TOURISM SUN PEAKS Annual General Meeting Sun Peaks Grand Hotel June 21, 2014 Meeting Minutes Board of Directors in attendance: Reiner Brecht Non-Hotel Lodging Director, Chair John Douglas Hotel Lodging Director Silvia Erler Non-Hotel Lodging Director Petr Duda Residential Director, Secretary Joanne Foster-Stoner SPRC Director, Treasurer Peter Ernst Commercial/ Tenant/Independent Operator Director Darcy Alexander SPRC Director Mike Kohari Single Owner Large Hotel Director Regrets Aidan Kelly SPRC Director TSP Personnel in attendance: Christopher Nicolson President Stephanie Avery Manager, Finance Lynne Pike Accounting/Administrative Assistant Colin Brost Director of Market Development Christina Antoniak Manager, Destination Marketing Theresa St. Louis Manager, Central Reservations Meghan Kolodka Supervisor, Events & Adventure Centre Janice Nankivell Manager, Events & Adventure Centre 1. Call Meeting to Order Chair of the Sun Peaks Mountain Resort Association Board of Directors Reiner Brecht called the meeting to order at 10:07am. 2. 2014 AGM Agenda Reiner Brecht asked if there were any changes or additions to the AGM Agenda and there were none. Motion: It was moved and seconded (Ines Popig/Tina Ernst) that the agenda be approved as distributed. Motion Carried 1
3. Chairperson s Welcome Report Welcoming remarks were provided by Reiner Brecht. Reiner let the membership know that there are opportunities to ask questions throughout the meeting and those questions should relate to Tourism Sun Peaks business. Chair, Reiner Brecht, introduced the volunteer Tourism Sun Peaks Board of Directors. Reiner Brecht welcomed Senator Nancy Greene Raine, the Mayor of Sun Peaks Al Raine and the councilors present at the meeting. He recognized their efforts with the Resort Municipality Initiative that has helped create Sun Peaks as a successful winter and summer destination. 2013 AGM minutes The Chair, asked if there were any corrections or omissions from the minutes of the previous AGM meeting and there were none. Motion: It was moved and seconded (Nancy Greene Raine/Dave MacMillan) to approve the Minutes of the June 22, 2013 Annual General Meeting. 4. Staff Reports A video prepared by the Tourism Sun Peaks Staff was presented reviewing the key association initiatives over the past year. Christopher noted that the video will be posted on the website. Christopher Nicolson thanked the TSP Team and Volunteers. 5. Financial Report & Audit Committee TSP Board Secretary, Petr Duda introduced Brent Ashby from KPMG to report on the audited financial statements. Brent referred to the official written report and audit and confirmed that the accountants review did not reveal any material errors and that the statements have been produced correctly and without fraud. Brent reviewed the Statement of Operations. Motion: It was moved and seconded (Al Raine/A. Cage) to accept the Auditor s report as presented. Appointment of Auditors Petr Duda noted that this was the last year of the three year contract with KPMG. The Audit Committee is recommending that KPMG continue to serve as external auditors for another 3 year term. 2
Motion: It was moved and seconded (Ines Popig/Tina Ernst) to select KPMG as the Audit Firm to perform the annual Financial Audits for a three year period commencing with fiscal year ending March 31, 2015. Motion Carried 6. Board of Directors Elections Christopher noted that a mistake was made on the Voting Procedures document that was included in the AGM package. The official Agenda correctly listed the Directors that were up for election, however the voting procedure document listed the Commercial Director position up for election instead of the Residential Director. TSP received legal advice to ensure that this error would not in any way impact the legality of the 2014 AGM Elections. The lawyers stated that TSP includes more details than is required by the Society Act. The official notice must include the time, date and location of the AGM. The official notice for the AGM is the Agenda (not additional addendums such a voting procedures) and therefore the official notice was accurate. The elections were moderated by TSP Board member Joanne Foster-Stoner. Joanne described the eligibility to vote for each of the categories. The first election was for Single Owner Hotel Lodging Director. Joanne explained that as there is only one eligible hotel in this category, Joanne called three times for any additional nominations from the floor. Mike Kohari the General Manager of the Sun Peaks Grand Hotel was re-elected Single Owner Hotel