FAR NORTH QUEENSLAND ZONE CLUB INC. MINUTES
Far North Queensland Zone Club Inc. held its meeting on the 14th November 2009, at Burdekin BMX Club, 2 Kennedy Street, Ayr. Meeting was called to order by Clinton Stroud at 11.25 a.m.
PRESENT:
Chair Clinton Stroud
Vice President Peter Abel
Secretary Michelle Foster
Treasurer Leanne Vanden Hooven
Registrar Anne Quinn
Assist Registrar Wendy Finn
ATHERTON Warren Phillips
CAIRNS Harald Weber
BURDEKIN Tracy Andersen
TOWNSVILLE Tony Price
OBSERVER:
Felix Costa (Cairns), Michael Coleman (Burdekin), Angie Arthur (Mackay)
APOLOGIES:
None
MINUTES FROM PREVIOUS MEETING: Minutes of the previous meeting held on 11th April at Townsville BMX Club & 6th June 2009 at Burdekin BMX Club were tabled and read.
Moved by Michelle Foster
Minutes as read be accepted.
Seconded by Donna Fieldhouse CARRIED.
MATTERS ARISING FROM MINUTES:
None
INWARDS CORRESPONDENCE:
Burdekin BMX Club Fees & Levies cheque
Talk In Audio Invoice PA System FNQ’s
St Johns Quote FNQ’s
Qld Ambulance Quote FNQ’s
Innisfail BMX Club Fees & Levies cheque
BMXQ Annual Report
BMXtreme Sponsorship cheque FNQ’s
Gecko’s Screen Print Invoice Shirts
Weipa BMX Club Fees & Levies cheque
Phirebird Raceways Invoice FNQ Plates
BMXQ Request for 2010 Open Day Dates
Registrar Course 6th June Burdekin
Weipa BMX Club Raffle Tickets
Nate Leslie Invoice for voice over
Sportfirst AYR Invoice
BMXQ Receipt Flyer Deposit
Open Day Dates 2010 Clubs to submit
Policies & Procedures
St John Ambulance Invoice for FNQ’s
All Clubs 2010 Open Day Dates
BMXQ Receipt riders levies FNQ’s
Invoice FNQ Affiliation Fee
Flyer deposit refund
Office Fair Trad Annual Return of Association
Townsville BMX Club Coaching Clinic Cheque
IMG Sports Technology Event Management Online Registration enquiry
Realised Technologies Quote for website
BMXdevelopment Coaching plan
OurInfo.com.au Fundraising idea information
BMXQ Request for information on National Dynamites
Cairns BMX Club Agenda items
FNQ Grant Assist grant application laptop for registrar
Michael Waldock Letter to notify of resignation as State Coach
OUTWARDS CORRESPONDENCE:
BMXQ FNQ Annual Report 2009
Volunteer Award Nominations
Burdekin Shire Council Invitation to Open FNQ’s
Burdekin Hospital Notification of Carnival
All Clubs Notice Special General Meeting
Registrar Course 6th June Burdekin
Lydon Downing Request for trail of BEM System
FNQ Grant Assist Letter of support Cairns BMX Club
BMXQ 2010 Open Day Dates and cheque
Clubs ID Squad Invitation letters
IMG Sports Technology Information Online Registration
OurInfo.com.au Fundraising Idea
All Clubs AGM Agenda Items
Notice AGM & General Meeting
Moved by Michelle Foster
That the inward and outward correspondence as tabled be accepted.
Seconded by Donna Fieldhouse CARRIED.
TREASURER’S REPORT:
Audit Report for 2009 from David Rockley & Co Certified Practising Accountant read and tabled.
Moved L. Vanden Hooven that the auditor’s report be accepted
Seconded by Wendy Finn CARRIED
GENERAL BUSINESS:
1. Change FNQ’s Championships Date – NQ Games every 2 years. Wet season and ID Rounds not enough room to fit everything in. Club delegates to take back to Clubs, will discuss again in March. If NQ Games an ID Round affects our riders with points and percentages.
2. BMXA National Dynamites Series- 10,11,12 (Year of Birth) Boys & Girls will be incorporated into the Zone ID Rounds information will be sent out to Clubs and on the BMXQ Website. State Titles Mackay 2010 all riders will be ranked. State body will take top 3 riders Boys & Girls in 10,11& 12’s, these riders will become the Qld State Dynamite Team and ride wearing Qld’s Jerseys as 11,12 & 13’s (Year of birth) for 2011 Nationals. Dynamites is a separate event and will be run same time as Champbikx/Probikx Series.
3. FNQ Rider of the year Male & Female or similar – Is it accumulation of points or Club submit resume of riders for this award. Need for information regarding criteria for this.
Delegates to take back to Clubs, will discuss again in March.
