CCCTS VICTORIA CHAPTERMEETING MINUTES

Date of Meeting:	December 16, 2022
Time:	2 pm
Steering Committee Present:	Diane Swindell, Chris Hodgson, Donna Kerkhoven,
	Mikkel Bonnor, Jean MacDonald, John Pritchard, Stuart Reynolds
Meeting Chair:	Diane Swindell
Minutes	Donna Kerkhoven
Location:	Mikkel’s residence & Zoom

Meeting called to order at 2:18 pm

Agenda approved: John moved & Jean seconded

President’s comments – Etiquette for Meetings:

1. Meeting to start promptly at designated time. I will assign time limits for each agenda item and use a timer to keep track of the time. 
2. All cell phones turned to vibrate or airplane mode.
3. One person speaks at a time – no side comments.
4. Discussion stays on topic- only items on agenda are discussed.
5. Committee strives to reach a consensus. If no consensus, move to vote. Majority vote is accepted by all. 
6. Any dissension over an issue stays within the steering committee.

Agenda:

1. Role definition – 20 minutes
2. Changes – 15 minutes
3. Ride scheduling – 30 minutes
4. Social activities – 20 minutes

Roles:

Role of the President/Chair – Diane Swindell:

1. Prepare agenda – ask for members’ input; email agenda to steering committee members 1-2 days prior to the meeting
2. Assign time allotments to each item
3. Ensure meeting proceeds in a timely and orderly fashion
4. Ensure fairness and equality at the meeting
5. Provide leadership and direction- encourage new ideas
6. Summarize points of each agenda item before moving to next item. Ensure all plans and ideas are clear and all in agreement with summary
7. Help to identify goals- state a goal; actions to be taken to achieve goal and evaluation of goal by set date
8. Ensure decisions represent collective views; chair does not move motions; does not vote on a motion unless necessary for a majority 
9. My personal goal is to work cooperatively with the steering committee members, be open to new ideas, bring enthusiasm and goodwill to the Club and have FUN!!

Role of the Member at Large – Mikkel Bonnor:

1. Assist other members in the Committee.
2. Help out with events.
3. Propose events

Role of the Treasurer – John Pritchard:

1. Likes to be numbers person
2. Not very active in chapter
3. Discussion on how to get more funds for our Chapter:
   1. Donna mentioned that we can have another Hub & Spoke event if we want.
   2. Jean said we used to hold yearly Hub & Spokes.

 

Role of the Social Convener – Jean MacDonald:

1. Hold events such as a spring pizza party, BBQ in the summer, pie party, New Year’s Day open-house.
2. Perhaps request a donation of $5 (for example). A donation allows the event to break even.
3. In order to address the request for ideas to raising money, ask members to create and donate items for gift baskets, or, possibly requesting bike shops to donate items, too.
4. Jean may need help with event planning from other Committee members / Chapter members

 

Role of the Ride Coordinator – Chris Hodgson:

 

1. Humbled to take it on; Chris doesn’t know many members.
2. Chris was the ride coordinator for the Fraser Valley Chapter.
3. Goal is to get more people involved running rides;
4. Doesn’t want to let a week pass without something occurring, ie, cycling or hiking in colder weather.
5. Discussed fast riders vs slow riders and e-bikes in our Chapter.
6. Chris’ idea is that if lone riders see our club out cycling, they may want to join.

Role of the Member at Large – Stuart Reynolds:

1. Follow what Mikkel does.
2. Stuart mentioned that he has experience with leading rides and being a treasurer with other groups.
3. Stuart knows more serious riders.

 

Role of the Secretary – Donna Kerkhoven:

1. Take minutes of meetings
2. Postmaster / Postmistress for the Chapter
   1. Posting rides
   2. Posting events

Changes:

 

Diane: What worked / not worked / changes moving forward:

1. John commented that he used to cycle Monday and Wednesday. But since COVID, he hasn’t gotten back on track. The Sunday rides are social. The group tends to split up before the end of the ride. Wednesday rides tend to be a rag-tag group, with cycling in small units. It’s ok, but not great. He’s used to regimented rides in Ottawa.
2. Stuart used to ride w Bruce Daykin and Bob Louie, etc. These were fast rides.
3. Jean commented that previously members met at McDonald’s (Mt. Newton & Hwy 17) for a social. Then, the group cycled to Ocean Sciences (Pat Bay) for lunch. We also used to meet at other locations, but we got kicked out due to large group (up to 40 people). We didn’t drink booze. The Flying Club supplied us lunch for $7.50; people bitched about it. She also said that we have to offer decent rides of 100km. We now cycle 40km.
4. Diane commented that there have been many changes over the years, including COVID. We need to appeal to different groups of cyclists. We need to bring in more new members.
   1. Jean commented that she has tried to contact new members, but not all new members reply.
   2. Stuart commented that we should ask HQ (National Chapter) for help to get in touch with new members.
   3. John commented that a new member joins for a reason. The new member has to take initiative.
   4. Diane’s final comment was to table this to another meeting.
5. Goals: get a phone list of members. We don’t always need ride leaders; we don’t have to be as formal.
   1. Suggestion to get members to prepare for tours / be better riders.
   2. Communicate to Chapter members to get interest.
6. Mikkel stated that our members don’t want all kinds of experiences; just cycling & socializing.

