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GVMFA Board Meeting
February 10th, 2016 @ Copley 7:00PM
Attendees: John Cardilicchia, Jon Poppitt, Todd Reuther, Alison Carretero, Cindy Bowles, Mike Reiter, Bill Reid
Regrets: Ryan Woods
Call to order: Jon P at 7:20PM
Motion to approve minutes from last meeting: Jon P, seconded John C > Motion Passes.
Meeting Agenda
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FootballBC and TeamBC
a. Not much to report – should have some certainty by end of next week.
b. Big decision is Football Canada deciding who the new PSO will be at their meeting.
BCCFA Zone Bowl debrief
a. Promoting BCCFA Zone Bowl.
i. Can send out email to our membership.
VICFA AGM
a. Motion for Jon P and Cindy to represent us at VICFA by John C., Seconded: Todd R < Motion
Passes.
Referee Coordinator
a. Both candidates not available.
b. Proposing to use the BCFOA
i. Won’t need to spend $3000 for a coordinator.
ii. The refs are more expensive per game though.
League Practices Start Date
a. Week of February 29 – helmets only.
b. Week of March 7 – helmets only.
c. Week of March 14th – full gear practicing.
Concessions
a. Free Practice > Feb. 20 and Feb. 26
b. VIFL Skills Camp > March 12
c. Are these on?
i. Yes, do this.
ii. Who is buying the food.
d. @Ryan to manage the paperwork.
Discussion on Out of catchment moves
a. Formalize a policy?
b. Sooke issue re: numbers.
c. Review current cases?
i. Connor Pettepiece
1. Coming back in to catchment.
2. Move approved.
ii. Jack Oliphant
1. Cannot make practices on Mon/Wed
2. Has friend who recruited him he wants to play with in Saanich.
3. Move approved.
iii. Hunter Swift
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Discussion
Vote occurred via email – Passed.
Motion that Hunter Swift has to re-apply next year for movement out of
catchment by Jon P, Seconded John C > Motion Passes
a. The grandfather rule will not apply.
d. We need to use this contentious move out of catchment to formalize some guidelines about
what are valid reasons to move out of catchment.
i. Protocol
1. Must not be done by email
ii. Valid Reasons??
1. Can’t play football due to scheduling.
2. Doesn’t get along with current coach.
iii. Issues
1. Fall football introduces problems here, with players finding coaches in other
parks they connect with.
Promoting Victoria team.
a. Schools
b. Advertise in “The Lookout” the military newsletter.
i. Yes, we should.
ii. @Todd to look into it.
iii. Motion to put an advertisement in “The Lookout”, Jon P: Seconded, John C > Motion
Passes.
Motion to have a $ amount budgeted per coach with a max per team for some sideline coaching apparel –
Todd Reuther
a. Need more information and options??
i. Cost is prohibitive if $60 jackets
ii. Need prices for coats
iii. Need different ideas, golf shirts or wind breakers?
iv. Cap number? At 5 per team?
1. Junior coaches?
v. Just allowance per team
Flag and skill camp shirts
a. Some leftover from last year.
b. Go gray not white or go black > Black.
Online store final approval
a. Open the store now!
When to do Coaches and park gear pick up
a. Monday the 22nd.
Coaches clinic and camp
a. Paul Orazietti
b. 7 UBC Players
c. Blake Nill and Vanier Cup
Gear Up Post-Mortem
a. Add Flyers for Skills Camp.
b. Who will be there this weekend?
c. Ideas to improve
i. Need door man
1. Also to sign up for Skills Camp
Motion to transfer Treasurer position from Alison to Cindy, Jon P; Seconded, Mike Reiter > Motion Passes.
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Next Meeting Date: March 9th at 7:00PM at Copley Field.
Motion to Adjourn:
Next Meeting Agenda >
1. Discuss and delegate work of creating guidelines for out of catchment moves.
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GVMFA Funded Coaching Apparel
a. Need more information and options
i. Need prices for coats
ii. Need different ideas, golf shirts or ?
iii. Cap number? At 5 per team?
iv. Just allowance per team
Volunteer Policy Implementation
a. Get a selection of manager’s/park coordinators involved.
b. Setup guidelines
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To-do’s:
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@Bill – Send note to membership for Tryout #2, JB’s
@Bill – Post list of Coaches to website, email the membership?
@Bill – UBC Camp on March 5th
@Bill – Put coaching clinic ad on website
a. Add Blake Kniles and Vanier Cup are coming to VIFL Skills Camp.
5. @Bill – Email membership and Coaches about Practice schedule and Helmets Only vs. Full gear.
6. @Alison / Todd– promote Free Practice
7. Concessions
a. Free Practice > Feb. 20 and Feb. 26
b. VIFL Skills Camp > March 12
c. Are these on?
i. Yes, do this.
ii. Who is buying the food.
d. @Ryan to manage the paperwork.
8. @Bill – notify the Swifts move this year is a one-year event and must re-apply next year.
9. Advertise in “The Lookout” the military newsletter.
a. Yes, we should.
b. @Todd to look into it.
10. @Cindy – Coaching gear options. Jacket vs Golf Shirt or Long Sleeve dri-fit or windbreaker or other
option?
11. @Cindy – get Swag for Scott Gertsma for School recruitment on Jan. 22nd
12. @John – work with Todd and Jon P on Coaching Clinic and creating the structure of the coaching program.
13. @Cindy to get field times for March 12th > 9:00AM to 5:00PM
14. @Cindy – get an electronic copy of Terry’s grant application to Greg Steves.
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15. @Jon to work with Sue Reiter (potential candidate for Communications Director) to describe and create
the scope of the role.
16. @Bill: add email on website to send game commissioner sheets to this address ([email protected])
a. Waiting on change to GVMFA domain registry.
17. @Bill: add email for complaints as well ([email protected])
a. Waiting on change to GVMFA domain registry.
18. League Communications
a. Sue Reiter is proposed
i. @Mike R to ask Sue
19. Media Communications Coordinator
a. In order to get media presence and buzz
i. E.g. brining Vanier Cup to Victoria
ii. @Sue R – email membership to ask for volunteer
20. Legal Counsel
a. @Sue R - Check membership for a lawyer
21. Team Store Manager
a.
b.
Cindy B
Vendor?
i. Big Kahuna or Passion Sports
ii. @Cindy – outline concerns to Passion Sports about our concerns (need online store).
iii. @Cindy – talk to Big Kahuna about Ship to Home
iv. @Cindy – swag package at registration? What is in that?
22. Park Coordinator Manager
a. Oversee Park Coordinators
b. Recruit Park Coordinators
c. Create a list of expectations for the role – a document
d. Support and train Park Coordinators
e. @Sue R – email a call-out for volunteer.
23. Fundraising Coordinator:
Ryan Woods
o @Sue R – send call out to membership for help.
24. Firm up dates
o Free Practice: Feb 20 at Royal Bay @ 5PM
 Younger Group (Flag and Atom) – Feb. 20, Royal Bay @5PM-9PM
 Older Group (Peewee and JB) – Feb. 26-28 @??
 @Cindy to arrange a field
o Coaching clinic: Friday – Mar 4 - @Cindy to arrange a field
o Skills camp: Saturday – Mar 5 - @Cindy to arrange a field
o Jamboree: April 2nd or 3rd @Cindy to arrange a field, need bigger field
25. @Cindy – find home field for Victoria team (Practice and Games if possible) – Central Middle
School?
o
Make their practices on Mon/Wed – so guest coaches can help them out.
26. @Bill – get general Policy wording from Spartans and other companies for Volunteer deposit waiver.