BC Seniors Games Society Zone 2 Board Meeting February 21 st, 2018 Qualicum Beach Civic Centre, Qualicum Beach, BC MINUTES

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BC Seniors Games Society Zone 2 Board Meeting February 21 st, 2018 Qualicum Beach Civic Centre, Qualicum Beach, BC MINUTES Present: Trish Anderson, Cheryle Sosnowski, Franco Sartor, Paul Kingan,

1 BC Seniors Games Society Zone 2 Board Meeting February 21 st, 2018 Qualicum Beach Civic Centre, Qualicum Beach, BC MINUTES Present: Trish Anderson, Cheryle Sosnowski, Franco Sartor, Paul Kingan, Barry Sparkes, Paul Jennings, Mary Sluyter, Corinne Berkin, Joan Lightfoot, Elena Dimitroff, Maggi Slassor Regrets: Shirley Focht, Tony Mayor Guests: Zone 2 Sport Coordinators: Barb Sheare Golf Barb Staton (& driver ) Swimming Colleen Locke Dragon Boating Dave Ronalds Ice Hockey (Men) Debbie Morgan Pickle Ball Emmy Matte Cycling Ginny & Fred Greene Darts Gord Johnston Floor Curling Isabelle Armstrong Tennis Jack Holden Ice Curling Jill Nelson Soccer (Women) Ken Wright Soccer (Men) Lynne Davidson Five Pin Bowling Paul Perkins Slo-Pitch Tracy Hurley Ice Hockey (Women) DISCUSSION The Board meeting was preceded by a Sport Coordinators Clinic, lead by VP Franco Sartor, which covered: Round-the-table introductions of Board members and Sport Coordinators. How to fill out expense claims, including difference between Gaming and Operation account expenses. ACTION 21 Feb 18 1 / 7

2 A reminder to complete the Volunteer Hours form and give to the treasurer at the end of the year. 1. Call to Order: The Chair called the meeting to order at 11:25AM. 2. Introduction of Guests. Cheryle thanked the Sport Coordinators for joining us this morning. 3. Approval of the Agenda: Mary asked to speak before Paul K as she had to leave early. Moved/seconded by Barry/Franco to approve the Agenda as amended. 4. Minutes of previous meeting: Moved/seconded by Paul K/Maggi to approve the minutes of the previous meeting (November 29 th, 2017) as ed February 14 th. 5. Opening Remarks Chair: Thanks to Franco for leading the Sport Coordinator s Clinic. Noted that it s important for the Sport Coordinators to know who s who on the Board and to get a better understanding of the preparations for the 2018 Kimberley-Cranbrook (K-C) Games. Noted that this clinic does not replace the Sport Coordinators Training Session next month (March 21 st in Qualicum Beach). Needs two volunteers to help man our kiosk at the Oceanside Family Health and Wellness Fair, March 18 th, 8:30AM to 3PM. Asked that Board Members send reports to the Secretary to include with the agenda for future minutes particularly if there is something to be discussed and decided at the meeting. Attended the2018 Women s Expo in Nanaimo. We should think about setting up a table there next year (February 2019). Found a useful website: which provides free information and referral regarding community, government and social services in BC. 6. Correspondence: None. 7. Old Business: a. Transport to Cranbrook. Lynne Davidson has volunteered to serve as Transportation and Accommodation Chair. See Item 13.d for more information. b. Oceanside Family Health & Wellness Fair, March 18 th. Joan and Trish offered to help. Item 13.d Closed 8. 1 st Vice-Chair (Franco Sartor): Encouraged sport coordinators to remind potential participants to book their accommodation in Kimberley-Cranbrook (K-C). He has reserved 10 RV spaces if anyone is interested, contact Franco. 21 Feb 18 2 / 7

