ASSOCIATION MEETING MINUTES

Month’s March 4, 2008 Executive Meeting @ Dena’s

1.) Meeting called to order @ 7:03pm with Dena, Tonya, Shannon, Eva, Kristen, Carmen, Darcy and Karen in attendance. Missing: Leah, Tiffany, Kelvin, Hitesh and Ivan.

2.) Carmen to re-send last month’s meeting minutes by e-mail as nobody received them??

3.) Financial Report (per Shannon in Tiffany’s absence): account balance is $11,278.32 with approximately $3,000 to come out for Annual Insurance ($1,200), ABA Fees ($70 per registered rider), Commissaire course fee ($200 for 5 registered parents @ $40 each).

4.) A.) President’s Report: Check Shannon’s e-mail sent March 3rd about AB BMX meeting information, etc. and for tonight’s Stony Plain meeting Agenda. Shannon will send a bulk e-mail to last years rider list reminding them of registration dates/times for the 2008 season. Those who miss the Mar.1 and Mar.15 dates can register @ the track during the April 19-20th work bee. Roddi from ABA told Shannon that Stony Plain is hosting the Summer Games Qualifier race. Tentative Date is May 29th. There is 1 pre-qualifying race and then a qualifying race and the top 2, 20” from each category compete in the Summer Games. Categories are: 11-12 years, 13-14 years, 15-16 years. Stony Plain and St.Albert are in the same zone. Kristen to call Vic @ Medicine Hat BMX and Ross @ St.Albert BMX. Shannon to call the Composite High School regarding graphitti on the blocks at the start hill. Shannon to advise the whereabouts of the 2007 P Plates.

4 B.) Vice President’s Report: (per Carmen in Kelvin’s absence) Deford Paving seems interested in helping us out with donating paving. Kelvin will follow up in 2 weeks when his contact is back in town. Kelvin and Eva have worked on a Fundraising Letter to go out to any company we ask of a donation for the silent auction and/or Provincial race. Kelvin has picked up and given the silent auction tickets (May 10th @ Mike’s Sports Bar) to Kristen for distribution and sale.

4 C.)

4 D.) Concession Report: Tonya has a fridge for donation to the moto shed.

4 E.) Fundraising Report: Eva has cookie dough fundraising information and it has been handed out @ Mar.1 and will be handed out @ Mar.15 registration. Cookie dough orders are due back @ Parent Info. Meeting on April 8th. Raffle tickets are printed and in and were sold @ Mar.1 and Mar.15 registratrion. Tickets are $2 each and booklets have 25 tickets per book. Raffle Draw date is set for July 6th Provincial.

4 F.) Assistant Track Operator’s Report: Kristen advised the Fran sisters are booked and coming to our Provincial. Our club will pay for their accommodations Friday night @ the Ramada Inn and will allow $20 each for concession food on Saturday. They will work both the Saturday and Sunday registration. Ron Nichol advised Kristen he would like Leah and Kristen to work with the Fran sisters to learn the ropes of registration at a Provincial level. Registration numbers are down with only 18 registered riders on March 1st.

4 G.)

4 H.) Webmaster Report: Carmen advised that Preston has added a link for our Executive Meeting Minutes on the website. Eva noted that all meeting minutes from last October’s AGM – current date should be on the website. Each year after the AGM in the Fall, delete the previous year’s minutes. 2007 season points were discussed and Carmen is unable to transfer them from excel to frontpage (points and spread sheet too dark, hard to follow graph, etc), so it was decided we will not post the 2007 points and just start fresh with 2008 points. The points will be updated weekly by Carmen. Carmen to create a rider list and points graph on Front Page program/website. Carmen to create a Provincial Flyer page on the web to post all info. regarding that weekend (practice, race, registration schedule, lodging info., food, etc.) Carmen to call St.Albert and ask to borrow their walkie talkies for our Provincial weekend for the Commissaires/track volunteers. Carmen to update the webpage/e-mail/executive list and remove Tiffany MacWhinnie as Treasurer and add Karen Bellamy as Treasurer effective March 17th, 2008.

5 A.) Shannon booked the Spruce Grove Room @ the TLC from 7-9pm on April 8th for the Parent Information Meeting.

5 B.)

5 C.) Coaches Report: Darcy has prices for the Russel brand label hoodies. Adult no zip $29.75 zip $35.25 sweats $21.75 (no gst)

Shipping costs are $40 for 48 items

Kids prices are a few dollars less per item

Discussed that we should continue to sell at $40, $43 and $25 per March 1st registration prices.

We will send in the first order after the Parent Info. Meeting on April 8th and we can expect the order to arrive in 3-4 weeks.

Carmen to add info. to the web about camping/hotel for Provincial weekend.

Darcy to send a list to Eva regarding the list of companies he has spoken with about Provincial donations.

Ken Cools may need to change the date of our June 16-17 Camp Cools. Once he knows, he will give us first pick at an alternate date if one is required. He suggested he may do his Annual Sleepover Camp in Stony Plain rather that Airdrie. It was discussed and we decided that Ken needs to let Darcy know what works for him, then Darcy is to report back to us. Stony would be responsible for catering and lodging for the overnight camp. Darcy will accept a jersey order at the April 8th Parent Information Meeting. Wrex supplied (donated) a finish line banner for 1-8 place finish. Carmen to add Wrex to the BMX links page.

No date was discussed or set for our next Executive Meeting.

Meeting was adjourned at ????