ACT Veterans Athletics Club

Minutes of the Committee meeting held on 13 July 2011 at the Belconnen Soccer Club, Hawker ACT.

Present:
Jeff grey (Chair), Rachelle Ellis-Brownlee, Nick Blackaby, Narelle Blackaby (Observer), Craig Wisdom, Graham Burke.

1. Welcome: The meeting opened at 7.29pm.

2. Apologies: Paul Archer, Jan Banens, Fran Harris, Kathy Sims.

3. Adoption of Agenda: The draft agenda which had been circulated prior to the meeting was adopted.

4. Minutes of the previous meeting:
Motion: “ That the Minutes of the Committee meeting held on 15 June 2011 be accepted.” (Burke/Blackaby) – Carried.

5. Correspondence

(a)    Received:
•    Email from Paul Archer re proposed sale arrangements for club uniforms (proposal agreed to out of session)
•    Andrew Leigh MP re tent available for loan
•    Queensland Masters Association re new committee
•    NZ Masters Association re Winter Throw Pentathlon Challenge (forwarded to Jan Banens and Trish Thomas)
•    Lawrie Kupke re clash of events on weekend of 24/25 August 2011
•    SA Masters Association re new committee
•    Tasmanian Masters Association re new committee
•    Bob Schickert (AMA) re preview of WMA Perth 2015 bid presentation
•    Aust Sports Commission e-newsletter
•    Secretary AMA re notice of deadline for submission of proposed Constitution changes – (discussion held; Committee agreed that ACTVAC does not have any issues to raise and that it was not necessary to canvas broader membership on this occasion; also noted the clash of meeting dates with the Melbourne Marathon which may impact on ACTVAC representation at the AMA AGM.)
•    Letters from the ACT Minister for Health and also the ACT Health Department re award of a Health Promotion Grant of $10,000 for use in 2011/12 only.

Motion: “That the award of the grant be accepted.” (Ellis-Brownlee/Blackaby) – Carried.

Action 1/0711: It was agreed that Jeff Grey and Nick Blackaby should represent ACTVAC at the Award Orientation session to be held on 20 July 2011.
•    ACT Sport &Rec – notice re Community Support and Infrastructure Grants 2011/12. – applications close on 15 August 2011. (Agreed with some reluctance not to pursue a grant because Guidelines state clearly that “health-related and sporting projects will not be prioritised” and, despite that, there is also a tight timeframe in which to develop an acceptable bid.)

Rachelle passed on verbal expression of appreciation for the work done by ACTVAC members at the recent joint ACT Athletics/ACTVAC Cross Country Championships.

(b) Sent
•    Belconnen Soccer Club re meeting room reservation for 2011/12 Committee meetings
•    AMA re details of new ACTVAC committee
•    Sherryl Greathead (Social Group) re advice of committee meeting arrangements
•    Office of Regulatory Services re “Change of Committee Particulars” return
•    YMCA of Canberra Runners Club re acknowledgement of donation
•    Keith Law re AA national Cross Country Championships.

6. Reports

6.1 President’s Report
•    AMA Annual General Meeting – discussion held re possible arrangements in view of apparent error in AMA email. Action 2/0711: Graham to clarify dates and arrangements.
•    A lengthy discussion was held on the issue of joint track and field meets with Athletics ACT and there was a mix of views expressed.

Jeff noted that the response to his request in VetRunner had been disappointingly low with only a handful of responses received and these either did not support joint meets or raised queries about the concept.

It was noted that AACT is seeking a total of three joint meets with a possible fourth meet in early 2012 (an increase from the current two joint meets). Also, it is prepared to accept any meet program that ACTVAC wants. The issue of cost-sharing has not been settled. Also, the issue of involvement of Little Athletics is not clear.

Motion: “Having considered an approach by AACT for greater collaboration, the committee agrees to conduct a total of three joint athletics meetings with AACT, provisionally in November 2011 and January 2012, on the conditions that the program is determined by ACTVAC and that costs are shared.” (Ellis-Brownlee/Blackaby) – Carried.

Action 3/0711: Jeff to publicise the decision to membership via his column in VetRunner. Jeff also to advise Janene Kingston and Ken Smith and to liaise with the president of AACT.

•    Jeff reported that he had attended the recent ACT Sport and Rec seminar on ‘Conducting successful events.’
•    Jeff advised that he had held a brief discussion with Bryan Thomas about membership of the Awards sub-committee as agreed at the previous meeting (Action 26/0611) and Bryan had not seen any problem with the membership as it stands.

6.2 Secretary’s Report
•    2013 AMA National Championships – Graham reported that he had circulated the most recent (2010) version of the AMA Organising Manual to all committee members and that it contains a model organisation structure for the Local Organising Committee (LOC). He noted the importance of recruiting a LOC Convenor as soon as possible. Action 4/0711: Graham to liaise with Jeff in preparation of a suitable duty statement and position advertisement.

•    Jeff reported that he had approached the AIS (Action 14/0611) seeking formalisation of permission to hire the AIS track and associated facilities for the 2013 Nationals and had been promised a favourable response. However, it had not yet arrived. He undertook to continue pursuing the matter and, if necessary would seek assistance from ACT Sport & Rec to pressure the AIS to respond.