Ride Scheduling:

1. Chris wants to set up a ride schedule [to send to me from 2010]
   1. Members would complete form regarding route, meeting place, etc.
2. Chris asked Jean to send rides from Grandmothers for Africa (GfA).
   1. Jean mentioned their concept for ride leaders.
   2. Donna sent ride list to Chris and Brian Collier (from a 2022 GfA participant).
3. Are we happy w 1 ride per week or more?
4. Suggested time for rides to start: 9 am in summer; 10 am in winter.
   1. Ride leader decides the actual time.
5. Chris suggested a century ride.
   1. He did one / organized one in the Fraser Valley Chapter until 2018
   2. Riders would build up to 100 + km
6. Rides from Jan to Mar 23: Steering Committee can lead rides (Chris & Diane away from Jan to Mar)
7. Stuart mentioned that he has done trail riding starting in Duncan and going to Cowichan area.
   1. The rides are about 80 km.
   2. The rides would be done in spring / summer.
8. Mikkel mentioned that Ken Stepushyn offered to do an overnight Chemainus Theatre ride.
9. Other suggestions were to offer rides to the Fraser Valley chapter, have rides to Washington State, do a ride to Stevenston.
10. Chris will send out notice all regarding volunteer ride leaders and sweeps; mentoring.

Social Activites:

1. Jean wants to hold a pizza party at the Takata Japanese Pavilion on Wednesday, April 26, 2023. She will book hall. There will rides with different lengths before the pizza party.
2. Jean wants to hold the Howl at the Moon event on Wednesday, June 21, 2023 at Elk Lake. Each participant would bring dish to share. Jean will speak with Don Mais.

Action Items

ACTION	ASSIGNED TO	DUE DATE
Chris to send out ride schedule to Chapter members	Chris	7 Jan 23
Jean to send Chris info from the GfA group	Jean
Jean to organize a pizza party	Jean
Jean to organize the Howl at the Moon event	Jean

Tentative date for next Steering Committee meeting = 28 June 2023 at Donna’s place.

Meeting adjourned at 4:20 pm

 

 

 

 

CCCTS Victoria Chapter- October Minutes

CCCTS Victoria Chapter

Minutes of Steering Committee Meeting

October 27, 2022

at 3333 University Woods, Victoria

Members present: Terry Chalmers (President), Mikkel Bonnor (Recorder), Margaret Phelan (Social Convenor), Donna Kerkhoven (Ride Coordinator),

Jean MacDonald (Member-at-Large)

Absent: Paul Quinn, John Pritchard

1. Minutes of previous meeting (September 6) approved. One error in date noted

2. Finances:

John reports no significant changes. $350 paid to Norway House for AGM

3. Ride Coordinator:

Donna reported on Lani’s accident (broken jaw, wrist, finger). All appropriate action taken.

Ride descriptions: need not be as detailed as at present. ACTION: Donna, Paul and Jean will upgrade the descriptions

4. AGM:

Terry reported details of Norway House rental agreement.

Margaret reported on plans for icebreaker. ACTION: Jean and Marg. to organize icebreaker

Details: Date and time: November 29, 2022, 11:30 – 15:00 (set-up at 10:30)

Location: 1110 Hillside Ave.

This is a potluck: we will bring our favourite dishes

We expect 30-35 members

No music

Introductions will be followed by the icebreaker, then lunch, then the business meeting

Covid precautions will be taken!

5. New Business:

1. recommendations re: changes to Chapter governance and events:

The past year revealed that members were interested in recreational cycling (shorter local rides, one- and two-day rides) and social activities. Mikkel suggested that we focus on these interests. He also suggested that we consider re-structuring the Steering Committee: members would be elected by the Chapter members but decide after the election who is going to do what tasks. Further, some positions could be shared by two members.

b) elections: Terry suggested, and members agreed, that we will approach Chapter members to persuade them to run for office.

c) Pie party: 20 members attended a successful pie potluck with a theme of sweet and savoury pies. A thank-you note was received by Margaret from Jim and Ute Grayson, who hosted the party.

