BRITISH COLUMBIA TRAPSHOOTING ASSOCIATION

2019 BI-ANNUAL MEETING AGENDA

AUGUST 31st, 2019 - NOTSC

1. CALL TO ORDER

2. ADOPT AGENDA

3. ROLL CALL – OFFICERS & DELEGATES

4. DISTINGUISHED GUESTS

5. MINUTES – 2019 AGM

6. BUSINESS ARISING

7. PRESIDENT’S REPORT

8. TREASURER’S REPORT

9. OLD BUSINESS

10. NEW BUSINESS

BCTA By-Law Revision

11. GOOD & BETTERMENT OF THE SPORT

12. ALL OTHER BUSINESS

13. ADJOURN

NEXT MEETING: AGM - MAY, 2020, AT NOTSC

2019 BCTA Bi-Annual Meeting Minutes

Sat, August 31st, 2019

NOTSC

Vernon, BC

07:30am meeting called to order by Mike Ramsay. Meeting was recorded on video.

Roll call of officers

Mike Ramsay – President

Jerry Broten – Vice-President

Bulkley Valley – Nil

Campbell River – Nil

Central Okanagan – Pat Bare

Courtenay – Nil

Cowichan – Nil

Kamloops – Nil

KWA – Nil

Langley – Kelly McQuarrie

Mission – Bill Roseboom

N Peace – Nil

Nanaimo – Peter Ahrens

N Okanagan – Geoff Fern

Pitt – Jamie White

Prince George – Nil

Ridgedale – Al Fadden

S Okanagan – Nil

Rangers – Nil

Vancouver – Mike Ramsay

Victoria – Gurjit Gakhal

Quorum established.

Distinguished Guests

Geoff Fern – Past President

Gord Fowler – Past President

Minutes From Last Meeting

Minutes from the AGM Meeting at VGC, May 18th, 2019. Minutes has been posted on the BCTA website.

Mike Ramsay asked the floor if everyone in attendance would like him to read the minutes or to just

accept them as read. Everyone agreed that the reading of the minutes was not required. Gord Fowler

motioned to accept the minutes as read with no amendments. Seconded by Geoff Fern. All in favour, nil

opposed. Motion passed.

Business Arising

Cashier

Position was opened up for bidding last year.

2 very qualified individual groups wanted to do it at this year’s Provincial.

The winning bid was awarded based on cost and the BCTA saved $400 this year compared to last

year.

BCTA By-law

It was mentioned at the AGM that the BCTA By-laws need updating. Some items were outdated

and needed revision.

President’s Report

by Mike Ramsay

There was a request for the BCTA to reach out to the northern WA clubs to find out why we

weren’t getting the US shooters at the BC shoots. Mike Ramsay and Jerry Broten went down to

Old Skagit and met with the executives from Old Skagit and Bellingham. Mike Ramsay asked if

there were any issues that prevented the US shooters from attending BC shoots. No issue was

identified. One suggestion was given to Old Skagit and Bellingham to combine their shoots so

that BC shooters can attend a one-day shoot in Old Skagit on Saturday and finish with another

one-day shoot in Bellingham on Sunday. This will be easier on travel for the BC shooters. The

idea was well received by Old Skagit and Bellingham.

Fall Classic: NOTSC and Vancouver were going to take part in the Fall Classic. However, both

clubs have pulled out from participating. It is an 800-bird event. The PITA Executives wanted a

portion of the fees to be paid in USD. Mike Ramsay tried to negotiate for Canadian shooters to

pay in Cdn dollars only, similar to the way memberships and day fees are processed. This was

turned down and therefore, a Canadian shooter would have to pay the equivalent to $48 CAD to

shoot one event in the Fall Classic with no options. This was too cost prohibitive for the

Canadian shooters and the Canadian clubs. This is unfortunate as BC shooters who want to

participate will need to travel to a participating club in WA State.

Mike Ramsay compiled a list of BC and northern WA shoot dates and distributed them to the

various clubs. This will assist those who don’t access the shoot calendar online to see where and

when the shoots are held.

