ACT Veterans Athletics Club Inc.
Minutes of the Committee meeting held on 15 June 2011 at the Belconnen Soccer Club, Hawker ACT.
Present:
Jeff
Grey (Chair), Rachelle Ellis-Brownlee, Nick Blackaby, Narelle Blackaby
(Observer), Paul Archer, Jan Banens, Fran Harris, Kathy Sims, Craig
Wisdom, Graham Burke.
1. Welcome: The meeting opened at 7:07pm.
2. Apologies: None.
Fran,
Jan and Kathy will be unable to attend the July Committee meeting as
they will be participating in the World Masters Championships,
Sacramento, USA.
3. Adoption of Agenda: The draft agenda circulated on 10 June was adopted.
It
was agreed that Committee meetings would be held on the second
Wednesday each month (except January when no meeting will be scheduled)
and commence at 7pm. It was also agreed that, without restricting
discussion, the aim should be to conclude meetings by 9:30pm although
it was accepted there may be exceptions to this.
Action 1/0611:
To assist the process, Graham will suggest indicative discussion times
for items proposed on the draft agenda circulated each month.
Action 2/0611: An updated list of Committee meeting dates will be sent to Committee members by the Secretary.
4. Minutes of the previous meeting:
Motion: “That the Minutes of the Committee meeting held on 10 May 2011 be accepted.” (Archer/Wisdom) – Carried.
5. Correspondence
(a) Received:
•
ACT Sport and Rec Services re workshop on recruiting and
retaining officials, 27 July 2011, no cost – it was agreed to submit
registrations for Rachelle Ellis-Brownlee and Janene Kingston (if she
wants to attend.) Action 3/0611: Graham to follow-up.
•
ACT Sport and Rec Services re workshop on conducting successful
events, 23 July. Action 4/0611: Jeff to register his attendance.
• YMCA of Canberra Runners Club – acknowledging ACTVAC support for recent Half Marathon.
•
YMCA of Canberra Runners Club – appreciation for assistance at
the Canberra Running Festival in April and a cheque for $1000. Action
5/0611: Secretary to acknowledge payment and express gratitude and
offer of continued support.
• Australian
Masters Games, Adelaide, October 2011 – promo material. Action 6/0611:
Agreed to provide members with contact information but with disclaimer
that this is not an AMA competition. (Secretary/Editor of Vetrunner.)
•
AMA – two requests for new Committee contact details. Action
7/0611: Secretary to provide appropriate information.
• Triathlon ACT re Winter Sports Fest – no action as there is a clash with Monthly Handicap.
• ACTSport President’s Breakfast, 8 July 2011 – declined.
•
Jayne Hardy re state of gas urns. Action 8/0611: Graham to raise
with Bernie Millett/John Alcock and contact Jayne.
(b) Sent
• ACT Sport and Rec Services – progress acquittal of Operational Assistance grant (completed by P Archer.)
• Change of Public Officer Particulars return to Registrar-General (Associations Incorporation Act.)
•
Belconnen Soccer Club, Hawker – appreciation for assistance
provided, both financial and practical, over the past year.
6. Reports
6.1 President’s report:
Jeff covered the following issues in his report:
•
As noted in his Vetrunner report, Jeff acknowledged to good work
of the previous committee and sub-committees.
• He
had attended the ACT Athletics AGM and also a special meeting involving
ACT Athletics, its member clubs, ACTVAC and ACT Little Athletics to
consider ways to improve the program available to ACT athletes of all
ages and standards.
• ACT Athletics has
established a sub-committee to plan for the 2011/12 T&F season and
Ken Smith has agreed to represent ACTVAC.
• ACT
Athletics is keen to conduct more joint meets with ACTVAC (in Oct, Nov
and Dec 2011 in addition to the two held previously in January and the
joint championships.)
Some committee members noted concerns
about this, particularly in relation to the conduct of Throwing events
(both in relation to the number of allowed throws and also concerning
the status of competitors acting as officials) and the fact that ACTVAC
numbers at earlier joint meets had been low.
A suggestion made
was that perhaps the concept of “joint events” rather than full joint
meets could be considered as there are precedents for this. It was
agreed that additional fleshing out of ACT Athletics wishes and ACTVAC
member views is needed.
Action 9/0611: Jeff to brief Ken Smith about
Committee member views and to seek more specific information about ACT
Athletics possible wishes.
Action 10/0611: The President’s report in
Vetrunner concludes with a request for members to express their views
about possible joint efforts with ACT Athletics and Committee members
are urged to provide Jeff with their views and also to encourage the
broader membership to provide advice on the matter.
6.2 Secretary’s report
Graham covered the following issues in his report:
•
Committee meeting calendar. Action11/0611: Graham to alert the
Social Group to the fact that Committee meetings are now being held on
the second Wednesday each month.
