Victoria Bowmen Association

Board of Directors' Meeting

March 21, 2005

Victoria Bowmen Clubhouse

Victoria, BC

Present:    

Tracy Klat, Cliff Allan, Al Wills, Vanessa Steffens, Lorrie Sommerville, Victoria Allen, Bruce Somers, Helena Myllyniemi, Aaron Rodd

Absent:

Greg Birtwistle, Vesa Myllyniemi, Mary Wills

1.       Meeting called to order at 1915 hrs.

2.       President's opening remarks: Bruce Somers chaired in Greg Birtwistle’s absence.

3.      Minutes of the February 21, 2005, were presented for approval

         Motion to accept the minutes as amended by Al Wills;

         Seconded by Lorrie Sommerville; carried.

4.       Business arising from the minutes: 

4.1     Cliff’s coaching honorarium: Tabled to later date

4.2     Lawnmower has been dropped off for servicing; the Weed-eater has been serviced. Bruce will call for update on Lawnmower service completion.

4.3     Toilets have been pumped

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: No Report

6.5.    Membership:

         Lorrie reported that there are currently 187 memberships. 

6.6.    Tournament: No Report.

6.7.    JOP:

Cliff Allan reported that JOP shooting on March 5^th at John Stubbs School was impaired as no one arrived at the school to open it until 10:45. The planned team shoot was cancelled as most of the 30 JOP shooters that showed up for the event had left by the time the school had finally opened.

The trip to the JOP Indoor Championship tournament in Abbotsford survived many minor hardships caused by cancelled ferry sailings. Victoria had 43 shooters in representation of the 147 shooting in Abbotsford; added to the 100 shooters in Prince George, this year’s tournament was the largest ever JOP indoor tournament. Cliff further added that he hopes that Victoria could host an indoor JOP event and if anyone is aware of a suitable facility he would appreciate the information.

JOP outdoor shooting started on March 19^th with over 30 shooters on the first day.  A brief meeting to discuss rules of shooting at the outdoor range was conducted.  JOP Saturday shooting will be held every Saturday from 10:00 am to 1:00 pm on the FITA field, with the exception of those dates when other competitions are being held. On those dates, the JOP shooters will be on the 900 field.  Once daylight savings starts, I will be holding shooting times on Tuesdays and Thursdays from about 6:00 pm to dusk. More help is needed with coaching.

Commonwealth Place; on March 14^th an arrow hit the Basketball glass back-stop and shattered the back-stop; the bow that shot the arrow was a 15# bow.   Commonwealth had put a 1/8 inch cover on it; however I had informed them earlier that a ¾ inch plywood cover would be needed.  Shooting for the night had to be suspended to allow the custodians to cleanup.  Sarah (Commonwealth lace representative) noted that without a tax number shooting lessons would not be able to continue.

Discussion was held regarding the future of lessons at Commonwealth Place and their request for a tax number.  Victoria Bowmen do not have a tax number available and do not intend to pursue an agreement with Commonwealth Place under the terms stated. Commonwealth Place may however, hire a qualified coaching member of the Victoria Bowmen and rent equipment from the association for their classes.

6.8.    Treasurer:

         Helena submitted a financial report to the members present.

6.9.    Field: No Report

6.10.  Junior Rep: No Report

6.11.  PR: No Report.

6.12.  3-D/Bowhunting:  

         Aaron reported the success of the 3-D shoot with 43 participants and added his thanks to the many volunteers.

6.13.  Trophy: No Report

6.14.  Equipment: No Report

6.15.  Social: No Report.

6.16.  DND: No Report.

7.       AdHoc. None at this time.

8.       New Business

8.1.       Motion by Cliff Allan “that the $5.00 fee per person for groups coming to the range be changed to $10.00 per hour plus the instructor fee. Also, that this be waved for special needs groups” such as the Hands On, Queen Alexander, Out Reach, and others; seconded by Vanessa.

         Discussion was held regarding the current standing on rates charged to groups and by members representing the club for Archery instruction, use of club equipment and facilities.   

         Bruce Somers motioned that an interim rule be implemented that requires that a $10.00 per hour, plus any instructional fee to be determined by the club member hosting the instruction, be charged for all non-member group and individual instructions. Members in favour: 9; Members opposed: 1. Motioned carried.

8.2.    Grass cutting fees to be continued from previous year at $100.00 per month for the four months requiring cutting.  Bruce Somers recommended that four post-dated cheques for $100.00 be issued.

8.3     Work party to be organised; tabled.

9.       Disbursements:

9.1.       Cliff Allan –        Paper & balloons           $ 20.25           

Gas                              $ 60.00

Commonwealth              $273.00

Ferry (JOP indoor BC)    $519.25

            Sophie     –       Commonwealth              $168.00

                                    Total     $ 1040.50         

         Motion by Lorrie Sommerville to disburse funds as presented; Seconded by Al Wills; Carried

10.     Next meeting:    Monday, April 25, 2005, 1900 hrs

Victoria Bowmen Clubhouse

         Motion by Vanessa to adjourn meeting

11.     For the good of the association

Meeting adjourned at 2020 hrs.

/vs