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Content —» 2013 Directors Meeting Minutes —» 2013 Nov 18 Executive Meeting Minutes
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2013 Nov 18 Executive Meeting Minutes

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BC Geocaching Association

Executive  Meeting

November 18, 2013


Kathy Costello, Kathleen Sharpe, Kevin MacDonald, Adrian Fontenla, Chris Yuill absent

  1. Call to order 1933

  2. Additions to the agenda

  3. Review & Approve Sept 23 minutes

    1. Kathleen Sharpe motions

    2. Kathy Costello seconds

      1. Carried

  4. Review & Approve Minutes of Oct 21 meeting

    1. Adrian Fontenla Motions

    2. Kathy Costello seconds

      1. Carried

  5. Review & Approve AGM minutes May 25

    1. Kathy costello Motions

    2. Kathleen Sharpe seconds   

      1. carried

  6. Financial update

    1. No revenue or changes since last update

    2. Need inventory of coins

    3. Need expenses submitted before year end

      1. Adrian Fontenla motions to accept financial update

      2. Kathy Costello seconds

        1. carried

  7. Coin

    1. Review of LS invoice – any other charges?

      1. average price per coin $8.86

        1. AdrianFontenla motions to accept invoice as present, and the executive  approves cash distribution of invoice once coins are received in satisfactory condition

          1. Kevin MacDonald seconds

            1. carried

    2. Pricing for regular and member coins

      1. Adrian Fontenla motions that the regular and member coins are sold individually for $14.00

        1. Kevin MacDonald seconds

        2. carried

      2. Adrian Fontenla motions that the set of regular and member coins be sold for $26.00

        1. Kevin MacDonald seconds

        2. carried

      3. Adrian Fontenla motions that a set of regular and member coins plus a random 2011  coin be sold for $33.00 while 2011 quantities last

        1. Kevin MacDonald seconds

        2. carried

      4. Adrian Fontenla motions a flat shipping rate of $6.50 within Canada, $10.00 to the United States, $15.00 International Over 3 coins an additional $2.00 Shipping Cost per coin

        1. Kathy Costello seconds

        2. carried

    3. ELE minimum bid

      1. Reserve bid set at $35.00

      2. 25 ELE coins up for auction

      3. Date of First round of auction set as January 01 - 31, 2014,

      4. Rules of auction set  as -

        1. First bidding round for BCGA Members members(must be a member in good standing at the time of bidding), Second bidding round will include non member website users, Third bidding round will be open to public

        2. One bid per member

        3. One coin per winning bid

        4. Bids are considered binding once accepted by the BCGA Executive

        5. Executive members and their spouses are ineligible

        6. Bids must be sent via email to Treasurer@bcgeocaching.com

        7. Email must include Name, User Name, email and physical address, and bid amount

        8. First round bids close January 31, 2014

        9. Once invoice is received via paypal to winning bidders, the winning bidders must pay full amount plus shipping within 72 hours or be disqualified and have their bid discarded

        10. If a bid is discarded the next highest successful bid will be invoiced and follow the same procedures as above

        11. If less than 25 bids are received the auction will continue on to the second round and third round if required

        12. Winners from previous rounds are ineligible to compete in subsequent rounds

          1. Kathleen Sharpe motions to approve the ELE guidelines on a conceptual basis

          2. Kevin MacDonald seconds

            1. carried


    1. Ready for presales? Yes

      1. LS photos OK? Yes

      2. Expected delivery date December 2013

      3. Option to pickup Lower Mainland & Kelowna

  1. Upcoming BCGA 10th Anniversary Feb 16, 2014

  • Keep it on the radar

  1. Other

    1. Member validation and reminders

    2. Next meeting Dec 16, 2014

  2. Adjourn @ 2154

    1. Adrian Fontenla Motions to adjourn

    2. Kathy Costello seconds

    3. carried



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