Minutes of
the 2007
Annual
General Meeting
November
25, 2007
Fairbanks Centre, Dartmouth
Present: Simon Myatt Suzanne Lamb Cathy Dunbar Peter Mushkat
Ed Rushton Bob White Ike Whitehead Friedemann Brauer
Terry Tomlin Rob Klue Ron L’Esperance Eric Weaver
Ryan Lindh Al Heubach Tom Lamb Ryan Boudreau
Cynthia Fry Mark Beaver Randy Gray Jennifer Adams
Heather Morash Peter Morash Terry Walker Mary Walker
Cecilia Beazley Paul Goodyear Mark Collins Tim Lutzac
Thomas Beazley Kaarin Tae
1. Call to Order
The meeting was called to order at 1:00 pm.
Quorum was established.
2. Approval of Agenda
Motion: Simon
noted an error in the agenda. Item 5(i)
should be VP MTB, not VP Road and Track.
The agenda was approved after this correction.
3. Approval of Minutes from the 2006 AGM
Motion: Bob White made a motion that the 2006 AGM minutes be accepted as written. Seconded by Cynthia Fry. The motion was passed.
4. 2007 Annual Reports
Treasurer’s Report:
Cathy Dunbar
A written report is
included in the Annual General Meeting Booklet. Cathy noted that the financial statements have not been audited
yet.
Summary and Discussion:
1. BNS had revenue of $66,461.62 in the year ending September 30, 2007, and spent $53,235.05 on regular operations during the year (including a $4,000 accrual for the 2009 Canada Games), resulting in a surplus on regular operations of $13,226.57. Outside of regular operations, there were net expenses of $7,328.99 for the Canada Games Team. The surplus for the year was $5,897.58.
2. The 2006/07 surplus increased BNS’s overall surplus, from $46,192.47 in 2006 to $54,419.89 at the end of the fiscal year in 2007.
3. Cathy noted that approximately $4,400 is still to be paid to the CCA this year, and is accounted for in the 2006/07 financial statements.
4. One Event memberships were tracked this year. Most of the revenue from One Event memberships goes directly to the CCA, and BNS does not gain financially from One Event Memberships.
5. An accrual of $4,000 for the 2009 Canada Games year has been included in this year’s financial results.
6. There were no athlete development grants given out in 2006/07. The Athlete Development Committee did not establish any criteria for grants for 2007, and no applications were received, nor grants awarded.
VP Road and
Track: Terry Tomlin
A written report is included in the Annual General Meeting Booklet.
Summary and Discussion:
Terry outlined the three goals that were set before the 2007 season:
Goal # 1 - Recruitment of new commissaires and maintaining existing officials.
Goal # 2 - A schedule with road races evenly distributed through the season.
Goal # 3 - To address points and eligibility issues within the Road Points Series.
Goal #1 was achieved by offering a commissaires course in April 2007, which coincided with the AMP Supercrit race. This race was used as the practical part of the commissaires course. A springtime commissaires course is also planned for 2008.
Goal #2 was realized by a timely schedule of races beginning with the AMP Supercrit in late April and culminating with the Wentworth Road Race in late September.
Goal #3 was accomplished by modifying the eligibility of those who can earn points at races and by switching the series to a “best of” instead of a “100%” based qualification.
Primary goals for 2008 include examining a change from strictly age based race categories to ability based race categories, increasing awareness of road and track among the current youth aged MTB membership, encouraging youth programs which may bring other youth to the race scene, elevating the status of one or more events by partnering with organizers with an interest in hosting “marquee” events and to continue to build on the successes achieved in the 2007 season.
VP, Mountain Bike: Ed Rushton
A written report is included in the Annual General Meeting Booklet.
Summary and Discussion:
1. Ed thanked all of the volunteers, organizers and commissaires who worked on mountain bike events this season.
2. Participation at BNS MTB races was at similar levels as last year. Ed discussed the decline in mountain bike race participation over the last few years, which is worldwide, but which has stabilized at current levels. He noted the popularity of Downhill racing and that it continues to grow. BNS should recognize and embrace the growth of Downhill and Ed noted the parallels with the growth of MTB in the 1990’s. The shift toward younger racers and masters age racers in BNS MTB XC races continued this year, with low turnouts in the 18-29 age range.
