WRESTLING BC
British Columbia Wrestling Association
BC Wrestling Executive Meeting
Saturday, Jan.9, 2016 9:00 am
Suite 3014, 3713 Kensington Ave., Burnaby, B.C. V5B OA7
Meeting Minutes
- Call to order:
Phil welcomed the committee and the meeting commenced at 9:10 am.
- Welcome to the Executive Director
Executive Directorwas introduced to the committee members.
- Additional changes to the agenda:
Two additions to the agenda – CG coach and national sanction fee
Motion Carried
- Acceptance of previous meeting minutes (Dec. 19/15)
Motion Carried
- Business arising from previous meeting minutes:
- Executive Director position – status/update: The President will forward a job description this week to both Executive Directorand Office Administrator. The President will write a welcome letter for Executive Directorto be circulated to the membership
- NCCP regional clinics- North update: Administrator will be facilitating a Part A clinic in Prince George Jan 14/15, for approx. 10 coaches.
- New Website launch: The office is to pay the current invoice due to Port 80 Solutions for the next quarter. Tech will launch the new website this week. He will also come in to the office to orientate Executive Directorand Office Administrator on some basic website administration
- New Mat side rules submitted by Officials Chair: See attached. The executive approved this to be circulated to the membership
- Sponsorship update –Promotion and Marketing Director will update the old sponsorship document. Sponsorship from Telus will not be negotiated until the next fiscal.
- Mat sales – update: V.P. Technical has not heard back from the coach regarding his enquiry to purchase used mats. The office circulated the mat sale offer from Dollumar to the membership
- Fixtures:
- Canada Games Coach: The committee decided that tentatively that the two Enhanced Excellence coaches would be named as our Canada Games coaches. We need to invite everyone who could potentially become level 3 certified to bid on the Canada Games coach position. All applications should be received in the office by January 30th.
- Age Class : Requested assistance with mat moving. He has also asked about borrowing mats. The office referred the request toV.P. Technical and other local coaches. A fraser valley coach has requested a second weigh in be hosted at Pinetree on the Wednesday prior to the event to accommodate fraser valley teams. The committee discussed and decided that for this year we would have only the one weigh in. The idea can be revisited for future events. The committee suggested providing wrist bands for coaches eligible to be in the corner at the event. The office will make up personalized wrist bands for each registered coaches attending the event.
- Coach Chair – Election: An election will be held at the Age Class to fill the coach chair position
- Cad/Juv Nationals Sanction Fee: The committee decided that the preliminary BC sanction fee to attend the nationals would be set at $150 per athlete. This is due in part to the assumed high number of athletes that will attend because the event is close. We may not have the number of officials that we will be required to send and will need to have the funds to pay the fine for not meeting quota. If it is deemed that this is not the case the fee will be revisited.
- New Business:
- Richmond Oval query: The Richmond Oval contacted the office and enquired about the possibility of hosting a future UWW event in partnership with BCWA. The query will be forwarded to Wrestling Canada for consideration.
- Grant Applications: We will need to submit the long format application for a gaming grant this year. It will be open for application at the end of February.The President will meet with a member and investigate the possibility of contracting his services for our grant applications.
- Next meeting date: February 20th ?
- Adjournment: The meeting was adjourned at 10:30 am.
Respectfully Submitted: Office Administrator
BC Wrestling Executive Meeting Minutes
Wednesday, March 30, 2016 6:30 pm
Suite 3014, 3713 Kensington Ave., Burnaby, B.C. V5B OA7
- Call to order:
Phil welcomed the committee and the meeting commenced at 6:27pm
- Additional changes to the agenda:
Summer student Grants to New Business
Motion Carried
- Acceptance of previous meeting minutes (Jan. 9th)
Motion Carried
- Business arising from previous meeting minutes
- New Website launch: Concerns over 2 failed launch attempts, membership links were not working, and data was outdated. Executive Directorto contact Tech regarding website concerns.
