Board Meeting Sept 9th, 2014, 7:30 pm at Greystone.
Present: Board Members – Steve Jones, Ally Meyers, Ken Parsons, Rob Horton, Cindy Blake, Cathie
Raynor; Staff and others – Katerina Jakl, Meghan deLagran, Kailey Richter, Peter Briand
Regrets: John Cowan, Michele Schwemmer, Gloria Schimmel
1. Motion made to accept minutes of previous meeting moved by Steve, seconded by Cindy.
Carried
2. ARC issues
1. Steve moved to increase ARC fees to 390 for first child and leave at 360 for second child.
Need to look at sponsoring kids in need. Ally to look into. Ken to put information on
website. Discussed ARC budget – enrolment is projected to be less than in budget.
However, Cindy projects an overall deficit of 3400 at this point with the program budgets
passed so far; Loppet and school race revenues should offset this deficit.
2. Location of training for ARC and Masters. Parking issue with the park – need passes to
enter the park when it is open. Meghan to take Katerina on tour of Huntsville to look at
alternative places. Steve to talk to Peter about park access (covered below?).
3. Training camp in October 25-26 sat/sun at Horseshoe Valley. ARC and Masters and possibly
TA?
4. Rollerski wheels – Petr will order from FreshAir.
5. Winter racing schedule – new southern Ontario championships. Highlands o cup Jan 8-11,
last weekend in Jan is Easterns at Nakkertok, Jan 4 Midland. Loppet probably on the 25th.
Cowan cup. SOD championships sprints Jan 18th?
6. Katerina would like to have use of a gymnasium at a school for Dec, Jan, Feb, - need
benches, mats, Thursdays 5:30 to 7:30. Rob to look into.
7. Katerina and Petr away Sept 20 – Meghan will cover for her.
8. fundraising ideas for ARC (board requested at last meeting that ARC raise some money to
offset expenses) Ideas– waxing clinic for parents and kids. Wax at club sign up day? Wax
before the loppet? Sell hot chocolate on Saturdays? Could bring in carafes of coffee from
7 Main and make hot chocolate. Could be self serve. Ask a parent to look after each week.
Katerina to discuss with parents if having a parent meeting? Need to discuss with park –
see below.
3. Summer programs
1. 5 arc and 5 masters signed up. Some people got busy in July and attendance tapered off.
2. Summer program came in under budget.
4. Masters - Masters fees is reduced $60. Cathie to promote – use previous email.
1. Social committee is wondering about having a dryland day in conjunction with the masters
that anyone can come to?
5. Peter Briand– park report 1. Food at the park - Park now has event agreements being reviewed by legal office instead of
just by Peter. Would need to look at a vending permit for hot chocolate sales. Peter
would like to do a blanket permit for club for the loppet, etc. The process may take about
4 weeks or more.
2. 4 season washrooms and showers will be open for the winter. A few parking spaces there.
3. Park’s immediate plan is to develop infrastructure for 5 additional cabins close to the
newest ones. Have some money for that only. No multipurpose building yet!
4. Trail clean up. Trails are in good shape now. Look at later in season and plan a trail clean
up day perhaps in November.
5. Entrance into the park
1. For fall before the park closes - Park could provide 4 vehicle permits for use by ARC and
Masters. Meghan to work out passes with Peter.
2. When park is closed after Thanksgiving, it becomes an issue of manning the gate.
Would involve a sweep and a call to a duty officer if someone's car is left. Need to
work out a procedure with park.
6. Loppet –Jan 25thlooks like the best date. Cathie to look at other events before finalizing.
7. Terrain park – Ally – find a location - We should develop a plan of what we would like with a
couple options. Park could accept a proposal at any time but no money for it now. What are
we building? Is it safe for the general public? Restricted access? Who maintains it? Rollers
might be less risky. Look at Canmore, etc. Ally to lead committee – Steve, Meghan, Katerina,
Kailey, Peter, - maybe meet for a site review on sign up day. Look also at some easy low cost
terrain park elements that we could create right away.
8. Club sign up day on Sunday, 19th. Time 11-2? Finalize time after talking to Glenn at AO
9. Ski swap- need Glenn and Elly – they did a fantastic job last year. Cathie to call. 11 to 2. Need
people from club to help with sales.
10. Jackrabbits - Kailey
1. Jackrabbits start. Decided to start JR on Jan 4th and not run the program on family day
weekend. This will still leave an extra week before March Break.
2. Location for Jackrabbits – same as last year.
3. Kailey requested that park clean mice out of hut.
4. This is probably Kailey’s last year as coordinator- need to look for successor.
5. Cookies - continue to give out one cookie.
11. Hoya hills needs volunteers to run cross country – marshals – Sept 23rd. Tuesday. Ally to email
info to Cathie to promote
12. Sports council debate for mayor candidates. Thursday the 18th at Algonquin Theatre.
13. Send Cathie program info for brochure.
14. Social committee –Cathie to contact to get events listed
15. Club Calendar and to do list for fall– Cathie handed out – let her know if she’s missed anything.
16. Committee chairs: we discussed briefly – let Cathie know if I’ve missed you from the list below
1. Building committee – Cindy (chair), Ken, Drew
2. Terrain Park – Ally (chair) Kailey, Meghan, Steve, Katerina, Peter
3. Governance – Gloria (chair), John, Cathie
4. Risk Management – Cathie (chair), Steve, Ken
5. Friends agreement - ?
6. Trails committee - ? Steve?
17. Next meeting - ????