ACT Veterans Athletic Club Inc
Minutes of the Committee meeting held on 8 February 2011 at the Belconnen Soccer Club, Hawker ACT.
Present
Rachelle
Ellis-Brownlee (Chair), Craig Wisdom, Nick Blackaby, Narelle Blackaby,
Duncan Macnicol, Kathy Sims, Janene Kingston, Christopher Lang, Paul
Archer.
1. Welcome
Meeting opened at 7.40pm.
2. Apologies
Heidi Johnson, Roger Pilkington
Members
noted with regret Heidi Johnson’s resignation as a committee member.
The committee thanked Heidi for her contribution and wished her well in
her new business venture.
3. Adoption of Agenda
The draft agenda was agreed.
4. Minutes of the previous meeting:
The minutes of the December 2010 meeting were accepted.
5. Correspondence
•
Audrey Gormley – recommendations from FSC re entry fee for
Championships - $5.00 per event with no cap and no administration fee.
Accepted.
• COTA offer of guest speaker for topics
‘Medicines and You’ and / or ‘Beyond Maturity Blues’. Not accepted –
beyond scope.
• Jack Pennington letter offering to
donate 30 books ‘The Evolution of Veteran Athletics’ provided: a) sold
at 2011 national champs, b) for not les than $15.00, c) proceeds to be
banked in ACTVAC account. Provisionally supported if a person can be
found who is willing to take responsibility.
• Val Chesterton expressing interest in the Manager position for the Brisbane Nationals. Accepted.
• Mary Poppins Nannies re provision of services ceasing after March 2011 Run / Walk Handicap. Noted
• Don Quinn AMA with request for a consolidated list of financial members. Noted.
• Geoff Moore re balance of membership cards to be sent out? On hold until further advice.
Procedures
to be followed at committee meetings were discussed. Agreed that
meetings should be conducted with as little formality as possible.
6. Reports:
6.1 President’s Report
Rachelle covered the following issues in her report:
• The upcoming Joint Championships;
• Meeting of the Athletics Council coming up;
• Attended breakfast meeting with ACT government and sporting community with Nick;
• Contact with ANU Health
• Working on strategic plan;
• AMA and privacy policy still to be resolved.
6.2 Secretary’s Report
Paul covered the following issues in his report:
• The Run / Walk Handicap on 27 March has been registered as a ‘2011 Seniors Week event’;
• ACT Government grants to be announced this month.
6.3 Treasurer’s Report
The Treasurer’s report was considered and agreed – it is included at Attachment 1.
Additional issues:
• Agreed that Nick would write reminders to people who have not renewed their membership;
• Noted FSC report that we are tracking close to budget to end of December;
• Nick will contact AACT re transfer of entry fees for the Joint Champs to ACTVAC.
Motion: That the payments in the Treasurer’s report be accepted. Moved Nick, seconded Paul, carried.
6.4 Competition portfolio
The following points were noted:
• T&F program running well, member numbers allocated;
•
The recent ‘Come and Try’ night not well organised or advertised
– to be considered by the MSSC for next time;
•
Medals for Joint Champs can be collected in the Commonwealth Room
on Sat. and Sun. as soon as results processed.
6.5 Run/Walk Handicap portfolio
The following points were noted:
• Lots of new members at the Jan handicap;
• We need helpers to be clearly visible – yellow caps? Refer to MSSC;
• We need special arrangements at Jan and Feb handicaps next year to accept membership renewals;
• St Johns Ambulance not present in Jan due to accidental oversight.
6.6 Throws portfolio
No discussion.
6.7 Member Services portfolio
Noted
with regret Geoff Moore’s resignation as Chair of the MSSC. The
committee thanked Geoff for his outstanding contribution over many
years and expressed appreciation for his ongoing work with many of the
jobs associated with the MSSC’s function.
6.8 Finance portfolio
Nothing to report.
6.9 Publicity and marketing portfolio
Nothing to report.
6.10 Administration portfolio
The following points were noted:
• Chris will look again at the policy implications of a recent throwing incident in terms of risk management.
•
In relation to the 2013 Nationals Chris will identify roles for
ACTVAC volunteers, meet with Heidi and review the AMA manual for
nationals.
6.11 Member welfare portfolio
Nothing to report.
It was agreed that all of the above reports would be accepted.
7. General Business
7.1 ACTVAC marathon championships
It was agreed to make the Canberra Running Festival marathon the official ACTVAC marathon championships for 2011.
