ACT Veterans Athletic Club Inc
Minutes of the Committee meeting held on 10 May 2011 at the Belconnen Soccer Club, Hawker ACT.
Present
Rachelle
Ellis-Brownlee (Chair), Craig Wisdom, Nick Blackaby, Narelle Blackaby,
Duncan Macnicol, Kathy Sims, Christopher Lang, Janene Kingston, Paul
Archer.
1. Welcome
Meeting opened at 7.40pm.
2. Apologies
None.
3. Adoption of Agenda
The agenda was adopted as proposed.
4. Minutes of the previous meeting:
The minutes of the April 2011 meeting were accepted.
5. Correspondence
• ACT Health re a breakfast to be held at Southern Cross Yacht Club on 8 June – Nick and Paul to attend.
•
ACT Sport and Recreation re training course available –
Foundations of Directorship (cost $50). Not directly relevant to ACTVAC
needs.
• Proposed meeting with AACT, ACTLA and
YCRC re competition program and possible cooperation – President to
attend.
• Note from Leo Kennedy re problems with relays at the recent AMA Championships (see below).
• Note from Dave McKenzie re Joint Championships.
6. Reports:
6.1 President’s Report
Rachelle covered the following issues in her report:
• Attended meeting of the Budget Subcommittee;
•
Re officials training to be offered in conjunction with the High
Noon meets – to be publicised in the Bulletin;
• Noted the Competition Sub-committee is to form a Special Events Sub-committee;
• Contacted ACT Sport & Recreation Services (SRS) re forthcoming AGM.
6.2 Secretary’s Report
Paul covered the following issues in his report:
• AGM preparations are well in hand;
• SRS contacted re extension for acquittal of 2010 grant until after the AGM.
6.3 Treasurer’s Report
The
Treasurer’s report was considered and agreed, subject to the addition
of an amount of $300.00 to Trish Thomas for ‘petty cash’.
6.4 Competition portfolio
A written report was provided.
6.5 Run/Walk Handicap portfolio
Craig
requested that any ideas for new Handicap courses be directed to him.
Options for the portaloo were discussed including purchasing one. Due
to logistical problems, this idea was not pursued. Noted that Tony
Harrison currently transports the current unit (hired from Kennards) to
and from the Handicap venue.
6.6 Throws portfolio
Duncan
reported that toilet facilities were not available at most throws
venues. The committee noted that this would not be economical due to
the small number of people involved. A good first aid kit was available
at Masson Street but no ice.
6.7 Member Services portfolio
Noted
that the delivery of the uniforms had been delayed beyond this year’s
AMA nationals. Delivery should be in June. Geoff Moore will be asked to
speak on the MSSC at the AGM to encourage members to join this valuable
subcommittee.
6.8 Finance portfolio
Nothing to report.
6.9 Publicity and marketing portfolio
Nothing to report.
It was agreed that all of the above reports would be accepted.
7. General Business
7.1 Nominations for AMA awards
Noted
that there were no nominations for ACT athletes at the AMA dinner
during the 2011 Championships. Rachelle explained that AMA had written
in February asking for nominations. Bryan Thomas provided
recommendations to the committee. However, the committee had some
questions and concerns – Bryan Thomas and the AMA were requested to
provide the criteria for the awards. Bryan was unable to provide
written criteria and the AMA did not respond. Nominations closed at the
end of February but this was overlooked and no nominations were
submitted from ACTVAC. Some members were understandably upset. The
committee unreservedly apologises to all members for this oversight.
Rachelle will contact Bryan Thomas personally to explain.
7.2 AGM
Detailed
arrangements were discussed. Noted that these were well in hand. Tea,
coffee and biscuits are to be provided by the club (at cost).
7.3 proposed budget
Half
marathon – decided to adhere to the budgeted amounts but increase the
entry fees for members to $25.00 for early entries and $30.00 for late
entries with corresponding increases for non-members.
