Parkland XC Ski Club Executive Meeting Minutes
March 22, 2011
At Sandra Vradenburg’s House
REPORTS:
Past President (Don)
Nothing to report
Vice president (Kelly)
Nothing to report.
Treasurer (Dick)
General
Since Feb. 28, the Club had $195 income from membership fees and sent $76 to Cross Country Alberta for memberships, and $500 to Chic Scott for his presentation at the March general meeting. Membership numbers have increased to 171 members, which is a higher number than we have had in previous years. We have 160 jackrabbits including the adults.
Shelley DeMaere is retiring as the Jackrabbit representative.
The current balance in the General Fund is $5,814.51 and there is $2,353.71 in the Loppet fund.
Mountain Tour Chairman (Richard)
The Castleguard Meadows tour to be led is the only one left on the schedule. There will be approximately $4,500 left in the mountain tour fund once all the bills are paid.
Newsletter Editor (Steve)
Steve has 2 reports already for the next newsletter. He is waiting for a story from the Blanket Glacier trip and he wants photos.
Webmaster (Brian)
Brian has discovered that many e-mail addresses on his list are obsolete. Dick will send his latest list to Brian so he can rebuild his mailing list for bulk e-mails.
Publicity (Sandy)
Sandy asked for photos for the History Book. Photos on a cd would be ideal but lending her your photos in other formats would also be ok. She intends to print the photos and put them into the history book.
Social Director (Pat)
Bower Kin Pavilion has been booked for our April 12, Annual General Meeting. Steve Bennet volunteered to put together pictures of this past ski season and Vance volunteered to bring a screen and projector to show them while we are having dinner.
Day Tour Chairman (Linda)
The executive gave Linda the go ahead to insert an ad in the City’s Fall Activity Guide. Questioning the registrants for ski lessons has determined that many of them learned about the Club through the Activity Guide.
Because someone requested a refund from the lessons, a refund policy will need to be decided on and documented in our procedures regarding lessons.
Red Deer Nordic Rep (Graeme)
Graeme reviewed the activities of the Red Deer Nordic Club over the past season.
OLD BUSINESS:
Tracksetting
The Committee had a meeting with Kay Kenny today. The City’s desired level of involvement in tracksetting beyond funding and advice is zero on the basis that anything they do will be much more costly than what the Club can do. For example, if the City were to own the equipment, they couldn’t allow volunteers to operate the equipment. In the case of repairs, we would have to pay City rates. Hence, higher cost. Kay advised that there is a volunteer group in the City which could possibly have a licensed mechanic available to look after repairs. Before looking for volunteers, Kay recommended we develop job descriptions for the volunteers.
With regard to insurance for the equipment, it has been paid out of the honorarium from the City. It would be nice if we could get coverage under Riverbend’s fleet insurance. The City is willing to collaborate in resolving this issue.
How to raise funds to support tracksetting was discussed. Among the ideas which were discussed were:
The committee will talk to Kay Kenny to solicit more ideas on how to solicit donations, perhaps at the Winter Advisory Committee meeting on April 12.
Motion:
Brian Davies moved and Don Wales seconded that The Club accept Mark Meunier’s offer with regard to tracksetting operations for the City of Red Deer. The motion was carried.
Avalanche Response for TLs and Tourers
The recent training undergone by the TLs has indicated that scenario training has to be augmented to include how to use the gear that tourers carry with them. A committee of Brian Davies, Vance Buchwald, Richard Townell, Kelly Bogle and possibly Dave Rideout will look at how best to get the training implemented.
Upcoming Vacant Executive Positions
Although Linda initially agreed to look after day tours/lessons for only another year, she has agreed to look after the position for a second year meaning she will have done it for 2 full terms (4 years) at the end of her term. Thanks Linda.
Which leaves Social Director and Secretary positions still to be filled. Names suggested were Debbie/Jeff, Nancy Bobyk and Barb Coulter.
NEW BUSINESS
Refunds for the Fryatt Hut Trip
Due to unusual circumstances, the Fryatt Hut Trip wound up as a non-Club trip organized by Vance. Ten spots were booked but only five went on the non Club trip. As a result, the Club is out $85 in penalty for the late cancellations. The executive agreed that the Club should absorb the penalty rather than the tourers who signed up but did not go.
Subsidy for Assistant TLs
The current subsidy consists of the cost of accommodation for the TL. Since the tour often breaks up into two groups, the assistant TL winds up responsible for the second group, often winding up back at the parking lot a lot sooner than was expected. The issue is then, what kind of reward should be given to the assistant TL as an incentive to continue to lead tours?
We need to think about it.
2011-2012 Mountain Tour Schedule
There are two advanced trips involving the Family Day long weekend next season, the trip to Blanket Glacier and the trip to Tonquin Valley. One person has already indicated he would like to do both. It is likely there are insufficient numbers to fill both trips.
Richard will speak to Margo to check if she can pick another date for the Tonquin Valley trip.
Kelly will enter the Club into the draw for a week at the Kokanee Glacier.
We will schedule a trip to include Red Deer Nordic participation following the end of their racing season.
TL/Executive Weekend
Scheduled for April 1-3 at Sandy’s in Harvie Heights. Inform Richard if you are going. Spouses are welcome but they pay their own way. The Club will subsidize $25 for each exec or active tour leader who goes.
Booking the Kerry Wood Nature Centre for next season’s meetings
It seems some other organization is after our time slot for meetings so Dick was given the go ahead to book Kerry Wood for next season’s meetings.
Next Exec Meeting
The next meeting will be the New Exec/Old Exec changeover potluck/meeting at a place and time to be announced.