Executive Minutes January 2015

FORT LANGLEY CANOE CLUB
EXECUTIVE MEETING
Monday, January 26 , 2015 @ 7:00pm
9167 Glover Road, Fort Langley, BC
MINUTES
PRESENT:
Susan Murray, Sue Tuttle, Cec Welk, Denise Crook, Charmaine
Coatta, John Spencer, Grant Rawstron
Regrets: Bob Anderson, Katherine Kettler, Julie Kell,
In attendance: Pat Barker, Jonathan Wilkins
A
WELCOME
Call to order. The meeting commenced at 7:03 pm
B
AGENDA
MOTION by Susan to adopt the agenda as circulated.
Seconded by Denise
Carried
C
Item C-1
MINUTES:
MINUTES OF LAST MEETINGS
MOTION by Susan to accept the minutes of the meeting as
distributed.
Seconded by John.
Carried.
D
REPORTS
REPORTS
Reports are attached to these minutes. All divisions/disciplines/
committee representatives are required to provide regular
reports.
A reminder to committee representatives to submit to the
executive for keeping: agendas, minutes, and brief reports
relevant to FLCC.
Item D-1
TREASURER
A month end financial statement is sent to each executive member
prior to meeting or review. Statements are available to any
member upon request.
MOTION by Susan to adopt the financial reports as distributed.
Seconded by Charmaine
Carried
Item D-2
DIVISIONS
! Dragon Boat (DB) (attached)
! Flatwater/Sprint (FW) (attached)
! Voyageur/Rec Canoe (VOY) (attached)
FLCC Executive Meeting
! Outrigger Canoe (OC) (attached)
Dragon Boat (DB) (attached)
MOTION by Susan to accept the report as circulated.
Seconded by Denise
Carried
! Flatwater/Sprint (FW) (attached) add
MOTION by Susan to accept the report as circulated.
Seconded by Grant
Carried
! Voyageur/Rec Canoe (VOY) (attached)
MOTION by Susan to accept the report as circulated.
Seconded by Cec
Carried
! Outrigger Canoe (OC) No report
Item D-3
SAFETY
No report
Item D-4
DEPC
MOTION by Susan to accept the report as reported by Cec.
Seconded by Sue
Carried
Item D-5
OTHER
E
Item E-1 CLUB
Item E-1.1
General
1.1.1
Canoe Dock
1.1.2
Water Lot Lease
BUSINESS ARISING FROM THE MINUTES
Coach Boats and Motors
Cec reported that after talking to a number of marine service
shops and FLCC members familiar with 9.9 motors, the general
recommendation was to trade in motors after 3 years. This
replacement would ensure that FLCC motors were in good
operating condition given the amount of usage by many divisions
and teams.
MOTION by John to recommend to the membership a motor
replacement policy.
Seconded by Cec
Carried
Jonathan was asked at last month’s meeting to make inquiries on
the lease on the Riverside Dock. This is the report he presented to
the executive at the beginning of the meeting.
Expanding the Riverside Dock
I met with Jim Marvel, Manager – Recreation Facilities and
Services at ToL.
You will recall that the idea was to have two U-shaped docks for
FLCC, protected by a gated fence and a completely public area
that need not be gated at all, thus providing easier access for the
pub and paddle steamer AND much improved security for FLCC
boats. Although he was impressed by the concept of doubling the water
lot and quadrupling our dock space at the same time as creating a
public area, he was doubtful that we would get any ToL money
2
FLCC Executive Meeting
invested as ToL would gain very little.
He suggests that we approach Scott Thompson, Manager, Property
Services with:
a-­‐ A request that the ToL requests an enlargement of the water lot lease to enable this development to be done one day (the last request took more than 2 years). A discussion to determine how the ToL would benefit from the
proposal, bearing in mind that the ToL is responsible for the
repairs and maintenance of the current structure. This will raise
ToL awareness of the cost of the maintenance which may or may
not be completed by ToL. If the maintenance is not done, then,
one day, the dock will disappear
1.1.3
Fort Property Storage
Tabled
1.1.4
Bylaw Review Committee
MOTION by Susan to submit the bylaw revisions to the
membership for their approval at the AGM.
Seconded by John
Carried
1.1.5
Strategic Plan
After reviewing the 2012 Strategic Plan, John outlined his views
on making operational the strategic plan. John will go to each
division and operationalize the strategic plan for that division
within the next 6 months to present to the AGM in 2016.