• As a governance
priority, it is desirable for the new Committee to either change or
ratify sub-committee arrangements and to be clear about lines of
control and delegated powers. Action 12/0611: Graham to liaise with Rachelle on the issue and provide a paper for the next Committee meeting.
• Strategic Plan 2011-13 – this requires progressing. Action 13/0611:
Graham to circulate draft to all Committee members and to work with
Jeff and Rachelle on a paper for the next Committee meeting.
•
2013 AMA Nationals – it is necessary to put in place planning
arrangements for this event. It was agreed that this requires dedicated
resources. It was noted there is still lack of a clear and
authoritative response from the AIS re use of the track and associated
facilities and it was agreed that this is a priority issue to resolve.
Action 14/0611:
Jeff to discuss with Paul re history of approaches to AIS and to
arrange discussions with AIS and, if necessary, with ACT Sport and Rec
to obtain its support.
Action 15/0611:
Graham to check with AMA re amendments to 2009 Nationals Organisation
Manual. Also, to seek AMA advice re sponsorship prospects.
Action 16/0611: Graham to draft a paper for the next meeting on possible organisational framework and timelines.
•
ACTVAC membership database. The issue of access to
membership details was raised. This had been addressed by the previous
Committee. It was agreed that it is good governance for the new
Committee to be aware of limits on access to membership data and who
has access. Action 17/0611: Graham to discuss with Stuart Reid and to
provide advice to Committee.
6.3 Treasurer’s report
Nick covered the following issues in his report:
•
AMA has called for bids to conduct the Winter Throwing
Championships between 2013 and 2015. While these have been held very
successfully in Canberra in the past, there is no guarantee that ACTVAC
will be awarded the right to conduct the competition in the future. AMA
may decide that another State/Territory should be given the chance to
conduct the event. It was agreed that membership views should be sought
about whether or not ACTVAC should make a bid and, if so, if members
are prepared to undertake the task of organising and conducting the
meet.
Action 18/0611:
Jan to obtain details of AMA call for bids from Nick and then to liaise
with Val Chesterton about an item in the weekly e-bulletin asking for
membership views. Jan also agreed to seek the views of ACTVAC Throwers.
•
Nick presented the report covering financial transactions for May
2011(as per Attachment to these Minutes.) This includes data relating
to participation in ACTVAC events which will be abbreviated in future
reports. Motion: “That the Treasurer’s report be accepted.” (Blackaby/Burke) – Carried.
• Banking arrangements were discussed.
Motion:
“That the signatories for the ACT Veterans Athletics Club Inc
Commonwealth Bank Cheque Account (Account No. 062-908:0090-9694, held
at the Woden ACT Branch) be the President Jeff Grey, Vice-President
Rachelle Ellis-Brownlee, Secretary Graham Burke, and Treasurer Nick
Blackaby, with two signatories required to operate the account.”
(Blackaby/Burke) – Carried.
Motion:
“That the signatories for the ACT Veterans Athletic Club Inc St George
Term Deposit Account (Account No. 000 0350490273) be the President Jeff
Grey, Vice-President Rachelle Ellis-Brownlee, Secretary Graham Burke,
and Treasurer Nick Blackaby, with two signatories required to operate
the account.” (Blackaby/Burke) – Carried.
Motion:
“That the ACT Veterans Athletics Club Inc Committee approve the closing
of the St George Portfolio Cash Management Account (Account No. 112-908
140081455.)” (Blackaby/Burke) – Carried.
Motion:
“That the funds from the St George Bank Portfolio Cash Management
Account be deposited in the Commonwealth Bank Cheque account.”
(Burke/Banens) – Carried.
• Action 19/0611: It was agreed also that the Treasurer should investigate the value of placing operational funds in a CBA NetSaver account.
6.4 Competition portfolio
•
Minutes of the Competition Sub-Committee meeting on 31 May 2011
were noted. The focus was on a review of ACT T&F Championships.
•
Access to first aid facilities at the AIS track was discussed. It
was thought that the AIS attendants might hold first aid qualifications
but access to on-site first aid facilities is desirable. Action 20/0611: Jeff to raise the matter with the AIS as part of his discussions re the 2013 Nationals.
•
Graham reported that Jayne Hardy had emailed seeking a search for
the club’s resuscitator purchased following the death of Chris Higgins.
He advised that discussions with club members who had been active in
T&F events had confirmed that the club did in fact purchase the
equipment but it had disappeared some years ago. It was agreed that a
new machine would not be purchased. Action 21/0611: Graham to advise Jayne.
6.5 Run/Walk Handicap portfolio
•
Minutes of the Run/Walk Handicap Sub-Committee meeting held on 1
June 2011 were tabled. The committee’s discussion in relation to
potential new courses was noted as was the participation of some
members in the ACT Parks and Gardens Recreation Users Forum.