6. Meeting adjourned at 15:25 G. M. Bonnor

 

2022-09-05 VICTORIA CCCTS minutes

 

CCCTS VICTORIA CHAPTERMEETING MINUTES

Date of Meeting:	June 16, 2022
Time:	02:00 PM
Steering Committee Present:	Terry Chalmers, John Pritchard, Donna Kerkhoven, Paul Quinn
	Margaret Phelan, Mikkel Bonner, Jean MacDonald,
Meeting Chair:	Terry Chalmers
Minutes	Paul Quinn
Regrets :	none
Guests present:	none
Location:	Via Zoom

Meeting started at 2:01 pm

Meeting Notes:

Discussion re other chapter members participating in our rides

• Consensus is to make them open to other chapters.

Victoria GPS rides

• Streamline the number of rides posted on website due to overlap
• Rename all Victoria rides so they can be easily identified.
• Ensure ride description is included

Open Ride concept on Wednesdays

• Discussed various options
• Mikkel agreed to coordinate a series of longer day rides

Social Events:

• Howl at the moon party: looking for volunteers.
• Pie and ice cream party: offer by Jim and Ute to host.
• Christmas party: looking into member interest and potential venues.

Member Survey

• Discussed sending out a simple survey to Victoria members to get some feedback.

Treasurer report: John Pritchard

• Balance $5720.26 in our main account / $100 in birthday account
• Duncan Hub and Spoke has surplus of $ 358 surplus –wants to donate to our chapter
• Funding available to our chapter from national org

Previous Minutes approved – Terry / Jean

Victoria CCCTS AGM

• Proposed date of Tuesday November 29 at 10:00 AM
• Terry to search for venue

Next meeting scheduled September 6 at 10:00 am

Meeting Adjourned @ 3.36 pm

ACTION	ASSIGNED TO	DUE DATE
GPS ROUTES	Donna / Paul	tbd
Howl at the moon volunteers	Margaret	June
Wed Open Ride Leaders / coordinators	Mikkel	July
Member survey	Paul	June
Maintenance classes research	Paul	tbd
AGM venue	Terry	tbd

CCCTS VICTORIA CHAPTERMEETING MINUTES

Date of Meeting:	April 5, 2022
Time:	10:00 AM
Steering Committee Present:	Terry Chalmers, Donna Kerkhoven, Paul Quinn
	Margaret Phelan, Mikkel Bonner, Jean MacDonald,
Meeting Chair:	Terry Chalmers
Minutes	Paul Quinn
Absent :	John Pritchard
Guests present:	none
Location:	Margaret Phelan and Paul Quinns residence

Meeting Notes:

Meeting called to order at 10:08 am

Agenda approved

Previous minutes approved with title adjustment. Donna to amend:

Officers Reports

Treasurer report: John Pritchard

• By way of email John outlined the pros and cons of the Can-Bike courses.

Donna Kerkhoven

• CCCTS calendar posting problems fixed
• Wed rides to be posted on Sunday / Sunday rides to be posted on Wed
• Ride Format Discussed
• E bike training course with Capital Bikes. Tentative date: May 14 10 am – 3 pm

Jean MacDonald

• Birthday luncheon recap. March was very successful. Next luncheon will be April 20^th at Camosun College cafeteria. Notice will be posted on the CCCTS Victoria chapter calendar.
• $30 surplus cash for future birthday cakes
• Proposed leading a ride for beginners on Tuesdays. Start date and details to follow.
• Motion to adopt Robert’s Rules of Order for conducting Chapter meetings – adopted

Mikkel Bonner:

• Can-Bike’s safety course – value of course for members discussed
• Capital Bike courses also discussed

Margaret Phelan

• Six Mile Pub Ride & Lunch – Sunday, MAY 29 – Must RSVP
• Christmas Social — discussed options based on current membership and COVID situation.

Terry Chalmers

• Sunday Ride Start Location to be moved to SAANICH MUNICIPAL HALL PARKING LOT away from Lochside Trail.
• Wednesday Rides Start Location: Marigold Cafe
• Better Late than Never Rides – 10:00 AM start
• Faster Paced Rides – start times between 9:00 – 10:00 set by ride leader
• Ride leaders have the option of changing the start location and time the ride starts
• New Ride Format will be posted to website
• Diane Swindell: Member event registration limitation — discussion re revised lottery and referral to National organization.
• Format postings to all be consistent under the title CCCTS VICTORIA CHAPTER
• Ride with GPS Victoria routes – discussed renaming routes and numbering routes
• GPS workshop April 20^th for steering committee – send out a reminder –Donna to Brian

 

New Business

• CCCTS Bike water bottles — Fraser Valley submitting an order.