7.2 Track and field award nominations
Bryan
Thomas’ nominations for the AMA Track and Field awards were discussed.
Rachelle and Kathy will meet with Bryan to finalise the club’s
nominations.
7.3 ACT government funding 2011
Announcements to be made during February.
7.4 End of season dinner
The
possibility of an end of season dinner to be held after the Brisbane
National Championships was discussed. The social group is to be
requested to investigate venues etc.
8. Other Business
There was no other business.
The meeting closed at 11.00pm.
9. Next meeting
8 March 2011.
ACT Veterans Athletic Club
Treasurer's Report December 2010 and January 2011 (Page 1 of 14)
Payments to be ratified by the Committee
Cheque Payee Amount Purpose
Cheque
Number
445644
Kathy Sims $205.45 Food and
prizes for 2010 T and F closing night 16/12/2010 per Kathy Sims
445645
Australian Sports Commission
$660.00 Hire of AIS track for 9 and 16
December - did not include night of 3/12 cancelled due to
inclement weather
445646 Runners Shop
$40.00 Payment for 6 Runners Shop vouchers as
prizes for Thursday T and F - includes $20 sponsors discount
445647
Geoff Moore $150.00
Re-imbursement for postage for membership cards and printing
costs.
445648 Alice Scott $38.00 Re-imbursement of 2011 membership paid twice
445649 Antony Choice $38.00 Refund of 2011 membership paid twice
445650 Trophy Link $246.00 Engraving of running trophies per Trish Thomas
445651
ACT Road User Services $61.40
Registration of trailer T2047A held by Steve Appleby
445652
Echo1 Pty Ltd $422.29
Re-imbursement to Trish Thomas for purchase of portable A4
printer to replace broken printer
445653 Melbourne
IT $140.00 Re-imbursement to Paul
Archer for payment of fee to Melbourne IT for renewal of the name
actvac.com, for two years (to 9 March 2013)
445654
MPN $945.00 Payment for child
carers at Jan, Feb and March 2011 R/W handicaps
445655 Event Supplies P/L $158.07 Chest number patches
445656 Kennards Hire $97.00 Hire of portaloo January 2011 R/W handicap
445657 ICP $768.90 Printing Vet Runner February 2011 issue
445658
Kea Sportswear $950.00
Deposit of 50% for purchase of new uniforms. These to be
sold so should be cost neutral.
445659
Cheque incorrectly filled
out. Not used and retained by Treasurer.
445660
Master Screen Print $490.00
Deposit of 50% for purchase of R/W T shirts per John Hunt.
445661
Paul Archer $250.00 Refund
for purchase of movie ticket prizes for remainder of 2011 T and F
season.
Payments to be approved by the Committee
445662
Jayne Hardy $38.50 Prestige
Metal Works, per Jayne Hardy, for repair of heavy weight
445663 Go Troppo $60.00 Fruit for January 2011 R/W handicap
445664
Mick Roche $98.10 Refund for
purchase of tea and coffee and other supplies for T and F supper -
October 10 to January 11.
445665 AIS
$1,595.00 Hire of track four nights in
January. Increased fee from AIS. (Re-imbursement for one
night being sought from AACT, for a joint meeting)
Treasurer's Report December 2010 and January 2011
(Page 2 of 14)
Bank
account balances (December 2010)
Commonwealth
account at month start (01/12/2010)
$15,381.74
Commonwealth account at month end (31/12/2012)
$15,197.17
St George account at month start
(01/10/10) $4,338.00
St George account at
month end (31/10/10)
$4,332.00
Income December 2010 (01/12 to 31/12/2010) (Includes cleared cheques only)
Memberships (cash and cheques) $714.00
Memberships (credit card) $0.00
Memberships through Register Now $3318.88
Track and field 9/12/10 $262.00
Track and field 16/12/10 $247.10
Payment of $15 by ICP to re-imburse stop cheque fee for cheque No. 445574. 15.00
Total credits $4,556.98
Treasurer's Report December 2010 and January 2011
(Page 3 of 14)
Bank
account balances (January 2011)
Commonwealth
account at month start (01/01/2011)
$15,197.17
Commonwealth account at month end (31/01/2011)
$18,121.40
St George account at month start
(01/10/10) $4,332.00
St George account at
month end (31/10/10)
$4,326.00
Income January 2011 (01/01/11 to 31/01/11) (Includes cleared cheques only)
Memberships (cash and cheques) $732.00
Memberships (credit card) $0.00
Memberships through Register Now $3,686.48
Track and field 6/1/2011 $211.00
Track and field 13/1/2011 $174.60
Track and field 20/1/2011 $315.00
Pentathlon 12/12/10 $57.00
Total credits $5,176.08
Notes
Does not include $895 from January 2010 R/W handicap.
