Meeting called to order at 6:53.

Present:
President: Christine S
Treasurer: Wendy N (via Zoom)
Vice-President: Andy D
Secretary: Suzanne R
Member at large: Natascha K
Brenda M
Tricia M
Kelli H
Mark H

Motion to approve agenda: Andy/Natascha

Motion to approve minutes as posted from previous meeting: Tricia/Kelli

1. Treasurer’s Report – Wendy N
a. Bank balance $9056.00
b. Receipts for reimbursement going forward shall be sent to DRM email
(drm.endurance@gmail.com)
i. To be forwarded as an attachment in document
ii. This change will be put in the policy document and put out to the
membership

2. Membership Report – Wendy N
a. 3 individual memberships
b. 1 family membership of 2

3. MHC Report- Suzanne
a. There is now a 2024/2025 Sport MB Grant Inventory on their website
(under Member Resources for Club Members)
b. MHC will be processing $150 to DRM as Suzanne is representing the
club.
c. 2025 memberships will be acceptable as e-transfers
d. Team Challenge will continue 2025. It will implement changes requested
by 2024 participants.
e. Kylee would like clubs to provide her with info on their events/activities so
MHC can promote them on their social media and monthly newsletter.
f. Suzanne presented the MHC clinics that will be held in 2025
g. Suzanne highlighted the success of Team Manitoba at the Western
Regional Competition in Ponoka. Our team got 3rd place and was the only
team to be able to complete the ride with 100% completion.
h. Shared that there will be a new ride location SW of Portage in September
i. Shared that a 75 mile ride would be held in BHP

4. Fundraising Report – Andy
a. Committee Members: Erin, Suzanne, Dianne, Brianne and Natascha
b. Tack Sale
i. Use of smaller venue such as Superior for fundraiser
ii. Targeting tack sale date (end of April/beginning of May)
iii. Considering increasing cost of a spot for vendors (from $20 to
$35/$40)
c. Sponsorship letter
i. Discussion on tiered sponsorship depending on $ donated
(Gold/Silver/Bronze) in exchange of dissemination of materials for
them.
ii. Andy to draft a sponsorship letter for approval from board.

5. Year-End Awards – Darice
a. Prizes for 2025 are all purchased.

6. Promotional Items/DRM Apparel – Kelli
a. We have a good inventory of existing promotional items.
b. No plans to order additional promotional items for the 2025 season
c. Will look into doing a pre-purchase order of Hoodies or jackets

7. Communications
a. Google Account
i. Christine and Wendy N will ensure all documents are filed correctly
and are up to date.
b. Website – Mark
i. 1/3 of it designed
ii. Will finish it by mid-Feb with everything up to date
iii. Will include: mileage and new membership form
iv. Last update was late November
v. Christine will ensure mileage gets in
vi. 2025 ride dates are up on the site
vii. We’ll need a template for ride managers to provide to Mark for ride
information
c. Social Media – Christine and Brianne
i. Instagram page has been created and shared
ii. DRM needs to develop a strategy for communication to riders for
rides
iii. Most up-to-date info is on Facebook (FB)
iv. Website should refer people to FB
v. Public event pages are the up-to-date poster
vi. Home Page should have an obvious link to our FB page on the
home page.

8. Email list – Christine
a. Communication Policies
i. Christine will write up policies regarding frequency and intervals
that emails should be sent out leading up to events and important
milestones.

9. By-law Review
a. Nothing at this time

10.Policy Statements
a. As discussed in points 1 and 8, the following additions are to be drafted for
the polices:
i. Receipts to be sent to DRM email
ii. Communications policy to support the timely distribution of details
and marketing leading up to events

