ASSOCIATION MEETING MINUTES

January 29, 2008 (Provincial Planning) BMX Meeting

Meeting was called to order @ 7:15pm with Shannon, Kristen, Hitesh, Kelvin, Eva, Dena, Darcy, Tonya & Carmen in attendance. Missing: Leah & Tiffany.

President’s report: Shannon to forward the club’s account balance by e-mail on behalf of Tiffany. Regarding the “July 19th Stony Plain Homecoming Event”, do we want to be involved in some way?

Gary Webster from Town of Stony Plain will do a walk through of our track/site in April with Hitesh & Ivan to determine bleachers, re-cycle and garbage cans, etc. that are needed for the Provincial. The Town will bring all items needed out to the site and set up for us. We would like everything there 1 week early.

Shannon has booked off 10 smoking rooms @ the Ramada, 36 non-smoking rooms at Motel 6 for $89 single or $95 double occupancy. Rooms must be booked at least 1 month prior to Provincial weekend. Information regarding the Royal Inn in Spruce Grove to follow.

Shannon to get rates for Glowing Embers Campground, Mink Lake, Wabamun and also to look into Wall mart parking lot. Lion’s campground in not available.

Parking is available behind the fire hall as well as lots across the road. (Eva to give Shannon contact names/phone #). We agree to mow the lawn, do garbage cleanup, etc. Gary from Town of Stony will get “no parking” signs for the ditch.

Shannon has the name/company to call regarding porta-potties.

Town of Stony to plant grass on the back of the burms and the track will be weed free by Provincial weekend.

Shannon to check on St.John’s ambulance for the weekend.

We agree to keep garbage in the back of someone’s half ton truck and dump each day rather than leave it lying on the ground per Town of Stony.

The Town has 16 Bingos per year and Gary will give info. to Eva/Shannon.

Carmen to put the 100th Anniversary town logo on the web for the Provincial calendar. The Town will give us a banner to hang up on Provincial weekend.

The Mayor of Stony Plain will be at the opening ceremony on the Provincial Sunday race. Shannon to book.

Assistant Track Operator’s report: Jason Bots from United Cycle will help with our Provincial and Helen & Eric Thys will also help by donating to our Provincial. Kristen to confirm how many egg Mcmuffins for Sat/Sun they will donate.

May 10th Silent Auction @ Mike’s Sports Bar is confirmed. Tickets are $25 and appetizers are included. We make a $15 profit per ticket sold. We will get 170 tickets printed. Kristen & Kelvin will handle getting about 10 large – small auction baskets ready for that night. Collect all items by April 1st. Dena has friends who are in a Live Band and Kelvin knows a DJ…get price to Kristen for consideration.

Kristen made a motion to host a Silent Auction May 10th @ Mike’s Sports Bar for 170 $25 tickets ($10 appetizers, $15 profit). Shannon 2nd the motion. 8 voted yes and 0 voted no.

Kristen spoke with Jim Negeman and was advised our club supplies all volunteers including track officials, finish line, etc. on the Saturday race. Ron Nichol will do the Sunday race. Kristen will also ask him to do Head Track Official for Saturday fun race. What about an Announcer??

For Sunday’s race, the head track official & chief scorer is supplied. We need 2 from Stony (Karen Bellamy & Tracy Topolniski), 1 from St.Albert (Marnie) and 1 from Edmonton (Kathy)??

Track Maintenance report: Work Bees are tentatively scheduled for the April 12/13th weekend and the April 19/20th weekend. Rain out date is April 26/27 weekend.

2008 Track Maintenance information sheet will be scanned with meeting minutes.

Carl Mierlo can donate more black dirt (he donated 7 loads last year). Kelvin to advise.

Vice President’s report: April 26/27 weekend we will plan to have the start hill, finish line and back of start hill paved. We need a commitment from DeFord (cost is free) or from Border Paving (cost involved). Kelvin advised we put the gravel down and prepare the hill. Need to call Assinger for donation of road crush. Looking for a Trip Counter, call Jason Bots @ United Cycle for donation. Suggested that we speak to George Schwanke regarding this.

