Black Jack Ski Club

Executive Meeting Minutes

Aug 9, 2005

7pm- 9:30pm

910 Earl St

 

Attendees: Leigh Harrison, Tom Gomez, Al Fisher, Kathy Moore, Richie Mann, Darrin Markvardsen,  Stephen Hill, Susan Vanasselt, Wannes Luppens,

Guest appearances: George Apel, Fred Bushell, Ian Thomas

Regrets: Kathy Williams, Paul Heikkila, Kelvin Saldern

 

7pm Call to Order-

 

  1. Grants:
    1. CBT

                                                               i.       Final report needed for release of final payment. KM will contact Jonas to let him know this has not been done and, per his query, confirm no check has been recieved. Can give him a copy of SICEAI final report (KM thinks he already has it)

                                                             ii.      AF has spent additional $5k from CBT and will do report and invoice Regional District appropriately. ($5,259 for lighting)

    1. Final report done for SICEAI and all is well according to Ian Thomas.
    2. KM reports that Jonas wants to have a second subgroup meeting for funding (KS, KM, TG, AF)
    3. LH requests that fund raising group creates table of available grants and submission requirements and cut off dates. Jonas already working on this hopefully.
  1. Trails update- AF
    1. Moving the Deschamps road allowance as per the city’s direction. Slow progress due to city’s staff holidays. Mark Martin’s assistant says relocation paperwork has not been started yet but it will run between Schick’s property line and 25m on BJ property. City is drawing route. The engineering firm, Urban Systems is creating map. Donna Fitzpatrick from M.O.T has approved. LH will reply to recent email from Schick and let him know City of Rossland is making the placement decisions, not BJ. City will do survey of effected area. We will have to modify the stadium to accommodate new right of way- this means cutting into bank and taking out corner.
    2. Jeldness is double width, ditch work and culverts are being worked on. Tim’s trail is complete. Spent $7,749 on trail improvements.
    3. Eric Sachs, Ed Mayer and AF will continue work as previously approved by BJ Exec- no work not already approved will be undertaken.
    4. TG: Rob Worosz of Alpine Contracting (362-3375) is willing to donate some bobcat time to the club in the fall. Also may have residual hydro seed he could spread in the stadium area for us in the fall. AF has $600 of seed for this purpose too but won’t spread it until the city has stopped using club as staging area for reservoir construction.
    5. Trails to be used for BC Winter games will all be on our property and City property- nice loops.
    6. Neighbor issue: LH & AF spoke with Rob Campbell and relocated Tim’s trail farther from his property boundary.

                                                               i.      Common sense club policy is now to be sure we speak with any effected neighbors before cutting new trails anywhere near private  property- Be good neighbors!

 

  1. Lighting update- AF
    1. 19 light poles set on our property. CBT to be invoiced for $5,259. Trees are in a burn pile. Scott Matheson is liaison with Fortis. Not sure what they will donate and what we will have to purchase. May have to buy additional 20 poles to complete loop on city property.
    2. Will have 1.2km of lighted trails on our property. Total will be 2.5km lighted trails on BJ and City property. (Tim’s loop and Jeldness). Total budget: $45,486 of which $10,486 has been spent, $32k has been allocated. Still have to clean up burn piles etc.

                                                               i.      Lights will have deflectors and be turned off by 9pm. Discussion of necessary wattage: needs to be 150w. 100w is insufficient and creates dark areas based on experience of other clubs.

                                                             ii.      Some discussion of having lights on at 6am to accommodate morning skiers. Need input from members as to whether or not this is desired before we seriously consider.

                                                            iii.      Lighted trail time will be our most expensive time- need to insure we collect trail fees. This needs to be discussed with KW for kiosk staffing.

 

  1. Cabin refurbishment- AF
    1. All siding is stained. Needs carpenter. Needs list of skilled volunteers. KM will send AF list. LH will provide name of helpful electrician.

 

  1. Grooming & Equipment update- TG
    1. Machine maintenance had budget of $15k- no complete budget for this meeting. Summer maintenance costs have risen but cost for tiller may be less so may still be close to budgeted amount

                                                               i.      . Bombi is torn apart- frame is cracked. Excellent to have discovered this now while it can still be repaired. Bad news: tracks will be more expensive. Need to replace 4 wheels ($300 each), need spare tire ($300 used from Bombadier or new for $500. Sprockets: $900 new or rebuilt for $400 (good value) Wheel bearings, and seals = $280 frame weld (by Soup?) $300-400.

