The
Victoria Bowmen Association
Board of
Directors' Meeting
November 1, 2004
Victoria Bowmen Clubhouse
Victoria, BC
Present:
Greg Birtwistle, Tracy Klat, Cliff Allan, Bruce Reed, Al Wills, Vanessa Steffens, Lorrie Sommerville, Victoria Allen, Bruce Somers, Helena Myllyniemi
Absent:
Greg Durward, Vesa Myllyneimi, Mike Hughes
1. Meeting called to order at 1908 hrs.
2. President's opening remarks:
3. Minutes of the August 30, 2004, were unavailable for review.
4. Business arising from the minutes: none.
5. Correspondence:
5.1 Apple Fest. no new shooters
5.2 Greg reported that a lady from Ontario called complimenting our website.
6. Reports:
6.1. President: No Report
6.2. Vice President: No report
6.3. Past President: No Report
6.4. Secretary: No Report
6.5. Membership: Lorrie reported that the membership payments for the 2005 year are slowly coming in; members having joined recently have all paid dues for upcoming year.
Bruce Reed commented that forms were needed for Island Outfitters and Bucky’s. A discussion was held regarding these establishments having membership forms and information. A suggestion was made that these establishments should mail forms to the Club through Lorrie.
New membership cards will be laminated; order with Stapes has been placed.
Waiver forms are to be signed by every member every year; Lorrie is to fax Greg list from 2005 membership payments.
Discussion was held re: mailing past members to invite to re-join.
6.6. Tournament:
Tracy submitted the Tournament schedule for the 2005 Indoor and Outdoor shooting season and is attached to this report.
6.7. JOP:
JOP has three groups shooting. Two on Saturday with 25 in each group and one on Thursday with 20 kids and four more are coming. Each group has been between 15 to 22 kids shooting. At this time I’m not taking any more kids into JOP. If the club can do a forth group on Friday, I can take more kids. Friday is the only week day open; Sunday is also open. Some in Saturday’s group said they would move to Friday. This will make possible to take some new kids on Saturday. I have had two or three calls a day until I changed my phone message. I have told people to call after November 1st. Also, I have people coming from Commonwealth Place that would like to join the club.
Club equipment: I have added two 66” bows; one left handed & one right handed. The limbs can be switched. The bow weights are 18# and 28#s. I have been fletching club arrows that needed it and the arrows that Al Wills gave me from Dodie Jarvis. All of them needed straightening and fletching. They are now in the club arrow box. Bruce Somers brought five bows (plus two very old compound bows) and armguards from Colquitz School. These have also been added in the clubs equipment.
Coaching fee: I have a way for paying for those who help with coaching and myself. I’ve talked to some of the parents about this idea and none have disagreed. The idea is each JOP archer would pay $2.00 each time they come. This would be split between the one helping me from the group they help. I would like one person to help me in each group. This needs the boards approval before it can be done.
I plan to have a few times where they will shoot their scores with the timing clock. I need to do this so they learn how it is done. We have the JOP Regionals January 29th to February 4th. Each group will do with their groups shooting time. The JOP Indoor Championship is in Abbotsford on March 13, 2005. We will be doing some fund raising to help us get there. I plan to take most of our kids, so we may need two buses. The most I’ve taken was 51; I plan to have more this year.
Commonwealth Place: Sophie and I have started a group on September 20 and started doing a second group on September 27th. Commonwealth Place had a waiting list of 22 kids. We have a full group of 20 in the first and 18 in the second. Some have asked about the club. Sophie and I will start a new group on November 7th; this is also full with 20 kids. There could be a second group.
Sunday, October 31st , Vickie Allen did the JOP Halloween Shoot. She did an excellent job. Over 36 people had fun shooting at pumpkins, spiders, tomb stones and scary things. Lunch was BBQ hamburgers and Hot-dogs. I just did the whistle thing. Great job Vickie! My thanks to all who made this a great time. Yes, they did the pumpkin toss thing after, so stay away from the field off the FITA field; maybe they will grow.
Discussion was held regarding charging fees for non-members. Further discussion was carried regarding that procedures need to be set in place for maintaining past and future cost recoveries.
Motion by Bruce Somers to table discussion regarding fee charges and recoveries to/from non-members for lessons. Seconded by Lorrie Sommerville; Carried
6.8. Treasurer:
Helena submitted a report to the members present.
6.9. Field: No Report
6.10. Junior Rep:
Victoria Allan presented the following report:
Yesterday we had wonderful weather for the Halloween shoot which went very well; we had 31 JOP archers and 2 parents participating. In total, $277.50 was brought in, minus expenses totalling $79.76, for a profit of $197.74.
