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