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DRAFT – To be approved at the next monthly meeting.

Note: There are no meeting minutes for January 2025.

Castaways Monthly Meeting

 

Date: Monday, February 10th, 2025

Time: 6:00pm

Location: Online

 Legend:

Tasks from previous meeting

New tasks this meeting

Voting points

 

Attendance:

  • Team reps:
Div 1 OG Lisa, Merren
Div 1 YG  
O30A Nic
O30B  
O35W  
Div 2M  
Div 4 Invicta  
Div 5 Deportivo  
O35M  
O49M Mark
Div 3W Calypso  

 

  • Executive: Emma, Briar, Aidan, Cameron, Koben, Taylor, Julia, Deanna

 

Non-attendance:  YG, O30B, O35W, Div 2M, Invicta, Deportivo, O35M, Calypso

Non-attendance last meeting: Dinner meeting, not tracked

 

One Minute Reports

Div 1 OG – No game in a few weeks due to snow, tied the last game they played.
Div 1 YG – Also no games in the past few weeks. 2nd to last but undefeated after xmas
O30A – In 2nd, won’t catch gorge this season. Some cup games coming, playing in div 1 cup.
O30B – No team rep
O35W – Picked up some new players, doing well, winning games
Div 2M – No team rep
Div 4 Invicta – Starting to wind down, 2 games left. Finished bottom of top half. Great year so far.
Div 5 Deportivo – Only played 2 games since last meeting. In 3rd, 3 games left. Cup games start this week.
O35M – No team rep
O49M – Not much change, not winning much but having fun. 7/8 games left.
Div 3W Calypso – No team rep

 

Executive reports

 

  1. Presidents Report
    1. Deanna looking for other clubhouse options in the future
    2. Nothing to report. Waiting to figure out what’s going on with rugby.
  2. Vice-President Report
    1. Nothing to report. Thanks to everyone for patience with snow and field closures.
  3. Treasurers Report
    1. Not a lot of updates. Did the December and January reports in one document.
    2. Sent the breakdown by player to Merren.
    3. Collected most of fees will be collecting (except maybe one).
  4. Secretary Report
    1. Nothing to report.
  5. Registrar Report
    1. Beau not here.
  6. Field Reports
    1. Lots of rebooking happening. Jena is doing most of it.
    2. Koben has stepped back for second half of season. Still helping out here and there.
  7. Events Report
    1. Oscar not here.
    2. Briar reporting: year end banquet planning going well.
  8. Equipment Report
    1. Wrote jersey deposit policy
      1. Includes clause for repeat offenders
    2. Grants Report
      1. Julia M to create document outlining the grants/types of funding we’ve applied for already
        1. Julia M started this, sent something out
      2. Julia M has stepped down.
    3. Sponsorship Report
      1. Vacant position.
      2. We’ve gotten a few new sponsors this year.
    4. Communications Report
      1. Sydney not here.
    5. Website Report
      1. Add Calypso blurb on about you page
        1. Done
      2. Talked to Julia M a while ago, needed to add something about BC gov to website which has been done
      3. Credit card costs for website have been moved to club credit card
    6. Merchandise Report
      1. Nothing to report, everything has been handed out.
    7. Directors at Large Report
      1. Bella not here.

Team rep new/ongoing business

  1. Team rep group chat
    1. Oscar to make group chat
  2. Improving event communication
  3. Year end event updates
    1. Will be at the Mint, April 5th, tournament at oak bay rec indoor before

 

