September Board Meeting Minutes

Start Time: 7:43pm

End Time: 9:12pm

Venue: Board Member Residence

Attendees

Donna F: President

Carol R: Vice President

Chao C: Treasurer

Carla V: Secretary

Megan N: Board Member (electronic platform)

Agenda

  • Call to Order
  • Approval of Minutes
  • Special Resolutions
  • Financial Report
  • Insurance
  • Fundraising Policy
  • Other Discussion

Opening

Meeting Called to Order

  • Meeting called to order by Donna at 7:43pm
  • Donna acknowledges that we are meeting on the traditional and unceded territories of the Snuneymuxw First Nation
  • Chao announces departure from the club and offers to train our next Treasurer

Approval of Minutes and AGM Date Declaration

  • January 29th, 2022 minutes are reviewed as distributed

Motion to Accept Minutes as Reviewed

Motioned: Carol

Seconded: Chao

All in Favour: Unanimous

Motion Carried

Business

Special Resolutions Passed on August 25th, 2022

Upcoming Season Discussion

  • Presently we are expecting 14 swimmers total from rec and competitive team
  • Donna proposes $85 fee for competitive and $60 fee for rec, per monthly basis
  • It is confirmed that NAC is $120 per session 4x monthly and Beban is $120 4x monthly

Motion to Accept New Fee of $85 Monthly for Competitive Team and Maintain $60 Monthly Fee for Recreational Team

Motioned: Megan

Seconded:Carol

All in Favour: Unanimous

Motion Carried

Financial Report Presented by Chao

Chao gives update on VMAS financial status:

  • Gaming Account: $4582.45
  • General Account: $13,002.01 – Including recent garage sale profits

Chao mentions fundraising activities from August 2021 – July 2022, including:

  • Financial contribution from local business (member’s spouse)
  • Recent Garage Sale

Motion to Accept Financial Report as Presented:

Motioned: Carol

Seconded: Megan

All in Favour: Unanimous

Motion Carried

Club Registration Status and Coach Financial Remuneration

  • Donna confirms club is registered with BCAS

Discussion takes place as to whether honorarium for 2022 calendar year has been issued to coaches as listed in the January 29th 2022 minutes

  • Chao will follow up on this and payment will be rendered

Donna discusses conversation she had with Catharine regarding a salary:

  • Catharine would like some sort of income from VMAS upon her retirement
  • Fees will likely have to go up next season

Carla suggests possibility of 3rd group with Debbie to help offset the costs

Duration of Member Payments and Refund Policy

Discussion of how often fees should be paid for the upcoming season

  • Chao and Donna propose 3 times yearly (every four months)

Discussion of refund circumstances

  • Carol suggests medical issues with Dr.’s note should qualify for refund
  • Carol suggests members who move away should also receive a refund or prorated rate
  • General agreement amongst the board that refunds/prorated rates be offered to individuals under exceptional circumstances

Motion to have members pay fees in 4 month installments, with the possibility of swimmers who face exceptional circumstances, at the discretion of the board, may qualify for a refund; BCAS and CAS fees are non-refundable

Motioned: Carol

Seconded: Chao

All in Favour: Unanimous

Agenda Items and Further Discussion

Miscellaneous

Donna discusses information forwarded to her by BCAS, including:

  • Tentative meet fees
  • Seven registration forms BCAS now requires

Donna mentions that Carol Stuart has volunteered as travel and hotel director

It is mentioned that we would still like a volunteer to head up fundraising

Insurance

Chao will look for quotes for our director’s insurance and follow up; AGM deadline

Gear

Genevive has volunteered as gear coordinator

  • Can order custom swim caps
  • Can use Ocean Graphics for embroidery – best service
  • An get quotes on long hair swim caps

Additional Topics

Carol asks what balance is at Ladysmith Bottle Depot Account

  • Our account is referenced online at $240.50

Donna and Carla mention we will still move forward with bottle drive on September 18th, due to additional donations from the depot

Chao brings up the subject of advertising:

  • Carol suggests we write our own article and submit it to the local news
  • Leisure guide is briefly mentioned, but not considered due to excessive costs

New Treasurer

Donna asks if it is in our budget for a paid financial officer if no volunteer

  • Is this allowable?

Both Donna and carol have individuals they might be able to ask

Megan suggests a certain rec team member might be a good fit for said position

Further Discussion

Chao highlights that the quickpay program has separate fundraising classes for our competitive and rec team

  • Chao confirms this is an easier way to track fundraising totals as opposed to opening seperate accounts for teams

Megan volunteers to take on registration responsabilites

  • Megan shares she is familiar with this process

Chao volunteers to do annual report post AGM

Carol volunteers to take on facebook advertising

  • She will run ideas past Carla

Chao inquires if there’s another way to notify people of fundraising

  • Carol will start sending out group text to those who have given permission to do so

Closing

Adjournment

Carol moves to adjourn meeting at 9:12pm

 

Action Items

Chao

1) Confirm if yearly honorarium was issued to our coaches earlier this year

2) Look for quotes regarding our Directors Insurance – AGM deadline

3) Complete annual report for BC societies; post AGM

 

Megan

1) Ask Brianna if she is interested in role of financial officer

2) Take over registration responsibilities, post season opener

 

Carol

1) Advertising via Facebook

2) Arrange group text service to all members who have given permission

 

Donna

1) Write article for local paper (advertising)

 

Carla

1) Edit article for paper

2) Record all existing policies and issue to members this upcoming season