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campground getting more popular to broader community of non-members, logging continues and the trail map is very outdated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