Overlander Ski Club
Directors’ Meeting Minutes
Date:
Time:
Place:
Monday, September 14, 2015
7:00 pm
Sports Council Office
Directors Present:
Alan Vyse, Luc Guilherme, Joan Bernard, Vesta Giles, Dana Manhard
Regrets: Roy Davidson, Leslie Tucker, Bruce Tucker, Sandy Eastwood, Brian Vermey, David Hallinan, Neil Steinke
Agenda items
1.
2.
3.
4.
Branding Plan Feedback (Vesta)
 No update yet. Vesta to contact Pulse Media and Idealever as both quotes were approx.$5000
 At Dana’s request, Vesta to ask them re easy way for updates (eg.Junior program)
Ways and Means Director: still needed; Lee may be available to do grant applications as an employee
Tribute to Bob Furseth: attended by 40 people at Stake Lake and more at the Furseth home later
Financial update per Dave’s email Sep13/15:
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5.
1. Revenue for next year is projected to be approximately $40K under the current year. The primary compact is grant
income and monies received for hosting the CDN Masters.
2. Membership related costs are reflective of the changes originating out of CCBC
3. For simplification a number of the operating accounts have been consolidated based on type (telephones for
example), further some new accounts have been added to clarify expense class reporting
4. Additional costs have been included to support the anticipated operations of the washrooms
5. At this point it is a conservative budget based upon El Nino weather forecast and as a result we are reporting a small
loss.
6. Costs associated with the Jr. program are imbedded within their traditional account reporting
7. Anticipated capital investments are identified at the bottom of the income statement.
8. All items identified as "A Priority" in the strategic plan that had a preliminary budget attached have been included and
are identified in the statements. Based upon financial reporting through the year "B Priority" items MAY be considered.
New fiscal budget approval
After reviewing the previous minutes Dave noted that we have not yet passed an operating budget for the new fiscals.
Proposed Motion – to be voted on by email as no quorum at the Sep 14 OSC Board meeting
(* Dave – see the changes discussed below re Rental Progam – need to add before voting on the
Motion?)
It is moved that the OSC Proposed 2015-16 Operating Budget be approved by the board of
directors as presented. Per the normal course of business significant impacts to spend will be
reviewed with and approved by the board prior to initiating the spend. Once approved the
variance will be recorded and reported on against the approved budget.
6.
7.
Strategic Plan Committee Reports (none yet on Branding Plan or Terms of Reference)
Rental Ski Program Options and costs (Dana)
1. Spend $3500 to get 12 pairs basic classic skis and bindings to supplement existing rental gear
2. Spend $30,000 to get decent skate ski boots, poles and skis(20 pairs skis/bindings,40 pairs boots)
3. Spend $1500 – $2000 to get 3 pulks
Discussion: suggested we increase the $2000 allocated in the proposed budget ($1500 skis,
$500 snowshoes) by $5000 to allow options 1 and 3 now; look at grants/further funding to
allow us to do option 2 ($30,000) over 2 or 3 years. Added costs to be considered: better
boot drying equipment; possible extra staff time.
Action: Dana to give the $ figures to Dave for the budget
8.
Early bird Registration incentives
 Possible incentives discussed including:
o Merchandise draw for early bird memberships (eg.gift card from Spoke, Atmosphere,
True Outdoors, etc)
o Prize for most social media sharing
o Free ski lessons for first 30 memberships purchased
Action:
1.(Alan?) ask Lee if he is interested in soliciting merchandise; ask Lisa re lessons
2.At ticket booth: Get email addresses from people when they buy 6 day passes
REPORTS
President – Alan Nothing new to report
Treasurer- David (email update as per Agenda Item #4 above)
Membership- Joan
 Consensus of Board is to keep rates the same as last year
 Updates to volunteer categories on zone4 (no longer request community liason/promotion assistant)
 Requests for volunteers for special ski events condensed to only 4 choices (include date of BC cup race)
 Summary of new zone4 automatic upgrade (streamline membership database entry and CCBC
invoices(now automatic not manual), Community newsletter capability – Joan to check, advise Vesta
 Zone4 go live date: Sept 28, 6 am.
Trails Committee- Alan/Luc
 Trail smoothing/brush cutting: done as a separate contract ($6000) to a roadside contractor with an
articulated arm tool to mow the trails (now done).
 Other trail work (Tim Cole) (budget $20,000): includes trail upgrade (removing rocks, fallen trees) and
playground fix (added hill near Ponderosa); Dana to meet with Tim
 Luc has marked lightposts to complete the Cartwheel loop around the lake; concern re adequate power
for possible lights on Little Joe; will get quote for poles and burying cable
 Interpretive signs put up
 Quotes on provision of potable water have been requested by Luc; to be received soon
Publicity- Vesta

Will send out Newsletter Sept 21; requests input for newsletter
Ski League/Junior Development
 Dryland training in progress, including roller skiing
Next Board Meeting:
Date:
Monday, October 5, 2015
Time:
7 pm
Place:
Kamloops Sports Council Office, 262 Lorne Street
Recorded by Joan Bernard