Director by acclamation. The next election was for Hotel Lodging Director. The position was held by John Histed who resigned from the Board on November 15, 2013. Joanne advised a nomination was received for James Bingham. Joanne called three times for any additional nominations from the floor. Hearing none, Joanne declared James Bingham elected Hotel Lodging Director by acclamation. James Bingham addressed the meeting participants and was welcomed to the Board of Directors. The next election was for Non-Hotel Lodging Director The position was held by Reiner Brecht and he chose to seek re-election. Joanne advised a nomination was received for Reiner Brecht. Joanne called three Times for any additional nominations from the floor. Hearing none, Joanne declared Reiner Brecht elected Non-Hotel Lodging Director by acclamation. The final election was for Residential Director. The position was held by Petr Duda and he chose to seek re-election. Joanne advised that advanced nominations were received for Petr Duda and Tom Russell. Joanne called three times for any additional nominations from the floor and hearing none, Joanne directed that voting commence. Scrutineers Liz Forster and Peter Mollard counted the ballots. Joanne declared Petr Duda elected Residential Director. 3
Motion: It was moved and seconded (Ines Popig/John McKnight) that the ballots be destroyed after the adjournment of the meeting. During the ballot count Darcy Alexander was asked to update attendees on the new ski terrain for 2014/15. Over 500 acres of ski terrain will be added to Sun Peaks. Sun Peaks has reached a milestone and will now be the second largest in Canada after Whistler/Blackcomb. This summer, work will begin to fulfill two important sections of the Master Development Plan in the West Morrisey and Gil s ski areas. Once there is enough demand, future lifts will be added. Two new Alpine Cross Country mountain bike trails will be opening this summer. One of the trails will be an intermediate ride on a multi-use trail leading to and from Tod Lake. The other will be an option to leave the Big Rock Trail at the top of Sundance for a shorter way down, instead of out to McGillivray Lake. There will be also an extension of the Valley Trail. This will be an unpaved multi-purposed trail that will loop from Sunburst Drive thought to the Burfield Lodge. It was noted that the bike rentals will be available through Elevation and guided hiking tours will be available through Guest Services. Q: Will the length of the season be extended? A: Darcy noted that the last day of operation is reviewed every year. The ideal situation is when Easter falls the second week of April. The resort is looking at incorporating major events such as Dew Tours in the early weeks of April that would then attract enough business to justify staying open later. Q: Are there any models that could offer a scaled back version of only one chair open? A: Darcy explained that it is a continuous discussion. SPRC is constantly looking at different options that would allow the mountain to continue operations into late April. The mountain requires more than one chair to be open to get to the reliable snow at top of the mountain. The snow quality must be reliable and operations must be sustainable to stay open later. Last day of skiing for the coming year is Monday April 6, 2015 (Easter Monday). 7. New Business The Chair, asked if there was any new business and there was none. Reiner Brecht noted that in-resort transportation, the Sport Centre and the Delivering the Promise program are complex discussions and are in continuous progress. 8. Questions and Answer Period Chair, Reiner Brecht opened the floor for questions. 4
Q: Claudia Guichon raised some questions at the 2013 AGM regarding the current Sun Peaks website design and strategy. She wanted it to be noted that her concerns had been acknowledged by Tourism Sun Peaks and are being addressed. A: Reiner Brecht thanked Claudia for bringing her concerns to TSP s staff attention. Q: Is TSP affected by the new federal Anti- Spam Legislation A: Yes it has impacted Tourism Sun Peaks. TSP has had to re-confirm subscription from our database. Reiner Brecht thanked the meeting participants for attending the AGM and encouraged all members to bring any concerns they may have to the Directors or staff s attention. Reiner noted that the video presentation and the AGM minutes will be made available to all members on the website. 9. Conclusion of Meeting Motion: It was moved and seconded (Bud Hollstedt/ A. Cage) that the meeting be concluded at 11:37am 5