Section AGM - November 24, 2009

Minutes of the ACC Saskatchewan Section Annual General Meeting: November 24, 2009

Present:

In person -- John Howland, Kendrick Hamilton, Angela Spence, Don Chodzicki, Joel Bruneau, Bob Hawboldt, Ivan Hitchings, Glen Phillips, John Mollison, Myrene Mollison, Audrey Doepker, Deanna Miller, Bette Boechler

Via Skype – Brenda Desnoyers, Logan Grauer

1) Welcome

2) Agenda:

3) Minutes: available on the website, and filed with the Chair; motion to adopt will be deferred to the next meeting to allow those who didn’t realize the minutes were available electronically to access and review them.

4) Officer Reports

• a) Secretary: the minutes of the May 13, 2009, meeting were entered on the website in summary form as per the resolution at that meeting.
• b) Treasurer: a summary spreadsheet was circulated and reviewed.
• c) Activities:

General Mountaineering Camp. Joel reported on the camp scheduled to be held this past summer at the Stanley Mitchell Hut. Unfortunately, a small fire in an adjacent valley was of enough concern to the park staff that they refused permission to use the hut. There was no “Plan B” so to speak, and in general the group dispersed. Ivan and Kathy took a small group to Wasootch and on two different scrambles, but had only 3 tents and 4 sets of cooking gear so couldn't accommodate the full group of 24 signed participants. After discussion of the issues involved in leading trips, it was determined that a trip leader process for planning and organizing trips would be of benefit; Bob and Joel will develop that, likely in January next year.

• d) Membership & Website. Angela reported that we have 95 members, slightly down from the last report of 100. The reduction is likely due to non-renewal of members who joined for the PPAR which we will not be continuing.
• e) National Report. Angela was unable to attend the fall meeting. The minutes of the national meeting have not been posted.

5) Information/Discussion Items.

• a) Banff Mountain Film Festival. Saskatoon—John & Myrene are coordinating, and all activities are progressing well. The Banff Centre has included a new item in their contract: a requirement that we provide copies of all promotion material we use. They require us to request approval from them prior to making changes to the graphic materials they provide, and are very concerned with tour hosts being consistent with the branding they have developed. We will use the Banff Centre poster this year for our posters and tickets, as well as for advertising on the Saskatoon transit system through exterior side boards on two buses, and discuss using other pictures in the spring next year if we prefer to do that. The bus ads are a new promotion venture for us, and we’re hoping it will make a noticeable difference in increasing attendance. We’ll also advertise through the U of S Plasma boards, another new venue. Doug’s Spoke ‘n’ Sport will not be sponsoring this year, but all other traditional sponsors have signed on, and we have two new ones: Escape Sports, and Table Mountain Ski Hill. The core movies should be determined with the next couple of weeks so we can update the website.
• b) Urban Adventure Race. – Howard did a great job organizing the urban race. He hasn’t said if he would like to organize one next year. There were some comments that people would like to see more than just running and biking.
• c) Leadership Development – the committee has met a few times. We are waiting for more information from National on the program they are developing.

6) New Business

• a) Wilderness First Aid – In Saskatoon there are courses available. Brenda had some questions on how to organize something in Regina; Bob indicted they should be able to contact a local provider and arrange for individual club members to attend with such a provider—as long as the club is not providing the course there will be no liability to the club for members who choose to attend a course provided by another organization.
• b) Avalanche Course – People’s scheduling didn’t work out for the December 5th weekend. Will look into taking the course at a later date. Brenda talked about organizing one in Fernie area.
• c) Regina Report. Brenda indicated they have approximately $1900 in an account from the 2009 Film Festival there. There was some discussion of the legalities of holding funds outside of the general section bank account, and the executive will pursue this separately. The Regina group requested the purchase of some winter equipment (transceivers, etc.), and will ask Drew to look into needs and costs. Brenda agreed to take on equipment management for the southern Saskatchewan members, and will work with Drew to determine what items of the current equipment inventory should go to Regina.
• d) Training for the coming year – Kendrick will work with the executive to develop a budget for this by January 1, 2010.
• e) Climb 306 – Kendrick reported that Mark has sold the building to a developer and is in the process of selling off the business.

7) Elections

• a) Angela advised that she was stepping down as chair and nominated Bob Hawboldt, who accepted. Nominations continued with all positions filled by acclamation; the results are presented here although the item was deferred to later in the Agenda during the meeting.

i) Chair – Bob Hawboldt

ii) Secretary – Myrene Mollison

iii) Treasurer – Kendrick Hamilton

iv) Activities Coordinator – Shelley Ballard-McKinlay

v) Website – Dave McCormick and Allan Janzen

vi) Membership – Ivan Hitchings

vii) Equipment/Library Custodian – Drew

• b) There was discussion on the role of members at large, and whether such members should hold specific responsibilities. This will be further discussed at a meeting of the executive to be called by the chair in January, 2010, where this item as well as the club constitution and mandate will be reviewed.

8) Photo Contest. Don reported that there was limited response but he feels it`s worth continuing next year. We'll discuss it at the spring meeting, but maybe we could consider something more than the $25 gift certificate for the four categories, possibly a year`s membership. He presented a slide show with the entries, and all enjoyed.

9) Meeting adjourned, 21:00.