Treasurer’s Report

read by Mike Ramsay in Marshall’s absence

Provincial participation continue to decline. Targets thrown went down from 59,100 targets last

year to 55,500 at this year’s Provincial.

A separate financial report for the 2018 and 2019 Provincials has been created and posted on

the website. This year’s Provincial cost the BCTA $9,323.71 and this was paid for by the BCTA

target fees that we collected throughout the year.

The 1 cent increase in the BCTA Target Fee did help the BCTA financially and we are no longer

operating at a loss.

The BCTA is operating at a loss of only -$26.79 as of August 28, 2019, even with the lower

turnout at the Provincials and decreased revenue. This is an improvement from a loss of

$1,518.88 the previous year.

As of August 28, 2019, our TD Bank Account has a balance of $16,217.99, which puts us in a

good position to prepare for next year’s Provincial.

Overall, the BCTA is financially healthy.

(Financials attached at the end of this minutes) Geoff Fern proposes that the Treasurer’s report be accepted, seconded by Peter Ahrens, all in favour,

none opposed. Treasurer’s report is accepted.

NEW BUSINESS

BCTA By-laws

Mike Ramsay handed out a proposed by-law revision. This is only for review and feedback only.

Clubs are welcome to review them and submit their feedback or suggestions.

A finalized draft will be sent to all the clubs well ahead of the BCTA AGM and the new revised

by-law will be put to a vote at the next AGM.

Mike explained the proposed changes individually.

(Proposed bylaw attached at the end of this minutes)

Good and Betterment of the Sport

Exchange rates

Geoff Fern: We need to continue to push the PITA to accept Canadian dollars for satellite shoots

that are held in Canada.

Geoff Fern motioned that the meeting is adjourned. Seconded by Darryl Webber. All in favour. Meeting

adjourned at 08:10am.

Next meeting – Annual General Meeting – Saturday, May 16th, 2020, at NOTSC.

INCOME EXPENSES

Target Fees Payout Cheques

Ev # 1 $32.00 65 $2,080.00 Options Paid Out $15,805.15

Ev # 2 $32.00 66 $2,112.00 Added Money Paid Out $5,455.05

Ev # 3 $32.00 60 $1,920.00 TOTAL $21,260.20

Ev # 4 $32.00 75 $2,400.00

Ev # 5 $32.00 75 $2,400.00 PITA

Ev # 6 $32.00 71 $2,272.00 Daily Fees $1,172.00

Ev # 7 $32.00 70 $2,240.00 Membership Fees $100.00

Ev # 8 $32.00 73 $2,336.00 TOTAL $1,272.00

TOTAL 555 $17,760.00

Venue Club

Options Targets 55,500 @ $0.25ea $13,875.00

Options Money $11,906.00 Club's Calcutta Auction 5% $200.50

Calcutta Buyers $4,010.00 ATA Cross Registration $32.00

Fishing Trip $800.00 Credit Card Fee $15,720.00 @ 2% $314.40

TOTAL $16,716.00 TOTAL $14,421.90

PITA Daily Fees Trophies

Day 1 $4.00 70 $280.00 Event Trophies $6,147.78

Day 2 $4.00 76 $304.00 HAA & HOA Trophies $2,826.00

Day 3 $4.00 74 $296.00 TOTAL $8,973.78

Day 4 $4.00 73 $292.00

TOTAL 293 $1,172.00 Other Expenses

PITA Memberships Cashier $2,100.00

New $12.50 0 $0.00 Pins $535.92

Renewal $25.00 4 $100.00 Pre-Squad $149.54

TOTAL 4 $100.00 Program Booklets $982.81

Stamps for Payout Cheques $97.56

BCTA Target Fees $3.00 555 $1,665.00

Cross Register

ATA Daily Fees $4.00 4 $16.00

BC ATA Fees $2.00 8 $16.00

TOTAL $32.00

TOTAL PAYMENTS TAKEN $37,445.00

OTHER INCOME

Sponsorships $2,500.00

Advertising $525.00

TOTAL $3,025.00 TOTAL OTHER EXPENSES $3,865.83

TOTAL INCOME $40,470.00 TOTAL EXPENSES $49,793.71

PROFIT/LOSS -$9,323.71

TOTAL DUE TO PITA $1,272.00

2019 BCTA PROVINCIAL FINANCE REPORT

Cash Basis Wednesday, August 28, 2019 02:36 PM GMT-7 1/1

British Columbia Trapshooting AssociationPROFIT AND LOSS

November 1, 2018 - August 28, 2019

TOTAL

NOV 1, 2018 - AUG 28, 2019 NOV 1, 2017 - AUG 28, 2018 (PY)

