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MTBco Executive Meeting May 1^st, 2008

Present:

Johnny Smoke, Rich Deakin, Brant Lyon, Mike Kittmer, Stuart Evans, Nathan Kemila, Ryan McKenna, Mike Kirk.

Apologies: Dave Perry, Dave Petrick, Andrew McIntosh

Meeting called to order @
7:20 by Johnny Smoke (JS):

Presidents Report; JS: Introduces Cascade Environmental Services and their
role in the official City plan referred to from now on as the (OCP). Federal legislative and the Canadian Environmental
Act mandate to take stock of the current existing trails. Trails are being
included, mapped and graded according to the Whistler standards. Cascade is in
the assessment stage of the trail networks to take stock of the existing trails.
Cascades main focus is to map, grade and signage the trail networks.

Stuart Evans (SE): Explains the zero net loss of trails plan $30/metre
of trail lost to go into future trails.

Mike Kittmer (MK): Explains that the city of Kelowna is changing their OCP.

The city is looking for more
youth oriented and multi user oriented services to sell to the community.

Put on web site info from
city about new city policy to be done by smoke.

Ryan McKenna: Expresses concern about stunts that are nailed into
the trees and if the trails will need to changed, the stunts changed or taken
down.

Mike Kirk (MKi)arrives @ 7:28

MK: There is stake holders meeting on May 31 and Cascades’
goal is to present to the city council on July 31^st

When the time comes for the
bike park to be built MTBco will consulted throughout the process.

MK: Explains BC Parks has a big concern regarding the
liability of the bike park. BC Parks, and the City are big on self policing and
will rely on us to bring us up to the standard, and that all builders are on
the same standard.

That standard is the WHISTLER
TRAIL STANDARDS

MK: MTBco needs to make sure that we include hiking and
equestrian groups, and that we also are working with F.O.S.S. to coordinate with
other user groups interests. Nate arrives @ 7:50

Secretary Report; Justin
Everham (JE): Through extensive
searching the old Kelowna Mountain Bike Club KMBC has been struck from the
business records due to non-filling of paper work. Therefore MTBco has filed
for all new society status, incorporation and non-profit registration. This is a
lengthy process and is being completed at this time.

Treasurer report; Brant
Lyon (BL): MTBco has a community
savings account with a balance of $4011.

JS puts forward a motion that all food and beverages be
paid for by the MTBco for exec and annual general meeting seconded by Stu
Evans.

Nate Kemila (NK): Spoke with Dale from Venture Gear about a possible
bike swap.

MK: MTBco needs to look into Brocards

SE: Spoke with Worman developments about title
sponsorship.

MK: Foss trail day happening May 31^st with Foss.
SE and MK & 8 Fortis employees to repair boggy section of vapour.

SE: RE; Knox Mountain Race: Parks is receptive but has
not pursued it at this point.

MK: Going
to next the friends of knox meeting.

JS: MTBco is getting our insurance through the
Grassroots MTB assoc. @ $10 per person head covering that MTBco member for the
entire year.

BL: Requests funds for duplicate cheques aproved by club
majority

RM: Will talk with Scott @ Red bull about a showing at
the Seasons Premiere.

NK: Will talk to the old bike shop café about getting a
food showing @ premier.

JS: Kelowna Gravity Fest is August long weekend; we are
offered the chance to run the beer gardens. We need staffing, cups with logos.
Tent with sign-up for club members.

BL: Expresses great concern about getting enough committed
staffing for the Gravity Event beer gardens.

MK: Looking into ripper style event on Crawford talking
with BC parks.

BL: Financial Goal for the 2008 year is $12,000

RM: Looking into chainsaw certification for the club
exec.

JS: Garbage days to be planned May 11^th @ Powers
Creek and May 25^th Gillard.

MK: Mainline and Winn rentals will supply equipment
rentals.

SE: To communicate with Worman for building supplies
MTBco will submit a material list. Gloves, gas, nails. Tools rakes shovels. 5
gallon buckets etc. @ builders request and discression.

