OCTOBER 2022 MEETING MINUTES
FVDRA Meeting Minutes
September 13, 2022, 7 - 8:30pm
Zoom – General meeting
Invitees:
● Kirsten Peck
● Margaret Althaus
● Sylvie Dufour - regrets
● Nicole Sullivan
● Jennifer James - regrets
● Sarah Williams - regrets
● Ann Dumas
● Jack Foster
● Ken Dyck - regrets
● Shawn Dearden
● Tim Dyck
Guests:
● Dave Althaus
● Jaron Peck
● Terry Sullivan
● Shane Dumas
● Kelly & Theresa Sandve
Meeting Called to Order (7:02pm) – Quorum achieved
Meeting Agenda
● Approval item
○ Moved: Margaret Althaus
○ Seconded: Dave Althaus
○ Approved: Unanimously
Minutes of Prior Meeting (Kirsten)
● Approval item – June 14, 2022 Minutes (Attachment 1)
○ Moved: Dave Althaus
○ Seconded: Shawn Dearden
○ Approved: Unanimousely
● Approval item – July 12, 2022 (Attachment 2)
○ Moved: Jack Foster
○ Seconded: Kelly Sandve
○ Approved: Unanimously
● Action item review – Kirsten is reviewing FVDRA’s insurance and risk management
practices, including the waiver and signage. Ongoing.
Stakeholder & First Nations Engagement (Kirsten & Margaret)
● Section 56/57 - currently don’t have therefore we don’t have insurance
● Barrick
○ Kirsten mentioned that FVDRA will review the revised waiver with Allison Brown once it
is in draft form. Barrick is aware.
● Cascade Lower Canyon Community Forest
○ Residential Complaint Update - Resolved through a personal visit from Shawn Dearden
and a phone call from Kirsten Peck.
○ AGM Presentation - Well received, lots of questions were posed.
● RSTBC
● BCORMA
● Yale First Nation
○ Kiosk update - Kirsten proposed a draft kiosk panel for Yale First Nations and it was
approved. The panel was ordered and hung in the kiosk. The kiosk is complete now.
Membership Report (Margaret & Ann)
● Individual Memberships YTD - 49 single memberships
● Family Membership YTD - 117 family memberships
● Total Members YTD - 166 memberships total, 411 members
● Total Revenue from memberships is $8,990 so we have almost met our budgetary goal for
2022.
● 2023 Membership Proposal – Attachment 3 (for approval at AGM)
○ After much discussion regarding the various alternatives and comparing to other clubs
in BC, it was decided to take forward a recommended increase in the membership costs
to $50 for a single member and $80 for a family
○ FVDRA will continue with the rear-view mirror hang tag membership representation, as
opposed to stickers on bikes.
● Waiver and Risk Management legal review – Attachment 4, Ordinary Resolution #1
(Approval item)
○ Kirsten described the highlights of the attached materials regarding the need for a legal
review of FVDRA’s waiver and insurance policy for commercial liability. The waiver and
risk management legal review will be completed for $4k + taxes, but the amount
requested for approval is $5k + taxes.
○ E-mail votes of support were received from Sarah Williams, Jennifer Jones and Dave
Thorne.
○ Moved: Jack Foster
○ Seconded: Margaret Althaus
○ Approved: Unanimously
Communications Report (Nicole) - nothing to report
Finance Report (Sylvie)
● YTD Performance against budget
○ P&L – August ‘22 Net Income was $23,212.20 reflecting the receipt of the two BC ORV
Grants while expenses totalled $195.80, mostly comprised of storage costs
○ Current Equity – $28.970.60 compared to an opening position of $20,550.53 at the
beginning of the year (November 1, 2021). Kirsten mentioned that there are expenses
coming from the purchase of tools and chainsaw training that will bring the equity
down by a few thousand dollars.
● Treasurer nominations (Kirsten)
○ Sylvie DuFour is stepping down at the AGM and no one on the Executive has expressed
interest in the role. Kirsten will advertise the position on Facebook & to the
membership, if needed.
● Insurance portfolio review (Kirsten)
○ Our current Commercial General Liability insurance provider has not returned multiple
emails and voice messages since July 14th. Kirsten wanted to discuss the gaps in
insurance coverage to determine if there are options to close the gaps. The lack of
responsiveness has been frustrating and unacceptable.
○ Kirsten is working with another broker that specializes in outdoor recreation insurance
to get a competitive bid for commercial liability insurance that closes some of the
liability gaps associated with Participant Injury (such as maintenance or poker runs or
orientation rides, etc.).
○ In the meantime, we do not have liability insurance if someone gets hurt while
performing maintenance (see below) which was a surprise to all of the Executive..
Trail Maintenance & Planning (Jack)
● Trail Maintenance status -
○ Given that FVDRA doesn’t have participant injury insurance, participants in the October
8th maintenance day must be members as all members have signed the waiver.
○ ACTION: Kirsten to post this requirement on Facebook and Instagram (Complete)
● Trail Restoration status -
○ 7 trails have been reopened during the 2022 maintenance season
● Trail Signage status
○ There have been 27 trail signs posted to date during the 2022 maintenance season. The
focus is on the northern side of the trail system.
Grounds Maintenance & Planning (Kirsten)
● Learner Loop – nothing to report
● Campground Issues - nothing to report
Event Planning
● 2023 Commitment to an event?
○ Nothing was discussed
ORV Funding (Margaret & Kirsten)
● Trails and Construction Funding
o Kirsten reported that almost all of the BC ORV grant has been spent. She has almost
completed the completion report which must be submitted to Recs Sites and Trails BC
this calendar year.
● Education and Safety
o Kirsten reported that chainsaw training will be offered to interested members to be
taken during the month of September. She took the course and found it a useful
reminder as to the key safety tips for operating chainsaws and hedgers. This will close
off the Education and Safety BC ORV grant.
o ACTION: Kirsten to advertise the offer of chainsaw training to members (Complete)
New Business
Annual General Meeting (AGM) Planning (Kirsten)
● Constitution – Attachment 5
○ No comments were received on the draft Constitution. It will be put forward at
the November AGM for approval and then must be filed with Societies BC.
● Bylaws – Attachment 5
○ No comments were received on the draft Bylaws that align with the Model
Bylaws of the BC Societies organization. This version of the bylaws will be put
forward at the November AGM for approval and then must be filed with Societies
BC.
● 2023 Executive Plans
○ Treasurer position vacant
○ Even Years – elect President, Treasurer, Public Relations/Marketing, Racing
and half of the directors-at-large (max 2 under current Bylaws)
○ ACTION: Tim Dyck agreed to discuss if 2 of the Directors at Large will go into
existing vacancies and one of the Director at Large positions goes up for re-
election at the November AGM.
● 2023 Budget and Grant Planning
○ Construction – Staging area accessible outhouse & picnic tables ($6k)
○ Construction – Communal firepit enhancements
○ Trail Restoration – Arts Farts, Mattehorn, AOK, Kill Kenny, Mildly Amusing
○ Event – with Race and Event director
Meeting Conclusion (8:30pm)