Board of Director Meeting
MARCH 26, 2024
Y’s Men Club
Call To Order: Dwayne, President
Larry approved agenda
Quorum Met: 3 Executive; 1 Director plus 27 members
Minutes of last meeting: Donna Carson
Donna read and submitted the November 28, 2023 minutes for approval; Wade approved and Brian seconded. Motion carried.
Old Business Items:
AGM – Saturday April 27 & Sunday April 28, 2024; Crowne Plaza Hotel, Moncton. Glenn Martin and Kendall McLean as our delegates and Terry Flowers attending as a third representative as an Observer.
Seasonal Donations: It was decided to hold off on any further 2023 financial donations until Spring 2024 so it is open for suggestions.
Club activity to celebrate QuadNB 25th Anniversary between Dec. 10, 2023 & December 2024. Possibility will be coordinating with our Annual Rally.
Treasurer Report: Wade McLellan, Treasurer
Financial Report – Wade submitted and Brian seconded for approval of both the Chequing and Savings report. Motion Carried.
Current expenses: Wade reported this month expenses were for Linda and Dwayne for mileage and Donna for supplies. Wade made a motion and seconded by Brian to pay these expenses of $1,012.83 in total. Motion carried.
Trail Permit Sale Report: Linda McHatten, Vendor Co-ordinator
Linda reported she visited all 9 vendors on March 20 and ensured they all had 2024 passes. She also gave the monthly status report on the YTD trail permit sales that came through each Vendor and SNB locations. Year-to-date 2024 trail passes sold was 102 sold.
Linda advised that TC Trailer would like to become a new vendor for our club. Linda made the motion and John seconded to move forward with this partnership. Donna will update our and the Federation websites. Linda will publish on FB and get them set-up. Motion carried.
Also, a vendor has asked for an additional ‘Trail Pass Sold Here’ sign for their location. Linda made a motion and seconded by Kendall to order 4 more signs which will take care of TC Trailer and Petro Canada, providing 2 extra. Motion carried.
Linda also advised that she would be stepping down from the Vendor Coordinator position the end of September 2024. This position will be discussed at the June Executive by-law review.
Facebook Report: Linda McHatten, FaceBook Co-ordinator
Linda reported that we continue to grow with currently 1197 followers.
Trail Report: Brian McHatten, Trail Coordinator
Trail 5000
Brian received a trial complaint from a resident in Pembroke regarding water running off trail down in her driveway. Brian has been in contact with the resident and will access the problem and fix it after trail opens on April 16.
Trail 5001
– The crossing at Route 560 in Deervllle has been purchased by new owners and they are not happy with ATV traffic parking on their property, which entails about 30 feet. Brian has contacted DOT who has in turn sent him an application for a permit for installation of a culvert that should fix the problem. If approved, work can start after May 1. Brian will also post as a ‘no parking’ zone. More info to come on this situation.
Committee Report: Donna Carson, Secretary
June 15th Annual Rally
Donna reported that the Debec Sunday School will host the breakfast again this year and the Rec Council will take care of the BBQ. Only request from the Rec Council is they would like to have the BBQ again at the Benton park. Greg Williams, Fire Chief advised that he will work as a volunteer with the Rec Council to put on the Poker Hand.
A core committee was formed to begin planning for this event. Donna will create the 2024 project log and core committee will have a planning session before next meeting. Major elements we need to work on are: Marketing; Corporate Sponsors; Prizes; Trail, Registration; hopefully ticket raffle and working with partners for breakfast; bbq; ticket raffle. Members to join the core committee with Donna are: Larry, Kendall, Wade and Lori Anderson.
Linda will post the date on FB and Donna will arrange to get our and Federation web sites updated as well.
Fall Fun Rally Sponsorship
Dwayne reported that Corey Rec Center approached him to see if they could sponsor a rally with our club. They will supply all food and prizes but would need our club to manage the trail and volunteers ie bbq. The initial thought is to have Corey Rec join for our ‘Fall Fun Run’. All registration fees come back to the club. This would take our ‘Fall Fun Run’ to another level. Brian made a motion and seconded by Wayne Flowers to move forward with this partnership for a fall event. More details coming. Motion carried.
Correspondence: Donna Carson, Secretary
Federation Office:
Mar 23/24 – Reciprocal Agreements NS; PEI; Ontario – contract has expired, however QUADNB has agreed to continue to recognize visitor permits. Will be discussed at the AGM.
Feb 21/24 – ensuring federation map is current in terms of signifying whether trails
are supposed to be open or closed. Dwayne investigating Route 5004 – it was identified that this is a trail of ours and Vance showed it as red being closed. The trail will be checked out with our trail committee. Apparently this was a Crabbe Lumber partnership which takes us to the Eel River Falls (Benton area).
Jan 19/24 – received new QUAD 25th anniversary logo to be used going forward
Dec 23/23 – follow-up to AGM notice and copy of QUAD by-laws
New Business: Dwayne Atherton
Re-visit Woodstock Street access – Dwayne is setting up a meeting with he and Vance with Tobi Perry from the Town to continue further discussion for option street access.
2024 Election of Directors – 2-year term; 3 Director positions open;
The announcement was made during this meeting and anyone interested needs to advise Donna. Ballots will be created for voting at April 30th monthly meeting. Currently we have 5 nominees.
Proposed election voter process to validate club membership – we will have access to the federation database and any voter can be validated. We will try this process with the upcoming Director election. In the event a member recently purchased a trail pass and not yet in the database, we will have a list of those members to cross reference, or the member can bring their pink slip to the meeting.
Discussion on 2024 Associate Membership cards. We will provide an Associate laminated card.
2024 Marketing Plan – River Valley Sun – Donna reached out to Theresa Blackburn to determine budget required if we went status quo to 2023. Donna made a motion and seconded by Donnie for a $500 budget to create a 2024 club-advertising plan with the River Valley Sun. Motion carried.
Bob Stokes – Regional meeting is being planned to create synergy within our region such as a joint night run; QuadNB 25th anniversary celebration; who is doing what, etc.
QuadNB was approached to support the Shiners ATV raffle and to sell tickets at $50/ticket to be drawn on June 8th. Shiners support children in our area. There is the intent that $10 is a commission for each ticket sold, however QuadNB said they will not take any commission.
Next Meeting: April 30, 2024 – Y’s Men Club; 7:00pm
Adjourn Meeting: Jeremy