3. MTB needs more commissaires and it is imperative BNS makes a serious effort next season to recruit and train new commissaires. Kevin MacCuish will be teaching a commissaires course in the winter of 2008.
4. Ed noted the difficulties accessing information relating to MTB policies, rules and past practices (corporate memory). He suggested that BNS organize its policies, rules, documents and records for easier reference when needed.
VP, Touring and Transportation: Bob White
A written report is included in the Annual General Meeting Booklet.
Discussion:
1. Bob
discussed the mission of this sector which is to:
(a) unite all cyclists across NS,
(b) promote safe cycling, and
(c) increase touring in NS.
2. Forty-six “special reps” have been recruited throughout the province. These recruits are advocates of cycling and have helped to increase the profile of BNS this year.
3. Bob has taken the CanBike course and hopes that he and some of the “special reps” will become CanBike instructors. As well, he plans to work with HRM to establish a BNS CanBike course for cycling offenders in lieu of paying a $125.00 fine. Bob would also like to see training courses for Sprockids/peers n gears.
4. Bob has been very active in both leading tours throughout NS and fielding inquiries. He co-organized the Nova Scotia 2007 Cycling Summit, he promoted BNS with a touring demonstration at the Halifax Forum during NS Bike Week, he sits on many committees throughout NS and has also started a successful cycling group for the over 40 set called the Halifax Ramblers.
5. Bob attended the first meeting of the Halifax Cycling Coalition in mid-November. The group has been formed to advocate for the improvement of cycling conditions in Halifax. There was a high degree of interest in this initiative, and the meeting was very well attended.
Bob noted that there are 161,000 bicycles in Nova Scotia. Of all these bikes, there are perhaps 200 owners who race competitively, and another 500 who are members of touring clubs. Therefore, there are 160,000 other bike owners who could be interested in cycling programs.
Goals for 2008 include developing bikeways throughout Nova Scotia, obtaining private funding for program and educational development, expanding the “Ramblers” cycling group, and exploring the design and marketing of a cycling shirt with the BNS logo, which would be sold throughout Nova Scotia. The Provincial government has funded a $6,000 project, entitled Nova Scotia Bikeways: Infrastructure and Mapping. The project will study existing cycling infrastructure and initiatives in the province, establish and map selected bike routes and make recommendations for moving forward. A second phase of the bikeways project is also planned.
VP, Education & Advocacy: Friedemann Brauer
A written report is included in the Annual General Meeting Booklet.
Summary and Discussion:
1. Halifax Regional Municipality
Friedemann discussed the HRM bike plan and the road improvements and upgrades that have been completed thus far (St. Margaret’s Bay Road, Bedford Highway). BNS is represented on the HRM Active Transportation Committee (formerly the HRM Bikeways Advisory Committee). Friedemann hopes that the renamed committee may have a greater influence on HRM Council than the HRM Bikeways Advisory Committee.
He stressed that cyclists need to make their voices heard and gave the number for the HRM Corporate Call Centre (490-4000). People may also email contacthrm@halifax.ca with maintenance requests. Follow-ups are often needed. If people need a contact person regarding items such as “Share the Road” signs or replacing parallel sewer grates, Roddy MacIntyre, macintr@halifax,ca is the contact.
2. Province of Nova Scotia
BNS is represented on the provincial Vulnerable Road Users Committee (which includes pedestrians, cyclists and motorcyclists). A policy for “Share the Road” signs on provincial roads was adopted by the province this spring. Requests for signs need to come from cycling clubs or organizations and include documentation that the route is frequented by cyclists. The requests (signs WC-47/WC-47S) need to be directed to the local District Area Manager of Transportation and Public Works, and refer to TPW policy PO1024.
