BC Senior Games Society Zone 2 Board Meeting May 18 th, 2016 Campbell River Community Centre, Campbell River, BC MINUTES Present: Trish Anderson, Cath Wiseman, Paul Kingan, Cheryle Sosnowski, Paul Jennings, Mary Sluyter, Corinne Berkin, Shirley Focht, Tony Mayor, Elden Davis, Maggi Slassor Regrets: Donna Cheetham, Barry Sparkes Guests: Cindy Simpson 1 st VP, BC Seniors Games Society Hector Dubois, Don Wiseman, Jane Sartor and Franco Sartor DISCUSSION 1. Call to Order: The Chair called the meeting to order at 11AM. 2. Approval of the Agenda: Moved/seconded by Paul/Shirley to approve the Agenda as tabled. 3. Minutes of previous meeting: Moved/seconded by Cheryle/Maggi to approve the minutes of the previous meeting (March 16 th, 2016) as e-mailed May 9 th. 4. Opening Remarks Chair: Trish extended a warm welcome to all our guests. ACTION Thanks! 5. Correspondence: No correspondence. 6. Old Business: a. Zone 2 Registration Process: o Membership Cards should we keep sending them? How? If so, 18 May 16 1 / 9
with what changes? After some discussion, moved/seconded by Tony/Cheryle that we send membership cards without numbers to sport coordinators for distribution. b. Lt Wt Warm-up shirts. Tabled until the next meeting pending result of application for a Community Gaming Grant. c. Vests. Shirley has 275 vests. The rest will be here in August. o Shirley suggested that vests could be provided to participants: o At the Zone 2 Orientation Session, August 3 rd, o A special trip to Zone 2 Areas for participants to pick up, o Give the vests to Sport Coordinators to distribute, or o o Take the vest to Accreditation at the 2016 Games. Moved/seconded by Maggi/Cheryle that shirts be limited to one shirt per participant. d. Cribbage coordinator. Still no cribbage coordinator. e. Point-of-Contact in Area 6 (Powell River). Peter Grasman is willing. Shirley will forward posters and rack cards for Peter to spread about and will ask if we can post his contact info on the Zone 2 Website. f. Signatures at Credit Union and CRA. Our signing authorities with the Credit Union have been updated. Names with Revenue Canada have been changed to represent the current executive. g. Sponsorship Policy. Noted that Zone 2 cannot be sponsored by a company that promotes alcohol or tobacco. h. Sponsorship Letter. o o Written by Barry. Copy attached to these minutes Cindy suggested that we mention in our sponsorship letter that the Games contribute to the better health of our Seniors. 7. Presentations/Sponsorships. a. Franco Sartor and Hector Dubois, on behalf of the Fraternal Order of Eagles (FOE), presented us with a cheque for $400. b. We received a donation of $500 from Hitec Screen Printing/Brazen Sportswear (http://www.comoxvalleychamber.com/promotions/hitec- Screen-PrintingBrazen-Sportswear-154 ). c. We received a donation of $1,000 from Advanced Property Management (http://www.advancedpm.ca/ ) d. These donations are to help defer the costs of participants attending the BC 55-Plus Games. e. Thank-you cards and letters have been sent to each sponsor. Next mtg Info Closed Info Closed Thanks! 8. 1 st Vice-Chair / Sport Chair (Cath Wiseman). Cath reported there are no new lawn bowling participants this year. 9. Treasurer s Report (Donna Cheetham - absent) April 30 th, Report attached. $24,563 in the Gaming Account. $14,360 in the Operation Account Moved/seconded by Trish/Maggi to accept the Treasurer s Report as distributed by e-mail May 6 th. 18 May 16 2 / 9
10. Director s Report (Paul Kingan) Paul advised that there will be a major restructuring of the 55-Plus BC Games effective October 2017 (after the Vernon Games). BC Games, who have been running the games on our behalf, are withdrawing. Explanatory Information Bulletin from the BCSGS is attached. The 2016 AGM for the BC Senior s Games Society will take place September 19 th, before accreditation. Tour of Coquitlam venues went well. They re all in place. Accreditation will take place at Poirier Forum. [Cindy noted that the venues are in good shape. Being located in hubs will make other venues more accessible for participants to watch other sports.] There is no limit to the numbers attending the Opening Ceremonies. Paul asked that we encourage as many of our members as possible attend the ceremonies. There is some travel assistance available from Via Sport for ferry passengers, but not for vehicles. Again noted that hotel accommodation is tight, so book soon. There is limited RV accommodation in the area. Suggested that we include a sponsorship corner in The Event newsletter to recognize our Zone 2 sponsors. Trish suggested including Subway and Tim Horton s, who donated food for our lunch this afternoon, be included as In- Kind Donations. 