WHISTLER GYMNASTICS AGM AGENDA

Spring Creek School

Wednesday June 16, 2010 6-7:30

1)    Welcome

2)   Approval of Minutes of AGM - June 17, 2009

3)   Presidents Report / over view of year -  Anna Fraser Sproule

4)    Annual Financial Report - Claire Thornwaite

5)    Management Reports:

Gymnastics for All Programs - Sheila Mozes/Tami Mitchell

Competitive Programs and Events - Tami Mitchell

Administration - Sandy Belczyk

Business Development Manager - Sandi Wentzel

6)    Motions for Approval of Club Policies and Procedures:

                      I.        Motion for salary scale additions:

- to add new category and salary rate for Gym attendant $12.50.

- to define rate for calculating administrative work depending on level of responsibility and relevance - management @ $25/hr;  Coach in Charge @$18.50/hr ; other @ $15/hr

-to pay for in-house coach training by managers from the Coaching Development Budget

                    II.        Motion for approval of Management Structure 2010-11(as per chart):

-including Administrative Manager and Business Development Manager positions to remain casual but increase to 15-20 hour starting mid August and restructuring of responsibilities by end of September after transitioning into Oros

-including resignation and rehiring of GFA Program Manager for Sept 1 (*probationary contract 2010-11 for new hire)

-including transitional coverage of GFA Program Manager position for July, Aug, to Sept 30  as new hire is made and trained.  

-including termination of transitional positions of General Manager and Oros liaison

-including assignment of volunteer management duties-risk management; policy & procedure; documentation and web/registration management

                   III.        Motion for approval of Management staff for 2010-11 year

                  IV.        Motion to allow Management Team the decision making rights for operations June to Sept relating to the move and transition into the Oros Whistler Gymnastics Center

                   V.        Motion for approval of the draft Budget 2010-11 with review and final approval at first club meeting in fall. (See financial year-to-date 2009-10 and budget 2010-11 on website)

                  VI.        Motion for approval of the Access fee chart rates (see chart on website)

                 VII.        Motion for ratification for 2010-11 Program fees and schedules and accompanying Registration Policies and Procedures (see documents website) as approved in draft at the May club meeting.  

                 VIII.        Motion for approval of changes to the Executive Structure of Whistler Gymnastics (see proposed document following the agenda)

- to include increase of directors to max 11 including members at large representing the varying program divisions

                  IX.        Motion for approval requiring Director Attendance at Club/Executive Meetings.

8)     Calendar for summer

9)     Election of Board of Directors - see job descriptions

10)  Confirmation of Next Executive Meeting and Next Club Meeting

11)  Thank you's to 2009/2010 Volunteers

12)  Close of meeting

Whistler Gymnastics Club - Board of Directors/Volunteer Positions for discussion and approval at  2010 AGM:  

2009/2010 Board - Executive Committee and status moving forward:

1.     President - Sandi Wentzel (July 2009 - Jan 2010) Retired

President - Anna Fraser Sproule (Feb 2010 - June 2010) - Returning if accepted by Club

2.     Vice President - Caroline Lamont - TBC

3.     Treasurer - Anne Hale - Retiring  - not returning

4.     Volunteer  Coordinator - Jenn Raffler - TBC

5.     Harassment Advisor - Catou Crookshank - retiring

6.     Clothing Coordinator - Nancy McConnachie - TBC

7.     Member at Large - Dave Halliwell - Retiring  - not returning

8.     Fundraising Coordinator - Lynda Harnish -  TBC

Proposed 2010/2011 Board Executive Committee / Volunteer Structure (min 5 Executive members required):

Note: Motion for Directors Attendance at Meetings: Director must not miss 3 consecutive meetings.

This motion is being put forward to include that all Executive Board Members should attend all Club/Executive meetings between September and June 2010, plus 3 Club meetings (one per session). Failure to attend 3 consecutive meetings indicates lack of commitment and executive can be asked to resign.

Proposed 2010/2011 Board Executive Positions:

1.     President:Direct operations, facilitate special events, monitor financial operations, sit on budget and fundraising committee, co-ordinate executive team, and provide liaison and direction for standing committees. Attend and chair all club meetings or have VP Designate. Executive communication

2.     Vice President:  Assist in president's responsibilities, chair-nominating committee, participate in Fundraising Committee, attend all meetings and club events and chair club meetings in absence of President. Commit to VP this year with intent of moving into President position in the future. Executive communication.