11. Rule Book
a. Nothing at this time

12.New Business
a. Distance Riding Clinic (hosted by both DRM and MTRC
i. Intro to distance riding and volunteering clinic. To be offered free of
charge.
ii. Linda’s club info posters are in storage at Christine’s.
iii. Location TBD – options mentioned are : Peppercorn, Dugald
Library, Selkirk Library
iv. DRM/MTRC committee to organize consisting of Natascha, Kari
and Christine
b. Possibility of competitive 15 mile
i. A competitive 15 could not be sanctioned through AERC. Per
AERC rules, we cannot run a competitive 15-mile endurance ride. If
we were to run a competitive 15, it would have to be in the
competitive trail ride (CTR) format.
ii. CTR would consist of more work for Ride Managers, Timers and
Pulsers.
iii. Additional mileage signs required for CTR would need to be posted
during trail marking.
iv. Membership to be polled to determine interest in providing a
15-mile CTR division.
v. 10 mile would remain a non-competitive intro ride.
c. Annual Contributions to the Travel Fund
i. Current travel fund balance: $3,800.00
ii. A yearly contribution amount to the Travel Fund needs to be
determined.
iii. Possibility of additional fund raising and sponsorships specifically to
support the travel fund and athletes traveling for regional and
national championships.
iv. A proposal regarding yearly contributions is to be developed and
discussed at the next meeting.
d. Volunteering, Possible Rewards or Bond for integration in the 2026
season
i. Goal is to encourage/persuade people to volunteer
ii. Goal is to attract those who are not riding
iii. Idea of possibly creating a volunteer bond by charging members ie.
to set a mandatory amount of volunteer hours to work towards
getting your money back
iv. Anybody could put in the hours for a member to earn their money
back
v. Idea of incentivizing volunteering such as earing rewards like DRM
promo items, apparel, or gift cards
vi. Would be a need to create a volunteer template to record hours
vii. A tracking form for each event/date/job (RM, TM, etc)
viii. The additional of a volunteer bond would need to be introduced to
the membership in advance to implementation in the 2026 season.
e. Spare Tire Mount for Trailer
i. Find a shop to do the job
ii. Will be tabled to the spring (to be discussed in further detail at the
next meeting)
f. Updating the Wording for Food Reimbursement
i. Completed
g. Ability to Ensure Members Fill Out Membership Form
i. We’ll need the membership form from Carrie
ii. To be tabled to the next meeting
h. Ability of Members to Access Digital copy of DRM Logo to Make Own
Products
i. Member requested access to the club logo for single use to
produce their own apparel for individual use.
ii. It was determined that the tracking a single-use license and control
over what the logo is applied to introduces complications we are not
prepared to address
iii. Logos will not be available for individual use or licensing
i. Awards Discussion Including Ties and More Possible Awards
i. Year-end awards will continue as done is the past
j. Free Ride Entry Donation for AERC Raffle
i. A free ride (for each event) will be donated at the silent auction at
the National convention in March
ii. Won’t cost club any money
iii. Kelli will generate a form
iv. Will be valid for 2025 season
v. Motioned and seconded Kelly/Andy

13. Next Meeting will be held at Christine’s on Feb 25 at 6:30

14.Ride Operations

15.Review of 2025 rides
a. May 10 –May 11 Belair (in conjunction with MTRC ride on May 11), Ride
Manager: Tricia Mason
i. Trail Marker still needed.
ii. No permit submitted. To be submitted before the Feb 25th meeting.
b. May 31 & June 1 – Birds Hill Park, Ride Manager: Darice Whyte
i. Day Manager still needed
ii. Trail Marker: Christine Steendam
iii. 75-mile ride to be offered May 31st. Due to this and the longer day
required of the vets and volunteers, there will not be a 50-mile ride
on June1st.
iv. 2 vets may be necessary (different vet on each day). To be discussed with scheduled vet.
v. Darice will do permits
vi. Kari H usually secures to use of the Folk Fest grounds.
c. August 23 – Souris Bend, Ride Manager: Dianne Borger
i. Day Manager: Dianne Borger
ii. Vet: Glenn Sinclair
iii. Trail Marker: Myna M
d. Sept 6 – Sept 7 New Ride Location SW of Portage, Ride Manager : Kara
Popplestone
i. Kara is managing sanctioning, volunteers, and trail marking.
ii. Ride is sanctioned for 50 & 25 and the possibility of 75.
iii. Vet: TBD
e. Sept 28 – Spruce Woods, Ride Manager: Erin Tyminski
i. Alternate ride manager: Christine S
ii. MTRC to trail mark. DRM to demark.
iii. Day manager may be needed.
iv. Vet still needed.
f. Will need to ensure vets know that they require AERC membership 2
months prior to the ride to vet

16.Communication channels for Ride Managers with DRM Board
a. A messenger chat group will be formed to communicate between board
and ride managers

17.Sanctioning – Carrie S/Kelli H
a. All submitted except Spruce Woods and Kara’s ride
b. UMECRA sanctioning and correspondence regarding UMECRA riders to
be covered by Kara P.

18.Placement Ribbons – Tricia
a. Ribbon stock has been replenished.

19.Equipment Trailer and Joint Inventory
a. Tricia to do inventory for DRM along with an MTRC representative.

20.Ride Registration – Kelli
a. Registration should be open longer. Ideally be ready to go as soon as the
ride is sanctioned.
b. Discussion regarding refunds for rides to be tabled for the next meeting

Meeting adjourned at 9:10
Tricia/Kelli