1.1.6
FLCC Membership IDs
Tabled
1.1.7
Upstream Committee
Cec reported on the formation of the UPSTREAM committee. At
present Jonathan Wilkins, Glenn Howes and Cheryl MacIntosh
have agreed to participate in formulating a plan to present to
Metro Vancouver with regards to the Glen Valley Parks.
Cec and Glenn made a visit to both Two Bit Bar and Duncan Bar.
The various channels, banks and docking places were studied.
The committee will meet within the next two weeks to formulate
a first draft of the UPSTREAM plan. Sue will put money in the
budget to allow for expenses in presenting a plan to Metro
Vancouver.
Any members wishing to serve on the UPSTREAM committee
may email Cec at [email protected]
1.1.8
AGM Update
Cec outlined the set up for the AGM on March 2, 2015.
Volunteers
Each division coordinator was asked to provide at least 2
volunteers. Volunteers are needed to set up tables and chairs,
look after membership sign-in, membership dues and proxies as
3
FLCC Executive Meeting
well as duties during the meeting. Volunteers can contact Cec at
[email protected]
Membership Lists
Membership lists will be compiled for sign in from the database
as of February 9, 2015. Joyce May will forward to Cec and Sue.
Meeting Organization
Susan requested that Jean Chan be asked to chair the meeting as
well as serve as Elections Officer.
All members are encouraged to attend the AGM. Coffee/treats
will be provided.
Treasurer
1.2.1
CRA Updste
MOTION by Susan that the FLCC pay the GST immediately to
avoid any penalties or interest in the amount of $13652.31.
Seconded by Sue
Carried
Sue, Cheryl MacIntosh, Glenn Howes, Jonathan Wilkins, Marlene
Hoyt and Cec attended a meeting with Rose. Rose was able to
clarify some of the outstanding questions about how items were
included or excluded from the GST. The GST review necessitated
many revisions to the financials by Sue and Cheryl. The executive
thanked Sue and Cheryl for their hard work in dealing with this
difficult issue.
1.2.2
Dropin Fees
Tabled
1.2.3
Expense Approval
MOTION by Sue that club members attending to club business on
behalf of the executive requiring reimbursement of expenses in
excess of $150 require the prior approval of the executive.
Seconded by Denise
Carried.
MOTION by Sue to approve the miscellaneous expenses for the
dock up to $800.
Seconded by Cec Denise
Carried.
MOTION by Sue to reimburse Carolyn Kessler for the power
pack for the Santa Boat.
Seconded by Cec
Carried
1.2.4
2015 Division Budgets
Divisional budgets are near completion with input from all
coordinators.
Item E-1.3
Safety
1.3.1
Safety Manual & Steering
Denise presented drafts of the FLCC Safety Manual and FLCC
Steering Manual. After editing, these manual will be added to the
4
FLCC Executive Meeting
Manual
website for members.
Item E-1.4
Facilities/Inventor
1.4.1
Club Inventory
The FLCC inventory is still in progress. The online version has
made it much easier to add new items to inventory.
1.4.2
Members’ Boat Storage
Fees
At this time, all members’ boat storage fees are up to date. Sue has
given the agreements to Cec. In the discussion about damage to
members’ boat while in storage the policy about not locking boats
was questioned.
MOTION by Charmaine that members storing their private boats
in the boathouse can lock their boats.
Seconded by Susan
Carried
Susan will have the policy on the website amended.
Item E-2
DRAGON BOAT
See report attached.
2.1
6-16 Repairs
The 3 6/16s have undergone repairs. Western Canoe and Kayak
was able to keep the cost under $1000 per boat. The DB 10 is still
off the water. The boat will need these repairs: • Super glue all of the braces, joints so that they are solidly
attached to the hull.
• Silicone all cracks to seal them.
• Install adjustable foot rests so that people will stop bracing
against the seats. Most of the cracks are from the bracing
against the seats so this last addition will fix that issue.
We should also consider getting a cover for this boat as the direct
sunlight will cause deterioration of the silicone quicker. Any
suggestions as to how or where we can get a cover would be
helpful. The boat should last at least another 4 to 5 years provided
we pay attention.
Item E-3
FLATWATER/SPRINT
Also see report attached.
3.1
Sprint Coach Update
Another round of advertising has not been successful. Ben
Muench continues to provide coaching as well as taking some
coaching courses. At present, this is a satisfactory solution.