3. Initiatives
The second annual cycling summit was held in Eureka, Pictou County last spring. The highlight of the summit was the keynote speaker, Marc Panneton, who presented an overview of the Route Verte 4000 km linked trail system in Quebec. The summit participants were inspired to have a comparable trail system in NS. BNS has been entrusted with leading the development of a bike route plan for the province. A detailed proposal was negotiated with consultants from Eastwind Cycle and funding for the first phase of this project has been obtained. The first phase is expected to be finished by the end of the winter.
Coaching – Canada Games: Simon for Andrew Feenstra
Simon advised that Andrew’s written report was included in the Annual General Meeting Booklet.
Summary of report:
1. The 2009 Canada Games Core Team is doing well and all activities are well attended. Due to the high attendance and age ranges of the youth, the core team will be split into 2009 candidates and 2013 candidates based on age eligibility.
There will be two significant changes in the Canada Games technical packages. They are:
- ages for eligibility will be the same for both men and women (U23)
- there will be no limitations or exclusions on current or past events, other than the athlete having signed a pro contract.
2. Support 4 Sport (S4S) is a new funding program developed by Sport NS and the NS Gaming Corporation last summer. BNS now applies for funding for various programs through S4S. The money allotment has doubled as a result of this new funding program and BNS has completed at least four applications for funding under the new system.
3. A full time coaching position was funded on a trial basis in 2007 through the Canadian Sport Centre Atlantic and Support 4 Sport. BNS covered the expenses of the coach for the 2007 season. BNS has decided not to continue the full time coaching position and has declined the S4S funding for a three year extension.
4. Nova Scotia needs more community coaches and BNS will continue to offer coaching courses in hopes of increasing the numbers of active coaches.
5. The Atlantic Cycling Centre (ACC) has proved invaluable to BNS for Athlete Development. BNS has an excellent relationship with the Atlantic Cycling Centre. The facilities are widely used for camps and clinics. The ACC completed construction of a BMX track in 2007. It is the only UCI BMX track east of Montreal.
Road Commissaires Report: Peter Mushkat
A written report is included in the Annual General Meeting Booklet.
Summary and Discussion:
1. 2007 was a good year for road racing and road commissaires. Significant progress was made in attracting new commissaires, and in obtaining equipment to help with race results.
2. In the spring of 2007 a Level 1 Road Commissaires course was held and well attended. There is now a relatively large pool of officials to draw from, but not enough Chief Commissaires. This situation will improve as our new commissaires gain experience. A notable improvement is that with the additional commissaires, the goal of having one commissaire for each group of riders on the course and one at the Start/Finish was achieved at all races in 2007.
3. In 2007, BNS acquired a high-speed digital video camera that was streamed to a laptop computer. The combination of larger numbers and frame numbers with video technology reduced the amount of “reconstruction” necessary in the past. Proper positioning of numbers is very important.
4. Race results based on the computer results are forwarded to the BNS website generally within 24 hours after the race. The finish order and times for the top three riders are confirmed in time for the awards ceremonies at races, and the remaining finish order is finalized and made available within 24 hours.
5. The group intends to build on the successes of 2007. There is a still a need to attract additional commissaires and to encourage our current commissaires to maintain their interest and develop their skills. A commissaires course is planned to coincide with the AMP race in 2008.
President’s
Report: Simon Myatt
A written report is included in the Annual General Meeting Booklet.
Summary and Discussion:
In the winter of 2007, BNS completed planning sessions to re-establish goals and our vision for the future. This coincided with the previous BNS Quadrennial Plan and results from the planning sessions were very similar to it. The need for volunteer recruitment, general membership increases, youth recruitment and BMX development were noted as goals when the Quadrennial Plan was initiated in 2004, and continue to be re-stated as goals for 2007 and beyond.
There has been substantial progress made with youth recruitment in the XC discipline in 2007.
Much effort has been made at the Club level to introduce and maintain several local Short Track Racing Series. Having more Short Track races has increased the U17, U15 and U13 entry lists in the BNS race series.