JS: Meeting Adjourned 10:00pm

January 28th 2009 Executive Meeting

7:11 pm meeting called to order
1) Meeting purpose sort out AGM details
•    Setup Helpers: Justin,Rich,Nathan,Stu, Kittmer,Brant, Stu Bringing Projector.
2) Bike Park Director to be appointed
•    Request for application through web site (Rich)
3) Review RFP draft Format
•    (Stu) Due to setbacks from wetlands size cut to 1.9.
•    Park primarily dirt, COK willing to carry funds over to future development.
•    RFP to include maintenance training for city and MTBco
•    Stu wants dates pushed ahead
•    (Kittmer) process requires two workshops 2 public input meetings with MTBco
•    Create a donation package for Bike Park donations (Kittmer)
•    Put together possible sponsor list. (Kittmer)
•    (Stu) City wants MTBco to police the bike park.
4) Bike Park Events
•    All events will be organized through sport and rec Kelowna
•    Mike Kirk to put together jump jam.
•    (Stu) possible RFP for title sponsor
5) AGM Media PR
•    (Kittmer) arrange huge donation cheque with Nate
•    Press release to media (Kittmer)

6) PUP (BC Parks Use Permit)
•    (Kittmer) Pup is difficult, parks is expecting a donation for the permit fees.
•    Foss is stepping out of MYRA/Bellevue MTBco is stepping in its place.

8:46 pm meeting adjourned

Agenda Executive Meeting March 5th 2009

1)    2009 Projects
JE: called to order 6.55pm
JE: Any other projects to consider?
JE: Okanagan Trailriders – proposed by JE and agreed in favour to discuss with OTR. JE updated everyone on conversation he had with Terry Burke. Agreed to deal with this club to club. JE will head up the program. Agreed JS seconded RD.
MK: Earth Day need 4 or 5 volunteers. MK’s project.
JE: Group rides – agreed keep informal not club events
2)    Cash flow update
BL: updated on cashflow situation. Membership, sponsorship, movie and races.
JS: updated on movies schedule. Barred for Life – being run for profit. Film festival theme was discussed. M.Kirk has ideas for local movies. Anyone who has an idea for a movie send info to JS.
RD: alternative $ could come from sponsor cash revenue.
JE: discussed ideas for promotion in-store.
MK: suggested drop tags to go on every bike in shops. Suggest speaking to Jon Matlock about design.
JE: raised issue of Sponsorship conflict of interest. All agreed not a problem.
3)    2009 Sponsorship program
JE: discussed ideas for promotion in-store.
MK: suggested drop tags to go on every bike in shops. Suggest speaking to Jon Matlock about design.
JE: raised issue of Sponsorship conflict of interest. All agreed not a problem.
JE: need to secure banking sponsor.
KB: need to expand beyond bike shops for sponsorship, KB has a short list of sponsors to talk to.
4)    Grants and private funding
JE: All grants require allocating to a specific project.  Cannot be general revenue use. Discussed Smith Creek trail signage, can’t do without land management agreement. MEC grant for general trail income (all agreed).
MK: has verbal agreement to work on trail signage in Myra-Bellvue in association with FOSS. Grant from Rec development. Can go to race series $1500. Grant for IMBA trail day. Cover costs and event.
5)    Budget Planning
Covered under cash flow update item 2.
6)    Section 57 agreement and response to forestry letter
JE: letter received from Ministry of Forests. Explained content, photos, signage issue. Proximity of stunts close to road discussed.
All: discussion about trail maintenance days.
MK: suggested sending an MTBco letter
JS: suggested calling direct and discussing on phone. All agreed. Inform everyone else if a formal club response is required.
JE: Section 57
JS: opened up a general discussion.  Suggested Telemark, suggested Smith Creek.
RM: suggested doing plenty of research. Use pilot area first so we get it right.
JS: will include the feedback from recent letter conversation.
7)    Volunteer Hours
MK: everyone to track their hours on a spreadsheet, includes travel time, meetings, any favours, trail time.
JE: any deals or discounts obtained for the club let him know the details.
All: discussion about volunteering to organise and cater for all trail days. JS: will organize Powers. KB: will organise Gillard. JE: will organize Postil April Day. Tomas has offered to be the cook for all BBQ/trail event catering.
8)    Bike Park Update
RC: RFP went out for design contact last week. Jay Hoots, Alpine, Gravity Logic then proceed to qualifying contractors.
JE: VG want to be bike park sponsor. Norco rep Ryan Leech, Jay Hoots, etc. Discussion followed about sponsors and ways of promoting the bike park advertising space.
9)    Trail management
AM: started conversation about requirements to manage trails. Open discussion about saws/mills.
JE: examples of stunts needing to be updated is Postil wallride. RC knows of a builder to do that work. Discussion about tools, MK says 40 people need tools for Knox day. Discussion about payment to trail builders, how we manage that process.
AM: trails days only for fluff and buff not rebuild of stunts
10)    Forestry Practices
11)    Whistler trail standards overview
MK: potential conflict, some things may not work in the Okanagan.
AM: suggests RM AM RC write trial building standards document.
12)    Postil Trail Day
JE: Covered in previous discussion AM: trail organizer JE and TR organizing event
13)    Skills Camps
JE: disclosure on conflict of interest with Bush Pilot Biking. All agreed unanimous BPB should split profit regardless of amount 50%-50%.
14)    Women’s group objectives
JS: skills camp.
MK: Keara wants to organize group rides, aimed at new riders.
15)    Powers Sasquatch hunt
JE: first aid requirements, St.Johns Ambulance. Approach Jon Matlock about card design.
16)    Knox Trail Day
MK: consists of school/on trail element, 45 participants
17)    Race Series
All: discuss race series Super D, MC will take it over from this point.
JE: discussed Telemark XC race.
Other Business.
DP: suggested reply to Membership consisting of info pack. SE will work on this JS has already given SE the info.

