Pacific North West Motorcycle Association

Meeting Minutes

2025

35-24

Social Media Coordinator role- seek volunteer can assist with advertising

Calendar Coordinator – needs assistance with emailing for logos. Damien has volunteered to help.

Christine

Their Dues have been deducted from their racing fees.

10-25

·       PN needs contact info for all of the Club Hosts

·       PN Member club rep contacts to be updated / added to attendance/minutes and they are to be emailed the meeting link to join our zoom meetings and if in good standing carry 1 vote for their club.

Club contacts to be added/maintained on the PNWMA shared calendar. (Damien to share)

20-25

·       Need a volunteer site where people can sign up

·       Better to email the club with questions or sign up

·       Direct them to the Sponsor/Host

Simplify the Volunteer Process Work Points

·       Simple online form

·       People fill out their application / FB link

·       Idea- Work Points logged within 24H of the end of race (Possible Exceptions)

·       Submitted electronically

·       Form Signed / Job Description / Signed Off

·       Who put the race on gets the say

·       Amend Work Point Guidelines for clarity

·       Guideline — report with in 10 days/ 2 weeks

·       More than 3 hours/ full day/ Job assigned by club

Re-visit at AGM.

·        Standardizing

o   Possibly hiring specialized rescue crew to manage but expensive

o   Should riders ride after hours taxing on the first aid

o   Kids riding at night

o   Pit riding so many kids need a specific area

o   Ride with phone recommendation

o   Sub-Comity of Carla JM and Cait to start the medic standardization and present

·        Should the PNWMA take on the responsibility of First Aid or should it be up to each club

·        One Level Three with Rescue Experience and another attendant on site

·        Scoring Team can put Sarah and Jessi through level 1 (suggestion)

We will continue to follow the forestry regulations and standards for our events. No changes.

·        Should we only trophy to 3^rd

·        Should we trophy with PNWMA support

·        Kids should be trophied out further

·        T-Shirts and Trophies are quite expensive roughly $10,000 each race

·        Maybe the club helps with First Aid, or Trophies, or Outhouses

·        Standardize the costs per race

·        Subsidized the kids race with adult race

·        44 Junior under over/ Merritt has a ton of Jr riders

Idea:

Podium only has 3 positions -minimum of 3 trophies for A/B except for Jr under to 5th place.

C/D/E to 5th place with finisher medallions for the rest. (RH)

Idea:

‘A’ racers 1-3 with trophies / ‘B’ racers in large classes 1-5 with trophies. The clubs are doing a great job with the trophies in the c/d/e classes. Let’s keep encouraging this. (JY)

Re-visit at AGM

·       We score like a cross country/ if we wanted to do some hard enduro we need progress checkpoints

·       Moto Tally is used to this scoring referred to a Hair and Hound

·       2 Aliens 2 scoring, need another lap-top to adapt to hard enduro style

·       Sarah to run a test

·       Prove we can run a non-live additional checkpoint

·       New level of parent concern with kids out there in the bush possible idea of monitors on them.

·       Pro’s safer, good protocol, easy to learn tech,

·       Con’s extra generator, expensive, more volunteers

Quote to be reviewed at AGM.

Gavin Shackelly Memorial ISDE Support Fund

Raise our ISDE support budget from $1,500 per year to a maximum of $4,000, distributed as follows:

·         $500 per PNWMA racer selected for Team Canada (currently 4 BC riders – Noah, MC, Owen, Boston = $2,000 total)

·         $500 for BC Team Support, led by Carla

·         $1,000 toward the ISDE Gold Fund, which includes recognition and promotion of the PNWMA at the international level Maximum Total: $4,000 (2025 total $3,500)

Confirm at AGM.

CLOSED

·       Awards in Kamloops at the COAST Jan. 24, 2026

·       Potential rule changes

·       Women’s Beginner class too big – split?

·       Alberta has made a 30+ Women’s Vet Expert / 40+ B Course / Intermediate

Items reviewed in October meeting.

Old Business Summary (2024–2025 Items to Close)

·       Sweeper Guidelines

·       Work Point Guidelines

·       Host Club Guidelines

First Aid – Follow Forestry Regulations- closed.

·       Trophy – limit amount required. Re-visit at AGM

·       Women’s Beginner class split. Vote at AGM

Arrows

·       Last batch were poor quality – NEW improved…

·       SW has quote for 50,000 arrows (W, Pink, White, orange) for $10,362.00

Revisit final vote at AGM.

Stickers

·       We have a quote for $11,00 for a large stash of PNWMA stickers- 8×3 ($3.26) – sell for $5 at awards—CC and SD would sell… 4×2 ($1.00), 2 x3/4 ($.30)

Obtain a 2^nd quote then vote for how many to purchase.

