2017/2018 Season AGENDA FOR THE MOUNT CAIN ALPINE PARK SOCIETY BOARD MEETING February 3, 2018

Transcription

1 2017/2018 Season AGENDA FOR THE MOUNT CAIN ALPINE PARK SOCIETY BOARD MEETING February 3, 2018 Location: Mt. Cain Ticket Booth Call to Order at 4:00pm Adoption of the Agenda as circulated. M: Eric/S: Rob B /All in favor Adoption of the Jan. 6 th 2018 minutes. M: Eric S: Rob B - All in favor Passed Passed Directors Director Executive Role In Attendence 1. David Mazzucchi Snow School & Ski Shop Chair Y 2. Neil Borecky Promotions Vice Chair Y 3. Eric Sprenger Tech Support Treasurer Y 4. Greg Muirhead Patrol Y 5. Lance Karsten Buildings & Construction Y 6. Dave Howich Operations- Groomers Y 7. Rob Burgess- Human Resources Y Webb 8. Tyson Craig Operations- Road/Generators/ N Bus 9. Dean Davidson Operations- Lifts N 10. Jeff Gaetz Director At Large - Trailer Park N 11. Erin Nixon BC Society Act Secretary Y 12. Darryn Grant Applications N McConkey 13. Melanie Young Hospitality Y 14. David Klein Occupational Health and Safety N 15. Chris Lindsay Special Events Y 16. VACANT Administration Old Business: Action Items from Jan. 6 th Meeting. <Round Table of items as listed on Jan. 6 th minutes. > Name & Action Jeff Gaetz pick up picture frames Dave M Summary/Update I've picked up 5 wood picture frames for the ski shop 10"x14" hope this is what Meagan had in mind. Items moved to planning meeting. Thank you letter has been sent to Stewart.

2 Neil PENDING remove fax number from templates. Well has been sampled Lance spoke with Greg about securing more RD connection : monety for next year. This is a duscussion that will continue. Lance asked for engineering and legal support instead of money. Will be discussed during 5 / 10 plan. Still needs to connect Eric - PENDING- Set up for Historian Chris PENDING: Get photos from Linda and send to June Historian. Darryn Secured Canada Ski West Grant See directors report below for details PENDING connect with Lance regarding RD Grant. Erin Constitution has been found. Melanie Annie arriving at 5pm to speak to board PENDING: Guest Services Sign-- ROB Staff Accom Guest lists: - Diretors are now in compliance by sending names of workers in advance. Lance: - Flex room three bunk bed in the room - Purchased another double bunk We have hit max for bed and comfort. Can currently hold 29 ppl for sleeping. Jeff Dave Klien Bud Masters: Water tank - too big for what we need. Rental Agreement has been drafted and will be discussed during this meeting (below) PENDING: All Action Items from January meeting are carried forward due to absence and lack of report submittion Director Reports/ New Business Pioroity item: 5 and 10 year plan: Department Visions: Hospitality: Melanie Accomodation could increase for guests and staff and directors Raising prices for accomodations Tickets scanners within 5 years. --- should be able to get discounted scanners from another mountain.

3 Scanners would allow for data collection ( but is expensive) New design requested for the ticket window because hard to hear Gift Certifcates needs to be reviewed out dated Upgrade to the Til - connect and computerize through one system. Cain promoting family friendliness with packages geared to families/kids Director positions: General Manager Paid Position; Ski Patrol: Greg Expanded patrol buildling running water in the trama room. Need to steralize --- in the works! Accomodations within building that has at least 10 beds ( currently 8 beds); Common area for meal prep and to host patrol meetings. Upgrades/ Changes to the L4 shack so that there is additional first aid storage and a place for patrolers to stay warm up on the mountain. Need more consistant staff turn out for Mondays. IT Eric Accomdations support. --- would like to see something adult oriented. Smaller Units leased for the whole season -- if the hill owns it, then we would benefit from a long term lease even if the person isn t on the hill. Radio Repeater boasts the signal important for safety. Work toward adopting more Green Energny solutions as a mountain Buildings/ Construction : Lance Wash house flush toliets --- septic upgrade and water supply resevior; trenching etch L2 & L4: Upgrade to them --- no access to sites expect in the winter time. Would be nice to use Stewart while he is here this year to imporve ROADS to L2,3,4 and to help with errosion on the hill/ drainage Accomodations: Lodge Upgrade need more space. Build on? Build a New lodge HUGE PROJECT (the 10 year plan) Generators: Getting new generators in and electrifying the lists cleaner generating system; more reliable etc. Events: Chris Promotion of Events, more than just the list on the site. Kid Retention especially yrs old. Through the wolf pack how do we do this? Thinking about kids that don t work on the hill. How do we keep the 16+ age too? Create a terrain park to encourage teens. And additional programming ( jump camps; avi course; technical training including trades. Groomer Operations: Dave Howich Accomodations for Groomer opperators off the grid; aviable during the week so they can work in the off hours. Develop a training program for future groomer operators.

