VTA Co-ordinating Council Meeting
March 28 @ 7pm
Attendees: Mark Crofts, Matt Borutski, Kees, Van
Frankenhuyzen, Ruth Beaumont,
Danielle Beaumont, Chris Leale, Steve Dominy,
Andy , Doug Elson, Carolynn Reid,
Chris Kuntz, Harvey Lemelin, Kelsey Johansen,
Martin Turner, David Nesbit
Chaired by: Matt Borutski
____________________________________________________________________________
1._Accidents/Incidents: None reported.
2. Guidebook Committee:
Presented by Steve Dominy.
Ondago update -
report emailed today.
-Guidebooks all sold. Some stragglers may be kicking around in
retail. Retailers have been reaching out
requesting more. Webstore indicates ‘out
of stock - digital app in progress’.
-Moving forward with app. 6/11 maps done in demo form to review. Different clubs have been given beta versions
to test and report on any issues before final published version.
-Other 5 maps are WIP, but coming along
well. Should be in Ondagos hands by
mid-April ideally.
-Still a question around advertising. Some calls have been made for assistance to
take that on. Need a policy around how
we will manage advertising, what we’ll charge, what type of businesses align. Local clubs have offered to approach
retailers.
-Once app is released, there will be a marketing
side to this. Need to communicate how to
access, what it is, etc.
Advertising & Marketing endeavors need someone to take these on.
MT - asked if we’re limited in amount trails
shown. Penewobikong have incorporated many, can all clubs incorporate as much
as they’d like? E.g. local trails that
aren’t necessarily VTA trail.
SD - only trails are VTA trails, only those will
be included.
MT- what about off-trail lookouts?
CR - asked about which P. trails he was
indicating
MT - was curious if connecting loops were
included. He wants to know whether he
should include alternate routes, lookouts or loops that are near VTA
trail. Their group uses these
frequently.
CR - prioritized lookouts that attract interest
so that it brought attention to VTA, also included links to recreational trail
within Blind River community. Trying to
bring attention to us.
SD - all loops are distinctly VTA on the
app. No others added.
MB - perhaps in the future, others can be added.
But to start the app off it will solely be VTA.
DI - does Ondago have any document available for
advertising that can be reviewed by someone interested in taking that on.
SD - Ondago offers banner ads, he can provide a
bit more detail via email.
KvF - would like to acknowledge the incredible
amount of work Steve has put into this. His commitment has brought this project
to life. His efforts have been visionary, his leadership brings the VTA to a
new generation of trail users. Thank you
Steve!
MB - thank you to all the other volunteers
putting time in to make this app what it is.
3. Membership Committee:
Membership
Report - prepared by Chris Kuntz
-Chris is stepping down. Ruth will be filling his shoes.
-Membership is at historic high - over 300
members. Ruth will be training to do year-end report. Calculations for AGM and insurance reporting
- individual counts as 1, family counts as 2.
-Largest increase is in Saulteaux Club,
including the towns east of SSM. SC is
taking over maintenance of these areas, which is why they are being rolled in. SC is over 200 members. Year end will be higher, as more renewals are
trickling in. CK has never seen it this
high. Could be because people want the
guidebook.
MB - a lot of people coming from Southern
Ontario or Manitoba travelling here to hike. We’re a member of Superior Country
tourism. CI gets a lot of new Ontario
inquiries vs. the usual USA inquiries.
Will likely see further increase this summer. Hoping to draw attention to VTA as more
hikers seek this hobby.
Membership fees and benefits -
for decision - presented by Steve Dominy
SD - tried to
build a good case for the motion.
Curious if people were happy with what was proposed, as there wasn’t a
lot of email exchange.
-Did an
analysis of challenges re: membership as well as non-member use of trails. In selling guidebooks to non-members, people
don’t feel the membership is important. -Issues arise when they don’t adhere to
trail users code or our policies, garbage, graffiti, etc are an issue. This has led to landowner issues, some of
whom are now demanding membership cards when they see hikers.
-Proposing
that app be restricted to some degree from general public. Suggests it should be a member benefit. Due to the costs of app (building plus
maintenance and changes) we want to monetize to recoup expenses and generate
additional revenue ($2000-$3000/year).
