2024 AGM 

 Cariboo Run Crew Annual General Meeting Minutes

 

Date: November 27, 2024

Time: 17:00 PST

Location: Cariboo Regional District Library 

Attendees: Kim Lewis, Kelsey Miller, Deanna Saunders, Kiara Gannon, Corey Roberts-Reynolds, Jamie Riddle, Milowsheh Islamova, Jonathon Ling.

 

1. Welcome and Introductions

   • Current positions held:

     • Kim Lewis: President

     • Kelsey Miller: Treasurer and Secretary

     • Kiara and Deanna: Run Leaders

     • Madison: Community Engagement

 

1. Available Positions and Adjustments

   • Vice President: Position available.

   • Run Leaders: Open to additional volunteers – the more the merrier!

   • Race Coordinators: Volunteers needed.

   • Website Tech and Registrations: Kiara volunteered to take on this role.

     • Suggestion to create a WhatsApp group or email list. Update: Cariboo Run Crew Community created on WhatsApp 2024/12/22. 

     • Action: Option to be added to the Community WhatsApp during registration (Kiara).

 

1. Weekly Runs 

   • Wednesdays at 5:00 PM: o   

     • Suggestion to change the start time to 5:15 PM or 5:30 PM.

   • Saturdays at 9:00 AM:

     • Currently running at various locations; no changes suggested.

   • Open for further thoughts and opinions from members.

 

1. Finances

   • Current Balance: $890.00

   • Money In: $2095

     1. Membership Registrations: 19 registrations at $25/registration ($475 total).

     2. Race Registrations: 38 registrations ($1,120 total).

     3. Donations: Gibraltar Mines donation for race ($500 total). 

   • Money Out: $1205

     1. Liability Insurance: $900 annually.

     2. Event Insurance: $305 one-time fee.

   • Grant Application:

     • Applied for a community event grant through the City of Williams Lake. Awaiting results; funds to support 2025 trail race. Update: Grant approval for $500 received 2025/12/19.  

   • Website Costs:

     • Previously paid $358 – included three years and the domain name.

     • Looking to reduce costs upon renewal – Kiara to assist. Updated service to basic plan 2025/02/22

 

1. Merchandise

   • T-Shirts:

     • Decision to price at $30 (members) and $35 (non-members).

     • Pre-ordering: Taking names and sizes. Please reach out to the executive if you’d like to preorder. 

     • Action: take pictures of merchandise for the website (Kim/Deanna)

o    Future options include long-sleeve shirts or jackets if there’s enough interest.  

 

1. Westsyde Boogie Trail Race Recap

   • Event Details:

     • Feedback:

       • Flagging and course setup received positive feedback.

       • Suggested later start for the 5K race (e.g., 15K at 9:00 AM, 5K at 10:00 AM).

       • Food: See if an earlier start for food vendors is possible. Potential ideas include a pancake breakfast or burgers for charity benefit. Request donated food items and partner with a local group to prepare food by donation.  

       • Timing: Coordinate chip timing with PGRR or continue using the WLCC system.

   • 2025 Event Date: June 14, 2025.

   • Location TBD: Currently working with Rec Sites and Trails officer on location (consideration for trails effected by the fire). 

   • Open to further thoughts and opinions. Update: Race planning meeting scheduled for 2025/01/27 at 17:00 PST.  

 

1. Comments and Final Remarks

   • Open discussion for any additional suggestions or feedback from members. This includes any ideas for donations or fundraisers in 2025.