4 New Used Cat purchase within 5 years -- $ K - three possibilities out there right now. Current Cost is $10K to keep the cats we have in good running order. Promotions: Neil Summer Grooming program for the upper mountain needs to be encouraged and supported. Possibily of hiring labourers with bush saws. --- will need to be done with some finess to keep the smaller trees alive and well. Increasing search engine optomization? North Island Comminunity engagement ie. KidsFest and other events. More corporate involvement from the North Island. canvas N.I. Businesses for donations and in return get signage. Expanded Trailer park Human Resources: Rob Suports the dieas of training programs Create job and training opportunities for N.I. Youth Operations: Roads/Bus Tyson submitted by . Generator project - $50,000 2 new generators installed and this includes everything to make L1 turn electrically (all in.. all done price) Bus sell both old buses and purchase new bus in next year cash obtained (10K) will buy new bus(10k) Grader/D8 $100,000 for both machines over the next 10 years (to buy a WELL used grader = 100K) Both are in relatively good shape with lots of work gone into them over the last few years. All advice says to keep the grader and the D8. We will go through each machine and come up with a list of old parts that may fail and consider replacing them before failure (depending on price). This cost could be the under carriages..rollers...tracks..tires...hydraulic rams..motor jobs..turbos..bearings..etc..etc.. If someone wins the loto and gives us new equipment then we will take it!!..haha Roads $50,000(?) over 5 years to match external funding or cover some expenses on a significant upgrade. Most of the cost will be covered by grants and external funding or it probably won t happen The mountains small amount of money can be spent more wisely elsewhere. Hopefully we can get an annual maintenance grant from the department of highways to get the snow removal paid for instead of the mountain covering it!

5 Directors Reports: Melanie Young: Hospitality Music - 2 more inquires since last meeting but no bookings due to no accommodation or free ski passes Everyone is looking for Freebies ; 5 inquiries no one has come. Annie has given her notice. She will remain until the end of the year and is willing to train someone. Has been working to update SOP and checklists. Aysha - cabin rates, cancellation policy Hostels will increase by $5. Annie found ticket booth unsecured last weekend concerned that directors or others are not being responsible. Numbers: January 20 th Big Day Sat $16K Sunday $8K ( day that washington was closed) Jan 27 th Saturday $13K Day! Kitchen Update: Saturday night dinner numbers are getting high Amanda is willing and wants to feed everyone. More people are coming with the plan to eat in lodge. Would like support to ask people eating their own food during the dinner rush to move on. - perhaps it means two seatings and asking people to move out. Kitchen is getting crazy. Kitchen staff cannot get onto the floor to monitor the dinning room directors are being asked to be a second set of eyes. First Aid: Kitchen staff has Level 3 OFA and are there to help. ( for the off hours after 4pm) Events: -- advertise on the board in the lodge -- use the kitchen to help get the word out. Documentary Proposal and Guest Presentation from Annie Annie - documentary, Annie will join the meeting at 5pm, notice, ticket booth being used for access to upstairs office Proposal sent and Directors should have read in advnace: Annie is looking for approval to ask for fundraising donations using the Cain Name. Directors all agree this documentary is a good idea but we are unsure about the person selected to make the director. Why Jamie?: Is is professional and will take directions; by giving our approval we would get to set guidelines to what is shot/flimed. This is meant to be a historical documentary. The tone should be one of putting Cain in a favouralbe light. Jamie has applied for grants and is willing to take his funding from fund raising; Funding? Estimated Cost is $10200 as quoted. Application for $5K grant in the works. Annie wants to do a $6K kickstarer ( download code for the movie, higher values Action:. Discussion of Hotel Taxes will happen at Planning Meeting. Action: Melanine will inform Amanda that she has the right to ask people to leave during Dinner service ( 6:30-7:30) if they have not ordered dinner. Action Item: Dave Howich to connect with Annie regarding old film Action item: Chris to connect with Annie regarding fundraising

