Nitinat Windsurfing Society

October 20 1999

In attendance: Tom Sullivan, Geoff Wood, Paul Betts, Claudia Ederle, Vic Evans, Art VanStaalduinen, Dave Barber, Giles Thorp. Unable to attend: Cindy Rutledge, Brian Hudson.

Minutes of the last meeting were passed by the Directors.

New Business.

1. ) (Paul Betts) A budget is to developed to cover the cost of meetings so that there is no financial burden on the host. This will be incorporated into the overall budget to be developed by Paul with help from Tom Sullivan. The overall budget will include money to be set aside for the addition of picnic tables and for seed money for next years WIRED event. (Ongoing)

2. ) (Paul Betts) A special thanks to Russell Couchman representing "Dakine" our first corporate sponsor. All other future corporate will be recognized on the our web site by adding a link to their sites. Thank you "Dakine" http://www.dakine.com/

3. ) (Directors) Passed that the executive only have access to the members information database with the understanding that the information will not be used for purposes other than Society business.

4. ) (Geoff Wood) A letter of thanks to be prepared and sent to Judith Reid along with a framed photo of the lake. This is in recognition of her help over the past year.

5. ) (Tom/Geoff/Paul) An info package needs to be developed as part of the Society's promotion of Nitinat to be sent to; Chambers of Commerce, MLAs, Mayors, etc. Paul Betts to budget up to $200.00 for this. Tom to arrange for photos Geoff to write cover letter.

6. ) (Paul Betts) A decal design is needed so that we are prepared in the event we implement this system for membership/camping fees. (Bryan Hudson to design decal)

7. ) Discussion on if some kind of symbol indicating First Aid Training should be added to the member's decal. This motion was not passed as there were concerns regarding liability.

8. ) A Motion was put forward and passed that the Society should develop a long term "Policy on Safety" that would include education and signs at the site.

9. ) (Paul) Executive Directors that would be attending the up coming meeting with South Island Forestry; Tom Sullivan, Geoff Wood, Paul Betts.

10. ) Discussion on: how the Society would approach South Island Forestry regarding managing the site, how to develop a fee structure if necessary, to keep any bid internal and not to partner with an outside agency, to use the Society's constitution as the primary guide when developing a plan for management, how far to go using the Harrison Lake model as one end of the continuum and the '99 contract as the other.

11. ) Some discussion on the future of the site and preparing a long term plan. Included in the discussion was the need to develop additional camping spots and add picnic tables. Also the need to consider environmental issues.

12. ) The decision passed to use the Harrison model as the starting point when negotiating a contract with forestry.

13. ) Meeting Ended

July 24th 1999

1. ) Tom Sullivan(president) opened the meeting with "an official welcome to those attending the first Annual General Meeting of the Nitinat Windsurfing Society".

2. ) Tom Sullivan introduced the directors who were present and those not present. All of the directors agreed to stand for election. Election of the officers as follows.
   Motion for Tom Sullivan to be elected as President.
   Motion carried.
   Motion for Geoff Wood to be elected as Vice-President. Motion carried.
   Motion for Paul Betts to be elected Secretary/Treasurer.
   Motion carried.
   Motion to elect as directors as follows Vic Evans, Dr Ron Forth, Arend VanStallduinen, Claudia Ederle, Brian Hudson, Giles Thorp and Dave Barber.
   Motion carried
   Motion to elect as new director Cindy Rutledge.
   Motion carried.

3. ) Statement from the President. Safety- "Take care while sailing on the water, while in the campground and travelling especially on logging roads. "Don't wait to be asked to help those in need." Respect- "Have respect for the people we camp with and around" "Have respect for our neighbors, the Dididaht First Nations and their rights."

4. ) Tom Sullivan. A motion for the Nitinat Windsurfing Society to assist as a co-host one annual organized and sanctioned non-profit windsurfing event such as WIRED.
   Motion carried.

5. ) Membership statement from Tom Sullivan "There are 206 members of the Society to date."

6. ) Financial Statement from Secretary/Treasurer Paul Betts As a very new Society of only 2 months "As of July 24 1999 We have $830. dollars from membership in the bank plus $630. dollars donated from the former WIRED account also deposited. We have $200 on hand from new membership as yet to be deposited. Total funds equal $1660 and as yet we have not payed out any funds but $235.68 are outstanding to be paid.
   Motion to accept the financial statement.
   Motion carried.

7. ) Paul Betts outlined the possibilities of making a proposal for the Nitinat campsite to the Forest Ministry.
   Motion for the Nitinat Windsurfing Society and its directors to proceed with a Stewardship Proposal to the Forest Ministry.
   Motion carried.

8. ) Geoff Woods(Vice-President) explained the need for good relations with the Ministry of Forests, Ministry of Aboriginal Affairs treaty negotiators, and the Dididaht First Nations Chief.

