NOCS

ANNUAL GENERAL MEETING

MINUTES

January 26th, 2023 @ 7:00 P.M.

ZOOM MEETING 41 PARTICIPANTS

CHAIR: Diana Wilson, President

A - WELCOME AND INTRODUCTION FROM THE PRESIDENT:

Diana called the meeting to order. Diana started by taking a moment to recognize the traditional lands of the Syilx, Secwepemc and Nlaka’pamux First Nations which we recreate on. NOCS has a mandate to remove discriminatory cultures within the Mountain Bike Community.
Reviewed some housekeeping considerations. Participants were encouraged to post questions in the chat and to keep the meeting muted in order to reduce noise and disruptions.
Julie and Sabna were introduced as the meeting moderators. Sabina would be managing the chat and Julie the polls.
Diana explained that as per our by-laws, that a resolution proposed at a meeting does not need to be seconded.
To vote on motions - we will be using “poll questions” and the vote is anonymous.

i. Establish Quorum and Approve Agenda

Sabina Eschbach confirmed that there were 41 members present to establish a quorum.

Diana reviewed the agenda for the 2023 NOCS AGM. No questions were raised.

Motion #1: Diana moved to approve the proposed 2023 NOCS AGM Agenda. No Opposed. Motion passed unanimously with 38 in favour.

ii. Approval of 2022 AGM Minutes

A link to the minutes was provided to members with the meeting registration on the NOCS website. No questions, comments or corrections were raised.

Motion #2: Diana moved to approve the 2022 NOCS AGM Minutes. No opposed. Motion carried with 41 in favour.

Diana provided an explanation of why the AGM date has been changed from March to January.

B - INTRODUCTION

Diana reviewed who NOCS is as an organization, what our mandate is, and what we are working towards as a society.
Reviewed the different partnerships we have and how we have grown over the years.
Discussed how our members and sponsors are an integral part of maintaining and building trails and help to keep our organization running.
Thank you for your community support for NOCS.

C - PRESIDENTS REPORT

Started by naming the current board members, highlighted their work, and what some of their roles entail:

Diana Wilson, President
James Cotter, Vice President
Debbie Jones, Treasurer
Sabina Eschbach, Secretary
Jeff Palanick, Grants Director
Jason Martin, Trails Director
Damien Carson, DAL
Nicole Robert, Youth Director
Ben Suranko, Social Rides Events Director
Brandon Miller - Bike Fest Event Director
Deana Franks - Events and Enduro Event Director
Lorellei Sullivan, Memberships Director
Peter Dorey, DAL - recognized Pete as one of the founding members of NOCS and all of his amazing contributions to the bike community and his dedicated advocacy for the sport. Pete is truly missed and his legacy in NOCS and the community will be remembered.

Thanked all of the current and past board members for their hard work and dedication to NOCS.

Executive Director: First year on the board completed, and has done a fabulous job. Renewed contract for 2023.
Youth Program Director: Thank you to Erin Whitten for her work with the Trail Ninja’s program. Renewed her contract for 2023.
Trails: Some exciting new updates coming. Jason will fill you in on the details.
Programs and Events: Back in full swing and looking to expand on events. Ben will provide more information.
Committees: A key part of NOCS that focuses on strategy and direction. Thank you to all those who have volunteered.
Membership: Introduced the auto renewal program so members can take advantage of the current rates locked in until 2025.

D - MEMBERSHIP

Current membership is at 1400 members.
Encouraged the members to fill out the membership survey before the end of the month.
The information that we have gathered so far from the membership survey, membership have shown that the NOCS newsletter and social media is how they get most of their information.
Ways to stay engaged with NOCS include:- following us on social media, use the #mtbvernon, and you can report trail conditions on Trailforks.com.

E - SPONSORS

Thank you to our 2022 sponsors. All sponsors listed on slides for members to see starting at Double Black and Black, then Blue and Green.
The 2023 sponsorship has changed. A Red category has been introduced for Trails and Advocacy ($10,000). The sponsorship opportunities have been split into: Trails & Advocacy, Events, and Youth Program. A sponsor can now include specific events to their sponsorship package.
This is the time of year when we are starting the sponsorship process. If any business is interested they can reach out to ed@nocs.ca.