6 gets you to the debut; $1K dontion gets you a Day ticket) With Cain s blessing then the final product would be owned by Cain. We could use video for promotional stuff. Host at least one event here at Cain Annie is very passionate about Cain, she wants to perserve the history and the culture for the mountain. Annie is looking for direction around who should be interviewed. White Whale event would be a kickstarter kick off. There would be two review periods so that the directors can have input. Support Annie and her documentary at no cost to Mount Cain and with final edit approval by the liaison to the board, who is: Neil. events on the mountain. Action: Directors please contact Annie with suggestions for who should be interviewed. Passed M: Neil S: Eric/Greg All in Favour Motion Carried. Eric Sprenger Tech Support/Treasurer Budget Update Projected to lose $27K We are loosing $29K as of right now. Lift Tickets is looking strong despite late start. Season passes down this year, but over the projected budget for this year. possible focus for next year. Membership is up. Equipemnt expenses higher than planned. Over budget: Lodge Acoomodations and building Equipment fund Road is over budget. ( includes blasting and hauling that we have matching funds for) Eric presented copies of Employee Handbook: a reminder to all direcotrs to review this handbook, espeically before/ during your DOD shift so you can do your job properly. Action: Directors review Handbook. Eric presented the Finacial Anaylsis of Canadian Ski Areas Last year was great for BC Take a look at the document if you are interested in where we compare to other places. Skiiers are making up 85 % of all lessons in the province.

7 Discussion about Dogs: Motion made for abolishment of dogs on leashes. There has been minimal improvement in this area. Conversations with People: We are a dog friendly place. Currently we aren t enforcing this rule very well if at all. Possiblity of sending letters/ asking people not in complaince to leave the hill. target the people that are the repeatedly off leash. We need to be better at enforcement and have a clear conqequesnt. A letter needs to be drafted Abolish the dogs on leash rule for the parking lot only; Maintain rule of no dogs on runs or in buildings. M: Eric S: Rob Motion failed only three in favour. No dogs allowed on the Mount Cain Property. With the acceptions of service dogs. M: Eric: S: Neil 4 in favour Motion Fails 3 strikes rule over the course of a weekend; Consequence is that you may not ride that weekend or the following weekend based on time. Pass will be taken. Season s passes will be returned at the end of the day. M: Neil S: Rob In Favour: 7: 2 opposed. Motion Passes Failed Failed Passed Action: Neil to create language for rule and will create a letter that will be sent to all members via so they are aware of new enforement. Neil Borecky: Promotions/ Vice Chair Update to Well Samples were taken and will be sampled. Well sampling program is woring well, Well is bieng flushed currently. Promotions Update: North island Gazette will be given an update Lost and Found will be posted on the facebook page. Action: Neil connecit with Campbell regarding Bacteria sample Action: Dave will take over promotions while Neil is away.