INCOME

BCTA Target Fees 14,467.50 9,853.00

Club Annual Dues 475.00 375.00

PITA Daily Fee Refund 1,304.15 1,497.50

Provincial Income

Advertising/Sponsorship 4,325.00 2,025.00

Calcutta Auction 4,010.00

Cross-Registration Fees 32.00

Donation 3,700.00

Event Fees 17,760.00

Option Fees 11,906.00 42,858.25

PITA Fees 1,272.00

Total Provincial Income 39,305.00 48,583.25

Unapplied Cash Payment Income -375.00 1,125.00

Total Income $55,176.65 $61,433.75

GROSS PROFIT $55,176.65 $61,433.75

EXPENSES

Banking 67.51 89.13

Bookkeeping 1,401.38 1,315.68

Office Expenses 430.60 306.94

Online Payment Fees 147.84 56.95

Provincials Expenses

Cashier 2,100.00 2,500.00

Credit Card Processing Fee 314.40

Others 200.50

PITA/ATA Fees 1,326.40 1,245.00

Promotional 1,668.27 1,584.21

Shooter Payout 21,260.20 28,181.02

Supplies 97.56 365.39

Trophies 8,973.78 8,467.28

Venue Target Payment 13,875.00 14,775.00

Total Provincials Expenses 49,816.11 57,117.90

Sec/Treas Stipend 3,340.00 3,340.00

Special Programs 401.39

Unapplied Cash Bill Payment Expense 0.00

Website 324.44

Total Expenses $55,203.44 $62,952.43

PROFIT $ -26.79 $ -1,518.68

Cash Basis Wednesday, August 28, 2019 02:46 PM GMT-7 1/1

British Columbia Trapshooting AssociationBALANCE SHEET

As of August 28, 2019

TOTAL

AS OF AUG 28, 2019 AS OF AUG 28, 2018 (PY)

Assets

Current Assets

Cash and Cash Equivalent

TD CHEQUING (5524) 16,217.99 15,377.55

Undeposited Funds 0.00 -1,352.00

Total Cash and Cash Equivalent $16,217.99 $14,025.55

Total Current Assets $16,217.99 $14,025.55

Total Assets $16,217.99 $14,025.55

Liabilities and Equity

Liabilities

Total Liabilities

Equity

Retained Earnings 16,244.78 15,544.23

Profit for the year -26.79 -1,518.68

Total Equity $16,217.99 $14,025.55

Total Liabilities and Equity $16,217.99 $14,025.55

In the previous meeting there was a request to review the BCTA bylaws and update the items that may

not fit into today’s shooting world. The following proposal to amend the current BCTA bylaws is being

presented for discussion only at this meeting. A special resolution will be sent out prior to the provincial

championship next year once it has been discussed and revised accordingly.

Line item 8

Current: The annual general meeting shall be held during the Provincial Championship Shoot at a place

within the Province of British Columbia and on a day to be fixed by the Board of Directors, and fourteen

(14) days notice of such meeting or of any special meeting shall be mailed, or handed to all members by

the Secretary-treasurer.

Proposed change: The annual general meeting shall be held during the Provincial Championship Shoot

at a place within the Province of British Columbia and on a day to be fixed by the Board of Directors, and

fourteen (14) days notice of such meeting or of any special meeting shall be mailed, emailed or handed

to all members by the Secretary-treasurer.

Line item 19

Current: The four Zone Representatives/Directors shall be elected to their positions by the member

clubs within that Zone. They shall be elected for a term of three (3) years. The elections to take place,

within a one month period, two months prior to the annual general meeting in the year the terms are

due.

