Mount Gambier Motor Cycle Club Inc

Transcription

1 Meeting Opened: 6:30pm 1. PRESENT. Dave Atkinson, Marg Trotter, Phillip Williams, Ron Baker, Rob Day, Alex Travanosky, Col White, Hillary Trotter, Mick Engberg, Tim Leighton(phone link) Chairperson; Andrew Saunders Welcome by the President and declaration of pecuniary and other interests. Phillip Williams has an ongoing pecuniary interest as a contractor to the club. 2. APOLOGIES Michael Skeer, Les Baker, Darren Trotter, 3. MINUTES OF THE PREVIOUS MEETING It was resolved that the minutes of the previous Committee Meeting held on be accepted as a true and correct record of the business transacted. Moved: DA Seconded: RD Carried 4. CORRESPONDENCE IN Correspondence tabled during meeting 5. CORRESPONDENCE OUT Correspondence tabled during meeting Correspondence in & out Accepted Moved: CW Seconded: DA Carried 1

2 6. TREASURERS REPORT Club Financials reported and accepted. Further Discussion on Auditors Report Committee has been asked to do a stocktake of all the assets of the club. Moved: ME Seconded: MT Carried 7. MEMBERSHIPS Number of renewal/new memberships received 15 Number of memberships approved 15 Number rejected 0 Moved: CW Seconded: PW Carried 8. PLANNING Item Improve PA system Track Widening work Progress Discussion around the expanding of the PA system to turn 3 and in future from turn 3 to turn 6. To be followed up when Phil McGee returns. AS and DT to develop a brief for Motorcycling Australia to see if there is any possibility of some funding to complete the track works this year. The committee discussed the proposal developed by AS and DT. With some minor amendments AS to forward the letter to Brenton Matters for presentation to MA. Moved DA Seconded HT Carried Complete Track Edge works Investigate Paul Heenan as he has a machine that could lay the material to fill in the edge 2

3 : Planning for the MX club site Further Tree Planting Works Committee members are asked to think about how the site will look and what facilities will be built there. For further discussion at the next meeting Ideas for the site Andrew asked Mark Abram to take a photo of the site and recommended that Jake from Computime may be able to Photoshop it for us. Andrew to continue to follow this up. Andrew to send photos of the site to some Designers to see if they can develop a layout for the viewing area. Preferred photo is the wide panorama photo. Andrew to send it to see if it can be photo shopped. Andrew to the link to Dallas who will have a go at Photo shopping the photo Andrew and Dallas to work together on this project Dallas has completed a mock-up of the viewing mound and done a fantastic job. Andrew thanked Dallas for all his work Andrew to discuss with Dallas some ideas for the front entrance. Google maps has a very recent photo of Mac park on the web site that Dallas may be able to use for design purposes. Mick to arrange further Parks and gardens works and arrange for a small planting crew. 3

4 9. PROCEDURE DEVELOPMENT Development of a Job Description and Duty Statement with priority jobs for the Caretaker position () Fire Plan in an Emergency. Started AS Fire Extinguisher Training (to be arranged for later in the year when there is no fire danger. 10. BUSINESS ARISING FROM PREVIOUS MEETINGS ITEM NO. BUSINESS COMMENTS/DISCUSSIONS ACTION BY WHOM ACTION BY WHEN 10.1 Pedal Prix Post event brief. Things to do next time: Race bike display, Approach teams and see if they would like catering, Better coffee, Lobby council that we need better permanent mobile phone reception and improved road access into the track, Fill the track edge, Man the gate all day and charge $5 a car and record numbers, better toilet signage, Hillary to draft a letter to Grant Shire regarding road access and improved permanent mobile phone reception. Next Meeting Positives were people enjoyed the facilities, great positive feedback all day from the organizers, MGMCC members that helped out had a great day. Festival atmosphere, Lots of people who had never been to Mac Park or even knew of its existence now know what we have to offer. Overall a great success 4