- Canada Games & Team Leader Position:
We have received 11 coaching position applications & 2 team manager applications. Executive Directorto follow up with technical committee to establish parameters for coaches, and review applicants. The decision needs to be finalized within two weeks.
Committee prefers to have at least one female coach.
- Fixtures:
- 2015 Audit Dates. Preferred dates identified as: 1) May 2-May 6
2) April 25-April 29
Executive Directorto follow up to finalize dates for the audit
- Nationals Update
Participation numbers for Cadet Nationals as of meeting time
151 athletes attending
12 officials
31 coaches
15 team leaders
It was confirmed by the executive that the fine for officials at nationals to come from High Performance budget.
- 2016 AGM Dates
It was established that May 28th would be the most appropriate date for the 2016 AGM, and the venue to be St. Thomas Moore if offered for free. Office Administratorto follow up regarding availability of the venue.Executive Director to follow up with zone reps in order to confirm if they plan on attending.
- War on the Floor
The dates and location for War on the Floor to be decided at a later date.SFU Coach to decide if he wants to host the event.
- Age Class
Hosting grant was awarded for the Age Class.
The dates for the age class will be Jan 13 & 14.
- BCSSWA Championships
It was confirmed that dates for the championships would be March 2-4th
- New Business:
- Financials/ Fiscal Year End/ Grant Status Update
Fiscal year end is tomorrow (March 31)
Office Administrator reminded the executive that the financials went out in the morning.
- Student Grants
The President updated the executive on his application for student grants through Service Canada. 7 student positions have been applied for. The students could take part in the operation and management of Summer camps throughout the region.
- Grant Statues Update
BCSPP Grant
Executive Directorinformed that the BCSPP grant has been formally submitted.
Gaming Grant Application
The Persident asked for the status of the gaming grant application. Executive Directorreported that he got in contact the week previous, and will follow up at the beginning of the next week.
- Women’s Enhanced Excellence Position Update
Executive Director informed that Woman’s Coach has resigned her position as women’s Enhanced Excellence coach. The President to follow up with both the former Women’s Coach and the Provincial Coachto see if she will change her mind.
- Executive Director Status
Executive Director noted his temporary contract expires the next day (March 31) and asked for a status update. The President informed that his existing status will be rolled over until funding situation has been confirmed
- Kids on Mats Program
Executive Director informed the executive about a proposal brought forward by Judo BC to partner in a program to teach fundamental movements to elementary aged children as part of their physical education program. Judo has asked for a matched funding commitment from BC Wrestling in order to run the program and develop a training program for physical education teachers. The executive committee wanted more information. Executive Director to follow up with Judo BC
- Travel Proposal
Executive Director informed the executive that the association was approached by a company to handle all travel arrangements for BC Wrestling for a fee. The executive felt it was not necessary and Wrestling Canada had experienced some troubles using the same service. The executive declined the proposal
- New 6 Week After School Program in Prince George
Executive Director informed of an after school program that is to run 6 weeks for school children in grades 6-7. The program is primarily target Aboriginal youths. The coach is volunteering and already a member of BCWA. Executive Director asked if there should be a fee for this camp. The President instructed Executive Director to contact the coach to work out a nominal registration fee based on what the participants could afford.
- BC Summer Games
The executive was informed that a member will be looking to redefine zone reps in their current configuration. He will follow up with the Executive Director the following week to confirm the status of zone reps for the games.
- Insurance
The Executive Director informed that insurance expires the next day (March 31). The existing insurance policy will be rolled over as of April 1
- Next meeting date: April 23rd at 9:30 am.
- Adjournment: 8 pm
BC Wrestling Executive Meeting Minutes
Thursday, May 19, 2016 6:30 pm
Suite 3014, 3713 Kensington Ave., Burnaby, B.C. V5B OA7
- Call to order: time: 6:29
- Additional changes to the agenda
-Summer Students
-BC Summer Games
-Email regarding BC Open
- Acceptance of previous meeting minutes
(March 30/16)
Motion Carried
- Business arising from previous meeting minutes
- CSG Coaches and Team Leader:
-Discussion regarding Canada Games manager and coaching position.
