ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
May 19, 2009

1) Meeting called to order 7:30 by Debra Hagel with Laurie Haggart, Shelley Satermo, Karen Bellamy, Kelvin Steinke, Carmen Steinke, Hitech Kawa, Kristen Kawa, Debra Hagel, Leah Shilling, Murray McCann, Rick Freund, and Tonya Galigan in attendance.

2) Additions to Agenda are 8. Neon Sign at Tri Leisure Centre, 9. Rider Points, 10. Fridge for Concession, 11. Funds for fun events for Jyra to obtain prizes.

3) Meeting minutes for March 17, April 23 and May 6 were reviewed, Carmen motioned to accept, Tonya seconded, carried.

4) Current bank balance $27, 257.20.

5) Previous Business

a. Locks for Gates - Kelvin informed us that we have 4 new locks that he will switch out and there will be 4 more ready within about a week. Debra to check re getting a lock on the port-a-potty from the company that services it.

b. Gate Procedures - from Okotoks were received and reviewed and it was felt by Dwayne and Michel that a UPS would be inadequate to ensure there was no problems with the gate malfunctioning. They have suggested a device that will shut off all power once the power supply is interrupted and it would have to be manually restarted to override this. Michel is writing up the proposed change to present to the ABA. We need to implement this change ASAP.

c. New Gear – Kelvin showed us mock ups and prices for hoodies, short sleeved t shirts, long sleeved t shirts and ball caps. It was decided to remove the large logo from the back of the long sleeved T shirts. It was also determined that we do not want to have a lot of funds tied up in stock so we will order 50 black long sleeved t-shirts in assorted sizes and 50 shirts for the WNR at Stony. Deb motioned to accept, Kelvin second – carried. Also Deena will take orders for hoodies and Kelvin will get an order form for her, Kristen will check with CBA re using dates for all WNRaces on t-shirts.

d. Pro Purse for the Western National – Kristen informed us that we get $2 per rider per day towards the pro purse. And the club gets $5 per rider.

e. Newspaper article -Kristen talked to editor of paper, gave him the information and they wrote up an excellent article that appeared in the paper. Thank you Kristen for doing this.

f. Roller Shutters – initial quote is that roller shutters would be $1250 per window uninstalled. Leah is going to get another quote on this and get back to us.

g. Motion Light – determined we no longer need a motion light as port-a-potty is in a different location.

h. Deck – we still don’t have arrangements in place to have deck built by the school. It was decided that shutters (security) was a more important expenditure then a deck. Hitesh and Rick will get pricing for just extending the deck to the fence.

i. Alberta Gaming Course – Shelley is booked to take this course. Thank you Shelley.

j. Posters of Executive – Carmen will do a group picture showing who the executive is and post explanations of the executive position functions. Also Carmen is posting descriptions of the nightly volunteer positions. Laurie will post a calendar in the motto shed for the executive members to indicate their vacation times so we make sure we are covered as necessary.

6) New Business

a. Open Track Day – this is an ABA promotion to get new riders and promote the clubs. We have lots of new riders this year and do not feel it is necessary to participate in this and our track is regularly open to the public so it was decided we would not hold and Open Track Day.

b. Announcer at WNR - we have arranged for an announcer from Cochrane to do the announcements for the WNR

c. Independent Riders – it has been determined that there will be a $5 charge per rider per race for independent riders who do not belong to another club to race at our track. They must also present a valid ABA licence.

d. Fundraising – we have an opportunity to fundraise by providing lunch to Ross’s gun club – we decided that we did not have a food establishment licence and this would be to time consuming. We also have the opportunity to do some Bingos with the local swim club – we have previously decided not to do Bingos this year and that still stands. Kelvin informed us that Dr. Hot Tub has a hot tub and installation package worth $11 000 which they are willing to give us at a substantial discount to raffle off, suggestion was $25 per ticket and we could potentially make approximately $18,000 off ticket sales based on 50 books of 20 depending on cost to us of prize. Kristen said she could look into getting the cost of the hot tub donated by other donors. Kelvin will get more details on our cost and let everyone know.

e. WNR – it was decided that we would do both open track and fun race on the Friday night prior to our WNR by a vote of 7 to 5 in favour of racing. The charge for racing will be $10 per rider. We will need to ensure we have all volunteers in position for both open track 4:30 to 7:00 and racing 7:30 on. Kelvin will look into cost to get lights in case racing continues past dark. We are also going to do a Chilli dinner, Tonya will coordinate and try to get meat donated, she will also talk to Shannon re getting homemade buns again. It was decided that we need more Chilli then last year. Also Eva said that the Town would donate tables and chairs again and that she will arrange for this the same as last year. Murray will talk to George from Edmonton regarding having tarps again in case we need them. Debra will talk to Shannon regarding arrangements for parking in the field across from the track. Kristen will talk to Jason from United Cycle re borrowing a tent again. The other tents we used last year at the Provincials were borrowed from parents of the club and we will need those again for the WNR. It was suggested that we use the same process again for giving out medals that Leah devised for the provincials as this made things much easier dividing up categories e.g. girls, novice, intermediate, expert etc. Leah will organize this again. It was noted that there are several families coming from Ridge Meadows to our WNR which will be good for more varied competition. Kristen also noted that she will be away for part of June and so pre-registrations for the St. Albert Provincials will have a cut off date of June 22. Deb also let us know that the town could provide organic, recyclable materials for plates and cutlery etc. but we would have to ensure they were all recycled. While everyone thought this was a good idea in theory it was felt that we would have no control over whether the materials were recycled and therefore it was not doable. Debra will order extra bleachers. Tonya to ensure that concession volunteers are in place, Shelley to get raffle table, fundraising volunteers, Rick – track officials, and Leah will handle staffing for moto shed.

f. Five Year Plan – Kristen suggested that we develop a five year plan outlining where we want the club to be in the future and how we will get there. Our wish list was distributed to the Executive members for prioritizing and it was determined that our priorities were as follows:

1. New gate
2. Water
3. Paved corners
4. Bike racks
5. New Concession shed
6. Electricity to the track (lights etc)
7. Phone line

It was determined that we should open a separate savings account and start putting funds aside for these projects so all our resources are not used on operational costs.

7) Hall for Year End Party – Muir Lake Hall is booked for the day we were interested in. It was decided instead to do a party at the track with cake, Rick will look into getting a tent, We will still have Eva do up a DVD for sale and if we can rig a way to watch at track we will. We have scheduled this for Saturday, September 20 from 1-4 and if the weather is bad September 26 from 1-4.

8) Neon Sign at Tri-Leisure Centre – this comes automatically when you schedule the facility at the Tri – Tonya noted she was pretty sure it was up this year.

9) Rider Points – we decided back in February to post results not points. Leah to email Carmen results to post on website. Carmen to check how St. Alberta does this.

10) Fridge-Rick found a restaurant style glass door fridge on Kiji for $400 but it is missing shelves which would cost an additional $100. Kelvin is looking into getting one donated and will get back to Tonya by tomorrow. Tonya is going to price out a new fridge. A budget of $500 was proposed for a fridge and approved.

11) Funds for Fun days for prizes – Jyra needs some money to purchase prizes for monthly fun day prizes. A budget of $20/month was approved, Jyra will submit receipts for reimbursement.

12) Next Meeting will be June 9th at Dena Allen’s house 7:30

13) Meeting Adjourned at 9:18 by Debra