ACT Veterans Athletic Club Inc
Minutes of the Committee meeting held on 9 November 2010 at the Southern Cross Club Wests, Catchpole Street, Macquarie, ACT.
Present
Rachelle
Ellis-Brownlee (Chair), Craig Wisdom, Nick Blackaby, Narelle Blackaby,
Duncan Macnicol, Christopher Lang, Janene Kingston, Kathy Sims, Roger
Pilkington, Heidi Johnson, Paul Archer, Stuart Reed (Item 6.1 only).
1. Welcome
Meeting opened at 7.30pm.
2. Apologies
None
3. Adoption of Agenda
The draft agenda was agreed.
4. Minutes of the previous meeting:
The minutes were accepted, noting that the motions should all be endorsed as “carried”. Moved: Paul, seconded Chris, carried.
5. Correspondence
Invitation from ACT Sport & Recreation Services to attend an ACTVAC Case Management Meeting on 23 November.
6. Reports:
6.1 President’s Report
Rachelle covered the following issues in her report:
•
Rachelle and Chris attended a meeting of the ACT Cross Country
Club – the CCC expressed their thanks to ACTVAC for its support over
the years;
• A Case Management Meeting is to be
held with ACT Sport & Recreation Services on 23 November to discuss
our application for a grant under the new triennial funding
arrangements;
• Consultation on a joint T&F
Championships with AACT is ongoing with final feedback from members due
to close on 14 November – feedback to date has been very strongly in
favour of the joint championships;
• The Sports Star of the Year awards are to be held next Friday with Jan Banens nominated for an award;
•
The final handicap of the year is to be held in December –
catering will need to be arranged with a budget agreed in advance.
Motion: That the President’s report be accepted. Moved Rachelle, seconded Paul, carried.
6.2 Secretary’s Report
Paul covered the following issues in his report:
• Rachelle and Paul are gearing up for the meeting with ACT Sport and Recreation;
• Thanks to Duncan for standing in as Secretary at the last meeting.
Motion: That the Secretary’s report be accepted. Moved Paul, seconded Chris, carried.
6.3 Treasurer’s Report
The Treasurer’s report was considered and agreed – it is included at Attachment 1.
Motion: That the Treasurer’s report be accepted. Moved Nick, seconded Chris, carried.
6.4 Competition portfolio
The following points were noted:
•
Members will be contacted by e-mail with reminders about their
roster duties, Nick will write to all members without e-mail addresses;
• A meeting of the CSC is to be held on Wednesday to consider cloth numbers;
• Members may need to be rostered again in the second half of the season;
• The Track & Field equipment will need to be checked – batteries etc.
6.5 Run/Walk Handicap portfolio
Notes of the October meeting of the Run / Walk Handicap Subcommittee are included as Attachment 2.
6.6 Throws portfolio
Nothing to report.
6.7 Member Services portfolio
The
MSSC held a dinner in place of its usual monthly meeting. A sample
uniform had been displayed for comment at the track. It was noted that
we need, at the very least, a new uniform singlet by the AMA Nationals
in Easter 2011.
6.8 Finance portfolio
The committee
considered the report of the meeting of the Finance sub-committee
(Attachment 3) and associated budget spreadsheet to the end of
September. The budget outcome to date is very close to what was
predicted in the Annual Report.
6.9 Publicity and marketing portfolio
The following points were discussed:
• The functionality of the website needs review;
•
Heidi had been in contact with a reporter from the Queanbeyan Age
– no story this time but potential for future publicity in relation to
Queanbeyan and Bungendore residents.
6.10 Administration portfolio
Chris reported as follows:
• Stuart Reid will provide a list of people who have access to the club’s database;
•
Chris will review the AMA Championships Manual with a view to the
2013 Championships and report back to the committee;
•
Chris will review the club’s occupational health and safety
framework in view of a recent incident at the track involving a javelin
(see below).
Motion: That reports 6.4 to 6.10 be accepted. Moved Rachelle, seconded Chris, carried.
6.11 Member welfare portfolio
Roger advised of several members with health issues.
Motion: That reports 6.4 to 6.11 be accepted. Moved, Rachelle, seconded Chris, carried.
7. General Business
7.1 Member’s request for non-publication of results
Stuart,
as Web Manager, reported that a member had requested for personal
reasons that his / her results not be published on the web or in
Vetrunner. The committee discussed various options for addressing this
issue and the technical and administrative difficulties, as well as
potential problems, associated with each option.
The committee
endorsed Stuart’s actions to date and resolved that Rachelle (and Paul
if necessary) should be available for discussions with the member to
help the committee to understand his / her needs more clearly while
preserving the member’s privacy.
7.2 Joint Championships – interim feedback from members
Comments to date have been overwhelmingly supportive of joint championships.
This
issue will be resolved out of session after the close of comments on 14
November. Members will be advised of the outcome as soon as possible.
