ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
March 17, 2009

1. Meeting called to order at 7:30

2. Additions to agenda - Port-a-potty for track and for WNR

3. Meeting minutes were reviewed and motion to pass made by Carmen, Leah seconded, Motion carried.

4. Treasurer reported current balance is $24,134.03 this includes registration but not our fee out to ABA.

5. Previous Business

a. Kelvin will purchase locks by end of March.

b. Rick purchased 4 sets of 2 way radios which include head phones and microphones.

c. Kelvin will pass on the grant information to Deb. Deb has the information regarding all volunteer hours and will be getting proof of provincial expenses from Karen. Deb will check to see if we can use donated items for the grant application.

d. The commissare course will be held Saturday March 21st. We have five people attending, Lisa Grandquist, Susan Miller, Marilyn Freund, and Sheila and Daryl Burgess. Carmen will send Roddi a check for the people from our club who are taking the course. Carmen will also forward an email from Roddi to the above five people letting them know they need a copy of the rules.

e. Silent Auction date - Kristen made a motion that the silent auction be held on August 22. Leah seconded, Motion carries. The format will be the same as last year. Everyone is to pitch in and get items for the auction.

f. Coaching - Kelvin has talked to Daryl and he may be able to help with coaching. The format will be 6:30 to 7:30 for the younger kids and 7:30-8:30 for older kids.

g. Alberta BMX Meeting Update – It would be nice to have a representative on the committee from one of the northern clubs as all of the members are from around the Calgary, Airdrie area.

h. New Gate Procedures - Pamphlet on the new procedures was given to Hitesh and Ivan.

i. Result Book and Win Tracking – There will be a binder left in the Moto shed so that at the end of each race night there will be a copy of the results put into it and the wins tabulated.

j. The Fran sisters are booked in to come do registration for the Western National Race in July. A hotel room has been booked at the Royal Inn.

k. Kelvin and Leah have no current information on shirts and hats will look into for next meeting.

l. Jyra reported that ideas for kid’s events this season are: “Miss Stony Plain BMX”, Twin Night, Christmas in July, Relay Race, PJ Night, 80s dance night. These would be held on practice nights. Suggestions for the wind up party included having music and also possibly having a party after Camp Cools. The idea is that one practice night per month we could do something special. Jyra will check with kids about being in the parade. At next meeting Jyra will have a calendar done.

6. New Business

a. It was decided that we would have a raffle table at the Western National Race.

b. Rider Profiles – Tabled until next meeting

c. Fundraising – It was decided to go ahead with the cookie dough fundraiser, and to participate in the spring clean up fundraiser. Spring clean up volunteer hours will go toward volunteer hours for club.

d. Registration – Leah informed us that we are OK with FOIP on our registration forms. There are 58 registrations so far. Deb will call to see if we can get advertising at the TLC. Registration will be at the parent meeting from 6 to 7. There will be a $25.00 per rider for late riders. Deb will bring this up at the parent meeting.

e. Western National Race Hotels – Money for the pro purse needs to be in the bank by June 1st. Kristen will find out how much the tracks are putting up. Kristen will also look into Pick a shirt and the Picture guy (he takes pictures of the kids and puts them on cards).

f. Job descriptions - Deb taking over monitoring of volunteer hours. Rick is the head commissar will now take over all associated duties. Kelvin will not be doing grant he is giving information to Deb. Kristen will give Dena phone information.

g. Parent Meeting: Kelvin coaching, bikes gear, Ivan/Hitesh: work bees will start end of April, the gate will be fixed as per Okotoks information, Tonya -concession, Carmen- web site, Rick –introduction, Jyra - present plan for year fun events, Leah - explain how races are run. Kristen to give overhead from last year to Leah, Kristen - provincial series and western national sponsorship, Shelly-fundraising.

h. Newspaper – Laurie and Kristen to investigate promoting Stony Plain BMX club in the local newspapers by way of articles etc.

i. Deb thanks Carmen for her efforts as the web site is a very important part of the club and the main way we communicate with our riders. It was suggested that Carmen look into taking a course. Deb put forth the motion that the club will pay for Carmen to take a computer course to help her understand the Website. Rick seconded the motion and all were in favor. Carmen had emailed Preston about the online sign up as it is not working and he has not yet gotten back to her. Michel Cote had offered that his work would pay for the Website domain. This was discussed and it was decided that we would continue to pay the fee we are paying now. This was based on the low cost that we pay and taking into consideration, what if Michel quits BMX in a year or two. We decided not, problem in the future if his kids don’t race any more.

j. Port –a-potty – costs would be $155.00 per month and a $30.00 delivery fee. If port –a- potty is lost or burnt down there would be a $600.00 charge. Deb motioned for 1 port a potty from May 1 to September 30, Kelvin 2nd - motion carries. Lynx will supply fence for around the port-a-potty. For the Western National we need to book 5 regular and 1 handicapped port-a-potty. Deb phoned to book benches and garbage cans for Western National Race.

7. Date for next meeting will be April 22nd, 2009.

8. Meeting was adjourned at 9:00 PM.

Deb handed out to do lists to the executive of things that we all have to follow up on. This was a as a reminder to the executive and Deb.