Formal Notice of the 2026

Annual General Meeting

Caledonia Nordic Ski Club | BC Society S-0005294

The Caledonia Nordic Ski Club invites you to attend the 2026 Annual General Meeting. All 2025-26 members are welcome to attend.

Date: Wednesday, October 28, 2026

Time: 7:00 pm

Location: Main Lodge, Caledonia Nordic Ski Club, 8141 Otway Road

Meeting format: In person at the Main Lodge

Business of the meeting:

The following is the draft agenda:

1. Call to order
2. Approval of the agenda
3. Approval of the 2025 AGM minutes
4. Annual financial statements: Presentation and Notice by Matt Hutcheon, Shane Sienaert and John Bowes
5. Reports Provided: General Manager John Bowes; President Kevin Charlston; Facilities Director Colburn Pearce; Competitions Director Chris Simons; Programs Director Jeni Wigelsworth; Trails Director Paul Schuetz
6. Open forum on reports: Comments and questions from the floor
7. Open forum: Questions from the floor
8. Nominating Committee report: Sara Cotter, followed by elections for President, Vice President, Treasurer, Secretary and up to eight Directors at Large
9. Adjournment

Special business and resolutions: As of the date of this notice, no special resolutions or other special business outside the ordinary business of the AGM are proposed. The draft agenda identifies the planned procedural approvals and elections.

The draft agenda and available AGM documents will be posted in the Document Centre on the Club Governance page. We are hoping to keep this meeting paperless, so please review all documents in advance. Voting at the meeting is available to voting members in good standing under the club bylaws.

Thank you for being part of the Caledonia Nordic community. We hope you can join us on October 28.

Help Shape CNSC's Governance

Last fall, members approved our updated bylaws and asked the Board to develop the policies needed to put them into practice. Since then, our Policy and Governance Committee has been working through the ideas and feedback members have shared over the past several years.

Kevin Charlston, Vonda Hofferd, Lanita Horning and Gretchen Prystawik have also reviewed policies from other ski clubs and guidance for sport organizations and BC societies. Thank you to the committee for the time and care they have put into this work.

The first four draft policies are now ready for members to review. This is an opportunity to read what the committee has developed and share your thoughts before the policies are finalized.

Invitation to Review:

The Board is inviting members to review and provide feedback on:

• Draft Code of Conduct Policy
• Draft Conflict of Interest Policy
• Draft Privacy Policy
• Draft Strategic Planning Policy

We would appreciate your feedback on the four draft policies. Please send any comments to Board Secretary Gretchen Prystawik at secretary@caledonianordic.com by October 5, 2026.

The Policy and Governance Committee and Board will review the comments before the Board considers the policies for approval at its October meeting. The committee has also started work on policies covering finance, communication and member engagement, and voting. The current Board plans to recommend that the incoming 2026–27 Board continue that work.



Thank you to everyone who has contributed ideas and feedback throughout the bylaw and policy review. Your input continues to help shape how our club operates.

Help Shape the Future of Caledonia Nordic

As we get closer to our AGM, our Nominations Team continues to look for members interested in joining the 2026–27 Caledonia Nordic Board of Directors.

Our club is made up of a pretty incredible mix of people, and we want that diversity reflected around the Board table. Recreational skiers, program families, dog trail users, racers, volunteers, young adults, longtime members and newer members all experience the club a little differently — and those different perspectives are valuable.

You do not need to know everything about the club or have previous Board experience. What matters is that you care about Caledonia Nordic, are willing to contribute, and want to help shape where we go next.

Maybe you have been thinking about getting more involved. Maybe you know someone who would bring a great perspective to the Board. Put your name forward, ask us some questions, or give that person a nudge!

Caledonia Nordic continues to grow and evolve, and having a Board that reflects the community we serve is an important part of making sure we continue moving in the right direction.