carla

  1. Confirm current balance at bottle depot
  2. Issue Carol R. a list of volunteers for fundraising committee 

Donna

  1. Work with Carol S. in reviewing last year’s feedback letter from the gaming grant application, and submit new application by May 31st of this year