Minutes
VTA Coordinating Council Meeting Sunday October 17th, 2021 7pm ZOOM Call
Attendance: Ruth Beaumont, Matt Borutski, Justyce Regular, Mark Crofts (chair and minutes), Kees van Frankenhuyzen, Carolyn Reid, Andy Penekitt, Doug Elson
Regrets: Danae Ingram, Steve Dominy, Martin Turner, Sandra Turgeon, Carole Blaquiere, Kirsten Spence, Kelsey Johanson
Minutes were recorded using ZOOM feature but the file was too huge to email so MC wrote up the minutes.
Introductions: Kaylee introduced herself. Recently moved to SSM from Guelph area. Soon starting maternity leave from work. Willing to do Volunteer Coordinator role.
Accident/Incidents: none reported
Guidebook Committee:
Membership Committee:
Couple of issues:
Membership lapsed for some VTACC members. MC suggested let it go till AGM and problem may work itself out
Notice to VTA members re: AGM. Completed but it was a huge challenge. See below.
VTA mailing list and mass emails to members is very challenging and VTA MailChimp/STRIPE system is not working as it is supposed to. Also affects sending out newsletter. Newsletter is now just posted to Facebook and not all membership are seeing it. Countless hours required to send out a mass email to membership. A fix could cost about $3K. Also links to complexity of VTA membership structure (yearly, 3 year, family, and etc.) and infinite renewal dates. KVH has similar issues tracking the financial side of membership. MC suggested documenting the proposed $3K fix for the VTACC to consider at a future meeting. Other related membership structure issues tabled to future VTACC meeting. Some sections maintain their own member contact lists...so perhaps the centralized VTACC system is redundant?
Constitution says membership committee is also responsible for maintaining a database of landowners. MC suggested not worrying about it for now. Saulteaux has a good pulse on land ownership and that section likely has a higher proportion of private land. Membership Committee doesn’t need to
Guidebook Committee and the VTA Constitution. Should the Constitution be revised to reflect that fact the Guidebook will no longer exists per se. MC suggested that this should be a constitution change for the 2022 VTACC AGM, don’t need to worry about it for this AGM.
Financial Report: KVH offered a verbal update. $12558 in Operating Account now that Guidebook Account has been transferred in. Savings is $10723 GIC is $42574. The VTACC is in a very good financial position. Suggested investing in various projects, let’s use the money.
Insurance Committee: Larry has resigned. Seeking a replacement at the AGM
Strategic Planning Committee: no report
Marketing Committee: Report in preparation for future VTACC. CR discussed a vendor partner to sell any VTA merchandise, so that volunteers don’t have to do it. Not sure revenue potential for VTA. Awaiting a list of potential vendor sponsors from each Club.
Signage: deferred
Item 1
At the recent VTACC meeting we discussed signage to encourage the many non-members to become members. I have attached an image of the sign that is posted on some of the Saulteaux area trails. I cant say how many memberships these signs have generated, but I'd assume that most folks either ignore or don't notice the sign, or they ignore the message. Maybe the text/format needs a revamp? Does your club use this sign?
Item 2
The "Green Hiker" signs
Saulteaux has a some of these signs, but most are plastic and they degrade in the sun. I have come across too many that are lying in bits at the base of the tree they were once nailed to. If we need more, I propose that the next order would be of the metal type. Attached is a quote. But before i get to that stage I need to know how many other clubs use these signs and how many we already have in inventory. Can you help?
Hiker Hotline: deferred
Email from Susan Graham: For some years now, I felt the VTA Hikers' Hotline was serving no real use any more. Since it was printed on the bottom of every page of the guidebook, it was felt that it should be kept for the time being. Seeing as we are no longer printing guidebooks and the number has been removed from the web page, etc., I think it is time the number be discontinued. In the past 6 months, I have had exactly 2 calls. One was from a 705 area code, so they didn't require a toll free number anyway. The cost is generally $13.70 per month, which is not a big expense, but an unnecessary one at this point. Also, as I am very often at camp or away, I am not at home at the time that calls come in, so people most likely make inquiries elsewhere, like the website.