8 Rob Burgess-Webb: Human Resources Staff Accomodations Concern Any dispues with workers: Try to keep workers until end of weekend so that they do not retaliate in a negative way and can maintain customer service while on the hill. If approaching a staff member have two directors present. Action: Care Takers resigned with two weeks notice. Rob is going to try and attempt to keep them. < In Camera> 5:47 <out of camera> 6:17 Chris Lindsay Special Events 1. March race at mt Washington Taking 4 coaches Accomodations secured -- looking for Cain to pay $400 for accomodations. $50 will then be charged the coaches. Possible dinner fundraiser increase dinner price to $25 and $5 could go to ski team. 2. Cain cup - volunteers. / participation - promote the event better 3. Kids fest - recap on last year - north island kids. (Free, discount?). My notes don't say what we did??? - promote the events better. How? - volunteers. Rebecca Olsen FB group - scale back on activities. Dual race on the face w a lower start option for bunny hill kids, obstacle course, snow castle, colouring and face paint in the lodge if a young mom wants to run it. We will for sure have the face paint lady back again - conventional awards. We will try and have a participation ribbon for all competitors. Set aside $400 for for ski team trip to mount Washington M: Lance S: Dave H. All in favour. Motion Passed. Dave Mazzucchi Snow School & Ski Shop / Chair 1. Security Camera in parking lot -- Webcam instalation to go with Weather Station installations.

9 3. DOD needed for Feb 5 and 11th. --- Erin will take 11 and Dave will take 5 th. 4. Liquor licence re-application due Feb Snow school Monday instructors (in camera). DEALT WITH 6. Family Day (Feb 12; Erin is DOD) The Indigenous Sport, Physical Activity and Recreation Council is coordinating a group of 20 Namgis First Nation and take lessons AND the Ehattesaht Reserve (Zeballos) FEB 24 has 62 members who want to come to Cain with about 50 taking lessons. Action: Neil to secure criminal record check. Dave to remind Neil March 11 th 40 people from port Hardy. Day trip. - Thank you to Eric K for liasoning with Namgis. Indigenous Sport Council $$ is supporting these initiatves We are working to provide a group rate. 7. The number needs to come off of the snow report and newsletter templates. 8. Cafe paid? Paid today! Action: Neil to remove old fax number from the snow report and from the newsletter template ASAP. Jeff Gaetz Director At Large Trailer Park Absent reprot ed I am in Arizona until next week and won't be at the meeting on Saturday. RV Rental Agreement Draft to be presented. These are the changes to the RV rental agreement suggested by Dave which I agree with. If the rest of the board approves them I will print off copies and deliver to the tenants when I return on Feb.10. As far as supporting the video production fund raising... I don't feel we should be offering any monetary support but am in agreement with them doing some kind of fundraising in the lodge if they agree to the board viewing the production prior to its release to the public. Action: Move RV rental Agreement discussion to the next meeting that Jeff Attends. Darryn McConkey Grant Applictions Absent Report submitted by

10 Small Areas Grant & Conference: We're approved for up to $1340 to attend the spring conference. Covers registration, hotel, travel, etc... Board should determine who is going and clarify what other expenses will be covered by MCAPs. Ideally, folks attending should register for the early bird rate before feb 22 and book accom asap. Melanie printed out what was happening at the conference. Lots of Lifts; Mechanical; HR; Safety; I ve connected with Mt Timothy, Phoenix and Salmo ski hills for funding/grant info and contacted several potential grant sources. I ve created a folder called GRANTS in the DOCUMENTS section on our SharePoint Site. In it I've saved an excel spreadsheet called MCAPS Grants with the following tabs: Grant Funding Sources: Description of potential funding sources including links, timelines and other info. Action Item for Directors to review list and add additional sources/information MCAPS Funding Needs: List of current MCAPS funding needs. Action Item for Directors to review and add items to list. Action Item for Board to assign relative priority to items (necessary, high, mod, low) and indicate if MCAPS is willing to fund item (if NO, then applications may still be submitted but would not require MCAPS expenditures) Volunteer Effort: My first crack at quantifying our volunteer effort. I ve created a list linked to Directors and other work. Action Item for Board to review and confirm list/categories. Action Item for Directors to populate estimates for number of volunteer hours. *information below this line was not addressed and will be revisited next meeting that Darryn Attends. Corporate Sponsors: Information and links to other hills corporate sponsorship programs (see below) Corporate Sponsors: Many ski hills receive funding from corporate sponsors. Some hills, like Shames, have formal programs and others have less formal but established relationships with businesses. They all require some form of recognition and display for sponsors (signage, website, etc ). DM: This is an underexploited funding source for MCAPS that we Action: Send outline of conference to all managers and directors to determine interest. Action: Directors need to review and determine if they are willing to go. Action: to follow up. Action: Directors are to review the Grants Excel document online in the share point. Provide feedback to Darryn directly before March mtg. Action: Darryn, please review your Feb. report to directors at Mar. meeting as there wasn t time to finish discussion.

