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Draft – to be approved at the next monthly meeting.

Castaways Monthly Meeting

 

Date: Monday, March 10th, 2025

Time: 6:00pm

Location: 714 Discovery Street

 Legend:

Tasks from previous meeting

New tasks this meeting

Voting points

 

Attendance:

  • Team reps:
Div 1 OG n/a (Sydney)
Div 1 YG n/a (Bella)
O30A Steph Kittleson
O30B Lynda
O35W n/a
Div 2M n/a (Beau)
Div 4 Invicta n/a (Aidan)
Div 5 Deportivo n/a (Oscar/Cam)
O35M Lee J
O49M Mark
Div 3W Calypso Sidney

 

  • Executive: Beau, Bella, Taylor, Julia, Aidan, Sydney, Oscar, Cam, Deanna, Julia P
  • Executive absences: Briar (travelling for work), Emma (travelling for work), Koben

 

Non-attendance:  OGs, YGs, O35W, Div 2M, Div 4M, Deportivo

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

 

One Minute Reports

Div 1 OG No updates
Div 1 YG Couple of makeup games to schedule
O30A Did well in Div1 cup, but knocked out. Might be able to give up practice slot at Vic High
O30B Still in cup! Tie and two wins
O35W n/a
Div 2M Out of cup, glad to have a break. Will be Div3 next year
Div 4 Invicta All done for the year
Div 5 Deportivo Out of cup, but looking to get promoted. In top two right now! Need dark blue jerseys
O35M All done, still training (fun)
O49M No cup, still have 3 games left. Good building year this year
Div 3W Calypso Out of cup, great time

 

Executive reports

  1. Presidents Report
    1. Deanna will not be running for president/exec next season. Looking for candidates. Deanna will have more information about this coming out soon.
  2. Vice-President Report
    1. Please reach out to your teams about executive roles coming available.
  3. Treasurers Report
    1. Refer to report and attached financial statements
  4. Secretary Report
    1. Not here, no notes
  5. Registrar Report
    1. No updates
  6. Field Reports
    1. Not in attendance, no update
    2. League is aware that fields are an issue across the board – all independent clubs are struggling with this. The big clubs are fine but aren’t sharing. Lots of space on grass.
  7. Events Report
    1. Budget is estimated at:

$35/pp venue and food (at The Mint – whole venue) – individual bills for drinks (drinks are reasonable). 10PM end they open up fully to the public – we don’t have to leave right away, it’s just public.

Awards – looking to Hoyne + engraving for 3 winners per team. $435

Tournament – $750 for field – not co-ed this year

Decorations/extras – $750 – hopefully a photo booth

Total $7185, / $60 per ticket, need to sell 120 tickets. Have a capacity of 150 attendees, make sure to reach out to teams to get payments in.

  1. Will need physical ticket for entry to the Mint. Keep tearaway ticket for access to clubhouse after. First hour at clubhouse is team only.
  2. Speeches/awards around 7:30ish
  3. Food timing TBD
  4. Coaches are not free this year – encourage the team to pay for the coach
  5. Teams are also encouraged to get an award for their own coach if desired
  6. Ask coaches to prepare speeches for awards (but keep it short-ish)
  7. Bella to put Julia in touch with the Mint regarding payment.
  1. Equipment Report
    1. Full inventory of equipment happening this year so need it all back this year (if club owned). Planning meeting for next Wednesday, then will communicate with instructions soon after.
    2. Jerseys have been ordered, are slowly arriving. Goalkeeper jerseys have been shipped.
  2. Grants Report
    1. Community Gaming application is open, deadline is May 31, 2025
    2. Let us know anything you need and we will investigate whether we can include in in the grant application. This is also why we are doing the big inventory count.
  3. Sponsorship Report
    1. Vacant position.
  4. Communications Report
    1. Posting the year-end event frequently
    2. St Patty’s Day Party – may be sold out already
  5. Website Report
    1. Domain has been renewed
    2. SSL certificate is $70 per year – doesn’t do anything except make it look secure
    3. DSC Club schedule is now on the website too
    4. Looking to have the schedule update automatically (to investigate)
    5. Would like a link to the DSC website
    6. Cam to hide field status link (not current anymore)
  6. Merchandise Report
    1. Hoping we can sell ties, 50th anniversary shirts, any other at the tournament. Deanna will handle with Taylor away.
  7. Directors at Large Report

