ASSOCIATION MEETING MINUTES

November 25, 2008 BMX Executive Meeting

1) Meeting was called to order at 7:30 PM with Debra Hagel, Leah Schilling, Dena Allen, Laurie Haggart, Shelley Satermo, Murray McCann, Ivan Sproxton, Hitesh Kawa, Rick Freund, Kristen Kawa, Carmen Steinke, Kelvin Steinke in attendance.

2) Review of AGM minutes scratched from agenda as it must be done as part of next AGM.

3) Karen was unable to attend meeting. Kristin read the Treasurer’s Report. Net profit as of October 31, 2008 is $15, 503.41 including $3000.00 cheque owed from River Cree Casino Karen wanted to know when we would receive this cheque. Kelvin said he had followed up on that and we should expect the cheque Thursday the 27th of November.

Bank balance @ Oct 31, 2008 is $24, 210.62

Karen needs the volunteer cheques cashed so she can complete the Financial Statements. She has had 2 reminders regarding the Annual Return which can not be completed until she has the Financial Statements.

Karen also needs the details for Cheque # 741 along with a receipt. Leah to provide details.

1st Hitech 2nd Dena - Carried

4) The minutes from the BMX Association AGM in Airdrie October 18, 2008 were distributed and reviewed. Of special note was the following: First Aide will be provided for Provincials and Western Nationals There will be no indoor facility for 2009 There is a new club starting up in Coalhurst, AB The possibility of using more “Open” races was discussed in order to give the riders (especially the female riders) more experience and varied competition. We will discuss this further and how it would work closer to the racing season. It should be noted that “Open” races do not accumulate points for riders. The provincial race format has changed with both Saturday and Sunday’s being provincial races and only 3 provincial series race weekends. Riders still must compete in 3 provincial races to be eligible for the “Grands”. The dates for St. Albert’s Provincial race have changed.

1st Kristin 2nd – Carried

5) Kristen advised she will not be able to help in the moto shed this year except as relief when people are away etc. If anyone would like to help out in the Moto Shed or knows someone who would be interested please let Leah and Dena know.

6) With regard to Corporate Donations, Kelvin received an e-mail from the Lottery Fund asking for more information as our application for Lottery funding is being processed. We have asked fro $25,000. Kelvin responded that we had already provided the requested information and asked for clarification on what more needed to be provided.

Also Enoch’s River Cree Casino e-mailed Kelvin and stated that they wanted to sponsor the Stony Plain BMX Club for $20,000. Kelvin will initiate this process. We would be acknowledging this sponsorship at this year’s WNR and any future provincial series races.

7) Coaching update: Kelvin is putting together a training program based on information provided to us by Ken Cool. Also this years Ken Cools camp will run three days, June 5,6,7th with some format changes. Friday will be for Expert riders only and Saturday for Novice and Intermediate riders only. Sunday riders will be divided into two groups Novice/Intermediate and Advanced Intermediate/Experts for training purposes.

As per feedback coaching will run all year for the 2009 race season at Stony Plain BMX.

8) A question regarding volunteer hours and how the decision is made to cash volunteer cheques was brought up. Currently the volunteer requirement is 10 hours of track volunteering and 1 work bee. This is however flexible to a certain degree and Leah determines whether to cash the volunteer hour cheques (for example if you worked more then one work bee but just missed your number of track hours that would be acceptable). It was decided that this would remain at the discretion of the track operator.

Rick suggested that parents have punch or stamped cards tracking their volunteer hours which would be updated as they volunteered and kept in the moto shed so parents could track their hours. It was decided that this should be implemented for next year.

9) There was a requirement to update some of the job descriptions.

For Rider Representative: Liaison between Executive Committee and riders. Does not need to attend Executive meetings We need to communicate to the riders who the Rider Rep is and what he/she does.

Track Operator All the responsibilities currently listed for track operation are the responsibility of the Track Operator

Assistant Track Operator To assist the Track Operator as required in all responsibilities delegate by the Track Operator Secretary Provide a monthly newsletter to parents during the racing season with reminders, upcoming events, fundraising information, provincial and Western National race schedule information etc.

10) Required changes to the track were discussed. It was decided to go with combination locks for the gates and leave the moto shed with a keyed lock. Also we need to consider lowering the lock/latch on the door to the moto shed tower so it can be more easily reached. Kelvin is still waiting for a price on industrial combo locks with rain covers which would be approximately $40.00 per lock. It was decided to provide up to a maximum of $500.00 for new locks.