Does not include $64 January pentathlon.
Does not include funds from at least 30 membership renewals not processed in the month of January.
St George term deposit earned $1,220.96 to 14 January 2010, not included in the above figures.
Treasurer's Report December 2010 and January 2011
(Page 4 of 14)
Expenditure December 2010 (01/12/10 to 31/12/2010) (Includes only cheques cashed by Payees)
Throwing trophies $16.50
Drinks, awards etc for throwing end of year presentation $127.60
Engraving throwing trophies $620.50
AMA capitation fees to end November 2010 an additional 17 members $119.00
Tea coffee biscuits etc for Sept, Oct and November R/W handicaps $158.85
Car allowance and gas for Sept, Oct and November R/W handicaps $106.40
Print of December 2010 Vetrunner ($743.60) and Roster ($69.30) $812.90
Postage for December 2010 Vetrunner $350.43
Drinks, soft drinks and champagne for November 2010 R/W handicap $284.73
Go Troppo - Fruit for Nov 10 R/W handicap $60.00
Mike Dwyer – cups for half marathon $12.40
AIS – Hire of track for 4, 11, 18, 25 November 2010 $1,320.00
Runners Shop - Purchase of voucher prizes for Thursday T and F $40.00
ICP replacement cheque for Cheque No. 445574 (print of August 2010 Vetrunner) $674.30
Bank fees Commonwealth $37.94
Bank fees St George $6.00
Total debits $4,747.55
Notes
Debits exceeded credits by $190.57 in December 2010.
Treasurer's Report December 2010 and January 2011
(Page 5 of 14)
Expenditure January 2011 (01/01/11 to 31/01/2011) (Includes only cheques cashed by Payees)
Refund of membership paid twice $38.00
Postage for membership cards $150.00
Food, presents etc for final T and F 2010 $205.45
Runners Shop vouchers $40.00
AIS hire of track December 2010 $660.00
Registration for trailer T2047A (held by Steve Appleby) $61.40
Commonwealth Bank Merchant debit – incorrect credit card details. (Will be reprocessed). $38.00
Kennards Hire portaloo January 2010 R/W handicap $97.00
MPN carers for Jan, Feb and March 2011 R/W handicaps $945.00
Bank fees Commonwealth $17.00
Bank fees St George $6.00
Total debits $2,257.85
Notes
Credits exceeded debits by $2,918.23 in January 2011.
(Expenditure includes a large payment to Mary Poppins Nannies)
Treasurer's Report December 2010 and January 2011
(Page 6 of 14)
Run / Walk Handicap Reconciliation
Event
No. of participants
Banked Average
June09 - Mt
Ainslie 194
$582.00 $3.00
July09 -
Blewtts pines 188
$566.65 $3.01
August
09 - Mt Taylor 178
$538.85 $3.03
September
09 - Deeks Drive 164
$485.55 $2.96
October 09
- O’Connor Ridge 186
$602.05 $3.05
November
09 - Weston Park 201
$605.95 $3.01
December 09 - Not held
January
10 - Campbell Park 233
$712.00 $3.06
February 10
– North Curtin 210
$604.25 $2.88
March 10 –
Stromlo Forest Park
184 $563.00
$3.06
April 10 – Majura West
190 $563.00
$2.96
May 10 – Stromlo West
117 $352.70
$3.01
June 10 – Mt Ainslie *
182
$727.25 $4.00
July 10 – Blewitts 174 $691.40 $3.97
August
10 – Mt Taylor 169
$671.80 $3.98
September
10 – Arboretum 170
$688.40 $4.05
October 10
– O’Connor Ridge 129
$509.40 $3.95
November 10
– Weston Park 153
$610.85 $3.99
January 11
– Campbell Park 224
$895.30 $4.00
Notes
Despite heavy rain at the November R/W handicap, numbers were reasonably good.