Team rep new/ongoing business

  1. Team rep group chat
    1. Pending – Oscar to create, likely for next year
  2. Year end event updates
    1. See events report above
  3. Jerseys/jersey deposits/plan for deposit collection
    1. Issuance of current year refunds
    2. Div 5 correspondence
      1. Somebody needs to inventory the Div 5 jerseys and then we can return the deposit once inventoried. Hopefully next Wednesday. Deanna to confirm.
    3. Call for interest in exec positions next year
      1. Deanna will send an email out before the banquet regarding positions.
      2. Gives your team the opportunity to put people in positions
    4. Proposed AGM date
      1. Will send out the date soon – please try to send 5 people per team
      2. Sydney to send poll out to team reps for choice between Wed Jun 18 and Fri Jun 20
    5. New Team update from Oscar: About 10 girls from JDF division 2 are looking for a team. Consider entering a new Div 3 team to accommodate this. Also potential to start a Div 5 team for mens. Would have to figure out field space. Men’s might sort itself out between Div 3/4/5 O35.
    6. Summer league
      1. Oscar throwing around the idea of an intraclub summer league. Maybe a separate grant application (not community gaming). Likely next year.
    7. Coaching training
      1. Possibility of applying for grant funding to get coaching for coaches to learn how to coach.
      2. You can do this through Canada Soccer for under $40/mo.
      3. Lots of free sources on Canada Soccer too.
    8. Schedule next meeting
      1. April 14 – April meeting – Team Reps, in person
      2. May 21 – May meeting – Exec Only, in person

 

New/ongoing business

  1. Motion to adopt last month’s minutes.
    1. Beau, Sydney, Unanimous pass
  2. Approve financial statements (for December, January, and February)
    1. Taylor, Aidan, Unanimous pass
  3. DSC/clubhouse updates
    1. Construction starting next door soon. Manager moving in April 1 – parking lot belongs to them going forward. 24 hour security at the clubhouse. Downstairs is their offices.
    2. Currie Rd – no updates, nothing moving forward at this time.
    3. Clubhouse currently doing decently well with tenancies and staffing. Get bookings in if desired, starting to fill up.
  4. Bylaw updates
    1. Constitution and Bylaws – Deanna’s research indicates that our Bylaws may be too comprehensive. Policies can be more easily changed, or covered pieces that a decided on by the Societies Act or Criminal Law.
    2. Bylaw 2.10 (bylaw for non-payments) – Feedback received, summarized by Deanna
    3. Deanna’s bylaw edits: Feedback received by 3 members. Deanna ran through.
      1. Includes changes to: Governance policy, jersey deposit policy, fee policy
    4. Grant application
      1. From Deanna’s email: Suggestions for the BCCGG MUST be submitted by 11:59pm Monday, March 31st, 2025 to be considered for the 2025 application prior to application.
      2. Confirm whether we have a BCeiD
      3. 4 volunteers for a committee?
        1. Deanna will lead, Julia M will help with application
        2. Julia P to review financial ask prior to submission
      4. Deanna has created a file based on the 2025 guide that has gone out
      5. Hoping to submit in April, but due date is May 31.
    5. Late player registration/one game signings/practice players
      1. Included in # 4 above
    6. Free registration for coach’s children
      1. Julia will draft bylaw for AGM
    7. Lining the fields
      1. May look to give up Carnarvon. Fine for this year.
    8. Directors and officers insurance
      1. Julia P to follow up with DSC’s insurance company
    9. Disposal of old equipment
      1. On hold until we have new jerseys and look at all the kits together
      2. Would love to find a free/local option.
    10. Financial hardship allowance
      1. Deanna working on policy for AGM
    11. Spending policies
      1. Julia P working on formalizing this for AGM
    12. Decision tracking
      1. Deanna to update summary document – no updates this month
    13. Fundraising this year
      1. Aidan will let ironman people know we’re interested and we want regular aid station
      2. Harbourcats – waiting for response from contact
      3. PFC announcing season this week – maybe April 8th
    14. Sponsorship document
      1. Need committee to edit sponsorship document
      2. Table until next meeting

 

Next meeting date: April 14

 

Meeting is adjourned.