Minutes

Attendees:

• Maria Lee

• Cindy Hatt

• Jen Smith

• Valerie Spence

• Dallas Cobb

• Tanya Yilla

• Trish Sales

• Lisa Buchan

• Marcell Hanson

• Crystal Dunahee

• Tara Jefferson

• Candace Bates

• Kim Banfield

• Wanda Jones

• Sheri Irwin

• Positions of Vice President and Treasurer, held by Trish Sales and Crystal Dunahee, elected to stay on in current positions.

• Wanda Jones and Kim Banfield have elected to step down from their positions of President and Secretary.

• Dallas Cobb offered to take on the position of Secretary. Vote called, and 100% in favor.

• Tara Jefferson nominated and accepted for President. Vote called, and 100% in favor. Current President Wanda Jones has graciously offered to assist Tara in a smooth transition into role of President.

• Motion put forward for a new position to be added to the Executive of Recruitment and Marketing. Cindy Hatt nominated and accepted. Vote called, and 100% in favor.

• Vice President to track down existing and evasive league trophies. These include; League Playoff Champs, Playoff Champs, Most Sportsmanlike Team, and Most Inspirational (believed to be in the possession of Carrie Lorimer’s sister)

• Feb 4, 2009 – AGM

• Feb 19, 2009 – Team Rep Meeting (location to be determined)

• March 8, 2009 – June 13, 2009 – Spring Season (including playoffs)

• March 27, 2009 – Keep the Hope Alive Dance

• March 29, 2009 – Michael Dunahee Run

• May 16 - 17 2009 – Vancouver Invitational (contact Dave Mocha)

• June 19 - 21 2009 – Sunbowl (contact Chris Mann)

• August 1 - 2 2009 – TFBC 30th Anniversary – New Westminster (contact unknown)

• Currently the VWFL holds $3,600.00 as an account balance

• President Jones reviewed the Spring 2009 Budget

• Crystal has Carey Road field booked for the season. However, it was brought to her attention that the school appears to have survey pegs scattered throughout, and the ground dug up in areas. Crystal to check that the field would be ready prior to season starting.

• President Jones has an upcoming meeting with Westshore Park Centre for possible rental of the brand new turf field. Estimated cost is $75.00 per hour. Budget projection for Spring 2009 would cause the league to dip into surplus funds, (estimated amount of $2,065.00) but vote called and 100% approved.

• Westshore City Centre Park turf field not available until at least April 1, 2009, so an interim field must be booked in the mean time. Crystal to research and book field, after meeting concerning Westshore City Centre Park.

• Dale has committed to all but three weeks of the Spring 2009 season. This includes the opening week of Spring season play. President Jones requests volunteers to ref this first week of play. Lisa Buchan, Wanda Jones, and Tara Jefferson offered to ref games they are not playing.

• Request put out for league members to find a second referee for the league. Cindy Hatt will speak to current Cowichan referees that had expressed interest in referring in Victoria.

• Insurance coverage for the year goes from March 1, 2009 to February 28, 2010.

• Reminder: Dues are now user based at $100 per player on each team. Deposit of $200.00 per team, due upon Team Rep meeting (scheduled February 19th, 2009) and remaining amount due before the kickoff of the first Spring season game.

• Drop in fee for a player (not paying for the full season) remains $15.00 per game. This amount does NOT cap out at $100.00. If the player wishes to pay for the entire season at any time ($100.00), then they may do so but will not receive a refund for any extra money they have paid. This money will be paid to the referee prior to the kickoff of the game they are playing. It will be up to the Team Captains to ensure that this money is paid to the League prior to kickoff. If these funds have not been paid, then the next game for that team will be considered forfeit (score of 21-0).

• Request for the new Marketing and Recruiting officer (Cindy Hatt) to organize a Victoria Spring 2009 Clinic. Cindy accepted.