AGM JR reports that we’ll use the Marathon Club ZOOM link for the meeting. Danae formatted the agenda. Ruth reported that the AGM agenda was sent out to the membership
Regarding what positions are vacant? These folks will continue in their position: Doug, Carolyn (but cant attend meeting, so MC asked that she send an email to that effect to the VTACC ) Andy, Ruth, Kees, Mark, Kaylee (but cant attend meeting, so MC asked that she send an email to that effect to the VTACC )
Vacant positions? Likely VP West, Hike Ontario rep (Carolyn volunteered but cant attend meeting, so MC asked that she send an email to that effect to the VTACC )
MC suggested that VTACC members specifically reach out to keen members of their clubs and invite them to the AGM in the hopes that they might step forward for a VTACC position.
CR will send minutes to previous AGM to JR and K to help orient them
Reports from VTACC members: A good idea for each VTACC member to submit a written
report...even if it is just a paragraph. Send those reports to Justyce.
Trail Master DE forwarded funding opportunity through the Trans Canada Trail. DE hopes to get
working on Michipicoten area trail. Trying to contact Lake Superior Park superintendant.
Newsletter/Publicity/Website: email report below submitted prior to meeting. No sub-committee member present so report received for information
● An RFQ was developed with the wants and needs of the VTA moving forward with redeveloping the website. The CC tentatively gave a budget of up to $5000 for the redevelopment. The RFQ asked 5 companies for quotes based on a $3000 budget. No quotes were received.
● The Sub Committee feels that the $3000 was insufficient to complete the tasks contained within the RFQ and that is a major reason why no vendor has submitted a quote.
● The Sub Committee will be contacting the 3 companies that showed interest in the project and ask them for a price point that the VTA and CC should be considering for the website redevelopment. Hopefully these companies can come back to us with a price breakdown of each or most items so we can realistically decide what is necessary for our organization.
● There was some discussion put forward on how to approach Family vs Single memberships, especially related to access to the Ondago app. Should we offer multiple codes for access to the app or just a single? This would be something that would have to be considered and decided at the CC level.
The Website Redevelopment Sub Committee had a meeting on Saturday Oct. 9th to discuss developments. We do not have a formal Secretary but here is a synopsis of the meeting;
● Also, realizing that website development and ongoing maintenance costs money, should the CC consider a raise in membership fees to offset these costs? This might have to become an item at the AGM or a CC meeting in the future. These last two items are added so that the CC is aware of the issues and that they may be considered in the near future.
● There may be one or two cost breakdowns prior to the meeting on the 17th but there is no guarantee on that. As the project develops, the Sub Committee feels confident that we can shoot for an April 1st, 2022 timeline.
Penewobiking: CR reports new parking lot approved from Granary Lk area. Land belongs to Ontario Parks. Park Supt from Massey has been to the site and is OK with plan. Site clearing to start soon. Seeking funding options for gravel, etc. Doug suggested Trans Canada Trail funding..applications due Nov 15
Casque Ilses Report: none submitted
Thessalon Area : SD and Kees have done sone trail audits
SaulteauxReport : submitted prior to meeting. Circulated an email chain re: conflicts with mountain bike trail construction project in the Hiawatha Highlands
Michipicoten/Wawa area: Andy. Hoping to re-open Lake Superior trail. Vallee area trail still needs a bridge over a creek, environmental assessment a prerequisite
Harmony area: KVH reported for Stokely area/Algoma Highlands Conservancy: Robertson Cliff trail. Expect to count over 10,000 hikers in 2021. Ready to install VTA trailhead sign at Robertson Cliffs. Highway sign cost doubled from $500/year. There were two signs, both of which AHC cancelled. Developing funing request to SSM Tourism development fund. Tourism SSM is advertixing the Cliffs hike > use increasing,but no compensation to AHC/VTA to deal with impacts. Possible installation of toilets is an example. Easy to get funding to install, but h not for ongoing maintenance.
Coureur de Bois: no report Nor’wester Report: no report
Marathon/Group of Seven: hiked from Coldwell to marathon is affected by major hydro line development (east-west tie in”). Working with travel and tourism classes from lakehead and high school. Tourism survey to assess local needs. New web site and map.
Hike Ontario Rep: no report
Steve Taylor Award
Mark nominated Larry Gringorten. Nomination seconded by Steve Dominy. Rationale: Larry has been the VTA insurance rep for many years now, taking care of a vital piece of the VTA administration.
All in favour. To be presented at the AGM
Next meeting:
AGM Nov 14 1800