Throws medals- decided that no extra medals are needed.
7.4 Cloth numbers
Janene provided a paper on this issue (Attachment 2).
Motion:
That one number be issued per member (as per draft budget) with
replacements to be paid by the member and paper numbers issued at a
cost of $1.00 where a member fails to bring their number to an event
(with a one month grace period). Moved Janene, seconded Craig. Carried.
7.5 AMA relays
Noted
Leo Kennedy’s concern (also expressed by other members) that AMA had
changed the rules for the relays without publicising the fact in the
2011 AMA Handbook or in the Championships program. Several members,
including Leo, were severely inconvenienced by this change. Chris Lang
agreed to draft an appropriate letter to the AMA.
7.6 War memorial
Noted that the proposal for new war memorials on Anzac Parade do not directly affect ACTVAC’s interests.
7.7
AMA nationals Canberra 2013
– discussed in general terms including the need for the new committee
to set up a local organising committee as a matter of urgency.
8. Other Business
There was no other business
The meeting closed at 10.20pm.
9. Next meeting
Wednesday 13 July 2011
Attachment 1
Cloth Number Proposal
From Feb 2011 to the end of the Track and Field Season – April 14 2011, cloth numbers were evaluated.
The goals of the cloth number evaluation/trial were to:
1. Create a professional look for club members
2. Improve the ease of processing of results
3.
Assess club members’ acceptance of using cloth numbers, including
remembering to bring/wear their cloth number each week
4. Assess the ease of getting numbers to members
5. Assess the ease of distributing cloth numbers to newly joined members
The outcome of the evaluation/trial:
1. The numbers looked professional and attracted lots of positive comment
2.
Volunteers recording results found the process much easier (all
they needed to do was record the number), for the trial there were no
mistakes made when recording numbers and the processing of results ran
smoothly. It is anticipated that recording at the monthly run/walk
handicaps would much easier and quicker, an added advantage on cold
and/or wet days.
3. The overall feedback regarding
the numbers was very positive. People who did not get a cloth number
were disappointed to have missed out! The majority of members did
remember to bring their number, and when they didn’t, having the back
up paper system helped keep the number system working. It is
anticipated that providing 2 numbers will increase compliance (less
likely to forget the number that may have inadvertently been left in
the wash or elsewhere). Reminders and a small penalty after an initial
introduction period should help to minimise the number of members
competing at events without their cloth number.
4.
Getting numbers to members worked okay on a small scale, but did
have its problems. A dedicated person(s) would be needed to distribute
numbers at events. Based on the trial results, it would be better to
have the numbers mailed out to members and/or have packages made up for
collection at handicaps. If they are not collected at the handicap,
they can then be posted out.
5. There were some
issues with the results processing people forgetting that there was a
batch of special numbers for newly joined track and field members. The
general view is that it would be better to have new members use paper
numbers and get small batches of numbers made up twice a year.
New Proposal
Given
the success of the trial, we would like to have numbers distributed to
all club members to wear at all club events and championships.
1.
The wearing of chest numbers is consistent with what is happening
in most State Associations around Australia.
2.
ACT athletes competing at National & International events are
already familiar with the wearing of chest numbers.
3. ACTVAC could obtain a chest number ‘sponsor’ to allay any costs if needed.
4.
There will be a two month grace period to allow members time to
get used to having the cloth numbers. During this time, if they forget
their number at an event, they will be able to use a paper replacement
on the day.
5. Following the two month grace
period, members will be charged an additional $1.00 at all events if
they do not have their cloth number. They will use paper numbers, the
$1.00 will help pay for keeping a supply of paper numbers.
6.
Given that members support the concept of wearing chest numbers
for the Monthly Run/Walk Handicap events, which attracts the largest
number of Vets members, the numbers could be introduced in the 2nd half
of 2011 or be ready for the January event in 2012.
7.