-Need for the team of coaches to meet and devise a plan regarding the games, and send information out to team members.
- Criminal Records Check:
- Teachers are every 5 years and their school crime checks cannot be shared with other associations. Teachers are complaining about the fee for volunteers and the fact that it is every 3 years.
- Each club/school to pay for criminal records check. Executive Director to follow up with other PSO’s, and Sport BC regarding their policies on criminal record checks and if they are in fact needed by BCWA
- Enhanced Excellence Positions Update:
-Enhanced Excellence coaching position configuration needs to be decided on. All contracts are now expired.
-Need to assemble a group to decide the configuration and composition of the Enhanced Excellence coaching positions.
- Fixtures:
- 2016 BC Summer Games – budget request, registration process,
zone reps collect all their zone fees and submit prior to the games.
- Sanction fees are tentatively set at $175 fee for athletes
- Deadline for registration is Monday June 20th
- Cost of official’s accommodations estimated to be from Treasurer and
Exec Director to accommodate request from the budget.
- 2016 AGM Prep:
-Location of AGM to be moved into upstairs classroom at STM from ground floor.
-Award nominees to be decided at the next meeting Friday May 27th
- BC Open:
-Dates for event June 12th at UFV.
-Camp is scheduled to be run when school is still in session. Exec Director to contact the UFV Coach about possible date change.
-Conflicting camp not be held during same time.
- WOF –
-SFU Coach offering to host if event can take place on the December 18th.
-UFV Coach has expressed interest in hosting if SFU Coach cannot secure a suitable date.
-Matter tabled until September for final decision.
- New Business:
- Financials/Budget/Year End/Grants Status Update (BCSPP & Gaming Application). BCSPP Denied, Gaming Application. (moved to the end of the meeting)
- Staffing Review (in camera)
-Moved to the end of the meeting
- Proposal to include mandatory email contacts for all membership in order to build alumni database.
-Exec Director to meet with Marketing regarding the construction of database.
- Is BCWA able to honor their commitment to the UFV Wrestling Program (as per the criteria previously created) and that would help the program in prep for next season.
-Committee approved the amount commitment to the UFV Wrestling team
-Will look to put into a resolution at the upcoming AGM
- Hosting opportunities for upcoming National Championships:
-Interest shown in hosting national championship
-Next hosting opportunity is 2020 (for cadet nationals)
- Increase membership fees for cad/juv
-Committee was presented with a comparison of fee comparison chart of Provinces around the country that was prepared by office staff.
-It was decided to hold off of any fee increase for one calendar year.
- Wrestling Canada Participation Fees.
-Question was raised regarding the accuracy of Wrestling Canada fees
-Need to look into recovery of costs regarding Cadet/Juve, Senior National fees.
-Need to ensure that we are not getting charged twice. This issue to be brought forward to Wrestling Canada staff during their AGM June 26th
- Motion to approve the creation of an equipment reserve within our financial records in the amount ofthe cost.
-Exec Director to follow up with accountant.
- Summer Students
-President applied for summer student program with Services Canada. Was successful in securing the program.
- Residency Requirement
-A need was identified for the creation of a residency policy to deter participation in BC based programs from other provinces.
-The use of a notarized document in order to prove residency may be required.
- Event Sanctioning
-Point of concern was raised over liability issues from competitors from the USA participating in BC camps and competitions.
