February 2024 Meeting Minutes

FVDRA Meeting Agenda

February 13, 2024, 7 - 8:30pm

Zoom – All member meeting


Invitees:

  • Kirsten Peck

  • Margaret Althaus

  • Theresa Sandve 

  • Kelly Sandve

  • Travis Hickford-Kulak

  • Ann Dumas - Regrets

  • Sarah Williams

  • Jennifer James

  • Tim Dyck

  • Events Director - vacant

Guests: All members and non-members welcome

Meeting Called to Order @ 7:04pm PST

Meeting Agenda (Kirsten)

  • Approval item

    • Moved: Travis Hickford-Kulak

    • Seconded: Jennifer James

    • Approved: Unanimous 

Minutes of Prior Meeting – October 10, 2023 (Kirsten)

  • Approval item

    • Moved: Jennifer James

    • Seconded: Margaret Althaus

    • Approved:  Unanimous

  • Action item review - none

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

  • RSTBC Section 57 – application update - There is no updates on the Section 57 application, item remains in a holding pattern. The Land Act proposed amendments are being monitored by BCORMA. The amendments are still yet to be legislated. 

  • Cascade Lower Canyon Community Forest (CLCCF) – grant update - a $5,800 grant was received. These funds are being used to purchase trail maintenance equipment. Safety barriers will be purchased. Theresa confirmed that the actual funds have been received. 260 volunteer hours were recorded to support this grant.

  • BCORMA - website update - New website is live, they are promoting their new program but we have yet to receive compensation owed to the club. Kirsten is going to follow up with BCORMA to understand where things stand.

  • Yale First Nation - relationship update - Kirsten was introduced to the new Chief, Chief Hansen has retired, and is looking to meet in person in April 2024. This is important relationship as the new Chief has limited awareness of the FVDRA club and the riding area. Travis HK offered to participate in the meeting.

  • Barrick - no update

Membership Report (Margaret & Ann)

  • Individual Memberships YTD - 

  • Family Membership YTD - 

  • Total Members YTD - 

  • Waiver administration status -

  • A report has been provided by Margaret - report attached

  • Margaret is going to follow up with the outstanding 20% of non-signed waivers to nudge those members to complete the waiver

Communications Report (Kirsten)

Finance Report (Theresa)

  • P&L Update - $1,680 in revenue has come in YTD in revenue from memberships. It was discussed that we could offer a discount period (early bird) for 2025 renewals. 

  • Balance Sheet update - 

  • See attached Financial Statements

  • There are some outstanding AP items, accounting software, and BCORMA 2023 dues ($450). Directors and Officers insurance renewal isn’t due until April 2024.

Trail Maintenance & Planning (Kelly)

  • Trail Maintenance - 2024 plans and maintenance day structure - BBQ events need to have volunteers - not to designate a BBQ’er so that one person isn’t doing all the work.

  • Trail Restoration - 2024 plans

    • Work on Sesame Street. Will be closed from Grovers to Big Bird for maintenance. 

    • Clayhill will be reopened.

    • Wagon wheel needs new logs

    • ICU needs new logs at the intersection of ICU and Yahoo Hill

    • Time Machine needs a few bridges and some heavy brushing at the top

    • There are about 5 missing decals that will need to ordered

    • Kelly and Travis to discuss the potential of reclassing the riding level of trails (Green, Blue, Black, Red)

Grounds Maintenance (Kirsten)

  • Learner Loop

  • Nickelmine Campground/Outhouses

  • Pit Pass Campground/Outhouse - new hardware to be installed

  • Staging Area

  • Kiosk is to be spruced up with some minor added, maps, etc.

Grant Applications (Kirsten)

  • Cascade Lower Canyon Community Forest (CLCCF)

    • Grant application update

  • BC ORV Trails and Construction Funding grant

    • Not applicable

  • BC ORV Education and Safety grant

    • Not applicable 

The BC ORV grants are now combined into one. Some of the questions were difficult to respond to. 

Events & Races

  • 24-Hour race planning update (Sarah & Tim)

    • Confirm date

    • Advertising on Facebook

    • Insurance purchase timing recommendation (to mitigate risk of cancellation costs)

    • Volunteer status

  • Orientation Rides (Kirsten)

    • Proposal for 2024 – date, budget, structure - Kirsten to pick a date, TBD

  • Tim filed the paperwork for 100+ racers has been submitted. Still waiting to hear back, follow up is necessary. Under 100 racers does not need approval.

  • Sarah to talk to International about sponsorship. Sign up’s are to start soon (next couple of weeks)

  • Sarah is currently working on insurance. It is PNWMA related coverage which is in the application process now.

New Business

  • Round Table

  • Facebook Page - it was discussed changing the facebook page from public to private to limit the amount of non-club related traffic. 

  • Sarah expressed that moving from public to private can come at a cost - we could lose a large portion of the current viewership.

  • A summary of what the implications are of going private versus public to be provided - Theresa to provide

  • Margaret to work on renewing pamphlets for distribution.

  • Facebook page - executive committee members really need to make a strong effort to post and like and comment on; we should also promote memberships in our posts.

  • Kirsten to ask Matt Welick about culverts at the bottom of the hill; Kelly wants the culverts


Meeting Conclusion @ 8:28pm PST


Sarah Williams