•
Graham advised that two sub-committee members had raised issues
about the use of cloth numbers for handicap competitors. It was agreed
that the previous committee decision required a review as it lacked
clarity. The intent was for cloth numbers to be worn at all ACTVAC
events. However, further consultation was clearly needed. Action 22/0611: Craig
to consult with the Handicap Sub-Committee and Jan to ascertain views
of Throwers with advice to be provided to graham prior to the next full
committee meeting.
• John Hunt has provided advice
on availability of Handicap tee shirts and possible costs but not all
Committee members had seen his report. Action 23/0611: Graham to circulate report to all Committee members and list the matter for decision at the next Committee meeting.
7. General Business
7.1 Recruitment and training of officials for ACTVAC T&F Championships and 2013 Nationals. Discussion deferred until the next Committee meeting.
7.2 Any other business
• Jan asked if anything is known about AMA proposals to change the weights of javelins. Action 24/0611: Graham to seek advice from AMA.
• Paul volunteered to continue being a moderator of content in the weekly e-bulletin. Action 25/0611: Graham to advise Val Chesterton.
It
was also agreed that a clear policy is needed about the allowable
content of matters publicised via the e-bulletin and the view was
expressed that it should be restricted to ACTVAC matters.
•
Paul raised a query about the membership of the Awards
Sub-Committee. It appears that the membership cited by the
Sub-Committee Chair differs from that designated in the full Committee
decision. Action 26/0611: Jeff to clarify with Bryan Thomas.
•
Paul alerted the Chair and Secretary to the desirability of
clarifying the AMA position on access to ACTVAC’s membership database.
ACTVAC has refused requests to give AMA access on the grounds that to
do so would breach the ACTVAC Privacy policy. It is also not clear why
AMA need access and what, if any, benefits would accrue to ACTVAC
members.
The Committee agreed that it could not further the
understanding of the issue without clear advice from AMA about what
information it seeks and the reasons why. Action 27/0611: Jeff and Graham to prepare appropriate letter to AMA.
•
Child Care at Monthly Handicaps – Graham advised that this is
still an issue of interest to some members. It was agreed that, unless
an appropriate provider at a reasonable cost could be obtained, then
the situation as reported previously to members had not changed. Action
28/0611: Graham to check with YMCA of Canberra Runners Club re Jogalong
arrangements.
• Memorandum of Understanding with
ACT Athletics – Paul advised that clarification is needed of the
situation concerning competitors who claim membership of both ACTVAC
and ACT Athletics. This applies particularly to situations where an
event record is claimed. Action 29/0611: Rachelle, Paul and Graham to
investigate and report to the next meeting.
The meeting closed at 10:12pm.
ACT Veterans Athletic Club
Treasurer's Report May 2011 (Page 1 of 7)
Payments to be ratified by the Committee
Cheque Payee Amount Purpose
Cheque
Number
Payments made, to be ratified by the Committee
445854
AACT $2,850.00 Payment for
joint championships with AACT for 2011 and 2010
445855 Trophy Link $18.00 Engraving for sprint marathon trophy
445856 Koomarri $65.41 Packaging May 2011 Vetrunner
445857 Kennards Hire $97.00 Hire of portaloo May 2011 R/W handicap
445858
Cheque prepared for refund
of double payment of membership but not accepted by Alan Wilson.
Cheque not used.
445859 Australia Post $279.84 Postage for May and June 2011 Vetrunners
445860
Instant Colour Press $306.90
Printing of half marathon entry forms and certificates
445861
For packing of May and June
Vetrunners by Koomarri: contacted Komarri and confirmed a double
bill. Cheque not used.
445862 Instant Colour Press $552.20 Printing Vet Runner June 2011 issue
445863 Instant Colour Press $196.90 Printing 2011 Annual Report
445864 Koomarri $67.57 Packing of June Vetrunner
Payments to be approved by the Committee
445865 St John Ambulance $75.00 Attendance at May 2011 R/W handicap
Treasurer's Report May 2011
(Page 2 of 7)
Bank account balances (May 2011)
Commonwealth
account at month start (30/04/2011)
$23,280.03
Commonwealth account at month end (31/05/2011)
$21,545.54
St George portfolio cash management
account at month start (01/04/2011)
$4,296.00
St
George portfolio cash management account at month end
(30/04/2011) $4,290.00
St George term deposit
account at 29 May 2011
$63,609.62
Income May 2011 (30/04/11 to 31/05/11) (Includes cleared cheques only)
Memberships (cash, cheques and credit card) $38.00
Memberships through Register Now $239.84
Cross Country Championships per RegisterNow $48.80
Weight pentathlon April 2011 $44.00
Weight pentathlon May 2011 $73.00
Throwing handicap April 2011 $96.00
Throwing handicap May 2011 $135.00
Run Walk handicap May 2011 $720.40
Total credits $1,395.04
Notes:
Does not include $1,000 from YMCA Canberra Running Association for
assistance by ACTVAC with the Canberra Marathon in April 2011.
