Parkland Cross Country Ski Club
Executive Meeting
At D. Wales House
January 21, 2010
Minutes

Present: Steve Irwin, Claude Sam, Mike Spencer, Dick Pawloff, Vance Buchwald, Don Wales, Richard Townell, Pat Gleason

Absent with regrets: Brian Davies, Linda Dickin

Executive Reports:

Past President: Nothing to report.
Treasurer’s report. Total Parkland XC Ski Club funds as of Jan 21 are $5405.83. Membership fees collected to date are $2535 balanced by expenditures of $1293 to CCA for fees and $1240 for other expenses. Course income is approximately $960, $850 of which is from ski lessons.
Mountain Tour Chairman: There is currently $6058.49 in the account as of today.
Vice President: Nothing to report.
Publicity: Nothing to report.
Day tours/Lessons: 39 people registered for the lessons. The final lesson had attendance of 30. Don had help from Mike, Sandy, Marilyn, Susan Hall and Claude. Due to the large number of people, Don split the class into an afternoon session and an evening session, which worked quite well. Next season, the lesson schedule will include 2 sessions should there be as large a demand for lessons as there was this year.

Advertising for the Pigeon Lake day tour was published in the Newsletter. The trails at Raven are still available for skiing. Pat Gleason will try to get caretaker Ken’s e-mail address out so we know who to contact to pay for skiing there. The Innisfail trails now need more snow, which is in the forecast.

Old Business

Membership fees: Based on the balance of Income vs. Expenditures, there is no need to raise fees for now or in the foreseeable future. However, there is an inequity between when a couple pays $40 for a family membership and 2 singles must pay $25 each for a total of $50. The difference was justified in the past due to 2 copies of the Newsletter having to be mailed to 2 single memberships vs. the 1 copy for a couple. Motion by Steve Irwin: That the family membership (defined as 1 or 2 adult members living at the same address along with children under 20 years of age) be raised by $10 to $50. Seconded by Richard Townell. Motion was carried. The motion will be raised at the next General Meeting.

New Business

Asulkan Trip:
Clarification was requested whether the club’s procedures allow a TL 1 to lead an advanced trip. Turns out club rules require that the TL 1 has to have personally done that trip before. In this case, the TL has been there twice before.

The Loppet:
The issue of keeping the loppet account separate was discussed. The account will be kept separate in case someone comes out of the woodwork to take over the Loppet. This will be reviewed again next season should no one take over the running of the Loppet. On the issue of storage of all the Loppet materials, the current holders of the materials will buy storage tubs with lids for the gear to be expensed to the Loppet account and the materials will be transferred to Mike Spencer’s for storage. Ideally, the Red Deer Nordic should take this function over, as they are the group that races.

Thank You: Many thanks are extended to Don Wales for all his hard work in providing lessons and track setting at Great Chief Park for the Jackrabbits.

Society Annual Return:
This report is to be submitted to Alberta Government by March 26. Dick will need data from the Red Deer Nordic people and from Steve (2 lines are all that is required from the Mtn. Tour Fund).

Cancellation Policy:
The cancellation policy as described on the web site does not need to be changed.

Qualifications for non TLs to Lead Club Tours

Someone expressed an interest in leading tours for the club but this person doesn’t want to go through the formal certification process because of his experience and courses already taken. The executive decided that a procedure on how this qualification without the formal TL 1 certification should take place is needed. A committee of Steve, Pat, Vance will develop a straw man for the executive to consider at the next meeting. Mike as President is a member of the committee but does not need to be present for the work to proceed. The exec members were agreeable to have this issue worked on because it was felt that someone couldn’t be certified to lead our tours just because of his resume. He/she has to do some skiing with the club so that his/her fit with the club can be determined.

Presentation for the next general meeting:
Don volunteered to do a slide show on last season’s Wapta Traverse.

Next Exec Meeting: At Steve Irwin’s House on Feb. 23.

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	Parkland Cross Country Ski Club Executive Meeting At D. Wales House January 21, 2010 Minutes Present: Steve Irwin, Claude Sam, Mike Spencer, Dick Pawloff, Vance Buchwald, Don Wales, Richard Townell, Pat Gleason Absent with regrets: Brian Davies, Linda Dickin Executive Reports: Past President: Nothing to report. Treasurer’s report. Total Parkland XC Ski Club funds as of Jan 21 are $5405.83. Membership fees collected to date are $2535 balanced by expenditures of $1293 to CCA for fees and $1240 for other expenses. Course income is approximately $960, $850 of which is from ski lessons. Mountain Tour Chairman: There is currently $6058.49 in the account as of today. Vice President: Nothing to report. Publicity: Nothing to report. Day tours/Lessons: 39 people registered for the lessons. The final lesson had attendance of 30. Don had help from Mike, Sandy, Marilyn, Susan Hall and Claude. Due to the large number of people, Don split the class into an afternoon session and an evening session, which worked quite well. Next season, the lesson schedule will include 2 sessions should there be as large a demand for lessons as there was this year. Advertising for the Pigeon Lake day tour was published in the Newsletter. The trails at Raven are still available for skiing. Pat Gleason will try to get caretaker Ken’s e-mail address out so we know who to contact to pay for skiing there. The Innisfail trails now need more snow, which is in the forecast. Old Business Membership fees: Based on the balance of Income vs. Expenditures, there is no need to raise fees for now or in the foreseeable future. However, there is an inequity between when a couple pays $40 for a family membership and 2 singles must pay $25 each for a total of $50. The difference was justified in the past due to 2 copies of the Newsletter having to be mailed to 2 single memberships vs. the 1 copy for a couple. Motion by Steve Irwin: That the family membership (defined as 1 or 2 adult members living at the same address along with children under 20 years of age) be raised by $10 to $50. Seconded by Richard Townell. Motion was carried. The motion will be raised at the next General Meeting. New Business Asulkan Trip: Clarification was requested whether the club’s procedures allow a TL 1 to lead an advanced trip. Turns out club rules require that the TL 1 has to have personally done that trip before. In this case, the TL has been there twice before. The Loppet: The issue of keeping the loppet account separate was discussed. The account will be kept separate in case someone comes out of the woodwork to take over the Loppet. This will be reviewed again next season should no one take over the running of the Loppet. On the issue of storage of all the Loppet materials, the current holders of the materials will buy storage tubs with lids for the gear to be expensed to the Loppet account and the materials will be transferred to Mike Spencer’s for storage. Ideally, the Red Deer Nordic should take this function over, as they are the group that races. Thank You: Many thanks are extended to Don Wales for all his hard work in providing lessons and track setting at Great Chief Park for the Jackrabbits. Society Annual Return: This report is to be submitted to Alberta Government by March 26. Dick will need data from the Red Deer Nordic people and from Steve (2 lines are all that is required from the Mtn. Tour Fund). Cancellation Policy: The cancellation policy as described on the web site does not need to be changed. Qualifications for non TLs to Lead Club Tours Someone expressed an interest in leading tours for the club but this person doesn’t want to go through the formal certification process because of his experience and courses already taken. The executive decided that a procedure on how this qualification without the formal TL 1 certification should take place is needed. A committee of Steve, Pat, Vance will develop a straw man for the executive to consider at the next meeting. Mike as President is a member of the committee but does not need to be present for the work to proceed. The exec members were agreeable to have this issue worked on because it was felt that someone couldn’t be certified to lead our tours just because of his resume. He/she has to do some skiing with the club so that his/her fit with the club can be determined. Presentation for the next general meeting: Don volunteered to do a slide show on last season’s Wapta Traverse. Next Exec Meeting: At Steve Irwin’s House on Feb. 23.