Action Items

ACTION	ASSIGNED TO	DUE DATE
Capital E-bike course	Donna	April
Bike Safety Course for members	Donna	April
Tuesday Bike Rides	Jean	tbd
Revised Lottery memo to National	Terry	April
Six Mile Pub Lunch & Ride	Margaret	April
GPS WORKSHOP reminder	Donna	April
Rider Format Manual	Terry	April
GPS ROUTES	Paul Q. / Donna	tbd

Date for next Board meeting Thursday June 9 at 10:00am, location to be determined.

Meeting adjourned at 12:32 pm

 

CCCTS VICTORIA CHAPTER        MEETING MINUTES

Date of Meeting:	February 8, 2022
Time:	03:00 PM
Executives Present:	Terry Chalmers, Donna Kerkhoven, John Prichard, Paul Quinn
	Margaret Phelan, Mikkel Bonner, Jean MacDonald,
Meeting Chair:	Terry Chalmers
Minutes	Paul Quinn
Absent Executives:	None
Guests present:	none
Location:	Jean MacDonald’s residence

 

Meeting Notes:

Meeting called to order at 3:14 pm

 

Previous minutes approved:           John / Terry

 

Treasurer report: John Pritchard  

• Birthday account set up.
• New signatories of John, Mikkel, and Jean added to the account.
  Terry to be added at a later date
• $24.62 spent on business cards

 

Social Report: Margaret Phelan

• VIC CCCTS CHAPTER FACEBOOK page to launch in March
• Six Mile Pub bike and social suggested for May when the weather is nice and members can be     Will incorporate a Sunday ride. 

 

President’s Report:  Terry Chalmers

• Ride Leader Responsibilities and guidelines discussed.
• Protocol for riders discussed
• Donna to send out Group Ride Safety Reminder prior to Sundays ride
• Leader Ride Workshop Action item
• New non-club riders to sign waivers prior to rides

 

Jean MacDonald’s Report

• Birthday rides: Will be scheduled for the third Wednesday of the month. Start tentatively scheduled for March.
• Tulip Ride tentative dates: April 12 – 18

 

Intake Protocol for new members / Discussion – no need for formal rules

 

 

 

Action Items

ACTION	ASSIGNED TO	DUE DATE
Leader Ride Workshop Action item	Terry	tbd
Wed Ride email	Donna
Birthday Rides	Jeanne / Margaret	March start
Tulip Ride	Jeanne / Mikkel	tbd
Welcome package for new members	Margaret.	tbd
E-bike course	Donna K	tbd
Vic chapter facebook page	Margaret P.	March
Great Trail Ride	Paul Q.	tbd
GPS WORKSHOP	Terry C. / Donna / Alex	tbd
Rider Leadership manual	Terry C.	tbd
Website access for executives	Paul Q.	Feb

 

Meeting adjourned at 4:41 pm

Next meeting scheduled for April 11 at 3:00 pm

CCCTS VICTORIA CHAPTER  MEETING MINUTES

Date of Meeting:	January 17, 2022
Time:	07:30 PM
Board Members Present:	Terry Chalmers, Donna Kerkhoven, John Prichard, Paul Quinn
	Margaret Phelan, Mikkel Bonner, Jean MacDonald,
Meeting Chair:	Terry Chalmers
Minutes	Paul Quinn
Absent Board Members:	none
Guests present:	none
Location:	Via zoom

Meeting Notes:

Meeting started at 7:08 pm.

Signing Authority:

Agreed to have four board members with signing authorization on our bank account.

New projects:

Ideas to make chapter attractive to new members.

Capital Bike E-Bike course.

Tulip ride Tour in Skagit Valley

Social media promotion on Facebook

Ride on the Great Trail ( formerly Trans Canada Trail )

Group Rides

Suggest that group rides be capped at a max of ten riders. However the group size can be reduced at the discretion of ride leader.

Board members commit to leading 3 to 4 rides per calendar year.

Sunday rides to include a regular paced ride and a faster paced ride with staggered start times.

Group rides will start promptly at posted start time for the benefit of all ride leaders and new members.

Rides with GPS

Research setting up a course for our members

Catalogue our GPS Routes on the club website

Leadership for ride leaders

Terry to forward documentation to fellow board members.

Meet Up Groups

Research viability of joining Victoria Cycling Adventures as a way to increase CCCTS membership.

Monthly birthday lunches

Jean prepared a report. Hope to start rides / lunches in February.

New Business

Six Mile pub lunch (in lieu of cancelled January AGM meeting) on hiatus until BC COVID health orders are revised.

