Minutes of YCCC Executive meeting

Date: April 14, 2011

Location: Mark’s house

Executive members in attendance:

President - Michael Bankier

Vice President - Kate McKerlie,

FW Coordinator - Henry Nur,

WW Coordinator - Daniel Jutzi,

Training Coordinator - Peter Kasurak,

Secretary - Mark Scott,

Family Coordinator - Laura Martin,

Communications Coordinator - Dot Bonnenfant,

Social Coordinator - Agnes Pomerleau

Volunteer Coordinator - Paul Gallagher

Website Coordinator - Dot Bonnenfant (Acting)

Membership Coordinator - Paul Gallagher

Executive member regrets:

Treasurer - Gail Motsi,

Club members and guests in attendance:

None.

The meeting was held at Mark Scott’s house

The meeting was called to order at: 19:30

1. The previous minutes and agenda were approved.

2. Social Co-ordinator

Agnes Pomerleau volunteered to be the Social Co-ordinator. The executive appointed her to the position pending confirmation at the next membership meeting. The motion had been moved by Paul and seconded by Henry.

3. MEC Club night

Phil Cutfield staffed the YCCC table. There was no interest shown in the YCCC table by anyone at the event. There seemed to be a good turnout by club members who took advantage of the evening.

The club will not staff a table next year.

4. Reel Paddling Film Festival

The film night went very well. There was goodwere a attendance number of inquiries at the booths by prospective members.

5. Open house

The open house went well. The venue was very good. The Tom Brown arena meeting room cost of $44.00 for four hours which is a very good deal.

6. Memberships

Membership Coordinator (Paul) submitted a report (see Appendix B) on 2011 club registrations and noted that registrations are now at 202.

There will be a meeting of the membership committee on Wednesday April 20, 2011 at the Merivale Y.

On April 30, 2010 the names of members who have not renewed their memberships will have their names removed from the list on the website.

There have been a couple of minor problems with the on line registration system, but, overall the Zone 4 registration system is working well.

7. Training

Zone 4 is working fine for the training program.

Tandem WW beginner training registrations are way down from last year. Currently 15 people have signed up (down from 40 applications and 36 trainees last year).

The sign ups for the other courses are at previous levels.

Nearly all the advanced ww courses have been filled.

FW courses are filling slowly but this is normal for this time of year.

The sea kayaking course has been filled.

8 Shed relocation update

Kate asked the executive members to consult the wiki site to keep up to date on the more detailed activities of the shed committee.

She provided a brief overview on recent activities via a presentation with photographs of the sites being evaluated. It was requested that future consultations on the relocation options investigate any new expectations which may be posed for the YCCC in terms of risk management.

At an April 4, 2011 meeting, Don Noble of the Y indicated that the Y may be able to provide a suitable location for the club's use. Concern was raised whether or not the Y decision would be available in time to make other arrangements in the event that the Y cannot accommodate the club.

A survey of the membership was conducted regarding the shed relocation, which received 53 responses from a good mix of newer and older members. Consideration of the qualitative comments beyond presentation of the ‘quantitative’ results was discussed. It was suggested that the results of the survey not be published until a more complete package of information is available for the members, including the potential of the Y providing an alternate location option.

Once the shed committee is closer to making a final recommendation for consideration by the membership, it was suggested that in addition to email, website, and Canoes-bytes notices - that each member of the club be phoned to be apprised of a special general membership meeting on the issue. The final decisions on the shed relocation will be made at a general membership meeting. As with other major club decisions, the final decisions will be made by those members who attend the meeting.

9. Transport Canada Regulations

The boats will not be registered as the revised regulations do not require that the club do so.

A WW Trip leader checklist has been prepared by Dan. The intent is to compress it to size appropriate for trips, to laminate it, and to make copies available to trip leaders.

An example safety briefing and example checklists for flatwater trips that incorporate the requirement of the revised Transport Canada regulations have been posted on the FW page of the YCCC website.

A number of changes to the clubs regulations were proposed.

It was noted that several of the club’s regulations are out of date. Dan and Henry will review the regulations and propose amendments and report back to the executive with proposed amendments.

10. YCCC Family program - Parental permission forms.

A consent form was prepared that is to be used by people who will be responsible for children (under 18) who are not their children. The wording was proposed by the Y’s legal experts. Since the form was prepared by the Y, it is assumed that criminal record checks are not required for the adult guardians who will sign the form. It is assumed that if the checks were required, the Y would have noted the requirement when providing the form.

11. Communications update

The newsletter is a lot of work. For now it will be published bi-weekly. In the future the newsletter will be moved to Mail Chimp which is a system that will automatically email all members of the club. Those who do not want to receive the newsletter will be able to opt out.

Dot has created a guideline for newsletter submissions, to ensure brevity – and direct members to more complete information available on the website.

