Post by jessw on May 2, 2019 16:47:01 GMT -4
NSJC FIRST QUARTERLY MINUTES
APRIL 28, 2019
CALL TO ORDER
• Dean called meeting to order at 17:30
OPENING REMARKS
• Dean read opening remarks, addressing the conflicts which transpired over the past six weeks
• Reminded members to be respectful during open forum when inquiring/discussing conflicts
INTRODUCTION OF NEW MEMBERS
• Dean issued welcoming statement to the new members to the club
• New members include Patrick Deveau, Bill and Heather Soper, Shawn McGregor Buchan, Matthew Durling, Michelle Green, Chris Ainsworth, Maxime Rousseau
SUMMARY
• Summary of accomplishments and improvements made since the AGM in November was given
• Q104 Toy Drive held in November was a success, plan to host again this year
• The new membership cards are good for one year to ensure current members receive benefits and discounts offered by sponsors
• Mikaela has all membership cards for any members who haven’t received their card yet
• Dean met with SANS General Manager, Mike Eddie. He provided us with all the zone maps which Dean gave to Ralph.
• Registry of Joint Stock standing was in default. They required three years financial statements from all chapters and Jamboree plus $185.00 fee. We are now in good standing with the Joint Stock
• Virginia updated on all newly acquired sponsors which include;
o Blue Buzzard – 10% off parts parts
o Performance Edge Sackville– 10% off parts
o Yuille Auto Works – offers tire rate at $25 above cost
o Car Quest – 10% off parts (pending confirmation of club information)
o TJ’s Auto Boutique– 5-10% off parts
o Awaiting confirmation on TTL’s Middle Sackville discount
o Action Truck Dartmouth– 10% off (awaiting confirmation)
• Thank you to all executives who helped secure the new sponsors
EXECUTIVE INTRODUCTIONS
• Welcome to the new executive;
President: Dean Caldwell
Vice-President: Jessica Wolfe
Treasurer: Esther McLaren
Secretary: Brianna Drover
Membership Coordinator: Mikaela Zwicker
Sponsorship Coordinator: Virginia Wadden
Trail Master 1: Sebastien Labbe
Trail Master 2: Ralph D’Eon
FINANCIAL STATEMENT
• Esther provided overview of financial statement since AGM
• Insurance is due May 22, Esther to send funds for payment early next week
• Balance prior to paying insurance is $1161.54
• Members were informed of increase to cost of insurance. Esther discussed with Dee Mack, Dee could not provide a better rate than what the club already receives
• Inquiry regarding the Lance Riswold entry on the financial statement – which was the purchase of the club decals
• Dean put forth motion to accept minutes; accepted by Chris Ainsworth, 2nd by Jason
NEW BUSINESS
• Jessica Wolfe provided update on Jeep Jamboree;
o Hosted June 20-23rd at Fox Mountain, price $235 for adults, $75 for kids, includes meals and swag
o Check-in on Thursday with Tech inspections to follow 17:00-19:30, tech inspections will also happen Friday morning
o There will be a cap on the number of people running trails and a more rigorous and selective inspection on rigs running challenging trails
o So far there are six trails and 16 trail guides. There is potential for more trails to be added if more trail guides are added. A list of trails and trail guides will be available soon
o There is the possibility for last minute registration, but swag bags may not be guaranteed for those who register late as it depends on availability of inventory
o 55 people registered during the early bird entry, they need approximately 25 people to register at the regular price in order to cover the cost of the event
o Early Bird draws will be done next week
o Dartmouth Dodge is not sponsoring this year and they are still looking for primary sponsor
