ASSOCIATION MEETING MINUTES

August 14, 2008 BMX Executive Meeting @ Track

1.) Meeting was called to order: @ 8:00pm with Shannon, Kelvin, Karen, Tonya, Eva, Leah, Kristen, Carmen, Dena, Hitesh & Ivan in attendance.

2.) Review and accept previous meeting minutes: Carmen advised these have been e-mailed to the Executive members, as always.

3.) Treasurer’s Report: Karen handed out a Profit & Loss statement dated November 2007 through October 2008. $5,563 is the approx. net profit from the July 6th Provincial Race that our club hosted at the Stony Plain track. Kelvin will collect the replacement cheque for $3,000 from the River Cree Casino from the Chief when he is back from vacation after Sept.1st. Ed Lepp (announcer for our July 6th Provincial) had his room paid for. The cost was $183.64. Motion that we pay? All voted yes, nobody voted no.

4.) Executive Reports

4a) President: Shannon asked when LYNX Fence will be by the track to fix the broken gate. Kelvin advised he is on it and they will get it done ASAP.

4b) Vice President: Kelvin still has approx. $370 in Provincial receipts to collect from Karen as well as $300 which he paid Daryl Schilling to stay in the TMS trailer during the Provincial Weekend. This item was discussed and Shannon felt $300 was an excessive amount to pay. The Executive decided to reimburse Kelvin for the expense as it was worthwhile to have Daryl protect all the contents inside the trailer with the fence being broken due to the truck/trailer not fitting through the gate.

4c) Concession: Tonya advised all the leftover hamburger/hotdog buns from the Provincial had to be thrown out.

4d) Fundraising – Upcoming fundraisers? Eva advised that 3 people are still required for this Friday @ the Legion. The “Clean up Spruce Grove” fundraiser date has been for Sept.20th. We have 1 week to clean up garbage in the specified area they give us. 15 people or more are required (kids are welcome & encouraged to help). We will make $1,500 from this fundraiser. There is $600 in IGA gift cards left and Eva & Carmen will purchase them. Eva plans to type up a “Parent Questionnaire” and hand it out and/or e-mail it to all parents as a way of getting feedback. Need to discuss the Year End Party. Eva needs to work on “thank yous” for our Provincial sponsors. Eva asked for a list of names/hours worked for Bingo’s, volunteer hours @ track, etc. Everyone is to get their info. into Leah ASAP.

4e) Track Operator & Assistant: Leah wants to order stickies in bulk next year to avoid the hassle of always running out throughout the BMX season. Trophies for the 2008 season will be the same as last year’s trophies. Leah to get info to Carmen for the website with respect to the company who made the plaques for us this year as they are not charging us for their cost.

4f) Track Maintenance: The Town of Stony Plain has been by the track spraying the weeds. We were quoted approx. $1,300 for sod around the bleacher area. Our club would be responsible for the cost and to bring in black dirt. Kristen made a motion for sod in the fall around the bleachers and Ivan 2nd the motion. Shannon will get details/info. On black dirt, grading, etc. All members present voted yes. No member voted no.

4g) Webmaster/Secretary: Carmen advised that Preston (our web guy) has confirmed the 1 hour of work he did on our website back in early May will not be charged for due to the time it took for him to get the work done. Carmen has e-mailed Michel Cote for an update as to what he is working on and he plans to get all meeting minutes on the web ASAP. Michel did add a Google map to the web. Michel is to spend some time with Carmen on getting the photo gallery updated. Carmen asked Eva for a list of sponsors & company logos to add to the web. Carmen asked Leah/Kristen to be notified with info. on what riders have moved up a category this season so it can be added to the web. Carmen to add info. regarding our riders and their finishes from the AB Summer Games.

5. New Business

5a) Bids for 2009 BMX Season

Shannon made a motion for our club to host a Western National race in July 2009. Kristen 2nd the motion. All members votes yes, except 3 abstained (Carmen, Karen and ??). Shannon will talk to other clubs @ Cochrane’s Provincial race this weekend including St.Albert & Edmonton to see if they plan to bid on a Provincial race in the 2009 season and she will advise.

5b) Year End Party: date and plans?

This year’s Year End Party will be set for the Sept. 27/28 weekend. First choice will be Saturday, Sept.27th. Eva to contact the Stony Plain Legion to confirm a date and whether or not there will be a charge for the use of their facility? Shannon will type up a sign up/potluck sheet to post @ the moto shed. Eva will do another DVD power point presentation like last year. Eva wants help with songs/photos. Leah will present the trophies and high point awards. Carmen asked if there are enough backpacks and/or duffle bags left over from last year to hand out to all kids who registered for the Provincial we hosted but it was discussed to hand them out at the year end party instead? Tonya will do a count and advise. Carmen to put all info on the web and Shannon to e-mail all info. to the riders/parents.

5c) What to do with Finances – Ideas, Plans?

Different ideas were thrown out such as: porta-potty, deck, sod, walkie-talkies. We shall discuss this item further at our next meeting.

5d) Date for AGM Meeting

Shannon will book a room @ the TLC in Spruce Grove and will advise. She is going to try and book for Tuesday, October 7th or Wednesday, October 8th. Executive Positions were briefly discussed…

Concession – Dena stepping down, Tonya taking over full time

President – Shannon done her 2 year term

Vice President – Kelvin stepping down

Fundraising – Eva stepping down

Track Operator Assistant – Kristen stepping down; Deb Hagel/Dena Allen considering this position

Track Operator – Leah staying on

Chief Commissaire – Carmen stepping down; Rick Freund considering this position

Webmaster – Carmen staying on

Secretary – Carmen stepping down

Track Maintenance -

5e) Domain Hosting

Carmen advised it is not an issue; Preston will send us a reminder & invoice us.

Meeting adjourned. No date was set for the next Executive meeting.