Race Calendar & Scheduling

·       Schedule races between April and the end of October, with a maximum of two races per month or no more than two consecutive weekends.

·       This spacing improves participation and volunteer capacity.

·       Need to coordinate with WOC and AMSA

·       Long standing events

·       Lottery dates

·       Tie in date approval with trail sustainability considerations

·       Suggestions can be made to move races into different times of the year to accommodate seasonal shifts.

Discussion: 10 per year, alternate each year a different race or location, reduce volunteer burnout – space out…, trail leadership/maintaining… Comments also note that it is not about number of races but about spacing.

Revisit at AGM to see if clubs are open to spacing—we need to prevent volunteer and racer burnout.

Trail Sustainability

·       Encourage trail sustainability i.e. 30% of the trail is new or significantly changed since the prior year.

We provide guidelines for host clubs. We encourage sustainable trail management practices. If there is a calendar date conflict the event with a higher level of trail management may be selected.

Ideas: Cap the number of races with alternating years for some clubs; move the interior races to spring due to the dry post summer conditions. Comments also note that it is not about number of races but about spacing…

Etiquette – Camp & Pit Riding

·       Riding backwards on arrows, riding in the pits, pit speed, helmets on, dogs on leashes, damaging property— can we do a video for etiquette.

·       No Pit Riding policy through signage and potential loss of points.

·       Education reminders at registration and riders’ meetings.

·       Signage can be posted by the clubs.

PN can provide clubs with signage.  BD will draft up poster/sign – we will post on Ig and FB to help communicate. Reenforce our helmet policy etc.

Add /refresh our host club guidelines to include… consequences to be reviewed by the Racing Committee. SW recommend reassessing mid-season after communication blitz.

Host Club Guidelines (Brian’s email)

·       Formal adoption of Host Club Guidelines covering arrowing standards, safety, sanitation,
and volunteer coordination. These include requirements for maps, first aid attendants,
outhouses, signage, water and gas support, and easy-out routes for obstacles.

Reviewed collectively for edits and revision for 2026…

Add height of arrows – consider kids – C&D’s – 3’ or lower for little ones… Recommend a longer “C” Course…

BD will prepare for final review at AGM.

·       Recommend having a ‘host club handbook’ to reference (all in one) and our Rules and Regulations. Can be assembled upon completion.

Rules & Regulation Amendments

·       Sections to Review and Vote:

o  2.1.1 through 2.1.9 – Host Club responsibilities

Add- ‘A’ sweeper should be an ‘A’ rider.

o  2.3 – Race Entry Fee Caps ($60 A/B, $40 C/D; approval required for increases)

We must consider each club— Every club is different and has different costs… (first aid, outhouses, signage, trophy’s, shirts…) however we also govern 1000 racers and a series that brings up to 400 racers per weekend to participate in our series. (SW)

We also need to consider setting limits for the host clubs — we have 10 + races not 1 or 2 (such as running events etc.) the economics for families and individuals (everything costs more – gas, food etc.—races will also) we need to keep the series in line for our governing body the continued success of the series. (SW)

If we base the fee off some original PN races – it would be $70-75 currently based on inflation.

Idea- higher entry fee if individual does not have a club membership or support bcorma (both agencies are the reason riding areas exist or get funding). (RH)

Idea – discount for under 18 if fee is perceived as “excessive” (RH)

We could lose races if we put a cap on club race fee. VMMC would most likely opt out of our next A/B PN race if the cap is not in line with their expectations. (RH)

*Poster approval – cost review—prior to posting…

*Recommend setting the price range for each year– +/- 20% of the average.

o  2.4 – Age Guidelines for Classes (June 9, 2025 version)

No changes- confirmed in rules.

o  2.12 – Spark Arrestor and Sound Check timing

Discussed Db for kids and general awareness of forestry requirements.

o  3.3 – Throw-away clarification (10+ races = 2 throwaways)

No changes- confirmed in rules.

·         PN Fees + Tariffs is listing 2017 – remove or change year? Remove – it is provided to clubs each year

·         Handbook to be updated to reflect DNF removal.

Damien will confirm removed for 2026.

Split Women Beginner “C” Class

·       Split class into Beginner (15 and under) and Intermediate.

SW to provide number for class split justification.

Revisit final vote at AGM.

Strategic Discussion Points

·       Create job descriptions for all PNWMA roles to clarify responsibilities. Asked for support in drafting roles.

·       Develop a five-year strategy plan for PNWMA and affiliated clubs

·       Sprint or Enduro-style race format

Discussion around the evolution of the PNWMA from a calendar of various racing and motorcycling events to a strong focus on the BCORCS series. – Consideration for governing more race formats… sprint and hard enduro etc.

Initiative should focus on growing our governing body – we have roles to be filled and supported—need to plan for our succession – which is also why job descriptions are important. Many of us have been on the board for over a decade ++.