Overlander Ski Club
Directors’ Meeting Minutes
Date:
Time:
Place:
Monday, April 13, 2015
7:00 pm
Sports Council Office
DirectorsPresent:
AlanVyse,NeilSteinke,DanaManhard,LucGuilherme,JoanBernard,LeslieTucker,BruceTucker,VestaGiles,
DavidHallinan.SandyEastwood
Regrets:BrianVermey,RoyDavidson
Guests:CharlieBruce,Chairperson,CanadianMastersChampionships
TimCole,PresidentoftheKamloopsAstronomicalSociety(KAS)
1. CanadianMasters
• CharlieBruceprovidedanoverviewoftheevent.Hecommendedthecommitteeforan
outstandingjobinimplementingcrisismanagementduetolowsnowconditions.
• Socialeventswereoutstandingwithcelebritiesandpoliticiansinattendance.Itwasan
opportunitytoshowcaseKamloopsinternationally.
• Charliepresentedtheclubwithacommemorativeplaque.
• AlanpresentedCharliewithasimilarplaqueasathankyouforagreatjobasChairperson.
• AlanCharliewillbesteppingdownasRaceDirectorfortheclub.
• Invoicesarestillcomingin.
2. EndofSeasonWindup
• AnemailhasbeencirculatedtoallmembersinvitingeveryonetocometotheHalRogersHall,
Saturday,April18.Therewon’tbeorienteeringthisyear.
3. KamloopsAstronomicalSociety
• ColinTaylorintroducedhimselfasnewpresidentsinceJanuary.
• Plansforthisyearincludeastargazing(eclipse)atTRUonSeptember27.Theyplanaclubget
togethersometimeinAugust.Directorsareinvitedtojoininthatnight.Colinwelcomesawalk
abouttheareawithAlantogetalayofthelandpriortotheevent.
• Alanexplainedtheconcernaboutpeopleparkinginthestadiumwhentheywereaskednotto.
Wetspothasbeenresolvedwithfillfromthewashroomproject.
• KASmembersusetheDome.ItwasbuiltbyJoan’sfather.
• ThereisconcernwithadarkskyifAjaxisbuiltasthelightscoulddisruptthedarkness.
• Itwassuggestedwecouldcoordinatenightskiingwithnightskyviewingbypostingonour
website“whatisintheskytonight?”
• KASiswillingtohaveacooperativearrangementinthefutureandtopleasecontactColinwith
anyproblemsorconcerns.
4. StrategicPlanDebrief
• LowSnowCommittee-ItwassuggestedthatAlMichelbethecommitteechairandinterested
peopletobeinvolvedwiththediscussion.Hewillbeaskedtoexplorealloptionsandreportback
totheexecutive.TermsofReferencetobedeveloped.
RentalSkiStrategyPlanCommittee-Danaofferedtobethechairpersonofthiscommittee.
BrianVermeywillputtogetherabudgetaftersearchingoutproductandtalkingtoa
supplier.
• BrandingPlan-Vestawillchairthiscommittee.Shehascontactedamarketingandadvertising
agency.Theycandeveloplogos,strategies,websitedesignincludingappsfordevices,webcams,
etc.Theychargeabout$4500.00forthepackage.Vestatocirculatethispackageforexecutiveto
review.
o BrandingDavidexplainedthatbrandingisacompetitiveadvantage.Howdowemove
forwardtocompetewithotherskiareassuchasSunPeaks?
o Vestaexplainedthe“Coolfactor”
• TermsofReferenceDavidwillbringexamplestobuildtheTermsofReferenceframework.
Motion:Thatthe2015-20195YearPlanaspresentedbasedupontheworkperformedattheMarch
30workingsessionbeacceptedbytheboard.(MovedbyDavid,SecondbyLeslie)Carried.
•
5.
6.
7.
8.
9.
FundsfromLogging
• Danaexplainedthelicencingprocess.
• Alanprovidedthecotsoftheloggingoperationandthatthe$37,467.00netistogointotrail
improvements.TimdonatedhistimeandwillgivehishourstoLeslietoenterintothevolunteer
database.Hechargedforthemappinghoursandthetruckingcosts.
• AlanandLuctomeetwithTimtoresolvehowtousethemoney.