Contact Diane Swindell re upcoming Duncan H & S

Action Items

ACTION	ASSIGNED TO	DUE DATE
Bank Signing authority for new board	John P.	Jan 18
New member recruitment ideas	Mikkel B.	tbd
E-bike course	Donna K	tbd
Tulip Ride	Jean M.	tbd
Vic chapter facebook page	Margaret P.	tbd
Great Trail Ride	Paul Q.	tbd
GPS WORKSHOP	Terry C. / Donna / Alex	tbd
Rider Leadership manual	Terry C.	tbd
Contact Diane S. Re May Duncan H & S	Donna K.	tbd
Monthly Birthday Lunches	Jean M.	tbd
Business cards	Jean M.	tbd

Next meeting scheduled for Feb 28 at 7:00 pm

Motion to adjourn meeting at 8:17 pm. Approved: Paul / John

 

MINUTES

CCCTS VICTORIA CHAPTER  ANNUAL GENERAL MEETING

Date of Meeting:	January 5, 2022
Time:	11:30 am
Board Members Present:	Alex Laird, Ilka Olsen, Allen Olsen, Donna Kerkhoven, Don Mais
Meeting Chair:	Alex Laird
Minutes	Paul Quinn
Absent Board Members:	none
Guests present:	23 participants via zoom

Meeting Notes:

Meeting called to order at 11:36 am.

Motion to adopt the agenda Approved: Ilka / Donna

Motion to adopt the December 3, 2018 minutes Approved: Ilka / Donna

Reports of Retiring Officers

Alex Laird – president

Alex recapitulated the creation and evolution of the Victoria chapter. He highlighted the $5000 donation to the chapter by Mikkel Bonner. And he noted the well-received subsidized maintenance classes set up by the chapter.

Ilka Olsen – secretary

Acknowledgement of Alex’s contribution and thanks to fellow board members. Concise recap of past two years. Assisted with two hub and spokes in 2021. The 2020 hub and spoke was cancelled.

Allen Olsen – treasurer

Coast Capital Savings account set-up
Minimal amount spent on social events
Chapter subsidized Christmas party and maintenance classes
Deposit of $350 on upcoming lunch for members
Hub and Spoke rebate of $900
Bottom line is we have $6,010 in our bank account

Donna Kerkhoven – ride coordinator

Rides mostly organized by Brian Collier until 2021
Official Sunday rides started June 20 due to covid
Cowichan valley ride organized by Bob Louie and Brian Collier
Organized two hub and spokes in July
Limited organized rides this fall and winter due to inclement weather.

Don Mais – social convener

2019 Christmas party attended by 72 people
Howl at the Moon attended by 24 people
Acknowledged various members for initiating and organizing other events
Sunday and Wednesday rides helped maintain social aspect of the club

New Business

Special Resolutions to amend the Bylaws

• Resolution #1 Approved: Donna / Allen
• Resolution #2 Approved: Don / Donna

Election of new board

President – Terry Chalmers

Secretary – Paul Quinn

Treasurer – John Pritchard

Ride Coordinator – Donna Kerkhoven

Social Convenor – Margaret Phelan

Member-at Large – Mikkel Bonnor

Member-at-Large – Jean MacDonald

Member-at-Large – (vacant)

 

Candidate comments.

Election of new board unanimously approved.

Other Business / Open discussion

Action Items

ACTION	ASSIGNED TO	DUE DATE
Ride leader development	Terry Chalmers	tbd
GPS WORKSHOP	Terry C. / Donna / Alex	tbd
Social media presence	Margaret Phelan	tbd
Ride Leader outreach for May Duncan H & S	Donna K. / Alex L.	tbd
Monthly Birthday Lunches	Jean MacDonald	tbd

Motion to adjourn meeting at 12:34 pm. Approved: Donna / Terry

CCCTS GREATER VICTORIA CHAPTER

BOARD MEETING MINUTES

MONDAY 22 NOV 2021 @ 2 PM       Don & Carol’s home

Present/Board:  Allen Olsen—Treasurer; Donna Kerkhoven—Ride Coordinator; Don Mais—Social Convener; ilka Olsen—Secretary

Present/Candidates:  Mikkel Bonnor; John Pritchard; Paul Quinn; Margaret Phelan; Terry Chalmers

Call to Order—2.17

Approval of Agenda—Approved as amended.

Approval of Minutes— 21 Sept 2021; 2 Nov 2021 Approved as submitted

                                    Terry moved; Mikkel seconded

Carried Forward—Planning Victoria Chapter AGM, 5 Jan 2022

1. AGM Agenda—

• Reports of current Board Directors: It was agreed that outgoing board members including Alex Laird would provide brief summaries of their three years on the Board.

Action: ilka to contact Alex.

• Candidates standing for Board: Mikkel, John, Paul, Margaret, Terry.  All will be introduced and make some brief remarks,
• Special Resolution: Bylaw amendment–Members-at-Large   

Discussion re benefits i.e.  Board would be able to add members-at-large.