3 9. 2 nd Vice-Chair (Vacant): The Chair emphasized our need to develop a succession plan someone to succeed Franco as Chair in nd VP is an excellent opportunity to learn the ropes about BCSGS and Zone 2. Moved/seconded by Paul J/Trish to reinstate the position of 2 nd Vice- President into the Zone 2 Executive structure, effective immediately. 10. Past-President (Trish Anderson): Has been working, with Paul K, to encourage Zone Recreation Centres to take advantage of the Give It A Try grant available from the BC Recreation & Parks Association by sponsoring a senior activity awareness event. 11. Treasurer s Report: a. Donna submitted a January 31 st Financial Statement which was attached to the Agenda. Bank Account balances as of January 31 st, 2018 were: Operating $10, Nov 29 th : $11, Gaming $11, $12, Paul K has been working with Donna and affirmed that the financial statement, as distributed, was accurate. Moved/seconded Paul K/Franco to approve the Financial report as tabled. b. The Board noted, with pleasure, Donna s return as Treasurer. 12. Director s Report (Paul Kingan): Has been using an new block ing system that appears to be working Has been working with Cheryle, Trish, Franco and Donna to complete an application for a 2018 Community Gaming Grant. It will be submitted before mid-march. We should hear by mid-may if we were successful. Bid packages have been sent to communities to consider hosting the 2020, 2021 and 2022 Games. [Mary S, having already spoken (Item 13.b), left the meeting at this point.] Updated Sport Rules and Registration Forms are available on the BCSGS website. Repeated that accommodation in K-C is limited, so book soon or hope that block-booked rooms will be released sometime in July. Accreditation for the K-C Games will take place in Kimberley, September 11 th and 12 th probably the same schedule as last year. The Opening Ceremony will take place in Cranbrook. It s about 25 minutes between Kimberley and Cranbrook. Talked a bit about Give It A Try see Paul s s of Feb 4 th 8 th. 13. Committee Reports: a. Sports (Paul Jennings). Paul s report is attached. 21 Feb 18 3 / 7

4 b. Membership & Registration. (Mary Sluyter). Happy to see the Sport Coordinators at this meeting should help smooth the registration process. Reviewed the requirement to complete the membership/waiver forms. The number of paid-up members helps with our application for a Community Gaming Grant so she encouraged everyone to sign up whether or not participating in the Games. Non-participants have been re-named as Supporters. This year it will be possible to complete forms on-line so information will be legible when printed. Remember to initial where required (top of Membership and Waiver Forms). Registrations, complete and paid for, to Mary before the end of June. More info at the Sport Coordinator s Training Session next month. c. Public Relations. (Corinne Berkin). Working with Harbour Living ($200/month) and Coffee News ($24/week/area) to promote our Zone. Moved/seconded by Franco/Maggi to continue advertising in Harbour Living and Coffee News. Friendly amendment moved by Paul J/Franco to expand Coffee News coverage to Campbell River and the Comox Valley, noting it will cost a bit more. Amended motion carried. d. Transportation/Accommodation. In response to Item 7.a above, it was moved/seconded by Paul J/Paul K to appoint Lynne Davidson to the Board as Chair, Transportation and Accommodation. Lynne has a quote for a 51-passenger bus from the Island to K-C and return, including transport around K-C for $7741. She is also looking at another option. She will have more details at the March meeting. Sport coordinators were asked to canvas potential participants to determine what level interest there might be in a bus (at about $200/person). Lynne Sport Coords e. Uniforms. (Shirley Focht). Absent. Submitted by The only thing regarding uniforms are the crests, and we have time for that at the March meeting. 14. Area Reports: a. Area 1. Tony. Absent. Nothing to report. b. Area 2. Elena. Nothing to report. c. Area 3. Maggi. Has met with Port Alberni Parks & Rec a couple of times about Give It A Try!. They have submitted an application. Posters have been posted. Has submitted regular articles for the seniors newsletter. No inquiries, yet. d. Area 4. Joan. Will host a table at the Comox Valley Farmers Market. e. Area 5. Shirley. Absent. Nothing to report. 21 Feb 18 4 / 7

