ASSOCIATION MEETING MINUTES

April 15, 2008 BMX Executive Meeting @ Sproxton’s

1.) Meeting was called to order: @ 7:10pm with Carmen, Karen, Leah, Shannon, Darcy, Tonya, Dena, Eva, Kelvin, Kristen, Ivan & Hitesh in attendance. Missing: nobody.

2.) Review and accept previous meeting minutes: Carmen advised that the March 4th minutes have been e-mailed to the Executive Committee, as always. Shannon made a motion to accept the March 4th previous BMX meeting minutes, Kristen 2nd the motion. 11 voted yes and 0 voted no.

Shannon noted that in the previous March 4th meeting minutes, we need to make reference to amend the discussion on the WREX Banner. The banner could not be donated as Darcy had previously mentioned. Our cost is $128.95. Shannon made a motion to accept and pay the cost of the banner, Carmen 2nd the motion. 11 members voted yes and 0 voted no.

3.) Treasurer’s Report: Karen advised that the club’s 2007 Annual Return was rejected. Last year the club made a loss. $8,078 was the original loss. Karen made an amendment to show that $8,705.89 is the new loss for the 2007 year.

Karen advised that she will provide a Profit-Loss Account Statement at each Executive Meeting.

Our current account balance is $19,097 - $850 (ABA fees approx. yet to be paid out) + $1,000 cheque from Kelvin/corporate donations and +$ from Eva/fundraising -$500 Camp Cools deposit cheque to Ken for our June camp.

Karen spoke to the bank about an overdraft. The bank is leaning towards no on a Line Of Credit. Karen will await a response on the overdraft option.

Regarding cash floats, Karen asked what is a reasonable amount to be ready for the provincial regarding: Registration, concession, raffle, 50/50, concession, etc.

Leah still needs to go to the bank regarding the signature card.

4.) Executive Reports

4a) President: Shannon advised that she will call an Insurance Company to get a quote on cancellation insurance for the July 6th Provincial weekend.

Shannon discussed an e-mail she received from Jim Negenman; President of the Alberta BMX Association, regarding “trophies” at the Grands. Shannon made a motion to e-mail Jim and let him know we like the idea of the new illuminated/globe style trophy. Tonya 2nd the motion. 11 members voted yes, 0 voted no. Shannon asked Carmen to add info. to the ticker on the web that the hoody/jersey order final date is April 19th 10am – 2pm.

4b) Vice President: Kelvin has a $1,000 cheque donation for the club from Thomson Brothers.

4c) Coach: Darcy advised he is moving to Denver, Colorado effective April 30th. Ivan agreed to step up and run practice on Wednesday nights from May 1st – July 6th Provincial and then after that date, the item is up for discussion. Hitesh & Kelvin will help coach as well.

4d) Concession: Tonya is busy shopping prices and picking up a few odd things for the Provincial. Taquitos & yogurt tubes were requested!

Tonya has a fridge for donation in the moto shed that needs to be delivered April 19th.

Dena has ordered 1000 burgers, 1000 wieners, 500 smokies, 5 cases of breakfast sausage, a block of cheese, pump ketchup-relish-mustard, 10 lb bag of onions, 2 cases of pancake syrup and 2 bags of pancake mix and 500 hamburger & hotdog buns. Dena needs a letter for Mike’s company showing that they donated these food items and that they total $1285.46, $27.00, $494.96

4e) Fundraising: Eva has $ for the club: $500 from Bingo, $1,000 Thomson Brother’s donation, $951 from cookie dough fundraiser, $1,653 cheque needed for Eva for cookie dough cost.

There is an April 21st Bingo that Shannon, Eva & Tonya will work, but we still need 5 more volunteers. Shannon will e-mail the BMX members.

Eva will contact the Stony Plain Eagles to advise we are interested in working Bingos - for providing 8 volunteers; we make a $500 profit towards our club.

IGA gift cards - we shall sell off what we have and postpone any further purchase until after the July 6th Provincial weekend.

“Fall Clean Up” in Spruce Grove - Eva to advise if kids are allowed to volunteer. The date should be between Sept.20th – 28th and we are given bags, vests, as well as a map, etc.

Gold Canyon Candles – 40% profit of total sales goes to our club. We shall consider a take home book order.

Latasia – Eva will host a party and set a date later (by the Provincial). Approx. 20% profit.

Tupperware – take home catalogue.

We will hand out Gold Canyon & Tupperware books @ the moto shed once the BMX season starts.