                                                             ii.      Tire guides, cushions, nuts and bolts, & track ports (?)= $650 Guido ordered today. Needs credit card to pay for COD. Richard has card- Guido needs to coordinate with him.

    1. Outstanding issues:

                                                               i.      LMC tiller- $1k to retrofit. $5k for rebuilt.

                                                             ii.      Need to check pressures on Bombi- do in conjunction with Big Red Cats and save travel costs on mechanic. Rate: $150 per hour for mechanic. RM- we have adapter so we can test LMC locally.

                                                            iii.      TG will create estimate- may still be close to original $15k

                                                           iv.      Drivers: TG will address in Oct. Richard will not drive but will be in charge of maintenance and mechanical work. Guido may be primary driver- Stress need for reliable primary driver. Need 2 back up drivers. Need contract spelling out expectations clearly. Get commitment.

                                                             v.      RM- where is manual for LMC? TG will find it (ask Richard) and get it back in shed. SH- Manual should be available on-line.

                                                           vi.      Concern that with new trails, including biathlon, that we do not have grooming capacity to exceed existing 35-40km of trail. Need to discuss this. Not a problem if grooming Hanna Creek biathlon area is just early/late season and for practice & competitions but gets more complicated if we want to groom more often.

                                                          vii.      Need to set up an account with Bombadier so payment is not an issue- invoices will come directly to SH. Account already set up with Lordco & shell fuel.

                                                        viii.      Fuel tank vandalized (pulled off of cement blocks) RM will inspect and determine if we need to do something else to secure it. He’ll report back next meeting.

  1. Treasurer’s report- SH
    1. $12k deposited from Gaming. (AF asked for $14k)
    2. Have $70k in cash right now but much is allocated for trail work in progress
    3. Only been paying a few utility bills- no real action on accounts so far. Has received all info from David Lancup, retiring treasurer. Will have monthly financial summary for future meetings.
    4. Upcoming issues:

                                                               i.      GST payments, employees vs, Independent contractors. Kiosk workers meet test of employees (club controls where and when they work.) A little more nebulous for mechanics and groomers.

                                                             ii.      SH proposed, and Exec agreed, to open a savings account at ING Bank paying 2% interest. (Higher than our other accounts).

                                                            iii.      SH brought up suggestion again that kiosk manager position be created to oversee day to day operations and be paid at a higher rate. Person would do various jobs – data entry, phone calls, manage other staffers, weather updates, contact radio to provide condition updates etc. Idea on hold until KW returns and has input.

                                                           iv.      SH will create club budget. Needs input from all execs as to anticipated expenditures ‘05-06 season. Each exec to review financial docs (posted on web) from last year and create upcoming estimate. Need to do this to determine if our season pass price needs to be raised. Day rates should stay the same.

1.      LH suggests a subcommittee be formed for budget discussions: Fred agreed to sit on it (voice of treasurer-past)

  1. Biathlon- GA
    1. All approvals from all stakeholders have been obtained! Great job by George to accomplish this. Area approved. Any trees cut must be decked (stacked) Wait for permission to dispose of logs. Perhaps 10 truck loads. Will need self loader truck to get timber out. This will generate some $ for the club (perhaps to be earmarked for biathlon needs) Rick Ewings would have a better idea of amount. BJ may get timber stamp or perhaps sell through BC Timbersales.
    2. We are expanding BJ terrain by 1/3rd. Beautiful area, varied terrain- excellent skiing.
    3. ATCO needs letter of understanding that we know they are actively logging the area and will not be hassled. LH will review letter and deal with it- perhaps meeting with them and GA. (maybe AF too) Need to stress to membership- ATCO is doing us a huge favor by allowing access.
    4. GA has tentatively mapped range, penalty loop, access trails and parking lot. Not sure about lower loop. Needs some trail expertise from BJ to finalize: Rick, Eric, Fred, DM and AF(?) will go. KM will send their emails to GA and he will coordinate.
    5. Dan Revan (?) must walk trails prior to any excavation- he’ll be back on the 15th. Most of trails will be on existing logging roads- this is our agreement with stakeholders. Roads are in good shape and won’t take a lot of machine time to clear. (a lot of alder)
    6. Shelter is complete and ready to install. Others beside Cominco to thank for cabin. GA will get list of donors to KM and SV will make sure they are all acknowledged.
    7. Winter Games- site looks good- needs targets- these require 3 month lead time so must pressure Games to see if they will provide; we’ve put in $20k, they need to get targets. GA & KM will have meeting with Wayne Naka about needs around the 15th and get an idea of what is being given.