Treasurer's Report December 2010 and January 2011 (draft) (Page 7 of 14)
Throwing Handicap Reconciliation
Event
No. of participants
Banked Average
Jun-09 29 $87.00 $3.00
Jul-09 26 $79.00 $3.04
Aug-09 28 $84.00 $3.00
Sept-09 29 $85.95 $2.96
Oct-09 37 $111.00 $3.00
Nov-09 32 $96.00 $3.00
Dec-09 (Not held)
Jan 10 (Not held)
Feb 10 31 $90.00 $2.90
March 10 30 $90.00 $3.00
April 10 29 $84.00 $2.90
May 10 38 $115.00 $3.02
June 10 * 33 $132.70 $4.02
July 10 34 $138.40 $4.07
August 10 34 $141.00 $4.14
September 10 29 $117.00 $4.03
October 10 29 $116.00 $4.00
November 10 28 $111.95 $4.00
Dec-10 (Not held)
Jan 11 (Not held)
Notes
*Fees increased to $4 per event per person from 14 June 2010, therefore including the June run/walk and throwing handicaps.
Treasurer's Report December 2010 and January 2011 (draft) (Page 8 of 14)
Weight Pentathlon Reconciliation
Event
No. of participants
Banked Average
August 09 14 $28.00 $2.00
September 09 11 $22.00 $2.00
October 09 7 $14.00 $2.00
November 09 12 $24.00 $2.00
December 09 13 $26.00 $2.00
January 10 13 $26.10 $2.01
February 10 (Not held)
March 10 (Not held)
April 10 11 23.00 $2.09
May 10 11 22.00 $2.00
June 10 * 5 10.00 $2.00
July 10 7 14.00 $2.00
August 10 11 22.00 $2.00
September 10 11 22.00 $2.00
October 10 14 28.00 $2.00
November 10 11 44.00 $4.00
December 10 14 57.00 $4.07
January 2011 16 64.05 $4.00
Notes
*Fees increased to $4 per event per person from 14 June 2010, therefore including the June run/walk and throwing handicaps.
Treasurer's Report December 2010 and January 2011 (draft) (Page 9 of 14)
Track
& Field Competition Reconciliation No. of
participants
Dollars
14/10/2010 Memberships ($38) 2 $76.00
(Opening Memberships ($62) 0 $0.00
(Opening Day membership ($5) 5 $25.00
Night) Juniors ($2) 3 $6.00
Members ($4) 65 $260.00
Unaccounted cash ($5.00)
Total collected $400.00
Less disbursements (1) Fruit etc for supper $0.00
Banked $400.00
Note (1) Cheque to K Sims for $127.80
21/10/2010 Memberships ($38) 2 $76.00
Memberships ($62) 0 $0.00
Day membership ($5) 1 $5.00
Juniors ($2) 4 $8.00
Members ($3) 80 $320.00
Unaccounted cash $6.50
Total collected $415.50
Less disbursements Fruit etc for supper $18.50
Banked $397.00
Treasurer's Report December 2010 and January 2011 (draft) (Page 10 of 14)
Track
& Field Competition Reconciliation No. of
participants
Dollars
28/10/2010 Memberships ($38) 0 $0.00
Memberships ($62) 0 $0.00
Day membership ($5) 4 $20.00
Juniors ($2) 4 $8.00
Members ($4) 69 $276.00
Unaccounted cash $24.00
Total collected $328.00
Less disbursements Fruit etc for supper $54.00
Banked $274.00
04/11/2010 Memberships ($38) 1 $38.00
Memberships ($62) 0 $0.00
Day membership ($5) 1 $5.00
Juniors ($2) 3 $6.00
Members ($4) 71 $284.00
Unaccounted cash $8.00
Total collected $341.00
Less disbursements Fruit etc $23.00
Banked $318.00
11/11/2010 Memberships ($38) 1 $38.00
Memberships ($62) 0 $0.00
Day membership ($5) 2 $10.00
Juniors ($2) 6 $12.00
Members ($4) 92 $368.00
Unaccounted cash ($1.00)
Total collected $427.00
Less disbursements Fruit etc $18.80
Banked $408.20
Treasurer's Report December 2010 and January 2011 (draft) (Page 11 of 14)
18/11/2010 Memberships ($38) 0 $0.00
Memberships ($62) 0 $0.00
Day membership ($5) 2 $10.00
Juniors ($2) 5 $10.00
Members ($4) 68 $272.00
Unaccounted cash $4.00
Total collected $296.00
Less disbursements Fruit etc $20.50
Banked $275.50
25/11/2010 Memberships ($38) 3 $114.00
Memberships ($62) 0 $0.00
Day membership ($5) 0 $0.00
Juniors ($2) 7 $14.00
Members ($4) 85 $340.00
Unaccounted cash ($1.00)
Total collected $467.00
Less disbursements Fruit etc $19.80
Banked $448.20
02/12/2010
T
and F not held due to inclement weather ACTVAC not
billed ($330) for this night.
