Tyrol Ski & Mountain Club Annual General Meeting Minutes [AMENDED] held on Oct 26, 2016 from 7:00pm to 9:20pm Confederation Hall 4585 Albert Street Burnaby BC Chairperson: Uli Hausmann Recording Secretary: Mark Batho in place of John Anastacio Present: Uli Hausmann - President Nancy Mizzoni - Vice President Carole Selig Treasurer Mark Batho - Sports/Social Charlie Palmer - Communications Jamin Davies - Operations Absent: John Anastacio - Secretary Also in Attendance: Jose Pinter, 2 guest attendees of Dirk Seiber Members: See attached Quorum has been met for the transaction of business [or not]. Quorum is defined as 10 regular members, 21 years of age, present in person including honorary members / Bylaw 2 (4). CALL TO ORDER The meeting was called to order at 7:00pm by Uli Hausmann and quorum was established by the Chairperson. CHAIR S OPENING REMARKS: Chairperson welcomed guests members. 1. APPROVAL OF AGENDA Chairperson noted that the agenda had been duly distributed to the directors & members prior to the meeting. Chairperson asked if there were any amendments requested for the agenda. AMENDEMENT: Mark Batho MOTIONED to amend agenda by adding Tyrol Reservation and Cancelation of Booking Policy, SECONDED and CARRIED. 1 6
RESOLVED that the Tyrol reservation and cancelation booking policy added to new business 2. APPROVAL OF PREVIOUS MEETING MINUTES UPON MOTION duly proposed to approve the previous minutes from Oct 27, 2015 as circulated, SECONDED & CARRIED RESOLVED that the meeting minutes are approved 3. DIRECTORS REPORTS 1. Treasurer Treasurer s report referenced presentation (attached). Only interest was from savings account. Member bookings are up for this year likely due to better snow. Guest bookings accounted for more than half of member bookings but member revenue is increasing. Question from member about the high cost of insurance given that we now have a sprinkler system. Treasurer answered that this just seems to be how it is currently but we will try to renegotiate next year. 2. Scrutineers Scrutineers reviewed documents and accounts and reported that accounts are as represented in the books. UPON MOTION duly proposed that the scrutineers report for 2015/2016 be approved. SECONDED & CARRIED 3. Lodge Report RESOLVED that the 2015/2016 scrutineers are approved Operations reported that as the lodge is getting older it is going to cost more money to maintain. Dan mentioned he is stepping down but has been involved since 1978. Jim Brown is to be thanked for Dan getting involved on the Board of Directors. Otherwise Dan will not have met many members. Dan reminisced that when he became a member he had to clean up the pump House he thanked John Anastasio who did as well one year. He thanked Chris Mizzoni for doing a great job on the 50th anniversary video. He also thanked John and Chris for doing the kitchen floor. 4. Membership 2 6
Membership reported from an overhead chart (attached) that we have 344 members (including childrens) of the club with 14 new members and asked new members to please standup. Pete also outlined all of the different membership types and when asked a question about a limited membership he responded that a limited member can partake in the club but cannot vote. They pay the guest rate at the lodge and received a newsletter. Pete also mentioned that there would be some new lockers soon. 5. Sports/Social Uli Hausmann, President reported on the sports events he organized. Most of the participating members were over 50 yrs old with a total of 13 different trips. There was a Courtney bicycle trip run by Jim Brown and a ski to sky hike with lunch at the top of the gondola in Squamish. There was a galloping goose ride and the participants stayed at Royal Roads. There was also a Richmond bike ride and Jackie Parkinson put on a party for the riders. Uli reported the cost Tyrol Christmas party is $55 and it will be at the Alpen Club on December 9. Please contact Cheryl by November 9 to let her know if you will be going. Sports/Social reported that Tyrol members volunteered at the Canadian national ski championships at Whistler and that the weasel workers sent a large thank you to the club at the volunteers party in front of the race organizers and National Team Coaches. There was another opportunity organized to volunteer at the British Columbia spring F I S series at Whistler. The 50th anniversary party was a great celebration with Senator and Olympic gold medalist Nancy Green being invited and on the guest list but she was called away at the last minute for a funeral. There was a successful silent auction and special 50th anniversary T-shirts for sale which many members purchased for $20.00 6. Communication Communications reminded members the newsletters come out four times per year along with some email distributions occasionally. He asked members to subscribe to the new Twitter channel and mentioned that we now have two Facebook pages, one private and one public. Many thanks to Claire Sandham who has been working on the new website which will launch soon. Charlie also reminding people who receives newsletter hardcopies to let him know if it would be okay to receive emails instead. 7. Vice-President 3 6