5 10.2 Member Bequests DA raised the idea of a club trust for members wanting to bequeath or give money to the club. The funds could be kept in a trust account with the interest used for special purposes. Committee is asked to consider ideas that this money could be used for and DA will develop some guidelines for the trust. A motion was put for DA to gather some more information on trust accounts and their operation. Moved H Trotter Seconded J. Elliot Carried David Atkinson presented a proposal which is to be placed on the Web Site for member comment. DA Rob Day to follow up with the accountant as to not for profit organisations holding interest bearing accounts. Next Meeting Nothing Further 10.3 Lack of recovery staff Discussion around the upcoming lack of recovery staff. Darren is to approach the Lions Club and see if they would be interested in being involved in this on an ongoing basis Darren 10.4 Sponsorship Packs Marg and Les to continue hand out sponsorship packs Marg to approach the cycle club and pedal prix to see if they have any interest in being Marshalls Marg and Les Marg Next Meeting 5

6 10.5 MGJMCC Revised Dates Revised dates received from the MX club. Conflict dates are May 21 and June 25, working bees. Andrew ed Jodie a copy of the working calendar and informed her of the conflict. No response as yet Andrew to Jodie to inform her of the conflicting dates. Andrew to get confirmation from Jodie 10.6 Incident Review Actions Extra 9kg Extinguishers Discussion around mounting 2x 9kg Dry Chemical extinguishers on each of the recovery trailers. Committee agreed that 2 extra Dry Chemical extinguishers need to be purchased along with appropriate mounting brackets for the recovery trailers Moved: HT Seconded: ME Carried Darren and Shorty to discuss requirements and Extra Extinguishers and Brackets to be ordered from Chubb PW to follow up PW to follow up when the shop is open 10.7 Pay Increase for Caretaker/ Groundsman PW asked that his wage be increased to $25an hour. He put his reasons and then left the meeting to allow for discussion by the committee. Motion was put by MS to increase the wage to $25an hour. Seconded RB. Motion defeated. Further discussion around defining the role and reviewing the work every 3 months as originally contracted. The committee will send Andrew their ideas on what needs to be included in the duty statement and Andrew will develop a duty statement and job description from this. A time and attendance record also needs to be kept by the contractor with a description of work completed. AS to develop this form as well. A motion was put by MT that pending development of the 6

7 duty statement and job description, a new contract will be presented to PW and a contract amount to be priced and submitted by the contractor. Moved: MT Seconded: HT Carried First Draft presented. Members to review and discuss at next meeting. PW asked for some changes to be made to the Duty Statement. AS to do this then a copy to LB to give to PW. RD to look at the issue of GST inclusive or not. To be finalized at the next meeting 10.8 Toilet locks Following an incident where a small boy locked himself in the toilets new locks will be installed that are easier to operate. PW to replace as necessary PW 10.9 Advertising Ride Days Alex mentioned that most riders at track days at Phillip Island don t know about Mac Park or that we have monthly ride days. Alex to follow up with on where this could be advertised. ie Magazines etc. AT Alex to follow up Funding to complete the track widening DA reminded us that Brenton Matters mentioned that he would be happy to approach Motorcycling Australia on behalf of the club to seek assistance to complete the track works with some funding. A brief and estimate of the cost are to be put together by Andrew and Darren and sent to Andrew and Darren 7

8 the committee for comment ASAP. Moved MS Seconded CW Carried Brief completed and to be sent to Brenton Matters Complete 11. NEW BUSINESS ITEM NO. BUSINESS COMMENTS/DISCUSSIONS ACTION BY WHOM ACTION BY WHEN day ride day Discussion around pricing for those doing the 2 days. The price of $150 for the 2 days was set. Normal cost of $95 for either of the days remains. Marg to put on Facebook and the web site 11.2 Ride Day bookings Discussion around introducing a pre booking system for track days. This will guarantee riders a place on the track and a pit. Marg offered to set this up and see if it gains traction. There will be no requirement to book and riders will still be able to just show up on the day May 27 coaching MT asked if a coaching day could be booked on this day. The committee supports coaching so agreed to the day 11.4 Canteen manager Marg to discuss the role with Karen Peck. Moved ME Seconded HT Carried Classic Master of Mac Park Honour Board 12. NEXT MEETING: 10 May Meeting Closed 8.20 DA asked if he could purchase a new board for the Classic Master of Mac Park. All agreed that it should be in wood grain as this looks much better MT MT DA 8