Proposal: Revise member
benefits & make maps available to only members. Increase fees to allow us to recoup
additional expenses/offset expenses.
Review benefits offered and how we can more effectively attract members.
-Includes the
website - a members only password protected portal, as not all members want to
use an app. Make website options
available for them too (.pdf versions extra cost). On general public side of site, suggests we
do a ‘teaser’ map that encourages people to become members to get full map
access. General VTA marketing will also be there. Trail information should be limited on this
side (tips, changes etc. become members only).
-Fee increase
on page 8. Recommends 2-tier increase.
May 1st proposed $10 increase to individuals, $20 increase for families. Look to accommodate cases where people want
maps but don’t live near trails - option to purchase a partial membership for
map access (non-resident fee). Second
increase in 2 years or so, giving us opportunity for review.
Chris Kuntz
has seconded this motion.
MB - does
membership give app access for free?
SD - yes,
members get a passcode sent to them as part of their membership package.
MB - can we
see whether members are sharing their passcodes?
SD - we cannot
control that completely. That happens
when one person buys a guidebook and shares with their friends too. Ondago has suggestions for publishing new
versions with new passcodes at different time periods so that those who want
the updates have to renew their membership.
KJ - supports
annual passcode change to support this as a member-only benefit. It is a built in reminder to renew.
SD - suggests
a one-time per year renewal date if we go this route.
KJ - this
would tie in with the member tags she
proposed. We could line up the timelines so that renewal dates
coincide. Also offers clear visual
indication that hikers are members while on trail.
CR - does
renewal have to be a Jan 1 date or can it be the anniversary of when you join?
KJ - that’s how it has historically been done.
If we move to tags, we need to stick to a calendar year. Over 1.5 year process could get everyone synced
up.
MC - motion is
for fee increase, does that mean we will put aside the decision on how we’ll
make the maps available? Is that a
separate decision?
SD - document
goes over pros and cons of member-only access, thus fees are part of that
conversation.
KvF - motion
should indicate that we are addressing option 2, member fee increase otherwise
SD -
Modification to be made to say we are voting on Option 2, being the 2-tier
increase.
KJ - can we
discuss non-residents paying less?
KvF -
residents have regular access
DI - what is
our definition of non-resident
SD - Ruth will
be defining these categories more clearly, defined by postal code.
>100km from
trail by postal code makes you eligible for non-resident fee.
KJ- do
non-residents have voting rights?
KvF -
residence could be defined as Thunder Bay - Sudbury, beyond that would be non-resident.
SD - Agreed,
then within 100km north or south of trail.
MB - if
they’re willing to pay fees, let’s take that.
KJ - different
benefits for resident vs. non-resident?
SD - there is
more to uncover in that. May be
complicated if we divide website by resident vs. non-resident. Restricting further information could be
tricky.
KvF - main
benefit for non-res is access to trail maps.
By default, residents will be able to take advantage of local benefits
as well.
MB - Members
and hikers can get restaurant or hotel discounts.
KJ - wants to
define the member benefits to go with this motion more fully. SD - maps and
discounts have been noted, but also access to tips and tricks, information
about local trails that aren’t widely known, seasonal tips, etc. could become a
member benefit too.
MB
- discussed having short hikes put up on FB site, could have insider treks as
membership benefit. Someone passing
through might be more interested in that. SD - might be a way to put those
short-hikes on app too. Pdfs a good
option too.
Adjustment to
be specific to Scenario 2 added to Motion.
KvF - benefits
can be worked out over time, as this will also entail approaching local
businesses. Believes this motion should
be fee-specific. Non-res pay less because they are less able to use their
benefits as frequently as residents.
Favours keeping this simple.
HL - not comfortable working that out in the
future
KvF - believes
fee increase is inevitable, important to revenue. No matter what we did about membership or
trail maps, this would be a discussion. This is not necessarily linked to
benefits.
CR - if we’re
expecting businesses to support a program, we need to be clear on what the
affinity program is going to be.
Supports taking a step back to discuss further and flesh this out more
fully. Timing is of note.