BCCUP2016
• Nodatesetyet.ItwillbeeitherBCCuporBCChampionships
• Natalieonboard.Needabudget.
• Therecreationalskiersconcernwithlimitedaccesstotrailsduringcompetitionswillbe
addressed.
KamloopsChristianSchoolDonation
• Itwasagreedtodonatetothisfundraisingeventasitprovidesexposuretotheclub
WesternCanadaTheatreFundraisingRaffle
• Sandysuggestedwedonatea6-timepunchpasstothiseventasitalsoprovidesgreatexposure
fortheclubaswehavenoexpirydateattached.Sandytomakethecontact.
• FurtherdiscussionondonatedpassesforSkiSkool
WaysandMeansDirector
• BrianissubmittingtheapplicationfortheGaminggrantthatisduebytheendofMay.
• AlanwillaskBrianifhewilltakeontheWaysandMeansDirectorship.
• Vestaiswillingtohelpout.ShementionedthereismoneyfromtheLoganLakeCommunity
Forest.
REPORTS
President–Alannothingatthistime.
VicePresident-Neilnothingatthistime.
Treasurer-David
• DaviddistributedBudgetandRevenueReport.Allinallwe’vedonewellthisyear.
• Someraceexpensesstilltocomein.
PrivacyPolicy-lookingintoCCBC’spolicy.HewillpresentsomethingfortheJunemeetingashewillbe
awayfortheMaymeeting.
Membership-JoanNothingtoreport
VolunteerCoordinator-LeslieVolunteerhoursareslowtocomeinfromboardmembers.
TrailsCommittee-Alan/Luc
• TrailsCommitteehaven’thadameetingrecently.
rd
• Concernaboutinsuranceand3 partyliability.TheprovincewantsallATVvehiclesincludingsnowmobiles
rd
tohaveproperliabilityinsurance.Dowehavecoverage?DoesCCBCprovide3 partyliabilityinsurance?
• JoeWlasitzisleavingtheKamloopsarea.Hehasbeenalongtimetrailsvolunteerandshouldbe
recognized.Itwassuggestedwesoasimilarplaqueforhimatagoingawayparty.Luctofollowupon.
• Potablewater-Robisinterestedingettingquotes.
• Lights-Costis$1000.00perpoletosetup.Wehave7poles.Atransformerwilltakeupto10poles.Itwas
suggestedthattheybeputinaroundthelakeoronLittleJoe.
Publicity-Vesta
• Concernaboutprivacydisclaimersonemails.Needthisforantispamlegislation.
• Needanoptionforpeopletounsubscribefromthemailinglist.Doweneedthisifitisaclosedgroup?
• Willdoamailchimtestforexecutivesowecanseeifitworksonalldevices.
SkiLeague/JuniorDevelopment–Dana
• Nothinghappeningatthistime.Year-endpartyontheweekend.DrylandtrainingwillcommenceinMay.
• AlexmadeitontoBCSkiTeam.
• DiscussionaboutJDprogramcostandissuingfreetrailpassestoyoungadultsenrolledinposteducation
whowanttoskiatStakeLake.Theywouldneedtobuyamembership.Thiswouldencouragethemtoski
onourtrailsandgivethematokenofferandrecognition.Thecosttotheclubwouldbearound$200.
Motion:ThatOSCofferafreetrailpasstoskiersoftheJuniorDevelopmentprogramwhohave
participatedformorethan2yearsandareattendingpostsecondaryoranationaltrainingcentreaslong
st
astheypurchaseaclubmembershiptobeadministeredbythecoachbyDecember31 .(MovedbyDana,
secondbyBruce)Carried.
• AlanwillsendalettertoAlex.
MiscellaneousDiscussion
• Publicitypromotionpasses.Aretheyacostorrevenue?
• Shouldwebesendingemailspromotingpeoplesbusiness?No,thisisthewronguseofthemembership
list.
• Keyarrangement.AlanislookingintokeepingourkeytotheSportsCouncilOffice.Duncanisworkingon
it.
Meetingadjournedat9:20
NextBoardMeeting:
Date:
Monday,May4,2015
•
Time:
7pm
Place:
KamloopsSportsCouncilOffice,262LorneStreet
RecordedbySandyEastwood