Following their initial introduction the numbers will be printed
biannually. One at the start of the year after the initial grace period
for renewal and then 6 months after that (ideal as this will be just
before the start of the track and field season).
8.
The competition subcommittee would be responsible for managing
the ordering and distribution of the numbers.
9. Cost estimates:
a.
For 1500 patches or less $0.95 each + GST (no additional cost for
sponsors provided art work provided is suitable print format)
i. Minimum order = 50 patches
b. Packaging of patches: Envelopes = $50.00 for 500; Labels = $40.00 for 750
Attachment 2
ACT Veterans Athletic Club
Treasurer's Report March 2011 (Page 1 of 9)
Payments to be ratified by the Committee
Cheque Payee Amount Purpose
Payments made, to be ratified by the Committee
445684
Nick Blackaby $65.00
Lodgement of ACTVAC Annual Return with ACT Office of Regulatory
Services
445685 Cheque not used - incorrectly filled out.
445686
Australian Sports Commission
$2,175.00 Hire of AIS track for 3, 10, 17, 24
and 31 March 2011
445687 Neil Boden $83.85 Office supplies, printer cartridges
445688 Ken Smith $160.00 Payment to lodge postal relay results
445689 Cheque not used - incorrectly filled out.
445690
OAMPS Insurance Brokers $2,397.77
Payment for public liability insurance for 2011/2012, to 1 April
2012
445691 Mick Roche
$25.25 Refund for purchase of tea and coffee
and other supplies for T and F supper - February and March 2011
445692
Bernie Millett $71.09 Car
allowance and gas for Jan, Feb and March 2011 R/W handicaps
445693
John Alcock $187.31 Tea
coffee biscuits etc for Jan, Feb and March 2011 R/W handicaps
445694 Go Troppo $60.00 Fruit for March 2011 R/W handicap
Payments to be approved by the Committee
445695 Instant Colour Press $537.90 Printing Vet Runner April 2011 issue
445696
ACT Government Territory Venues and Events
$380.00 Hire of Stromlo Running Track for March
2011 R/W handicap
445697 Koomarri $64.67 Packaging April 2011 Vetrunner
Treasurer's Report March 2011
(Page 2 of 9)
Bank
account balances (February 2011)
Commonwealth
account at month start (01/02/2011)
$18,567.39
Commonwealth account at month end (28/02/2011)
$23,589.06
St George account at month start
(01/02/2011) CHECK
$4,308.00
St
George account at month end (28/02/2010)
$4,302.00
Income March 2011 (01/03/11 to 31/03/11) (Includes cleared cheques only)
Memberships (cash, cheques and credit card) $266.00
Memberships through Register Now $492.26
Track and field 24/2/2011 $305.00
Track and field 10/03/2011 $231.00
Track and field 17/03/2011 $358.75
Track and field 24/03/2011 $304.80
Championships $520.00
Throws handicap Feb 2011 $136.00
Throws handicap March 2011 $132.00
Run Walk handicap Feb 2011 $764.90
Run Walk handicap March 2011 $790.20
ACT Government grant 8,000.00
Total credits $12,300.91
Notes
The ACT Government grant is income for 2011/2012 and will not be credited as income for the current financial year.
