AGM Meeting Minutes

Date/Time: / 20 Sept 2017 @ 7:00 pm
Location: / New Farm LibraryMeeting Room
Attendees: / Paige Erpf, Graeme Mendoca, Jin Chan, Susan Botting, Cameron Murray, Harry Bowman, Thomas Gissing, Mac & Ann Stirling, Tracy Erpf, Brendan Fraser, Sam Bowman, Alistair Earley, Scott Braithwaite, Darren Myers, Tahlia Brown, Kieran Froese, Jan Hanlon-Smith, Tom Hadley, Carmen Mendel.
Apologies: / Scott Bowman, Lucy Stirling, Dan Gordon, TrajceCvetkovski, Lorin Walker.
Secretary: / Susan Botting
Agenda Item/Topic / Discussion/Outcomes / Action Officer
Welcome / Chairperson welcomes all in attendance.… / Paige
Confirmation of Minutes / Minutes from the 2016 AGM – copies unavailable.
Minutes of 2016 AGM meeting confirmed and accepted as true and correct.
Motion: The minutes of the 2016 AGM meeting held on the 14/9/2016be accepted as a true and accurate record of the meeting.
Moved: CarmenSeconded:Scott BrCarried Indicate if the meeting accepted the minutes as a true and accurate record of the previous meeting.
Business Arising from previous Minutes:
2020 Olympics / Working with SCA about applying for funding and training & QLD government world cups.
Potential speed wall going in at Hendra. / Paige
Standing Agenda Items
President’s Report /
  • Work shops and comps have been successful.
  • QLD doing well with compteitor numbers – 9 QLD competitors attended world & continental cups.
  • Boulder nationals October 2016 at Urban Milton very successful.
  • State lead March 2016 at The Rock, Parkinson – great numbers split youth & adult spread over the weekend.
  • Boulder state titles cancelled 2017 Unable to not making required changes. Possibility to be held later in the year.
  • 4 work shops for 2017.1. Mental Fitness - Matthew Phillips 2. Disablitlies Workshop- Rob Saunders & Trish Cumming 3. Youth Camp – (upcomming at Urban Milton) - Injury Prevention.
  • Funding opportunity & applying for grants. 1 grant knocked back. Carmen has info on a website about athletes getting funding. TBA
  • Fundraising – competitions, workshops, social series.
  • SCA moved to company strucutre. Have adopted new rules. SCQ attended the Sports Awards.
  • Qsport contacted SCQ. Tom & Paige met with them and 2 athletes qualify for P4G program (Tiffany & Lucy).
  • Website development – thank you Tom
  • Database – tracking accreditation of volunteers (coaches, belaying, setters, judges).
/ Paige
Financial Report / Treasurer’s Report
Auditors Statement
Tabled at meeting and attached to minutes
-Balanceas at 20 Sept 2017 - $17285.71
Motion: The Treasurer’s report is accepted as a true and accurate record.
Moved:Paige Seconded: Carmen Carried / Delivered by Carmen Mendel
Subcommittee Reports / Any other subcommittee reports- Nil
New Agenda Items:
Election of new AGM Members / President thanked the out goingmembers and office bearers for their work and commitment and declared all positions vacant.
The following nominations were accepted and voted in to the committee.
Election of Office Bearers
Executive positions
President–Paige Erpf
Vice-President- Tom Gissing
Treasurer – Cameron Murray
Secretary – Susan Botting
General Committee Members (minimum of 5)
Scott Bowman - Fundraising Committee
Tori Hadley - Workshops & Coaching Accreditation
Keiran Froese - Team Management
Sam Bowman - Route Setting
Alistair Earley - Route Setting
Tahlia Brown - (With The Rock) Coaching
Alex Turnbull - Helping Hand
Kelly Naylor - Social Media
Outgoing Thank You’s
Jin, Graeme - Vice President & Coaching, Lorin - Sponsorship, Carmen - Treasurer, Dan – Route Setting/setting up subcommittee with Tom, Scott - Secretary, Michella - Fundraising, Andrew - Safety Standards, Paul - Safety, Tony – Safety.
