ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
April 23, 2009

1) Meeting called to order 7:30 By Debra Hagel with Michele Cote, Laurie Haggart, Shelley Satermo, Karen Bellamy, Dena Allen, Kelvin Steinke, Carmen Steinke, Hitech Kawa, Kristen Kawa, Debra Hagel, Leah Shilling in attendance.

2) Additions to agenda IGA certificates/Bingo

3) Last meeting minutes were tabled until they can be edited for the next meeting.

4) Current bank balance $30 940.22.

5) Website

a. Michel suggested that we change emails back to stonyplainbmx.com and he will set up a mail server associated with this domain. If you want your Stony Plain BMX email forwarded to another email address let Michel know. All executive members please send Michel your phone numbers so he can contact you as required. His e-mail is michel.cote@cotesystems.com Motion to accept Shelley, 2nd Carmen, Carried.

b. Michel informed us that he can link Wrex order charts/forms and info for clothing and gear onto webpage. Motion to add info to webpage Kristen, 2nd Deb, carried.

c. Put info about how/where to register (in addition to regular registration dates) on the website. E.g. registration forms, contact, fees, information regarding late registration $25 additional fee (to be implemented next year) and on-line registration form for season. Motion to add season registration information to website, Kristen, 2nd Leah, carried.

d. For the website, race night registration needs to lock out after 3:00 PM, and race night registration form should indicate mandatory versus optional information also the track operator needs to be able to print information out as a list when retrieving registrations currently Leah has to print out each individually or hand write them. The system should also flag kids whose level has changed so the track operator can confirm change. Motion to put 3:00 lock and streamline process, future changes can be clarified at a future date. Motion to accept Debra, 2nd Carmen, carried.

e. Suggestion to improve riders standing page with congratulations, race results and current rider levels etc. but not including points. Also can give riders passwords so they can access their personal profile information. Race results can be linked to the calendar on webpage. Motion to make changes Debra, 2nd Leah, carried.

f. Newsfeed can be added to webpage that will show what has changed since user last visited. Motion to add Debra, carried.

g. Content updates – we can add functionality that will allow several users to use a password and be able to update the website directly e.g. add photos, minutes etc. Motion to add functionality Debra carried.

h. We need to update photo gallery to include track shots and more varied rider shots. Michel to contact fire station to see about possibility of getting aerial shots.

i. There is a need to consolidate sponsors in one area and include logos –anyone with corporate logos to get information to Michel and he will arrange for this. This area also will include a list of volunteers and other corporate donors with links to their websites. - Agreed

j. Menu needs to be updated and streamlined - Agreed k. Michel suggested that we set up a draft website to test out new ideas before publishing – Agreed. l. Carmen suggested we post a list with pictures of executive at moto shed during race and practice times so parents know who to contact. Also we should post a list of volunteer duty descriptions. Carmen to implement.

6) Previous Business

a. Kelvin informed us that new locks for gates will be on by this Monday or Tuesday.

b. Grant application – Debra reported everything has been sent in.

c. Gate Procedures - Kristen is contacting Vice President of Okotoks to obtain another copy.

d. New Gear – Kelvin showed us photos of new gear long and short sleeved shirts, ball caps and hoodies – prices were very reasonable. Kristen suggested we order inventory and sell them at the moto shed as opposed to taking orders – this was agreed on. – Leah will get another quote by May 6 and we will decide where to order from at that time.

e. Rider Profile – Shelley suggested we do up a rider profile with picture and accomplishments as a year-end souvenir. Agreed – Shelley to follow up.

f. Cost of Neon Sign at TLC for Registration – Debra to check on this for next year’s registration. Leah to check info on sign at the moto shed to ensure it is correct if not we need to update it with correct information.

g. Pro Purse for the Western National – Kristen informed us that CBA puts in $500 for the pro purse and the club tops that up – we also get $1 per rider per day (approximately $200 per day) towards the pro purse from WNR registrations. Kristen to investigate what other clubs do and will get back to us at next meeting.

