ACT Veterans Athletic Club Inc

 

Minutes of the Committee meeting held on 21 September 2010 at the Southern Cross Club Wests, Catchpole Street, Macquarie, ACT.

Present

Rachelle Ellis-Brownlee (Chair), Craig Wisdom, Nick Blackaby, Narelle Blackaby, Duncan Macnicol, Christopher Lang, Janene Kingston, Kathy Sims, Paul Archer,

Geoff Moore (from 8.30pm).

1. Welcome

Meeting opened at 7.00pm.

2. Apologies

Roger Pilkington, Heidi Johnson

3. Adoption of Agenda

The draft agenda was agreed with the addition of a discussion on the purchase of an additional timer for T&F as Item 8.1.

4. Minutes of the previous meeting: 

The minutes were accepted with the following amendment. Amend 9.1 to

The committee noted comments from the CSC that it would prefer to focus on T&F and the ACTVAC Cross Country Championships.

Moved: Paul Archer, seconded Janene Kingston, carried. 

5.  Correspondence

Discussion paper from Geoff Sims re AMA Privacy Policy. 

6. Reports:  

6.1 President’s Report 
The

Rachelle covered the following issues in her report:

• Paul and Rachelle are to meet with people from Athletics ACT and ACT Little Athletics at Manuka on Monday to discuss a joint approach to applications for funding under the new ACT Government triennial grant scheme.
• Discussions are to be held with the Finance Sub-committee about the funding application and proposals for a system for monitoring performance against budget on a monthly basis.
• Consideration of the issue of a joint T&F Championships with AACT is ongoing with feedback expected soon from the Competition Sub-Committee and work progressing on a survey of members’ views. Jane Hardy had met with Gerard Ryan of AACT to discus possible changes to the Championships program to suit ACTVAC throwers.
• Preparations for the National Winter Throwing Championships from 2 – 4 October are at an advanced stage.
• Jack Pennington’s book launch at the August Run / Walk Handicap was a success.
• Paul and Rachelle attended the AMA AGM in Adelaide on 11 & 12 September:
• ACTVAC will apply for an AMA Coaching Grant of $500.00;
• The AMA’s privacy policy was amended to take fit more closely with the ACTVAC privacy policy;
• A motion was passed that the capitation fee of $7.00 is to be paid by member clubs on a monthly basis (most clubs are doing this already);
• It was agreed in principle to hold an annual Winter Cross Country Championships in conjunction with the National Schools and Athletics Australia Cross Country Championships (to be held at Stromlo in August 2011), and possibly an associated Racewalking event;
• AMA is investigating performance standards for masters athletics events with comments due by 1 December (input to be sought from the CSC and MSSC).

 

Motion: That the President’s  report be accepted. Moved Rachelle, seconded Paul, carried. 

6.2 Secretary’s Report 
Paul covered the following issues in his report.

• There was strong interest in the T&F officials courses held on 5 & 19 September. Members attended 22 individual courses in track, throws, jumps and racewalking. Thanks to Ian Colquhoun and Athletics ACT for organising this training.
• Attended AMA AGM in Adelaide – good to meet people behind the AMA and representatives of the Masters Clubs from the States.
• Submitted application form for AIS booking for Easter Nationals in 2013 with assistance from Neil Boden.

 

Motion: That the Secretary’s report be accepted. Moved Paul, seconded Chris, carried. 

6.3 Treasurer’s Report 
The Treasurer’s report was considered and agreed subject to cheque 445594 being changed to no. 445597 and moved under “Expenditure to be approved”. 

Motion: That the Treasurer’s report be accepted. Moved Nick, seconded Paul, carried.

6.4 Competition portfolio

The following points were noted:

• The program for the track season is finalised;
• The roster for volunteers has been finalised for the first half of the season and published;
• It was noted that the committee’s volunteer work has been split between the first and second weeks – if possible committee members should be together on the first week;
• Val Chesterton will send reminder e-mails to volunteers ahead of their rostered night with an instruction sheet to the gate keeper – Nick will organise;

6.5  Run/Walk Handicap portfolio

The program for 2011 is to be discussed in Other Business.