Vice President showed pictures from the 50 th anniversary and mentioned that Whistler mayor, Nancy Wilhelm-Morden attended, made a speech, and toured the Lodge. Rolf Frowein, past President, lodge builder and long time member also made a wonderful speech along with long time member Karen Preissl. There were more than 100 people in attendance and the event was covered by the Whistler Pique magazine and covered by Whistler FM in an hour-long program Eliza Waddell presented on behalf of the Tyrol Lodge Sustainability Committee (Members: Nancy Mizzoni, Carole Selig, Andrew McFarlane, Paul Hawman, and Eliza Waddell). The committee is looking into how to pay back debentures. Eliza presented information on membership types and member data, as attached in slide presentation, and encouraged people to book rooms at the Lodge. Paul Hawman reported on the Tyrol Lodge survey and asked people to please fill it out. 8. President President made a special mention of the passing of Gordon McKeever who was helping with the property rezoning and what a loss it was to the club. Jim Brown attended his funeral and mention that the work to rezone the property carries on. Uli announced new board members for the following year: Eliza Waddell, Stephanie Michaud, Jamin Davis. Pete Hall is also looking to continue as Membership Chair, Nancy Mizzoni to move to President, Eliza Waddell to move to VP, Jamin Davies to Operations UPON MOTION duly proposed that the Directors and Scrutineers reports be adopted, SECONDED & CARRIED RESOLVED that all Directors and Scrutineers report are approved 4. OUTSTANDING BUSINESS Property rezoning update by Andrew McFarlane: Whistler Fire chief still needs to sign off on the fire safety plan. Limited Partnership got the records from Gordon s estate and we will go forward with the application. We are trying to get to a proper-zoned use. We are not anticipating much trouble with zoning. Drew will be our agent to submit application. We expect Whistler will have four readings of the application. Limited Partnership hopes to get the 13-page application in by December. 5. NEW BUSINESS 4 6
1. Appointment of 2016/17 Scrutineers UPON MOTION duly proposed that the 2016/17 Scrutineers, Barbara Keys and Vincent Pigeon, be appointed as Scrutineers, SECONDED & CARRIED 2. Election of Directors RESOLVED that Tyrol Club members, Barbara Keys and Vincent Pigeon are appointed as the 2016/2017 scrutineers UPON MOTION duly proposed that the Board of Directors : Pete Hall as Membership Director for a 2 year term Eliza Waddell as Vice President for a 2 year term Stephanie Michaud as Secretary for a 2 year term Jamin Davies as Lodge Operations for a 2 year term Nancy Mizzoni to move to President for the remaining (1) year of a 2 year term. SECONDED & CARRIED RESOLVED that all proposed members are elected as Directors in the proposed positions. 3. Director s Honorarium and allowances UPON MOTION duly proposed that the Board of Directors honorarium for 2016/17 be approved, SECONDED & CARRIED RESOLVED that directors shall receive $150 and $200 for President 4. Extraordinary Resolution for funding rezoning UPON MOTION duly proposed that the special resolution to raise funds for the purpose of continuing to fund the Rezoning project. Members to be charged an additional $100.00 for Family members and $50.00 for Single members for the fiscal period 2016/2017. SECONDED & CARRIED RESOLVED that Members to be charged an additional $100.00 for Family members and $50.00 for Single members for 2016/17. 5. Tyrol Reservation and Cancelation of Booking Policy 5 6
Discussion of exclusive use of lodge reservation. Mark Batho mentioned that exclusive group bookings lock members out. Group booking rates are structured so that people are more likely to book the whole lodge. A suggestion was put forward to keep the Garden Wing open to members at all times during any group booking. However this may not appeal to those booking the whole lodge. Group Bookings are currently a needed source of revenue for the Lodge Further discussion on the subject triggered a motion. UPON MOTION duly proposed that the Tyrol Reservation and Booking Policy be reviewed by the board of directors, SECONDED & CARRIED RESOLVED that the Board of Directors will be reviewing the Tyrol reservation and booking policy especially the group bookings to provide parameters while minimizing group booking loss. ADJOURNMENT MOTION to adjourn the meeting. SECONDED, CARRIED The meeting was adjourned at 9:20pm. 6 6