o Trail clearing May 25nd and again in mid-June, meeting time and location TBD
o Members were reminded to book sites soon as bookings are filling up fast, some campers are still available
o E-transfers and cash will be accepted for anyone wishing to register late (week prior to event or later)
o It was suggested that a cut-off date for registration be in place and any late registrations would not include food or swag
o Swag can be ordered directly from Lance, a list of what can be ordered will be available next week and will be posted on the NSJC Facebook page
o Message from Mar (as communicated by Jessica Wolfe) ticket prices increased this year as a direct result of increased meal, campsite and tent costs
• Major Trail event for Halifax Chapter
o We are looking for input and ideas to create a major event for the Halifax Chapter, an all-day event with dinner
o Looking for something to draw in members from all three Chapters (North Nova, Valley and Halifax)
o A trail around Peggy’s Cove was one suggestion – possibly after Labour Day weekend
o Jessica inquired about reserving space at the Peggy’s Cove restaurant, they need at least one month notice for reservations and require reservation of 20 people or more
o Would like this event up and running for next year
o Chris Ainsworth suggested Stage Coach trail
• Upcoming Runs: May monthly run is Chris Cross, Father’s Day BBQ Run in June (will be a family/stock friendly trail)
OPEN FORUM
• Janice Mackenzie inquired about the status of Jeff and Cindy Hiltz membership application
• Dean and Jessica clarified the events that occurred after Cindy approached Dean to become members of the Halifax Chapter, Cindy and Jeff are not currently members, but their membership was not denied
• It was suggested a Facebook vote be done to allow all members the opportunity to vote on their membership (which is in line with all voting for paid members)
• Through all of the conflict, it was brought to light that the Charter contradicts itself, therefore a revision is being done and will be voted on at the November AGM
• Issue regarding requirements to be on the executive were brought up and the Charter’s statement “Willingness to Jeep” was addressed. Recommendations from the steering committee and founding members will be made
• Jason Burke clarified that founding member Andre put it in simple terms “Has the member been behind the wheel of a Jeep on at rail at some point?”
• Thank you to Chris Ainsworth for providing the Fire Hall location for the meeting and Jessica Wolfe for getting the coffee and snacks from Tim Hortons
MEETING ADJOURNED
• Dean put forth motion to adjourn meeting; Chris Ainsworth, 2nd Ben Gosse
• Meeting adjourned at 19:09
APRIL 28, 2019
CALL TO ORDER
• Dean called meeting to order at 17:30
OPENING REMARKS
• Dean read opening remarks, addressing the conflicts which transpired over the past six weeks
• Reminded members to be respectful during open forum when inquiring/discussing conflicts
INTRODUCTION OF NEW MEMBERS
• Dean issued welcoming statement to the new members to the club
• New members include Patrick Deveau, Bill and Heather Soper, Shawn McGregor Buchan, Matthew Durling, Michelle Green, Chris Ainsworth, Maxime Rousseau
SUMMARY
• Summary of accomplishments and improvements made since the AGM in November was given
• Q104 Toy Drive held in November was a success, plan to host again this year
• The new membership cards are good for one year to ensure current members receive benefits and discounts offered by sponsors
• Mikaela has all membership cards for any members who haven’t received their card yet
• Dean met with SANS General Manager, Mike Eddie. He provided us with all the zone maps which Dean gave to Ralph.
