MINUTES
PRESENT: Patrick Gleason, Dick Pawloff, Brian Davies, Carol Lindner, Pam Ralston, Don Wales, Claude and Nicole Sam
ABSENT: Karen Weisgerber
The meeting started at 7:45 p.m.
REALIGNMENT OF EXECUTIVE POSITIONS:
Don Wales has decided to stay on as Newsletter Editor while Mike Spencer has resigned as Vice President. Claude Sam will take over Mike’s former position while Jenni Duke will replace Claude as Treasurer. Claude requested that a motion be passed to authorize the changes in two executive positions in order to allow the transfer of signing authorities.
Brian Davies moved and Pat Gleason seconded the motion
“to accept the changes in the following positions: Claude Sam will take over the Mountain Tour Chair position while Jenni Duke will replace Claude Sam as Treasurer.
AGENDA ITEMS FOR THE FIRST GENERAL MEETING:
The following items will be included in the agenda for the October 12 general meeting:
Vacant Executive Position: Pat will call for nominations to fill the position of Vice President.
Mountain Tours Schedule: Claude will give a brief description of the proposed mountain tours for the 2004-05 season.
Topics for presentations: Pat will ask the membership for input on what type of information they would like to receive or what subject they would like discuss at future meetings.
Entertainment: As in past years, socializing will be the focus of the first meeting’s entertainment. Suggestions for future entertainment include:
a) November - an equipment/clothing show & tell by Valhalla owners Mark & Janet –
b) December - Wolf Howl
c) January – a presentation by Chic Scott on his cross-country skiing accomplishments
d) February - Al Brunelle’s slide or photo display of his hiking and skiing trips
e) March - a slide show or photo display of favorite skiing moments by as many participants as possible. Pat will provide all necessary equipment.
REPORTS:
Treasurer:
Claude distributed copies of his final report for 2003/04 season and explained that the low closing balance was due mainly to the inclusion of a payment for Kerry Wood Nature Centre room bookings for the upcoming season, which would normally show in the September 2004 report. Lower revenue from a smaller membership coupled with a rise in KWNC booking charges and in CCA fees, as well as new expenses such as the club’s website, all contributed to a decrease in the general account. Claude pointed out that the only reason we are breaking even is that the Loppet account has been showing a profit for the past three years. A suggestion to raise membership fees was rejected since the fees were increased only last year. Claude proposed instead to invest the biathlon account monies into a savings certificate subject to approval by the biathlon director, with the interest being deposited in our general account. Claude will ask Jenni to contact Dennis Sjolie on this subject.
Mountain Tour Chair:
Nicole had prepared a year-end statement on behalf of Mike Spencer and reported a closing balance of $3,479.94 as of August 31, 2004 showing an increase of $186.71 over the opening balance of $3,293.23 on September 1, 2003. It was suggested to incorporate this account with our other club accounts. This would give a clearer understanding of available club funds on a month-to-month basis. Another advantage would be in having two additional signing authorities (the President and the Treasurer) for this account in case of an emergency or the absence of the Mountain Tour Chair.
Don Wales moved and Dick seconded the motion
“to have three persons –the President, the Treasurer and the Mountain Tour Chair -with signing authority for the Mountain Tours account
Claude distributed copies of the 2004-05 tour schedule. After a few minor revisions, a motion was passed to approve the schedule.
Moved by Don Wales, seconded by Pat Gleason
“that the 2004-05 tour schedule presented by the Mountain Tour Chair be approved
by the executive”
Social Directors:
Carol asked for volunteers to provide snacks for the October 12 general meeting. Claude & Nicole will bring goodies and so will Carol & Brian.
Day Tours:
Pam will contact Barb Coulter for any information on organizing day tours. Pat, Carol & Brian, and Don readily volunteered to lead Sunday tours.
Newsletter Editor:
Don set the deadline for October’s newsletter for October 1st. Carol asked Don to insert a request for food contributions for the general meetings. Brian will submit a blurb detailing prerequisite courses to be completed this season by potential tour leader applicants in order to be eligible for the Tour Leader Program scheduled for next winter. Brian hopes to find six applicants.
OTHER ITEMS
Pat enquired about some items that were to be acquired with the surplus from the Loppet. Claude reported that two Trackers had already been purchased. As for the banner, Brian Davies wanted to know what the size and lettering should be before ordering it. It was agreed that it should be approximately 14 feet wide x 3 feet high with the lettering “Parkland Cross Country Ski Club”. Brian will investigate further.
2004-2005 Registration Form:
A few revisions were made on the registration form. Copies of the new form will be available at the first general meeting.
The meeting adjourned at 8:35.