2023 AGM Minutes

LAND ACKNOWLEDGEMENT The Pemberton Valley Trails Association are grateful to live, work and recreate on the unceded lands of the Líl̓wat Nation. We are committed to deepening our understanding and respect for the Líl̓wat Nation and the land
In Attendance: Crystal Conroy, Kyle Leitch, Luke Dejager, Darren Nicoll, Mark Beaton, Andrew Benson, Aimee Fishman, Allie Gilchrist, Jay Molloy, Paul Horan, Eric Ayotte, Jack Lowrie, Kailey Morin
Call to Order: Kyle: I call to order the 2023 Annual General Meeting of the PVTA.  Time: 9:47
Please ensure that you have signed in. 
Approve the 2023 AGM Agenda: Kyle: Could I have a motion to approve the 2023 AGM Agenda as distributed? 
MotionBy #1 Aimee Fishman  #2: Luke De Jager
Approve the Minutes of the 2022 Annual General Meeting: Kyle: Could I have a motion to approve the Minutes of the 2022 AGM (by someone who attended last year). Motion By #1 Luke De Jager #2 Aimee Fishman

Kyle
President Report:

• This is an open space - as members of the PVTA you have a voice. Being members and being here today means you have a right to vote. In addition please speak up if you have comments or questions as we go.
• In 2022 & 2023 the PVTA began to find its feet. A new brand, board and complete internal management and planning reorganization has meant it's been a crazy busy two years. It’s still early days and we have so much still left to do (our todo list is gigantic, just read the 75 page Trails Master Plan - TMP), but we feel the organization is strong again and on a positive path forward. Most of all I’d just like to make some room here today to thank everyone who has been involved past and present. We couldn’t have gotten here without you.
• Special mentions of thanks! Roxanne Joe from the Líl̓wat Lands & Resources, Allison MacDonald from the SLRD and Bree Thorlakson, Ian Krugar and Simon Fry from PORCA. It’s a pleasure working with you! Also not to forget our incredible volunteer board who work so hard behind the scenes in their free time, after work, late into the night and on their weekends, thank you! 
• You might all know Darren as our paid lead Trail Maintenance guy and historic trail builder in the Pemberton Valley. His work ethic and quality is second to none. Thank you Darren!
• Also a special thanks to our ED Allison Gilchrist who joined in late 2022 and has been a transformative figure in the PVTA’s development.
• Lastly, a big thank you to all those trail farries past and current. We don’t always know who you are, but your work in helping clear downdtrees, cut brush, add drainage and make trail repairs is not left unnoticed.

Trail Maintenance: 

• FIRST! 6 regular PVTA volunteer trail days held so far in 2023 (April-September). One more will be today and the last for 2023 on November 4th, 8 in total! 
• Total volunteer trail hrs YTD: 671 hrs Jan-Sept
• Total paid trail hrs YTD: 348.50 hrs Jan-Sept
• No. of Trails Worked on YTD: 68 Jan-Sept (from 185 total)

TrailForks Usage Stats (Jan-Sept):

• 2023: 6,736 vs 2022: 7,022 ride counts Jan-Sept. Down 4% YTD

Achievements:

• Projects: Mapping. 7 months of work and the entire Pemberton Trail Network has now been updated on TrailForks. The PVTA are now using TrailForks as the go to map app for all trail users going forward. It is a free and simple to use trail app that caters for all trail users. Unsure where to go? Not sure which trail is which? Where can I ride my horse, bike or hike? Download the app and take a look, it’s now all on there!
• ​Gravitron - Kacwepcwépa (Ka-kwep-kwep-a) re-work, re-name and opening ceremony in honour of Grahem Haywood
• Tour de Soo 2 Extension south to make a horse trail
• Tour de Soo 3 Extension south to make a hiking trail and join the new S2S trail
• Mackenzie Basin Loop to Live to Like Lisa bridge completion & trail improvements
• Trail Use Survey complete with over 200 responses. Feedback will be going back out into the community during winter 2023-2024.
• Signs & Awareness campaign around hunting recreational users on Mackenzie and Green River TMP Page 47
• Raised gravel trail from the Wetlands bridge to the Mackenzie FSR between Hawaii 3 & Happy

