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Draft 2019 AGM minutes

MINUTES OF THE ANNUAL GENERAL MEETING OF THE FIRESIDE OUTDOOR RECREATION CLUB (THE “SOCIETY”) HELD ON TUESDAY OCTOBER 16, 2018 AT THE SOUTH BURNABY LAWN BOWLING CLUB, 4000 KINGSWAY, BURNABY, B.C.


Jim Deringer, President, acted as Chairman and called the meeting to order at 7:05 p.m. Jim introduced each of the Board members.


Notice of this meeting was emailed as required by the Bylaws along with the Agenda, draft minutes of the 2018 AGM, proposed Special Resolutions and Financial Statements for the year ended May 31, 2019.


Approval of Minutes of 2018 Annual General Meeting


The 2018 AGM Minutes were adopted with no amendments as emailed to members.


President’s Report


Jim Deringer introduced the members of the Board and presented the President’s Report as follows:


At the 2018 AGM members approved replacement of the trolley and subsequently the Board decided to proceed with rebuilding three exterior decks on the lodge. Fabrication and installation of the trolley is complete and with the exception of the rails construction of the decks is complete. We are still awaiting final numbers on the costs; the trolley at approximately $75,000 is well within our budget of $90,000, Michel was able to convince RMOW that no permit or engineer studies were required for that project so that was a big plus. The cost of the decks did exceed our budget. Engineering design and the RMOW permit together cost $7,180. We have incurred construction hard costs of $33,346 on the 3 decks to date and the cost of the deck rails remains outstanding.


Keith provided a Capital Expenditure Plan and Budget in the Treasurer’s report and we can review that during his presentation if anyone has questions. I believe we need to moderate capital spending for the next year or two to bring our contingency or savings up but we should proceed with the necessary improvements to the bathrooms.


At our February meeting, I asked the Board to assess both the cost of memberships and the members’ daily fees for the dorm and rooms. Our rates have not changed since 2016/2017 while non-member rates have increased by 30% for the rooms and 33% for the dorm. Bryon Karren provided a very detailed study which did not recommend a change in membership fees but did recommend an increase in user rates or rental fees. Your Board has reached a consensus on a modest increase and Bryon will make the motion for your consideration today.


Michel wrote in the September newsletter that several other lodges in our area have been sold and others are up for sale and there are plans in place for their development. Apparently the RMOW will not change the zoning so these developments, if they proceed, will need to continue as lodges. New developments could attract people who might otherwise use our lodge but purchase and development costs will force them to charge higher rental fees than we have. Though our lodge is approaching 40 years old it is in very good condition. Our booking agency, Hostel World, gives us a superb rating of 9.3 and that rating is a combination of service and facility. With the much higher single day ticket fee charged by Whistler/Blackcomb I think we should anticipate less use by visitors from the Lower Mainland but we can expect to attract international non- members for the foreseeable future. Our business model accommodates members first but also fits an international client who is interested in a family oriented lodge and Hostel World serves that category well.


Your Board recently approved the admission of one new membership. Peter Vinderskov has been a frequent guest at our lodge and has participated in several work parties. He is an active member of our mid-week group and we expect to see him join us frequently this season.

Secretary’s Report


Secretary, Diana Newton reported that there are 93 members in the Club as of May 31, 2019 and that 86 are members in good standing. Six memberships (Addison, Harris, Hawkins, Mausser, McKinnon, Schulze) will be cancelled in November as they were either in arrears of annual dues or have indicated that they are relinquishing their memberships. There are 24 voting members in attendance, which constitutes a quorum, with 28 people in attendance overall. The 2018 Annual Report was filed with the Registrar along with the revised Bylaws as passed at the 2018 Annual General Meeting.


Treasurer’s Report


Keith Lownie presented his report as provided in the AGM materials emailed and mailed to members in advance of the meeting and attached to these minutes.


MOTION #1: UPON MOTION DULY MADE AND SECONDED, IT WAS UNANIMOUSLY RESOLVED THAT the Treasurer’s Report be accepted as presented.


Publicity Director’s Report


Kate Saw gave a report of the duties and responsibilities of her position and explained the production process for the newsletter.


Social Director’s Report


Alexine Gauthier presented the Social Director's report outlining that there were several events held during last year’s ski season and she thanked everyone for their support. She indicated she was putting her name up for re-election to the Board.


Vice-President's Report


Sasha Walshe indicated as this was the first year on the Board she found it very interesting and indicated she would put her name up for re-election. She initiated the Icebraker program.


Director-at-Large Report


Bryon Karren presented his report outlining the research and reasoning behind the suggestion to raise member accommodation rates by 5%.


MOTION #2: UPON MOTION DULY MADE AND SECONDED, IT WAS UNANIMOUSLY RESOLVED THAT, member rates be increased by 5%.

Fireside Outdoor Recreation Club


Lodge Director's Report:


Michel Marien presented the Lodge Director's report and reviewed what has been done at the Lodge over the past year. The new trolley is now complete and the decks should be completed shortly. He has changed our website name to Whistler Fireside Lodge, so it appears first rather than Whistler Lodge. The old SFU club has been torn down and is being rebuilt. BCIT (Art’s) has been sold for $3.6M and it is still in the planning stages. The Alpine Lodge is listed for $3.7M but has not sold as yet. UBC is the only other hostel type accommodation available. Michel also reported there have been a number of projects done over the past year and Michel mentioned a number of other projects he has in mind for the future, such as the showers.


Other Business:


It was suggested that the Club Bylaws and Policies & Procedures be put on the website for member access only.


Election of Directors & Officers


Gerard Brunel chaired the election process.


Jim Deringer agreed to stand for the position of President and after no other nominations being received, the Chairman declared Jim Deringer elected as President.


Diana Newton agreed to stand for the position of Secretary and after no other nominations being received, the Chairman declared Diana Newton elected as Secretary.


Keith Lownie agreed to stand for the position of Treasurer and after no other nominations being received, the Chairman declared Keith Lownie elected as Treasurer.


Alexine Gauthier agreed to stand for the position of Social Director and after no other nominations being received, the Chairman declared Alexine Gauthier elected as Social Director.


Michel Marien agreed to stand for the position of Lodge Director and after no other nominations being received, the Chairman declared Michel Marien elected as Lodge Director.


Kate Saw agreed to stand for the position of Publicity Director and after no other nominations being received, the Chairman declared Kate Saw elected as Publicity Director.


Sasha Walshe agreed to stand for the position of Vice-President and after no other nominations being received, the Chairman declared Sasha Walshe elected as Vice-President.


Bryon Karren agreed to stand for the position of Director-at-Large and after no other nominations being received, the Chairman declared Bryon Karren elected as Director-at-Large.


Annual Dues and Locker Fees


The Board recommended that the 2019-2020 dues and locker fees remain the same as last year.


MOTION #3: UPON MOTION DULY MADE AND SECONDED, IT WAS UNANIMOUSLY RESOLVED THAT the annual membership dues and locker fees remain the same as last year.


There being no further business brought forward, the meeting was adjourned at 8:20 p.m.


ON BEHALF OF THE BOARD OF DIRECTORS

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