Jeff noted that, unless the AIS can guarantee the request to use the track and associated facilities will be approved, it will be necessary to advise AMA so that the venue can be transferred to another State. He had made the AIS aware of this and also had noted that it will be an ‘ACT Centenary’ event.

Action 5/0711: Jeff to pursue the issue with the AIS and, if necessary, to seek active support from ACT Sport & Rec.

•    Jeff advised that he had also raised the issue of access to Bruce Track first aid facilities (Action 20/0611) with the AIS and is awaiting a response.

•    Graham noted that the draft Strategic Plan had been circulated to all committee members but no comments had been received yet. Action 6/0711: graham to redraft the plan in line with earlier Sport & Rec suggestions and to re-circulate this to the committee, out-of-session if possible.

6.3 Treasurer’s Report
•    Nick presented the report covering financial transactions for June/July 2011, incorporating data on participation in ACTVAC events.  He added three payments to the circulated report as per the attachment to these Minutes. Motion: that the treasurer’s report be accepted.” (Blackaby/Burke) – Carried.
•    Club uniform sales. Action 7/0711: Rachelle undertook to obtain a sales report from Sue Archer.
•    Payment of AMA Capitation fees – Nick alerted the committee to the need to make a payment at some stage in the near future. Action 8/0711: Graham undertook to check previous Minutes and records supplied by Paul Archer to clarify the requirements and the agreed procedure before the next committee meeting.
•    Access to a CBA NetSaver Account – Action 9/0711: Nick to pursue the matter with CBA and advise the committee.

6.4 Competition Sub-Committee
•    AMA call for applications for Winter throwing Championship and other events – Rachelle advise that, in relation to the Throwing Championships, Ray Green/Sharon are to liaise with Jayne Hardy re preparation of a bid for the 2013-2015 triennium. Bids must be submitted by 16 September 2011. It was agreed that this process was acceptable provided that the bid is prepared in sufficient time for ratification by the committee prior to its submission to AMA. It needs to have ACTVAC committee support. Action 10/0711: Rachelle undertook to pursue the matter with Jayne Hardy.
•    Graham reported that he had advised Jayne Hardy that nobody seems to know where the fabled club rescusitator machine is located and that the committee is not inclined to purchase a replacement.
•    Rachelle advised that the Competition sub-committee considers its scope should be restricted to Track and Field meets and that a separate Out of Stadia sub-committee should be formed. There was no disagreement with this proposal.
•    Rachelle flagged the need to install a new concrete throwing circle at Masson St, particularly for use before the 2013 National Championships. However, the issue was not discussed.
•    Rachelle advised that the Competition sub-committee had sought guidance on the issue of whether or not a 6pm start to Thursday track meets is set in concrete. The committee agreed that there is no objection to a later start, say 6.30pm. Action 11/0711: Rachelle to advise the Competition sub-committee accordingly.
•    It was agreed that Rachelle will be the Committee liaison person with the Competition sub-committee.

6.5 Run/Walk Handicap Sub-Committee
•    Craig spoke to the sub-committee report which had been circulated.
•    Craig explained the discussion held by the sub-committee on the issue of whether or not cloth competitor numbers should be worn by participants in the monthly handicaps. The sub-committee view is that the wearing of numbers is not necessary and would add to workload.

Despite a lengthy discussion of the pros and cons, the committee did not reach agreement on the issue. Because the views of Throwing Handicap participants are awaited, it was agreed to defer consideration of the issue until all views are available.

•    Handicap tee shirts – It was agreed to follow John Hunt’s recommendation and approve the purchase of 15 ‘100 Handicap’ and seven ‘150 Handicap’ tee shirts. Action 12/0711: Nick to advise John Hunt and arrange payments.

6.6 Other Sub-Committees
There was insufficient time to discuss the paper circulated by Graham prior to the meeting. Action 13/0711: Graham and Rachelle to provide a paper for the August 2011 meeting which reviews the July 2010 “Policy on delegations to sub-committees”, recommends changes if these are considered necessary, and which formalises a structure and membership of those sub-committees which are active.

7. General Business
•    Child care at Monthly Handicaps – Jeff advised that this is still a live issue as he had been approached by some members asking what could be done to re-introduce the service. Action 14/0711: Graham to pursue advice from Jogalong (YCRC) about their arrangements.
•    It was agreed to defer consideration of the remaining issues listed for discussion until the next meeting. Action 15/0711: Graham to ensure outstanding matters are listed appropriately on the agenda for the next committee meeting.

The next meeting will be held on Wednesday, 10 August 2011, at the Belconnen Soccer Club, Hawker starting at 7:00pm.