Action: Mikkel will present motion for revision to by-laws to expand board from the current defined five positions by adding members-at-large standing for election.

 Motion:  By it resolved that Officers of the Chapter shall include Members-at-Large, whose  function will be to assist other Officers, and that the Bylaws be revised accordingly.

2. AGM Venue/Luncheon/Bike Parking

• Six Mile Pub on Old Island Highway at Six Mile Rd.  
• Bike Parking adequate.
• Don provided update: Specific lunch menu still being worked out based on our budget.

 Action: Don will continue to work with David Wong, owner, on menu, service and seating.

• Seating Arrangement—Discussion of best layout.
• Format/Timeline—Lunch at 1130; meeting from 12.45–2.30

Reports by outgoing board; special resolution; introduction of candidates; election.

3. AGM Notice to Membership by 1 Dec

• It was agreed to request an RSVP by mid-Dec for lunch headcount; reminder re vaccination proof. A reminder of event will be sent out 2 January with a deadline for reservation mid-December. A reminder of event will be sent out 2 January.

Action: Don will draft the notice and circulate for comments.

 Action: On 1 December, Donna will send out notice to Chapter membership with link to minutes from inception of Chapter; will again send notice mid-Dec; will send reminder of meeting on 2 January; will attach pertinent by-laws and resolution to emails.

Recruiting New Ride Leaders—Mikkel & Donna attended ZOOM meeting by George Zorn. Purpose was to encourage participants to recruit new leaders for Hub & Spokes and Tours; appealed to all chapters to try to increase interest in CCCTS. Small working groups formulated some ideas; these are to be summarized & published in the December Newsletter. Chapter day-ride leaders also discussed but it was agreed to carry forward for further discussion by new Board.

Winter Social—Ute & Jim Grayson still willing to have a party at their home with a limit of 35.  It was agreed that distancing and limiting attendance would be unworkable.  The January AGM will serve well as a winter social event.

Succession:  Terry hopes that former Board members will make themselves available to mentor new Board members when & if necessary.  Allen reviewed Board positions:

President—Terry Chalmer

Treasurer—John Pritchard        Allen will work with John on transition & signing authority change.

Ride Coordinator—Donna Kerkhoven     incumbent

Social Convener—Margaret Phelan  

Secretary—Paul Quinn

Member-at-Large—Mikkel Bonnor

Next Meeting—AGM Wednesday 5 Jan 11.30—2.30 @ Six Mile Pub

Adjournment    3.45

 

CCCTS GREATER VICTORIA CHAPTER — BOARD MEETING

 TUESDAY 2 NOVEMBER 2021 @ 2pm   Olsen home

MINUTES

***Special meeting convened to discuss president’s resignation and other pressing matters.

Present: Allen Olsen, Treasurer; Donna Kerkhoven, Ride-Coordinator; Don Mais, Social Convener; ilka Olsen, Secretary.

Guests:  Mikkel Bonnor; John Pritchard      Both interested in filling vacancies.

Guests Excused:  Paul Quinn; Margaret Phelan   Both interested in filling vacancies.

Call to Order – 2.30 pm

APPROVAL OF AGENDA—No formal agenda

APPROVAL OF 21 Sept 2021 MINUTES—To be approved on 25 Nov.

CARRY FORWARD – Outstanding items to be reviewed 25 Nov.

 

PRESIDENT’S REPORT—Alex Laird resigned as president via 25 Oct email to the board.   A further email was sent by Alex to the Chapter membership.  Included was a request to consider becoming a candidate for the next board.

 

TREASURER’S REPORT–Allen

• Financial Report—Balance in account $6,360. Funds from H&S were transferred to chapter account totaling $750. 

RIDE COORDINATOR’S REPORT—Next meeting 25 Nov.

 

SOCIAL CONVENER’S REPORT

• Winter Event—Don followed up with Graysons in Sept that plans for any social are not possible during COVID-19 uncertainty.
• See New Business below re AGM/social.

 

NEW BUSINESS

• Value of Chapter. Allen explained benefits and offered examples including financial—opening bank acct; keeping funds from H & Ss; ability to plan events with chapter funding decisions rather than National’s, etc.
• Board Vacancies: President, Treasurer, Social Convener; Secretary. Alex resigned; Allen stepping down; Don stepping down; ilka stepping down. All after fulfilling their two-year terms plus an additional year due to the pandemic.

 President (open),

Treasurer (John Pritchard candidate);

Social Convener (open)

Secretary (open). 

Mikkel Bonnor wishes to serve as a member-at-large. 

Paul Quin offered to fill in where needed

Margaret Phelan wishes to serve as member-at-large

Considerable discussion ensued.