3.     Treasurer:Criteria: CGA or CA or strong accounting experience - monitor financial operations monthly and report to Executive at monthly meetings, sits on budget committee. Attend monthly club meetings.

4.     Secretary: Meeting facilitation club/executive meetings - agenda, minutes, follow-up on action items, and maintenance of club documentation, executive communication. Attend all club/executive meetings

5.     Fundraising Coordinator: Strong background in fundraising programs and special events. Heads Fundraising and Special Events Committee required to raise $24,000 in 2010/2011. Work with all Group Representative and Volunteer Coordinator.  Attends all Executive/Club meetings and Special Events..

6.     Volunteer Coordinator:Actively promote volunteerism within the club. Assess club volunteer resources and provide recommendations. Liaison with the class parent volunteers. Liaison between parent captains and special event committees. Establish phone tree and initiate calls to it. Maintain volunteer points system. Attend all club/executive meetings

7.     Competitive Representative: Link between Competitive Program Members and the board - strong fundraising/volunteer/marketing experience an asset, attending all club meetings and club special events. Assist Volunteer Coordinator and Fundraising Coordinator with needs.

8.     Gymnastics For All Representative: Link between Gymnastics For All Members and the board - strong fundraising/volunteer/marketing experience an asset, attendance at all club meetings and club special events. Assist Volunteer Coordinator and Fundraising Coordinator with needs.

9.     Trampoline Representative - Link between Trampoline Program Members and the board - strong fundraising/volunteer/marketing experience an asset, attendance at all club meetings and club special events. Assist Volunteer Coordinator and Fundraising Coordinator with needs.

10.   Active Start Representative- Link between Active Start Program Members and the board - strong fundraising/volunteer/marketing experience an asset, attendance at all club meetings and club special events. Assist Volunteer Coordinator and Fundraising Coordinator with needs.

11.   Access Group Representative - Link between Access Group Members - strong fundraising/volunteer/marketing experience an asset, attendance at all club meetings and club special events. Assist Volunteer Coordinator and Fundraising Coordinator with needs.

Volunteer Members (non Board or Executive Members but required Volunteers)

1.     Equipment/Maintenance Coordinator: Lead volunteer cleaning committee.  Organize and facilitate weekly equipment cleaning and equipment safety checks.  Coordinate with coaches/administrator regarding duties and scheduled times. Equipment repair upon request, equipment movement for special events. Attend all club meetings, attend Executive meetings as requested.

2.     Clothing Coordinator - Operate clothing exchange/sales, all clothing arrangements for competitive athletes, assist in special events involving clothing or costuming. Assist Fundraising Coordinator and administrator with Clothing sales.  Attend club meetings upon request or as needed.

3.     Risk Management Advisor:Communication to club members on harassment issues, update and maintain club harassment policy.  Complete GBC Harassment Advisor training workshop.  Attend Club/Executive meetings upon request.

4.     Registration Assistant and Web Management - Assist Administrator with registration process and duties at 3 Registration Times and assist with WGC Web Management.

5.     Grant Writing Coordinator: Grant writing experiences a requirement. Assist Club Administrator, Business Development Manager and/or Fundraising Coordinator with preparing and writing grant applications. (approximately 10 grants/year) *Attend Club/Executive meetings if required.

Standing Committees: Activated annually based on need - chairs report at club meetings as requested

1.     Nominating - established annually, assist in preparing nominations for AGM election of Board of Directors - chaired by Vice President

2.     Fundraising/Special Events Committee- Establish an annual fundraising event for Club. Establish a Legacy/Donor Program. Establish other fundraising initiatives to meeting annual budget requirements (2010/2011 - $24,000). Assist in coordinating and facilitating fund raising operations, including grant application, chaired by Fundraising Coordinator.

3.     Hiring/Review- annually to evaluate/review club operations and recommend governance and operational changes, assist in Hiring process- chaired by Risk Management advisor/Administrative Manager or President

4.     Budget- annually to review financial operations and develop budgets - chaired by Administrative Manager, must include Secretary/Treasurer, Financial Administrator, and Risk Management Advisor, President

5.     Policy and Procedure- assist in developing, updating and maintaining club constitution, policies and procedures -chaired by Administrative Manager and includes Risk Management advisor or Secretary Treasurer

6.     Equipment Maintenance Committee:Chaired by Equipment/Maintenance Coordinator. Run weekly equipment cleaning and equipment safety checks with Coaches and Management. Equipment repair upon request, equipment movement for special events.