VanIsle Masters Artistic Swimming 2025 AGM Minutes
21 September 2025
Nanaimo Aquatic Centre
VMAS_Income Expense Report 24-25
Attendees:
- April
- Carla (zoom)
- Carol R (zoom)
- Carol S
- Charlotte
- Christy (zoom)
- Donna
- Kaeli
- Kirsten S
- Laura
- Megan (zoom)
- Melissa
- Sarah
- Tran
- Debbie (coach)
Call to Order at 1731
Quorum Established
Approval of Agenda (review, add items if necessary)
Moved by Laura Seconded by Melissa Approved Unanaimously
Approval of 2024 AGM Minutes
Moved by Carol S Seconded by April Approved Unanimously
President’s Report: April
The 2024/25 season was pretty low-key but still packed with impact. We started with a smaller group of beginners, but welcomed some new faces by the end of the year! We were also happy to welcome back our beginner coach, Debbie, and our competitive coach, Catharine, who brought their energy and expertise back to the pool.
Our rec team went through a few changes with coaches and members, and pulled off a great performance at the watershow. We were also so grateful for Riley stepping in for Maddie, who welcomed a new baby this year.
Our competition team kicked things off with new music and a fresh routine, adjusting as we lost and gained a few swimmers. This year we also branched out into solos and duets, with extra pool time devoted to helping those routines grow.
On the fundraising front, the club pulled off a bottle drive and a beer-and-burger night in February, both of which turned out to be really rewarding. One of our biggest highlights was being recognized by BC Artistic Swimming as Team of the Year for the 2023/24 season, celebrating our commitment to the sport and our amazing journey to Heerenveen, Netherlands, for our first international competition! On top of that, we were nominated as a finalist for Team of the Year at the 20th Annual Nanaimo Sport Achievement Awards, which Catharine and three of our competitive athletes proudly attended.
We also reached a long-time club goal—after years of fundraising, we finally purchased our very own sound system! This milestone has been on the wish list since the club began about eight years ago. Another fun first was joining a community parade, which gave us the chance to showcase our club and gain new exposure.
Overall, this season felt like a transitional one—full of change, growth, and plenty of laughs and support.
April
Treasurer’s Report Carol S/Christy/Sarah Fiscal Year 24/25
- Update on Fiscal Year 25/26 (Nanaimo branch): Year-end report required for BC Society
- Gaming account: we had one 50/50
General account:
$24,335.09 brought in in total
This exceeded expenses by $502.23
This was against a deficit budget.
Primary expenses are pool rental and coaching
Motion to accept treasurers report by Carol Stuart
Seconded by Sarah
Approved Unanimously
2025-26 Budget
Predict $8,350 in fundraisers $16,865 in dues and fees
Predict expenses of $32,100
Current balance is over 18,000 so we are well positioned for year
Motion to accept budget for 2025-26 by Carol Stuart
Seconded by Charlotte
Approved Unanimously
We want to recognize Carol S for her hard work as treasurer over the past few years. We will miss you.
Contract Summary for Coaches with Charlotte (Nanaimo)
- Coaches all signed contracts in August, Catharine, Maddie and Debbie, with Ryleigh as a substitute coach.
- Victoria doesn’t have a coach. They self-coach. Debbie and Victoria head coach (Brenda) has been their coach at competitions.
- Donna: Can’t use Victoria head coach. Any coach must be attached to us and we have to have a copy of their certifications for insurance purposes. Must be done in advance of a competition.
Coach Reports
- Competitive Report from Catharine Edwards
After a wonderful July competing in the Netherlands at the Fryslan Open we took a much-needed break until September. A few swimmers chose not to return but we had a few new swimmers join the team from the Recreation Team and new to the club swimmers to fill the gap. We started the season off with 9 swimmers but unfortunately due to some changes in availability we finished the season with 7.
We decided to create a new Free Team routine with the theme “Music of the Decades”. Through lots of hard work, we managed to choreograph 2/3’s of the routine to compete at Jean Peters Provincial Championships. We also had one duet and a solo competing this season. All competition performances were great. All our swimmers should be proud of their accomplishments this season, I am.
