July 2023 Meeting Minutes

FVDRA Meeting Minutes

July 11, 2023, 7 - 8:00pm

Zoom – All member meeting

Invitees:

  • Kirsten Peck - Present

  • Margaret Althaus - Present

  • Theresa Sandve - Present

  • Nicole Sullivan - Absent with notice

  • Jennifer James - Absent with notice

  • Ann Dumas - Absent 

  • Jack Foster - Present

  • Shawn Dearden - Absent

  • Tim Dyck - Present

  • Sarah Williams - Absent

Guests:  Kelly Sandve, Dave Althaus

Meeting Called to Order: 7:01 pm

Meeting Agenda (Kirsten)

  • Approval item

    • Moved: Theresa Sandve

    • Seconded: Tim Dyck

    • Approved: All

Minutes of Prior Meeting – June 13, 2023 (Kirsten)

  • Approval item

    • Moved: Kirsten Peck

    • Seconded: Theresa Sandve

    • Approved:  All

  • Action item review  No action items to review

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

  • RSTBC Section 57 – No update from RSTBC.   Close to cut off date of 7/25 for First Nation and stakeholder input to FVDRA’s application.

  • Cascade Lower Canyon Community Forest (CLCCF) – no update

  • BCORMA- Let them know we received both our BC ORV (Safety and Maintenance) grants in full in response to their inquiry

  • Yale First Nation - No update

  • Barrick - No update

Membership Report (Margaret & Ann)

  • Individual Memberships YTD - 44 compared to  Last Year YTD 45

  • Family Membership YTD - 67 compared to Last Year YTD 98

  • Total Members YTD - 111, Last Year YTD 143

  • Waiver administration status - Improving over all.

Communications Report (Nicole) - Absent

Finance Report (Theresa)

  • P&L Update -

    • Revenue $22,931

    • Expenses $17,316

    • Profit $5615

    • There haven’t been many expenses associated with the 24 Hour Marathon yet, but most entry fees have been collected. entries, still expecting to end at approximately $0 profit once Marathon has occurred and all other expenses for FVDRA have been incurred over the balance of Summer and Fall.

Trail Maintenance & Planning (Jack)

  • Trail Maintenance

  • Trail Restoration

    • AOK

    • Art’s Farts – reopened

    • Lower East Hydro Trail – reopened

    • Lost & Found – reopened

    • Mildly Amusing - reopened

    • Ted’s Glass Eye

    • 2+2 and Bypass - in good condition

    • Heat Stroke - reopened (weren’t able to determine original name)

    • 401 Bypass – reopened

  • Trail Signage - Signs ordered for new trails

  • Quads on single track trails - Stickers ordered for entrance of trails that are not quad friendly.

Grounds Maintenance (Kirsten)

  • Learner Loop: Ok 

  • Nickelmine Campground/Outhouses:  OK, Jennifer keeping them clean.

  • Pit Pass Campground/Outhouse: Needs love.

  • Staging Area: In good shape and seeing good utilization on weekends.

Grant Applications (Kirsten)

  • Cascade Lower Canyon Community Forest (CLCCF)

    • Funding status :  Almost used all of the grant

  • BC ORV Trails and Construction Funding grant

    • Submitted February 17th, 2023

    • Received June 30th, 2023

  • BC ORV Education and Safety grant

    • Submitted February 17th, 2023

    • Received June 30th, 2023

Events & Races (Sarah, Tim & Nicole)

  • 24-Hour race preparation update

    • Planning – Shirts and trophies ordered, organization proceeding as planned, need more volunteers in particular to run the timing

    • Attendance – Marathon is fully subscribed, Lottery Loop has limited participants.

  • Rodeo update

    • Attendance summary - Approximately 17 mostly adults, all enjoyed the event

    • Expenses:  Chili, salads and buns $383, Candy $59, Games  $178 (in storage unit for next event) = $620

    • Memberships sold : 4 singles and 1 family

    •  Discussion centred on structure of the rodeo next year to decrease expenses

      • Advertise earlier in the year to increase attendance

      • Eliminate compensation for chili cookoff ingredients, provide less expensive dinner for participants, don’t provide dinner but gather at fire

      • Schedule for earlier in the year to avoid summer holidays?

      • Budget should be presented in September or October for inclusion in 2024 budget going to the AGM for approval in November

New Business

  • Skills area – Enduro practise route update:  Kelly and Theresa delivered tires and will place them with excavator

  • September Meeting:  Please bring budgets for events (rodeo, 24 hour, etc) and ideas (enduro) to help with planning for grant proposals.

Meeting Conclusion

  • Meeting concluded at 8 pm.

Sarah Williams