BMX continues to be a challenge that BNS has not been able to meet. The BNS Board of Directors is looking for a VP BMX candidate and plans to advertise for this position on the website.
The General Membership is strong, especially at the Club level, with a number of very active clubs.
The liability insurance requirement for inviting new riders to try out a club ride makes it difficult to attract new riders. BNS is looking at the insurance issue for non-racing members, but it is a challenging issue.
Volunteer recruitment continues to be a large challenge for BNS, but Club activity is increasing and especially grassroots development at the Club level is on the increase.
Simon noted that some questions have arisen in respect to funding from the provincial government through the Department of Health Promotion and Protection. There have been some preliminary discussions on obtaining funding for the touring side of BNS through government sources. Simon advised that if it happened, such funding would be a net benefit to cycling, and would not detract from the total funding for cycling from the province. Ike provided some further information on the current funding situation for BNS, by which it is funded as a recreational sport organization, but also has access to competitive sport funding programs (TSP, S4S).
Appreciation was expressed to all of the BNS volunteers, Board of Directors and otherwise, as well as to the two BNS Board members, Suzanne Lamb and Ed Rushton, who are stepping down this year and to Ryan Boudreau, Chief Mountain Biking Commissaire, who is also stepping down this year.
Simon made a motion to adopt all of the sector reports. Peter seconded. The motion passed.
5. Election of Board of Directors Positions
i. Positions Available for 2008-2009 (Two year terms):
- Secretary
- VP Mountain Bike
- VP BMX
- Athlete Development & Coaching Coordinator
- Events Coordinator
- VP Education and Advocacy
ii. Nominating committee report
The following people agreed to let their names stand for nominations for Board positions:
Secretary: Jennifer Adams
VP MTB: Randy Gray
Athlete Development and
Coaching Coordinator: Mark Collins
VP Education and Advocacy: Friedemann Brauer (reoffered)
Events Coordinator: Rob Klue (reoffered)
The following position remains open: VP BMX
iii. Other Nominations
Simon called for other nominations three times each for each position. There were no other nominations for the Board positions.
iv. Vote By the Members
Simon made a motion that that all nominations for Board positions be accepted. The members agreed. Motion was passed. The following Board positions were filled by acclamation:
VP Education and Advocacy: Friedemann Brauer
Events Coordinator: Rob Klue
Secretary: Jennifer Adams
VP MTB: Randy Gray
Athlete Development and
Coaching Coordinator: Mark Collins
6. Other Business
BNS Website
Ryan updated the meeting on the BNS website. He offered to have more local cycling news and content posted. Should people have interesting items, they should feel free to email webmaster@bicycle.ns.ca and he will put them on the site. The website is currently using about half of its allotted space and there is plenty of room on the server for additional content.
In response to a question on website traffic, Ryan advised that we have not been tracking it to date. Members expressed their opinion that the website is very good and looks very professional.
MTB Committee
Randy discussed the structure of the MTB committee. As Downhill is becoming so popular, he feels there should be a DH representative on the committee. Ryan Lindh expressed interest in being the Downhill representative. There was general agreement for this. (Ike noted that in order to formally amend the By-laws to include a new position on the MTB committee, 45 days notice must be given prior to the next annual general meeting.)
Athlete Representatives on the Road and MTB Committees
A discussion was held as to the Male and Female Athlete Representatives on the Road and MTB committees. These positions are elected annually at the AGM (Section 5(f) of the By-laws) and therefore nominations for candidates were held at this time. Kaarin Tae and Al Heubach agreed to let their names stand for nominations as Athlete Representatives on the Road Committee. There were no nominations for the MTB Committee Representatives at this time. Representatives may be appointed at a MTB committee meeting in 2008.
Simon called for other nominations. There were no other nominations for the Road Committee Athlete Representative positions.
The following Road and Track Committee positions were filled by acclamation:
Male Athlete Representative: Al Heubach
Female Athlete Representative: Kaarin Tae
7. Adjournment
The meeting was adjourned at 2:25 pm.
Respectively submitted by:
Suzanne Lamb