We were expecting World Aquatics to finalize the new rules for master’s this season however it did not happen. This made the season a bit easier to deal with from a rule’s perspective. Looking for many changes as we go into the 2025-2026 season.
I am looking forward to coaching the VanIsle Competitive Team again in 2025-2026. It will be exciting and challenging with the new rules coming into effect. We have a great group of athletes and lots of fun to be had.
Catharine Edwards
Competitive Coach, VanIsle Masters ASC
- Recreational Report from Debbie Provencher
It has been a pleasure coaching the athletes in the recreation beginner program This year the beginner’s group had enthusiastic swimmers on Sundays which grew as the season progressed. I expect it will grow next season as well, the more the merrier. I was impressed with everyone’s progress. Also, I would like to congratulate the duet that I coached, you did a really great job considering the circumstances that you swam in. Finally, 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 Program and it is very exciting to see our club expanding.
Respectfully Submitted
Recreation Beginner Program Coach
Deborah Provencher
- Recreational report from Maddie/Ryleigh
No report submitted
We know they had a great season.
- Victoria Report: Kirsten
Numbers are lower on Comp Team. Down to 4 this year (potentially 5) from 8 or 10.
Will have one duet and solo
No rec team.
Commonwealth is closed, so they are swimming at Naden temporarily.
Swimming with UVic, which helps with fees
Still have no coach.
Debbie agreed to be on deck coach at competitions.
Review of VMAS Policies and Practices re: Membership Dues and Refunds: Carol/Christy/Sarah
- Dues are based on semi-annual payments. If you need monthly payments, speak to treasurer. No refunds except for medical reasons.
- Member Financial Hardship: Sarah
Options:- We are a society. Not a registered charity. If we were a charity each person can give a donation for hardship fund. Would have to hire accountant and file with CRA and change our status as society. No teams do this. We could work with a separate charity to manage this for us.
- Don’t involve our treasury in this. Designate a fundraiser for this specific purpose or…
- Go Fund Me or…
- We give our coaches renumeration. We could decide there is renumeration for work done. Donna: can’t be board work. Christy: Can it be other work? Donna: grey area – will have to research.
Donna: in past, people have approached board and had fees suspended fees for a month or two. Carol S: did they catch up? Donna: no, it was only a couple months, fees were waived.
Sarah: This could be counted as sick/hardship.
Christy: Is BCAS OK with this.
Sarah: Fees are set based on pool time and coaching so people know what their fees will be.
Charlotte: Minor sports have BCAS athlete hardship bursary award. Very specific criteria.
Sarah: Any change in financial policy must be passed by whole club.
Carol S: We’d have a special meeting and present change in policy presented to membership. Need 50% +1 attendance.
Donna: Also, can do special resolutions by email.
Debbie: Can be done throughout year.
Tabled: membership to send in ideas. Executive to follow up.
Volunteer Expectations
We need more help: fundraising, ideas and participation.
Club will participate in meets in volunteer positions. Required by BCAS
April’s family and friends volunteer at meets on her behalf. Be sure they sign up so they are counted.
Sarah: can you volunteer at an event you are not swimming in. No problem. You just register in RAMP. We will sent out that info.
Fundraising Profits Between Teams
We do club fundraisers and team specific fundraisers.
In club fundraisers, we track hours worked and divide funds accordingly
Start of season team meetings are recommended for each team. Up to coaches to organize.
Elections: required to operate as a club
- President: no volunteers. Donna suggests we hire a sports administrator for 1 – 2 hours per week. The administrator can’t be a club member.
Under the understanding that we will have an administrator in place by Nov 1, Donna will continue as president.
Christy: will they have access to our emails.
Donna: They will filter our emails, and only pass on what is relevant to executive - Vice President (optional): April
- Treasurer: Sarah and Christie
- Secretary: Carol R.
- Board Members 2-4 Volunteer Opportunities: Charlotte, Kristin and Megan
Elected by acclimation.
Fundraising Committee: Bottle Drive October 5.
Club Calendar: April
Our schedule for the year is available online at www.vanislemasters.ca
Gear/Merchandise Coordinator: Tabled
Travel Coordinator (one member from each team): Tabled
Adjournment: moved by Kaeli at 1829