You can volunteer for the bike park build once it starts, or maybe talk to the finally appointed contractor/s whenever that is announced.

FYI – all freeride trails in this area have been built over many years through volunteer hours (thousands of them) and most often at the trail builders' own personal expense.

MTBco Executive Meeting December 3^rd, 2009

Present:

Johnny Smoke, Brant Lyon, Mike Kittmer, Stuart Evans, Nathan Kemila, Ryan McKenna, Mike Smoluk, Andrew MacIntosh, Dave Perry

Apologies: Justin Evernden, Tim Rode

Meeting called to order @
7:22 by Johnny Smoke (JS):

Presidents Report: JS: Introduces MTBco Code of Conduct document.  Voting procedures, conflict resolution, and general conduct is discussed. Document is approved by club majority.

(JS): Informs executive that Richard Deakin, MTBco Vice-President has officially resigned in writing as of December 2^nd.

Stuart Evans (SE): Proposes that (JS) inform all executive members to remove Richard Deakin’s email addresses from all mailing lists and future MTBco correspondence.

(JS): Updates executive on the Gillard Creek Section 57 application. Application has been filed through Frontdesk and is currently working with supplying sufficient mapping of the area

 (SE): Informs executive on planned Gillard FSR (Forest Service Road) re-alignment above private land.

Andrew MacIntosh (AM): Road will most likely be re-aligned through existing trails such as Lower Casino Royale, Dirty Sanchez

Mike Kittmer (MK): To follow up with CoK/.Gov’t to see where the re-alignment is planned.

(JS): Informs executive that a man from Alberta is looking to hold a mtb stage race in the area next year.

Treasurers Report: Brant Lyon (BL): MTBco has a Savings account balance of  $3491.50.  Good financial outlook for the off season.

(SE): Informs that he and (MK) will oversee the 2010 Membership and Shop Sponsorship next year. Proposes the 2010 shop sponsorship be tiered based on the shops number of employees at peak season, should allow for smaller shops to support as well.  <5 employees = $300.00, >5 employees = $500.00.

(JS): Wants Toownie races to be shop neutral.

(SE): Proposes 2010 Membership program. Shops to have a membership package for employees, details to be worked out. Fees to stay at $25.00 for individual, $45.00 for family.

(MK): Suggests that all 2009 Members should be informed of membership renewal. (JS) will email membership.

(MK): Proposes a Toownie Race series to be held at Smith Creek and Myra Bellevue next year.

Mike Smoluk (MS): Says he will help run the races at Smith Creek.

(MK), (SE) & (BL): Volunteer to help run the series as well

(MK): Suggests having a yearend prize.

(JS): Informs the executive of the google document events calendar that he has created for the planning of the 2010 events. Will be online and accessible to all executive members.

(MK): Proposes to create an ‘Events Kit’ that would include all the documents and equipment needed to run an event. (SE) says that it could be stored in his garage.

(MK): Suggests having an ‘Event Coordinator’ position next year.

(JS): Would like to see garbage clean up days combined with trail days. Suggests that trail days be called ‘Trail Maintenance Days’.

Ryan McKenna (RM): Proposes garbage cleanup to be on an ‘as needed’ basis.

(AM): Says 6 Trail Maintenance Days will be required next year. 2 at Postill, 2 at Gillard & 2 at Powers Creek.

(MK): Says possibly 2 Trail Maintenance Days will be required in Myra-Bellevue Park.

(MK): Informs executive of an upcoming meeting regarding the 2010 Operating Plan for Myra-Bellevue. He will forward on the date and time.

(JS): Suggests holding the 2010 AGM in late February at the Kinsmen Field House. (SE) to acquire space and advise on date.

(JS): Introduces the Mapping Inituative. We have the ability to create professional level maps with newly acquired data & software. The maps will be sold at point of sale in bike shops. (AM) provides maps of various riding communities around BC for the executive to review.

(JS): Says maps should be a pamphlet style with a complex trail map on one side and descriptions and advertising space on the other.

Meeting adjourned at 9:31pm