ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
February 10, 2009

1) Meeting called to order at 7:30 PM by Debra with Debra Hagel, Laurie Haggart, Jrya Freund, Dena Allen, Leah Schilling, Rick Freund, Carmen Steinke, Tonya Galigan, Ross Titcomb and Kelvin Steinke in attendance.

2) Additions to the agenda were, track operator position, corporate sponsorship, club clothing and rider events. Kelvin motioned to accept the agenda, Leah seconded, the agenda was accepted.

3) The last Executive Meeting Minutes were reviewed. Kelvin motioned to accept minutes, Leah seconded. Minutes accepted.

4) Treasurer’s Report

• Balance in account is $22,562.23 • The Annual Return was filed and accepted. • Debra, Leah and Karen need to arrange a time to go to the bank and set up signing authority. • Volunteer cheques have been cashed there were some NSF cheques – policy re NSF cheques to be discussed under new business.

5) Grant Applications – Debra updated us that there are several different grants. Kelvin had applied for a lottery fund grant of $15,000, specifically for last years provincial race event. The lottery fund administrators needs a break down of our cost, labor and volunteer hours from Kelvin in order to proceed with the grant as we have to match their funds in costs and hours. Kelvin has provided an updated list of executive members to the lottery fund administration and will provide the rest of the info to them.

We can not apply for next grant that Shannon is applying for until the previous one is completed. Shannon is applying a Community Initiative Program grant.

We need to collect the volunteer hours for last years provincials. Tonya to supply concession hours. Leah, Deb and Kristen to get track volunteer hours and reconstruct executive hours. Hitesh to supply dry goods info. Kelvin will also contact Shannon regarding reconstructing volunteer hours for last years provincial.

6) Previous Business

a) Kelvin has a small 15 cu ft fridge, brand new, for the concession, donated for free.

b) Kelvin has been advised from vendors that combination locks are not reliable. Existing locks can be rekeyed to be all the same by a locksmith. We should still have two different locks on the moto shed and only specific people will have access to the moto shed. We have 8 locks already but may need a couple more. Debra made a motion that we use key locks and have them all keyed the same. All for. None against. Carried. Kelvin will make arrangements to get locks all keyed the same.

c) Deb contacted the Town of Stony Plain representative. He said we could lock the track in the winter at our discretion whenever the weather turned cold.

d) The Town agreed that we can obtain a “Porta Potty” for the track however warned that we should be aware of the risk of vandalism. Debra is going to look into insurance and who is responsible for any damage. Kelvin suggested we could put fencing around it and lock it, Kelvin will look into the cost for that. It will need to be located where the trucks can get in to empty it. Kelvin made a motion to proceed with obtaining a “Porta Potty”. All for. None against. Carried

e) The cost of a new pro gate is approximately $29,000 American and there would be costs associated with it being professionally installed. The grant Kelvin applied for can not go towards the gate but Shannon’s grant could, however, we will need to match that with money we raise. We could do some fundraising during the year, however, we don’t have the money right now. Kristen is going to look into getting the price held so that if we get a grant and raise the money for later in the year we can still get the price guaranteed.

f) The agenda should be amended to read Enoch not River Cree money. Kelvin informed us that the money we were expecting from Enoch is not going to be coming thru.

g) Rick researched two way radios and advised that the radios that would work best are about $130.00 a set from Canadian Tire. Rick suggests we need at least 4 sets for a total of 8 radios. Rick motioned we go ahead and purchase them. Kelvin seconded. All for. None against. Carried. Rick to proceed with purchase.

h) Pinnies for track officials – Carmen indicated her mother would make some more pinnies.

i) Grant Application item covered under item # 5.

7) New Business

a) Commissar Course - Carmen spoke to Roddy at ABA. A tentative date has been set of March 21, 2009. Darryl Burgess and Lisa Granquist are planning on taking the course. Stony Plain BMX pays for the course so it was not felt that time at the course needed to be put toward volunteer hours especially since members with the course will be working volunteer hours as track officials. Sheila Burgess is also interested. It was decided that we would send her as well. We are willing to send anyone who is interested.

b) Registration Dates – It was suggested this year we have one Saturday and one Sunday. Sunday, March 1, 2009, 12-5 PM and Saturday March 14, 2009, from 12-5 PM and were selected. Leah will arrange to have the dates advertised in the local newspaper a week prior to both dates and Carmen will post on the website. Tonya suggested sending out a mass e-mail to past members – Debra will do that. Leah says if there is no birth certificate she will not take registrations. Riders need a Birth Certificate, the child to sign the ABA Waiver and fees to register. Leah will check that the track phone number is set up and functioning prior to running the ad. Laurie will look into the price and requirements to run an add in the Lac Ste Anne Bulletin which is distributed to Onoway, Alberta Beach etc. and let Leah know details.

c) Parent Meeting – Date set is April 16, 2009. Debra to book the room at TLC. We will try to get a bigger room this year.