• Recruitment Effort. Several people approached at August picnic. Two requests to the Greater Victoria membership were sent out. So far four have indicated interest.  It was agreed to send out another request. At least one additional person needed to

meet constitutional requirement of five board directors. 

• AGM & Social. Considerable discussion of why, where, when & how. It was agreed to have a combined AGM/Social on Wed 5 Jan at a venue with seating allowing for distancing, ability to serve food and ample parking.

Action:  Don will investigate 6 Mile Pub. 

Action:  Notice of event to Chapter membership to be sent by Wednesday 1 December. Notice to include: AGM draft agenda to include resolution to include members-at large in constitution; further recruitment for openings; link to archival minutes dating to inception of Chapter in December 2018.

• AGM Preparation/Agenda Topics. Planning meeting scheduled on Thursday 25 Novfor AGM agenda/Social luncheon.
• Several good ideas floated for consideration of the next board of directors.

 

ADJOURNMENT—4.30 pm     

 

NEXT MEETING–Thursday 25 NOV @ 2 pm.   Don’s home.

 

CCCTS GREATER VICTORIA CHAPTER — BOARD MEETING

3 pm WEDNESDAY 15 SEPT 2021 @ Allen & ilka’s home

MINUTES

Present: Alex Laird, President; Allen Olsen, Treasurer; Donna Kerkhoven, Ride-Coordinator; Don Mais, Social Convener; ilka Olsen, Secretary.

Call to Order –3.05 pm

APPROVAL OF AGENDA—Approved as amended

APPROVAL OF 3 JULY 2021 MINUTES—Approved as submitted

CARRY FORWARD – All Action items pertained to H & S planning; completed.

PRESIDENT’S REPORT–Alex

• BC Society Act/Repeal AGM language—Discussion of AGM vs Special Meeting. The language in the chapter constitution cannot be changed or deleted until change voted on at the next AGM.
• Chapter AGM Meeting Plan—Discussion of venue options and possibly combining with a social. Motion to postpone AGM until after COVID improvements.
• Succession Planning—Discussion of possible candidates for the three open positions.

See further discussion under NEW BUSINESS below.

TREASURER’S REPORT–Allen

• Financial Report—Balance in account $5,702.34. Hub & Spoke costs were $160 for two Happy Hours. Allen has not heard whether funds from H&S would be transferred to chapter account and from which account costs would be reimbursed.

Action: Alex to contact Juergen to sort out.

• Invoice for Howl @ the Moon $93.78. Allen reimbursed Don.

RIDE COORDINATOR’S REPORT

• Current Rides Report—Donna reviewed the weekly rides—Sunday, Wednesday & Fridays–offered during the summer; all well-attended.

The 1^st Cowichan Valley Spring Classic on 20 June was well-attended with 25 riders. Postponed from 13 June due to weather, initially 40 had signed up.

Thanks to Bob Louie & Brian Collier for planning.

• Victoria Hub & Spokes 2020–Planners: Donna, Allen, ilka

Ride Leaders: Don Mai, Alex Laird, Jeanne McDonald, Mikkel Bonner, Allen & ilka Olsen

Reduced sign-up in February of 16 per week (14 came each week) due to COVID-19 went well. Restrictions had been lifted at H & S start but it was too late to change plans. As planned all riders were from outside of Greater Victoria. Infrastructure, history, weather and beauty were commented on and appreciated. For riders from the Interior the absence of wildfire smoke and lower temperatures were thrilling. James Bay Inn seemed the perfect accommodation. There were impromptu welcome Happy Hours, small group dinners and even a Farewell Dinner. Discussion re rides offered: Groups need to be better spaced if going to same location. The intermediate/fast rating was by far the most popular and speeds varied widely. Leisurely rides may not be offered in the future due to low interest.

SOCIAL CONVENER’S REPORT

• Howl at the Moon Report—27 members attended a bring-your-own food event at the Elk Lake Pavilion. Don reported that the CRD was good to work with: the area was found and left in clean condition. He suggested more games be planned at the beginning of the next event as many members left immediately after the meal. There was some recruitment for new board members without commitments. Don submitted a short report of event.

Action: Alex to include in October Newsletter.

• Winter Event—Graysons offered their home for a Christmas party; the limiting factor is the 35 maximum & configuration of interior which would be difficult to manage during COVID. Further discussion of possible venues.

It was agreed that no plans could be formulated due to the unknown nature of future COVID restrictions.

Action: Don will follow-up with Ute & Jim Grayson.

NEW BUSINESS

• Advocacy—Donna mentioned the dangers of no shoulders on Metchosin & Latoria Roads which led to discussion of letter writing campaigns. It was agreed that cycling activism might be a good fit for the Chapter but that a committee should be struck from the membership at large.