Thanks to JOP parents: Andy Gojmerac, David Allen and Nick Fufe, who helped cook; Lorrie Sommerville, Mrs. Gojmerac and Debbie Gillespie for helping with the BBQ. Also, my thanks to JOP members Vanessa Williams and Allison Weick for helping setup. I would like to thank Wendy Van Schaik for the donation of prizes. Thanks to Galey Bros. for donating all the pumpkins for the shoot. Thanks also to al that participated. Thanks to Cliff Allan and Scott Sommerville for all the help and support. Letters of thanks will be sent to Galey Bros. and Wendy Van Schaik for their donations.
6.11. PR: no report.
6.12. 3-D/Bowhunting: no report.
6.13. Trophy: No Report
6.14. Equipment: No Report
6.15. Social: No Report
6.16. DND:
Al Wills reported that he had been contacted by the DND regarding maintenance required to fence line and outer areas. A suggestion was made to close range or just 3-D areas.
Discussion was held regarding the need for signage to address closure areas. (Example: ‘Field Course and 3-D Course Closed’)
Decision: Bruce Somers to get weatherproof sign made up for this event.
7. AdHoc. Not at this time.
8. New Business
8.1. Colquitz School has loaned (for one year) their bows, arrows, net and two butts to the club.
A suggestion was made to loan the net and two butts to Salt Spring for the year.
Bruce Somers requested permission to buy a card and muffins for Colquitz faculty as a thank-you.
8.2. Lorrie Sommerville noted that we need more judges & coaches. Al Wills and Helena Myllyniemi are "National" level judges. Al, Helena, and Lorrie are "Provincial" level judges. In October, Ron Ostermeier (in charges of judges/coaches for BC Archery Association) reinstated Cliff Allan as a "Provincial" level judge. Victoria Bowmen now has 4 judges qualified to judge at FITA events, and 1 "club" level judge - that being Janis Roberts. BC Archery Association is looking to put on some Judge Clinics and Coaches Clinics. We are in desperate need of more of both. Cliff Allan and June Barker are doing yeoman service with the coaching, with Cliff handling the majority of the JOP members and June taking on the more senior members as requested. Helena coaches when available. Lorrie is stepping back from her judging to concentrate on shooting, which leaves Al and Cliff to do the majority of the tournaments due to Helena's work/family schedule. Ron Ostermeier, BCAA, will be putting on the clinics. Most clinics require at least 6 participants to make it viable for the association, cost wise. If a smaller number of participants sign up, Ron is still willing to put on the clinic, as long as we can assist with transportation to/from the ferry and possibly billeting him to avoid expenses.
Discussion regarding requirements for FITA and 3-D judges; much cost and time is required to further levels. This topic was recognised as a need more than a want.
8.3 Canada Cup: Tracy presented cost and revenue forecasts for the Victoria Bowmen Association to host the Canada Cup 2005.
Motion by Bruce Somers to accept proposal and bid for hosting the Canada Cup 2005 tournament. Seconded by Helena; Carried
8.4. Friday night gym rental: discussion regarding a possible fourth night for indoor shooting.
Decision to table discussion to co-inside with fee charges when presented.
8.5. Website: Lyle McGreggor has given Al Wills access to website files. Need to find someone to take over maintaining website.
8.6. Shelter for target archers: need for permanent shelter; Greg to find our about acquiring used materials that may be available. Additional costs for material and shelter designs need to be acquired.
8.7. Keys and new locks for containers: Greg Birtwistle will buy locks tomorrow (Nov. 2)
8.8. Volunteer package: Al to present Volunteer package for all positions.
8.9. Toilets: need to be pumped. Tracy to call and get it done; will shop around for best deal.
8.10. Christmas Shoot:
Motion by Cliff that we do a whole club Christmas shoot on December 11th from 1:00-4:00pm. Seconded by Lorrie; carried Details to be addressed at next meeting.
9. Disbursements:
9.1. Cliff submitted an invoice for equipment repair.
Discussion regarding cost of repairing club equipment was raised; Helena to provide cost for this service over the past year or two.
9.2. Tracy submitted bill for $775.70 to FCA to register tournaments.
9.3. Bruce requested $75.00 float to cover estimated costs for signage.
Motion by Tracy Klat to disburse funds as presented. Seconded by Lorrie; Carried
Recommendation: A budget for each field to be presented by given representatives.
10. Next meeting: Monday, November 29, 2004, 1900 hrs
Victoria Bowmen Clubhouse
11. For the good of the association
Meeting adjourned at 2103 hrs.
/vs