Nakkertok Annual General Meeting October 28 th, 2017 Nakkertok South - Blue Room
AGM Agenda Board of Directors Report Approval of the Minutes of the 2016 Nakkertok AGM Nakkertok s Audited Financial Statements for 2016 / 2017 Motion to Approve the Auditor of the Nakkertok s 2017 / 2018 Financial Statements Motion to Elect Members to the Nakkertok Board of Directors Other Business Meeting Adjourned 2
Board of Directors Report Nakkertok Staffing Update Nakkertok Programs Update Nakkertok Events Calendar Nakkertok Trails and Facilities Update Nakkertok North Update Nakkertok and the Broader Community Nakkertok Sponsors 3
Nakkertok Club Manager: Context Growth has come along with Increasing scope & complexity of operations & organizational pressures Volunteers Board of Directors Paid Staff Racing Coaches Administrator Grooming 4 Bookkeeping Services Ski Fast Coordinator
Nakkertok Club Manager: Focus Future opportunities Enhance Volunteer & Resource Management Build critical infrastructure for coaching and officials Enhanced Community relations Local government Local groups Politicians Local media Local business Larger scale fundraising Facility usage - unused capacity - revenue potential Expanded programming - adult programming - Ski Fast Expansion - Paranordic program Lost progress 5
Nakkertok Club Manager: Process September 2017 Advertising August 2017 Recruitment Planning April 2017 Business Case for Club Manager Funding / ROI March, 2017 Essential work areas & priorities June 2017 Club Manager Job Description & Advertisement December 2016 What s the work to be done? Management & Administration requirements 6
Jonathan Méthot Club Manager, Nakkertok Ski Club 7
Nakkertok Staffing Nakkertok has hired several additional parttime positions for the coming season: Administrator Ardeth Kirkham XCSkiFast Coordinator Liam Walke Wax Technician - TBA 8
Nakkertok Programs: Learn to Ski Numbers Record Mud Monster numbers: 82 LTS Sessions capped at max 140 skiers registration still open Sunday PM at South still most popular; is running a wait list Sat AM : 76 registered to date Sat PM 59 registered to date Nakk V-de-M: 10 registered to date 12 adults registered in LTS (will use paid coaches for first time on a trial basis) 9
Nakkertok Programs: Learn to Ski Leaders Director (Board Rep): Andrew Hurst Head of Hares: Sarah Heath Mud Monsters Coordinators: Jim Delaney, Claire Plumb and Tracey Clark Saturday AM Coordinator: Mike Stratford Val-des-Monts Coordinator: Guylaine Carriere Still in need of a coordinator for Saturday PM and help with coordinator for Sunday PM Please speak with Andrew if you are willing and interested (or know someone who might be). 10
Nakkertok Programs: Ski4Life Program up and running for its third year Rob Smith has taken over as program lead after two years of great leadership from Steve Paradine Wednesday sessions were offered again this year (after a one-year hiatus), but registrations were low, so we cancelled the Wednesday dryland portion but are still hoping we might be able to run the on-snow (we need 10 participants to make it a go and have 2 at the moment) We have 26 people registered for the Tuesday night session and we ve been practicing since September 19 Overall, numbers are down for the program and we will be looking into the reasons for this The Nakkertok Board is establishing a committee to develop a strategy to grow programming for adults at Nakkertok 11
Events @ Nakkertok Nov. 5 Fall Fun Run Nov. 18 / 19 Level 1 and 2 Officiating Course Dec. 16/17 Candy Cane Cup Dec. 26 Boxing Day Burnoff Feb. 2-4 Easterns Feb. 6 and 12 HS OFSAA qualifying races Feb. 24 Cookie Race Mar. 4 Thea's Race Mar. 31 Enduro Please note the date of the Weberloppet is still being finalized. 12
This Year s Investment in Snowmaking. Thanks to a grant from Remaining funds from Kraft Heinz project play and racing team fund raising - New 250kw diesel generator to power the system - Purchase of 2 used TechnoAlpine snow guns - Additional snow hose - Improved drainage for winter and summer - In ground cable to bring the fan guns to the end of the stadium - A pull behind mower for 4 season use
Other Trails and Facilities Activities: New storage building / Nakkertok race team Easterns wax building Mini me barn New and improved trails in progress Trail 8 north will be PB groomable (mid season snow) Connector between Mallory loop and trail 4 (south of Weber pond) Van Wijk pond bypass to allow more grooming of Morral loop with PB Connector from 1 north of Morral to the Jump trail (old ski-doo trail) 6.25 extension from Sunrise to power line line Stadium extension, widening of funnel Re-work of Alcove trail The challenge down from Sunrise west of the power line