4. Online Registration – IMG Sports Technology group has done the online registration for WA Pre-registration and other BMX events. They would set up a website and the clubs would be linked to the online registration the cost would be $2.50 per transaction + 1.8% credit card fee this is per transaction not per person. Clubs receive a reconciliation and settlement statement on a weekly basis and funds are transferred directly into the Clubs account. Refunds can be done through this system as well. Password is normally Surname and License or Postcode. All delegates happy for Anne and Michelle to investigate further to see if viable for the FNQ’s. The Zone have decided to change over to the BEM System for the Zone Titles.
5. Transponders for FNQ’s 2010 – The Zone is investigating whether to use transponders in Innisfail next year. BMXQ forwarded the cost & requirements to have transponders.
Flat fee of $10 per transponder hire which is to be passed onto the rider entry charge.
Clubs need to have 2 x 40mm conduit pipe across the track from the start gate and 2 x 40mm conduit pipe at the finish line , this is for the transponder loops plus an A frame over the finish line for video. A airconditioned room with 2 x 2mt table and 5 chairs must have 240 volt power. Angie explained there are a couple of things the clubs would need to do and BMXQ would work with the Clubs if necessary.
BMXQ owns the equipment not the transponders the fee is for the hire charge only anyone who has a transponder will receive a $10 credit.
Much discussion on this and the costs are going up and feel that the Zone is over sophisticating things. Need more discussion.
6. Zone Jerseys – Looked at getting Zone jersey, what is the general feeling on this.
Would riders buy one or would they not. Riders would look at buying a cheap shirt or Club shirt first.
7. Zone Website – Realised Technologies, Clinton acknowledged that Landon is his brother.
The quote came through as $1870 Once of Fees with ongoing cost of $219 if we look after it ourselves per year.
The Zone is looking at obtaining a grant for this. Would like to use this as a tool for the Zone.
Angie advised that the BMXQ website has a site for the Zone.
8. Wildcards Nationals 2010 – Anyone that didn’t go to the State Titles 2009 they must complete this form and send into the BMXQ Office by 5th February. The only riders who do not have to complete a wildcard are Sprockets and A, AA Riders.
Riders must attach signed Wildcard with nomination form for Nationals by mail. BMXA have a list of all riders who attended the Qld States 2009.
If you nominated but did not register at the States you will still need a wildcard.
9. Wishlist – As attached.
Michelle handed out some leaflets they are a form of sponsorship for Clubs etc.
OurInfo.com.au sets up a fee website and they have $100,$200 $300 Sponsorship types.
This is for 12months and then OurInfo then chases up the sponsors to resign and they pay a administration fee then.
Clinton stated that for Anaconda 2010 is the last year for sponsorship, the Zone will contact them in January to see if they are willing to support our Zone again.
Tony feels the Zone is forking out a lot of money and we seem to be chasing up all the time.
The new rule book is on the BMXQ website and there are a couple of changes for next year, all classes have changed. All age classes must run under Year of Birth for 2010, if a rider is 6 years old he rides as a 6 year old if a rider is 7 turning 8 he/she rides as a 8 yr old, 13 yr olds ride as 14yr olds. Nominations will now be based on registered riders not per nominations. Clarification for late nominations, ID Rounds must take late nominations and charge a fee or suggestion put up a prize draw for early nomination.
FNQ Grant Assist – Tony Hewitt – Major changes are as follows:
- All applications are now to be completed on-line.
- Gambling Community Benefit Fund limit increasing to $35,000 maximum per project (commencing after this round). Reef Casino $15,000 maximum per project ($25,000 for complex projects but difficult to obtain).
- Documentation - still require quotes to validate costs of the project and still need all accompanying documentation eg financials, incorporation certificate, lease agreements etc - big difference, however, is we don't need to supply these at the time of the application, they will only request copies after funding approved to verify the information. Need receipts etc for acquittal.
- No letters of support required - now just need to add 3 people who support the project with their contact details - the Fund may ring those people to verify their support.
- No signatures required - just an online declaration.
- Payments now made via EFT, no longer cheques - therefore I require bank account details.
- Audited financial statements - if your organisation is not required to have statements audited by the Office of Fair Trading, then you do not have to provide audited financial statements.
Donna asked why Clubs don’t do a raffle for the Zone, we would only receive $50 from each Club and the Zone had to chase the Club for this. A suggestion the Zone Squad wear their shirts and sell raffle tickets for the Zone. Possibly the Clubs to donate a prize for the Zone Squad. This would help funding for the Zone to operate. Delegates to take back to Clubs to discuss and come back to the Zone.
Donna asked Tracy if Burdekin are happy to donate a prize for the ID Squad to sell tickets next year.
Next Meeting T.B.A.
Meeting closed at 12.30 p.m.
Signed President