Treasurer's Report March 2011
(Page 3 of 9)
Expenditure March 2011 (01/03/11 to 31/03/11) (Includes only cheques cashed by Payees)
T and F tea and coffee Jan to March 2011 $98.10
Portaloo hire February 2011 R/W handicap $97.00
Renewal of ACTVAC website domain $140.00
T and F purchase of movie tickets $250.00
Refund to AACT for monies collected from ACTAA athletes by ACTVAC for joint championships $116.00
Print of March 2011 Vetrunner $537.90
Postage February 2011 Vetrunner $150.88
Equipment insurance $700.00
Public liability insurance $2,397.77
Repair heavy weight Jayne Hardy $20.00
Spray paint Jayne - Hardy $52.30
Office supplies - Jayne Hardy $10.17
T and F end of 2010 celebrations – K Smith $26.61
Postal relays lodgement fee – K Smith $160.00
St John Ambulance, Feb 2011 R/W handicap $75.00
Tea and coffee etc Run walk handicaps 2011 $187.31
Koomarri – packaging Dec, Feb and March 2011 Vetrunners $266.22
Go Troppo - Fruit for February 2011 R/W handicap $60.00
Go Troppo - Fruit for March 2011 R/W handicap $60.00
Refund for attendance at Governance course - N Blackaby $50.00
Refund for lodgement of annual return to ACT Government $65.00
AIS – Hire of track for 4, 11, 18 and 25 February $1,740.00
Bank fees Commonwealth $18.98
Bank fees St George $6.00
Total debits $7,285.24
Notes
Credits
exceeded debits by $5,015.67 in March 2011. However, when the
$8,000 Government grant is discounted, debits exceeded credits by
$2,984.33 in March 2011.
Treasurer's Report March 2011
(Page 4 of 9)
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
February 11
– North Curtin 191
$764.90 $4.00
March 11 –
Stromlo Forest Park
196 $790.20
$4.03
Treasurer's Report March 2011 (Page 5 of 9)
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)
Feb 11 34 136.00 $4.00
March 11 33 132.00 $4.00
Notes
Treasurer's Report March 2011
(Page 6 of 9)
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
February 2011 12 48.00 $4.00
Treasurer's Report February 2011
(Page 7 of 9)
Track & Field Competition Reconciliation
Date Total Attendance
(Includes juniors and day members)
14/10/2010
(Opening night) 73
21/10/2010 85
28/10/2010 77
4/11/2010 75
11/11/2010 100
18/11/2010 75
25/11/2010 92
02/12/2010
(Not held)
09/12/2010 74
09/12/2010
(Final meet 2010) 65
06/01/2011
(Joint meet with ACTAA) 61
13/01/2011
(Joint meet with ACTAA) 55
20/01/2011 92
27/01/2011 92 plus 5 Bilbys
03/02/2011 102
10/02/2011 108
17/02/2011 97
24/02/2011 71
03/03/2011 Not held
Treasurer's Report March 2011 (Page 8 of 9)
Track
& Field Competition Reconciliation No. of
participants
Dollars
10/3/2011 Memberships ($38) 0 $0.00
Memberships ($62) 0 $0.00
Day membership ($5) 0 $0.00
Juniors ($2) 6 $12.00
Members ($4) 58 $232.00
Championship entry fees ($5) 1 $5.00
Unaccounted cash $3.00
Total collected $252.00
Less disbursements Fruit etc $16.00
Banked $236.00
17/3/2011 Memberships ($38) 0 $0.00
Memberships ($62) 0 $0.00
Day membership ($5) 4 $20.00
Juniors ($2) 9 $18.00
Members ($4) 83 $332.00
Championship entry fees (22 x $5) $110.00
Unaccounted cash $0.75
Total collected $480.75
Less disbursements Fruit etc $12.00
Banked $468.75
Treasurer's Report March 2011 (Page 9 of 9)
Track
& Field Competition Reconciliation No. of
participants
Dollars
24/3/2011 Memberships ($38) 0 $0.00
Memberships ($62) 0 $0.00
Day membership ($5) 0 $0.00
Juniors ($2) 5 $10.00
Members ($4) 77 $308.00
Championship entry fees (22 x $5) $0.00
Unaccounted cash $4.00
Total collected $322.00
Less disbursements Fruit etc $17.20
Banked $304.80
31/3/2011 Memberships ($38) 1 $38.00
Memberships ($62) 0 $0.00
Day membership ($5) 0 $0.00
Juniors ($2) 7 $14.00
Members ($4) 72 $288.00
Championship entry fees (22 x $5) $5.00
Unaccounted cash $0.40
Total collected $361.40
Less disbursements Fruit etc $16.00
Banked $345.4