A
L
E
X
F
R
A
S
E
R

P
A
R
K

S
O
C
I
E
T
Y

Lisa & Wilf Larson, Quesnel Brand Inspectors have offered the AFP Society
their contact information for our website. Wilf or Lisa can be reached at
250-992-0093 and their email address is:  larsenranch@loudpipe.com.  

The AFPS is working toward the Park becoming an accreditated Livestock Transfer
Station and will look into improving the facility just for that purpose.  There is a
$1/head charge payable at the time of moving livestock through the facility.  These
funds can be paid at the Caretakers Trailer.  At the moment this operation is
conducted on the HONOUR SYSTEM - it will change to an appointment only
circumstance; If the Honour System proves not to work.


The Electrical Upgrade is now complete and includes service upgrading,
lighting for the outdoor arena, barns, and grounds, electrical service
provision for water heaters; and a state of the art Public address system.
Footing and base upgrading was provided in the outdoor arena and
outdoor warm up arena, basic drainage issues have been addressed for
the interm and will be monitored. Ongoing drainage issues will be dealt with
as funding becomes available.

Further funding applications are on going ~ all donations and sponsorship
are gratefully appreciated and will be put toward this very worthy cause.  IF
YOU OR YOUR CORPORATION WISH TO BE A PART OF THIS WORTHY CAUSE
PLEASE CONTACT BARB VANHALDEREN OR MELODY STANKEWYCZ TO MAKE
THESE ARRANGEMENTS.
The provision of wood chips and shavings for the pens and stalls has been a
difficult matter over the past year or so.  2007 saw another outstanding
company come through with donations of the shavings and the hauling of them
to the Alex Fraser Park ~ our Boarders are extremely grateful!  THANK YOU to
Marvin McKenzie Trucking  ~ Office telephone/fax is 250-747-3008, cell
991-2151 - thanks again Marvin!
Due to the economic situation in our area, we are experiencing great
difficulty obtaining shavings for bedding. It may be necessary for the
users to provide their own bedding material for the time being. We
are continuing our search for a supplier of shavings and apologise
for any inconvenience.
The minutes for Alex Fraser Park Society will be posted to this page and be kept as
current as is possible.
Alex Fraser Park Society
P.O. Box 4501
Quesnel, B.C., V2J-1C9
www.alexfraserpark.com
secretary@alexfraserpark.com


Directors meeting
February 16, 2010
Community Policing Building

Attendance: Sherrie, Alice, Pete, Kathy, Bob, Gus, Nita, Barb, Melody, Roberta, Ray.

In Camera session for directors will be held from 6:00p.m.-6:30p.m.

Introductions: Sign in sheet for guests, followed by a brief explanation by Alice as to the
protocol of the meeting.

Adoption of the agenda: Amend the date from January to February; Barb moves we adopt
the minutes; 2nd Kathy; Carried.

Adoption of minutes; Gus moves to adopt the minutes; 2nd Kathy; Carried.

