ACTVAC Inc Committee Meeting Minutes – May 2008
Minutes of the Committee meeting held on 14May 2008 at Western District Rugby Union Club, Catchpole Street, Macquarie, ACT.
Present:Chris Lang (Chair),Marian Blake, Audrey Gormley, Rod Lynch, Rosemary Parker, Geoff Sims,JackThackray and Craig Wisdom.
- Welcome
Meeting opened at 7.45pm.
- Apologies
Peter Cullen and Roger Pilkington.
- Adoption of Agenda
Draft Agenda as circulated was agreed.
- Minutes of previous meeting
Draft minutes of the previous Committee meeting held on 19March 2008 were circulated to Members prior to the meeting.
Motion: The minutes be accepted as a true record.
Moved: Rod Lynch. Seconded: Audrey Gormley. Carried.
- Actions arising from the previous meeting
Members updated the Committee on actions arising from the previous meeting (see Attachment A).
- Significant upcoming events
The Committee noted the following events:
- ACTVAC AGM on 19 May
- Commencement of High Noon event at the AIS.
- Correspondence
The list of correspondence (see Attachment B), as distributed to Members prior to the meeting, was noted by the Committee.
- General Business
8.12008 AGM
8.1.1Budget
The Committee discussed the 2007-08 budget outcomes and the proposed 2008-09 budget. The President, on behalf of the Committee, thanked the Treasurer for the amount of hard work that had gone into preparing the financial statements and proposed budget for the AGM.
8.1.2Catering
The Committee agreed on the proposed catering arrangements that were organised by Rosemary Parker.
8.1.3List of Members
The Committee noted that Geoff Sims would supply a list of members and blank paper for voting slips.
8.1.4Scrutineers
The Committee noted that Marian Blake and Kathy Sims would act as scrutineers.
8.1.5AGM Report and Printing
The Committee noted that Narelle Blackaby was coordinating the AGM Report. The Committee agreed that 100 copies of the AGM Report would be printed.
8.2Competition Subcommittee Issues
8.2.1Organisation of Non-ACTVAC Events
The Committee noted a report from the Subcommittee that a number of its existing functions were outside the scope of the Subcommittee’s normal roles. The 2008 AACT/ACTVAC Cross Country Championships was one such function. Given the timing of this event (21 June 2008), the Subcommittee agreed to jointly organise the event for this year, but recommends that a new Ex-stadia Subcommittee be established comprising 3 ACTVAC members from members who organise or have an interest in this and other events such as the annual Half Marathon, Marathon, Sprint Relay and cross country events.
The Committee agreed with the Subcommittee’s recommendation and requested that the Subcommittee implement this recommendation.
8.2.2Bulk Email Facility
The Subcommittee was requesting further information about the availability of a bulk email facility. This issue is currently being progressed (see Agenda item 8.3) and the Committee requested that Geoff Mooreupdate Members on progress via the ACTVAC website.
8.3IT Website Upgrade
The Committee discussed and agreed with the Member Services Subcommittee’s report on the proposal by Mick Corlis to upgrade ACTVAC’s Website, including a bulk email facility.
Motion: That Mick Corlis be engaged, up to a limit of $4,000, to implement a systems upgrade to the ACTVAC website consistent with the Member Services Subcommittee advice and subject to the Subcommittee, in conjunction with the ACTVAC Webmaster (Stuart Reid), agreeing on work undertaken during each stage and the work plan for the next stage.
Moved: Geoff Sims. Seconded: Audrey Gormley. Carried.
8.4Association Liability Insurance
The Committee discussed and considered the need for association liability insurance. The Committee considered that the risk was very low and based on a quote of $2,576.20, the cost could not be justified and agreed not to proceed with obtaining this insurance cover.
- Reports
- Treasurer’s Report
The Treasurer’s Report detailing the Club's receipts and payments and bank reconciliation was circulated prior to the meeting. During April 2008, total receipts were $15,271.20 and total payments were $70.61. The reconciled cash account balances with the Commonwealth Bank and the St George Bank as at 30April 2008 were $27,169.98 (does not include unpresented cheques of $2,355.29)and $62,443.59respectively.
Motion: The Treasurer's Report be accepted.
Moved:Audrey Gormley. Seconded: Geoff Sims. Carried.
Motion: That payments listed at Attachment C to these minutes be approved.
Moved: Audrey Gormley. Seconded: Geoff Sims. Carried.
- Subcommittee Activities
- Handicap Subcommittee
The Committee agreed that registration payments for the ACTVAC 1/2 Marathon could be made via Register Now.
9.2Finance and Administration
The Committee noted that the ACT Government had sent acontract to ACTVAC following the recent Case Management meeting.
- Next Meeting
The next meeting will be on Wednesday, 11June 2008 at Western Districts Rugby Union Club.
The meeting closed at 10.15pm.
