January 29th, 2022 Meeting Minutes

VMAS BoD Meeting January 29th, 2022

 

Start Time: 6pm

End Time: 6:52pm

Venue: Zoom

 

Attendees

Donna: President

Chao: Treasurer

Carla: Secretary

Carol: Board Member

Megan: Board Member

April: Board Member

 

Agenda

  • Call to Order
  • Approval of Minutes
  • Financial Report
  • Sport Service Grant Update
  • Absentee Policy
  • Indigenous Land Acknowledgement
  • Minutes on the Webpage – expand site?
  • Fundraising
  • Land Drill Room Rental
  • Coach Honorarium
  • Swim Cap Update
  • Vice President
  • Competition Update

Opening

Meeting Called to Order

  • Meeting called to order by Donna at 6pm
  • Donna acknowledges we are meeting on the traditional and unceded territory of territories of the Snuneymuxw First Nation

Approval of Aug.22nd, 2021 Minutes

  • Minutes were reviewed as distributed

Motion to accept minutes as presented:

Motioned: Megan

Seconded: Chao

All in Favour: Unanimous

Motion Carried

Business

Financial Update

Chao gives brief update of financial status:

  • Gaming Account contains $182 left for our pool fees
  • General Account (chequing/savings) contains $10,981.00

Sport Service Grant Update

Donna gives overview of funding request and status:

  • Funding will be used to hire Biz Price as a guest choreographer
  • Still waiting to hear if our request will be granted from BCAS
  • Shares how this grant will benefit both teams
  • Coach Catharine will be meeting with Biz this upcoming week
  • Donna confirms with Chao that the $3200 requested is the full amount needed to compensate Biz
  • We have a pending sponsorship of $1000 towards hiring Biz if Sport Service Grant does not come through
  • Donna completes discussion, highlighting the special resolution made by the club that any remaining funds needed to acquire Biz’s services will be fundraised and will not come out of existing club revenues

Absentee Policy

  • Carol: Due to the club’s waitlist and limited finances, it is in our best interest to ban members from swimming when they have unpaid fees
  • Donna: How do we go about doing this? A clear and compassionate email would likely be best
  • Chao: Situation more preventable if fees were collected semi-annually, as opposed to a monthly basis. However this is challenging in times of COVID
  • April: If people are financially stressed, arrangements can be made with them, but communication must occur in order for this to happen
  • Donna: This will once again need to be re-visited at the end of season

Indigenous Land Acknowledgment

  • Donna stresses the importance of having a land acknowledgment on our site
  • Carla points out that if we continue to swim in Ladysmith, another unceded territory acknowledgement will be introduced – we may not continue in Ladysmith

Motion to implement an Indigenous Land Acknowledgment on the VMAS website:

Motioned: Megan

Seconded: April

All in Favour: Unanimous

Motion Carried

Minutes on our Website

  • Carla inquires if we should extend our website to include a section for our minutes
  • Board doesn’t think this is necessary. Placing minutes on the blog should be fine

Motion to post VMAS minutes on the Blog Section of our website:

Motioned: Carol

Seconded: Chao

Motion Carried

Fundraising

Ladysmith Bottle Depot

  • Carol points out Ladysmith Depot is easy to use as they sort the bottles for you. Only requirement is that bottles are placed in clear ba
  • Donna suggests club might buy clear bags for club to distribute to friends/family of the club

Motion to open a club account at the Ladysmith Bottle Depot:

Motioned: Chao

Seconded: Carol

All in Favour: Unanimous

Motion Carried

 

Motion to amend current policy of five required volunteer hours per season, and distribute clear bags for members to collect cans and bottles:

Motioned: Megan

Seconded: Carla

All in Favour:

Motion Carried

  • Chao points out we will need to update our new members on this policy

Other Topics and Business

Land Drill Room Rental

  • Carol states land drills are helping and members faithfully issue payment rental space
  • Donna says using pool deck eventually would be free
  • Carol reminds that deck is very loud and noisy

Coach Honorarium

  • Chao states Coaches have not yet received an honorarium for the 2022 calendar year
  • Chao suggests $300 each for both coaches 

Motion to issue 2022 honorarium to VMAS coaches as quickly as possible:

Motioned: April

Seconded: Carol

Motioned Carried

Swim Cap Update

  • Donna shares that the delay is in having our logo vectorized
  • Logo is should be vectorized this week
  • When logo is vectorized, the order will be placed
  • Order is dependent on supply, which is incredibly low/inconsistent

Appointing Carol as Vice President

  • Donna and Carla state that Carol needs to be officially appointed to the role of Vice President

Motion to elect Carol to Vice President according to Article V; Section 3 of the current VMAS bylaws:

Motioned: Megan

Seconded: Carol

All in Favour: Unanimous

Motioned Carried 

Competition Update

  • Megan clarifies that both youth and adult competitions have been cancelled for the month of February