Fundraiser report: Eva to have a copy of the fundraising letter out to everyone by Thursday. Raffle Table donations at the Prov. Race will have a cut off a few weeks before the race. Need a license for the 50/50 through AB Gaming, Eva to get. We will print 3000 fundraising tickets for a $6,000 value. $4,700 will be the net profit with a $228 fee + 5%GST. The draw date will be the Provincial weekend.

Eva made a motion to authorize herself to place an order with Dynamic Printing for 3,000 raffle tickets at a cost of approx. $248 + 5% GST. Tonya 2nd the motion. 8 voted yes and 0 voted no. Kristen voted no per Leah who was not in attendance at this meeting.

Please let Eva know who you give a fundraising letter to and she will keep track so we do not double up on asking for donations.

Cookie dough info. will be handed out at registration in March and is to be back in by the Parent Info. Meeting in April.

Concession report: Dena advised Calahoo Meats can help with donations and discount for our Provincial. Trevor Schilling to donate a trailer with power for the Prov. Weekend. Kelvin can get a 24’ wide trailer for donation that weekend as well through Mike Deangelis that has a generator and ramp for the concession.

Eva to advise if the Legion can donate warming trays and coffee urns for the weekend.

Potluck dinner on Friday night…shall we cook chilli or spaghetti?

Per Eva, Dairy Queen used to donate 100 dilly bars to us. Tonya wants to call her previous boss in Edmonton for a donation. Eva wants to stay loyal to Stony and support that business again. They will discuss further and advise what location we approach.

Shannon to advise if a license or permit is needed the Prov. Weekend.

Kelvin to donate a hot/cold water cooler to the moto shed from his office.

Kristen reported in Leah’s absence:

Leah e-mailed the Fran sisters to work in the moto shed for the Saturday race as well as the Sunday race. In our moto shed, the concession side will be used for registration, the moto shed side will be used for the Fran sisters and on-line registrations will go to a table.

Stony registration for the BMX season is March 1st and March 15th. Newspaper ads go in the Feb.22nd and March 14th paper. Cost is $220 for 1/8 page add.

Motion to run 2 ads in the local Examiner put forward by Kristen. Hitesh 2nd the motion. Vote was 8 yes, 0 no.

Parent Meeting date to be announced.

Kristen called Big Top rentals for prices on tents…cheaper to pick up yourself. 20x40 tent cost is $440 with walls or $350 no walls (canopy only). 6 foot x 2 foot tents are $150 for the weekend, 18” x 26” griddle is $25 for the weekend, coffee urns are $20 for the weekend, 8” table is $11 for the weekend, and chairs are $1.60 for the weekend.

We will have 3 separate tables to hand out medallions (Nov., Int. and Expert)

Moto boards will be posted by hanging hooks on the fence in 3-4 different locations rather than the 4 sided board.

AB & P plates will be handed to Club Presidents at the Morley Provincial.

Secretary/Webmaster report:

Carmen to call St.Albert BMX to borrow their walkie talkies for our Prov. Weekend.

Carmen to contact ABA with Stony Plain list for the March 29th Commissaire course in Edmonton. We will pay for/send 5-6 people.

Carmen advised Jim White will not be involved with our BMX club this season. If anyone asks, Carmen is to be known as the Head Commissaire in his absence until voting takes place at our Fall AGM.

Coaches report:

Darcy advised St.Albert & Edmonton will lend us their track tarps for the Prov. Weekend.

Bike pads are recommended but are not mandatory.

We will have open practice on Friday, Saturday Fun race will cost $8 or $5 with 5 food bank items donated, and Sunday is the Provincial race.

Coach position may be vacant if Darcy moves…he may be gone as of April 1st.

Schedule remains the same as last year with racing on Monday & Thursday and an open practice/coaching on Wednesday.

Next Executive Meeting is on Tuesday, March 4th @ 7pm at Dena’s house.

Parent Information meeting is on April 8th from 7-9pm @ TLC. Shannon to book the room.

Meeting adjourned @ 9:00pm.