Does
not include $1,256.88 interest resulting from the maturity of the St
George term deposit account on 29 May 2011. This money
re-invested in the term deposit account.
Treasurer's Report May 2011
(Page 3 of 7)
Expenditure May 2011 (30/04/11 to 31/05/11) (Includes only cheques cashed by Payees)
Portaloo hire May $97.00
Trophy Link – sprint marathon trophy engraving $18.00
Trophy Link – engraving etc of annual awards trophies $743.00
T and F gift vouchers – per Rachelle Ellis-Brownlee $407.80
T and F gift food, etc for T and F end of season supper - per Kathy Sims $104.41
Flowers for Alice Scott – per Rachelle Ellis-Brownlee $95.00
St John Ambulance – attendance at March R/W handicap $75.00
St John Ambulance – attendance at April R/W handicap $75.00
ICP – Print of May 2011 Vetrunner $552.20
ICP – Labels for Vetrunner – per Michael Roden $58.10
Petty cash for tea and coffee throwing handicaps - Trish Thomas $350.00
Koomarri – packaging May 2011 Vetrunners $65.41
AIS – Hire of track for 7 April 2011 $471.25
Bank fees Commonwealth $17.66
Bank fees St George $6.00
Total debits $3,135.83
Notes
Debits exceeded credits by $1,740.79 in May 2011.
Debits do not show payment of $2,850.00 to Athletics ACT for hire of AIS track for joint championships in 2010 and 2011.
Treasurer's Report May 2011
(Page 4 of 7)
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
April 11 – Mt Majura
168 $671.90
$3.99
May 11 – Stromlo West
176 $725.40
$4.12
Treasurer's Report April 2011 (Page 5 of 7)
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
April 11 24 96.00 $4.00
May 11 34 135.00 $3.97
Treasurer's Report April 2011
(Page 6 of 7)
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
March
2011 (Championships) *
18 110.00
$6.55
April 2011 11 44.00 $4.00
May 2011 18 73.00 $4.05
Notes: Figure for March 2011 indicates a number of members entered championship events but did not compete on the day.
Treasurer's Report May 2011
(Page 7 of 7)
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
10/03/2011 64
17/03/2011 96
24/03/2011 82
31/03/2011 79
07/04/2011 69
07/04/2011 70
ACTVAC Run/Walk Handicap Sub-Committee meeting – 7.30pm Wednesday 1st June 2011
Location: McKenzie residence in Chapman
Present: Stuart Reid (Chair), Tony Fenotti, Rosemary Parker, Dave McKenzie, Craig Wisdom.
Supper: Tea; coffee; Dark fruit cake; Tim Tams; Ginger cream delights.
Issues of ACTVAC Committee import:
1. Apologies – Alan Duus, Steve Appleby
2. Actions from last meeting – WR% tables have all been updated by Stuart Reid.
3.
Review of May event – Organisers Cathy Montalto and Maryanne
Busteed thought event went well. Only real problems were sign at
entrance road (“Vets 200m”) which caused some people to park at the top
of the hill, and rough sections in first 500m of the course. 176
finishers - a little on low side of expectations. Enough parking with
plenty of extra space along road.
Actions: Next Year to correct signage at entrance road.
This course could become doubtful with more heavy rain and no maintenance by ACT Govt.
No changes to CDFs or New Groups.
4. Next few events – Organizers have been appointed, helper numbers OK.
Actions: Stuart to check with John Hunt about a course marker for Mt Ainslie.
Blewitts course to be discuss with Alan Duus next week and prepare map for June Vetrunner.
5. Other Business:
I.
Draft program for 2012. Blewitts, Campbell Park and West Stromlo
courses could be replaced if suitable alternatives could be found.
II.
Possible future courses – Black Mountain from East side too
rough. Bimdubi St looks suitable, but parking needs further checking.
Kowen doubtful, needs local organizer and course measurer. The
Pinnacle may be OK, not yet checked. Possible courses in Symonston and
Kambah also need checking.
III. Dave attended a
Recreation Users forum conducted by ACT Parks and Gardens. Main item
for discussion was Trails in Nature Parks. All user groups stressed
need for more maintenance. Our continued involvement in these forums is
desirable.
6. Next Meeting – June 29 at Duus residence.
Meeting concluded at 9.15 pm.
(Meeting
notes compiled by Stuart Reid with minor amendments by Craig Wisdom –
ACTVAC Committee rep to Run/Walk Handicap Sub-Committee).