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GVMFA Board Meeting
March 9th, 2016 @ Copley 7:00PM
Attendees: John Cardilicchia, Jon Poppitt, Todd Reuther, Cindy Bowles, Mike Reiter, Bill Reid
Regrets: Ryan Woods, Alison Carretero
Call to order: Jon Poppitt
Motion to approve minutes from last meeting: Jon Poppitt, seconded Mike Reiter > Motion Passed
Meeting Agenda
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Discuss and delegate work of creating guidelines for out of catchment moves.
a. Move to next meeting.
GVMFA Funded Coaching Apparel
a. Need more information and options
i. Need prices for coats – cost too prohibitive at $60 per jacket for 80-100 coaches.
ii. Need different ideas, golf shirts or wind breakers?
iii. Cap number? At 5 per team?
iv. Just allowance per team
b. Motion to buy every Coach in the GVMFA a $30 golf shirt: John C., Seconded Todd Reuther >
Motion Passed.
Volunteer Policy Implementation
a. Get a selection of manager’s/park coordinators involved.
b. Setup guidelines
c. @Bill to canvas managers for help and Setup meeting
i. Sue R - Saanich
ii. Carren D – GH
iii. Beverly Reist - GH
iv. Alicia Gagne - Saanich
v. Lacey Donaldson - Westshore
vi. Cindy Bowles - Westshore
vii. Wendy Nelson – Sooke
viii. Chrystal Rose - Sooke
Team Fan jersey’s
a. Motion to add Fan Jersey as Cindy shown to Team Store: Jon Poppitt, Seconded John C > Motion
Passed.
Results of Survey to Spring 2015 players that haven’t signed up yet.
a. @Bill – do a survey of why kids play football for current registrants.
i. After Week 1 – Why did you sign up, why do you like football?
ii. At end of Season – would you come back?
b. @Bill – add to first page, how many seasons did you play? What grade?
c. Need to do this survey again next Spring.
Managing team sizes greater than 30.
a. Will not split the GH or Saanich teams.
Review the House Rules
a. Ideas
i. Increasing game length – more players for each kid, especially with bigger teams.
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ii. Minimum number of kids for 9-man team?
1. Relates to Sooke JB team – currently via Football Canada rules, the minimum
players on a 9-man team is 9.
iii. Automatic
b. All motions passed are highlighted in yellow on the House Rules for 2016.
8. Motion to assign Mike Reiter to champion the Play Count protocols (this sheet and methodology) to
deliver to the managers; Jon P. Seconded, Todd Reuther > Motion Passed
9. Refereeing Coordinator
a. Will keep Murray as the coordinator.
b. Will ask him to start a coaching program/guide.
10. Flag football start
a. Saturday, April 9th
b. Copley Field
c. 9:30AM – 11:00AM
d. @Bill – confirm with Sean Downey
Next Meeting Date: April 13th, 2016 7:00PM at Copley Field.
Motion to Adjourn: Bill, Seconded Mike > Motion Passes
Next Meeting Agenda >
1. Discuss and delegate work of creating guidelines for out of catchment moves.
a. Move to next meeting.
2. Protocol on Decision making process to Close the fields for all Victoria Parks.
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To-do’s:
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@Mike - champion the Play Count protocols (the sheet and methodology) and deliver to the managers
with training points.
@Bill – confirm with Sean Downey
a. Flag football start
i. Saturday, April 9th
ii. Copley Field
iii. 9:30AM – 11:00AM
Volunteer Policy Implementation
a. Get a selection of manager’s/park coordinators involved.
b. Setup guidelines
c. @Bill to canvas managers for help and Setup meeting
Results of Survey to Spring 2015 players that haven’t signed up yet.
a. @Bill – do a survey of why kids play football for current registrants.
i. After Week 1 – Why did you sign up, why do you like football?
ii. At end of Season – would you come back?
b. @Bill – add to first page, how many seasons did you play? What grade?
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c. Need to do this survey again next Spring.
@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.
@Bill – Email membership and Coaches about Practice schedule and Helmets Only vs. Full gear.
@Alison / Todd– promote Free Practice
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.
@Bill – notify the Swifts move this year is a one-year event and must re-apply next year.
Advertise in “The Lookout” the military newsletter.
a. Yes, we should.
b. @Todd to look into it.
@Cindy – Coaching gear options. Jacket vs Golf Shirt or Long Sleeve dri-fit or windbreaker or other
option?
@Cindy – get Swag for Scott Gertsma for School recruitment on Jan. 22nd
@John – work with Todd and Jon P on Coaching Clinic and creating the structure of the coaching program.
@Cindy to get field times for March 12th > 9:00AM to 5:00PM
@Cindy – get an electronic copy of Terry’s grant application to Greg Steves.
@Jon to work with Sue Reiter (potential candidate for Communications Director) to describe and create
the scope of the role.
@Bill: add email on website to send game commissioner sheets to this address ([email protected])
a. Waiting on change to GVMFA domain registry.
@Bill: add email for complaints as well ([email protected])
a. Waiting on change to GVMFA domain registry.
League Communications
a. Sue Reiter is proposed
i. @Mike R to ask Sue
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
24. Legal Counsel
a. @Sue R - Check membership for a lawyer
25. Team Store Manager
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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?
26. 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
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e.
@Sue R – email a call-out for volunteer.
27. Fundraising Coordinator:
Ryan Woods
o @Sue R – send call out to membership for help.
28. 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
29. @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.
30. @Bill – get general Policy wording from Spartans and other companies for Volunteer deposit waiver.