 
ACT Veterans Athletic Club
Treasurer's Report June 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
445866    Kennards Hire    $97.00    Hire of portaloo May 2011 R/W handicap
445867    Go Troppo    $120.00    Fruit for May and June 2011 R/W handicaps
445868    AJ Parkes    $2,144.80    Payment for medals for Winter Throwing Championships
            
Payments to be approved by the Committee
445869    Instant Colour Press    $524.70    Printing Vet Runner July 2011 issue
445870    Australia Post    $98.22    Postage for July June 2011 Vetrunner
445871    Koomarri    $90.09    Packaging July 2011 Vetrunner
445872    Bernie Millett    $183.00    Car allowance for April, May and June R/W handicaps and purchase of 2 folding tables ($96)
445873    John Alcock    $250.53    Tea coffee biscuits etc for April, May and June R/W H/caps and X Country C/ships
            

 

Treasurer's Report June 2011
    (Page 2 of 5)

Bank account balances (May 2011)                    
Commonwealth account at month start (01/06/2011)        $21,545.54            
Commonwealth account at month end (30/06/2011)        $19,582.05            
St George portfolio cash management account at month start (01/06/2011)         $4,290.00            
St George portfolio cash management account at month end (30/06/2011)        $4,284.00            

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

 
Treasurer's Report June 2011
    (Page 3 of 5)
Expenditure June 2011 (01/06/11 to 30/06/11) (Includes only cheques cashed by Payees)    
    
Kennards Hire - Portaloo hire June R/W Hcap    $97.00
AACT  - ACTVAC payment for joint championships 2010 and 2011    $2,850.00
Aust Post – postage for May and June 2011 Vetrunners    $279.85
St John Ambulance – attendance at May R/W handicap    $75.00
Go Troppo – Fruit for May and June R/W Hcaps    $120.00
ICP – Print of June 2011 Vetrunner    $552.20
ICP – Print of annual report    $196.90
ICP – Print half marathon entry forms    $306.90
Koomarri – packaging June 2011 Vetrunners    $67.57
Bank fees Commonwealth    $12.00
Bank fees St George      $6.00
    
Total debits    $4,563.42
Notes
Debits exceeded credits by $1,969.19 in June 2011.

Debits do not show payment of $$2,144.80 to AJ Parkes for payment for medals for Winter Throwing Championships

 
Treasurer's Report June 2011        (Page 4 of 5)
Run / Walk Handicap Reconciliation
    
Event        No. of participants          Banked    Average
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
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

Throwing Handicap Reconciliation

Event        No. of participants          Banked    Average
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
April 11        24        96.00    $4.00
May 11        34        135.00    $3.97
June 11        29        117.00    $4.03
 

Treasurer's Report June 2011
    (Page 5 of 5)

Weight Pentathlon Reconciliation

Event        No. of participants          Banked    Average
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
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

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 29th June 2011

Location: Duus residence in Duffy

Present: Alan Duus (Chair), Stuart Reid, Rosemary Parker, Dave McKenzie, Craig Wisdom.

Apologies: Tony Fenotti, Steve Appleby

Supper: Tea; coffee; Fruit cake; Lemon tarts; Choccie Wheatons.

Issues of ACTVAC Committee import:

1.    Review of June event:
Organiser John Hunt thought the event went well and provided a very detailed report including a few suggestions for future events mainly related to organizing of officials prior to the event. Also, the map of the course reproduced in Vetrunner was not quite accurate.

Actions:     R/W Hcp sub-committee to consider providing most up to date contact details for event organizers prior to event, in addition to current reminder procedures for officials.
        Mt Ainslie course map to be updated.

2.    Alternative courses:
Considerations continuing.  Bindubi St/Little Black Mountain course is looking very promising.
The Pinnacle, Kowen Forest, Tuggeranong Pines and Googong Dam were also discussed.

Actions:     For Bindubi St, further investigation of access, siting for registration, and bike path safety consideration will be assessed prior to compilation of the draft 2012 R/W handicaps program being sent to main committee.
        Other possible courses will be further examined for suitability.

3.    Cloth numbers at R/W Hcp events.
There was some disappointment and concern that a proposal to introduce compulsory use of cloth numbers by participants in R/W handicap events was not brought to the attention of the sub-committee.
 Craig Wisdom explained the background to this decision with reference to the trial undertaken during the previous Track & Field season.
It was noted that no members of the R/W Hcp Sub-committee regularly attend T&F meets.
There was over whelming consensus that administration, implementation and policing of the use of cloth numbers for all participants at R/W handicap events would be more of a burden to organizers than it would assist in reducing recording errors.
Stuart Reid indicated that on average there were 5 errors per event where a finishers’ number or name were incorrectly recorded after an event. Although it is impossible to determine, he suspected some of these errors were the fault of officials writing the incorrect details despite being given a correct name and number. Certainly incorrect numbers are occasionally given by participants to recorders. When these errors do occur, reference is made the ACTVAC database using the participants’ name via on site computer access.
Having to provide substitute numbers for participants who forget theirs, provision of textas, pins and paper substitutes, and possibly having to roster extra officials were indicated as examples of the inconvenience associated with following the policy of mandating the use of cloth numbers at handicap events.

Actions:     Craig to discuss the concerns of the R/W Hcp sub-committee regarding the introduction of cloth numbers at handicap events at the next committee meeting.

4.    Next Meeting – August 3 at Fenotti residence.

Meeting concluded at 9.30 pm.

(Meeting notes compiled by Craig Wisdom – ACTVAC Committee rep to Run/Walk Handicap Sub-Committee).