Work In Progress: 

• Projects: Wayfinding. One-Mile zone, Valley & Mackenzie signage projects close to completion. All signs now in stock and ready to go up for Horse, Hike & MTB trails. TMP Page 41, 63
• New Trail opening: Sunstone to Lake trail. Trail is done. Wayfinding signs and Kiosks just need to be added. TMP Page 50
• Mt.Currie Hiking trail. Wayfinding, Kiosk, Trail improvements, deadfall removal + install of reflective tree blazers. TMP Page 54
• Signs & Awareness campaign around invasive species ‘Play-clean-Go’
• Signs & Awareness campaign around acknowledging Traditional Líl̓wat Nation lands and the effects of rouge trail building. TMP Page 62, 63, 64

2024 Future Plans and Opportunities:
​Projects identified from the TMP. These are vision projects. Nothing is yet signed off on, however we’d like to share what we are working towards. We’ve heard unanimous feedback from the community via the PVTA & PORCA community surveys that these are the most requested. We are aware, we are listening and if everyone is in agreement we will help action in a respectful, courteous and managed way.

• Add a beginner friendly Progressive Green Descent Trail in the One-Mile zone. TMP Page 41-42
• Extend Thuja TMP Page 41-42
• Change POC & Murse Made to be real green one-mile climb trails to make a true up and down beginner friendly loop. Trail Use Survey feedback 2023
• Explore an area for an easy access Progressive Blue Flow Jump Trail. Machine or hand built. Take inspiration from Miki’s Magic, Cardrona, Airplane Mode, Slippery Salmon in Squamish
• To create better Blue Connector Loops. Trail Use Survey feedback 2023
• To explore opportunities to build a Horse Loop trail at the end of the Tour de Soo 2. TMP Page 42
• To reach out to the private landowners of the Green River horse loop to open it up again
• To start applying for Section 57’s for existing trails, e.g. Happy, Nimby

2023 became the year the PVTA reached financial stability. This means a more stable and sustainable future for Pemberton’s Trail Network. More trail work, finishing year old projects, starting new, more support staff including as of 2022 a new ED and in 2023 two more trail builders to assist our Trail Builder Darren Nicoll. To further strengthen the organization's future we have a vision to bring in more part time staff for 2024 and bring the PVTA away from an unstable purely volunteer run organization to a more stable and reliable staffed model. TMP Page 71

All this in thanks to no small part, our membership largely at this point still coming through the MTB community and PORCA. Plus new for 2023 two large events which paid back into the trails inc. The Trans BC Bike Race and the Xterra Pemberton Run Race. Also thanks to PVTA Trails Director Will Cadham of Specialized and The Free Radicals who organized a successful Bike raffle not to mention denoted bikes for PORCA and the Líl̓wat youth. 
For more specifics on financials, grants etc. I’d like to pass over to our A-team ED Allison Gilchrist and Treasurer Andrew Benson.

Allie
Grants & funding:

• 2022 PORCA Memberships: $13,000. Huge Thank you for their continued support and collaboration
• Events: PORCA Events SPUD Crusher, Pemberton Enduro: $3,000,Trans BC Bike Race: $3,900, Xterra Run Race: $900
• Free Radicals and Specialized Raffle: Over $18,000 going towards bike trail maintenance
• SLRD Funding: to hire 2 part time fall maintenance crew 
• WB Enviro Fund: for finishing some work on MacKenzie Basin Road off LLL and MacKenzie FSR Road which was just completed
• Community Services Recovery Fund: to work on strategic plan, governance and ED position
• SLRD PVUS: core funding which helps keep the lights on
• Whistler Real Estate Board Fund: for Mt Currie Trail
• Whistler Community Foundation: Sign Kiosk Project and  some Training for Darren

Andrew
Treasurer Report:
2022 Report

• Aimee Fear was the Treasurer for the 2022 year and handed over to Andrew Benson in January 2023.
• Aimee left the books in impeccable order and the transition was very smooth.
• Thank you so much to Aimee for setting me up for success!
• Assets at the end of 2022 were $57,449 of which 96% was cash.
• Net income for 2022 was $23,429.

