Board of Director Meeting
June 30
Rescheduled – July 2, 2024
Y’s Men Club
Call To Order: Larry Dyer, Vice President
John Carson approved agenda
Quorum Met: 3 Executive; 3 Directors plus 16 members
Davesports Promotion: Larry Dyer, VP
Larry advised that Davesports Center had sent a letter to our club to recognize the efforts of the clubs and its volunteers. As an appreciation, they are providing 10% discount to each club. Donna read the formal letter.
Scott Edwards got Davesports Center stickers and put them on random chairs and those were the members who received the offer. Scott will take the members contact information to Davesports.
Minutes of last meeting: Donna Carson
Donna read and submitted the MAY 28, 2024 minutes for approval; Patty Edwards seconded. Motion carried.
Old Business Items:
June Executive/Director initial by-law review held on June 19, 2024
Executive and Directors met on June 19th to begin the annual review of our club’s bylaws. The first priority was to review and determine the go forward strategy for the Vendor Management, Face Book administration and Trail Co-ordinator positions.
THE RECOMMENDED GO FORWARD STATEGY AS OUTLINED BELOW:
Go forward Vendor Management – in September, this position will be re-named as Vendor Manager and will be added as a Director to the Board of Directors with voting privileges. This position will be a three (3) year term to ensure sustainability and continuity with our vendor network.
ARTICLE 7.a: DUTIES/ROLES of VENDOR MANAGEMENT DIRECTOR – 3 year term
establish on-going relationship with QuadNB federation trail pass contacts
establish, train, manage and support relationship with club vendors through consistent and timely communications, both verbal and on site
expand vendor network where appropriate
provide detailed monthly reporting on vendor and Service New Brunswick trail pass sale results
manage, distribute and track trail pass inventory
monitor and recommend trail pass vendor sale process improvements
submit trail pass revenue to Treasurer for processing
provide QuadNB federation office reporting requirements, monthly and/or annually
We voted this evening on the new incumbent under New Business.
Go forward Trail Management – In September, this position will be re-named as Trail Manager and will be added as a Director to the Board of Directors with voting privileges. This position will be a two (2) year term and will be overseeing a network of Trail Coordinators.
The new Trail Manager will divide our trails into sectors and have Trail Coordinators oversee each sector and report any repairs; maintenance, grooming or other needs to their sector directly to the incumbent. Basically keeping eyes on each area of our trail system. The Trail Manager will decide priorities, budget and coordinate execution with contractors.
Larry Dyer, VP as head of nomination committee will be reaching out to membership to identify candidates interested for this position. Candidates will be presented and voted on at our regular July meeting. Kendall McLean is offering to be a candidate for this position.
Go forward Face Book Administrator – In September, this position will be moved back to the Treasurer’s position.
NOTE: Street access update – The Board agreed to have Don Calhoun as the Lead, along with Scott Edwards to act as our club’s Communicator/Negotiator
between our club and the Town of Woodstock regarding street access.
Treasurer Report: Wade McLellan, Treasurer
Financial Report – Wade submitted and Scott seconded for approval of both the Chequing and Savings report. Motion Carried.
Motion was made by Linda and seconded by Calvin to send $500 financial support to the Woodstock Food Bank. Motion Carried. (+ over 100 lbs of dry food)
Motion was made by Linda and seconded by Patty to send $200 to the Pembroke and Benton Rec Councils. Motion Carried.
Wade will take care of delivering the financial support to individual parties.
Trail Permit Sale Report: Linda McHatten, Vendor Co-ordinator
Linda gave the monthly status report on the YTD trail permit sales from SNB and vendor locations. Past month, 91 passes sold with a YTD totalling 413.
Facebook Report: Linda McHatten, FaceBook Co-ordinator
Linda reported that we continue to grow with currently 1292 followers.