CK - fees have
been the same for 12-17 years so far.
MB - we are
due for an increase. Do we need to
justify an increase in benefits to increase fees?
KJ - wants to
have a communication point for members about why the increase is happening and
what is included with that, more than just saying ‘costs are high’. DB - before
you start an increase, we need to have ducks in a row. Fee needs to have all of the background
benefits and app release behind it.
CR - concerned
about renewal date. If Jan 1st is the
date then we can start a campaign to have everything building to that. We’re not in a rush.
MB - what is
the tentative date when the app would be live?
SD - need to
discuss our effective date, because if it’s a membership benefit then we need
to decide whether we’re grandfathering current members but any new members,
when will they see the increase? If they
want the maps in July, do we give them access and then have new members coming
in trying to get their status before the fee increase?
MC - wondering
if enthusiasm for fee increase is tied to a better definition of benefits.
Could we back up to page 3 and focus on Ondago rollout. Tonight can we give
Steve a vote on the maps being members-only?
This would then give us a test of the system with current members, then
later this year the fee increase comes out after members have had a chance to
use and appreciate this new system?
SD - if we
don’t want to do the fee increase right now, that can be deferred till benefit
questions are answered. Who will take
that on? Will involve evaluating included
discounts, etc. A lot of work to be done
there. Could tie in with Kelsey’s idea
about the tags.
KJ - would
people be in favour of current members having access to maps once live, that
will expire at the end of the calendar year and be updated at the end of 2021
to align with new membership package.
Carolynn, Ruth, Danaé work together to flesh this out, Danielle also
interested.
DB - points
out that January is an expensive time of year.
People have a lot of renewals around that time of year. Perhaps could we consider a March/April
(Spring renewal date).
KJ - agrees that March 1st would follow with
newsletter
CK - final
date for reporting is March 31st.
Proposes that if all members are going to be renewing at once, that will
be a heavy task. Jan 1st would be a
difficult date for that.
Proposes April
1st.
KJ - existing
members will have access to Beta till we settle on that date.
SD - Motion to accept option 2 in proposal
(members only access). Don’t charge for
maps, only members have access, make our portal easier to access/sign up
through, examine fee levels, website overview.
KJ - wants to
include that we have an annual passcode. KvF agrees.
SD - Ondago
can’t just change the passcode, we have to publish a new version each year.
KJ - perhaps
with new sponsors.
SD -
advertiser renewal dates will tie with this. Wants to point out that trail
re-routes/closures should be updated on an ongoing basis for safety reasons.
Proposes that Chris/Ruth think about how annual renewals can be pro-rated if
new members join mid-way through our year.
KvF - Sault
Cycle Club does not pro-rate. Probably
for a good reason.
KJ - Waterloo
clubs don’t either.
MB - do we
need to accept this as a resolution?
RB - if we’re
doing this annually, how would the 3 year membership - just get the code every
April 1st, essentially?
KJ - track
those, mail new tag each year
KvF - could do
away with a 3-year management to simplify tracking. Does 3 years provide enough financial
incentive? May not have enough advantage
to be worth the renewal trouble.
MB - would
need to decide on something for those who already have a 3 year.
KJ - perhaps
after existing 3 year expires, we move them to annual.
Revised Proposed Motion:
The Voyageur Trail Association effective immediately will restrict
Ondago access to members only using an annual passcode, with no charge for
individual maps.
Seconded by
Chris Kuntz.
All in
favour. None opposed.
4. Financial Report:
Presented by Kees Van Frankenhuyzen
-Verbal update re: end of
fiscal year. $9000 in operating
account. We are growing that account
even while spending. $7000 in guidebook
account. Proposes that come April 1 should move Guidebook Funds to Operating,
as Ondago is being paid via Operating to pay expenses. Guidebook acct no longer functional. SD -
does not see an issue with that.
-We have operated without a budget this
year. Typically this is prepared by
President and Treasurer. 2020 has not
had a budget, but we went at same rate as previous years with no major
expenditures or changes. This year will
be different (e.g. chainsaw training).
We need to create and approve a budget for 2021. Proposes he prepare a draft and pass it to
Presidents E & W in advance of next council meeting.
