ACT Veterans Athletics Club
Minutes of the Committee meeting held on 10 August 2011 at the Belconnen Soccer Club, Hawker ACT.
Present:
Jeff Grey (Chair), Rachelle Ellis-Brownlee, Graham Burke, Nick
Blackaby, Paul Archer, Jan Banens, Fran Harris, Craig Wisdom and
Narelle Blackaby (Observer.)
1. Welcome: The meeting commenced at 7:10pm.
2. Apologies: Kathy Sims (overseas).
3. Adoption of the Agenda:
It had been arranged that Geoff Barker who had volunteered to be one of
the Club’s Member Protection Information Officers, would speak to the
Committee to explain the role of an MPIO. With that addition, the draft
Agenda was adopted.
4. Minutes of the previous meeting:
Rachelle sought an amendment to the draft Minutes (page 4, Item 6.4,
penultimate dot point, change “The committee agreed that a later start
is probably desirable…” to read “The committee agreed that there is no
objection to a later start,…” The change was accepted. Motion: “That the Minutes of the Committee meeting held on 13 July 2011, as amended, be accepted.” (Burke/Wisdom) – Carried.
5. Action arising from those Minutes not listed separately on the Agenda: It
was noted that the deadline for submission of a bid to host the Winter
Throwing Championships in the 2013 – 2015 triennium is approaching. Any
proposal being prepared by members needs clearance by the Committee
before it can be lodged. Out-of Committee consideration may be needed.
The deadline for submission of any bids is 16 September 2011. Action 1/0811: Rachelle agreed to work with Jayne Hardy and to pursue the matter with Ray Green.
6. Correspondence In:
•
AMA Annual Meeting – This is scheduled for 8 and 9 October in
Adelaide. AMA has advised that Notices of Motion and Nominations for
Board Positions close on 7 September and Reports, including financial
reports are required by 15 September. Nominations for the Merit Awards
close on 15 September but the criteria had yet to be supplied. Action 2/0811: Graham to pursue Merit Award criteria from AMA.
The
Committee did not have any nominations for AMA Board positions but Jan
sought to include a Notice of Motion to allow for older athletes to
have a choice about javelin weights. Graham advised that any such
submission would need to show what Rules would need to be changed, the
details of such changes, and the pros and cons of the proposal,
including comment on known views of Thrower members.
Further,
to give the Committee an opportunity to examine the proposal
out-of-session and to meet the submission deadline of 8 September, such
information would be needed by 17 August. Action 3/0811: Jan to collate relevant information and to work with Graham on developing an appropriate proposal.
Attendance at the AMA AGM is still undecided. While Graham is now available, Jeff may not be able to attend. Action 3/0811: Graham to pursue out-of-session.
•
ACT Health Grant for Health Promotion – The Deed of Grant for the
$10,000 grant has been signed. It imposes requirements concerning
actions to be taken and reporting/acquittal arrangements. Action 04/0811: Jeff undertook to develop an implementation plan that complies with Deed requirements.
The
original copy of the Deed of Grant will be held by the Secretary but it
was suggested that details be incorporated in a new password-protected
section of the Club’s database. Action 05/0811: Jeff to pursue the issue with Stuart Reid.
•
ACT Sport & Recreation Services “Thanks Awards” – Jeff
advised that discussions with SRS had resulted in them now agreeing to
accept direct nominations from ACTVAC, rather than via Athletics ACT.
It was generally agreed that Trish Thomas and Stuart Reid were worthy
nominees. Nominations close on 9 September. Action 06/0811: Graham to circulate award criteria to full Committee and to pursue nomination details for Trish Thomas and Stuart Reid.
• Office of Regulatory Services – Extract of Annual Return for 2011-2012
•
Email from Janene Kingston re access to address label printer to
enable postage of cloth numbers. The printer is held by Trish Thomas.
There was a brief discussion about why postage was necessary. Action 07/0811: Graham to discuss with Janene.
• ACT Sport & Recreation Services – advice re Foundations of Directorship Program in 2011 -2012.
• Email from YCRC about change of web address to canberrarunner.org.au.
•
Email from Neil Boden advising of contact details of ACT
Centenary of Canberra project officer, Dan Watters. Jeff advised that
preliminary discussions had been held about funding to assist with the
2013 AMA Nationals and further information needs to be prepared to give
to him. Jan advised that she had contacted the office of the ACT
Minister for Sport seeking an appointment to discuss funding. It was
noted that there is a need to avoid duplication of funding approaches
to avoid confusion. Action 09/0811: Jeff
to be responsible for pursuing ACT Government funding at this stage.
Jeff to obtain further details from Jan and Fran about advice they have
received from Victorian Vets.
