Victoria Bowmen 2025 AGM minutes

Victoria Bowmen Archery Association

Annual General Meeting Minutes – Thursday, September 18, 2025

ATTENDANCE:

Al Wills, Greg Birtwistle, Andrew Engelhardt, Helena Myllyniemi, Vesa Myllyniemi, Kendra Savich, Dior Wilsher, Brad Barclay, Sofija Jewell, Rowan Kew, Andy Glover, Al Anderson, Doug Linton, Curtis Hobson, Ferret Smith

1. CALL TO ORDER

• The meeting was called to order by the President at 6:30pm
• A moment of silence/reflection was held to remember members who have passed this past year

2. CHAIRMAN’S OPENING REMARKS

• The President read an Indigenous land acknowledgement and welcomed everyone to the meeting and thanked them for their attendance.

3. APPROVAL OF THE MINUTES OF THE PREVIOUS AGM

• The minutes have been posted on the website since September 23, 2024
• Motion to adopt the minutes of the previous AGM
  • Moved – Kendra Savich
  • Seconded – Al Wills
  • All in favour – unanimous

4. REPORTS:

President:

• Thank you to all for the turnout at the AGM, and to everyone who volunteers to help run the club, run tournaments, provide lessons and promote the sport we all love so much.

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 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 on their calendar – if there is archery that Saturday, it will be listed.  We are looking at holding some outdoor tournaments there in the fall and next year, if you are interested contact the Tournament Director. If members are interested in shooting at the SVIR property on other days, they can contact Al or Greg. 

Secretary:

• Regular monthly communications to members over the past year – 13 emails.
• Still many more subscribers (600+) to club newsletter than there are active members, 50% open rate, and very few unsubscribes.

Treasurer:

• 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.
• Club finances, investments, and accounts are in good shape.
• Due to staffing challenges at Saanich Commonwealth, club has not received revenue reports since mid-May. Since then club has received payments (from drop in archery etc.) from Saanich of approx. $13,000.
• Some expenses this year included new butts and butt stands, as well as reimbursing 5 members for coaching course fees
• Income from membership fees is almost the same as last year; more income this year from tournament registrations.
• Rent for Saanich gym has increased slightly and will increase next year.

Membership Director:

• Membership currently sits at 134, which is up from last year (129) and 121 in 2023, so we are seeing some growth.  

Tournament Director:

• Club has held several tournaments this year which have been very popular and successful, and have helped generate revenue. Members have been asking when the next tournament(s) will be and enthusiasm is high for these events.
• Club looking at hold tournaments quarterly in the coming year.

Junior Olympian Director:

• JOP going every well – anywhere form 25-35 members.
• Held JOP tournaments this past year – Regional and mailmatch.
• Director handed out 80 JOP certificates to young members this past year.
• JOP members won medals at outdoor tournaments and at Nationals this year.

Equipment Director:

• Usual repairs to equipment, butt stands etc. this year.

Webmaster:

• Website domain is paid up until June 2026 and hosting until 2027. Webmaster will review hosting services as matter of course when renewals come up.
• Website is performing well – one of the top ranking archery websites for the region.
• Lots of use of website for archery lesson sign ups.

Standing Committees:

• Club formed a Committee to look at putting a bid in for the club to host the BC Indoor Championships in 2026 (Apr 3-5). Nothing has been decided at this stage and decision is still with BC Archery.

Adoption of the reports

• Moved –  Vesa Myllyniemi
  • Seconded – Doug Linton
  • Unanimous motion for adoption of the reports

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 of Directors:

• Al Wills, President
• Greg Birtwistle, Vice President
• Helena Myllyniemi, Treasurer/JOP
• Andrew Engelhardt, Secretary
• Rowan Kew, Membership Director
• 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

AGM attendees moved unanimously in favour of club Board as above

8. TIME AND PLACE OF NEW BOARD MEETING

• October 30, 2025 @ 6:30pm

9. GOOD AND WELFARE

• Members expressed appreciation for the club, camaraderie, fun, and great people.

10. ADJOURN

• Meeting was adjourned at 7:00pm

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