April 2023 Meeting Minutes

FVDRA Meeting Agenda

April 11, 2023, 7 - 8:30pm

Zoom – All member meeting.

Invitees:

  • Kirsten Peck-Present

  • Margaret Althaus-Present

  • Theresa Sandve-Present

  • Nicole Sullivan-Present

  • Jennifer James-Absent with notice

  • Ann Dumas-Present

  • Jack Foster-Present

  • Shawn Dearden-Absent

  • Tim Dyck-Present

  • Sarah Williams-Present

Guests:  Dave Althaus, Terry Sullivan, Kelly Sandve

Meeting Called to Order at 7:03

Meeting Agenda (Kirsten)

  • Approval item

    • Moved: Theresa

    • Seconded: Sarah

    • Approved: All

Minutes of Prior Meeting (Kirsten)

  • Approval item

    • Moved: Kirsten

    • Seconded: Sarah

    • Approved: All

  • Action item review—Margaret and Ann will continue discussions and come up with a written strategy to deal with the waiver & memberships.

Stakeholder & First Nations Engagement (Kirsten & Theresa/Jennifer)

  • Section 57 –Kirsten reports there has been no new communication since the last meeting.

  • Barrick – They have decided to let the campground and staging area lease go.

  • Cascade Lower Canyon Community Forest (CLCCF) grant update – grant approved but funds pending.  Should be a check coming soon.

  • RSTBC – No update

  • BCORMA – Nothing new

  • Yale First Nation – Nothing new

Membership Report (Margaret & Ann)

  • Individual Memberships:  12 YTD

  • Family Membership: 16 YTD

  • Total Members/Riders: 57 YTD

  • Waiver administration issues:  About 5 memberships have been purchased with waivers pending, and about 25 waivers (family & singles) have been signed but no memberships purchased.  Ann and Margaret are working together to mitigate this.  Sarah has tweaked the application to make it easier to follow.

Communications Report (Nicole)

  • There has been increasing activity on the Facebook page, requiring a concerted effort to weed out the spam accounts.  Progress is being made!

  • When posting on Facebook, encouraging memberships is appreciated.

Finance Report (Theresa)

  • P&L Update – Shows a loss of $4938.43 but this includes professional fees ($3480) that should have been accrued last year.  (Post meeting note: Theresa has restated 2022 Financials to accrue the professional fees) 

  • Balance Sheet update – Cash is at $18,028.80; PayPal’s balance is $900 and the rest is in the Royal Bank.

  • Treasurer transition update – Sylvie is meeting with Theresa soon to finalize some of the banking.

Trail Maintenance & Planning (Jack)

  • Trail Maintenance rescheduled for the 22nd of April.

  • Trail Restoration is to resume once maintenance of established trails is complete.

    • AOK

    • Art’s Farts

    • 2+2 and Bypass

    • Mildly Amusing

    • Lower East Hydro Trail

    • Ted’s Glass Eye

  • Trail Signage:  Almost done, just 10 more trails signs to put up but are waiting for more materials.  Stop signs at all the road crossings going in this year once materials arrive.  Also need to replace a couple of the signs at the staging area as they have been shot at.

  • Post trail maintenance BBQ to be organized and hosted by Kirsten and Margaret

Grounds Maintenance (Kirsten)

  • Staging Area – three picnic tables placed

Grant Applications (Kirsten)

  • Cascade Lower Canyon Community Forest (CLCCF)

    • Funding status:  Should get check very soon.

  • BC ORV Trails and Construction Funding grant

    • Submitted March 18th, 2023

    • Confirmed with RSTBC application is compliant with revised formula

  • BC ORV Education and Safety grant

    • Submitted March 18th, 2023

Events & Races (Sarah, Tim & Nicole)

  • Course review and approval:  Tim and Sarah shared a map of the anticipated course.  There will be a “lottery loop” for children and families on the inside and a larger loop (30-45 min) around the outside to make up the main race.  Information regarding the 24-Hour race is on the website Sarah put online.

  • Front Counter submission update – Sarah is working on this with input from Kirsten. 

  • 24-Hour race preparation update:

  • Becky, Level 3 EMT has agreed to be the first aid person

  • Sarah is working on getting the trophies and T-shirts

  • Tm and Kevin are working on the trails

Help needed for:

  • putting up arrows

  • manning road crossings

  • concession manager and workers

  • timing and scoring

Items needed to purchase or borrow:

  • large reflective arrows

  • road barricades

  • trophies

  • T-shirts

  • Lights

  • Radios 

  • Transponders

  • and more!

Fees are $360 (pre-reg) per team, $400 (late reg) for team.  Ironman is $70 pre-reg and $90 late reg.

New Business – Logging may be coming online in the area soon as have seen some new activity (signs, marking centerline, etc.).  All members are advised to watch out and take care

Meeting Conclusion (8:40)

Sarah Williams