6.6  Throws portfolio

Duncan reported that the arrangements for the Championships in October are well in hand.

6.7  Member Services portfolio

The MSSC has contacted the Bilbys, Orienteers and Cross Country Club in relation to the Come & Try nights. To date only the Bilbys have agreed to participate.

6.8  Finance portfolio

Nothing to report.

6.9  Publicity and marketing portfolio

The ACTVAC Facebook page is fully functional with Heidi, Janene and Narelle actively involved in keeping it up to date. Members are encouraged to support and use this facility. A reminder e-mail with links to the page is to be sent to all members via Val Chesterton.

6.10  Administration portfolio

Chris reported as follows:

• He is investigating a program similar to MYOB to assist the Treasurer in maintaining the club’s accounts;
• He attended an ACT Sport & Recreation Forum on industry strategic planning with a focus on promoting Canberra as a venue for sporting events;

 

Motion: That reports 6.4 to 6.10 be accepted. Moved Rachelle, seconded Chris, carried.

7.  General Business

7.1  Authorisation of Treasurer to pay accounts

Motion: 
1.  The committee reiterates that the Treasurer is authorised (though not required) to pay routine bills at his / her discretion  and without receiving the prior approval of the Committee, noting that one other committee member is required to sign cheques; AND 
 
2.  The Treasurer is authorised (though not required) to pay non-routine bills of less than $500.00 at his / her discretion and without receiving the prior approval of the Committee, and the Treasurer will report any such payments to the Committee at its next meeting after the payment is made; AND 
 
3.  For any payments not authorised by the above, or for which the Treasurer wishes to seek the advice of the Committee, the Treasurer will seek approval at the next meeting or, for bills that require payment before the next committee meeting, from any two of the President, Vice-President or Secretary. 

Moved Paul, seconded Janene, Carried.

7.2  Chest numbers

Motion

That the Club purchases a set of single cloth numbers for trial at T&F events during the 2010 - 2011 season.  

Moved Janene, seconded Craig, carried.

7.3  Release of data to AMA in accordance with ACTVAC privacy policy

This issue was discussed in general terms but deferred to the next meeting to allow additional time for members to read the relevant papers.

7.4 AMA National Championships 2013  – Local Organising Committee

The committee agreed to call for expressions of interest from members for the various positions that will be required for the Local Organising Committee (LOC). This will be done via Vetrunner, the web page and Facebook page. Until such time as a LOC is formed, all issues relating to the 2013 Nationals are to come directly to this committee.

7.5  Issues relating to copyright

Rachelle reported that individual members of the AMA Board are being sued for breach of copyright over the use of a technical manual that had been developed by a member of a member club. As a result of this action, the AMA is now requiring a legal waiver to be signed for any work done for the AMA. This is an issue that the committee should consider in relation to work undertaken by members of our club.

8. Other Business

8.1  Run / Walk Handicap program

In discussing the 2011 Run / Walk Handicap program, Craig noted that the date for the April event was not settled because of the closeness of Easter and Anzac Day in 2011. The event could potentially be held from as early as 10 April to as late as 8 May. 

Motion: That the draft program for 2011 be accepted, noting the variability in the April event. Moved, Craig, seconded Paul, accepted.

8.2  Purchase of an additional timer for T&F

The committee considered purchasing an additional timer for use at T&F events at an approximate cost of $600.00. It was decided instead to approach the Run / Walk Handicap Sub-committee with a proposal to share a timer during the T&F season. Craig will investigate.

3.   Member Services Sub-Committee

Rachelle welcomed Geoff Moore and invited him to address the meeting. The following issues were discussed:

• The website calendar is a great success. Geoff would like to include dates of social events and times for regular sessions of training groups if people could provide this information.
• The Cross Country Club’s membership card printer could possibly be available for purchase – Geoff will follow up.
• On uniforms, Geoff circulated sketches of the latest proposals for club uniforms. Samples will be available in mid-October. The MSSC will display these at events with a suggestion box.

 

The meeting closed at 9.50pm.

11 Next meeting

12 October 2010, at Southern Cross Club Wests, Catchpole Street, Macquarie, commencing at 7pm.