Action: Email to be sent to canvas membership in forming committee re cycling infrastructure shortcomings and bringing to attention of pertinent municipalities.

• Recruitment for Board Nominations—Considerable discussion. It was decided to send out an email to membership to ask for interest by beginning of October. Action: Don to draft a bulletin.

ADJOURNMENT—5.00 pm NEXT MEETING DATE–TBA

CCCTS VICTORIA CHAPTER MEETING

Saturday 3 July 2021 at Olsen’s Place 2 pm

MINUTES

PRESENT: Alex Laird—President, Allen Olsen—Treasurer; Donna Kerkhoven—Ride Coordinator

Don Mais—Social Convener; ilka Olsen—Secretary

Approval of Minutes—2 March 2020 approved

Approval of Agenda—approved

Resulting Action items from discussion below.

ACTION—Donna will compile list of leaders and rides.

ACTION—Donna will email Hub & Spoke participants list of offered rides; ask for selections

from A, B or C.

ACTION—Allen will contact James Bay Inn to determine check in/check out times.

ACTION—Don will contact CRD to determine whether Elk Lake picnic area is open to reserve.

ACTION—ilka will review BC Society Act to determine whether a chapter AGM is required.

Victoria Hub & Spoke Mon 19–Fri 23 July

Mon 26—Fri 30 July

1. Meet & Greet/Happy Hour/Farewell Dinner discussion. Participants should not be expecting any organized socializing as were informed via registration information provided. Allen used Vancouver as example where none of these were offered.

Donna will be meeting ferry to bring riders to Inn; ilka & Allen will be at Inn around check in. Mingling possible in Inn’s Pub; Alex to use H&S funds to order a few appies.

1. Rides: Three rides of varying distances provided each day (A, B or C). Distances still need to be determined with brief descriptions of what riders can expect. Donna has worked on this and further suggestions were made. Allen suggested short ride on Fri before check out and offered to lead. Alex suggested short city ride on Mon after check in and offered to lead.
2. Leaders: Donna has contacted several and has received some confirmation: Allen & ilka, Donna, Veronica & John, Mikkel, Jean McDonald, Diane Swindell/Chris; Paul & Margaret.

Further suggestions were made: Paula McGahn, Christine Scott, Denise House, Maureen Weston, Ken Stepuchen, Jim & Ute, Paddy & John, Ron & Deb, Rolf, Bob Louie, Bruce Daykin.

Alternates: Alex; Don.

1. Discussion whether leaders need to sign up for H&S and pay $25. Consensus that it is not necessary.

=======================================

AGM

Whether or not to have or even if necessary. Ilka agreed to review Society Act to determine if there is language addressing sub-groups. If not necessary, perhaps a General Meeting might be considered. Brief discussion of which board members would stand again; tabled to Sept meeting.

CHRISTMAS PARTY

Don raised issue of whether former party format is still possible with COVID-19 restrictions having altered future gatherings. Venue & band would need to be reserved ASAP. Allen suggested a Howl @ the Moon as an outdoor alternative. Don will look into Elk Lake venue. Allen has Rolf’s documents from 2019.

NEXT MEETING September; date TBA.

Adjournment: 4 pm

 

CCCTS VICTORIA CHAPTER

BOARD MEETING via ZOOM—Thursday 19 May, 2020 @ 9.30 am

Present: Alex Laird—President; Allen Olsen—Treasurer; Donna Kerkhoven—Ride Co-ordinator;

Don Mais—Social Convener; ilka Olsen—Secretary

 

Call to Order—9.44 am

1. VICTORIA HUB & SPOKE/SEPT 2020

Discussion of whether to cancel or postpone the Victoria Hub & Spoke due to the ongoing restrictions of COVID-19. Consensus reached to immediately notify National that the Chapter wishes to postpone until spring 2021. Discussion led to the following:

 

MOTION Be it resolved that the Victoria Chapter cancel the Hub & Spoke and revisit it in 2021 with a yet undisclosed date.

 

Moved by Alex Seconded by Don Carried

 

Action: Alex to contact George Zoern, National Hub & Spoke Director,

Juergen Harding, Treasurer and Doris Marin, Ride Coordinator.

Action: Allen will contact the three Victoria motels to advise of event cancellation.

 

2. TREASURER’S REPORT

Allen reported the receipt of $400 from National for Chapter operating expenses. Account balance is $5,702.

 

3. CHAPTER GROUP RIDES—Brief discussion. No rides will be scheduled for the foreseeable future due to the virus and continued advised social-distancing.

 

4. Miscellaneous—Don mentioned annual events and possible cancellations. Further discussion if & when restrictions are lifted.

 

Meeting adjourned 10.20 am.