11 could look into developing. Is this under the purview of Grants?, Promotions? Mountain Playground Group: Mt Timothy and Phoenix are members. MPG is designed to assist small, community ski areas to be more profitable and sustainable. No cost to join. Become part of the Mountain Playground Card - $39 card with discounts at member hills. Mt Timothy GM says benefits include: additional unpaid marketing, group rate benefits, vendor members of MPG give us discounts, weekly group speaker calls for marketing & operations with all members via conference call, special rates for season pass holders among the group. (link on grant spreadsheet) Action Item for Board to review MPG and endorse DM and Neil to connect with CEO to further explore joining MPG and bring info back to next Board meeting for decision. Response from BC Hydro: 'only covering education programming costs under the Smart Energy Choices focus area. Examples of expenses can range from support for educational materials to program supplies. Infrastructure/equipment upgrades, capital campaigns, research and feasibility studies are not eligible' DM: I m not seeing anything obvious for MCAPS but please provide ideas for potential projects if any come to mind. ICET: I had a good conversation with Denice Regnier (info on grant spreadsheet) but she emphasized that projects need to increase economic activity (increased visits, new activities, etc ) or increase employment in order to be eligible. Action Item for Board to provide DM potential projects. FYI Thanks to Dave M. - I ve been contacted by Euan Thomson who has offered to help with Grant applications. The plan is for the board to confirm/prioritize our funding needs and try and link to potential funding sources. Should be able to submit several applications for this spring s funding window. Tyson Craig: Operations- Road/Generators/ Bus Absent; Report submitted by . Report Generators seem to be running along with normal maintenance and love Grader has had some issues this season with a recent problem this week which is being worked on as I write this. Campbell is confident that it can be up and running for Friday. I told him to contact the local companies in the area for a road grade, if need be, to keep the mountain road open and in decent shape. Campbell has been a great help with the grader and operators for weekends while I have been away and deserves some pats on the back!! Action:

12 Bus seems to be running along with minor maintenance issues. The drivers are once again doing a fantastic job at keeping it going for us! Dan Claire (Black cat repairs Port Hardy) has his eye on a great replacement bus which will be coming up for sale in April or May. It is the same size and design of our current bus but it is a lot newer and in better shape with more availability of parts. This fall when registering the old bus, Dan had a tough time sourcing some parts and took longer then expected. Drivers: Pete and Doug are willing to move out of the Lori Cabin Pete may be able to stay in June s Trailer; or he will try bunking in with Megan and Annie; Doug can stay in ski patrol. Avery can move into the Lori Cabin next weekend. Avery is aware. Lance Karsten: Buildings & Construction Couple of incidences in Kapitany Genearl public and staff members walking into building without invite. New key pad locks have been added to outside doors as an added security. Mount Cain Facebook Page Person was refered by RD Staff to Lance. RD board is receiving vibes that things are going well. Please remember that we are serving the regional district as volunteers. Action: Lance to codes to Kapitany directors so that DOD can access. Codes will be posted in the Key box. Action: Greg Muirhead Ski Patrol Everything is peachy; nothing to report at this time. Action: Dean Davidson Operations- Lifts Not in attendance & no report submitted. Action:

13 Dave Howich Operations - Groomers Everything is moving along Mondays is a headache Avery is working all night and then driving to school. Skian was going to take over Monday nights but hasn t been. Action: Lights Job has not been completed yet has been on going since beginning of the season. David Klein: Occupational Health and Safety Not in attendance and no report sent. Action: Erin Nixon BC Soc. Rep./ Secretary. No Update. Action: Ask Darryn to take minutes in March. Or Eric will do. Next Meeting March 3, 2018 at 4pm Adjournment: Motion to adjourn at: 6:52pm All in favor. Appendix:

14 MOTIONS