Annual General Meeting

Wed. October 22, 7pm Main Lodge

Come be part of shaping the future of the Caledonia Nordic Ski Club. We will reflect on the past year, elect new Board Members, vote on financing options for Potential New Machine (see resolution below) and vote on the Final Proposed By-Laws.

It’s also a great opportunity to connect with fellow members, share your ideas, and get involved in the season ahead.

And yes — there will be snacks!

We look forward to seeing you there.

New AGM Format for

Improved Efficiency

This year, we will be trying a new format for our Annual General Meeting in order to improve efficiency and keep the meeting focused.

All Board Reports, Financial Reports, and Special Resolution information have been posted in advance for members to review. At the AGM, we will begin by approving the agenda and previous minutes, followed by a review of the season’s financials.

Rather than presenting each board report individually, we will provide Open Forum time for members to ask questions or share comments about any of the reports they have reviewed in advance. We have recognized over the years that individual presentations take a significant amount of time, but we also value the opportunity for meaningful discussion.

We ask all members to review the reports in advance so that we can make the best use of our time together. After the Open Forum, we will move into Special Resolutions, the Nominations Committee, Board of Directors Election and adjournment.

Thank you for helping us make this AGM efficient, informative, and productive.

Notice of ADDITIONAL

Special Resolution

Approval of Financing for the Purchase of a

2023 Prinoth Husky Snow Groomer

The Caledonia Nordic Ski Club has an immediate and significant need to invest in a new snow grooming machine in order to maintain the high quality of our Nordic trail network. Our existing fleet is aging, and in recent seasons we have found ourselves scrambling with limited machine availability as our current equipment has been overworked, resulting in short periods of challenging trail conditions. Our goal is to ensure reliable operations and consistently excellent skiing conditions throughout the entire season.

The Board is recommending the purchase of a 2023 Prinoth Husky with very low operating hours. This machine has been offered to the Club at a price approximately $50,000 below the cost of a new machine, providing an exceptional opportunity to upgrade our fleet at a reduced cost. The total purchase price, including shipping and related expenses, is $400,000.

To date, the Club has secured approximately $310,000 in funding through a combination of:

• A generous private donation,
• A COVID Surplus allocation dedicated to machine improvement and replacement,
• Investment interest, and
• A $98,000 grant from Northern Development Initiative Trust (NDIT).

This leaves a funding gap of approximately $90,000 that must be closed in order to proceed with the purchase.

The Board is proposing to finance the remaining $90,000, with repayment to be covered through the Para Nordic Legacy Funds. An amount of $30,000 (each year for three years) would be drawn from these funds to service the financing, and the money used would then be replenished over the three years through various funding opportunities available. This approach ensures that the Club can complete the purchase without increasing membership fees or compromising other operational funds, while also maintaining the Para Nordic Legacy Fund as a sustainable financial resource.

Approval of this financing strategy requires membership approval through a Special Resolution at the Annual General Meeting.

Special Resolution

Motion:

Be it resolved that the Caledonia Nordic Ski Club approve the financing of the remaining expenses, up to $90,000, required to complete the purchase of the 2023 Prinoth Husky snow groomer, with $30,000, per year for three years, to be drawn from the Para Nordic Legacy Fund to cover financing costs. The Para Nordic Legacy Fund will be replenished over the same three-year period through various funding option, ensuring that this strategy does not impact membership fees and maintains the fund for future use as needed.

Notice of Special Resolution Vote At Caledonia Nordic Ski Club Annual General Meeting on Final Proposed Bylaws

Dear Caledonia Nordic Ski Club (CNSC) Members;

As required by the Societies Act of British Columbia, and the current, 2017 CNSC bylaws, I would like to provide you with written notice that a special resolution is presented for consideration and vote at the upcoming annual general meeting (AGM) of the members of the CNSC on October 22, 7 pm. The purpose of this special resolution is to repeal the current 2017 bylaws in their entirety, to adopt a new set of bylaws, and to support bylaw implementation. 

Proposed Special Resolution

Be it resolved that:

·       The current 2017 bylaws of the CNSC be repealed in their entirety and replaced with the bylaws attached to this notice, titled “Final Proposed Bylaws of the CNSC for Special Resolution Vote – September 26, 2025”, and that these new bylaws take effect upon filing with the registrar at BC Registries; and

·       The 2025/26 elected Board of Directors strike a Governance Committee to create policies including, but not limited to: privacy; conflict of interest; finance; member code of conduct; member engagement and communication; strategic planning; and electronic voting.

The proposed bylaws are attached to this email and will be available for review along with all AGM materials (including agenda, reports, and previously nominated candidates for election of directors) on the CNSC website (https://caledonianordic.com/our-club/club-governance/). Members are encouraged to review the proposed bylaws in advance of the meeting. Supporting material, below, outlines some of the key differences between the current 2017 and the proposed CNSC bylaws. 

Voting Details

This resolution requires approval by at least 75% of the votes cast by members present at the meeting, in accordance with the Societies Act and CNSC’s current 2017 bylaws. 

If you have questions or require clarification, please contact me, Gretchen Prystawik, CNSC Secretary at secretary@caledonianordic.com.

The CNSC Board appreciates all the volunteers and members who have contributed hundreds of hours to the bylaw review process, as well as your attention to this important matter. We encourage all members to participate in the AGM and vote on the special resolution.

Sincerely,

Gretchen Prystawik

Secretary, On behalf of the Board of Directors, Caledonia Nordic Ski Club