TUESDAY, JUNE 21 PNWMA Directors Meeting

In attendance: Damien Norris, Ken Dyck, Sarah Williams, Carly Logan, Sylvie Dufour, Caileigh Speck, Brian Dick, Ray Keller, Chrisma Wortley, Christine Kuznak.

Start: 7:12 pm, via Zoom

Agenda:

Race review
– Pre covid 150 racers per race; new average has gone up to 220-230 (A+B racers, not incl. C+D); 50% increase over COVID!
– Merritt, Vedder and Piston Run went well–no mess ups or screw ups!
– Scoring team needs to make some purchases; printer was not working at Merritt; see next agenda item.

 

Equipment upgrades – printer…
• Wanting to purchase a new printer as the printer did not work at Merritt.
• Idea came up to have another backup printer in the box at the race, in the event that it fails again in the future. Potential to buy extra laptop. Extra cords. All seemed to be in agreement that these would be important items to have on hand in the event that anything broke or wasn’t working during the race.

Arrows
• Arrows are on their way. Arrows have been ordered and we are ok for the remainder of the year, though it will be tight. Will check in with Paul and Carly to see how their order went and if their vendor is who we would like to order from next year.

Insurance – Cancellation of rider injury policy:
– does not actually cover rider injuries or what we had originally thought when purchasing; looked into current coverage and it only covers death and dismemberment and does not pay out enough to be considerable in those cases. We have cancelled due to it not being what we need or expected. We are saving $4/per rider which will help clubs with their costs.
May want to look into more insurance options. Sarah and Kirsten to look into more comprehensive insurance. More to come!

 

Additional agenda Items:

Awards Banquet (with Christine)
• Prices have increased dramatically, resulting in higher prices for the banquet; historically we have spent approx $10k but with price inflation we are looking at $25k~. Budget is being kept in mind however what we have had in the past has increased. We will need to cut corners majorly if we want to stick with our past budget/
• looking into raising prices; historically we have not needed to. Now with price increases over everything we may need to look into raising. All avenues and solutions have been explored and compared and exhausted.
• we will be ok for this year but need to discuss for future events as we have determined that with inflation, we may need to raise membership prices in order to cover costs of year end banquet without losing integrity of the event
• It has been determined that we are comfortable financially this year with increased memberships to cover the increased costs of the banquet, however at the AGM we will look into raising license fee costs after determining final costs of this years (2022) Banquet.

Sponsorship (with Chrisma)
> Having issues with big sponsor gifts; can perhaps provide smaller amounts in smaller items or maybe discounts
> Paul suggest a different approach to bring in sponsors to bring bigger sponsors by teaming up; posting pics, finding out what they need
> Look into having a series sponsor?
> Most manufacturers are ok with doing sponsorships but they usually need something in return from us, maybe logos, maybe calendar; it is a two-way street and we struggle to offer that other side however we will look into that to see what we can do.
> Chrisma to share with Sarah what we need to do for sponsors as we are willing to do what we can to accommodate.

To carry forward to the next meeting:
– Discuss Fees/raising costs to accommodate rising costs for banquet and to potentially cover further inflation of costs on our end.
– Touch base with Chrisma about sponsorship developments

Meeting end: 8:15 p.m.