Item E-4
OUTRIGGER
No report
5
FLCC Executive Meeting
4.1
Club Outrigger Program
Tabled
4.2
Rivers’ Run Regatta
Sue and Cec reported that planning continues on pace for Rivers
Run Regatta with an option of coordinating a Sprint race on the
Saturday under the auspices of the Flatwater Division. Joyce is
working on the online registration.
Item E-5
VOY/REC CANOE
Also see attached report.
5.1
Hoist Proposal
Julie is proceeding with the hoist proposal.
F
NEW BUSINESS
Item F-1
Executive Recruitment
John Spencer, Denise Crook, Sue Tuttle, Cec Welk and Grant
Rawston all indicated that they were will to stand again for
positions on the executive. Since Julie and Katherine were not at
the meeting, Susan will contact them. Charmaine Coatta will not
stand for Member At Large.
G
Item G-1
Next Meetings
NEXT MEETING(S)
H
Item H-1
Meeting Adjournment
ADJOURNMENT
Next executive meeting:
7:00pm, Monday, February 23, 2015
Fort Langley Community Hall
MOTION by to adjourn the meeting.
The meeting adjourned at 9:15 pm
Submitted
by Cecilia Welk
Attachments: Combined Reports
• Dragon Boat
• Voyageur
•
•
Sprint
Financials
6
FLCC Executive Meeting
Dragon Boat Division Report January 2015 Submitted by Denise Crook Winter Dock clearing and Boat Bailing Connie Blundy has recruited 7 volunteers to take on the responsibility of bailing boats and clearing docks after rain / snow days. Volunteers are Connie Blundy, Carolyn Armour, Frank Cox, Bev O’Conner, Wendy Robson, Sandy Sanche and Dianne Shrimpton. Two of the three 616’s are out of the shop at Western Canoe and back in storage at John K’s warehouse. We only had budget for $1000.00 for each boat so Western Canoe worked within that budget Alex from Western Canoe Stated: The first boat did require the full ten hours of labour, as there was a more issues then i had
thought there where. We did over a hundred gel fills on the hull. Buffed and waxed the outside,
repainted the floor and ends. Repaired the crack in the gunnel. We would have done some work
to the wood stringer but honestly where already over the time limit on the boat. So we just
applied a coat of teak oil to it to stop water from penetrating. So its sealed but not pretty.
The second boat:
This one was in better shape than the first one. We had 7 hours of labour in it and $75 in
materials. Which brings your total before taxes to $670. We repainted the interior, striped
the decals, buffed and waxed the hull, reattached all the seats and clean up the functional
but ugly repair that was done to the one side.
Our third 616 is now in the shop.
The DB10 has been pulled from the water and is now at John’s shop waiting to go to
Western. Glenn described the damaged to this boat as follows:
We poured about 40 litres of green coloured water into the rear hatch of the DB10 this morning.
I do not know how much it would take to completely fill the space between the double walls but
quite a bit more than 40. The first green water we noticed leaking into the boat was at the rear
right hand side of the aft most rib (those fairly chunky pieces stiffening the hull under each
seat). Of course when it rains the water can go the other way and fill the space.
It looks to me like several of the ribs have cracks where they attach to the hull, mostly on the
RH side of the boat. I am not sure the cause- maybe because of flexing of the hull when people
walk or stand in the boat. Maybe very long legged people stress the ribs when they brace their
feet against them although that would not be the case for the aft most rib which is under the aft
most seat.
I imagine the cracks could be cleaned out and sealed but that would not fix the cause of the
problem.
There might be a way to fill the space between the double walls with expanding foam which
would help stiffen the inner hull and leave no room for water to get in.
Other people might have ideas and of course the manufacturer might have suggestions.
Look forward to your suggestions.
Glenn
Glenn has sent a picture to Alex at Western but Alex will hopefully be going to John’s shop in the near future to give us a better estimate to see if this boat can be saved. 7
FLCC Executive Meeting
Next on the repair list will be the older of the two BUK boats. Then all boats will get new decals. The final draft the Dragon Boat steering manual and the FLCC Safety manual has been sent to the executive for a look. I am waiting for feedback. January 2015 Voyageur Report
Submitted by Julie Kell
The voyageurs started off 2015 with our annual paddle and potluck on January 1st.