9. ) Annual Membership Dues. Tom Sullivan
   The annual dues must be voted on by the membership.
   Annual individual memberships to remain at $5
   Motion carried.
   Annual Member Club to remain at $25
   Motion carried.
   Annual Corporate membership to remain at $100
   Motion Carried.

10. ) Statement from Brian Hudson(director) "A Special thanks to the Society Officers Tom Sullivan, Geoffrey Wood, Paul Betts and thanks to the other directors for their work." Thanks to all the members for attending."

11. ) Meeting adjourned 7:11 PM.

June 19th 1999

Old Business

1. A meeting to establish relations with the Dididaht Nations Chief -Ongoing as yet to be suitably arranged. Tom/Geoff
2. Society Papers for Incorporation have been returned. We the Directors of the Nitinat Windurfing Society are proud to announce that we have been awarded " A Certificate of Incorporation" numbered S-40020 and that we have also been granted an order under the Societies Act to allow "a mail ballot system under our bylaws 7-3(a)" -Closed/Tom
3. Membership drive is ongoing. An e-mail version of the membership form will go out and also be posted to the web-site ASAP. Tom/Paul with all directors assisting in the membership drive.
4. Paul Betts as Secretary/Treasurer will provide a current list of all new members to each of the Directors by e-mail in MS Excel format. Opening a bank account and our Postal Address of the Society which require a copies of our Societies Certificate are Ongoing. Paul/Tom
5. The date and time of our Annual General Meeting is Saturday July 24th 1999 5:00PM on the public beach windward of the Nitinat Campsite in front of the sauna. This meeting will be held during the Canadian Championships/WIRED weekend. Closed-Paul/Tom
6. Work on a poster outlining our mission statement is ongoing. Brian has finished a new logo/letterhead to be presented when he can attend. Brian/Tom It was also discussed at this meeting that the "Nitinat WIRED96" design T-shirt logo might be changed to read "Nitinat Windsurfing Society". Tom will contact the designer Dave Fishwick. Anyone who is interested can submit a design. Ongoing-Brian/Tom
7. Our new web site address is http://www.island.net/~nitinat Many thanks to Cam Scott of Surfing Vancouver Island and Island.Net for the hosting the Society's webpages. Tom Sullivan to keep Cam updated and provide the date of AGM, race/event dates, membership form and minutes of meetings. Ongoing-Tom
8. Vic Evans camp host has contacted South Island Forestry District the Port Alberni office in regards to campsite matters. No reply for a meeting at Nitinat has yet been recieved. Ongoing/Vic
9. Geoff Wood has prepared a letter for the South Island Forest Service on behalf of the Nitinat Windsurfing Society. The letter will be mailed after a review. Geoff/Tom
10. Brian Hudson has inquired about membership cards. Brian and Tom will provide design and info to be printed along with cost. We would like to make membership cards available for pickup at the AGM. Your membership card will allow your vote to be counted. Ongoing-Brian/Tom
11. Paul Betts has contacted the BC Forest Service Recreation Policy Office in Victoria. Paul will attach a report to the minutes of the meeting. Ongoing-Paul

New business

1. The dates and time of the Canadian Shortboard Championships and WIRED(windsurfing,instruction,racing,equipment,demos) Racing starting on a Wednesday, July 21st, 22nd and 23rd with the fun events for everyone July 24th and 25th. Declan Sacre of Trident Sports will be in charge of the event. All Directors and all Society members are urged help ensure that these two events are held properly. Paul Betts is the race director.
2. The former WIRED non-profit bank account contents of some roughly ~$800. has been offered to the Society for it's same purpose "Promotion of Windsurfing". Paul Betts will contact Tom Vandall for the transfer of funds.
3. A press release should be written in regards to the formation of the Nitinat Windsurfing Society and it's interests. This should be sent be out to all Island MLA's, the local Press and Windsurfing organizations/publications. Tom/ Tom Vandall to assist
4. Tony Jones who was invited to attend the meeting raised his continued concerns about the condition of the overgrowth and road to access the Knob Point Rec site. Directors Tom Sullivan and Brian Hudson also drove to Knob Point on June 8th and found that Tony's issue is one that needs to be addressed. The following statement was read into the minutes.
   "The road was is in very rough shape, the amount of overgrowth along the road causes paint scratches to vehicles and will soon be completely overgrown. For many years youth and high-school groups have accessed the West Coast trail by canoe portaging thru Hobitant lake and Tsusiat Lake. Using the Knob Point Rec Site as a launch site for canoes these groups are able to avoid much less of the wind and chop. If the access to the Knob Point Rec site is not maintained these canoe groups would face greater danger and possible death due to the hi-winds crossing the lake especially in the spring cold water. The road access is may also be nessesary for any windsurfer who may be stranded due to equipment failure, lack of ability, injury or need of rescue, and even those who wish to just use the site to camp."
   Tony Jones will write a letter to the South Island Forest Service District and CC to Nitinat Windsurfing Society.
5. A motion was forwarded to bring to a vote for all members at the AGM "That organizers of large windsurfing events formally ask by letter for a recommendation before holding a major event. Events should meet the following. "Any large windsurfing event held should be in the best interest of the Province of BC, and Vancouver Island Communities who benefit by tourism and be in the interest of a majority of the Windsurfers of Nitinat Lake." This motion was tabled till the next meeting as it was felt that we should better understand our duties and responsibilities first.
6. The directors in disscussion on the PRESENT together formed the following statement. "The Windsurfing Society has a vested interest in protecting the long term use and access of the Nitinat Lake Rec. Site(s) for the benefit of the local, regional, and international windsurfing community as well as other users."
   Windsurfers wish to be informed in regards to any activity or future plans for the Campsite. It was noted that we have no knowledge of any future plans by the Forest Ministry and that no relations existed. It was suggested that if plans were available they should be put on display at the AGM. Paul/Geoff to contact the Forest Service in this regard.
7. The discussion on the FUTURE of Windsurfing at Nitinat Lake resulted in the following statement. "The Nitinat Windsurfing Society needs to look ahead at our needs 5, 10, 15 and 20 years from now. Nitinat lake's uniqueness in it's very rustic environment and geographical situation provides the best predictable thermal wind conditions in all of Canada. It is those same safe but challanging wind conditions that draw Windsurfers together in friendship. Windsurfing at Nitinat Lake must be protected for future users." This discussion will continue.
8. The membership now stands at 45. We expect that membership will pick up quickly in the next few weeks. The meeting was ajorned 9:30 with the next meeting unscheduled.

