AGM – 2019 Minutes

Regina Water Polo Association Annual General Meeting
Sunday, November 3, 2019
Classroom #2 City of Regina Sportsplex
3:30 PM

1) CALL TO ORDER & INTRODUCTIONS – Dave Boan at 3:31 PM
Sid Frostad / Rhett Krushen. CARRIED.

2) APPROVAL OF AGENDA – Dave Boan
Tracy Moser / Kate Lesser.

i) Due to the PLB starting at 4:00, Program Reports will be moved to the beginning of the meeting. CARRIED.

3) APPROVAL OF MINUTES FROM 2018 – Dave Boan

i) Business arising: Suggestions from 2018 AGM regarding fundraising credits and dormant accounts.

Preamble and background information from 2018 AGM

Request from Brent that the board consider a policy that after a year of inactivity in a fundraising account the money be absorbed by RWPA. This would require a bylaw change so a decision on absorbing money can’t be made by the board, the issue will need to return to the AGM of 2019. Consensus in the meeting indicated that it would be helpful if there was a maximum amount for any fundraising money being absorbed without giving notice to families.

A lot of RWPA player fundraising credits go towards player travel which tends to be Water Polo Sask, so the fundraising doesn’t necessarily benefit RWPA. Is there a way for RWPA to benefit more from the fundraising? For instance, the club has expenses that are not covered by player fees: coaches’ shirts, caps, balls, etc., and when we don’t do a club booster there isn’t a source of income to pay for the extras.

Suggestion: that a small percentage of all fundraising credits come back to the club rather than going directly to families. This would mean families doing fundraising would be carrying an additional financial responsibility for RWPA. To be clear, there are 2 different kinds of fundraising Armada participates in: 1) a booster which is a mandatory fundraiser that all families have to participate in and hasn’t happened for several years, and 2) the bingos, Rider games, coat checks, etc. that offer credits which go directly to family accounts.

Request that the board consider the fee structure for next year, look at some corporate sponsorship, and plan for a club booster to cover any remaining shortfall in the budget.

MOTION: That the club absorb account funds after two years of being unable to contact former club members. Sid Frostad / Donna Dowler. CARRIED.

MOTION: To accept the 2018 AGM Minutes as presented. Phil Lesser / Crystal Semple. CARRIED.

4) PROGRAM REPORTS

i) 12U/14U Competitive & Semi Competitive – Jake Morris (Appendix A)

ii) I Love Water Polo’ – Dave Boan for Crystal Semple (Appendix B)

iii) Beginner Adult Polo / Recreational Adult Polo – Scottie Frostad: There was a fall & winter session and seemed to be fewer athletes than the previous year. Armada had adult teams that played in both winter and spring provincials.

iv) YMCA – Crystal Semple for Sham Kalra: RWPA provides coaching for 8 to 10 week ‘Intro to Water Polo’ sessions within the regular YMCA programming (fall, winter & spring). Each session had an increase of players that transitioned into the club. Participants are already swimmers, so it’s easy for our coaches to coach. It has allowed us the pool space to host minor leagues instead of taking away pool space from our 12U/14U on Sunday evenings. The YMCA is happy because their participants get a mini tournament. The relationship with the Y has been positive & successful. Coaching requirements are stringent for coaches at the YMCA in the advocacy of child safety.

v) 16UB & 19UM – Dave Boan: The 16UB finished the season fourth in the Western Conference and did not qualify for Nationals. The 19UM finished first in the Western Conference, won the crossover tournament in February and Nationals in May. Callin Chimilar is playing for LaSalle University on scholarship.

vi) 16UG & 19UW – Dave Boan for Ethan D’Souza: The 16UG finished the regular season in third in the Western Conference and did not qualify for Nationals. The 19UW finished second in the regular season, won the crossover tournament in February and placed third at Nationals in May. There are several girls playing in the States on scholarships and one is playing for the University of Toronto.

