ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
June 9, 2009  

1) Meeting called to order at 7:39 by Debra Hagel with Laurie Haggart, Shelley Satermo, Karen Bellamy, Carmen Steinke, Debra Hagel, Leah Schilling, Rick Freund, Kelvin Steinke, Hitesh Kawa and Tonya Galigan in attendance.

2) Additions to Agenda are # 7 Job Descriptions and #8 Hot Tub.

3) Meeting minutes for May 19, 2009 were reviewed, motion to accept Rick, 2nd Leah, all in favour.

4) Treasurer’s Report - Net income $189.67. Current bank balance is $27,848.13.

5) Previous Business

    a. Thank you Carmen for making up the job description posters which are now posted at the moto shed.

    b. Muir Lake Hall is available for our year end party between 3-7 Sunday the 20th for $75.00. Decision was made to go with an outdoor party 1-4 Sept 20th at the track as previously planned, rain out date Sept 26th . There will be trophies, cake and orders taken for the DVD.

    c. Deb distributed a sample of how St. Albert posts race results. Carmen will look into incorporating the same format on our site.

    d. Roller Shutters – were priced out by Kelvin and Leah but were not ordered as we do not want them quite yet.

    e. Fridge – Tonya is using the fridge Kelvin obtained. Thank you Kelvin.

    f. Order for hoodies – Supplier is making up samples and there will be order forms so riders can order. Dena will handle ordering.

    g. Poster of the executive – Thursday, June 25th at the track we will take a picture of the executive.

    h. Locks/keys – all locks are in place and keyed alike.

    i. Work bee – a big thank you to everyone who worked this past weekend the track looks awesome.

6) New Business

    a. WNR

        1. Volunteers for track maintenance – Hitesh reported we are ok for volunteers, will talk to George from Edmonton about tarps.

        2. Track Officials – Rick asked re First Aide for Friday night, Deb said her sister would provide for Friday night along with another mom who is a nurse and first aide is taken care of by an outside party for Saturday and Sunday. Track officials such as finish line people and gate operators etc. from our club will have the time they volunteer counted towards their volunteer hours.

        3. Concession – Kelvin has volunteered to do bar-b-que. Tonya needs 3 people in the concession stand and 1 person for right hand man for Kelvin. Joe Burgess has volunteered to do a “liquid pit” for riders who just want to get drinks not food. Tonya needs 7 people in total to cover two shifts the 8-11 breakfast (250/day) and the 11-3 shift. Friday night will be a Chilli dinner and basic concession need 2 people only for concession that night. Tonya reported that she received a donation for the beef for Friday night.

        4. Registration - Leah reported she is good for registration.

        5. Fundraising – Shelley has all volunteers in place but is still looking for donations for raffle table. Please use all connections possible to obtain donations. Kelvin reported he had several lined up and will get the info to Shelley.

        6. Bike pit and staging lines - Trevor Schilling will be setting up a bike pit and staging lines for the races.

        7. We still need someone to volunteer to oversee parking.

        8. Port-a-potties, bleachers, trash and recycle cans etc. Deb has ordered.

        9. Eva could provide raffle tables from the town – Shelley to follow up.

        10. Invitation to Town officials has been made up, Kelvin will forward to MP, also suggested forward to Mayor of Spruce Grove, Parkland County Officials and MLA.

        11. Leah is handling the plaques and stickies.

        12. Kelvin will pick up bar-b-que on Friday from the Co-op. Ensure extra propane.

    b. Fundraising – Shelley distributed an Alberta Gaming form for signatures and mailing address. There will be a Daily 50/50 draw which will be done at intermission. The process will be the number called we will wait 10 minutes then redraw if prize is not claimed. The same process will apply to the weekend 50/50 draw. The Raffle table draw will be posted Sunday at noon and items not claimed by 4:00 PM will be held over for the silent auction. Cookie dough fundraiser – Shelley will provide more forms this week, the deadline will be June 29 with pick up on July 13. We will look at doing a candle book order after the national race. We need to determine and track down parents who have not received raffle tickets yet.

    c. Silent Auction – Kristen wanted to know if there are any more items to be donated.

    d. Rider Wins – Kristen and Leah corrected all rider wins and that info is now available at the moto shed. We need to let riders know to tell moto shed when they have a win at another track so their record at our track can be updated.

    e. Newsletter – Deb will add job description list as well as fundraising info etc. and distribute the June newsletter. Carmen will add newsletters to the website.

7) Job descriptions – Carmen suggested we need to have brief meeting prior to racing to ensure all parents understand their jobs. Rick as chief commissaries will look at ensuring that all volunteering parents know how to do their jobs. Also there is an issue with kids stopping on the track during practice. Will look at getting things set up earlier e.g. microphones and gates and batteries for the bull horns to communicate with kids on the track. Also Kelvin will talk to kids as part of coaching.

8) There is an opportunity to do a hot tub raffle for a fundraiser. A hot tub company out of Spruce Grove can provide a 5-6 man hot tub fully installed including electrical ($15,000 value) their cost is $5000.00 they will provide at cost. We could sell 300 tickets at $25 per ticket. Kelvin will get more info by June 15th the executive to respond by June 17th.

9) Next Meeting will be Tuesday, June 30 at Leah Schillings at 7:30.

10) Meeting Adjourned at 9:25 by Debra.