January 13th, 2003
Victoria Bowmen Club House
DND – Wilfert Rd.,
Victoria, BC

Present: Al Wills, Tracy Klat, Angela Cramer, Mike Hughes, Lorrie Sommerville, Scott Sommerville, Bruce Somers, Cliff Allan, Bruce Reed, Greg Birtwistle, Keith Pickering, Helena Myllyniemi, Mary Wills.
Guests: Beverly Somers, Brian Sommerville, Janice Roberts, Sophie Roberts

Meeting called to order 7:06 PM

1. President’s opening remarks. Comment on continuing meeting formats and reporting of minutes.

2. Correspondence:
· Helena Myllyniemi received a solicitation from a trophy provider for what appears to be mostly 3D related trophies and awards. Information forwarded to Bowhunting Committee for review.
· Al Wills received draft (4 pages) for proposed contract for rental of Juan de Fuca lower fields and facilities for Canadian Nationals in August.
· Al Wills received FCA contracts for Nationals that need to be completed. More during Nationals Committee meeting.
· Bruce Somers received solicitation for lawn mower servicing from John Deere dealership. “Winter Special” – forwarded to new business.

3. Approval of Minutes from previous meetings:
· Moved by Lorrie Sommerville, seconded by Keith Pickering that the “Minutes provided for the November 19th BOD meeting be accepted as supplied. Carried
· Moved by Bruce Somers, seconded by Lorrie Sommerville that the “Minutes provided for the December 9th BOD meeting be accepted as supplied. Carried

4. Moved by Angela Cramer, seconded by Bruce Sommers that: “This evenings agenda be accepted with new business being left open” Carried.
5. Reports:
5.1 President: n/a
5.2 Vice President: n/a
5.3 Past President: n/a
5.4 Secretary: n/a
5.5 Treasurer: See financials as provided
5.6 Membership: 37 members active for 2003, including 9 life members. Discussion on outstanding FCA fees.
5.7 Tournament: FCA Indoor/ MICA
The club is registered for both tournaments, to take place on March 2.
Start time 10am practice and scoring 11am. Pre-registration is required by Feb.23.
Cost for Masters and Seniors is $18 and Junior and younger is $16. FCA requires a fee from the archers. $3 from adults and $1 from children.
Next Indoor Shoot Jan.26
We have 18 signed up, only 14 more spots left.
Score Cards
1000 for $98.03 or 2000 for $156.98. Last order was Jan.15/02. We need to order them.
Tent
The Tent was purchase at Capital Iron for $379.99 plus tax, total $435.09.
It is now up. Thank you to all who helped put it up.
5.8 Field: Continuing maintenance and upgrading of field course.
5.9 DND Representative: n/a
5.10 Public Relations: n/a
5.11 Junior Rep: n/a
5.12 JOP Director: Things going well. Saturday AM shoots are full @40 archers. May need to consider additional time allocations. Also require more parent/coaching involvement. Cliff Allan
5.13 Standing Committees: n/a
5.14 3D / Bowhunting: - See field.
5.15 Trophy: Pricing back from suppliers on ribbons, however no action being taken
5.16 Equipment: n/a

6. Business Arising From the Minutes
6.1 Donna Conna (from December minutes). Has arrived at Home Hardware on Keating. Has not been cut pending payment arrangements. Discussion as to value of having account at that location as well as Sleggs. Decided to just pay via cheque for this order and evaluate Sleggs as a viable single supplier for the club.
Motion by Mary Wills, seconded by Lorrie Sommerville: “To provide Bruce Somers with a cheque not to exceed $1500 for the one-time purchase of donna conna board from Home Hardware”. Carried

6.2 Motion by Tracy Klat, seconded by Angela Cramer to: “Spend up to a maximum of $250 for servicing and repairs to club mower for spring season” Carried unanimously.

6.3 Score Cards: Tracy and Greg Durward to communicate regarding design of score cards for upcoming print run. (an effort to combine needed CAN 900 and Nationals scorecard into single run/design if possible).
Motion by Mary Wills, seconded by Greg Birtwhistle that “Tracy be authorized to order the print of 2000 score cards using existing design for indoor shoots” Carried.

7.0 New Business:
7.1: Range Access Issues: Discussion detailing renewing members concerns regarding membership fees and not being able to gain access to range IF any security issues arise during the current membership year that would prevent ongoing access. Also existing (2002) membership cards will cease to allow access to range after January 31st, 2003. This is based on communications between commissionaires and Lorrie Sommerville that involve our club policies and desire to enforce proper access levels to range. All members MUST provide valid club membership cards in order to gain entry to range now.
Motion by Bruce Somers, seconded by Greg Birtwhistle that: ”IF range access is restricted for a period of more than one month by military closure of the range, all members will be given time in lieu when access is regained” Carried unanimously.

7.2: Correspondence received from Greg Durward asking for expressions of interest to run a Level 1 coaching clinic for interested parties in next couple of months. Notice to be put on website requested interested parties contact Greg.

7.3 Request for archery lessons received by Al Wills from Scouts Canada requesting information on archery clinics. Action: Pass information to Cliff to contact.

8. Disbursements:
Motion by Bruce Somers, seconded by Angela Cramer to pay Tracy Klat outstanding monies for purchase of tent for lower field in the amount of $435.00 (and some change). Carried.

9.0 Next Meeting:

Date 10 FEB. 2003
Time 7:00 PM
Place VB Club House9.0 For the good of the association n/a

Meeting Adjourned: 20:55

/lm