MOTION: To accept the Program Reports as given. Stephen Blayone / Amos
Dowler. CARRIED

5) BOARD REPORTS

i) President’s Report – Dave Boan (Appendix C)

ii) Membership – Scottie Frostad (Appendix D)

iii) Financial Report – Sid Frostad: The 2018/19 financial statement as prepared by Dudley & Company is attached and a .pdf is on file. As the financial report is non-audited, no motion is needed to accept it. Projected 2019/20 fee revenue was presented, as well as a draft budget. This information was presented for discussion purposes only. The Board has not approved any budget for the 2019/20 season. A copy of what was presented is attached and a .pdf is on file.

iv) Communications Report – Scottie Frostad (Appendix E)

MOTION: To accept the Communication Report as given. Amos Dowler / Rhett Krushen. CARRIED.

6) BYLAW AMENDMENTS

i) Section I.5.7 reads “Any member that recruits a new member will receive a monetary bonus as defined annually by the Board of Directors at the AGM or at a subsequent Special Meeting, upon the recruits one-year anniversary within the club.” Appendix A identifies a monetary bonus of $100.

MOTION: That section I.5.7 and Appendix A be removed. Scottie Frostad / Amy Weibe. CARRIED.

ii) Section II.6.1 reads “At the Annual General Meeting, delegates shall elect by ballot, in alternating years: President (even years), Vice President Programs (odd years), Vice President Development (even years), Treasurer (even years), Secretary (odd years), Club Manager (even years), Two Members-at-Large (alternating years).”

MOTION: That section II.6.1 be changed to identify: Chair (odd years), Registrar (even years), Treasurer (odd years), Secretary (even years), Three Members-at-Large (alternating years). Scottie Frostad / Amos Dowler. CARRIED.

iii) This also directly impacts section III.1.1, which reads “The affairs of the Association shall be governed by the Board of Directors, comprised of: President; Past President; Vice President(s); Treasurer; Secretary; Club Manager; Two Members at Large; and Professional Staff.”

MOTION: That section III.1.1 be changed to reflect section II.6.1 and read “The affairs of the Association shall be governed by the Board of Directors, comprised of a chair, a registrar, a treasurer, a secretary, and six members-at-large.” Scottie Frostad / Stephen Blayone. CARRIED.

7) ELECTION OF OFFICERS:

Barry Lacey asks Dave Boan for procedural clarification. Proceed to go through Board and ask if they would like their name to stand. Ask for nominations from the floor and allow each candidate to make a brief presentation. Should a ballot be necessary, paper will be distributed & a vote will be held.

i) Barry Lacey: Registrar. Letting name stand. Term is one year under the amended bylaw. No other nominations from floor. Term expires 2020.

ii) Julia Swetlikoff: Member-at-Large. Term expires 2020.

iii) Rhett Krushen: Member-at-Large. Term expires 2020.

iv) Dave Boan: Chair. Letting name stand. Term is expired under the amended bylaw. No other nominations from floor. Term expires 2021.

v) Jennifer White: Member-at-Large. Term expires 2020. RESIGNS.

vi) Scottie Frostad: Member-at-Large. Term is expired. Letting name stand.

vii) Sid Frostad: Treasurer. Letting name stand. Term is expired under the amended bylaw. Jay Tatemichi puts his name forward but withdraws after further discussion. Term expires 2021.

viii) Amos Dowler: Member-at-Large. Term is expired. Letting name stand. Term expires 2021.

ix) Erryn Kruppi: Member-at-Large. Term is expired. ABSENT. Stephen Blayone and Jay Tatemichi are present and put their names forward to be considered for Members-at-Large. Bryn Porter is absent but expressed interest electronically. Stephen Blayone withdraws his name. Bryn Porter and Jay Tatemichi are new Members-at-Large. Term expires 2021.

x) Vacant: Secretary. Laura Cahill puts her name forward. Term is one year under the amended bylaw. No other nominations from floor. Term Expires 2020.

Rolls and responsibilities will be assigned to Members-at-Large on a meeting by meeting basis.

8) ADJOURN – Dave Boan
Jay Tatemichi / Laura Cahill.