ASSOCIATION MEETING MINUTES

November 8, 2007 Meeting Minutes (Steinke home)

Meeting called to order @ 7:07pm with Shannon, Eva, Kristen, Hitesh, Kelvin, Dena and Carmen in attendance. Missing: Tiffany, Darcy & Leah.

Shannon’s report/President:

It was announced @ the AGM that we did get a Provincial. We are awaiting info. on Morley’s website about indoor practices, etc. Ken Cools is hosting camps each Sunday morning; starting up in aprox. 2 weeks.

The 2 day Provincial idea was brought up @ the AGM and was discussed but not voted in due to the cost for officials both days, points are staying the same, Saturday gift was discussed but nothing was decided. There was $ left over from…and we want Canadian entity to run whatever we do. Jim N. to discuss on all Alberta clubs behalf @ the meeting.

There is a new random call gate, instead of the standard we buy the chip and plug it in. Avoids slingshoting and is fairer.

Alberta Summer Games are in Medicine Hat in August for 11 - 12 yrs, 13 - 14 yrs, 15 – 17 yrs. Stony Plain & St. Albert are in the same zone.

Kelvin’s report/Vice President:

The Fence is done. Ivan will get some cheap locks to lock it over the winter. DeFord will do the start hill and finish line for free if they do a subdivision @ Jackfish Lake by April 15th OR for $5,000 quoted and Kelvin will approach Marc Norris for Provincial $ and will submit a letter to him for the funds. Hitesh will check with Doug Horner (Conservative MLA) for same.

Darcy’s report/Coach per Kelvin:

Wrex had 4 shipment orders. There was 1 lost jersey. Wrex did not send any packing slips. We do not want to change Stony’s color green, keep it the same.

The Tarpon BMX toolbox that was donated to our club is to stay in the moto shed at all times and only leaves if we are at a Provincial.

Darcy will approach Jason @ United Cycle for a new gate.

Dena’s report/Concession:

The coke fridge is gone as we had to buy $250 worth of pop at one time. Tonya’s friend will donate a fridge.

Dena suggested we purchase a hot/cold water cooler for $110. Await this purchase to see if anyone has one to donate or see if we can afford it.

Dena & Tonya will share concession duties as well as help in the moto shed.

Eva’s report/Fundraising:

She has made 17-19 framed thank you team pictures.

Re-Cycle will give our club 50% off helmets & will also donate all their re-cycle bottles if we pick them up. They are willing to help with our Provincial, Eva to handle speaking to staff, etc.

We have 100 free small backpacks. Kelvin will pickup from Eva to store in c-can. We will sell them for $5 each.

Leah’s report/Track Operator per Kristen:

Leah wants to have a meeting to organize the moto shed,etc. which consists of Leah, Kristen, Tiffany & Dena/Tonya.

Rider points must get done bi-weekly with no exceptions for the 2008 season.

Hitesh’s report:

We need to add to the bottom of the start hill, turn the step down into a table, change the last double, make an obstacle in the last corner and add something bigger to the finish line.

Eva & Shannon saw “free black dirt sign” in the city. Kelvin will approach Carl Mierlo for free dirt for the sod behind the bleachers.

We need low plasticity clay.

Floor Dry soaks up water puddles.

Edmonton BMX will lend us their tarps for our Provincial. We need to buy squeegees.

Carmen’s report/Web Master:

The photos on the web will be updated over the winter and a few from each main event in 2007 will be added. (ie: camp cools, provincials, our track, year end, etc.)

Eva to e-mail Carmen a thank you list to put on the web.

The clubs laptop must be more accessible and shared between Track Operator/Web Master/Treasurer and whomever else needs access.

New Business:

Proposed budget for 2008. Bring info. to next meeting for your position.

Job Descriptions. Shannon will e-mail a template and bring yours completed to the next meeting.

We will pick a date/location for our 1st Provincial meeting at the next executive meeting.

New cheque deposit procedure:

Deposit bag and slip, you count it and then Tiffany & Shannon recount and sign off on it. Cheques must be ok’d by 2 people.

Purchase a whiteboard for the track to post info. or announcements. We can also advertise this on the web.

Shannon to e-mail the financial report she got a copy of from Tiffany @ the AGM to all executive members. The club will purchase “Simply Accounting program” and install it on the clubs laptop.

We need better forms for hoody & jersey orders.

Next Meeting topics:

2008 budget

Registration forms

Jersey & hoody forms

Job descriptions

Treasurer’s report

Set date for Provincial planning meeting

Meeting was adjourned @ 8:52pm