Nakkertok North Issues with the Municipality continue to improve, but longer term planning on hold until November 5 th municipal elections. Benjamin Campin is running for council. The building of new access to the trails from the stadium has been delayed by the need to get a Certificate of Authorization from the Ministry of Environment, but minor trail improvements are ongoing and plans are to groom as far as St Antoine s Crossing on a regular basis all year to provide for a longer out and back ski. Construction of a new wood shed and storage building is almost complete. LTS registration is ongoing and we anticipate an increase in numbers from last year - Guylaine Carriere is the new LTS Coordinator for Nakkertok Val-des-Monts More parents are getting involved as coaches, and on trail / chalet work Relationship with Ski de fond des Collines continues, new schools have booked weeks already 15
Nakkertok and the Broader Community Nakkertok is continuing to strengthen its relationships with Cantley and Val des Monts Nakkertok facilities have now been used for meetings of local volunteer firefighters and boy scouts and we hosted a local archery club over the summer and a local running race on our trails last weekend Nakkertok has now been approached by the Cantley Economic Development Committee to discuss potential joint projects and will pursue these conversations in November 16
Nakkertok Sponsors
Approval of Past Minutes Seeking a Motion to approve the minutes of the 2016 Nakkertok AGM 18
2016/17 Audited Financial Report to Members and Appointment of Auditor for 2017/18
Audited Financials FY2016/17 Program Fees 263,618 Memberships 102,970 Events 68,407 Guest Fees/Fundraising 27,343 Grants/Sponsorships/Other 47,117 Total Revenues 509,455 Program Delivery 260,920 Trails & Facilities 122,227 Administration & Insurance 62,344 Amortization 40,856 Total Expenses 486,347 Net Surplus 23,108
Statement of Financial Position FY16/17 FY15/16 Current Assets 281,512 211,093 Capital Assets 321,455 172.869 602,967 383,962 Liabilities 293,858 97,962 Net Assets 309,109 286,000 602,967 383,962 21
History of Financial Reserves Nakkertok Board approved creation of two new reserve funds A Nakkertok contingency fund A Nakkertok capital fund Nakkertok Board formalized the creation of reserve funds for existing monies that have already been raised: A fund for monies raised by Racing Program athletes for long-term Racing Program priorities A fund that ensures Nakkertok is able to pay its paid coaches in the event grants are not secured 22
Financial Reserves FY16/17 FY15/16 Internally Restricted Racing Program Fundraising Reserve 5,596 44,512 Racing Program Operational Reserve 20,000 20,000 General Operational Reserve 20,000 20,000 Capital Reserve 50,000 20,000 Unrestricted Reserves 78,676 50,308 23
Financials Recommendations from Auditor No recommendations this year
Auditor Appointment for 2017/18 Deloitte was appointed auditor for 2014/15 (first audit for Nakkertok) Audit process increasingly smooth Board recommends appointment for 2017/18 Motion: Approve appointment of Deloitte as auditors for the 2017/18 fiscal year.
Thank You to Departing Nakkertok Board Members Mary Daly (Vice President) Karen Mihorean (Adventure Program) Sue Schlatter (Fund Raising) 26
Nakkertok Board Members Returning for Year 2 of a 2 Year Term Andrew Hurst (LTS) Ken Lindfors (Trails and Facilities) Robert Hornung (Past President) Ian Skerrett (Communications) Don Sproule (President) Grant Williams (Racing Program) Rachel Williams (Nakkertok Events) 27
Nakkertok Board Members to be Elected / Re-elected for a 2 Year Term Benjamin Campin (new, Community Relations) Jenny Koumoutsidis (new, Treasurer) Caroline Macintosh (new, Secretary) Peter Metuzals (new, Fundraising) Jan O Donnell (returning, At Large) John Stephenson (returning, Nakkertok North) Andrea Timlin (new, Adventure Program) Dirk van Wijk (returning, Landowners) 28
Motion to Elect Board Members The AGM is asked to pass the following resolution: The 2017 Nakkertok AGM agrees to elect the following slate of Members to the Board of Directors for the 2017 2019 term: Benjamin Campin, Caroline Macintosh, Jenny Koumoutsidis, Peter Metuzals, Jan O Donnell, John Stephenson, Andrea Timlin, Dirk van Wijk. 29
Future Nakkertok Board Members If any Nakkertok Member is interested in serving on the Nakkertok Board in the future please let us know The new Board will have a standing committee on Board renewal. We are interested and willing to provide opportunities for such individuals to shadow current Board Members in order to ensure a smooth transition in the future. 30
Other Business? 31
Motion to Adjourn Thank you for your support of Nakkertok! 32