• Cowichan will be hosting a ref clinic, as well as player clinic (possible the first weekend in March). All league players are encouraged to attend the ref clinic, as well as the player clinic, regardless of whether it is sponsored by Victoria or Cowichan.

• Ball standards have not been set in the VWFL guidelines. The CTFL rules stipulate it is “up to league to set”. Motion put forward for no display balls and to standardize the size and color. Motion carried. Dallas Cobb to look into sizing as there are youth and junior sizes, which differ. Color of footballs decided to be uniform and brown/tan.

• Concern brought forward with regards to watering down the kickoff ball. This is considered to be in poor sportsmanship and if it observed, an objectionable conduct penalty of ten yards will be enforced against the offending team.

• A “fines” and “drop-in fee” section will be added to the ref book. Fines and drop-in fees are to be collected by the ref and placed into these sections. Crystal Dunahee, Treasurer, will collect any fines or dues from the ref book.

• A section will also be added to the ref book for Team Rosters. Team rosters submitted prior to the season kick-off game are to include all players names, e-mail addresses, phone numbers and jersey numbers.

• Thursday February 19, 2009 at 6:00 pm. The location has yet to be determined. Team Reps will be notified.

• Each team must have one representatives at the Team Rep and Exec Meeting; otherwise a fine will be imposed on that team.

• Each team will be required to submit their $200.00 deposit. The remaining amount must be paid prior to the kickoff of that team’s first game March 8, 2009.

• The Spring 2009 schedule will be finalized and available at the Team Rep & Exec Meeting. As of now, there are five teams returning for the Spring confirmed and one team is unknown.

• The Team Rosters with contact information will be added to the Hotmail contacts page.

• Tara Jefferson will regularly check this e-mail account for new players or new information.

• Cindy Hatt will also be given access to the account.

• The website has been updated. All stats from prior years have been posted.

• Reminder to teams; there is a sponsorship/advertisement link available for those teams that have sponsors.

• The Spring 2009 schedule will be posted once completed.

• A vote was put forward as to the continuation of the website. As some concerns have been raised whether the website was deemed useful or beneficial to the league. Vote was 100% in favor of continuing with the website.

• Cindy Hatt’s name and contact information will be added to the website.

The 2008 Gaming Grant Application was denied. The League will address the issues and submit an updated application in 2009. Tara Jefferson provided the reasons for the original application being denied by the Gaming Branch. These reasons include:

• There is no existing Constitution and By Laws for the League. Jen Smith and Marcell Hanson have offered to construct a VWFL Constitution and By Laws.

• The budget submitted did not show anticipated revenues, nor substantiate the request for grant request. As well, the expenses and budgeted expenses were conflicting. Wanda Jones has since re-done the budget and financial statements for the league and it believed that these issues may have been rectified.

• The void cheque submitted did not have the League’s name or gaming account on it. Crystal Dunahee has rectified the name portion, and will add the gaming account to the cheque.

• The Board of Directors list was incomplete. This will be corrected by Tara Jefferson.

• The amount of grant funds requested was more than 75% of the previous years cost.

• Reminder – A roster is to be submitted to the referee before every game. Include the following information: names of players on the field, date, opponent, and jersey numbers if available. This list should be typed and maintained by each team. If players who are on the roster are not at that particular game, they are to be crossed off. Hand written rosters are not to be submitted to the ref.

• Reminder – A roster is to be submitted to the referee before the first game of the season. This roster must contain all players’ names, e-mail addresses, phone numbers and jersey numbers.

• New – A concern was voiced that the VWFL does not require players to sign a waiver before each season. Although the League does have insurance and injured players would be covered, there is the potential for civil lawsuits. Jen Smith and Marcell Hanson have offered to draft a waiver for the Spring 2009 season. These waivers will be distributed to each Team Rep, who will in turn have ALL players sign them. These waivers must be handed in with the Team Rosters, prior to kick off at the first league game. If a player has not submitted a signed waiver, they will not be permitted to play. This motion was voted on and 100% in favor.

Meeting adjourned at 7:20pm.