Trail Report: Brian McHatten, Trail Coordinator
Trail 5001 – Culvert has been installed at the crossing at Route 501-560 trail. Also, the stumps (26 loads of gravel) and one washout between Lindsay and Route 560 has been completed. Cost was $5,554.50.
Trail 23 – Grading from Debec out to the end of the Hodgson Road by the highway has been completed. Invoice pending.
Pending is a wet hole on Scott Siding and wet hole in Canterbury.
In corporation with our club, Woodstock Trail Makers and the Town of Woodstock gravel was hauled and spread between 4-lane highway and JT Sports. Our club shared the cost of the gravel with Woodstock Trail Makers and the Town hauled it and graded it. There is also talk that potentially they go done on the lower end of town where the sewer system is located and do the same job out to the trail.
Justin Wort has purchased a large grader and when ready he will be able to handle anything we need and is local.
Committee Report: Donna Carson, Secretary
June 15th Annual Rally:
Sunday School $1,300.00
Rec Council BBQ 700.00
Porker Hand 50/50 347.00
Debec Store incremental 2,000.00
Community $ Impact $4,347.00
Donna will contact Lora from Russell’s to see what incremental sales resulted at the day of the rally.
Correspondence: Donna Carson, Secretary FEDERATION: Forest Ban in New Brunswick
SHRINERS: Bob Stokes: QuadNB supported the Luxor Shriners with ticket sales and promotion to help raise funds for the transportation of children to Shriners Hospital in Montreal and the Shriners Hospital for burns in Boston. The respective ATV Clubs sold many tickets to support Shriners, in addition to the Shrine Clubs in New Brunswick. Personally, I would like to thank QuadNB for their support of these projects to help our children with orthopaedic and burn injuries. Very much appreciated. Winners announced Saturday, June 8 – UTV: Cory Brake; pendant: Noble Joel MacDonald
FEDERATION: Jaques Oulette, Development Coordinator: I am writing to you to inform you that I have successfully passed my WAWA Certification exam. The good part of this certification is that a fair number of projects will fall under my certification, meaning I should receive the WAWA permits after a 5 day delay if I have all the material. Being certified WAWA comes with high responsibilities and accountability. If I apply for the permit, the clubs will not have the choice to have me supervise their projects/job near a watercourse or wetland (before, during and after). If a club decides to go over me, they will have to be held accountable and we might put together an agreement to sign if need to be. As a representative of QuadNB, we cannot accept that the clubs put us at risk. The minimum fine is $15 000 and I could loose my certification. I should be called for an inspection after the works (if I’m not there) even before calling Environment for an inspection. I am confident that this new tool will be extremely beneficial for the clubs and hopefully, we will be able to show the land owners that we can move fast to fix the problems without too long delays. Since I have many applications pending because I wanted to wait to get my certification, I will give priority to the clubs who have emergencies, have the proper funding to get the job done and have signed agreements with the landowners.
New Business: Larry Dyer, VP
Skedaddle Ridge night run on August 10, 2024. There is no fee and is for 203 hours. A BBQ will be provided. It is suggested that maybe this event could be our combined 25th anniversary event. Last year they had about 43 units attend. Will discuss again at our July 30th meeting.
Larry discussed that we are looking for candidates for the Trail Manager’s position and Kendall McLean offered his name for the position. All other interested candidates can reach out to Larry Dyer. The election for this position will take place on July 30, 2024.
Linda advised that the Y’s Men Club is looking for canteen volunteers; contact person is Ivan at 506-325-8901. First date is July 13th and then certainly for Old Home Week.
Discussion took place on the interest of participating in the Woodstock Old Home parade. Don will check in with the Town in terms of ATV regulations.
Debec Days is being held on September 6 – 8. Parade will be on Saturday at 11:00 and welcome all members to participate.
Vendor Management Election: after three calls for other nominations, Patty Edwards became the new Vendor Manager through accumulation. Linda will begin to train Patty between now and September.
Next Meeting: July30, 2024 – Y’s Men Club; 7:00pm
Adjourn Meeting: Calvin