09/12/2010 Memberships ($38) 1 $38.00
Memberships ($62) 2 $124.00
Day membership ($5) 1 $5.00
Juniors ($2) 6 $12.00
Members ($4) 67 $268.00
Unaccounted cash $7.35
Total collected $454.35
Less disbursements Fruit etc $30.35
Banked $424.00
Treasurer's Report December 2010 and January 2011 (draft) (Page 12 of 14)
16/12/2010 Memberships ($38) 1 $38.00
Final meet for 2010 Memberships ($62) 1 $62.00
Day membership ($5) 0 $0.00
Juniors ($2) 2 $4.00
Members ($4) 63 $252.00
Unaccounted cash $0.00
Total collected $356.00
Less disbursements Fruit etc $8.90
Banked $347.10
Separate
payment made to Kathy Sims for $205.45 for drinks, supper and
presents) .
6/1/2011 Memberships ($38) 1 $38.00
Joint meeting with ACTAA Memberships ($62) 0 $0.00
Day membership ($5) 0 $0.00
Juniors ($2) 3 $6.00
Members ($4) 58 $232.00
Unaccounted cash $2.00
Total collected $278.00
Less disbursements Fruit etc $29.00
Banked $249.00
Treasurer's Report December 2010 and January 2011 (draft) (Page 13 of 14)
13/1/2011 Memberships ($38) 1 $38.00
Joint meeting with ACTAA Memberships ($62) 0 $0.00
Day membership ($5) 0 $0.00
Juniors ($2) 3 $6.00
Members ($4) 52 $208.00
Unaccounted cash ($14.90)
Total collected $237.10
Less disbursements Fruit etc $24.50
Banked $212.60
20/1/2011 Memberships ($38) 6 $228.00
Normal ACTVAC meeting Memberships ($62) 1 $62.00
Day membership ($5) 5 $25.00
Juniors ($2) 7 $14.00
Members ($4) 80 $320.00
Unaccounted cash ($16.75)
Total collected $632.25
Less disbursements Fruit etc $27.25
Banked $605.00
Treasurer's Report December 2010 and January 2011
(Page 14 of 14)
27/1/2011 Memberships ($38) 0 $0.00
Normal ACTVAC meeting Memberships ($62) 0 $0.00
Day membership ($5) 5 $25.00
Juniors ($2) 12 $24.00
Members ($4) 75 $300.00
Unaccounted cash $11.00
Total collected $360.00
Less disbursements Fruit etc $33.60
Banked $326.40
Also included five Bilbys.
2/2/2011 Memberships ($38) 1 $38.00
Memberships ($62) 0 $0.00
Day membership ($5) 3 $15.00
Juniors ($2) 11 $22.00
Members ($4) 88 $352.00
Unaccounted cash ($0.30)
Total collected $427.00
Less disbursements Fruit etc $21.70
Banked $405.00
ACTVAC Run/Walk Handicap Sub-Committee meeting – 7.30pm Wednesday 2nd March 2011
Location: Parker residence in Fisher
Present: Alan Duus (Chair), Stuart Reid, Tony Fenotti, Rosemary Parker, Dave Mackenzie, Craig Wisdom.
Supper: Date & banana slice, lemon sponge cake with freshly whipped cream, tea, coffee.
Issues of ACTVAC Committee interest:
1. Alan Duus requires PDF copy of ACTVAC insurance renewal for reference to provided details to ACT Govt.
Action: Craig to alert Nick/Paul to forward copy.
2.
Tony suggested a list of the helpers for the upcoming Monthly R/W
Hcp should be published with the course map and description in
Vetrunner.
Action: Tony to forward a list to Vetrunner editor each month prior to publication.
3. Tony and Alan noted some of the course descriptions for the Monthly R/W Hcps are becoming dated.
Action: Stuart to check and update course descriptions for web site and Vetrunner.
Next meeting scheduled for Wednesday 30th March at the Wisdom residence.
Meeting concluded at 8.35 pm.
(Meeting notes compiled by Craig Wisdom – ACTVAC Committee rep to Run/Walk Handicap Sub-Committee).