ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
Sep. 12, 2009  

1) Meeting called to order at 4:00 by Kristen Kawa with Laurie Haggart, Carmen Steinke, Leah Schilling, Karen Bellamy, Rick Freund, Shelley Satermo, Ivan Sproxton, Dena Allen and Tonya Galigan in attendance.

2) Additions to Agenda are 9. Silent Auction Funds.

3) Meeting minutes for July 28, 2009 were reviewed, motion to accept by Kristen, all in favour.

4) Treasurer’s Report – bank balance is approximately $35,500.

5) Previous Business

   a. Race results –Michel Cote is working on getting race results added to website.

6) New Business

   a. Year End Party – The trophies will not be ready by the scheduled year end party on the 20th. We could have generic trophies made up by the 27th with no names/no points if Leah can get them ordered this week. She has not been able to contact our regular supplier yet. Leah will update us this week as soon as she finds out about getting trophies made up. Decision was made to switch party to the 27th.

   b. Picnic Tables – there was some vandalism to the picnic tables at the track last week. It was decided that we need to stake and chain the picnic tables to the ground ASAP to prevent further damage. Rick said he could make arrangements and it would cost approximately $200 for materials. Leah motioned to release $200 in funds to Rick to stake and chain picnic tables, all in favour.

   c. Bank Account – There is a concern that because of our current bank balance of $35,500 there may be an affect on our status as a non-profit organization and our ability to get grants. Karen will double check but said she had previously investigated this with Revenue Canada and does not believe there is a problem with the non-profit status however it may affect our grant applications. Since this money is ear-marked for a new progate it was suggested that we go ahead and make a $15,000 US deposit with Progate for a gate for next spring. Ivan to investigate whether this is feasible and what the details would be. Motion for Ivan to make arrangements to make a deposit by Kristen, 2nd Rick, all in favour.

   d. Meeting with Town Council – we have a meeting with Town Council on Monday September 14, 2009 which conflicts with the previously scheduled picture day. Tonya contacted Tanya and made arrangements to change pictures to September 21, 2009. It was also suggested that it would be beneficial to have as many club members as possible in BMX gear, (Stony Plain if possible), at the Town Meeting and that we should open it up to all club members and send out a communication. Laurie motioned to go ahead and invite all club members, Tonya 2nd, all in favour. Debra was contacted and will arrange for website to be updated and do a phone out. Eva will be doing a power point presentation and Debra will be club spokesperson. The meeting is at 7:00 PM Sept 14, 2009. As many members as possible should be at Town Hall at 6:45 as we are near the beginning of the agenda.

   e. Track Maintenance – see decision re progate 6c.

   f. AGM – We need to schedule AGM until after our year end October 31, 2009. Decision was made to move AGM to November 17, at 7:00 PM. We need to see about making arrangements for a venue. It was suggested that we get Broxton Park School again.

7) Website – frontpage which is the program Carmen previously used to update the website is no longer available Michele Cote is updating the website using an alternate program.

8) Trophies- See item 6a

9) Silent Auction Funds – decision made re deposit on progate see 6c.

10) Next Meeting will be, Tuesday, October 13, 2009 at Steinke’s at 7:30.

11) Meeting Adjourned at 4:22 by Kristen.