No objections made.
-Coureurs des Bois requested $1000 in trade
signage expenses. KvF does not recall a
request for support to subsidize trail signage.
Asked if this is an expense that we typically cover.
KJ, MB - does not recall anything to confirm
that
MT - there hasn’t been a request as far as he
knows. David would be the one to speak to that.
KvF - suspects that in the past CdB did not use
provision that VTA will pay for maintenance costs, they have not typically
submitted expenses. Thinks that they are
requesting under this miscommunication - trail maintenance expenses cover gas,
chainsaw supplies, etc. for a few $100/year per club typically. Signage projects need to be specific requests
and must be pre-approved, e.g. Casque Isles.
Motion to approve this expense, considering that
they have never submitted for expenses in the past but will clarify that
ongoing requests align with VTA policy.
KJ - do we know if what they
ordered aligns with our VTA signage visual identity. MT - typically use yellow
circle with arrow indicating direction.
VTA is marked with yellow.
Lookouts are marked with blue circle and arrow. Local marked with white.
Using this system for about 10 years.
MC - He believes we did have this discussion
2-2.5 years ago with David. There may be
a connection between the minutes and this invoice. Carole was encouraging them
to access Trail Maintenance monies.
Should be a time limit on these things. KvF - anything over $500 should
be considered via a motion to approve.
Does not know if this is a formal policy or just how things have been
done.
MB - CI realized they hadn’t put expenses in for
past 11 years, those were submitted and approved because they had not
historically accessed those funds.
KJ - from our Constitution, treasurer can use
discretion.
SD - proposes that we give benefit of the doubt
that they got pre-approval and supports paying it.
KvF - typically there is record of that. Noted that clubs that are part of VTA, there
are benefits that are covered. It is
general, not amount specific, but he believes this is a circumstance where he
is not opposed to paying this to them while clarifying how expenses should be
brought forward in the future to avoid situations like this.
MC - seconded motion to pay
the expense. None opposed.
5. Insurance Committee: No
report.
No update from Hike Ontario.
HL - others were on that call. HO was informed by our broker that our
current insurance provider is not happy with HO. Possibility of fee increases are likely. They are shopping around. Haven’t heard anything from broker since
then. Freya is on top of things, but it
is on the broker. HO is very frustrated
with our broker currently. They’ve never
had a claim and are being penalized because insurers are becoming more risk
averse, especially with COVID.
MC - broker made the point that hiking groups
are locked in with broader class of recreational groups like hockey and soccer
associations, so we may be penalized for having a low risk activity but we’re
being put in a high risk activity category.
Broker was trying to explain fee hike through this.
KJ - another trail group she’s with has a
riskier trail approach but pays lower fees.
HL - this came as a surprise to HO. Possibilities for other options, perhaps a
fragmented approach to insurance coming.
We should not be lumped in with higher risk activities. Will provide an update as soon as he has it.
6. Strategic Planning Committee:
N/A
7. Trail Reports:
Casque Isles Report:
Saulteaux Report:
Stokely Section:
Coureur de Bois Report:
Nor’wester Report:
Hike Ontario Rep:
Penewobikong Report: Marathon
Report:
8. Other:
a)Newsletter/Social media: (Reference email on March 24, 2021) Presented by Kelsey Johansen
KJ - biggest highlights are uptick in SM
platforms in follows and likes.
FB 1077 followers, 38 new followers which is a
32% increase.
IG shows a 6% increase.
Highest level of engagement with #MeetTheVTA and
stories from Spring Newsletter.
-Seeing uptick with people using #hiketheVTA or
#hikeNWO.
Upcoming Campaigns:
1- education - hiking safety, importance of
ethics, bear hunt safety
2 - notifications - trail
openings and closures, rerouting
3 - engagement - updates on
Ondago app, 2 new #meettheVTA posts for new CC members; video vignettes for SM,
“Everything I take on the Trail” (what it is, why it’s important; video scan on
bag contents)
-Looking to appeal to ever diverse membership.
-Same content challenges. Thank you to those submitting. Please
continue to let her know of trail openings/closures etc.
Interesting to note that we have international
readership in the US, UK, Italy & Australia.
