Parkland Cross Country Ski Club
Executive Meeting – 2008.10.28
Call to Order: 19.40
Present: Steve Irwin, Sandy Vradenburgh, Don Wales, , Dick Pawloff, , Brian Davies, Linda Dickin, Vance Buckwald, Richard Townell, Vance Buchwald
Absent with regrets: Mike Spencer, Peggy Gougeon
Approval of the Agenda:
Some items were added: Approval of previous minutes
Waivers for those receiving ski lessons
Waxing party
The agenda was approved with the additions noted above.
Approval of previous minutes:
Motion to approve the minutes of the previous executive meeting proposed by Brian Davies, seconded by Linda Dickin and passed unanimously.
Approval of minutes of the executive meeting of May 29:
Motion to approve the minutes proposed by Vance Buchwald, seconded by Brian Davies and passed unanimously. Noted that the minutes give Steve Irwin the authority to sign cheques on behalf of the club for the mountain tour account.
Executive Reports:
Treasurer (Dick):
Provided a paper summary of the state of the accounts (not including the mountain tour account).
Noted that Cross-country Alberta must record the names of members of the club before insurance can take effect. Therefore memberships must have been recorded and passed on to CCA at least a week before a member participates in a tour.
Noted that membership records must be retained for at least three years.
Commented that fees are pretty much in balance with membership costs and should be reviewed for next year.
Noted that snowmobile expenses are covered by the City through the honorarium paid to the person who does track setting.
Agreed that all tour leaders will be provided with the current membership list as it is updated from time to time so that they can ensure that all tour participants are current club members.
Vice President (Vance):
Some course dates are still to be finalized.
The Avalanche course is not finalized; we are still on the waiting list with Avalanche Canada.
Newsletter (Brian):
Courtesy newsletters (to non-members) are to be ended after the November newsletter. This will reduce mailouts. The cost of producing the newsletter is minor at the moment and has been covered by Brian. However, he was urged to invoice the club for costs, including stamps.
Website (Dick):
No comment. Dick recommended this item be removed from the agenda in future.
Publicity (Richard):
Dale (who was responsible for several years) has been covering during Richard’s absence. Richard will now take over and ask Dale’s advice.
Proposed brochure: Brian will revisit the idea of a brochure. After discussion it was agreed that including the mountain tour schedule is a good idea; and including information about ski lessons is also a good idea.
Social (Sandy):
Valhalla will be presenting at the November meeting. This is confirmed but Sandy will contact them to ask what help they need from the Club.
Heritage Ranch Trail Preparation:
Sandy has undertaken to organize the refreshments (No salad is required). Don advised that the City may have done all that is necessary, in which case the work party will be cancelled. He will advise.
Refreshments for club meetings are organized.
Mountain Tour (Steve):
Elizabeth Parker Hut Tour has a new assistant leader, Don Wales.
The Mountain Tour account stands at $3455.14
Day Tour/Lessons (Linda):
Waiver Forms: There was a discussion about the value of waiver forms, which are not included in on-line registrations (The City no longer requires waiver forms). It was generally agreed that a waiver may not protect the course provider from liability but it may be of some benefit in a legal dispute and in any case is a warning to the participant that there are inherent dangers in the sport of skiing. Permission will be sought from the City to include the City’s cautionary note in a form to be made up by the Club.
Lessons Sign Up: Sign up on line can be done from December 1.
Day Tours: Leaders are required. A lengthy discussion about how day tours should be run raised the comment that, by requiring tour participants to be members, the club has closed the door to someone wanting to try out cross-country skiing in an organized setting and thereby lost one good opportunity to attract new members.
It was generally agreed that: day tours should not necessarily require participants to be club members; day tour leaders should not necessarily be qualified tour leaders; that the rules to be applied to day tour leading could be decided when a day tour has actually been proposed. It was agreed to defer any decision to a later meeting.
New Business
There will be a ski waxing party at Don and Marie’s on November 9 to coincide with the Grey Cup semi-finals.
The Heritage Ranch Trail Preparation work party will be on November 15 if required. Don will advise.
There is a putative umbrella society for hiking groups in Alberta, the Hike Alberta Society. A meeting to establish memberships, rules etc. is scheduled for November 1 at 11.00. It was decided that the Club would not be represented but Don Wales, who will represent the RDRN at the meeting, agreed to report on the proceedings.
Old Business
Course schedule is being finalized by Vance and Steve.
First Aid for Tour Leaders. Brian is pursuing Janice to set up a course before Christmas. He will also check with Michelle Parker (at his work place) to see what she can do.
There may be space for people who are not tour leaders.
Avalanche 1 Course: we are on a waiting list.
Policy Manual revisions. Dick asked for the comments of all committee members related to their own functions.
Next Meeting
Set for November 25 19:30 at 12 Chisholm Crescent (Vance’s).
Meeting adjourned at 21:35
Minutes recorded by Richard Townell |