• Registry of Joint Stock standing was in default. They required three years financial statements from all chapters and Jamboree plus $185.00 fee. We are now in good standing with the Joint Stock
• Virginia updated on all newly acquired sponsors which include;
o Blue Buzzard – 10% off parts parts
o Performance Edge Sackville– 10% off parts
o Yuille Auto Works – offers tire rate at $25 above cost
o Car Quest – 10% off parts (pending confirmation of club information)
o TJ’s Auto Boutique– 5-10% off parts
o Awaiting confirmation on TTL’s Middle Sackville discount
o Action Truck Dartmouth– 10% off (awaiting confirmation)
• Thank you to all executives who helped secure the new sponsors
EXECUTIVE INTRODUCTIONS
• Welcome to the new executive;
President: Dean Caldwell
Vice-President: Jessica Wolfe
Treasurer: Esther McLaren
Secretary: Brianna Drover
Membership Coordinator: Mikaela Zwicker
Sponsorship Coordinator: Virginia Wadden
Trail Master 1: Sebastien Labbe
Trail Master 2: Ralph D’Eon
FINANCIAL STATEMENT
• Esther provided overview of financial statement since AGM
• Insurance is due May 22, Esther to send funds for payment early next week
• Balance prior to paying insurance is $1161.54
• Members were informed of increase to cost of insurance. Esther discussed with Dee Mack, Dee could not provide a better rate than what the club already receives
• Inquiry regarding the Lance Riswold entry on the financial statement – which was the purchase of the club decals
• Dean put forth motion to accept minutes; accepted by Chris Ainsworth, 2nd by Jason
NEW BUSINESS
• Jessica Wolfe provided update on Jeep Jamboree;
o Hosted June 20-23rd at Fox Mountain, price $235 for adults, $75 for kids, includes meals and swag
o Check-in on Thursday with Tech inspections to follow 17:00-19:30, tech inspections will also happen Friday morning
o There will be a cap on the number of people running trails and a more rigorous and selective inspection on rigs running challenging trails
o So far there are six trails and 16 trail guides. There is potential for more trails to be added if more trail guides are added. A list of trails and trail guides will be available soon
o There is the possibility for last minute registration, but swag bags may not be guaranteed for those who register late as it depends on availability of inventory
o 55 people registered during the early bird entry, they need approximately 25 people to register at the regular price in order to cover the cost of the event
o Early Bird draws will be done next week
o Dartmouth Dodge is not sponsoring this year and they are still looking for primary sponsor
o Trail clearing May 25nd and again in mid-June, meeting time and location TBD
o Members were reminded to book sites soon as bookings are filling up fast, some campers are still available
o E-transfers and cash will be accepted for anyone wishing to register late (week prior to event or later)
o It was suggested that a cut-off date for registration be in place and any late registrations would not include food or swag
o Swag can be ordered directly from Lance, a list of what can be ordered will be available next week and will be posted on the NSJC Facebook page
o Message from Mar (as communicated by Jessica Wolfe) ticket prices increased this year as a direct result of increased meal, campsite and tent costs
• Major Trail event for Halifax Chapter
o We are looking for input and ideas to create a major event for the Halifax Chapter, an all-day event with dinner
o Looking for something to draw in members from all three Chapters (North Nova, Valley and Halifax)
o A trail around Peggy’s Cove was one suggestion – possibly after Labour Day weekend
o Jessica inquired about reserving space at the Peggy’s Cove restaurant, they need at least one month notice for reservations and require reservation of 20 people or more
o Would like this event up and running for next year
o Chris Ainsworth suggested Stage Coach trail
• Upcoming Runs: May monthly run is Chris Cross, Father’s Day BBQ Run in June (will be a family/stock friendly trail)
OPEN FORUM
• Janice Mackenzie inquired about the status of Jeff and Cindy Hiltz membership application
• Dean and Jessica clarified the events that occurred after Cindy approached Dean to become members of the Halifax Chapter, Cindy and Jeff are not currently members, but their membership was not denied
• It was suggested a Facebook vote be done to allow all members the opportunity to vote on their membership (which is in line with all voting for paid members)
• Through all of the conflict, it was brought to light that the Charter contradicts itself, therefore a revision is being done and will be voted on at the November AGM
• Issue regarding requirements to be on the executive were brought up and the Charter’s statement “Willingness to Jeep” was addressed. Recommendations from the steering committee and founding members will be made
• Jason Burke clarified that founding member Andre put it in simple terms “Has the member been behind the wheel of a Jeep on at rail at some point?”
• Thank you to Chris Ainsworth for providing the Fire Hall location for the meeting and Jessica Wolfe for getting the coffee and snacks from Tim Hortons
MEETING ADJOURNED
• Dean put forth motion to adjourn meeting; Chris Ainsworth, 2nd Ben Gosse
• Meeting adjourned at 19:09