4f) Track Maintenance: The April 19th Work Bee is still a go, weather is not an issue. April 26th is a 2nd Work Bee. Welder-Mike will do the finish line post @ a Work Bee. Dale Wenzel agreed to donate equipment for the Work Bees.

The Town of Stony Plain will meet Ivan this Wednesday. No barricades will be moved as the ground is too wet for big equipment.

Ivan has a guy with 10 loads of dirt at a cost of $45/load for delivery.

Wiring, water lines, speaker wire, etc. need to be looked after.

$750 spent on track maintenance this April 19th Work Bee and $1,000 for dirt delivery, etc. Shannon made a motion to ok a fee of $2,500 start up costs for track maintenance and Kristen 2nd the motion. 11 members voted yes, 0 voted no. After spending $2,500 another request must be made.

4g) Webmaster/Secretary: Carmen’s Mom offered to sew new Commissaire blue vests and yellow volunteer vests. Everyone agreed to the idea and the cost.

St.Albert agreed to lend us their walkie-talkies for our Provincial.

Carmen has approached 5 members to take the Commissaire course in March put on by Jim Negenman; AB BMX Assoc. President. They are: Corrie Erdman, Lisa Stefura, Tracy Topolnisky, Deb Hagel and Rick Freund.

Carmen to e-mail Ron Nicol; AB BMX Assoc. for a list of Commissaires provided at our July 6th Provincial.

Carmen got the Executive’s ok to hire Preston to do some Provincial info. /web updates at a cost of $75/hour – maximum $150 limit for now.

Carmen to add WREX & Go Bike links to the website.

Photo gallery needs updating (Preston to work on this)

Carmen asked for a rider list. Kristen will work on this.

Shannon confirmed that she sends out the group e-mails to BMX members as part of her job description.

5. New Business

5a) Provincial Planning

Kelvin got $1,000 cheque donation from Thomson Brothers and a $3,000 - $5,000 cheque from the River Cree Casino as a donation coming in the next few weeks towards our Provincial.

Kelvin has typed a letter asking for a Government Grant and it will be sent next week. He expects a response within a month’s time.

Kelvin got DeFord Paving to donate our paving at the track: the start hill, 25 feet at the finish line and the hill going up the back of the start hill. DeFord wants their name on the start hill. . Shannon to e-mail Kim @ the Town of Stony

Start Hill doesn’t need chalk lines.

Blocks on start hill – can we put graffiti on? Shannon to e-mail Town.

Kristen to watch/learn in moto shed @ Okotoks BMX Provincial to learn how registration is done.

Kelvin asked Ken Cools about Pro Purse, Ken e-mailed 15 riders.

Kristen e-mailed Ron Nicol regarding Pro Purse minimum & maximum amounts. She will e-mail the executive members when she gets a response.

Shannon looked into Porta-potties for the Provincial. Rate is $150 each but we would get rate of $100 each + flat rate of $200 to clean all 10 Saturday night.

St.John’s volunteer – won’t go on track, so we don’t need them.

First Aid – Steve Glass. Await answer.

Parking – Shannon to meet land owner across from BMX track to see how much room/availability, etc. we have for overflow parking.

NO camping @ track.

Red Bull – will be at our provincial giving away drinks, per Darcy.

Melancholy Clothing – Kristen advised their guy wants to sell clothes @ the track, more info. will follow.

Tarpon will donate a BBQ, but we declined as Darcy won’t be here. Shannon has a quote for $150 for the weekend from Friday – Monday.

5b) May 10th Silent Auction/Pub Night @ Mike’s Sports Bar

Only 62 tickets sold, we need 110 tickets sold…get on it

5c) Hoody/Jersey Ordering

Shannon to take over these 2 jobs temporarily for Darcy until she finds someone to fill this job.

5d) June 14/15 Camp Cools

$500 deposit cheque to Ken Cools. Shannon made a motion, Kelvin 2nd the motion. 11 voted yes, 0 voted no.

The idea of an overnight camp is in Ken’s court to decide.

5e) Plaques, Stickies, District Points

There are approx. 60 plaques in the moto shed. Stickies??

District Points get e-mailed to Roddi @ AB BMX Association weekly. The club is fined $50 for each infraction up to 7 days late. The 4 ladies in the moto shed will handle this (Leah, Kristen, Deb, Dena).

Carmen to call Roddi @ ABA – how do you transfer the BEM points?

Legend on our website 1-8 points total, list riders & how many wins.

6) Meeting adjourned @ 9:10pm