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1 Burnaby Lake Rowing Club Minutes of 2016 Annual General Meeting

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1 Burnaby Lake Rowing Club Minutes of 2016 Annual General Meeting Burnaby Lake Rowing Club Minutes of 2016 Annual General Meeting November 26, 2016 1. Quorum and Call to Order With 21 voting members in attendance plus 7 proxies, a quorum (10% of 75 members) was declared. The annual general meeting of the Burnaby Lake Rowing Club was called to order at 10:45 am on November 26, 2015 at Fortius Sport and Health building, 3713 Kensington Ave, Burnaby, BC, by Bruce Ford, President. Subsequent to the call to order, 3 more members carrying 2 proxies joined the meeting, for a grand total of 24 voting members present plus 9 proxies. Attendees: First Last Name Name Proxy For Bickel Gabriele Kahn, Mustajab Cecholski Perry Classen Grayson Crowley Francie Uhlenbruck, Matthias Crowley Larry Craveiro, Dimas Dotzev Nick Douville Georgia Ewton Cinda Timinsky, Vlad Ford Bruce Gleadow Kate Roumanis, Nicole Grikis Laris Hahn Michael Klinkow Peter Luo Elisa Lynch Andrea McKinstry Nancy Rupp, Michelle Oluic Zeljko Richardson John Schuurman Jody Hubbs, Hayley Simpson Brogan Djurasic, Andrej Sobo Len Whitmore Paul Finnie, Amanda Wilkinson Lauren Wilkinson Sue 1 2. Acceptance of Agenda Moved by John Richardson, seconded by Nancy McKinstry, the previously circulated agenda was unanimously approved. 3. Approval of Minutes of the 2015 Annual General Meeting The minutes of the 2015 AGM, previously distributed, were unanimously approved. Moved by Susan Wilkinson, seconded by Jody Schuurman. 4. Presentation of Reports: A. President’s Report Bruce welcomed everyone to the Annual General Meeting. In his verbal report, Bruce addressed the following topics: Weeds in the lake: A second pontoon boat was purchased to support weeding the lake. Thanks to Larry Crowley, who took on the weeding as a full-time (unpaid) job, and to Dimas Craveiro, who designed and built the weed-cutting apparatus, and everyone who spent time on the lake weeding--both as volunteers and those who received an honourarium. Weeds are clearly the biggest obstacle facing the club. The general feeling is that if there isn’t a proper weed harvester on the lake by next spring we won’t be rowing for several months of the summer and early fall. The club hired Joel Cecholski and Brenna Reimer under the Canada Summer Student Job Program. They were a great help with coaching and other chores around the boat house. As the summer progressed it was clear we needed to dedicate as many resources as possible to support Larry with the weeding so their time with us in August was dedicated to weeding. NDC/TID/RCA Rob Richards continues to coach at the lake as Provincial/Row to Podium and Lower Mainland Coach. RCA’s men’s national lightweight camp last January to March was a success. Unfortunately the four finished last in their repechage and didn’t advance to the finals. Regattas In 2015/16 BLRC hosted only the two regattas we have established: 4kTT Mid-Summer Madness Regattas hosted by others were: 2 Cascadia Masters Regatta hosted by the Cascadia Group National Rowing Championships-Canada Cup hosted by Rowing BC Western Canadian University Rowing Championships hosted by UBC Many thanks to everyone that participated in and volunteered to help run the regattas. Masters program run by Maksym Kepskyy In total there were 3 rounds: April 25th - June 3rd, 12 sessions June 13- July 27th - 14 sessions September 2nd- October 3rd, 10 sessions Participants averaging from each camp 11-14 people who received coaching to improve technical and racing skills. Most of the masters were returning participants from 2015 program. The program was well received and participants were happy with the outcome. Rowers look forward to continuing the program in 2017. City of Burnaby: Our agreement with the City expired in 2015. City council approved a renewal of our agreement for another 5 years beginning January 1, 2016. This extension from a 3 year to 5 year agreement provides greater certainty for the NRC-CC regatta which will be hosted on Burnaby Lake for 3 more years. Tearing down the grandstands is finally under way. Burnaby will contract to fill in the hole in the spring. Discussion Bruce congratulated Susan Wilkinson on her election as President of Rowing BC at the recent RBC Annual General Meeting. On the board’s 2017 agenda is a review of the club’s bylaws and the “reregistration” of the club as required on the new BC Societies Act. This will probably require a Special General Meeting during the year. Weeding is a major issue for summer rowing at the lake. The club is unlikely to be able to organize a volunteer effort in 2017 equivalent to the 2016 push to prepare the lake for the September 2016 National Rowing Championships. BLRC will be working with Tourism Burnaby to establish a business plan to justify the purchase of a weed harvesting machine for the lake. The cost is estimated at $200,000. Nancy McKinstry asked whether other options have been considered, such as hiring a contractor to remove weeds. Bruce responded that contracting out, while an option, has had mixed results, for example in Elk Lake. John Richardson suggested we investigate aerating the lake with a series of hoses. 