12. Scheduled committee meetings

Paul requested that committees set up schedules for committee meetings well ahead of time. Doing so would make it easier for Paul to recruit new members to get active in club committees. Meetings should also be posted on the website.

13 Protocol for booking meetings with the Y

Secretary Mark will book rooms with the Y. Executive members requesting that rooms be booked are requested to notify him well ahead of time.

14 Guidelines for special requests/considerations from the club

Occasionally, club members request assistance in support of other initiatives that they are involved with, for example, to borrow club equipment in support of another community organization. In addition, there may be requests for refunds or subsidies for special circumstances for participation in club programs or events. While training subsidies are outlined in the club Regulations, these “special circumstances” have been dealt with in an ad-hoc manner.

Kate will prepare a draft set of process guidelines that can be incorporated into the club regulations to provide consistency and some parameters when evaluating these requests.

15 Social committee report (See Appendix A)

Agnes recognized the people who helped out at the open house.

The Social committee will meet May 4, 2011 and four members have volunteered to join the committee

The social committee plans to undertake the following events:

● Monthly dinners at restaurants

● Two picnics/BBQ’s

● A theme Party

● The fall pot luck.

● Assist other programs as required (eg Family get together)

The social committee will try to organize a Y fest weekend but with some changes to reduce costs. For example participants may be required bring most of the food.

16 Recommended kilometric rates

The recommended kilometric rates published in the 2011 Member’s Handbook will not be changed at this stage.

Mark will prepare a laminated document on the rates that can be posted in the shed.

17 Volunteer updates

Paul circulated a draft club leader’s and executive member’s handbooks. He requested that the executive members review them and send him their comments.

Paul and Steffan Reis met with a new club member who is interested in being on the web team and may be a future club leader.

If executive members will need volunteer help they should tell Paul so he can recruit.

- - Laura indicated that the family program needs volunteers who can work with teenagers.

- - Kate indicated telephone volunteers for potential shed AGM would be useful.

18. Dot presented a training session on the website.

19. Next meeting

The next meeting will be on May 09, 2011. Mark will try to book a room with the Y.

20. Meeting adjourned at 22:00

Appendix A

Appendix B

YCCC 2011 Membership – Situation Report (April 10, 2011)

# Item Count Comments

1 Zone4 Registration – LIVE status achieved March 11 Two weeks early!. First live registration processed same day (Yeh Mike! )

2 Total members registered as of April 10 190 1 by cheque, I automatic, 2 duplicates

3 Breakdown Honoury Members

Returning membersEx-Members rejoinedNEW members signed up

1

122

17

50

Sad Regrets – Honoury Life-Member Ted Blake passed on in March this year. He will be missed. Quite a gentleman, a volunteer true.

4 Out of 190, those still missing “waivers” 34 Although I have 28 “promises of “its n the mail”. Reminder e-mails were sent.

5 Anonymous donations received

10 In amounts ranging from $5.00 to $100.00 All have been thanked, on behalf of the Club

6 Registration Rate – Executive members 100 %

7 Remaining 2010 members who have not yet renewed their membership

202 i.e. “candidates” for cut-off at end of April

8 Most memberships are Full rate ($60.00)

175

# Item Count Comments

Relatively few “Y” affiliated members 12 i.e. lower priced memberships $32.00 all validated through the “Y” office in Dunrobin

9 Members who choose not to include their address when they register (so far)

29

10 Members who choose not to input a phone number and an e-mail address

0

11

For NEW Members –ways they found out about

the YCCC - None of the choices shown

- Friend

- Word-of-mouth

- Winter Seminars

- REEL Festival

- YCCC Website

- Press, flier/article, etc.

50

3

21

14

0

1

6

5

Total NEW Members up to April 10th

Not sure myself what is the difference between word-of-mouth and friend?

13 How long have you been a member, only ------- 1 yr or less

24

Returning member have been in club for - 1-2 8

Returning member have been in club for - 2-3 12

Returning member have been in club for - 3-4 18

Returning member have been in club for - 5-10 39

Returning member have been in club for - > 10 29

14 Distribution of Registered Members by gender NEW

MALE

17

FEMALE

39

# Item Count Comments

(includes returnees from 2011 and ex’s Returnee 67 64

15 Distribution of Registered Members by Age Grp 4 18 to 24 years

(all genders, both new and returning folk) 29 25 to 34

34 35 to 45

54 46 to 55

42 56 to 65

9 65 +

No answers (unidentified) 15

16 Members with children interested in paddling

25

17 Children wishing (at least parents wishing) for them to get involved in canoeing

4

1

2

1

3

2

1

1

1

3

5

3

2

3

17 years old

16 years old

15 years old

14 years old

13 years old

12 years old

11 years old

10 years old

9 years old

8 years old

7 years old

6 years old

4.5 years old

4 years old

# Item Count Comments

1

3

4

??