7.3 Throwing handicap – proposed dates
The
proposed schedule was agreed. However, Duncan will follow up on the 23
July event – members were not clear on why this date was chosen rather
than 30 July.
7.4 Run / Walk handicap – risk management plan and portaloo 2011
The
committee endorsed the Risk Management Plan proposed by the Run / Walk
Handicap Sub-committee. Chris will follow up Kennards with a view to
getting a credit on the payment for the September R / W Handicap (the
portaloo arrived late and was not clean – because of this it was not
used by members).
7.5 A ‘near miss’ in the Javelin competition
A
member had an unpleasant experience with a javelin passing 1 metre
above her head while retrieving another javelin from the field. Members
noted the following points:
• All members are responsible for safety at all times;
•
Craig will work with Jayne Hardy to refine the new ‘Rules’ for
throwing events – these will be laminated and displayed at all throwing
events;
• A ‘safety briefing’ will be given to volunteers at each throwing event starting Thursday;
•
Chris will review the club’s occupational health and safety
framework in the light of this incident and report back to the
committee;
• Options for training more qualified officials were discussed.
8. Other Business
There was no other business.
The meeting closed at 9.50pm.
9. Next meeting
9 February 2010 – venue to be decided.
ACT Veterans Athletic Club
Treasurer's Report October 2010 (Page 1 of 8)
Payments to be authorised or ratified by the Committee
Cheque Payee Amount Purpose
Cheque
Number
Expenditures for ratification
445608
F.D.L. Survey Pegs $55.55
Purchase of wooden dumpies to mark out throwing sectors and
replacement tape per Jayne Hardy
445609 Jayne
Hardy $167.50 Maintenance and
repair of equipment - calibration of scales, refill gas bottle,
batteries for stop watches, trailer tyre repair, sand to fill holes in
throwing area, per Jayne Hardy
445610 Jayne
Hardy $140.17 Expenses in
connection with Winter Throwing Championships, coloured paper for
certificates and fencing
445611 Kathy
Sims $127.80 Expenses for food,
fruit etc for supper on opening night of T and F 2010/11.
(Amount lower than anticipated)
445613 Koomarri $141.18 Packaging September 2010 Vetrunner.
445614 Koomarri $140.79 Packaging October 2010 Vetrunner.
445615 Neil Boden $146.44 Office supplies - printer cartridges
445616 Jayne Hardy $20.00 Purchase of replacement plastic chair
445618 MPN $105.00 Payment for additional carer at October 2010 handicap
445619
Kennards Hire $97.00 Hire of
portaloo October 2010 R/W handicap, per Tony Harrison
Expenditures to be approved
445612
Chris Lang $47.80 Movie
tickets for prizes at T and F opening night.
445617
Chris Lang $47.80 Movie
tickets for prizes at T and F 21 and 28 October
445620 Go Troppo $60.00 Fruit for September 2010 R/W handicap
445621 Go Troppo $60.00 Fruit for October 2010 R/W handicap
445622 Chris Lang $23.00 Movie tickets for prizes at T and F 4 November
445623 Instant Colour Press
$735.90
Print of November 2010 Vetrunner
445624 Koomarri $103.53
Packaging November 2010 Vetrunner
445625 AIS $990.00
Hire of AIS track for three nights (14, 21 and 28) in October 2010
Treasurer's Report October 2010 (Page 2 of 8)
Bank
account balances (October 2010)
Commonwealth
account at month start (01/10/2010)
$10,188.79
Commonwealth account at month end (30/09/2010)
$10,774.94
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 October 2010 (01/10 to 29/10/2010) (Includes cleared cheques only)
Memberships (cash and cheques) $114.00
Memberships (credit card) $0.00
Memberships through Register Now $252.42
Track and field 14/10/10 $286.00
Track and field 21/10/10 $397.00
Sponsorship Kingston Physiotherapy $81.04
Winter Throwing Championships payments $2,467.00
Total credits $3,597.46
Notes
Income for October does not include monies for October R/W handicap, throws or weight pentathlon, over $600.
Income for October does not include monies for October 28 T and F - $274.
Treasurer's Report October 2010 (Page 3 of 8)
Expenditure October 2010 (01/10 to 29/10/2010) (Includes only cheques cashed by Payees)
Re-imbursement to Jayne hardy for repair of heavy weight by Prestige Metal Works $27.90
Reimbursement of 2010 membership paid twice through Register Now (An old check). $34.00
Replacement gas bottle – Bob Banens $34.95
Donation for use of the Arboretum for the September 2010 R/W handicap $150.00
Withdrawal to establish float for 2010/2011 T and F season – Nick Blackaby $120.00
Hire of portaloo June 2010 R/W handicap from Kennards Queanbeyan $143.00
Maintenance and repair per Jayne Hardy $167.50
Expenses in connection with Winter Throwing Championships, per Jayne Hardy 140.17
ICP Print October 10 Vetrunner $821.70
Fee for staging 2010 Winter Throwing Handicap obo AMA (61 competitors at $5) $305.00
Contribution for travel expenses for attendance at AMA 2010 AGM $697.55
Postage for October 2010 Vetrunner $169.19
Purchase of wooden dumpies to mark out throwing sectors & replacement tape per Jayne Hardy $55.55
Expenses for food etc for supper for T and F 2010/11. (Amount lower than anticipated) $127.80
Bank fees Commonwealth $17.00
Bank fees St George (Anticipated) $6.00
Total debits $3,017.31
Notes
Statements
for the St George accounts have not yet been received. No change
is expected but an anticipate bank fee of $6 is shown.
