Victoria Bowmen Minutes


Victoria Bowmen Association
Board of Directors' Meeting
April 25, 2005
Victoria Bowmen Clubhouse
Victoria, BC

 

Present :    
Greg Birtwistle, Tracy Klat, Cliff Allan, Al Wills, Vanessa Steffens, Victoria Allen,
Bruce Somers, Helena Myllyniemi, Mary Wills

Absent :
Vesa Myllyneimi, Aaron Rodd, Lorrie Sommerville


  1. Meeting called to order at 1922 hrs.
    2.   


  2. President's opening remarks: none.


  3. Minutes of March 21, 2005 were presented for approval.

    4. Motion to accept the minutes as amended by Al Wills;
    Seconded by Bruce Somers; Carried


  4. Business arising from the minutes::

    4.1.  Bruce Somers reported that he has made contact with Sarah from Commonwealth Pool and that it is City policy regarding numbers required for coaching services. Further contact to Clinton Leamans from City; result is that anyone that is a member of the society sec is exempt from the Business Licence requirement.
    Further discussion regarding use of Commonwealth indoor facility; Bruce will discuss profit split further with Commonwealth Pool at a later date.
    Request by Bruce for signing authority on Victoria Bowmen’s behalf for Commonwealth Pool; Approved by Greg Birtwistle.


  5. Correspondence:

    5.1.  Al Wills submitted a copy of the letter to Inner X Archery Academy, Lagos Nigeria, regarding their interest in participating in the Canada Cup Archery Tournament.


  6. Reports:

    6.1. President: No Report

    6.2. Vice President: No Report

    6.3. Past President: No Report

    6.4. Secretary: Vanessa reported that she is organizing a Victoria Bowmen t-shirt order to arrive in time for the JOP Southern BC Outdoor Championship tournament on June 26, 2005. Vanessa further requested that the club assist with the ordering of the shirts in the event that not all payments can be collected in time for the shoot.
    Motion by Al Wills that a disbursement of $300.00 to order extra t-shirts to have on hand and to cover some JOP that may be late with their payment. Seconded by Bruce Somers; Carried

    6.5. Membership: Lorrie reported that there are currently 187 memberships.

    6.6. Tournament: Tracy reported first shoot is weekend will need fifty 80cm targets.
    Tracy to have Victoria Bowmen banner created; cost approximately $220.00 ($198 plus taxes and shipping).

    6.7. JOP: Cliff reported that there is an average of 28 kids shooting on Saturday’s and thanked Mary Wills for her assistance, noting that anyone wishing to help out would be well welcomed. Shooting times for kids are Tuesday and Thursday evenings and Saturday mornings.

    The JOP Outdoor Tournament on June 26th will need Judges, BBQ, score keepers and prize gathering help.

    6.8. Treasurer: Helena submitted a financial report to the members present. In addition, Helena reported that assistance with 3-D financial forms may be needed.

    6.9. Field: No Report

    6.10. Junior Rep: Everything’s fine

    6.11. PR: No Report

    6.12. 3-D/Bowhunting: Bruce reported donacona purchase from Sleggs for darker brown is better than the lighter stuff; 100 pieces for $ 1306.00.

    6.13. Trophy: No Report

    6.14. Equipment: No Report

    6.15. Social: Mary Wills requested as much advance notice of events as possible

    6.16. DND: Al Wills reported that he would like to remind everyone that the Commissionaires/guards have the right to ask for Drivers’ Licences or other picture id prior to allowing permission to enter the DND land, and warning that the guards may hold random car search days with no prior notice to this event. A mention of these requirements and the possibility of searches will be put into the newsletter.
    Al further reported that he has had conversations with Juan De Fuca


  7. Ad.hoc:   None at this time.


  8. New Business

    8.1.  Work party for May 7th 9:00 am; appreciation BBQ to follow once work has been completed; Greg to get dumpster for clean-up party; free food for party.

    8.2.  Toilet pumping and leases. Tracy reported that Coast has the best prices she’s found, noting a charge of $50.00 per toilet for contract service or $60.00 per toilet for non-contract. They will invoice us.

    Motion by Al Wills that from now to September we be under contract with Coast on a trial basis and October through Winter months re-assess service and cost effectiveness. Seconded by Bruce Somers; Carried

    8.3.  Garbage carry-out; need to make more members aware to carry out their own garbage as no trash pickup is available; Al to add note in newsletter.

    9. 8.4.  Gate access and vehicle searches; given in DND report


  9. Disbursements:

    Motion by Al Wills to disburse funds as presented; Seconded by Tracy Klatt; Carried


  10. Next meeting:  Monday, May 30, 2005, 1900 hrs
                            Victoria Bowmen Clubhouse


  11. For the good of the association

    12. Meeting adjourned at 2035 hrs.

    /vs