3 Perry Cecholski suggested we band together with other clubs to gain more clout with the municipality. John Richardson asked where the harvested weed go? Larry Crowley responded that about 50 metric tonnes of cut weeds were dumped on the edge of the lake outside the rowing course. In answer to Lauren Wilkinson’s question, Larry described the procedure for ordering, delivering and installing the weed harvester in the lake. The probability of getting a weed harvester and, if so, when it would be delivered, are open issues at this time. However, the general consensus is that unless a weed harvester is on the lake in May, summer rowing will be at risk. Michael Hahn clarified that no summer rowing means no summer regattas at the lake. B. Vice President Vice President Andrea Lynch provided the following report: For the 2015-16 year, the activities and tasks completed include the following: 1. Attending to the business of the club: - Attended Board and executive meetings - Involved in coach contract negotiations – this involved re-defining the coaching contract to conform to current BC contract regulations and laws - Represented BLRC on the NRC-CC committee 2. Member of the Regatta committee: - Attended meetings and communicated as required in 2015/16 - Attended and assisted in (nearly) all regattas held at the lake - Coordinated with outside groups utilizing the lake e.g. Cascadia, university groups – involved in negotiating rates for use, access, equipment etc. - Assisted with the paperwork associated with the summer students Plans for 2016-17 include the following: - Regattas – renew the regatta committee for 2016/17 i.e. recruit new members of this committee; address the challenges of the lake weed situation in terms of running regattas both for our own club and other users - Increase the number of BLRC members involved in organizing regattas – member education and succession/continuity issues for running regattas - Update BLRC safety plan to reflect the weeding and maintenance activities and the use of the new pontoon boats C. Treasurer Treasurer Francie Crowley presented the financial results for the year ending 30 Sept 2016. The financial information had been distributed to the membership as part of the notice of the AGM. Having taken over as Treasurer in September 2016, the financial results are a result of data gathered by Mike 4 Bagshawe, the previous Treasurer, and organized by Francie, using the Quicken financial software. The 2016 income statement and balance sheet are presented at the end of these minutes. Discussion: Nancy McKinstry asked about the depreciation expense $34,600. Francie said this non-cash expense represented the amortization of the cost of boats, oars and the race course (cables and buoys). John Richardson suggested the club actively solicit donations from previous BLRC rowers for coming infrastructure requirements. He noted UBC’s success in raising funds for their boathouse. Larry Crowley noted that the club’s major concern should be on how ongoing operating costs are covered and if we show we can continue to maintain the course, the City of Burnaby should be more amenable to providing the capital cost for a weed harvester. Approval of the financial statements as distributed was moved by Nancy McKinstry and seconded by Len Sobo. The motion was approved unanimously. D. Captain Captain Laris Grikis provided the following report: Captain’s/Boatman’s Report 2015-16 Covering the period between the November 2015 and the November 2016 Annual General Meeting Regattas: ● BLRC boats sent to several regattas with little to no damage observed in transport and at events. ● BLRC borrowed a trailer for each regatta attended off site. ● Ensured that BLRC hosted regattas were held and supported regatta chairs with regatta execution tasks Recommendation: BLRC negotiate storage space with City of Burnaby and purchase an appropriately sized trailer (Nicomekl sized) for club use. Course and Course Repair: ● The Albano buoy system is well used and continues to show signs of wear, most evident during course removal (line inspection). Several weak spots observed. Recommendations: ● Remove course for winter 2016-7 ● Course should be installed before and removed after each regatta. ● Buoys ripped free from course must be collected when it happens. Buoys should be properly removed from line when cut/damaged. Lines should not be cut leaving clip behind. 5 ● Buoys should not be left on the dock at any time (in launch tied up under boathouse or in grandstand ok). ● Establish a small team, funded by fees collected for regatta hosting. During the winter, the team should take inventory, order replacement materials for upcoming season, repair frayed/damaged sections of line and ensure that the course is properly maintained.
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