2022 Annual General Meeting Minutes -- DRAFT

FVDRA 2022  Annual General Meeting Minutes

November 8, 2022, 7 - 8:30pm

Zoom

Executive:

  • Kirsten Peck 

  • Margaret Althaus

  • Sylvie Dufour - regrets

  • Nicole Sullivan

  • Jennifer James - regrets

  • Ann Dumas

  • Jack Foster

  • Sarah Williams

  • Ken Dyck

  • Shawn Dearden

  • Tim Dyck

Members:

  • Terry Sullivan

  • Dave Althaus

  • Theresa Sandve

  • Kelly Sandve

  • Dave Thorne

Meeting Called to Order: 7:02 PM

Meeting Agenda

  • Approval item

    • Moved: Nicole Lalonde

    • Seconded: Margaret Althaus

    • Approved: Unanimously

Minutes of Prior Meeting (Kirsten)

  • Approval item – October 10, 2022 Minutes

    • Moved: Sarah Williams

    • Seconded: Margaret Althaus

    • Approved: Unanimously

      • Nicole to post on web

Year End President’s Report (Kirsten)

  • The Presidents report was filed verbally by Kirsten, outlining:

    • Goals of the 2022 Year:  Relocate staging area, improve kid’s learner loop, improve the campground, establish regular maintenance routine, open trails closed for many years and improve signage and build a sense of community amongst club members.

    • Grants:  $32.5k in grants were received from CLCCF, BC ORV Construction & Maintenance, and BC ORV Promotion of Safe Use of trails.  Completion reports have been submitted for 2 of the grants and 1 is being prepared.

    • Relationships:  Attended 2 CLCCF board meetings, 2 BCORMA board meetings and 2 BC ORC workshops.  Participated in one field visit with Barrick Gold and completed kiosk panels between Barrick, CLCCF, Yale FN and FVDRA.

    • Governance & Risk Management:  Engaged responsive insurance broker and replaced insurance policy, engaged law firm to develop waiver and liability process and signage, renewed Constitution and Bylaws to reflect current version of BC Societies Act.

    • Challenges:  No facilities at the staging area, no accessibility for member in wheelchair, grafiti, campground getting more popular to broader community of non-members, logging continues and the trail map is very outdated

    • 2023 Goals:  Improve the staging area, improve remaining campsites and trailhead, re-open or improve 6 existing trails, continue signage including stop signs at FSR intersections, add more events (timed and non-timed) and improve liability signage.

Year End Membership Report (Margaret & Ann)

  • Individual Memberships YTD - 52

  • Family Membership YTD - 123

  • Total Members YTD - 175

  • 2023 Membership proposal (for approval – 50% support required)

    • Family membership – $80 

      • Two adults living in the same house & children 18 years and under

    • Single membership – $50

  • Moved: Margaret Althaus

  • Seconded: Dave Althaus

  • Approved: Unanimously

Communications Report (Nicole): 

  • Keeping a close eye on Facebook – ensure all requests are potential members

  • Nicole, Margaret & Sarah will reword web page camping & membership

  • Instagram – increasing audience on Instagram, but still quite small compared to FB Group

Year End Finance Report (Sylvie)

  • YTD Performance against budget was reviewed by Kirsten Peck in Sylvie’s absence.

    • Income – $44,338

    • Expenses - $39,576

    • Net Income – $4,761 (outstanding invoice from legal liability review of approximately $5,000 will decrease net income to approximately $0 for 2022)

    • Balance sheet is strong, allowing for unexpected expenses such as insurance increases, grading the FSR or other items.

Year End Trail Maintenance Report (Kirsten & Jack)

  • Trail Reopening:  7 existing trails were re-opened (Bridge Trail, Matterhorn, Going Postal, Captain Jack, northern half of Spodes, Mildly Amusing and Kill Kenny)

  • Trail Restoration: An amazing commitment at restoring the severe erosion on I Am Canadian 2 was demonstrated by the Sandve family. The work was supported by the BC ORV Construction grant.

  • Trail signage:  Installed over 60 trail signs and Trail Forks was substantially updated to reflect what is open and what isn’t.

  • Bridge Restoration:  Replaced Matterhorn, Bear Shit Boulevard, Kill Kenny bridges in situ, established Kill Kenny Lodge which was a popular addition.  Repaired Campers Pampers and Men at Work trail retaining wall structures.

Governance

  • Constitution (Attachment #2 for approval – 67% support required)

    • Moved: Jack Foster

    • Seconded: Sarah Williams

    • Approved: Unanimously

  • Bylaws (Attachment #3 for approval – 67% support required)

    • Moved: Margaret Althaus

    • Seconded: Nicole Lalonde

    • Approved: Unanimously

Executive Director and Director Nominations and Election

The following were nominated and elected:

  • President  – Kirsten Peck

  • Communications & Marketing – Nicole Lalonde

  • Treasurer – Theresa Sandve

  • Racing  – Sarah Williams

  • Events (non-timed) – Nicole Lalonde & Margaret Althaus

  • Director at Large (1 position) – Tim Dyck

    • Ken Dyck stepped down

Meeting Conclusion: 8:31 PM

Attachments

Ordinary Resolutions

Item #1: 2023 Membership prices

Resolved that the price of a Family membership will increase to $80 (defined as a couple with children under 19) and a Single membership will increase to $50.

Moved: Margaret Althaus

Seconded: Dave Althaus

Approved: Unanimously

Special Resolutions

Item #2:  Constitution

Resolved that the Constitution is approved as proposed at the November 14, 2022 Annual General Meeting of the Fraser Valley Dirt Riders Association and as included in Attachment #2 of the meeting materials.

Moved: Jack Foster

Seconded: Sarah Williams

Approved: Unanimously

Item #3:  Bylaws

Resolved that the Society of BC Model Bylaws are adopted including the red-lined edits included in Attachment #3 of the meeting materials of the November 14, 2022 Annual General Meeting of the Fraser Valley Dirt Riders Association.

Moved: Margaret Althaus

Seconded: Nicole Lalonde

Approved: Unanimously

Sarah Williams