Unfortunately, when we arrived at the dock, the gate was locked, and at first I thought we
would have to forgo the paddle. However, we came up with a plan B and went out for a
lovely paddle in a dragon boat up Kanaka Creek with Glenn steering. This was followed
by the potluck hosted at Wayne and Sharon Good’s home. A great time was had by all.
Our regular Saturday morning 9:30 a.m. paddles continued throughout January.
A tentative schedule has been created for voyageur special events.
Feb. 28
March 28
April 25
May 23
July 31
Aug. 3
Aug. 29
Sept. 27
Oct. 3
Oct. 10
Nov. 7
Paddle and brunch at Bruce’s Market
Golden Ears paddle and BBQ
Salmon River
Widgeon Creek or Deep Cove paddle and hike
Moonlight paddle
Brigade days
Moonlight paddle
Moonlight paddle
Apple days
Cranberry races
Harrison salmon and eagles
Sprint Report January 2015
Submitted by Grant Rawstron
Practices are still proceeding on water on Saturdays and the mid week practices are
dryland training only now.
Competition Development ( NCCP) Coach update; In working through the applications
there has not been as much interest as we had hoped. In following up on some coaches
the responses have not been very favourable and we are not that hopeful with this round.
Another recruiting drive will be undertaken in the next few months.
In the meantime Ben is continuing to mature as a coach and working more with other
coaches. He has taken a prerequisite course at the beginning of the month to prepare for a
Comp Dev module he will be taking this coming weekend. Although he has not gained
his Entry Level Coaching certificate yet the material in this course will help the athletes
he is presently working with and is part of the training level that these athletes need and
we were seeking in a new coach.
This last week was exciting for some of our top athletes as their new boats arrived from
Portugal at the boathouse.
8
FLCC Executive Meeting
With the new OC6 arriving we should plan a combined christening for them and a photo
opportunity.
Fort Langley Canoe Club Treasurer’s Report – December 2014 Revenue and Expenses by division General Club Revenue 212 clothing 90 +ckbc 116 +5.32int Expense 6704 canoe dk exp 8289 T.Burke ,J. WilkinsSurvey,+23 santa suit+ -­‐165 HUB*-­‐1420 GST** Expense 14801 YE NOT CASH depreciation of equipment Net General -­‐21 293 FW Summer Programs Revenue 0 Expense 0 Sprint division Revenue 994 coaching fees 1082+ regatta fees yrend 110 + -­‐198GST** Expense 1014 wages exp 1036 + -­‐22GST** -­‐20 Net FW -­‐20 DB DB Programs Revenue 0 Expense _0____ 0 DB Division Revenue 1938 drop-­‐in 38 + senior games $2889 + -­‐988.19 GST** Expense 631 db repairs 1558 + -­‐1504 HUB *+ 667DB storage rent + -­‐89GST** 1307 Net DB 1307 Voyageur Revenue 0 drop in 10 + -­‐10 GST** Expense -­‐185. -­‐181 HUB insurance* + -­‐3GST** Net Voyageur 185 185 Outrigger Revenue 1744 winter boat usage 1051+open program 200+dropin10+CORA grant 1000 + -­‐
517GST** Expense -­‐249 273 OC repairs + -­‐358 HUB 2015 insurance + -­‐166GST** Net OC 1993 1993 Club Net profit in month -­‐17828 *removed HUB insurance out of prepaid and into 2015 so shows as a neg this month. **GST calculated and entered as a JE for January to June 2014 Canoe Dock expansion cost $180 000 =$110 000 from DB + $70 000 from Club -­‐ $220 000 approved at AGM Closing Balances $ 183 088 9
FLCC Executive Meeting
Club $ 3 197 GST paid $13 652.31 DB $ 73 891 OC $ 18 438 Voyageur $ 25 286 FW $62 224 Consider Riverside (Pub) Dock expansion or alternate OC dock/storage Fund Transfer FW to Club 53 gst Club to FW 0 Current Accounts Payable 1000 to fix the third DB Future Accounts Payable Canoe Dock 500 – gravel, pole caps, cleats DB repairs 1000 + Current Accounts Receivable Storage for 3 private boats 440 Future Accounts Receivable GST $7667.00 refund as of DEC 2014. OC 6 is not recorded as an expense on the DEC Profit and Loss books. It is recorded as a Capital Asset and expensed over its life divided over the next 10 years. . $10 645 PO Box 1098, Fort Langley, BC V1M 2S4
fortlangleycanoeclub.ca
10