Proposed: The four Zone Representatives/Directors shall be elected by the BCTA members in

attendance at the AGM. They shall be elected for a term of three (3) years.

Do we want to consider removing the zone representative position from the BCTA bylaws as agreed at

the BCTA AGM?

Line item 32

Current: An annual Provincial tournament shall be held under the direction and supervision of the

Association before the end of July of each and every year, to decide various championships of the

trapshooting sport within the Province of British Columbia. The said annual tournament shall provide a

shooting program to decide the aforesaid championships and shall include the following events:

a) Provincial Champion, Runner-up, Classes AA-A-B-C-D, Lady, Veteran, Senior, Elder, Junior and

Sub-Junior on 200 – 16 yard singles targets.

b) Provincial Champion, Runner-up, Lady, Veteran, Senior, Elder, Junior and Sub-Junior on 100

handicap targets.

c) Provincial Champion, Runner-up, Classes AA-A-B-C-D, Lady, Veteran, Senior, Elder, Junior and

Sub-Junior on 100 – doubles targets. (50 pairs)

d) Provincial High All Around Champion on 400 targets. (200 singles, 100 handicap and 50 pairs

of doubles targets.)

Proposed: An annual Provincial tournament shall be held under the direction and supervision of the

Association every year, to decide various championships of the trapshooting sport within the Province of

British Columbia. The said annual tournament shall provide a shooting program to decide the aforesaid

championships and shall include the following events:

a) Provincial Champion, Runner-up, Classes AA-A-B-C-D, Lady, Veteran, Senior, Elder, and Junior

on 200 – 16 yard singles targets.

b) Provincial Champion, Runner-up, Lady, Veteran, Senior, Elder and Junior on 100 handicap

targets.

c) Provincial Champion, Runner-up, Classes AA-A-B-C-D, Lady, Veteran, Senior, Elder and Junior

on 100 – doubles targets. (50 pairs)

d) Provincial High All Around Champion on 400 targets. (200 singles, 100 handicap and 50 pairs

of doubles targets.)

Line item 33

Current: The Provincial Shoot shall be allocated each year by the Board of Directors of the Association

within ninety (90) days after the annual general meeting of the Association and such allocation shall be

made with the purpose and intention of benefiting the trapshooting in general.

Proposed: The Provincial Shoot shall be allocated each year by the Board of Directors of the Association

within one hunded eighty (180) days after the annual general meeting of the Association and such

allocation shall be made with the purpose and intention of benefiting the trapshooting in general.

Line item 34

Providing correct and adequate facilities are available, the Provincial Championships are to be held in

each of the four zones once every five (5) years

Providing correct and adequate facilities are available, the Provincial Championships are to be held at a

venue chosen by the Board of Directors.

Line item 41

Current: At least once a year the accounts of the Association shall be examined and the correctness

thereof as ascertained by an auditor or auditors who shall be appointed by the Association. The auditor

or auditors shall make a report to the members on the accounts examined by them, and on every

balance sheet laid before the Association in general meeting and shall be opened to inspection by any

member.

Proposed: At the AGM, by a majority vote of the membership in attendance would like to request the

accounts of the Association be examined and the correctness thereof as ascertained by an auditor or

auditors who shall be appointed by the Association. The auditor or auditors shall make a report to the

members on the accounts examined by them, and on every balance sheet laid before the Association in

general meeting and shall be opened to inspection by any member.

Line item 44

Current: The fiscal year of the Association shall end on the last day of December in each and every year

and the books of the Association shall be verified by a Notice to Reader drafted by a Certified General

Accountant of the secretary/treasurer’s choice and shall be ready for the annual general meeting

Proposed: The fiscal year of the Association shall end on the last day of October in each and every year

and the books of the Association shall be reviewed by the Executive and the membership online at

BCTA.com. In the event of any discrepancies or inconsistencies that cannot be resolved to the

satisfaction of the Executive of the BCTA, a certified general accountant will be engaged to review /

repor and shall be ready for the annual general meeting.