TOURISM SUN PEAKS Annual General Meeting Hearthstone Lodge June 24, 2017 Meeting Minutes

Transcription

1 TOURISM SUN PEAKS Annual General Meeting Hearthstone Lodge June 24, 2017 Meeting Minutes Board of Directors in attendance: Reiner Brecht Non-Hotel Lodging Director, Past Chair James Bingham Hotel Lodging Director Peter Ernst Commercial/ Tenant/Independent Operator Director Petr Duda Residential Director, Secretary Amy Blakeney SPR LLP Director, Treasurer Aidan Kelly SPR LLP Director, Vice-Chair John Douglas Hotel Lodging Director, Chair Darcy Alexander SPR LLP Director Regrets Vivek Sharma Silvia Erler Single Owner Large Hotel Director Non-Hotel Lodging Director TSP Personnel in attendance: Arlene Schieven President & CEO Stephanie Avery Director, Finance Colin Brost Director of Market Development Jennifer Lestander Manager, Destination Marketing Ashleigh Capper Admin & Accounting Assistant 1. Call Meeting to Order Chair, Reiner Brecht called the meeting to order at 9:47am. Quorum recognized. 2. Chairperson s Welcome Report Welcoming remarks were provided by Reiner Brecht, Chair of the Sun Peaks Mountain Resort Association Board of Directors. Reiner introduced the volunteer Tourism Sun Peaks Board of Directors and the CEO and President. Reiner welcomed Sun Peaks Mayor Al Raine and the councilors present at the meeting AGM minutes Reiner Brecht, asked if there were any corrections or omissions from the minutes of the previous AGM meeting Motion: It was moved and seconded (Ines Popig/Coleen Hannigan) to approve the Minutes of the June 25, 2016 Annual General Meeting. 1

2 4. Special Resolution change in By-Laws The Board of Directors is recommending that the Bylaws of the SPMRA be amended as follows: 1. by deleting By-law 4.1 and adding the following in its place: 4.1 An annual general meeting of the SPMRA shall be held once in every calendar year at such time and place as may be determined by the Directors. 2. by deleting By-law 7.7(d) and adding the following in its place: 7.7 (d) Pursuant to the Society Act, the Directors may at any time and from time to time appoint a "member" as a Director to fill a vacancy in the Directors. A Director so appointed holds office only until the conclusion of the next annual general meeting of the SPMRA, but is eligible for reelection at that meeting. 3. by deleting By-law 15.1 and adding the following in its place: 15.1 A notice, statement or report may be given or delivered by the SPMRA to any member either by delivery to him personally or by sending it by mail to him to his address as recorded in the register of members, or by such other means as the SPMRA may stipulate from time to time in accordance with the Societies Act (which means may include facsimile or electronic transmission or , where a member has provided an address). Where a notice, statement or report is sent by mail, service or delivery of the notice, the statement or report shall be deemed to be effected by properly addressing, prepaying and mailing the notice, statement or report and to have been given on the day, Saturdays, Sundays and holidays excepted, following the date of mailing. Where a notice, statement or report shall be deemed to be effected by the manner stipulated by the member in the aforesaid notice and to have been given on the day, Saturdays, Sunday and statutory holidays excepted, following the date of transmission. A certificate signed by an officer of the SPMRA or any Director, or agent acting in that behalf for the SPMRA, that the letter, envelope or wrapper containing the notice, statement or report was so addressed prepaid and mailed shall be conclusive evidence thereof. 2