                                                               i.      Targets we were hoping to get from Canmore, AB are not available. (already allocated to others)

                                                             ii.      Needs 5 officials from Biathlon BC. Has timers and secretary lined up.

    1. Needs trail signage: Forestry will provide some- need name: Exec decided upon “Black Jack Cross Country Ski Club- Hanna Creek Biathlon Center” Other signs are required: Danger shooting range”, “:restricted use”, “Caution”, “stay out” , “Range Rules” etc. There are some signs that are required that GA will list.
    2. BJ must become a member of Biathlon BC to qualify for insurance. Users must be members or pay day fees. No authorized use: only for practice and competitions. GA will get forms for BJ to file with Biathlon BC.
    3. Grooming: Build shed for Alpine and use for grooming w/roller. $4k will buy groomer to be pulled behind Alpine. Needs more discussion.
    4. BC Cup #5 & 6- do we want to host in 2006? Exec decided to wait until we see response at Winter Games- not sure we have the volunteer base to host such a large event. More likely in 2007 but would re-consider if province is dry and they are desperate.
  1. Trail maintenance- DM
    1. Waiting for trail development to finish before starting fall clean up and maintenance. Will start mid August. Limbing can be done earliest- brushing later. Ed Mayer will clear quite a bit as he works the trails with the equipment. (DM will jog trails as part of his training regime and check it out! J)
  2. Public relations/communications- SV
    1. SV will create an e-newsletter (web submission & media contact with Trail Times, Rossland Record and Castlegar paper) with much of what was discussed at this meeting- biathlon and acknowledging donors, ski swap, winter games and volunteers needed. GA can give background on Biathlon.
    2. Skiing conditions to be announced on radio.
    3. New brochure to be made. SV. KM & KW to meet to plan in August.
    4. LH: Consider discount of $5 for everyone who gives us their valid email with membership
    5. SV- idea to recruit new members- give discount to existing members if they get a new, first time person to join.
  3. Skier Development- AF
    1. Master’s programs- AF & coaches met to propose policy on free lance coaches. All qualified individuals are welcome to offer services and seminars. BJ will promote them on the website and include dates in e-newsletters when possible. Coaches need to meet certain certification standards (NCCP or CANSI), and provide contact info and copy of credentials to KM (Club secretary) KM will contact Lesley Beatson, Andy Morel, Darrin DeRosier (362-7227) and Kirsty Exner to let them know requirements. KM will type up proposal and send it to Exec.
    2. Junior Racers- Fred Bushell. BJ is hosting Regional Camp at Champion Lakes. A weekend training event. It has been difficult this summer to organize the Jr Racers- met a couple of times- climbed Mt Roberts on Canada Day.

                                                               i.      CCBC’s new coaching certification will be a problem for some of our coaches- caught between the two programs and now required to start over but they will deal with it.

  1. Miscellaneous:
    1. WL is forced to resign from board due to winter assignment in Alaska. He will be missed. His positions of organizing the ski sway and building  maintenance need to be filled soon.
    2. AF- eventually we want BJ trails to join up with City’s new pipeline road. Not this year but maybe next it is in City’s plan to get provincial and federal funding to help.
    3. LH- to follow up with Ken McCaskill re: signs. Historical signs: Jonas had an idea for a grant…not sure what happened there.
    4. TG- Golden City Days is looking for a sponsor (organizer) for the Rubberhead bike race- would Jr Racer families and/or BJ  be interested? A bit of a fund raiser: about $300 last year. Requires approximately 30 volunteers (5 to manage the kid’s race at Centennial Park, 5 for registration, 8 course marshals, 5-10 for course prep and signage. Date: Sept 11th (Sunday) Red Mtn racers is a sponsor for Golden City days. Encourage kids to race and parents to volunteer. Fred will contact families. TG needs to know in a week. Lora Fry is putting together flyer.

    

  1. Next Meeting: Sept 13th 7pm. KM’s house.
  2. Meeting adjourned at 9:30pm