• Email from John Hunt confirming that Run/Walk Handicap Award tee shirts had been ordered.
• AIS re maintenance of AIS Track score board – out of action until October.
• Advice re Carcoar Cup Running Festival, November 2011.
7. Correspondence Out
•
Letter to AMA re payment of capitation fees – AMA was advised
that ACTVAC’s next payment would be in December. There was a brief
discussion about the history of the payment issue which will need
clarifying before the AMA AGM in early October. Action 08/0811: Graham to pursue with Nick.
•
eBulletin advice re Blue Mountains Athletics Club Winter Throws
Competition. Some members noted that use of the eBulletin for
non-ACTVAC events was against Club policy although this is not written
policy. Action 09/0811: Graham to draft a formal policy statement.
• Om Shanti re use of massage students at the ACTVAC Half Marathon.
8.1 President’s Report:
•
2013 Nationals – Jeff and others expressed frustration at AIS
delays in providing written confirmation about facility hire for the
Nationals in 2013. Action 09/0811: Jeff will pursue the matter.
The
advertisement in the recent issue of VetRunner seeking expressions of
interest in the position of 2013 Nationals Local Organising Committee
Chair/Convenor had not brought any responses.
It will be
necessary to review the overall situation at the next committee
meeting. A worst case scenario is advising AMA that ACTVAC is unable to
conduct the event but this may need to be considered.
•
Collaboration with Athletics ACT – Jeff advised that a formal
response is awaited from AACT to the ACTVAC proposal.
•
ACT Sport & Recreation Services – Jeff and Rachelle met with
SRS on 9 August and the meeting went well. SRS was open to discussion
about the role of ACTVAC. However, continued operational funding is not
guaranteed.
SRS sounded sympathetic to funding improvements to
facilities at Masson Street but ACTVAC needs to provide a considered
list of such bids. Some members noted the need for toilet facilities at
Masson Street. Action 10/0811:
Advice needed from Masson Street users as to what improvements are
considered necessary. Jeff undertook to coordinate the approach to SRS
once a suitable list of desired improvements is available.
Jeff
advised that new ACT Government initiatives such as Working with
Vulnerable People might provide some scope for some future funding,
provided there is synergy between the work required and ACTVAC aims.
•
Jeff advised that arrangements had been made for the Canberra
Times to interview/take photos of some ACRVAC members running the City
to Surf race.
9. Geoff Barker – Member Protection Information Officer
Geoff
explained that he had been unable to make contact with Sue Bourke, the
other MPIO. He explained the role of the MPIOs (to listen to people
with concerns and to assist in working out what they might do but not
to be advocates to intervene.) Basically, MPIOs are an ‘impartial ear’
available to members.
There are no formal reporting requirements by either ACTVAC or by the MPIOs.
It
was agreed to include MPIO contact details in the VetRunner Directory
section and for an information article to be included in VetRunner and
on the website. Action 11/0811: Geoff to arrange with Narelle (as Editor of VetRunner).
It was noted that the appointment of MPIOs means that the ACTVAC Policy on Member Inclusion Support requires amendment. Action 12/0811: Graham to prepare a new draft policy and submit to Committee for adoption.
10. Secretary’s Report
•
Strategic Plan and subsidiary plans – Graham explained how he had
arrived at the draft Strategic Plan which he had circulated. The draft
relies heavily on that prepared by the previous Committee but takes
account of feedback from SRS. After the Strategic Plan is finalised and
accepted by the Committee, the next step is to draft an Operational
Plan, which will also incorporate material prepared by the previous
Committee. Action 11/0811: Graham to draft the Operational Plan and circulate it to Committee members for their consideration.
Various wording amendments to the draft Strategic Plan were accepted. Motion:
“That the draft Strategic Plan be approved, subject to incorporation of
the amendments accepted at the meeting.” (Archer/Burke) – Carried.
•
Sub-Committee structure: Due to the lack of time, discussion of
the paper circulated by Graham was deferred until the next meeting.
•
Access to the membership database – Graham had circulated a list
supplied by Stuart Reid of people with various levels of access to the
database. Rachelle queried why Mick Corlis and John Donovan have a high
level of access. It was agreed that, while there needs to be a limit on
availability of access, this has to be balanced against the need to
have reliable back-up for the Webmaster. It was suggested that the
President should have Administrator access as well, including how to
allocate access provisions. Action 12/0811:
Graham to seek information about frequency of access by those listed in
the paper and to investigate the risk management issue about Webmaster
back-up.
• Child care at Run/Walk Handicaps –
Graham advised that the Jogalong uses YMCA child care services but the
Jogalong is run by the YCRC so it has the advantage of affiliation with
YMCA. Action 13/0811: Graham to approach YMCA re possible arrangements for ACRVAC events. Action 14/0811: Paul to check availability of data re who used child care facilities at the Monthly Handicap.