2023 Report

• Building on the great work done by Aimee this year we have implemented two enhancements on the Treasurer front:
  • New account system Sage Online which is a widely used accounting system which will be familiar to future treasurers. 
  • Reclaiming the GST we pay.  Non-profit organizations and charities can claim between 50-100% of the GST they pay on purchases.  In the case of the PVTA the figure is 50%. 
  • For 2022 we were able to claim back $901 back and this far for 2023 we have received $238 and expect approximately $500 more by year end.
• Assets at September 30, 2023 are $85,568 98% of which is cash
• Net income for 2023 to September 30th is $27,022.84
• Significant revenue items for 2023 thus far:
  • SLRD core funding (PVUS) $25,000
  • Free Radicals bike raffle net proceeds $19,940
  • Various grants $19,826 with more expected
  • Trail day sponsorships $3,200 and trail event donations of $6,570 this year
• For the remainder of 2023 we have a few more revenue items expected most notably from PORCA membership fees 
• ​We also have some expenses for trail building and ED salaries so my best guess is we’ll end the year with $80-90,000 cash which will set us up well for 2024.

Approve 2022 Financial Statements: Kyle: Could I have a motion to accept the Financial Statement for Fiscal Year ending December 31, 2022 (See AGM handout). Motion By #1 Luke De Jagger   #2 Aimee Fishman 
If anyone wants more recent financial statements, please reach out to us.

Mark
Fundraising Report:

• Trail Day Sponsors: 7 sponsors

​Kyle
Membership Report: 

• Current 2023 members approx 670 via PORCA
• PVTA only membership: 14
• 2023 YTD: 670+14=684 vs. 2022 LYTD: 665+32=697.
• PVTA Corporate membership: 6
• PVTA Commercial Operators: 2
• PVTA Free youth membership: 4
• 5% of all PVTA membership fees will go directly back to the Líl̓wat Culture, Heritage, and Language Authority (LCHLA). 2023 Total estimated at $800.

Allie
Election of Directors: We would like to begin the Elections to the Board of Directors.
Outgoing Directors: We have 2 outgoing directors- Crystal Conroy Communications “Crystal was a huge part in the rejuvenation of the PVTA. Her dedication, passion and enthusiasm to work as a volunteer and provide such a huge commitment to her community will not be forgotten. Thank you Crystal!”
Madison - Community engagement. Gratitude for the membership survey work that was done for  the PVTA. 
 We want to thank them for their contribution, dedication, support and hard work over their time on the board.
i) Two vacant positions on the Board for a 2 year term: 
The following individuals submitted applications. The board has selected the following candidates who have the support of the board.

• Vice President - Julia Poetschke
•  Communications- Kailey Morin

ii) Current Board Member Positions up for election that will be filled by incumbents after being filled mid term: 

• President- Kyle Leitch
• Treasurer- Andrew Benson
• Trails Representative- Will Cadham

Are there any new day of AGM nominations from the floor? If no response, nominations are closed.
Motion to approve election of all nominated candidates to the 2023 board. (Must be nominated and seconded by a member in good standing with the PVTA.)
Motion to approve Nominated By: #1 Aimee Fishman   #2 Luke De Jager
iii)Positions continuing on in the second year of their term:

• Secretary- Aimee Fishman
• ​Equestrian Representative- Caleb Smith
•  Moto/Trails Representative- Luke DeJager 
• ​Director of Fundraising- Mark Beaton 
• Director at Large- Thea Sturdy

Other Business: Does anyone have any additional business/question
Adjournment: Meeting is Adjourned Time: 10:23
​
Kyle
*time to clear up and head out on trail to Overnight Sensation for our trail day** There will be a BBQ after. I’ll now pass over to Darren and Mark who have all the details on that.