June 1st 1999

Old Business

1. The directors last met May 6th with the BC Aboriginal Affairs Treaty Negotiator Team for the province. At that time we agreed to a meeting to establish relations with the Dididaht Nations Chief, Tom Sullivan, Geoff Wood would represent the interests of windsurfers, and this meeting would arranged with the Treaty Negotiator present.
2. Society Incorporation Papers signed by directors and submitted by Tom Sullivan

New Business

1. The meeting with the Dididaht Chief has not yet been arranged.
   - Tom Sullivan will contact the Treaty Negotiators to schedule this meeting.
2. Society incorporation papers have been returned to us for changes and clarifications.
   -With help from Jim Richardson, Tom Sullivan has resubmitted the papers.
3. Election of Society Officers
   - elected President of the NWS - Tom Sullivan
   - elected Vice President of NWS -Geoffrey Wood
   - elected Secretary/Treasurer of NWS - Paul Betts
4. (a)The individual annual membership was set at $5 per member. (It was noted that fund raising activities by the members may be needed to keep the annual fee low) All members in good standing will have a vote
   (b)Club annual membership was set at $25 or an exchange of membership. (this just allows us to affiliate with other groups such as the Harrison, Nimpkish, and Squamish Windsurfing Societies) only 1 named representative of a club will have a vote.
   (c)Corporate annual membership was set at $100. It was suggested that any windsurfing or other business can donate any amount or product to be used for fund raising. No vote will be allowed for under $100. Only 1 named representative of a business will have a vote.
   Annual membership fees for the year 2000 will be determined at the annual general meeting held in July 99 by the voting members.
5. All directors will work on the membership drive.
6. Paul Betts as Secretary/Treasurer will provide the date and time of our annual general meeting required on the form so a notification of meeting mail out is not required. Paul will also open a bank account and a Post Office Box address for the Society. Paul will keep the record of membership on a data base.
7. Brian Hudson will design a poster outlining the most positive reasons why we should all join the Nitinat Windsurfing Society. Brian will also work on a Society Logo. Anyone wanting to help submit a Logo design should ask to contact Brian. The poster will be stapled on the sign and washrooms at the Nitinat Campsite in plastic.
8. Tom Sullivan to contact Cam Scott of Surfing Vancouver Island about the free web space offered by Island.Net for the Society. Tom will get information to Cam to be posted on the new Web site.
9. Vic Evans is the Nitinat campsite host again this year providing he gets his site. Vic will maintain relations with the BC Forest Service host director in the Port Alberni office in regards to campsite matters.
10. Geoff Wood with Jim Richardson's help will contact the South Island Forest Service by letter on behalf of the Nitinat Windsurfing Society.
11. Brian Hudson to inquire about having membership cards printed.
12. Paul Betts with Jim Richarson's help will contact the BC Forest Service Recreation Policy Office in Victoria.
13. The future of Windsurfing at Nitinat Lake was discussed and it was noted that the 10 directors of the society have close to 150 years of windsurfing experience and related knowledge in a sport invented only 30 years ago. This discussion will continue.
14. With 6 of the directors signing membership papers 20 members had paid fees to join in the first 3 days. An updated membership form will be made available for the June 5th weekend at Nitinat.
15. Next meeting of the directors to be held Saturday evening June the 19th at Nitinat. Weather permitting.
16. Meeting adjourned 9:15PM