Credits exceeded credits by $586.15 in October 2010.
Treasurer's Report October 2010 (Page 4 of 8)
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
Treasurer's Report October 2010 (Page 5 of 8)
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
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 October 2010 (Page 6 of 8)
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
Treasurer's Report October 2010 (Page 7 of 8)
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 October 2010
(Page 8 of 8)
Track
& Field Competition Reconciliation No. of
participants
Dollars
28/10/2010 Memberships ($34) 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 ($34) 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 for supper $23.00
Banked $318.00
ACTVAC Run/Walk Handicap Sub-Committee meeting – 7.30pm Wednesday 3rd November 2010
Location: Appleby residence in Calwell
Present: Alan Duus (Chair), Steve Appleby, Stuart Reid, Tony Fenotti, Craig Wisdom.
Supper: Lollies, tea, coffee, tim tams, iced vo-vo’s, cream cheese & raspberry cake, watermelon & rock melon.
Issues of ACTVAC Committee interest:
1. April 2011 R/W handicap date has been decided as 17th April.
Action: Membership to be advised in due course.
2. Risk Management Plan as requested by ACT Government has been compiled by the sub-committee.
Action: Awaiting endorsement/amendment by ACTVAC Committee prior to forwarding to ACT Government.
3.
Portaloo for October R/W handicap event was delivered too late
and had not been cleaned or emptied prior to delivery!
Action:
ACTVAC Committee to discuss alternative sources of portaloo for
R/W handicap events. January event is the next event requiring a
portaloo.
4. Discussion regarding R/W Handicap
Sub-Committee to purchase mobile phones for use at events as part of
risk management.
Action: Formal costing proposal to be formulated for presentation to ACTVAC Committee.
Next meeting scheduled for Wednesday 1st December at the Duus residence.
Meeting concluded at 9.30 pm.
(Meeting notes compiled by Craig Wisdom – ACTVAC Committee rep to Run/Walk Handicap Sub-Committee).
ACTVAC Finance Sub-Committee meeting – 5.30pm Monday 25th October 2010
Location: Gormley/Cullen residence in Watson
Present: Nick Blackaby (Chair), Narelle Blackaby, Stuart Reid, Audrey Gormley, Rachelle Ellis Brownlee
Supper: Lollies, tea, coffee, tim tams, cheese & crackers, chocolate, Wine (Red & White!) and Cider.....
Meeting Commenced 5.30ish.
Issues of ACTVAC Committee interest:
Audrey had prepared a comparison of actual versus budget for the period April – September 2010.
(Copy attached)
Summary issues
Revenue
•
$77 higher than budgeted largely due to the half marathon being
$1250 above budget offset by donations and bank interest.
• It was noted donations do not occur evenly throughout the year. Interest should be in line by end of year.
Expenditure
• $219 higher than budgeted – no single major reason and a pretty good result.
• It was noted some expenses do not occur evenly throughout the year (Trophies will be higher in Dec/March)
• It was agreed to reclassify $440 for T&F official’s training to administration.
•
Vetrunner was in line with budget but Stuart raised question as
to whether this was 5 or 6 issues. Audrey to follow up.
•
It was noted that expenses for the 200th throw were offset by a
$750 donation from the Belconnen soccer club.
Summary
•
First 6 months of year have largely been in line with budget. At
30th September we have a small operating gain of $756 against a
budgeted gain of $1052.
Other Items discussed
•
Committee noted that the T&F season had not commenced for the
reporting period and it is budgeted to run at a $5k loss.
•
AMA has requested we pay them monthly instead of annually.
Question raised as to what the payment gets for members as club pays
own insurance.
• Discussed need to review MOU’s in
light of ACTCCC demise. Two MOU’s in existence and Audrey volunteered
to look at them. (Walkers Club & ACT Athletics)
Other Items discussed (not necessarily within the function of the F&A Committee)
•
Discussed reminding members at T&F to supplement supper and
also remind volunteers they cannot participate on the night.
•
Stuart raised the need to let people who prepare results at
T&F know who is financial for points in the various series as
membership list can be printed off 2 days in advance. Audrey will
check register now at 5pm on Thursday and let relevant people know.
•
Developing a “Communications” strategy is a good idea but new
social media may not reach a lot of Vets members.
Next meeting scheduled for early February when T&F season is well under way to see how budget is going.
Meeting concluded at 8.00 pm. (Meeting notes compiled by Audrey Gormley).