Agenda – Castaways Executive Meeting
Monday, November 9, 2020
6:00pm
Discovery Street Sports Club/Zoom
Skype: Cam, Fiona (D1W), Val(030As), Tyson, Merran, Tim, Veronica, Marcus, Julia
Clubhouse: Brea, Sam, Matt G, Jena, Connor, Aidan
Meeting called to order
- Jena move to adopt the meeting agenda
- Tyson seconds
Introduction
- Sign in sheet – please make sure everyone signs in
- Adopt Past minutes
Reports
- President’s report
- VISL covered flag replacement costs
- Div 4m broke ref’s flag during normal use
- VISL agreed to cover cost as broke during normal
- VISL covered flag replacement costs
- Vice president report
- We applied for the VIAsport grant
- Reached out to Ironman about 2021 triathlon
- None scheduled till 2022 but will reach out for volunteers closer to date
- Treasurer’s report
- Owe field’s(Jena) some cheques for fields
- Most field have been paid of 048s
- Will have better idea of financial situation next month as things get paid
- Have about $24,000 in bank atm
- Registrar’s report
- Refunds
- Matt T and Justin Neuffer has requested
- Membership update
- 42 men and 42 women (2 male refunds)
- A few more registrations coming potentially for Div 4M/Div 3M
- Refunds
- Field & Gym Director’s report
- Not submitted any payments yet
- Div 4s would like
- Equipment Director’s report
- Everyone has gear and seems happy
- Div 3 has borrowed 1 jersey
- Social & Fundraising Director’s report
- No update for social
- Keep tagging Castaways and it will be shared on social media
- Sponsorship Director’s report
- Nothing to report other than having hundreds of beer coozies which will be passed to Aidan as merchandise
- Web report
- Updated executive list and team reps
- Other updates have fallen through cracks as Cam bought a house (Congrats!)
- Cam will post COVID guidelines and AGM minutes
- Merchandise Report
- Store can be up in a few day’s but it takes 3 to 4 weeks for items to be delivered after closing of store
- That means the store must close by end of November to be received by Christmas
- Store will go up.
- Several items will be removed (drawstrings bags) and several others will be added (sweatpants, Adidas Blue Shorts)
- Will run Nov 13-25
- Things will be left at cost
- Store can be up in a few day’s but it takes 3 to 4 weeks for items to be delivered after closing of store
New Business
- Div 3 wanting to contribute in some way
- Looking into what it costs for VISL
- Fundraising expectations
- Teams still need to fundraise this year but amount is not set
- Tyson suggests $500 goal this year
- Create an incentive for the best fundraising team
- Options
- Silent Auction
- Online Auction
- V will send out an email to team reps about $500 and contest
- Club wide Silent Auction will be discussed more next meeting
- Teams still need to fundraise this year but amount is not set
- Bottle Depot account?
- Matt will look into it for next meeting!
Meeting adjourned
Next Meeting: December 8, 2020 6pm at the Clubby/Skype