11. Committee Reports: a. Sports (Paul Jennings). Things are going well. We already have 21 badminton participants. b. Membership & Registration. (Mary Sluyter). Has registered 5-Pin Bowling, Floor Curling, Ice Curling and Darts. c. Public Relations. (Corinne Berkin). Our ad in Harbour Living Vancouver Island s website has received more views and click-throughs this year than last. In April we had 28,199 views and 287 click-throughs to the website. The ad will be running for one more month. Ads were placed in the Port Alberni, Parksville and Nanaimo Coffee News, in the Harbour Living online magazine and the Parksville Legion Monthly Calendar. With restructuring and sponsorship recognition as well as longer time between newsletters, Corrine suggested we add four more pages to THE EVENT Newsletter. There was general support from the Board for her proposal. Corrine suggested that we put something on the Registration Form, asking where participants hear about the 55+ BC Games to help us spend our advertising dollars better. Cindy asked that we send her what we would like to add to the forms but that we keep it 18 May 16 3 / 9
short. The registration forms are new this year, so any change would have to wait until next year. d. Transportation/Accommodation. (Chair still vacant) Paul J advised there are still rooms available for $119, under Zone 2 at the Ramada Inn in Coquitlam, 1-604-931-4433. Cindy will look into why the accommodations at the Executive Inn in Coquitlam are so expensive. e. Uniforms. (Shirley Focht) Vest are coming. 12. Area Reports: a. Area 1. Tony. Generally quiet. b. Area 2. Elden. Generally quiet. c. Area 3. Maggi. o Maggi brought the Sunshine Club Seniors Newsletter article. She noted that pickle ball is coming on strong in Port Alberni, but there are some problems getting a full team of Dragon Boaters. Cindy talked about Cross-Zoning for dragon boating and suggested o Maggi contact her if help is needed. Maggi also reported that her team, the Gorging Dragons, won a gold medal in the Senior C Women s 2000-metre and a bronze in the 500-metre at the World Dragon Boating Competition in Adelaide, Australia in April. CONGRATULATIONS! d. Area 4. Vacant. e. Area 5. Shirley. Fielded one call about carpet bowling. f. Area 6. Vacant. 13. New Business: a. Need to check and confirm that our minutes are online. b. Need to be assertive in getting all positions on the Board, including area representatives, filled. We should put a note in our newsletter about positions that need to be filled. Barry 14. Any Other Business: None. a. 15. Next Meetings: Next meeting: 11AM, June 22 nd, Filberg Centre, Courtenay. 16. Adjournment: There being no further business, the meeting adjourned at 12:55PM 18 May 16 4 / 9
Minutes based on notes taken by Corinne Berkin. Submitted Approved Barry Sparkes Secretary Trish Anderson President Attachments: Sponsorship Request Letter Financial Report to April 30 th, 2016 Information Bulletin from BC Senior Games Society dated May 16 th, 2016 Men [and women] do not quit playing because they grow old; they grow old because they quit playing. Oliver Wendell Holmes. 18 May 16 5 / 9
BC Seniors Games Society Zone 2 PO Box 3567, Stn Main Courtenay BC V9N 6Z8 (date) (name of organization/business) (address of organisation/business) To whom it may concern, The mission of the BC Seniors Games Society ( https://www.55plusbcgames.org ) is to improve the health, lifestyle and image of residents of BC 55 years and older. Primarily, this is achieved through the annual BC 55-Plus Games, the biggest Provincial sporting event, held at different locations each year around the province. At each Games, up to 3500 men and ladies participate in one of approximately 23 sports and games ranging from Archery to Lawn Bowling to Track & Field. Zone 2 comprises North Vancouver Island, from Ladysmith to Port McNeil and adjacent Islands, plus Powell River. We regularly have upwards of 350 participants representing Zone 2 at The Games. The Zone 2 Board provides organizational and financial assistance to our members. One of the challenges facing