-Exec Director to follow up with SBC Insurance
- Budget
-2 budget options were presented to the committee
-After thorough review, the “conservative” option was chosen. It will be reviewed again at the next meeting and presented at the AGM
- Staff Review (in camera)
- Next meeting date: May 27th
- Adjournment: Time 9:52 pm
BC Wrestling Executive Meeting
Saturday, May 27th, 2016 9:00 am
Suite 3014, 3713 Kensington Ave., Burnaby, B.C. V5B OA7
Meeting Minutes
- Call to order: 7:01
- Additional changes to the agenda:
- Acceptance of previous meeting minutes (May 19/16)
Motion Carried
- Business arising from previous meeting minutes:
- Commitment to UFV: The board was previously sked by board member to abide by its commitment of financial support to the University of Fraser Valley Wrestling Program. The commitment is approved. Decided at previous AGM. Executive Director to cut the check for UFV at the earliest possibility.
- Residency Requirements: Board to decide on residency requirements at the AGM The board decided that using the possession of a Care Card would constitute proof of residency.
- Award Selection for AGM: Will be done by the commencement of the AGM
- Budget Review
- Fixtures:
- 2016 BC Summer Games/Canada Games
- Zone reps to get their athlete lists in by June 20th. Board member Mitchell provided update on participation numbers for the games
- 2016 AGM Prep
- Zone reps to get their athlete lists in by June 20th. Board member Mitchell provided update on participation numbers for the games
- New Business:
- Financials/Budget finalization
- Potential Sponsorship: Coaches Chair gave update
- Incumbent Board Positions: President standing. VP admin. Member at large
- Gary GardnerNomination: Board member Mike Jones to ask BCWA to second his name for nomination by Gary Gardner as Independent Director with Wrestling Canada at the upcoming Wrestling Canada AGM.
- Next meeting date: TBD after new board
- Adjournment: 8:45
BC Wrestling Executive Meeting Minutes
Thursday, July 1, 2016 1:00 pm
Suite 3014, 3713 Kensington Ave., Burnaby, B.C. V5B OA7
.
- Call to order: time: 1:22
- Additional changes to the agenda
-Under new business office personnel update
-BC Summer Games
- Acceptance of previous meeting minutes
(March 30/16)
Motion Carried
- Business arising from previous meeting minutes
- Award Selection:
-Award selections have not been publicized. Treasurer explained that Past President had the list but had not made it available. Executive Director &/or board member to follow up with Past President.
- Budget Review:
-Executive Director provided the group with a budget update and advised of the current deficit situation. The board decided to defer a decision until the outcome of the gaming grant application becomes known. Treasurer to follow up with Executive Director regarding areas for potential cuts within the budget in the event of denial from gaming.
- Fixtures:
- UFV, BC Open update
-Board member asked for coaching assistance for the UFV program. Suggested that the Enhanced Excellence coach to attend a pre-determined number of practices at UFV each week. A suggestion was made to the by the board that he submit a written proposal to the BCWA office enabling a full to review to commence prior to the next meeting.
-Member at large reported the BC Open had “around 100 participants” and made a suggestion that the date be moved to an alternative for next year.
- Wrestling Canada AGM:
-An update regarding the Wrestling Canada AGM was provided by Executive Director whereby he informed the group that British Columbia lost its set on the Wrestling Canada board and will now be represented by a representative from the Yukon Territory. The board instructed the Executive Director to contact the new representative in order to establish a line of communication.
-Board member was informed that his motion to amend the Wrestling Canada National Championships hosting schedule was defeated in a vote by the Wrestling Canada board.
- Summer Student Program:
-The board in queried about the Summer Student program and instructed Executive Director to post a notice for the Summer Student work program on the BCWA website.
- New Business:
- Dave Wilson Letter Discussed
- Approval of the sponsorship package
-Promotions and marketing Director presented and went over sponsorship package for the group. It was suggested that approval and a working agreement regarding revenue sharing needed to be worked out with the BCSSW association
- BC Summer games
-Board member updated the number of participants that are registered for the BC Summer Games. It was reported that there are a total of 91 registered athletes. It was also mentioned that summer students could be utilized to organize logistics for the games.