11. Treasurer’s Report:
Nick advised that an error had occurred in producing the report
although the list of payments to be ratified and the list of those
payments proposed as set out on Page 1 were correct. Motion: “That the payments made and payments proposed as listed on Page 1 of the report circulated be approved.” (Blackaby/Burke) – Carried.
Nick advised that further information is needed on the advisability of using a Commonwealth Net Saver account. Action 15/0811: Nick to pursue.
Similarly, action has still to be taken to close the St George Investment account. Action 16/0811: Nick to pursue.
Nick
advised of potential problems with use of the hired portaloo at the
Monthly Handicaps. At present, Tony Harrison volunteers to pick it up
from Kennards and to return it after the handicap event. However, this
is causing him some difficulties and he has raised the issue of the
club purchasing one. It was agreed that there is a range of issues to
consider such as storage, cleaning, maintenance, and insurance. Action 16/0811: Nick to seek further information on the options available.
12. Competition Sub-Committee: Rachelle advised the committee had not met recently but is due to meet soon. Action 17/0811: Rachelle undertook to circulate a report of the sub-committee meeting out-of-session.
Paul
advised that, as far as uniform sales are concerned, there had been
some issues with the appropriateness of sizings. All the Medium-sized
stock has been sold. Reports from some Throwers are that the larger
size singlets are too tight at the base and Sue Archer will discuss
this with the suppliers.
13. Run/Walk Handicap Sub-Committee: Craig spoke to the report circulated prior to the meeting.
There
is some concern held by the Sub-Committee about an apparent decline in
participant numbers, particularly in the longer distance Thomas Series.
This pointed to the need to revive the Member Services Sub-Committee in
order to replenish participant numbers.
Craig had passed on the
Committee’s position on the issue of cloth numbers and noted that
advice was still awaited on the final position. The matter is to be
discussed further after the final Throwers’ position is known. Earlier
in the meeting, Jan had advised that after brief discussion with some
Thrower members, the position is that, while they didn’t see the
obligatory wearing of cloth numbers as necessary, they would wear them
if they have to do so. Action 18/0811: Jan to provide formal advice of Throwers’ position on the issue.
14. Closure: The meeting closed at 10:32pm. The next meeting will be held on Wednesday, 14 September 2011 starting at 7:00pm.
ACT Veterans Athletic Club
Treasurer's Report July 2011 (Page 1 of 5)
Payments to be ratified by the Committee
Cheque Payee Amount Purpose
Cheque
Number
Payments made, to be ratified by the Committee
445878 Trophy Link $647.65 Medals for half marathon per Brian Thomas
445879 Kennards Hire $97.00 Hire of portaloo July 2011 R/W handicap
445880
AMA $3,465.00 Payment of AMA
affiliation fees for 495 members for 2011/2012, at $7 per member.
Payments to be approved by the Committee
445881
Graham Burke $35.00
Re-imbursement of payment to ACT Office of Regulatory Services
for lodgement of Annual Return
445882 Instant Colour Press $524.70 Printing Vet Runner August 2011 issue
445883 Koomarri $63.80 Packaging August 2011 Vetrunner
445884
Narelle Blackaby $59.65
Office supplies, stamps etc on behalf of Treasurer
445885 Go Troppo $60.00 Fruit for July 2011 R/W handicap
Treasurer's Report July 2011
(Page 2 of 5)
Bank account balances (May 2011)
Commonwealth
account at month start (01/06/2011)
$19,582.05
Commonwealth account at month end (30/06/2011)
$19,582.05
St George portfolio cash management
account at month start (01/06/2011)
$4,284.00
St
George portfolio cash management account at month end
(30/06/2011) $4,278.00
Income June 2011 (01/06/11 to 30/06/11) (Includes cleared cheques only)
Memberships (cash, cheques and credit card) $38.00
Memberships through Register Now $191.20
Cross Country Championships per Register Now and cash $155.21
Half marathon per Register Now $89.61
Sponsorship Kingston Physiotherapy $242.48
Weight pentathlon June 2011 $36.00
Throwing handicap June 2011 $117.00
Run Walk handicap June 2011 $719.30
Donation from YMCA Canberra Runners Club for assistance at Canberra Times marathon $1,000.00
Interest (Commonwealth Bank) $5.43
Total credits $2,594.23
Notes
Income does not show July run walk and throwing handicap fees of approximately $700.
