Minutes of the Annual General Meeting
Held on 16th May 2012 at: Casa Grecque Restaurant, 13,081 Gouin Blvd. W., Pierrefonds, QC
Present: See listing of attendees, totalling 31, following.
The meeting was called to order at 8:30 pm, by President Gordon Cohen, who thanked everyone for coming out and also thanked all of the directors, coordinators and volunteer members for their efforts in sustaining the club throughout the last season. Special thanks to retiring Board members: our Secretary Norm Horner, and Director Jean-Pierre Campeau, responsible for Ski de fond Québec / RSFL affairs as well as translator for club communications.
In preparation for this AGM, a 19 page Information Package had been made available to members on our Viking website. This package includes the agenda, the minutes of the previous AGM (held on 18th May 2011), financial data for the year ending 30th April 2012 and reports from the various Board Directors and Co-ordinators. Also included are club data regarding membership numbers and program participation.
President’s Comments and open discussion
Gordon mentioned that family program member Pascal Beaudoin as well as new member Brent McCosker had offered to serve on the Board; with exact roles yet to be defined.
Regarding club membership, Gordon said that although we enjoyed some 42 new members this
past season, there was a corresponding number of “lost members” which resulted in a net drop in club membership of 27. It was suggested that this could be due in part to “non-skiing parents” of families that enrol their children initially, but beyond a certain age, the children’s interest is distracted to otherpursuits and that that family is effectively “lost” to the club. In the same vein, these type of noninvolvedparents are perhaps discouraged about having to pay club membership fees in addition to the family program fees. Benita added that in a survey of typical family ski programs that she examined, the conclusion was that Viking’s fees were, by comparison, not unreasonable.
The effectiveness of the $1k spent on advertising in the past couple of years is difficult to
quantify, it being suspected that most new members find out about the club by friends/family word of mouth rather than through printed media advertising.
Jerry mentioned that their introduction of biathlon in schools will serve as a new exposure route for the club. Also, Jerry said that with the increased popularity of skate skiing with the younger set, the Viking Racing Trail network should be upgraded to better attract this type of member.
Kristin added that working for the Norwegian Consulate, she has the opportunity to meet new
Norwegian residents and, if she is provided with Viking promotional information, will gladly hand it
on.
The discussion was concluded by Brent suggesting that we form a sub-committee to examine
the question of membership.
1. Approval of the Agenda
As distributed and presented in the Information Package was approved.
2. Approval of the Minutes of Meeting of the 2011 AGM
As distributed and presented in the Information Package was approved.
3. Reports of Directors
These were distributed and presented in the Information Package.
4. Financial Statements for the year ending 30th April 2012
Our Treasurer, Paul Lord, had set forth the Assets/Liabilities and Revenue/Expenses reports for 2011 to 2012 on pages 9 & 10 of the Information Package previously made available to the membership. Despite the membership drop, previously discussed, the club appears to be in sound financial shape with some $18k currently in the Viking account.
It was explained that the difference in the Track setting expenses from 2011 to 2012 was accounted for by the purchase in 2011 of some $10k worth of track setting hardware accessories.
Inasmuch there were no objections, the statements were deemed to have been accepted.
5. Elect auditor for the year 2012 – 2013
Gordon proposed Erik Vikander to be our auditor, and was accepted.
6. New Business
Gordon mentioned that the club’s bylaws are in need of some review/updating and that a subcommittee comprising himself, Erik and Richard would undertake to do this. If the board approves these changes they would go into effect immediately. They would be submitted to the next AGM, and upon approval would become permanent.
7. Election/nomination of Directors to the Board – year 2012/2013
Gordon proposed the following who had agreed to serve on the Board:
Present: See listing of attendees, totalling 31, following.
The meeting was called to order at 8:30 pm, by President Gordon Cohen, who thanked everyone for coming out and also thanked all of the directors, coordinators and volunteer members for their efforts in sustaining the club throughout the last season. Special thanks to retiring Board members: our Secretary Norm Horner, and Director Jean-Pierre Campeau, responsible for Ski de fond Québec / RSFL affairs as well as translator for club communications.
In preparation for this AGM, a 19 page Information Package had been made available to members on our Viking website. This package includes the agenda, the minutes of the previous AGM (held on 18th May 2011), financial data for the year ending 30th April 2012 and reports from the various Board Directors and Co-ordinators. Also included are club data regarding membership numbers and program participation.
