February 2023 Meeting Minutes

FVDRA Meeting Minutes

February 14, 2023, 7 - 8:30pm

Zoom – Director meeting

Invitees:

  • Kirsten Peck (Present)

  • Margaret Althaus (Present)

  • Theresa Sandve (Present)

  • Nicole Sullivan(Present)

  • Jennifer James (Present)

  • Ann Dumas (Present)

  • Jack Foster (Present)

  • Shawn Dearden (Regrets)

  • Tim Dyck (Regrets)

  • Sarah Williams (Regrets)

Guests:

Meeting Called to Order 7:00pm 

Meeting Agenda (Kirsten)

  • Approval item

    • Moved: Nicole

    • Seconded: Jack 

    • Approved: All approved

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

  • Section 56/57

    • No section 56 application anymore, moving towards FVDRA applying for section 57 to allow for building and maintaining trails. GPS trail routes need to be included into the application as well as description of scope of the riding area. 

    • RSTBC recommends starting with a smaller area to get process moving, without overwhelming RSTBC.  Added scope can be included later.

    • Trails can not overlap Permit roads such as abandoned logging roads. (Excluded from section 57 application).

    • Possible focus on the northeast trails followed by the northwest trails after.  

  • Barrick

    • Still considering giving up their lease and won’t authorization any new upgrades for the area covered by their lease.

  • Cascade Lower Canyon Community Forest

    • Theresa confirmed that CLCCF has transferred $1,000 to FVDRA to compensate for some of the legal liability review fees for 2022.

  • RSTBC - CRAG meeting summary

    • Jennifer and Theresa summarized the recent CRAG meeting noting that there wasn’t a lot of new information relevant to FVDRA at yesterday’s meeting

  • BCORMA

    • 2023 BCORMA fees paid

  • Yale First Nation

    • Nothing new

Membership Report (Margaret & Ann)

  • Detailed information wasn’t available.  There have been about 6 memberships this year.  All executives with the exception of one have renewed their memberships.

  • Kirsten discussed the need to have a process established to confirm the waiver was signed for all members on application before issuing membership.  ACTION:  Margaret and Ann will document the process.

  • ACTION: Margaret will review how to do electronic waiver completion at the campsite.

Communications Report (Nicole)

  • Only communication that came through was to discern if there was trails for ATV

  • Nicole would like to get more posts going on Facebook and Instagram. 

  • ACTION:  Nicole to get access for facebook administrator account so that we can delete members, etc.. 

Finance Report (Theresa)

  • 2023 Budget

    • New expenses for accounting software but Theresa is thinking that we can manage our financials in a spreadsheet.  She will decide in a few months.

    • Kirsten reviewed the proposed 2023 budget indicating that there is an Increase  for outhouse supplies, the Legal review bill for 2022 was paid in 2023 which is resulting in a negative annual income, but is a timing issue. 

    • Insurance costs have gone up and are reflected in the current budget. 

  • P&L Update

    • Nothing to report

  • Treasurer transition update

    • Bank account, paypal and storage account information still needs to be changed, and passwords need to be shared once Sylvie returns to Canada. 

    • New constitutions and bylaws filed with Society BC and Theresa has access to that account now.

Trail Maintenance & Planning (Jack)

  • Trail Maintenance - first session?

    • ACTION: Jack will advertise our first maintenance session for March 18th 

    • Lower green trials, trees down, brush clearing, around camp, all on foot will be the focus of this first session

  • Trail Signage -

    • Dave Althaus volunteered to lead the installation of FSR stop signs, approximately 40 crossings during the 2023 season.

  • Opening up old trials: looking to see what needs to be done and who will volunteer to work and take on the trials to open them up. 

    • Would be great to have a crew for ArtsFarts and work towards other trails.

    • Executive will consider advertising to see if anyone is interested in taking on a trail or joining a trail restoration group 

Grant Applications (Kirsten)

  • Cascade Lower Canyon Community Forest (CLCCF)

    • Grant was approved and funding should be provided in March.

    • Staging area improvements, some trail maintenance equipment and other improvements were proposed in the grant application.

  • BC ORV Safety  and Construction Funding

    • Kirsten reviewed what is proposed to go into the two BC ORV grant applications which are due March 15th, 2023.  The safety application has been completed and she will submit both in late February.

Events & Races

  • Update

    • 24 hour race, August Long weekend Saturday to Sunday. Nicole willing to help as Vice Event Coordinator and Margaret and Jennifer willing to help with specific tasks.

    • ACTION:  Sarah will submit Froncounter application for the race (needed for the race to move forward if there are more than 100 bikes).

New Business

  • Next meeting to take place: March 14th and meeting invitation to be emailed to last year’s members and posted on Facebook. 

  • All members will be invited to the meetings with an in camera session at the end of each meeting, if needed. 

Meeting Conclusion (8:28pm)   

Sarah Williams