ACT Veterans Athletic Club Inc
Minutes of the Committee meeting held on 12 April 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 draft agenda was agreed with the addition of an item on ‘first aid officers’.
4. Minutes of the previous meeting:
The minutes of the March 2011 meeting were accepted.
5. Correspondence
No relevant correspondence
6. Reports:
6.1 President’s Report
Rachelle covered the following issues in her report:
•
The womens and girls fun run – thanks to all helpers especially
Trish Thomas for organising medals at late notice;
•
Recognition of special people at the Track and Field meets –
suggested Linda Taylor, Jane McGlew, Norm Mackie and Neil Boden be
given a $100 Westfield gift voucher in recognition of their service to
the club (this was unanimously accepted);
• Nick and Rachelle are verifying entries for the Brisbane nationals at the request of the AMA.
6.2 Secretary’s Report
Paul covered the following issues in his report:
• He had submitted the necessary papers to the ACT government and that the $8000 grant had now been paid.
•
On behalf of ACTVAC he attended a workshop held by ACT Land and
Planning on 1 April to discuss the ‘Molongolo River Park Concept Plan’
which will included an 11Km track along the Molongo from the
Ttuggeranong Parkway to a point 4Km South of Coppins Crossing.
6.3 Treasurer’s Report
The Treasurer’s report was considered and agreed, subject to correction of a typo in relation to championship medals.
6.4 Competition portfolio
The following points were noted:
•
An article will be placed in the Bulletin asking members who are
qualified to administer first aid to identify themselves – the aim is
to have qualified people available at track and field meets in case of
emergency;
• The numbers at track and field meets
this season were less than expected – it was suggested that we look
back at previous seasons to see if this is related to the program.
6.5 Run/Walk Handicap portfolio
Craig noted a possible change to the Blewitts Pines course.
6.6 Throws portfolio
Duncan reported that throws events are running smoothly.
6.7 Member Services portfolio
Various ideas for revitalising the MSSC were discussed.
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 AGM preparation
AGM
too be held on 24 May at the Belconnen Soccer Club Hawker. Bookings are
made, reports due by end April. Paul will write an article for the
Bulletin urging members to attend. Notifications in Vetrunner will
continue.
Other points re AGM:
• Returning officer needs to be appointed;
• Names to be taken at the door – crossed off from a list of current members;
• Voting papers needed;
• Public officer – resolved that this position would become the responsibility of the Secretary;
• Paul will remind people that reports are due by end April.
7.2 Budget
The 2011 – 2012 budget remains to be organised – will be ready for the May committee meeting.
7.3 End of T&F season arrangements
There
will be a special supper at the final track and field night. Members
will be asked to bring a plate. Kathy will purchase drinks to the value
of $100. An ‘awards night’ will be held on 6 May at the Belconnen
Soccer Club. Paul will make a poster to be attached to the weekly
Bulletin.
7.4 Run / walk handicap T-shirts
Rachelle will contact John Hunt to discuss options for replenishing stock of the monthly handicap T-shirts.
8. Other Business
The committee noted the following with regards to club annual awards.
A.
The committee has formally delegated the function of considering and
awarding ACTVAC Awards via the ‘Instrument of delegations’ policy:
Awards Sub-committee
Function
•
The consideration of eligible nominees for ACTVAC and other
‘subjective’ awards and granting of those awards.
• Nomination of candidates for AMA awards to the general committee.
Conditions
• The selection of recipients for ACTVAC awards is at the sole discretion of the Awards Sub-committee.
• The sub-committee operates within the terms and conditions of the individual awards.
•
The sub-committee must publish the current terms and conditions
of all relevant awards on the ACTVAC web site.
B. Eligibility Criterion 2 (the athlete must be a member of good repute, known for good sportsmanship) is subjective.
C.
The characteristics of sportsmanship are accepted to be respect,
courtesy, fairness, being a good winner and a good loser. It is about
the demonstration of this positive and generous behaviour and not
simply the absence of poor behaviour.
Recognition of members on the Awards Sub-committee
The
ACTVAC ‘Instrument of Delegations’ policy formally delegates the
function of considering and awarding ACTVAC awards and providing
nominations for the AMA Awards to the Awards Sub-committee.
The
Committee recognizes the following club members as members of the
Awards Sub-committee and therefore authorizes their performance of the
functions delegated to that Sub-committee: Neil Boden, John Hunt, Kathy
Sims.
In accordance with Part III Section 21 of the
Constitution, the Committee has formally delegated the function of
considering and awarding ACTVAC awards, and providing nominations for
the AMA awards, via the Delegation Policy. This provides that the
selection of recipients for ACTVAC awards is at the sole discretion of
the Awards Sub-committee and that the Sub-committee operates within the
terms and conditions of the individual awards.
Award decisions are at the confidential discretion the Awards Sub-committee and are non-appellable.
The meeting closed at 10.30pm.
9. Next meeting
10 May 2011
ACT Veterans Athletic Club
Treasurer's Report March 2011 (Page 1 of 9)
Payments to be ratified by the Committee
Cheque Payee Amount Purpose
Cheque
Number
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