F - TRAILS

Reviewed trail information from 2022. Contracted out the trail maintenance to Cabin Resource Management. Lack of employees for us hiring our own crew. Last year held difficult conditions for trail maintenance. Either too wet or too dry. Lots of brush on trails which led to more brushing than dirt work. Helped with trail days, the high school program and Sovereign trail extensions.
The 2023 trail maintenance contract has been awarded to Contour Trails.
Thank you to all of the volunteers who participated in 2022. We encourage volunteers to continue to help with trail maintenance.
Jason highlighted the trail days and other events NOCS hosted and participated in.
We are looking to finish the MWOTH extension this coming summer. It will be a climb trail that starts at Silver Star road into Sovereign.
King Eddy plateau has a new technical black trail called Rough & R’eddy.
Planning for Spankies project is finishing up with hopefully breaking dirt this spring.
An upcoming project is with Rec sites and trails BC up on crown land of Vernon Hill (Ranchlands). A RDNO parcel and crown land parcel will hopefully be developed into a new trail network.
There is continuing work on the King Eddy plateau. In the permitting process for three new trails on the plateau that will connect into Kal Park. Also working for a trail network that will connect Spankies up to Sovereign.
Going forward for 2023, there is a lot more work required when planning for trails and it has become very involved. We need to account for First Nations, consult work for environmental assessments, and more stakeholder engagement. Two separate director positions have been created so more focus can be put towards trail creation and trails maintenance. A Trails Maintenance director has been added where they can focus efforts on maintenance, volunteers, and coordinating with the maintenance crew.
Really going to focus on getting Vernon Hill developed.
We sold the Snow Dog, which was not the right piece of equipment for our trails. We sold it last year and the money was allocated for future Fat Biking. We purchased a Rokon bike for trail maintenance. Ross has been running this bike. So far this new bike has been successful for keeping the trails open for winter biking.

G - ADVOCACY

A large part of what NOCS does
Part of a regional working group with RDNO
The Advocacy committee and the Board of Directors reached out to candidates in the recent election to inform them about NOCS and what we do. As well to get their feedback on mountain bike related questions. This may have helped people make a decision in their voting.
The Youth Program Director worked and advocated for youth to present to the Vernon City Council regarding a pump track and dirty jumps within the community.
Now in phase 2 with further development of Becker Park
Introduced ourselves to local First Nations (Splatsin and OKIB) and looking forward to more conversations.
NOCS became a member of the Outdoor Recreation Council of BC. A large advocacy group and the voice for recreation in the outdoors. As part of the ORCBC, our voice was heard and out into the budget report was more funding to be put towards parks and recreation. Including the establishment of a trail fund. More information can be found on our website.

H - YOUTH PROGRAM - TRAIL NINJA’S

Introduced the Trail Ninja’s program. The program consists of three different options for youth. The Trail Ninja’s Academy which is co-ed for ages 11-15. The Trail Ninja’s G Tribe is for girls only from ages 9-10 up to 15. The Trail Ninja’s Trail Crew for boys and girls ages 10-15, and this includes fun Friday rides and trail building.
Our trail Ninja’s team would like to thank the 2022 sponsors. This support ensures that every trail ninja receives a jersey regardless of financial status. Many sponsors also participated in events. Please support the businesses that support mountain biking in our community.
In 2022 joined the NOCS trail seminar to help build the new extension for Hammered Cow
First all-girls trail and where the girl’s helped to build a new section of Granite - a big thank you to Predator Ridge and Contour Trails for helping make this possible.
Thank you to Silver Star and Jason Martin for involving the Trail Ninja’s in building the new trail Chien Chaud.
Another highlight was some former Ninja’s presenting to council for the advocacy of a new pump track and jump line.
Over the eight week spring program, there were 57 youth ages 10-15 across the 3 programs.
The program held 18 coached sessions, and 21 group rides. The Academy program had the Ninja’s riding 3 days a week and coming out to the weekend dig days.
The head coaches, Crystal Townsend, Pete Zeblotny, and the program coordinator ran the program with 7 lead coaches, 6 assistant coaches and 1 apprentice coach, along with 30 volunteers.
There was a total of 160 hours of coach training time through Cycling BC. We are accepting new apprentice youth coach positions.
For 2023: On February 26th there will be movie night premiere night. A short Trail Ninja’s film highlighting the program and some of the local riders. The feature film will be Esperanto. Tickets to be available online soon.
Registration for the Trail Ninja’s program opens on February 27th. More information will be available on the TN website.
There will be a youth specific call-out for youth to join the Trail Ninja’s subcommittee. Please put the word out if you know anyone that might be interested. Reach out to youth@nocs.ca.
As per our strategic plan, NOCS is exploring what program expansion may look like. Please continue to provide feedback on the member survey to help give us some direction.
Erin Whitten continues as the program coordinator. Crystal will remain the head coach. Pete Zeblotny is stepping back as a coach for this season.
Nicole is stepping down from the director position. Aaron Mogerman is taking over the Youth Program Director position.