5 f. Area 6. Vacant. Cheryle noted it would be useful to have a point of contact in Powell River. 15. New Business: a. Treasurer s Position. Donna s health has improved and she has volunteered to return to the Board as Treasurer. The Board has, therefore, reinstated Donna Cheetham as Zone 2 Treasurer. b. Card Coordinator. Trish noted that we need a system whereby we can send out appropriate cards to board members and others who become ill (or worse). She passed around some sample Zone cards of sympathy and thanks which were well-received. Trish offered to serve as Card Coordinator and asked that everyone advise her of occurrences which should be acknowledged. 16. Any Other Business: a. Paul K The Give It A Try program is a method of getting Senior Games organizations better connected with local recreation centres, which is one of the aims of the BCSGS. b. In response to a question from Franco the Sport Coordinators indicated it had been a useful session. c. In response to a question from the floor, it was clarified that Sport Coordinators were not voting members of the Board. 17. Next Meeting: Next meeting: 11AM, Wednesday, March 21 st, 2018 in the Qualicum Beach Civic Centre, Qualicum Beach. This is primarily a training session for Sports Coordinators and Area Reps to answer questions about playoffs, rules, and questions about the 2018 Games in Kimberley/Cranbrook. There will be a break for a light lunch at 12:00, and then the session will continue. If required, a brief board meeting will precede the training session. 18. Adjournment: There being no further business, the meeting adjourned at 1PM Submitted Approved Barry Sparkes Secretary Cheryle Sosnowski Chair Person Attachments: Sport Chair Report Zone 2 Board Meetings for Feb 18 5 / 7

6 Sport Chair Report Since our last meeting, I have been compiling the Sport Coordinators information packages for the meeting in March. It has taken many hours of sourcing, copying and putting these packages together. I have them with me today, if any of the Coordinators here would like them ahead of the March meeting. However, you must remember to bring them with you to the March meeting as I still have more information to come. I have made arrangements to fill two empty spots for Sport Coordinators. They are Jack Holden for Ice Curling and Dick Divine for Lawn Bowling. I have also been looking into filling the spots for Bridge, Cribbage and Whist but as of today have not had any luck. I plan on going to a couple of the community groups to see if anyone there would be interested in taking on the coordinator s position for these activities. I have also been working with our coordinators regarding how to fill in their Volunteer Hours sheets and notifying them all about this meeting today and the one on March 21 st. This past week, I have been in contact with the Parks, Recreation and Culture Department for the City of Campbell River to see if they would be interested in participating in the Give It A Try program sponsored by the [BC Recreation and Parks Association] and the BCSGS. I am happy to say that the City of CR has put in an application regarding this program. It is now just a wait and see process as to who gets the grant money. The CR Parks Department did indicate to me that they might even go ahead with this program even if they do not receive the grant. Submitted by Paul Jennings Zone 2 Sport Chair 21 Feb 18 6 / 7

7 Zone 2 Board Meetings for 2018 Feb. 21 st /18. Qualicum Beach Civic Centre. 11am-1:30pm. (For Board and Sports Reps) Mar.21 st /18. Qualicum Beach Civic Centre. 11am-3pm. This is a training session for Sports Coordinators and Area Reps to answer questions about playoffs, rules, and questions about the upcoming games in Cranbrook. There will be a break for a light lunch at 12:00, and then the session will continue. There will be no board meeting. April 18 th /18. Nanaimo: The Country Grocer (1800 Dufferin Cres.) off Bowen Rd. 11-1:00pm. May 23 rd /18. Courtenay: Soroptomist Room (Florence Filberg Centre). 411 Anderton Ave. 11-1:00pm. June 27 th /18. 11AM 1:30PM. Campbell River: Community Centre, th Ave (downtown). For Board and Sports Reps. July 29 th /18. Sunday. Qualicum Beach Civic Centre. Orientation Session. Board Meeting from 11-12:30. Zone 2 Orientation meeting from 1-3:00pm. Light goodies, and coffee for participants. Setup for 10:00 am for Shirley. Sept. 26 th /18. Nanaimo: The Country Grocer on Dufferin Cresc. 11-1:00pm. Oct. 21 th /18. Sunday. Qualicum Beach Civic Centre. Bd. Meeting and AGM. Meeting from 11-1pm. AGM from 1-3pm. Hall booked from 10:00 to 3:00 pm. For setup of displays, etc. Nov.28 th /18. Board meeting and Christmas lunch (To be discussed). 21 Feb 18 7 / 7

BC Senior Games Society Zone 2 Board Meeting July 30 th, 2014 Qualicum Beach Civic Centre, Qualicum Beach, BC DRAFT MINUTES

BC Senior Games Society Zone 2 Board Meeting July 30 th, 2014 Qualicum Beach Civic Centre, Qualicum Beach, BC DRAFT MINUTES Present: Cheryle Sosnowski, Trish Anderson, Barry Sparkes, Tony Mayor, Paul Kingan,