President’s Comments and open discussion
Gordon mentioned that family program member Pascal Beaudoin as well as new member Brent McCosker had offered to serve on the Board; with exact roles yet to be defined.
Regarding club membership, Gordon said that although we enjoyed some 42 new members this
past season, there was a corresponding number of “lost members” which resulted in a net drop in club membership of 27. It was suggested that this could be due in part to “non-skiing parents” of families that enrol their children initially, but beyond a certain age, the children’s interest is distracted to otherpursuits and that that family is effectively “lost” to the club. In the same vein, these type of noninvolvedparents are perhaps discouraged about having to pay club membership fees in addition to the family program fees. Benita added that in a survey of typical family ski programs that she examined, the conclusion was that Viking’s fees were, by comparison, not unreasonable.
The effectiveness of the $1k spent on advertising in the past couple of years is difficult to
quantify, it being suspected that most new members find out about the club by friends/family word of mouth rather than through printed media advertising.
Jerry mentioned that their introduction of biathlon in schools will serve as a new exposure route for the club. Also, Jerry said that with the increased popularity of skate skiing with the younger set, the Viking Racing Trail network should be upgraded to better attract this type of member.
Kristin added that working for the Norwegian Consulate, she has the opportunity to meet new
Norwegian residents and, if she is provided with Viking promotional information, will gladly hand it
on.
The discussion was concluded by Brent suggesting that we form a sub-committee to examine
the question of membership.
1. Approval of the Agenda
As distributed and presented in the Information Package was approved.
2. Approval of the Minutes of Meeting of the 2011 AGM
As distributed and presented in the Information Package was approved.
3. Reports of Directors
These were distributed and presented in the Information Package.
4. Financial Statements for the year ending 30th April 2012
Our Treasurer, Paul Lord, had set forth the Assets/Liabilities and Revenue/Expenses reports for 2011 to 2012 on pages 9 & 10 of the Information Package previously made available to the membership. Despite the membership drop, previously discussed, the club appears to be in sound financial shape with some $18k currently in the Viking account.
It was explained that the difference in the Track setting expenses from 2011 to 2012 was accounted for by the purchase in 2011 of some $10k worth of track setting hardware accessories.
Inasmuch there were no objections, the statements were deemed to have been accepted.
5. Elect auditor for the year 2012 – 2013
Gordon proposed Erik Vikander to be our auditor, and was accepted.
6. New Business
Gordon mentioned that the club’s bylaws are in need of some review/updating and that a subcommittee comprising himself, Erik and Richard would undertake to do this. If the board approves these changes they would go into effect immediately. They would be submitted to the next AGM, and upon approval would become permanent.
7. Election/nomination of Directors to the Board – year 2012/2013
Gordon proposed the following who had agreed to serve on the Board:
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Pascal Beaudoin
Brent McCosker Gordon Cohen Richard L’Heureux Paul Lord |
Benita Stoyel
Jerry Drouin Jean-Pierre Girard Doug Bowes-Lyon Derek Wills |
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There being no objections or other nomination suggestions from the floor, this proposed Board was accepted by acclamation. Following an open discussion on the club’s “mix of communications”, with a somewhat confused transition from printed to virtual media; Brent came forward and offered to take over as a “media co-ordinator” for the club. The AGM was formally adjourned at 10:00 pm |
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Biathlon Report for 2011- 2012 season
By Director Jerry Drouin & Co-ordinator Elisa Rietzschel
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In the spring of 2011 we were advised that the MRC grant had come through. We would be awarded a maximum of $5,000 on the condition that we match that amount. The club does not have that kind of instant resource so……
The Viking Autumn Run event was reinstated on 5th November 2011. It is now called the Viking Trail Challenge. We are happy to report that 46 runners took part in this race, and the club made a profit of $1,200. The club funds matched the rest of the amount. With the total of $10,000 we bought 7 targets, 2 brand new air rifles, 2 carrying cases, an air pump, a sighting scope, 7 target stands, paper targets, and maintenance supplies for the rifles. We received 2 free used rifles from ACBQ Federation for the club to use. Elisa and I bought 3 used air rifles from Edmonton, as this was a onetime deal (virtually never happens); we lend these to the club for free. This brings us to a total of 9 air rifles available for club use. A wooden bridge was built over a stream by Pierre Descombes to give us access to the new shooting range area. The Bears and Adult programs were moved to this new permanent shooting range area which is protected from the wind and cold. The pond area was too cold and the rifles tended to freeze up. The range is equipped with a temporary shelter affectionately called “The Spa”, and a spectator’s bench was also added. This year registrations were lower. We sent out a survey, asking about course quality, safety, element of fun etc. All came back positive, so we assume it might be cost, conflict of schedules, or lack of exposure. |
Two adult biathlon participants participated in a Coupe Quebec race in Chelsea and proved a great experience for the athletes.