Caretakers Report; this month is a very busy time for day riders. 6 memberships purchased
in the last month.
 No boarders are occupying the new pens so Bruce has turned the yard lighting off.
Lights were burned out over the new pens, Service electric has had a look and said it looks
like it was smashed, may have happened when the P.A. was installed. The lights that were
out in the Outdoor arena have been fixed. The bill was $500.00 from Service Elec. To repair
a few lights and replace bulbs & a battery in an emergency panel, billed for 3 hours with 2
hours for a bucket truck. This time and expense seems excessive.
 Alice asked Sherrie if Bruce is willing to do the grounds inspection, they do not have the
handbook; Alice will get one for them.
 Bob noticed lights out in the indoor arena (breaker?).
 Another load of sand has been brought in, (Sales provided and will send a bill).
 Sherrie did not feel that the lack of renters in the new pens was a result of the rates being
too high. The road out to the pens is not slippery so it is not felt that is a problem either.
Barb suggests that because the new pens have adequate gravelling and drainage that the
old pens not be upgraded, but should be rented out as they are.
Treasurers Report; No formal report because the Credit Union is undergoing computer
changes and updates and the funds came from the wrong account when Barb paid the bills.
The problem is being addressed and Barb has provided fund estimations.
 Estimated balances Capital Project fund $11,338.00.
Term Deposits: Old term deposit reaches maturity in March; Value $7,257.99. In February
Barb started a new term deposit for $10,000.00. Approximation of working capital in the
general account $4,000.00. Holds have been put on all deposits with the new banking
system, meaning there isn’t access to the funds until 5 days after a deposit. Barb is
addressing this issue with the bank as well.
 Hydro is paid and Barb thinks the bills for them are now correct. Approximate cost of hydro
usage is $3,000.00 since July, (our bills for the new meters were being sent to the City by
mistake). Barb estimates that from Nov 25/09 until Jan 25/2010 the bill is $1,000.00, both
months had very cold weather this year, and the expense covers the outdoor security
lighting, the bathrooms and stock heaters in the outdoor pens. This rate is lower than
previous years. The extra meters will be an asset for cost breakdowns.
 Almost all affiliates have their fees, voting names, and insurance submitted for the AGM.
We still need to hear from the Riding Club and 4-H.
 Bruce and Sherrie have W.C.B. in place.
Barb moves that the treasurer’s report be accepted as presented; 2nd Ray; Carried.

Correspondence: Melody a response letter from Charlotte Curta in regard to the Pony Club
rates and rentals and then read the 3 letters submitted from the affiliate organizations in
regard to the bylaws. Individual submissions from Quesnel Barrel Racers; Quesnel and Dist.
Draft Horse Association; and the collective affiliate group submission letter which
represented Fall Fair/Exhibition; QDRC; Fur & Feather; Pony Club; 4-H; Gymkhana Club;
Barrel Racers; & Q&D. Draft Horse.
 Roberta requested that the correspondence be scanned and submitted to the directors for
reading.
 Alice indicated to the meeting that the bylaws that we are submitting are drawn from the
Government website.

Grounds Report-Gus: Sand has been brought in.
 Gus has done some homework on the harrows- it is determined that the new sand that we
have installed in the outdoor arenas is best maintained by a chain harrows. The cost of new
would be $575.00 but we would need to provide additional equipment (tow bar) in order to
operate it; which would increase the cost. We have borrowed a harrow from Pete Coe; he
has offered to sell us the used harrow (complete) for $535.00. There is discussion about old
vs. new. Bob motions that we purchase the complete harrow from Pete Coe for $535.00; 2nd
Pete; Ray suggests we offer less (Rodeo club gave him tickets in lieu of rental). Opposed;
Ray; Motion Carried.

Rental Report-Nita: All weekends are filled up until the end of July, and other dates are filling
up fast. The website needs to be kept updated with regularity because many more people
are using it than ever. Nita will call Melody more regularly.
 Barb asked if we had motioned to have blocked out time frames for peak times; it is agreed
that February 01-April 30 of each year were the agreed upon blocked times for rental to
individuals. We also determined that Affiliates will have to designate rental agents who will be
the only individuals capable of renting the facility under their clubs name. There doesn’t
seem to be conflict for usage this year. Melody will find the information and have it on hand.
 Melody; please find an appropriate place to add the block time to the website. We need to
let day riders know that it is available.

P.A. Report: Kevin Trombley from James and Sons is looking into an Enviro-cupboard for the
P.A. He said it will be quite expensive. The unit that he had found was inadequate and the
cost was $3,500.00. He suggested that it would be sufficient to build a cupboard or small
room from plywood and provide ventilation. He is still looking to see if he can find a more
acceptable solution.

