Victoria Bowmen 2024 AGM minutes
Victoria Bowmen Archery Association
Annual General Meeting Minutes – Thursday, September 19, 2024
ATTENDANCE
Al Wills, Greg Birtwistle, Andrew Engelhardt, Helena Myllyniemi, Vesa Myllyniemi, Ellen Vander Hoek, Frank Perry, Brent Eliason, Maddox Eliason, Bruce Somers, Dior Wilsher, Kendra Savich, Brad Barclay, Sofija Jewell, Rowan Kew, Nolan Curtis, Bailey Drinkwalter, Greg Fong, Jack Beaton, Al Anderson, Lisa McManus
1. CALL TO ORDER
- The meeting was called to order by the President at 6:30pm
2. CHAIRMAN’S OPENING REMARKS
- The President welcomed everyone to the meeting and thanked them for their attendance and read an Indigenous land acknowledgement.
3. APPROVAL OF THE MINUTES OF THE PREVIOUS AGM
- The minutes have been posted on the website since September 23, 2023
- Motion to adopt the minutes of the previous AGM
- Moved – Helena Myllyniemi
- 2nd – Andrew Engelhardt
4. REPORTS
President:
- Thank you to all for the turnout at the AGM, and to everyone who has worked over the past year to keep the club active.
Vice President:
- Search for outdoor range property continues, but renting privately is not within the club’s financial capabilities. President and Vice President have been meeting with Saanich Parks, but unfortunately Saanich has said that none of their park properties are suitable for an archery range.
- Club will soon be taking delivery of 10 new butts that are lower density foam and will be easier to pull arrows out of. Old butts will be taken to the container in Metchosin for storage.
- Club members have been attending Wednesday evening outdoor shoots arranged at the South Vancouver Island Rangers (SVIR) archery range for a $10 fee. With shorter days coming, the club will be arranging shoots on some upcoming Saturday afternoons, depending on SVIR’s availability. Saturday shooting at the SVIR range can be checked at Google Calendar – October 2024 – if there is archery that Saturday, it will be listed. If members are interested in shooting at the SVIR property on other days, they can contact Al or Greg.
- The 55+ Games will be hosting a Recurve/Barebow Shooting/Coaching/Tuning Workshop Oct 26 at the SVIR – watch for notices, contacts are Al & Greg
Secretary:
- Regular communications to members over the past year – 15 emails.
- Still many more subscribers (500+) to club newsletter than there are active members, very few unsubscribes and high open rate.
Treasurer:
- JOP membership has increased and adult membership has stayed the same so revenue from membership fees should increase somewhat.
- Some major purchases this year included new netting for the gym; some new bows, targets and usual equipment repair; and purchase of the new butts.
- Complete breakdown of the club’s finances was presented. All of the club’s accounting in on a cash basis – club records income and expenses as we receive or pay out money – no accruals, receivables or payables.
- Due to staffing problems at Saanich Commonwealth, club did not receive revenue reports for most of the summer until after our fiscal year end. Since then club has received or is waiting for payments (from drop in archery etc.) from Saanich of approx. $11,000 which will help club’s bottom line.
- Club helped fund some JOP members who participated in BC Winter Games and hosted a coaching clinic.
- Rent for Saanich gym has increased slightly but attendance at shoots is good.
- Club’s investments and accounts are in good shape.
Membership Director:
- Membership currently sits at 129, (compared to 121 as of last AGM), with several potential new members waiting to join for next year when membership opens in Oct.
- New membership payment system being readied
Tournament Director:
- No reports
Junior Olympian Director:
- Another very busy, active year for JOP – lots of kids shooting every Sunday, and have gained members for after school programs and summer camps.
- 3 JOP members won 1st, 2nd and 3rd place in mail match this year.
- JOP members won 1 Gold, 2 Silver, and 1 Bronze at regional championships.
- Director handed out 43 JOP certificates to young members this past year.
- JOP members will be participating again in upcoming mail matches and regional championships this winter.
Equipment Director:
- Usual repairs to equipment, butt stands etc. this year.
Webmaster:
- Website domain and hosting renewed this year (August), so hosting is good for another 3 years, domain good for another 2 years.
- Some minor technical glitches this year, but website is performing well – one of the top ranking archery websites for the region.
- Lots of use of website for membership and archery class sign ups.
Director at Large (Drop In)
- Monday night drop in classes are consistently full/booked solid.
- Many new archers as well as repeat archers.
Director at Large (Lessons)
- Lessons are starting up again and are full and waitlisted.
- Help always needed/appreciated with lessons.
- Approval of the reports as tabled:
- Moved – Helena Myllyniemi
- 2nd – Brad Barclay
5. BUSINESS ARISING FROM THE MINUTES (if any)
- None
6. NEW BUSINESS
- No new business has been approved within the requisite 30 days, so any new business will automatically be handled by the new Board.
7. ELECTION OF OFFICERS
The following people have agreed to serve on the club board:
- Greg Birtwistle, President
- Al Wills, Vice President
- Helena Myllyniemi, Treasurer/JOP
- Andrew Engelhardt, Secretary
- Ellen Vander Hoek, Membership/ Director at Large (Drop In)
- Kendra Savich, Webmaster
- Frank Perry, Director at Large (Range Safety)
- Vesa Myllyniemi, Equipment Director
- Brad Barclay, Director at Large (Lessons)
- Bruce Somers, Director at Large
- Jarrod Ball, Director at Large
- Moved – Jack Beaton
- 2nd – Kendra Savich
- AGM attendees unanimously in favour of club board as above
8. TIME AND PLACE OF NEW BOARD MEETING
- November 28, 2024 @ 6:30pm
9. GOOD AND WELFARE
- Members expressed appreciation for the club, camaraderie, tournament opportunities, and great people.
10. ADJOURN
- Meeting was adjourned at 7:30pm
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