General Business
Boulder Selection
Workshops
New SCA Policy
Team Shirts
2018 Comp Dates
2020 Olympics
SCQ/SCA Memberships
Gym Updates
Route Setting & Coaching
P4G Program
Social Media
Board Position Job Allocation
Budget /
  • Lucy asked how to nominate for Nationals selection policy for Boulder because of no state titles in 2017. New board & Tori and Tom to discuss best way to make descision. SCQ will discide who goes through for each category. Will let people now new procedure.
  • Injury Prevention workshop Sunday 30that Urban Milton. Please promote on social media. Members – free, Non Members - $15.
  • Trigger point ball given to all attendees of the worshop. Tori to pay and invoice SCQ. Will be voted on at next meeting after quotes are supplied.
  • 30 day period to make changes. Transgender/TransexualPolicy . A few changes have been forwarded to SCA . Waiting to hear answer back.
  • Team shirts Kieran to count remainder of stock and look into track pants. Kirean to action for next meeting, 18th October.
  • Expressions of interest for State Lead comps for 2018. Opens - March, Youth - April. SCA will notify gyms of confirmed dates soon.
  • The Rock is holding both events. If they don’t want to hold both comps SCQ need to find another gym to hold the other comp. Paige & Tom to action by 1st October. Contact The Rock about MOU from other gyms. If cant find another gyms the rock will have to hold both. Costly to hold a comp. Financially better to hold 2 separate comps.
  • 2020 olympics letter from Jan tiffanys mum asking about nomitationfor Tiffany for the Olympics and paying for QLD athletes competing nationally to pay for registrations. Need a fomal process of how it works.
  • Tori raised about looking into roll over of memberships. Scott to look into for next meeting, 18th October. Losing members because memberships expire. Could there be the option to automatically to roll over annually.
  • Lead/speed fun day at the rock in November. Date TBC.
  • Women in climbing workshop cancelled. Maybe rescheduled for early next year.
  • Rocksports contact SQC about next round of social series. Next one 14th October. Alistair to followup on fundrasining.
$100 float $200 food budget
Motion: Tori Seconded: Alex Carried
  • Route setting sub committeewanting clinic. SCA national route setter coming in November and orgainising how to come to all states. SCA run initiative.Romain will notify Tom on details.
  • Member from each gym to represent route setting. Nationals route setting committee needs to be set up. Route setters pathways flow chart.
  • Coaching sub committee. Tori would like to see representation from all the gyms to work together.
  • Tom and Paige met with the CEO of Qsport (P4G program). Helps develop athletes for future funding. High performance plan - what we see as coaching, 5-10 goals, what we are aiming for,6-12 months to set up. They want to help but need to specify details. Paige is currently the contact at the moment but untimaletlywould like tosee the QLD coach be the contact and get feedback on comps.Need to show them we have good athletes so funding can be granted. Need to be transperant about our descision. Have gym/ coach representation.
  • Kelly to take over. Will confirm if still wanting to take position. Keep up date info on events on Facebook, website, Instagram. Paige & Kelly to get together.
  • Look for the future for postitions on the board where people would nominate their own positions. Need to confirm and make a policy for board members. Maybe 3 year role and after completion of term refresh the role.
Board position job allocation for new incoming committee:
  • Head coach (accrediated in coaching) TBA
  • Chair of the head coach committee. Tori suggested expression of interest to nominate someone from every gym to nominate a head coach. Sent to members by email. Social media, action by 11thOctober.
  • Team management - Kieran
  • Athlete representatives - Alistair & Sam
  • Fundraising - Scott Bowman
  • Route Setting - Tom
  • volunteer coordinator - TBA
  • Competition Policy & Judging - Alex
  • Sponsorship - Cameron
  • Event management - TBA
  • Website Management - Tom
Source postioncriterias from other states to be adopted in QLD
Get the decription for each role by paige by 27thSeptemeber.
Budget for Office Of Fair Trading. Carmen to submit by next meeting 18th October. Approx cost $50.
Motion: Tori Seconded: Alistair Carried. /
Meeting closed at: 9:05pm.
Next Meetings: 18th October, 15th November, 20th December. / Susan