1st Dena 2nd Kristen - Carried

Hitesh will review what needs to be done with the track closer to the race season. Some suggestions are build up the corners, widening jumps, fixing the ditch at the bottom of the start hill. Hitesh will investigate the system that Ridge Meadows has as a possible solution to the start hill ditch.

The possibility of using soil pack was brought up but it was decided that it was premature to consider this until the track is at the point where we want it e.g. corners built up etc.

Comments after our Provincial race last year were that the last two jumps before the finish line need widening and that there needs to be more places for commissaries to stand on the start hill during races. We will need to address these prior to hosting our Western National Race in 2009.

11) A committee needs to be set up and separate meetings scheduled for the Western National Race we are hosting.

It was decided that we will not need a separate concession set up for the WNR as we are only expecting about 200 riders. However we may need to look at adding a second window to our existing concession.

We will discuss the WNR further at our next meeting, Tuesday, February 24th, 2009, at the Steinke’s house.

12) Karen informed us in her report that she would like the volunteer cheque amount and the raffle cheque amounts to be different as it is confusing to have them both the same. It was decided to raise the amount of the volunteer cheque to $100.00 to reduce confusion and encourage parents to fulfill their volunteer hours.

1st Carmen 2nd Dena - Carried

13) Karen informed us in her report that she would like the club fees and the ABA license fee to be different as it is confusing to have them both the same. It was decided to raise the club fees to $75. ABA fees are $70. For families with more then one rider per family each additional rider in the family will be assessed a $65 club fee.

1st Carmen 2nd Kelvin - Carried

14) It was decided that the club needs two way radio/walkie talkies for the moto shed and commissaries to use on race nights, WNR and Provincial series races etc. It was felt we would need a minimum of 6. Rick is to look into pricing for this and get back to the Executive.

15) The possibility of getting track official shirts was discussed but it was determined they would be prohibitively expensive. Instead it was determined that Carmen would arrange to have more pinnies made as necessary and the pinnies labeled with “First Aide” “Commissar” “Volunteer” and “Track Official” .

16) We currently have 6 Commissaries designated but could use more parents certified. Rick is going to look into recruiting parents who are committed to volunteering with the club and approach them regarding taking the course to become Commissaries.

17) We will hold WNR and Executive Meetings jointly until closer to the racing season. Our next meeting is going to be in February and from that point on we will meet monthly.

18) The Executive was asked to “brainstorm a wish list” for spending of funds. The following ideas were put forward:

Dena requested a Port-a-Potty for the track, a possible location would be near the moto shed. This could be rented from Handy-Can.

Kelvin suggested that the Moto Shed be outfitted with a motion detector light to reduce vandalism. This could possibly be mounted on 16 foot post to prevent vandalism.

Kristen requested that the deck be extended in front of the moto shed and around the sides to prevent riders bringing bikes through and accommodate barbeques and other events. Ivan suggested this could be done as part of a spring work bee.

Kelvin suggested metal roller shutters for the moto shed. The current wood ones are being vandalized and are dangerous to people standing in line at the moto shed as they can hit their heads. Kelvin will price out and get back to the executive.

Dena suggested an extra window at the concession stand on the side of the shed.

Hitech requested a new pro-gate. Hitech to check with Kip at Alberta Bicycle regarding grants for getting a pro-gate.

19) There is some discrepancy as to when the gates to the track should be locked and whether we can set a fixed date or wait until the weather becomes inclement. Debra is going to check with the town and get their regulations clarified.

20) Camp Cool will be held on June 5, 6, 7 with some format changes (see item 7 for more details).

21) The St. Albert Provincial race has been changed to June 27th and 28th , 2009.

22) Other Business

a) Shannon has applied for an Infrastructure grant and needs input from the Executive for future projects for the application. Also the Executive was asked to provide contact information for the application.

b) Shannon heard from the casino board and we are scheduled for our next casino between September and November 2010. A Casino Coordinator needed to be appointed and Shannon’s name was put forward.

1st Leah 2nd Debra – Carried - Shannon will be our Casino Coordinator

Kristin also informed us that when we get our specific dates we can try to get the casino moved to Edmonton or River Cree.

c) The extent of our current insurance coverage was brought up. We understand it covers race nights for volunteers and racers. Ivan is to check for more details.

d) A date for our silent auction next year needs to be set. We will revisit this when we have determined whether or not we need to hold it prior to the WNR to raise funds or whether it can wait until after.

23) Next Meeting is Tuesday, February 24, 7:30 at the Steinke’s house.

24) Meeting Adjourned by Debra.