Chute/Squeeze Report: Ray and Melody both looked at the squeeze, chute and electrical
issues brought forth by Lisa Larson. It is felt that it would be relatively easy to install a
gate/guard at the head gate of the squeeze. There is some confusion about the request for
a gate at the bottom of the chute as there is an existing gate that seems adequate. Melody
requested a meeting with Lisa and is waiting for a reply. The electrical plug and lighting are
provided and adequate. Ray estimates the cost of the necessary safeguards to be in the
range of $200.00.

Pete: The new draft horse stall gates are at the Co-op. Weather permitting they can be
picked up and installed at any time. The Agricultural funding application that Pete applied for
on our behalf was not awarded to us; we can reapply for the fall.
Barb will contact Diane about the funding that was in reserve for the gates to be paid. We will
need to organize a work bee to install the gates.

Kathy-History and Scrapbook: Sherrie has been helping Kathy by collecting info about the
Rodeo. Nita has donated some pictures. Kathy needs paper to proceed. Roberta motions
that we reimburse Kathy up to $50.00 to purchase paper and supplies for the project; 2nd
Gus; Carried.

Alice spoke with Kerry from Bear Communications; He indicated that their company has a
good fellowship with James and Service Electric and he has offered to assist with the P.A.
Operation on a volunteer basis.

CNC Report: They are still interested in a partnership with the park. Betsy Yves will come to
a meeting to discuss agricultural opportunities with us when they are ready.

Bob; Meter for gas usage. Currently we only have a coin operated box, it is inadequate and
inconvenient. The New box for heating would be installed with the old box so either system
could still be used. It will have a digital read out, there would be a key kept by the caretaker
to turn the unit on, reset and record the digital reading before and after the event to monitor
the usage. The users would have an on/off switch so they could monitor their own heating
needs. The cost of the unit would be $720.77 (estimate sheet provided). Bob still needs to
calculate the cost of fuel per minute.
Ray motions that we spend the money to have the user meter installed for Natural Gas; 2nd
Gus; Carried.

Old Business; Bylaw Committee; Appreciated the comments from the Affiliated groups. The
committee decided that the directors (only) can’t make a final decision for the bylaws. It was
suggested that there be amendment forms at the AGM for amendments to be put forth at the
AGM. Kathy moves we send the proposed resolution forward to be determined at the AGM.
2nd Bob; Opposed: Ray, Pete, Barb, Melody, Roberta, Alice,
Gus.
 There was lengthy discussion about having the bylaws resolved and amended before the
AGM. Kathy indicated that Carolyne (the facilitator) would deal with the issues as they arose.
There was extensive discussion about the need to have the details worked out prior to the
AGM, in order to save time, cover details which might otherwise be overlooked resulting in
an inadequate submission, and having the changes defined 30 days prior to the AGM. It was
noted that changes had been suggested and committed to in the past however it was not
properly done at that time.
 Roberta suggested that we include our bylaws to stipulate that directors serve as
appointees or by election and stipulate that if an affiliate does not appoint someone that
their seat is then opened up at the AGM for election. We should also indicate that there
always are a Minimum number of 9 directors to compile the board. There also needs to
include a transition clause for the one year transition period.

Alice motions that we approve Carolyne Neilson as the facilitator for the
inauguration/election and as a consultant for Extraordinary Resolution; 2nd Barb; Opposed
Ray; Carried.

Ray Motions that changes be made to the bylaws to indicate that directors are appointed
and if nobody is appointed that the seat be elected; and fix the bylaws so we only deal with
the amendments at the AGM. It should include the 50%+1; 2nd Barb; Opposed Kathy, Bob,
Nita; Carried.

Next Meeting; March 16th at 6:30p.m Community Policing Building

Meeting adjourned: 9:00 p.m.
Minutes Feb 16, 2010
Alex Fraser Park will be having our Annual General Meeting on April 20, 2010.
7:00 p.m.;at the Senior Center.
Appointments/Elections will be held for directors and there will be a vote to dissolve
the current bylaws and adopt new bylaws.
Voting is by Affiliate appointment only; but the meeting is open to the public,
everyone is welcome.