Reminder: Summer newsletter releases
June 1, submission deadline is May 1.
Looking for 1 trail feature, longer 750 article
with 2-5 photographs. Would like a club
other than Saulteaux, as they have the majority of trail highlights.
250-500 words on geo caching, water trails,
spring gear recs, shoutouts to a trail business, hidden gems or culture and
history of region - those are all topic recommendations.
-Recommends upgrading our newsletter software,
as it only has 2 free publications/year.
Starter membership priced out, $19/month, 6 publications per year. Can
have ads that we select. Possible
revenue from this. If we purchase 1 year
at once, would cost $160 USD plus tax which reflects a discount vs. the monthly
subscription/payments.
Proposes we save the upgrade till after Summer
newsletter.
b) Website:No report.
c) Trailmaster Report:
DE - multiple issues with south end of the Echo
Ridges section. Will be monitoring
logging situation.
d) VTA Closed Claim (Reference email on March 2, 2021):
DOL Aug 16/16
“Confirmation
from our broker that the VTA "potential" claim of August 2016 is now
closed. Not sure if you were aware, a lady broke her ankle on a boardwalk on
the Kinsmen property in Sault Ste Marie back in 2016, and threatened to sue.
The VTA apparently used an access trail on the Kinsmen property to access the
VTA trail.”
HL - Mark wanted to get further information on
it.
MC - worth noting, but can defer to next
meeting.
MB - Carole and Larry to provide report for next
meeting.
e) Proposed motion
re: Chainsaw Training (reference email
March 10) |
|||||||||||
|
|||||||||||
Motion: that the VTACC support local clubs to
obtain chain saw certification to a |
|||||||||||
maximum of $5500 for 2021. “Support” includes
cost of the registration plus any |
|||||||||||
travel/accommodation costs for the instructor/
candidates as per existing VTA |
|||||||||||
reimbursement rates. |
|||||||||||
|
|||||||||||
Further, the VTACC recommends that Clubs
re-imburse chainsaw owners for fuel/wear |
|||||||||||
and tear based on out of pocket expenses with
receipts provided. |
|||||||||||
|
|||||||||||
Criteria for VTA support: (Some items to be further discussed at
future meetings, not |
|||||||||||
included
in current motion) |
|||||||||||
-No more than three members per club or
inactive club but more can be considered if |
|||||||||||
there is room in the budgeted amount above. |
|||||||||||
-Must be a member of the VTA, in good standing |
|||||||||||
-Has a history of helping with trail
maintenance |
|||||||||||
-Candidates commit to at least two maintenance
outings per year over a three year |
|||||||||||
period. |
|||||||||||
-Must own their own PPE, fitted and compliant |
|||||||||||
-Should have their own saw or make
arrangements to use a VTA owned saw |
|||||||||||
|
|||||||||||
KJ - Members
should have to provide their own PPE. |
|
||||||||||
MC - That makes
sense. We may have to discuss a
subsidy. Will further discuss |
|
||||||||||
owning
their own PPE later. |
|
||||||||||
SD - Opposed
to $50 flat rate, prefers we reimburse based on receipts |
|
||||||||||
DI -
Agreed, only wanted to address wear and tear. |
|
||||||||||
HL - Can
we put in writing what ‘committing’ means? |
|
||||||||||
MC -
Open to ideas. |
|
||||||||||
KvF -
Shall I budget $5500 to this? Plus
misc. operational expenses are already billed |
|
||||||||||
as trail
maintenance. |
|
||||||||||
MC- Confirmed. |
|
||||||||||
MB - Confirmed
that Ministry of Labour has been spoken to, the 1 day course will meet |
|
||||||||||
HO
requirements due to the experience these operators already have. Will likely |
|
||||||||||
develop
a check sheet for standards. Will put
it out to find out how many have interest |
|
||||||||||
in
joining. Need to act now to get our
group in, as trainers are being booked up quickly. |
|
||||||||||
|
|||||||||||
MC: Propose motion |
|
||||||||||
SD: Seconder |
|
||||||||||
|
|||||||||||
Next Meeting:
Sunday May
16 - 7pm
MC chair