3 years old

2.5 years old

2 years old

Grandchildren (unspecified)

18 Paddling Preferences 3 Unspecified

64 Flatwater

40 Whitewater

80 Both Flatwater and Whitewater

19 Emergency response capability, members 7 Standard First Aid

reporting certification in - 36 Standard First Aid + CPR

9 Wilderness First Aid

12 Advanced Wilderness First Aid

(WEMT and WRT = 1 (credibility in doubt)) 11 Wilderness First Responder

All these unvalidated 9 River Rescue

4 SRT

7 WRT (Rescue Tech)

20

ACTIONS TAKEN (March – April 10)

1. Learning Zone4 system functionality (thanks to help from Mike, Dan Markel and Dan Raycroft in Canmore, Alberta)

2. Zone4 membership system, word-smithing, field specifications and defining (thanks to some great feedback from everyone involved in testing – Peter, Mike, et al)

3. Ensuring old (erroneous) 2010 membership info (NB rates) were taken down off website4. Ensure current tentative information, prices rates and “waiver” were uploaded to

website

5. Dealing with around 12 paper based (new) club registrations received from predecessor, which received very late in 2010 or early 2011 but which were on old (2010) forms at the wrong rates. Contact had to be made and cheques cancelled.

6. Getting important messages posted to website along with 2011 pdf version of the “waiver” (THANKS to Steffen Ries, Mark Scott and Mike Bankier)

7. Sending out a “mass mailing” (YCCC Misses You) to all EX-members (ie folk on file that never returned in 2010) to 236 folk (36 bounced due to defunct e-mail addresses). 17 subsequently renewed. So far. (Thanks again to George Otton in waking me up to the opportunity).. many replies explaining why she/he would not be re-joining again.

8. Testing system, trouble-shooting, getting questions answered from Canmore Alberta.9. Researching “Y” remittance requirements (Thanks to Gail!) and setting up in system10. Reviewing reporting functionality in Zone411. Proactively seeking signed/witnessed “waivers” (save stamps!) at club events, like

winter seminar series, exec. meetings, SBM, local bar, etc.12. Presentation (overview) to members at SBM concerning online registration13. Presentation to “Y” V-P Finance et al and staff at YMCA-YWCA on March 17th (along with

Gail ).14. Researching how to effect changes, additions to membership data on website, through

the “back-end” (Joomla) thanks to some effective training and assistance from Georg Otton.

15. Getting word out (ie via 3 separate Canoe Bytes) eg time to renew is nigh, now we are live, reminder to renew before end of April, etc. (Big Thank You to Lorrah Nue-Murphy for her advice and assistance here).

16. Updating YCCC membership data base (with frequent pleas to George for help)17. Logging, acknowledging and (occasionally correcting member ships & related “errors”18. Sending out e-mails to ALL acknowledging receipt, thanking for donations, reminding

about need for signed waivers, et al, as necessary19. Picking up “waiver” (snail) mail (1-2 times a week)20. Matching “waivers” to on-line registrations21. Filing online receipts and waivers, updating log22. Requesting charitable receipts be issued for those who generously donated.23. Receiving copies of “Remittance Reports” from Zone4 and reconciling it to my own

registration log.24. Answering questions and inquiries, helping members, gazillions of e-mails.25. Weekend of April 1-2-3-4 was a night mare as the Zone4 system experienced an

apparent SECURITY (SSL certification) issue, causing ugly messages and consequently lots of upset, confused, frustrated and nervous (disappointed?) members. Lots of time on phone and e-mail resolving, settling nerves and encouraging folk to persist.

26. Etc.

Errors Encountered / Lessons Learned

- Duplicate of membership registration input? More research needed (possible future enhancement to catch online? Needs looking into in the future.

- A few members did NOT include their e-mail address when checking out their “cart” so no Zone4 receipt could be sent via e-mail to them, instead, system sends via snail mail. What happens if there is no snail mail address? Needs more research. Had to deal with these “complaints”

- Waivers, waivers, waivers. People forget, People promise to mail it but don’t,- 10 or so members want to send me a FAX or e-mail with an attached scan of a

pdf with signature. I said no. Can’t afford to buy paper and ink for them. Sorry. Just a poor pensioner.

- Need to make obvious that member year goes from March to April, not for 12 months, from the date you register. Webpage updated to explain.

- Broken or incomplete e-mail addresses and/or telephone numbers- Need to take old year info (NB rates) down off website in Fall, so as not to give

folk the idea they can register in January at old year rates BF. NOTE- Zone4 system is currently hard-wired to NOT accept any more online registrations after September 30, 2011.

- There is a lag from 3 days to two weeks (or greater?) on receiving signed waivers.

- ..

Feedback Received

- 4 folk have already alerted me to the fact they will not re-register because the regret/resent the cancellation of the “family/household membership”.

- Injury and failing health preventing some folk from returning- Quite a few folk now overseas (NB nice e-mail from the lady member posted to

Kabul for 12 months.- .- .- .