SUNSHINE COAST DRAGON BOAT CLUB Minutes ANNUAL GENERAL MEETING Wednesday, January 4 th, 2017 7:00 PM Davis Bay Hall 6:30 7:00 PM As dragon boaters arrived, Werner Hofstatter from Sechelt Sustainable Community, was present to answer questions and provide information about the SSC Paddling Centre. Present: 40 members Approval of Minutes of Annual General Meeting 2016 - Fran/Sheila Approval of Agenda of Annual General Meeting 2017 - Chris/Lois President s Report Sherry Thanks you s to Marion West, setting up the paddling clinic Dana B. wine and cheese Susan Grenville, Sea Cavalcade Parade Margaret Condon, Food Bank Drive Appreciation to St Barts for the thank you on their sign board following the parade Ron and Edna for taking responsibility for on going maintenance and safety of the boats Board members
Successful paddling clinic. Recommend 1-day workshop in the spring and it has been included in the budget. Action: New board will need to organize 2017 paddling clinic. We had the same registration/membership total as last year but we did struggle to fill the boats. Suggestion to perhaps make the wine and cheese an open house event. One suggestion was a barbeque and paddle opportunity. Team Snap and Club Team Snap - about 20% of members did not accept the invitation to sign up and use Team Snap. In 2017 someone will help you if needed to get onto it. The club wants everyone to be in the loop and will make a concerted effort this year 2017. Lots of success Paddle Fest Final Fling in Powell River - Our club took home both trophies from the Final Fling Membership Report Lorrie Each team had upwards of 25 people registered, but we don t know what it says that they don t attend regularly. Make sure that the email address Lorrie gets for Team Snap is accurate or paddlers won t get the information. Lorrie tries hard to get everyone on Team Snap but there are at least 2 dozen people who did not accept the invitation. We may need to do
personal contact with these people because it is our main source of communication. Treasurer s Report Licia Went into the 2016 expecting a $7000 deficit but it was only $2000. Painting and sealing of boats was not done. Weather was not conducive; we experienced a late spring and early fall. It is in the budget to allocate again for this year. Revenues were down, expected $13, 000 from membership but only got $11,000. Coaches and steers took courses but not first aid people on each boat. No trailer rentals, saved $ Moorage was not as expensive as we thought; moorage will go up this year. We need to budget the same for next year up $50 per month. Team Accounts - summaries as provided Oct 31, 2016 PP balance $837 expenditure $1581 MM balance $481 expenditures $2536 Sea Gals balance $2109 expenditure $3,636 SDA balance $8,803 expenditure $11,727 Most of the coaches/steers paid, only 3 didn t pay regoistration Discussion about payment for steers and coaches. Reviewed policy - If you do not paddle you do not pay. If you paddle you pay.
Sunshine Dragons Abreast hoping to go to Florence; starting fund-raising, small pub night Sat Feb 4, pub holds 80 people. $25 included in the price is a meal with salad and a drink. The pub charges $13 and the team keeps the rest. There will be a silent auction. Gill has tickets; there will be a 50/50 and wine raffle. Dragon boaters and friends at Gilligans Pub. Team Questions Results Sherry Mini survey from team managers, quick summary total responses 59/101 members. SDA 14 and 14 returning, PP 17 responses, 14 returning 3 not, Sea Gals 14 responses, all returning, MM 14 responses, 8 returning, 2 unsure because of injury and 1 to PP Key suggestions advertising on radio and Ravens Cry Theatre. Bring a friend to a paddle, more public paddling days to introduce paddlers to the sport Other ideas - Facebook, schedule on shed door. A couple of comments about not being informed schedule is put together in January, so it means that people are not accessing/reading communication. Porpoise Paddlers Team changes Add a Tuesday night paddle starting as soon as the days get long enough. Some paddlers only want to do recreational paddling, Timing early evening so people who work can make it. Flat membership fee $150 across all teams, no differentiation.
New Business: Motion: A minimum three-person committee be struck to investigate the requirements, costs, implications and funding options to upgrade or add to the SCDBC dragon boat fleet so that the club will have 2 boats of the same style and calibre that are accepted boats used in competitions. Recommendations are to be submitted to the Board for subsequent review and approval by the Membership by June 30, 2017. Motion passed unanimously Alan Pickard/Carol Brophy Proposed Budget includes room for a $16,000 expense Funding options might be possible for Active Seniors grant, which might help. SSC Properties, Contribution/Motion Sherry In 2016 the Paddling Compound at SSC Properties on Porpoise Bay was officially opened; this is the preliminary development of the proposed Paddling Centre. The compound was made possible by contributions as follows: Area site preparation, grading, surveying SSC $2000 Electricity, potable, non-potable water SSC $2,500 Portion of fencing Sandy Dent Construction $3,000 Other labour by Werner Hofstatter
It was hoped that a total of $4,000 would be contributed by the two paddling clubs to cover the remaining cost of the fencing (Gibson s Paddling Club and SCDBC). Although it is not feasible for us to utilize the compound at the present time (except perhaps for storage), it is anticipated we can utilize the site for things like our Final Fling regatta and additional Paddle Days Motion: Contribute $2000 towards the SSC Paddling Compound/Centre at the SSC Properties site on Porpoise Bay. (Proposed budget includes a $2,000 expense) Ray/Nancy Defeated Motion: Contribute $1000 towards the SSC Paddling Compound/Centre at the SSC Properties site on Porpoise Bay. Edna/Carol 18 in favour 16 against Abstentions - 0 Passed Proposed Budget 2017 Licia Rationale for budget
Expect a revenue of 15, 000 dues Entered the year expecting a deficit of $7,730 but the actual deficit was $2,237 $6.000 revenue has been budgeted as revenue for a 2017 fund raiser. SCDBA did not have a fund raiser last year, so it is recommended to do that whatever the club decides (ie not necessary to be the BC Ferries for next year.) It may need a fresh idea. Final Fling - we are hosting and there will be costs over and above the revenue of $1500 Paddling clinic, only one boat, one day in the budget Parade finances increased to allow for 150 th celebrations Sea Cavalcade- Lorrie received the most calls re membership following the parade. Paddlers handed out cards as they walked Big budget item - possible purchase of boats, $16, 000 has been added to budget Dragon boat repairs still need to be done, D2 just needs a coat of bond paint Paddling centre contribution $1,000 passed Following discussion it was decided to leave grants to teams Motion to increase PP grant to $1,000 based on fees and paddling days, Els/Gillian. Give directly to the team for their own use, some of the registration fees go to club and some to teams. 17 in favour, 11 against, 5 abstentions
Motion passed. Maybe no one gets grants and everyone does their own fund raising Motion : to have no team grants Licia/Bev Motion defeated. $6,000 fund raising goal as reveue for the club Licia will make revisions to the budget as agreed and present to the first meeting of the new board. They will be posted on the SCDBC web site with the Minutes. Motion: Approve the budget with the amendments Bev/Edna Passed Board Elections Past President Sherry MacDonald President Donna Bell Vice President Debbie Hendsbee Treasurer Licia Paddison Membership Lorrie Swan Secretary Fran Heney Director at Large Garnet McCue Social Media - Tom Pinfold Coach Liason Edna Naylor Motion to accept the Slate of officers. Janey/Marilyn Passed Draw for Free Membership won by Bev Zacharias