ATTACHMENT A
ACTVAC Committee Meeting – April 2008 – Actions Arising
No. / Issue / Action / Member / Status7.1 / IT Website Upgrade / Further investigate and develop user specifications / Geoff Sims to contact Member Services Subcommittee / Completed
7.2 and March meeting / Association Liability Insurance / Obtain quote / Chris Lang / Completed
7.3 / Privacy Statement / Combine with waiver requirement and then sent to all subcommittees and organiser of throwing handicaps and included on existing forms / Chris Lang/Secretary / Awaiting approval of waiver words
7.4 / ACTVAC Membership Numbers / Exam a list of members that hadn’t renewed and consider whether renewal reminders should be sent out / Committee / For 2008-09 Committee
7.6 / 2008 AGM Preparations / Check whether Vetrunner editor could coordinate 2008 report / Rod Lynch / Completed
7.6 / 2008 AGM Preparations / Check and order catering / Rosemary Parker / Completed
7.7 / ACTVAC Proposal re AMA Privacy Policy / Ensure that AMA’s privacy policy was compliant with national legislation and best practice / Chris Lang / To be examined at June/July meeting
7.8 / AMA National Database / Develop a proposal for the next AMA AGM on a de-identified web based database. / Chris Lang/Geoff Sims / To be progressed
March meeting / Collection of Memberships at Monthly Handicaps / Develop options / Committee / For 2008-09 Committee
March meeting / Waiver on ACTVAC Forms / Develop appropriate wording / Chris Lang / Draft circulated for comment
March meeting / Competition Subcommittee / Organise Race Director for Cross Country Championships / Chris Lang / Competition Subcommittee to organise this year
March meeting / Competition Subcommittee / Organise thank you for Chair / Chris Lang to talk to Bryan Thomas / Completed
March meeting / Insurance / Work out ACTVAC insurance cost through AMA from annual reports/accounts / Chris Lang / To be progressed
March meeting / AMA and ACTVAC database / Draft reply to AMA re decision / Geoff Sims / Completed
March and Sept. meetings / Anti-doping policy and Compulsory drug testing / Develop anti-doping policy for ACTVAC. / Chris Lang / Being progressed
March meeting / Member protection policy / Discuss the relevance of such a policy for ACTVAC with the ACT Government / Chris Lang / Being progressed
Feb.and Nov. meetings / Policy on new members / Member Services Subcommittee to investigate and provide advice to the Committee / To be progressed
February meeting / Sponsorship / Develop draft policy for Committee consideration / Geoff Sims / To be progressed
November meeting / Membership of the ACT T&F Coaches Association / Join the Association / Craig Wisdom / Being progressed
No. / Issue / Action / Member / Status
July meeting / Vetrunner / Members Services Subcommittee to develop a monthly planner for Vetrunner / To be progressed
October meeting / Archives / Develop a proposal for website security and backup arrangements / Chris Lang to liaise with Stuart Reid / Being progressed
Privacy and Membership Information / Update membership form and website to include information about privacy policy / Geoff Sims/Audrey Gormley / Policy approved at April meeting
ATTACHMENT B
Inward Email Correspondence – April-May 2008
Date / Circulated / Details1 / 18/4/08 / N / Geoff Moore Member Services Subcommittee – Motion for AGM
2 / 18/4/08 / Y* / Lynne Schickert AMA – Proposed 2009 National Championships program changes
3 / 9/5/08 / Y / AQN Admin - Oceania Newsletter May edition (cc Geoff Moore)
4 / 5/5/08 / N / Lorelle Abbott – Change of address (forwarded to Geoff Sims to action)
5 / 24/4/08 / Y / Joanne Robson ACT S&R – Indigenous cultural awareness course (cc Geoff Moore)
6 / 22/4/08 / Y / Bob Schickert MAWA – MAWA committee members
7 / 22/4/08 / Y / Stephanie Tooth ACT S&R– Recreation Summit May 2008 (cc Geoff Moore)
8 / 23/4/08 / N / Jane Hardy – email to Audrey Gormley re budget issues for Masson Street
9 / 23/4/08 / Y / Robert Richard OAMPS Insurance – email to Chris Lang re quote for Association Liability insurance
10 / 27/4/08 / Y / Mick Corlis – email to Chris Lang re quote for IT website development
11 / 12/5/08 / N / Vivienne Walker – Change of address (forwarded to Geoff Sims to action)
Inward Correspondence
Date / Sender / Item/Action1 / 4/08 / Masters Athletics WA / Vetrun – May 08 edition – passed to Geoff Moore
2 / 19/4/08 / Cundy Sports Marketing / Letter of thanks re Canberra/ACTVAC Marathon
3 / 4/08 / Vic Masters Athletics / News and Results – May 08 edition – passed to Geoff Moore
4 / 4/08 / TAS Masters Athletics / Footnotes – May 08 edition – passed to Geoff Moore
5 / 30/4/08 / Wayne Lacy ACT S&R* / 2008 Case Management Agreement – passed to Geoff Sims
6 / 8/5/08 / H Events / Information about HunterValley winery running festival 20/7/08 – passed to Geoff Moore
ATTACHMENT C
ACT VETERANS ATHLETIC CLUB INC
PAYMENTS
April 2008
Accounts for Approval to Pay
Payee
/ Amount ($) / PurposeAustralian Sports Commission / 425.00 / Track Hire March 13th - Note included in Mar 08 Financial Statement
Go Troppo / 60.00 / Fruit at April Handicap
PFD / 249.90 / Tea Coffee Supplies
Koomarri / 105.57 / Vetrunner Vol 29 Packaging
ICP / 436.70 / Printing of May 08 Vetrunner
MPN / 180.00 / Apr 08 Childminding at Handicap
Australia Post / 165.99 / Apr 08 Posting of Vetrunner
ACTQ / 82.50 / Portaloo Hire
Rod Lynch / 78.34 / Printing & Stationery
Go Troppo / 60.00 / Fruit at April Handicap
1