ASSOCIATION MEETING MINUTES

Executive Meeting Stony Plain BMX
Oct. 13, 2009  

1) Meeting called to order at 7:30 by Debra Hagel with Laurie Haggart, Carmen Steinke, Shelley Satermo, Ivan Sproxton, Tonya Galigan, Kristen Kawa, Hitesh Kawa, Rick Freund, Murray McCann and Kelvin Steinke in attendance.

2) Additions to Agenda are #7. Invoice question from Eva, #8 Grants and #9 Gate.

3) Meeting minutes for September 12, 2009 were reviewed. Motion to accept by Kristen, 2nd Murray, all in favour.

4) Treasurer’s Report – bank balance is approximately $38,226.19.

5) Previous Business

   a. Race Results – Carmen informed us this is still being worked out.

   b. WNR Grands - we will be hosting the Grands next September long weekend. This should be posted on our website.

   c. Meeting with the town – at the end of October the town will have their budget meeting and we will hopefully hear something about their decision in December. Kristen suggested we need a committee struck to help coordinate grants and funding from county, town and government. This should be put on the AGM agenda.

   d. Year End Party – comments were that it was good to have a casual get together.

   e. Picnic Tables – Thank you Rick for affixing the tables to the deck.

6) New Business

   a. Volunteer forms – we need to change the current volunteer form to better communicate the volunteer requirements to the parents. Deb presented an example of a volunteer agreement. We also decided to allow members to volunteer for each other as long as they indicate the child/member they are representing at the time they sign up for volunteering. Also donations can count towards volunteer time at a rate of $50.00 per hour. The volunteer requirement was changed to 14 hours total as opposed to 10 track and 1 work bee as this is too complicated. Enquiries re volunteer hours should be directed to the executive member responsible for tracking and managing volunteer hours currently Debra.

   b. Concession – final total is $3000.00 profit after expenses. Recycling money is approximately $400.00. Still looking for a commercial style concession fridge with glass doors, second hand is approximately $1200.00. Tonya to investigate further expenses for fridge. Tonya would also like to buy a new bar-b-que. Kelvin motioned that a budget of $500.00 to buy a new bar b que be released to Tonya immediately, all in favour. Tonya is going to run for assistant track operator which would mean we will need someone else to take over concession.

   c. AGM is November 17th, 2009 at the Pioneer Centre at 7:00 PM in the RPW room. Cost of room is $51.00. and there is a deposit of $100.00.

   d. Parent Survey – parent surveys were reviewed by the executive and feedback will be taken into account. Suggestion that we get a no-smoking sign for the track and look at possibility of fencing the outhouse and locking it – Kelvin to look into fencing the outhouse off.

   e. Track maintenance meeting with the town is at 6:30 this Thursday at the Town Hall.

   f. Executive Positions – President - Debra staying, Vice President - Kristen staying, Dena - stepping down from Track Operator Assistant, Karen -stepping down from Treasurer, Laurie, secretary and Shelley, fundraising coordinator flexible will stay if needed, Tonya - moving to track operator assistant from concession, Carmen - stepping down from Webmaster, Rick - staying as Head Commissaries, Leah - staying as track operator, Kelvin- staying on as coach. Ross, Murray, Ivan and Hitesh staying as track maintenance. It was suggested that we need a head person for track maintenance to represent them. We also discussed paying for interested parents to have first aide – Deb to look into costs. Jyra will probably be interested in continuing as rider rep it was suggested that there be both a female and male rider rep.

   g. Reflection on the 2009 BMX season from an executive perspective – year end party at track needs to be more clearly organized. Concern over rules not being uniformly followed at different clubs and at provincials decision was that we will follow ABA rules at our track regardless of how they are enforced elsewhere and Kristen will bring up at the Provincial AGM. Also concern about tracking of points, results and wins this is tabled to next meeting when track operator is available to address.

   h. Thank you to the entire executive for your support from Debra.

7) Eva – got a second notice for the sunglasses from Recycle. Tonya said invoice was given to Karen. Invoice was paid September 25, 2009.

8) Grants – we received our 2008 grant for $6309.00. Thanks Deb and Kelvin for all the work you put in to preparing the application.

9) Gate – Ivan talked to Progate the cost is $30,500 US for the gate. Debra motioned to purchase in full from Progate, Kristen 2nd, all in favour, Kristen will take info to discuss with other clubs and determine the options required.

10) Next Meeting will be January 19, Tuesday at 7:30, at Kawa’s.

11) Meeting Adjourned at 9:00 PM by Debra.