I - EVENTS

Want to focus on in person events. From current survey results, it looks like the majority of members plan to participate in the Social Rides.
The Enduro this year will run very similar to last year. The participants will be capped at 150 riders and will sell out quickly.
List of sponsors on website Enduro website
Volunteers will be needed. Sign up for volunteers will be February 1st - signup on vernonenduro.com
The Fiver Series was overall a great success. There will be 3 races for sure, with possibly 4. All happening late summer, and early fall.
This year the virtual and in person rides will be separate. First ride will be May 11th and will continue to rotate every other Thursday until July - 7-8 social rides in total
The virtual social rides will continue as QR code. These will rotate opposite weeks from the Social rides. These will be more like “challenges” where you can scan the QR code at the beginning of a climb and then at the end. The webscorer program keeps track of your time. This information will be posted to a leaderboard on the NOCS website.
A social pass (covers in person and virtual rides as well as the Fiver races) will be required to participate. Cost will be $25. Some more costs with programs and administrative fees.
There will be 7-8 virtual rides.

J - GRANTS

NOCS was successful in obtaining a few grants in 2022. Took more of a targeted approach in the grant writing this year given that we didn’t have any shovel in the ground projects ready.
The Outdoor Research Council of BC awarded us $300 towards hosting a BC Trails Day event (Our trail day seminar).
Community Foundations of Canada - Canadian Healthy Community Initiative Grant. Ended up getting awarded $71,000 to fund trail building for 2023/2024
Community Foundation of the North Okanagan Smart and Caring Community Grant we were given $5000 for youth programs and video showcasing the programs.
As we get more trail projects underway, we can apply and hopefully obtain more funding.

K - VOLUNTEERS

Despite getting our footing back from covid, there was a great turnout of volunteers for the events
Some more events to come this year - Bikefest and Fiver’s being the main ones
Will have a list of events posted on website, social media shout outs and more.
Volunteer form website and will be using the Signup Genius platform for events.

L - FINANCIALS

The 2022 financial statements were prepared by CNK Accountants.
Transitioning our bookkeeping to CNK in 2023 which will allow for more segregation of duties, improved reporting and distribution of the financial management workload.
Memberships are up
Spent about $55,000 on trail maintenance. Would be in a deficit of $10,000 if it wasn’t for the new grant money.
Most of the money that comes in from memberships and sponsorships go back to the trails, programs and the cost of running NOCS.

M - ELECTION OF DIRECTORS

The maximum size of the board is the 5 executive board positions (President, Vice-President, Past President, Secretary and Treasurer) plus 8 board director positions for a total of 13.
Board positions are generally (2) year terms and there is no limit on the number of consecutive terms that a board member may be elected to serve. Depending on the circumstance, a one year term may be considered.
When able the board will follow a staggered term approach so as to better manage the number of board members being elected/re-elected in any given year.
Where the Director brings specific needed experience, knowledge and/or skills to the board that is not provided otherwise by the board and would be elected for the one year term.