On the last day of the program a friendly race was organized for the participants, with all the official procedures being respected which included start box, equipment certifications, zeroing, bibs, 30-second starts as well as official recording of splits and shootings results. Naturally this would not have been possible without all the volunteer parents and the organization of this event by the biathlon coach Danica Drouin. On afternoon of the same day, we held a biathlon demo clinic, open to Viking members only. In March we held our first school demo course in which 32 Grade 12 students participated. Fun was had by all. They really enjoyed their afternoon of biathlon. We charge for these courses, which gives us the possibility to cover the costs of some expenses incurred by the program. |
Winter Camping Closes Challenge's Ski Season
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The Challenge Xtreme Team concluded an excellent season of skiing with a fun weekend of winter camping on March 11-12. Led by coach Rick Nesbitt, they scouted out a dry and sunny spot on higher land just off of the Crown South. The group enjoyed superb conditions for a weekend of skiing and camping. The weather could not have been better; as one participant put it: "We went to sleep on a comfortable winter night and awoke to spring."
Camping was just one of the many activities enjoyed by the group this year. Others included: a mini-marathon ski to Morin Heights, a skiathlom on Basler hill, Orienteering with the club, all-terrain back country skis, and games of handball on frozen lakes. If your child has completed the Jackrabbit program and is |
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ready to challenge him- or herself with longer excursions on more varied terrain, consider adding a little adrenaline to the next year's ski season by registering him or her for next year's Challenge program.
Check out the Challenge Winter Camping photo album, courtesy of the wonderful work of Loïc Bellemare-Alford and Catherine Rossignal: http://photosviking.weebly.com/viking-challenge-camping
Check out the Challenge Winter Camping photo album, courtesy of the wonderful work of Loïc Bellemare-Alford and Catherine Rossignal: http://photosviking.weebly.com/viking-challenge-camping
Programs Director needed
Dear Vikings,
I am looking for someone to replace my position as Programs Director. This position includes providing representation of the program coordinators at board meetings and addressing responsibilities common across programs . I will provide guidance to the person taking over. Could those persons interested in taking on this position please contact either myself or the club's president Gordon Cohen.
Thank you,
Benita Stoyel
I am looking for someone to replace my position as Programs Director. This position includes providing representation of the program coordinators at board meetings and addressing responsibilities common across programs . I will provide guidance to the person taking over. Could those persons interested in taking on this position please contact either myself or the club's president Gordon Cohen.
Thank you,
Benita Stoyel
The Viking and Technology
With its new Facebook page, photo section and the eNewsletter the Viking is starting to have stronger presence in the technological world. These three technologies have accumulated over 1200 unique visitors (those who returnseveral times are not counted).
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The Facebook Page
Our Facebook page now has more than 50 members and that number continuesto increase. These members have had exclusive news on the events that markedthe year in cross country skiing, videos and exclusive pictures, news before anyone else, etc..Since the launch of the Facebook page, several new features have been introduced. A new tab now allows to consult the news of the website. The designof the tabs has also been improved to fit the new format for Facebook pages. Photo Section The photo section has been completely redesigned to make navigation much easier. The home page now contains links to all albums and there is one menuinstead of two like the latest version. The slide shows have been expanded toplace more images on the front. The online photo has also been redesigned to allow to upload multiple photos at the same time greatly simplifying the process.The latest addition is a more integrated sharing on social networks. |
The newsletter of Viking
Like "Photo" section, the design has been rethought to simplify navigation andenable a better integration of social networks. The design of electronic newsletters have also been redesigned to give them more of an appearance of a "magazine". |