h. Shirts for Western Nationals – Kristen suggested we have shirts made up for the Western National we are hosting. It was decided we will go with whoever we go with for the club shirts. We will have 100 shirts made up.

i. Silent Auction booked at Micheals for August 22, 2009. It will be the same set up as last year. Kelvin has obtained 6 sky box tickets from Igloo and a limo for the game as a silent auction item. He is also working on getting a gift certificate to River Cree Casino. Tickets to the Silent Auction will be $25 per person. Kristen also informed us that St. Albert is having a silent auction on June 6 if anyone is interested in supporting them as well.

j. Newspaper Articles – Kristen contacted Carson Mills, Editor for Stony Plain Reporter and Spruce Grove Examiner regarding getting articles in the newspaper – Laurie to assist Kristen with write ups. It was suggested that we ensure they publish our website with any articles.

k. Roller Shutters – Kelvin to get back to Debra on the cost of the shutters.

l. Motion Light for Moto Shed - Tabled

m. Debra getting a quote on the deck – Leah suggested that Darryl and his construction class could do the labour for free (they are getting credit for their class) and we would just have to pay materials - Daryl to look into with teacher and confirm dimensions and cost of project materials. Daryl is also able to provide picnic tables with Stony Plain BMX logos routered into them for approximately $80.00 per table. Leah, Hitesh and Debra to coordinate deck and tables with Daryl ASAP. Dena suggested that picnic tables be fastened to the deck. It was decided that we would order 5 pressure treated picnic tables Motion Debra, 2nd Dena – carried

n. Website – covered in item 5

7) New Business

a. Proof of Licence– Debra informed us that riders need proof of licence to race at other tracks. If a rider has not got a licence yet they can get a letter from Debra stating proof of club membership and licence from the Moto Shed – Carmen to update website with this information. Leah suggested that we photocopy all ABA licences and file them in the registration book so we have copies if they get lost or we need proof of licence for members. – Agreed. Carmen will look into insurance policies and get back to us for next meeting.

b. First Aid – Kristen informed us that Okotoks is getting a discounted rate from St. John’s Ambulance to hold a course at their track. Kristen to contact St. John’s Ambulance to see what they can offer, and contact parents to check for interest.

c. Pre-registrations for Provincials and CBA races – the Fran sisters would like to see pre-registration being done by the clubs for all the kids from a club attending the provincial and CBA races. Kristen would prefer cheques be written directly to hosting club or ABA so Stony Plain does not have to write cheque and risk being out money. Kristen to take pre-registrations for riders attending provincials and CBA races. Motion Shelley 2nd Karen – carried.

d. Fire Chief – tabled

e. Grate for bottom of start hill – Hitesh talked to Mr. Tiechgrabber regarding a price. Shelley suggested she may be able to obtain a grate she will get back to us. Motion to approve the grate at the bottom of the start hill for a maximum of $800 Kristen, Kelvin 2nd, carried. f. Western National Race – the Thys family will donate pancakes from McDonalds for Saturday and Sunday morning. The Co-op will lend us bar-b-ques if we buy hamburgers from them.

8) IGA Certificates & Bingo – Karen motioned that we do not continue with IGA Certificates as we have to buy the inventory ahead of time and it takes a long time to shift it – all agreed. Bingos – it was also decided that it was too difficult to get volunteers and that this was not required. We are watching for the ad in the paper re springs clean up as that is a good fundraiser. We are no longer going to participate in the Legion Steak Night. Instead of the Legion it was suggested this year end party should be out at Muir Lake Hall as it is larger and reasonable to rent. The suggested date for the year end party is September 26, 2009. Last day of racing is September 24th. Shelley reminded everyone to collect items for the raffle table for our Western National Race.

9) Shelley to investigate taking Alberta Gaming Commission Course.

10) Leah informed us that the Provincial Team is having four Camps coming up. Three are open to licensed riders age 10 and over. Camps will be held in Airdrie.

11) Next Meeting will be 7:30 Tuesday May 19, 2009 location TBD. 12) Meeting Adjourned by Debra 9:52 PM.