3 4. by adding a new By-law 19.4 as follows: 19.4 Notwithstanding By-laws 19.1 and 19.2 above or anything contained in these By-laws to the contrary, except for By-law 20.2, the total assessment the Sun Peaks Operator shall be required to pay to the SPMRA during each fiscal year of the SMPRA, commencing with the fiscal year ending in 2019 and payable in every fiscal year of the SPMRA thereafter, is the amount of $825, (the "New Lift Revenue Fee"), which New Lift Revenue Fee shall be subject to changes that are proportionate to the changes, if any, of the Business Cost Centre annual assessment rate for the applicable fiscal year of the SMPRA. The New Lift Revenue Fee shall be assessed, levied and paid to the SPMRA by the Sun Peaks Operator in twelve equal monthly installments for each fiscal year of the SPMRA, commencing in the first month of the fiscal year ending in Q. Will the new funding format effect the Tourism Sun Peaks budget? A. No it will not. The membership revenue will see an increase over the next few years with increase development in the resort Motion: It was moved and seconded to approve the proposed SPMRA Bylaw amendments to bring the SPMRA Bylaw into compliance with the new Societies Act that came into force November 28, Motion: It was moved and seconded to approve the proposed change to the Sun Peaks Operator funding format listed above (19.4) commencing with the fiscal year ending Presentation of new Sun Peaks brand platform and Marketing and Sales highlights from Arlene Schieven, President and CEO of Tourism Sun peaks presented the new Sun Peaks brand platform. The presentation will be posted on the website in the member s area. Q. Are there proactive steps being taken to get direct feedback from our guests? A. Yes SPR LLP and TSP have been conducting on mountain winter surveys for several years. TSP is conducting a similar summer survey this year Q. Has TSP ever considered getting feedback from resort front line employees? They are the resort s ambassadors that play a significant role in the guest experience. A. It was suggested to have one of the board member s assigned as a staff liaison. Community Employee Summits could be held throughout the year to get staff feedback and engagement. Q. How do you plan to use the new brand platform? A. Staff provided examples of how the new brand platform is being applied to our marketing and sales initiatives. 3

4 Tourism Sun Peaks Staff reviewed the key association initiatives over the past year and upcoming year. The presentation will be made available online in the member s area 6. Financial Report & Audit Committee TSP Board Secretary Petr Duda, introduced Deborah MacKinnon from KPMG to report on the audited financial statements. Deborah referred to the official written report and audit and confirmed that the accountants review did not reveal any material errors and that the statements have been produced correctly and without fraud. Deborah reviewed the Statement of Financial Position and Operations. Motion: It was moved and seconded (Coleen Hannigan/Al Raine) to accept the Auditor s report as presented. Petr Duda noted that this was the last year of the three-year contract with KPMG. The Audit Committee is recommending that KPMG continue to serve as external auditors for another 3 year term Motion: It was moved and seconded (Claudia Guichon/Bryan Walker) to elect KMPG as the Audit Firm to perform the annual Financial Audits for a three-year period commencing with fiscal year ending March 31, Amy Blakeney reviewed the Memberships Accounts Receivables. Members not in good standing with balances over $5,000 were listed. These combined member accounts total $145,558. This is 77% of the current accounts receivables. Amy reviewed the collection process. Amy noted these accounts are accruing interest and Certificate of Levys have been applied against these properties. The Board is seeking legal assistance to pursue these accounts through the BC court system. 7. Board of Directors Elections The elections were moderated by TSP Director Petr Duda. Petr described the eligibility to vote for each category. The first election was for Hotel Lodging Director. The position was held by John Douglas and he chose to seek re-election. Petr advised a nomination was received for John Douglas. Petr called three times for any additional nominations from the floor. Hearing none, Petr declared John Douglas elected Hotel Lodging Director by acclamation. The next election was for Non-Hotel Lodging Director 4

5 The position was held by Silvia Erler and she chose not to seek re-election. Petr advised a nomination was received for Derek MacGowan. Petr called three times for any additional nominations from the floor. Hearing none, Petr declared Derek MacGowan elected Non-Hotel Lodging Director by acclamation. The final election was for Commercial Tenant/Independent Director The position was held by Peter Ernst and he chose to seek re-election. Petr advised a nomination was received for Peter Ernst. Petr called three times for any additional nominations from the floor and hearing none, Petr declared Peter Ernst elected Commercial Tenant/Independent Director by acclamation. 8. New Business None to report 9. Questions and Answer Period Chair, Reiner Brecht opened the floor for questions and asked Mayor Al Raine to provide a quick update on Sun Peaks Mountain Resort Municipality business. Al Raine provided an update on the purchase of the Sun Peaks Utilities, Health Centre progress, nonmarket housing opportunities and upgrade work to the BC Hydro lines. Reiner Brecht thanked the meeting participants for attending the AGM and encouraged all members to bring any questions they have to a director or staff. 10. Conclusion of Meeting Motion: It was moved and seconded (John Douglas /Al Raine) that the meeting be concluded at 12:03pm 5