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Minutes of the CDMC directors meeting, 13 January 2011

Posted by Bob S on Jan 17, 2011
permanent post

A meeting of the CDMC directors was held on Thursday 13 January at 7pm, at the home of Bob St.John, 1830 Buena Vista Avenue, Comox.

The meeting began at 7:05 with 6 directors present: President Ken Rodonets, Vice President Bob St.John, and directors at large Otto Winnig, Brian Ross, John Gray, and Tim Penney. Bob acted as chair for the meeting.

  1. Update on discussions with Timber West regarding access:
    Bob has prepared an application for a Land Use Agreement for 2011. The CDMC is applying for a total of 9 hikes utilizing the Comox Lake logging road for access. Processing the Agreement will take 6 to 8 weeks. If successful, the CDMC will be required to pay a $500 administration fee. Ken said that a radio could be purchased for about $450, but that we should await the outcome of the agreement first.
  2. Proposed by-law change regarding notices to members:
    Pam Munroe had suggested that in addition to notifying members in person or by postal mail, we additionally allow notification to be sent by email to those members who have provided us with an email address. A motion was made to put the following by-law change to the membership at the next AGM:
    A notice may be given to a member in person, by mail to the member at the member's registered address, or by e-mail to the e-mail address provided by the member.
    CARRIED
  3. Proposed by-law change regarding election of officers:
    Currently the positions of President, Vice-President, Secretary, and Treasurer are filled by separate elections. Pam Munroe had suggested that we adopt a system used by several other non-profit organizations who elect a Board of Directors who then select the officers amongst themselves. A motion was made to put the following by-law change to the membership at the next AGM:
    The officers of the society will be appointed by the Directors elected at the AGM and the appointments will be made within 2 months of the date of the AGM
    NOT CARRIED
  4. Proposed rule change regarding the number of directors:
    The CDMC currently has 12 directors, and is required by the Societies Act to have at least 5. Pam Munroe had suggested that we reduce the number to 9. A motion was made to put the following rule change to the membership at the next AGM:
    Be it resolved that the maximum number of directors for the CDMC be set at 9.
    CARRIED
  5. Jobs for directors:
    A general discussion took place on the merits of assigning specific tasks for the directors at large. Examples include: Social Director, Membership Director, and Trips Director. All present thought it was a good idea, but deferred to the new board after the AGM to make specific decisions.
  6. Format of the AGM:
    Don Munroe has volunteered to run the election of the officers and directors. Tim Penney has volunteered to present a slide show to accompany the new trip schedule. This next AGM should be more interesting than in prior years as there are currently more than 9 members running for position of director, and both Ken and Bob expressed interest in running for president. This is a positive and healthy change for the club to have so much interest in volunteering! It was moved and carried to have the trip presentation after the elections to give time for the vote counters to tally the results.
  7. Voting at the AGM:
    William Wright has volunteered to prepare ballots for the election. Only members in good standing who are in attendance at the AGM can vote. It was moved and carried that a vote counter could not also be a candidate in the elections.
  8. Signing up for trips:
    There was discussion on the merits of not permitting signups to trips until after the AGM. It was moved and carried that it would be left up to the trip leaders to decide when and how members could sign up for their trips.
  9. Qualifications for new trip leaders:
    A brief discussion was held on what, if anything, the CDMC should require of new trip leaders. Suggestions included having been a member for 1 or 2 years, having an existing trip leader mentor the new leader for the first 3 trips or so, and possibly a requirement to have a basic first aid course. There was general agreement that we should make it as easy as possible for a member to volunteer as a new leader. The subject will be brought up for discussion at the Trip Leaders meeting on Sunday, January 23.
  10. Avalanche awareness:
    Some winter trips could pass over avalanche terrain. Leaders, and participants, should check the Avalanche Bulletin and adjust their trip according to the rating. The website Conditions page has a link to the local bulletin.
  11. The meeting adjourned at 8:40, then Bob presented the directors with a brief online tour of the new Routes module.