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ASSOCIATION MEETING MINUTES
Stony Plain BMX Executive Meeting, December 5th, 2007 (Kawa home)Meeting called to order @ 7:09pm with Kelvin, Carmen, Hitesh, Kristen, Dena, Darcy, Eva, Tiffany in attendance. Missing: Shannon, Leah, Jim. Trial balance sheet was handed out by Tiffany and discussed. Kristen to price out stickies as we paid .50 each/$900 total in 2007 season. EPCOR bill was overpaid by a couple hundred dollars. We will refill ink cartridges vs. buy new ones in 2008 to cut down our cost. Approx. Account balance now is $11,000. We paid $1,100 out to Wrex for shipping ($80 freight X 6 = $500), taxes, banner (free), artwork, Shannon’s shirt (free), donated 2 jerseys. No money was lost on IGA gift cards per Eva/Tiffany. There will be a monthly report @ each Executive meeting by Tiffany to track our finances/budget. Carmen advised we pay $116.60 per year for website domain hosting services. Weeds and lawn and garbage are the Town of Stony Plain’s responsibility per by-law per Eva. Shannon to follow up on this per her job description outline. Shannon to also check up on/advise where we are at with payment for building permit for start hill. We will discuss 2008 budget for each executive position @ next meeting, which is scheduled for Jan.9, 2008 @ Tieulie’s home. We will pick a date then for our first Provincial planning meeting to be held the end of January, 2008. Leah to give Carmen the 2007 BMX season points to post on the website. Moto shed staff will ask St.Albert to take care of qualifiers for 2008 Summer Games. Registration forms are good and reg. Dates are tentatively scheduled for March 1st and March 29th. Need 3 receipt books @ registration for: registrations, jersey & hoodie orders, and raffle tickets. Eva advised raffle tickets will be ready by the registration dates. Carmen to update website and advise that it is each riders own responsibility to get their ABA license in time if they wish to practice @ indoor track in Morley or race Morley’s Provincial. Cookie dough is an excellent fundraiser idea and aprox. $4 profit per pail sold. We will hand out info. @ Registration OR Parent info. Meeting (date to be decided sometime after registration). 2008 Raffle will be a cash prize vs. items won. $1,000 payout split 3 ways: $500/$300/$200 Swim Club wants to give us 2 Bingos. $500/night with 10 volunteers, dates t.b.a. Kristen/Darcy to forward contact info. to Eva. Darcy proposed the idea of asking the new movie theatre to run a BMX movie night and show a DVD of “the fundamentals of BMX”, and then have a 1 hour verbal information session by the coach afterwards. Leah – reminder to follow up with the high school regarding asking kids to paint graffiti on the blocks at the start hill and have the project complete prior to our July provincial. Anyone interested in Wrex pillow cases or other items see Darcy. Carmen to add Wrex link to our website. Eva advised we will maintain the IGA gift card fundraiser as we make 5% profit. We will purchase $2,000 at one time; we pay $1,900 ($100 instant profit). Tiffany to purchase “Quick Books” accounting program and install it on the BMX laptop (as well as her own home laptop) by next month’s meeting. The club already has a memory stick she can use. Kelvin purchased 3 locks and locked the BMX gates. Keys are kept on his motoshed/c-can keychain and kept at his home if anyone needs access. Eva advised the Town of Stony Plain needs 1 key. Kelvin to make a key and deliver it to them. Carmen to check with Preston (web guy) about an old e-mail where he stated there could be a spot to post meeting minutes. Carmen to arrange with Leah laptop usage for updates. Kelvin advised Dena his company/office will donate a hot/cold water cooler for the BMX concession. Kristen to e-mail moto shed & Commissaire job description outlines to Carmen for printing. All other job description outlines will be typed up and brought to each meeting by the Secretary. Meeting adjourned @ 9:04pm. Next meeting is @ Darcy’s on Wednesday, Jan.9, 2008 @ …….what time?? |
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