participants from Zone 2 is the increasing cost of travel, including the ferry to and from the mainland, and accommodation at the Games for which individuals are responsible. We receive some funding assistance from the BC Government through a Community Gaming Grant and from the BC Senior Games Society. However we are restricted in how Gaming funds, our major source of income, can be used. Specifically, they cannot be used to reimburse participants travel and accommodation expenses. It is with the objective of subsidizing the costs incurred by participants and, thereby, increasing the number of seniors from Zone 2 benefitting from the Games, that we are asking for your financial support of Zone 2 of the BC Seniors Games Society. In return, your support would be acknowledged in our quarterly newsletter, at our semi-annual Zone 2 Meetings, on our website and on all correspondence. Supported by (BC Gaming) (No 3097) 18 May 16 6 / 9
Should you have any further questions, please contact: Trish Anderson, Chairperson, Zone 2250-468-9498 panda5son@hotmail.com Paul Kingan, Director, Zone 2 250-338-2137 kingan@shaw.ca Your support of our members is very much appreciated. Thank-you. Trish Anderson Chairperson Zone 2, BC Seniors Games Society [Note: the BC Gaming and FOE logos appear as footnotes in the actual letter. Additional logos can/will be added as additional sponsors make commitments to us.] Supported by (BC Gaming) (No 3097) 18 May 16 7 / 9
BCSGS Zone 2 Financial Statement April 30 th, 2016 April 2016 April 2016 Year to date (8%) Gaming Operating Apr 1 st Apr 30 th REVENUE: Membership - Operating $620.00 $620.00 Participants Fees ` $620.00 $620.00 GST Direct Access Grant Misc. Revenue $0.46 $0.23 $0.69 TOTAL REVENUE $0.46 $1,240.23 $1,240.69 EXPENSES: Office Cards/Gifts Supplies Storage Travel Sports Fees Co-ordinators Expenses $46.21 $46.21 Orientation Meeting AGM Expenses Advertising/Promotion $527.00 $527.00 Hall Rental Uniforms/Equipment BCSGS Fees Playdowns TOTAL EXPENSES $573.21 $573.21 Excess of Revenues (Expenses) $667.48 Bank Accounts Operating Account $14,360.27 Gaming Account $24,563.15 Total $38,923.42 Liabilities Accounts Payable Net Assets Beginning of Year Balance $38,255.94 Excess of Revenue (Expenses) $667.48 End of Period Balance (April 30 th, 2016 $38,923.42 18 May 16 8 / 9
INFORMATION BULLETIN May 16, 2016 BC Senior Games Society BC Games Society Organizational and Management Restructuring for BCSGS The Board of the British Columbia Seniors Games Society (BCSGS) announced today that effective October 1 st, 2017 they will be restructuring and managing all aspects of the 55+ BC Games, including event management. These organizational changes are collaborative and with mutual agreement between the BCSGS and the BC Games Society. The BC Games Society has historically worked with the BCSGS to provide event management for the 55+ BC Games, but this agreement will come to an end at the conclusion of the Vernon & Area 2017 55+ BC Games next year. To help effect a smooth restructuring, the BCSGS has a well-thought out transitional plan in the works. A BCSGS team is presently in place and prepared to shadow and work with the existing BC Games Society event management team as they complete the Coquitlam 2016 55+ BC Games, and work with the Host Society through to the Vernon & Area 2017 55+ Games. BCSGS President Wayne Naka explains, We are in a process of determining what event management looks like as our 55+ BC Games move forward and our Society takes over management and coordination of all aspects of the 55+ BC Games. We have every confidence that this is a progressive move for our Society and will allow us to have more focused attention to all aspects of the 55+ BC Games. We thank the BC Games Society for their immense contribution over the years in facilitating the event management, and appreciate that the entire BC Games Society staff will be assisting us in the transition phase over the next year and a half as we plan and deliver the 55+ BC Games in Coquitlam (2016) and Vernon (2017). The Kimberley/Cranbrook 2018 55+ BC Games will be the first Games where our Society will be in charge of all management. There is a feeling of anticipation and excitement within our BCSGS Board as we launch this change to our Society. Contact: Brook Campbell brooke-zone6@shaw.ca Communications Chair British Columbia Senior Games Society 18 May 16 9 / 9