d) Silent Auction – tabled until Kristen is present. e) Camp Cools changed to June 19, 20th, 21st ,Friday, Sat and Sunday . Friday evening will be just Experts. Saturday and Sunday, Novice, Intermediate and Expert will be split up for more intensive training. Ken is going to make a final decision on how to break it up. Ken is bringing pros from New Zealand. Meal will only be provided Sat and Sunday. The concession will be open on Friday night but no free meal provided. Kelvin wants to divide riders up for Wednesday night practices also. e.g. with novices and younger children 6:30 to 7:30 and older and advanced kids 7:30 – 8:30. f) Alberta BMX Meeting update – Kirsten to e-mail us update, tabled for next meeting.

g) Alberta BMX Committee – Kirsten to send out an e-mail suggesting someone from our club step forward to become a member of this committee.

h) New procedures have been developed to ensure safety for the operating the start gate .These need to be implemented and the procedures checked prior to each race night by designated people. Kirsten responsible to ensure implementation.

i) Alberta Provincial Team – Leah said an Alberta Provincial Team is being set up which will consist of riders from the10-14 years old age groups. There will be one rider selected for each age group from the expert class only. They are to race for the UCI. Riders will be invited by the coaches, they can decline and then another will be selected.

j) Kirsten has set up a “Results Book” to track wins. The new book has been created for tracking wins nightly and will be kept available at the moto shed for riders and parents to check. Results from past years are going to be incorporated also.

k) For the Western National Race it was suggested that we get the “Fran sisters” to do registration for our WNR the same as last years Provincial. It was decided that we are only interested in doing this if we can get both of them there. We will pay for their rooms as per last year, either 1 room for 2 nights or 2 rooms for one night. Kirsten to make arrangements.

l) Debra has made up punch cards to track volunteer hours. Debra made a motion that volunteer hours be tallied and volunteer checks cashed by October 1, 2009. It was decided that we need to clarify volunteer hour responsibilities with parents e.g. 10 track hours plus one work bee. It was also suggested that we cash volunteer checks up front and return the funds after completion of volunteer hours. This is tabled for Karen’s input at next meeting.

m) We are extending the moto shed deck to the fence and around the side with an extra window on the side to facilitate a bar-b-que on the side deck with a tent for special events e.g. WNR. We will also look into getting roller shutters for the concession – Kelvin to check. The goal is have this completed prior to racing season starting. This should accommodate our needs for the Western National Race. For the WNR we may need to borrow Trevor’s trailer to put extra supplies and freezer in to support the concession. We will have a pancake breakfast on the Saturday.

n) NSF fee reimbursement – It was decided that if checks were cashed in error and a NSF fee applied then the NSF fee should be reimbursed to the member. If volunteer hours were not completed and there is an NSF fee then we will not reimburse the fee. Deb motioned we accept this. All for. None against. Carried.

o) Web page points and pictures – Michel Cote is a parent at BMX who has volunteered to help with the web page in exchange for credit for track volunteer hours. Kelvin motioned that we do not put points on the web site – All for. None against. Carried. It was also noted that the registration form should have a check box asking permission to post kids pictures on the website- Debra to add.

p) Registration dates in the newspaper – covered under item “c” - Leah to handle

q) There has been a real problem with spammers getting our e-mail addresses off our website. Rick and Carmen will discuss how many email contact addresses are required for the website. It was suggested for those who will need email contact addresses posted on the website that they use gmail or hotmail accounts instead of their regular e-mail addresses.

Other

1. Leah informed us we will need a new track operator for the 2010 season as Leah is not anticipating having children in the club and will be stepping down that year. If we can find someone this year Leah can train them while she is still here. Carmen to communicate this out on the website. It should also be e-mailed and communicated out to the parents this year. If you are interested in becoming a track operator or know someone who is please contact Leah to arrange for training this year.

2. Corporate Sponsors – Kelvin is going to talk to River Cree Casino again along with a number of other companies e.g. Thompson Brothers etc. and will try Enoch again. Kelvin is going to work with Shelley on this. Leah suggested that a letter be provided to all members of the executive to seek corporate sponsors thru their own connections. Shelley has done up a letter. Shelley to e-mail letter to all members of the executive. Also, Carmen needs logos of corporate sponsors for the website. If you are facilitating a corporate sponsorship please ensure that Carmen gets an electronic logo for the website.

3. Clothing – Debra will be arranging for Hoodie ordering etc. Leah to look at getting a source for baseball hats and t-shirts that would just be stocked in the moto shed for riders to purchase. Kelvin also has a contact he will investigate. Duffle bags and backpacks from previous years are for sale in the moto shed.

4. Jyra suggested there should be riders events for the kids to build camaraderie. For example a penny carnival or a camp out. Debra suggested theme nights like funny hat night etc. Jyra will gather ideas and forward a proposal for the next meeting.

5. There is a trophy that was not received by one of the Topilinsky children – It is believed that Kirsten has this. Kirsten and Rick to sort out and ensure trophy is received.

6. The raffle ticket prize will be cash again this year and the draw date will be September 3, 2009.

8) Next meeting date will be March 17, 2009, 7:30 PM at Dena’s house in Spruce Grove. Meeting adjourned by Debra at 9:35 PM.