Diana is stepping as President and will be staying on the board for no more than one year as past president
There are 6 board members who are remaining on the board and are fulfilling their term
There are 3 board members who are not seeking to renew their term. James Cotter, VP Demian Carson, DaL, and Nicole Robert, Youth Program Director.
There are 2 board members seeking election/re-election
As per the advance notice policy set out by the societies act, we will not be taking calls from the floor for the open board positions. Board nominees were asked to submit their intent to the NOCS president in advance of the AGM. Candidates for the open board positions have been vetted by the NOCS board and are being put forward for election.
Any questions regarding the board election process? No questions from the floor.

Jeff Palatnick: The NOCS board has nominated Jef Palatnick for the position of DaL for a one year term. This will be a lead role in developing the new trails master plan and will continue to support the board when it comes to seeking out grant opportunities.

Motion #3: Diana put forward a motion for the re-election of Jeff Palatnick as a DaL for a one year term on the NOCS board. No opposed. Motion carried.
Brandon Miller: The NOCS board has nominated Brandon Miller for the board position of Bikefest Event Director. Brandon joined the board after the AGM last year and took on the organisation of NOCS first bikefest in 2022.
Motion #4: Diana put forward the motion to accept the election of Brandon Miller, Bikefest Event Director for a two year term on the NOCS board. No opposed. Motion carried.
Chris Crawford: The NOCS board has nominated Chris Crawford for the board position of President. Chris has been mountain biking since the 90’s and has been a Vernon resident for 17 years. He is excited to keep moving mountain biking forward in our region, while building on the great work NOCS has accomplished. In his professional life, Chris has a leadership role with the local health authority and he is hopeful the skill he has developed professionally will help serve the community, club and current board of directors.
Motion #5: Diana put forward the motion for the election of Chris Crawford, President for a two year term on the NOCS board. No opposed. Motion carried.
Jeff Holliday: The NOCS board has nominated Jeff Holliday for the board position of Trails Maintenance Director. Jeff is passionate about trails. Jeff has been riding bikes since the early 90's and has been a trail fairy since he moved to Vernon 15 years ago. Jeff’s favourite bikes of all time are a Gary Fisher Tequila from the late 90s, 2011 Turner 5 spot and every downhill bike ever. Jeff is a downhill and 26er for life.
Motion #6: Diana put forward a motion for the election of Jeff Holliday, Trails Maintenance Director for a two year term on the NOCS board. No opposed. Motion carried.
Aaron Mogerman: The NOCS board has nominated Aaron Mogerman for the board position of Youth Program Director. As a graduate of Seaton Secondary in the late 80’s, Aaron has deep roots in the North Okanagan. After many years on the coast for school and career, he and his family recently moved back to Vernon. As a lifelong cyclist and mountain bike enthusiast, he is grateful for the incredible efforts of cycling associations across the province. He is thrilled to be able to give back to the North Okanagan community through participation on the NOCS Board and specifically its youth programs.
Motion #7: Diana put forward a motion for the election of Aaron Mogerman, Youth Program Director for a two year term on the NOCS board. No opposed. Motion carried.
Kyle Johnson: The NOCS board has nominated Kyle Johnson for the board position of Events Director, chairing the Events and Programs Committee and assisting with event coordination. Kyle took part in many of the NOCS events this past year including the Social Rides and Fiver series. Kyle has lived in Coldstream since 2008 with his family, enjoys Biking and Camping in the summer and likes to ski our winters away. Kyle has supported the club for many years and looks forward to doing so in the future.
Motion #8: Diana put forward a motion for the election of Kyle Johnson, Events Director for a two year term on the NOCS board. No opposed. Motion carried.
A big welcome to our incoming board members, and thank our outgoing board members for their commitment to NOCS over the past years.

N - ADJOURNMENT and QUESTIONS

Q: Why was the cost of insurance so much more from 2021 to 2022?

A: There was no insurance last year because no events were held. Pre covid, some companies were charging up to $13,000 for insurance.

Q: What are the director wages?

A: No director wages, can’t get paid for being on the board.

Q: A question from the floor regarding the (-) negative in the directors wage column on the financial statements.

A: The wage is a disbursement, it is separate from the financials. Not sure why the accountant separated it out. Well within the budget parameters. Wording made it seem like the amount was for directors wages, not the ED contract.