Treasurer's Report July 2011
(Page 3 of 5)
Expenditure June 2011 (01/06/11 to 30/06/11) (Includes only cheques cashed by Payees)
AJ Parkes Winter throwing medals $2,144.80
Trophy Link -
Medals for half marathon per Brian Thomas $647.65
John Alcock - Tea coffee etc for R/W H/caps and X Country C/ships $250.53
Aust Post – postage for July 2011 Vetrunners $98.22
St John Ambulance – attendance at June R/W handicap $75.00
ICP – Print of July 2011 Vetrunner $524.70
Kea Sportswear - Second payment for uniforms $917.80
Bernie Millett - Car allowance and purchase of 2 folding tables ($96) $183.00
Koomarri – packaging July 2011 Vetrunner $90.09
Antony Choice - Refund of 2011 membership paid twice $38.00
Bank fees Commonwealth $12.66
Bank fees St George $6.00
Total debits $4,986.45
Notes
Debits exceeded credits by $4,506.83 in July 2011.
Debits do not show expected payment of $$3,465.00 capitation fees to AMA.
Treasurer's Report July 2011 (Page 4 of 5)
Run / Walk Handicap Reconciliation
Event
No. of participants
Banked Average
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
April 11 – Mt Majura
168 $671.90
$3.99
May 11 – Stromlo West
176 $725.40
$4.12
June 11 – Mt Ainslie
177 $719.30
$4.06
July 11 – Blewetts
162 $644.30
$3.97
Throwing Handicap Reconciliation
Event
No. of participants
Banked Average
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
April 11 24 96.00 $4.00
May 11 34 135.00 $3.97
June 11 29 117.00 $4.03
July 11 25 100.00 $4.00
Treasurer's Report July 2011
(Page 5 of 5)
Weight Pentathlon Reconciliation
Event
No. of participants
Banked Average
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
March
2011 (Championships) *
18 110.00
$6.55
April 2011 11 44.00 $4.00
May 2011 18 73.00 $4.05
June 2011 9 36.00 $4.00
July 2011 11 44.00 $4.00
Notes: Figure for March 2011 indicates a number of members entered championship events but did not compete on the day.
ACTVAC Run/Walk Handicap Sub-Committee meeting – 7.30pm Wednesday 3rd August 2011
Location: Fenotti residence in Wanniassa
Present: Alan Duus (Chair), Tony Fenotti, Stuart Reid, Rosemary Parker, Dave McKenzie, Craig Wisdom.
Apologies: Steve Appleby
Supper: Tea; coffee; Tea cake; Choc Mint biscuits.
Issues of ACTVAC Committee import:
1. Review of June event:
Organisers
Geoff Barker & Peter Thompson provided feedback for the R/W Hcp SC
which was very positive. A few late arrivals did delay the conclusion
of the recording duties but this was only by less than 2 minutes.
One
member expressed concern regarding the adequacy of the handicapping
system and the lack of application of “handicappers discretion” in
assigning start groups.
Actions: An article will be produced by Stuart & Tony for Vetrunner explaining the R/W handicapping system.
2. Preparation for next event:
Mt
Taylor event on 28th August. Organiser is Martin Butterfield and a full
list of volunteers have been allocated for the event.
3. Alternative courses:
Considerations
continuing. Bindubi St/Little Black Mountain course is looking
likely to be the backup course if Campbell Park is considered
unsuitable.
Feasability of The Pinnacle & Kowen Forest are still yet to be fully examined.
An
alternative course has been suggested which can commence at the
‘Majura’ event start on Antill St, Watson. This will be investigated
over the ensuing weeks.
Actions:
Further investigation of Bindubi St for siting of the
registration and recording area, and bike path safety will be assessed.
Ongoing evaluation of other suggested courses continuing.
4. Cloth numbers at R/W Hcp events.
Craig
wisdom advised the R/W Hcp Sc that the decision regarding the use of
cloth numbers at monthly events has been held over by the main
committee pending feedback from the throwing group.
Actions: Craig to keep R/W Hcp SC members informed of main committee decisions relating to this matter.
5. Participant numbers at R/W Hcp events
Concern
was raised regarding the apparent drop in participant numbers at
monthly R/W Hcp events. SC members queried whether discontinuation of
child care arrangements had reduced numbers.
Also, younger member
numbers seem to be not ‘replenishing’ the running event numbers as
(usually) members move on to the walking event.
A general consensus was voiced that a major priority for ACTVAC should be attracting new members.
Actions:
Craig to seek information from main committee regarding the
members who utilized the childcare service in the previous year to
check if they are still attending events.
Craig to inform the main
committee of R/W Hcp SC concerns regarding participation numbers
declining.
6. Next Meeting – August 31st at the Parker residence.
Meeting concluded at 9.00 pm.
(Meeting notes compiled by Craig Wisdom – ACTVAC Committee rep to Run/Walk Handicap Sub-Committee).