New/ongoing business

  1. Motion to adopt December meeting minutes.
    1. Aidan motions
    2. Emma seconds
    3. Passes unanimously
  2. Approve financial statements (for both December and January)
    1. Will approve in February.
  3. Jerseys and keeper jerseys
    1. Oscar to give Deanna or Julia M Deportivo’s old jerseys
      1. Sounds like this has been done but some missing
    2. Jersey update
      1. Taylor has ordered the new jerseys through soccerworld
      2. Asked for invoice ready ASAP
  • They will be here for end of season
  1. Goalkeeper jerseys have been ordered as well (by Tom)
  1. DSC/clubhouse updates
  2. Late player registration/one game signings/practice players
    1. Deanna will work on policy
    2. We will retain flexibility to make judgement calls (something like 2-3 directors will need to sign off on judgement calls)
  3. Free registration for coach’s children
    1. Julia will draft bylaw for SGM or AGM
  4. Field equity
    1. Put grant allocation towards more turf fields?
  5. Lining the fields
    1. Koben to follow up with Jena about contacting the bays kid
    2. Been trying to move schedule away from fields that need lining.
    3. Jena doesn’t have info on bays kid.
  6. Directors and officers insurance
    1. Julia P to follow up with Westland insurance
    2. Will only talk to Tom. Looks like it will be cheaper than we expected.
  7. Disposal of old equipment
    1. On hold until we have new jerseys and look at all the kits together
  8. Edit bylaw 2.10 (10 A person’s membership in the Society is terminated if the person is not in good standing for 6 consecutive months)
    1. Bella sent email with proposed bylaw changes
    2. Exec should provide feedback by Feb 28th and have draft complete by next meeting to take to AGM.
  9. Financial hardship allowance
    1. Need proposals
    2. No update, could be part of judgement call system.
    3. Lynda proposed supplementing fees with service for club.
    4. Deanna working on policy
  10. Change to year end
    1. Seems complicated, won’t worry about this.
    2. Requires additional work for societies act since our bylaws list our year end.
      1. Could try and change bylaws for next year
    3. Review societies
      1. Must ensure we are following everything we need
    4. Fee breakdown by player
      1. Julia P working on this – need more details on field costs
        1. Done, could become more detailed but probably good enough.
        2. Julia will send to exec
      2. Summary of fees paid to other clubs
        1. Julia P working on this
          1. Not going to happen this year, Julia P will try and document what she has.
        2. Spending policies
          1. Julia P working on formalizing this for SGM/AGM
        3. Decision tracking
          1. Deanna to update summary document
            1. Not a priority, table for next month
          2. Jersey deposits/plan for collection
            1. Briar to write a policy outlining who pays jersey deposits and when
              1. Briar will send policy around. Provide feedback by March 3rd.
                1. Should determine whether we are going to permit people to purchase their own jerseys.
                2. Has implications for sponsorships and kit colors on VISL/LIWSA.
                  1. Need approval process or something for team purchased jerseys.
                3. Briar, Deanna, Taylor to meet to discuss collection and distribution
              2. Next season planning
                1. Part of this is in Deanna’s email to see if we need to recruit for exec positions
                2. Might be good to push AGM sooner so people have more time to get used to exec roles.
                3. Include shorts and socks in season planning
                4. Include grant application for next year, who is doing grant application, what are we requesting
                  1. Julia sent out document outlining grant requests on Jan 20th
                5. Deanna also sent out some bylaw changes for review, exec to provide feedback by March 3rd, Deanna will compile edits for next meeting
              3. End of season tournament and banquet
                1. Taylor isn’t here for end of season banquet, won’t be available to man the merch booth
                2. Banquet awards
                  1. Sydney F is doing player awards, wondering about non-player awards
                    1. If teams want any coach things, need to organize themselves.
                  2. Deanna is handling club member of the year award
                    1. Please send nominations to Deanna tonight
  • Hoping to give Jena a service award
  1. Can give each team or some teams a fun award that exec comes up with
    1. Least cards, most goals, best team rep attendance etc.
    2. Get Aidan nominations by Feb 16th
  2. Fundraising this year
    1. Nothing yet from harbour cats and PFC
    2. We don’t have lots of wiggle room on financials
    3. We have ironman coming up
      1. Deanna will be volunteer captain for this
      2. Aidan will let ironman people know we’re interested and we want regular aid station
    4. For Gorge, they roll raffle tickets into the fees for the season and you can keep or sell them. Could be an idea
  3. Sponsorship document
    1. Need committee to edit sponsorship document
    2. Table until next meeting

 

Next meeting date: 6pm, March 10th pencil in March 24th as backup

 

Meeting is adjourned.