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NMA Meeting Minutes
May 18th, 2010
Nanaimo Motocross Association
General Meeting Minutes – DRAFT
May 18th, 2010
Attendance
In Attendance: Dave Barnes, Jaye Pugh, Sandra Sherman, Russell Sherman, Harold Youland, Linda Hansen, Tamara Hills, Mike MacDonald, Sam MacDonald, Brian Coburn, Jonathan Rowlett, Kelly Rowlett and Andrew Belin
Regrets: Linda Sutherland
Welcome and Call Meeting to Order
Meeting is called to order at 7:08 pm
Review Agenda
Topics to be covered at this meeting:
· Sponsors
· Hoses
· Track changes – Andrew Belin
· On site manager
· What do we want to do this summer
· Funding from government
· ATV club
Since Dan resigned as Track Manager, Lowell Pugh stepped into the position temporarily and along with Andrew Belin, made some huge changes at the track. Lowell is now no longer able to help as he away. Kelly Rowlett has nominated Andrew Belin for the position of Track Manager. Andrew has accepted the nomination on the proviso that he does not have to deal with the membership directly. 2nd by Harold Youland.
Dave says that Andrew has some latitude with minor changes at and on the track. If there is anything major that he might want to do, he will have to bring that plan to the executive.
Review and Approve Previous Minutes
· Revised March 4th, meeting minutes are reviewed. Motion to accept Kelly Rowlett, 2nd Dave Barnes
· April 14th, meeting minutes reviewed – motion to accept Harold Youland, 2nd Linda Hansen
· Once minutes draft is ready, the secretary will send a copy to the President, Vice President and the Treasurer
Presidents Report – Dave Barnes
Dave started his report with a thank-you to everyone for all the effort we gave to organizing and running the Open House and Round 5 of the Island Series on May 1st and 2nd. He had positive feedback on the event. Harold Youland said that he had good feedback on the schools and suspension clinic as well.
Dave says that Jaye will be bringing the executive up to speed on the clubs financial position when she arrives at the meeting. We are in reasonable shape with the number of memberships we have so far. However we need to continue to crack down of people riding at the track without memberships or day passes. The club relies on its membership dues to operate. Harold noted that he is aware of quite a few people by-passing the gate to get on to the track to ride. Dave says that the best solution we have for this problem is going to be having a site manager up at the track. The other alternative will be to have the executive commit to rotating weekends, so that someone will always be up at the track to collect dues. It is also suggested and agreed upon that the tower will collect day pass fees and or membership dues from those riders that we know are riding without either. Dave will be bringing this up at the next VIMX meeting. Dave would also like us to draft a second warning letter to be mailed out to members who allow friends to ride without day passes.
Harold Youland motions to send warning letters to members in contravention of track rules. 2nd by Linda Hansen.
We should also have copies of the warning letters available to the site manager to hand out to offenders at the track. Dave has spoken to Myrna about out of area purchases of memberships. But, there are currently no Nanaimo families whom have purchased primary memberships out of area. Last year we had 303 members, right now we have 184.
(Harold suggests that we speak to Myrna about encouraging their membership to ride at Nanaimo for a discount, while AVMX is having problems re-opening their track.)
Vice Presidents Report – Kelly Rowlett
Kelly says that he doesn’t have much to report. But, notes that we didn’t have many spectators at the race meet. He would like us to make more effort to promote our sport and hopefully encourage more spectators. (Harold Youland says that spectators are usually family members of the racers. Campbell River seems to get lots of spectators) Russ Sherman says it would be a good idea to have some race programs at the gate for those people who do come up to watch. It would be nice for them to know what’s going on.
(Mike and Sam MacDonald and Brian Coburn arrive at 7.46 pm)
Secretary’s Report – Sandra Sherman
· Paperwork was organized for race weekend – VIMX (Myrna) was very helpful
· We were too late to get our race info onto the community calendar on TV, they require at least 3 weeks notice before playing any requests
· Jen and Harold did get out a radio script to several local radio stations
· I will be checking email on the website
Kelly says that if the Port Alberni MX club is unable to open their racetrack in time for their next meet, the NMA should take advantage of this and offer to host their race for them. Dave says he will touch base with Myrna to see what’s going on.
Treasurers Report – Jaye Pugh
(Jaye arrived at 7.55pm)
Jaye passed out copies of the balance sheet and income statement to date. She is very concerned about the clubs current financial position, noting that we have cashed our GIC. We lost $1288 on race day. Heidi, on the gate, mentioned that there were no lineups at all over the weekend, which is different than for past events. Jaye says that Heidi and Kelly did an entrance sweep on Saturday night and only collected $300.00. Our gate was a disappointment. We had 205 sign-ups on the Sunday. The weather might have been a factor in the poor gate take. Jaye notes that we should have had everyone pay for events over the weekend. She also has a question about payback – should racers whom have free signup, get payback? Dave is going to bring this up at the next VIMX meeting. The club did make some money at Open House thanks to the schools. The house BBQ lost a small amount. In the end the club broke even over the whole weekend.
Jaye says that we need to turn the club around financially – we have been spending too much without enough coming in from sponsors, memberships or race events. She would like the club to tighten its belt and try to solicit more donated help. She feels as though the membership has lost its sense of ownership.
Dave says we should really focus on membership and day pass enforcement. What is the deadline for the points counting if you don’t have a membership?
Andrew would like to see some more groomed practices to encourage the membership to come out – this was planned earlier in the year.
Harold says we should have some more weekends off during the race series so people can get out to the tracks to practice (He wants to run for VIMX president so he can influence the race schedule)
Directors Reports
Membership Manager – Linda Sutherland
Linda is not present.
Site Manager – Kelly Rowlett
Nothing to report.
Track Manager – Andrew Belin
· We need more dirt on the track in several places. Shale is beginning to come through.
· Need a dump truck to get dirt up to the track
· This can wait till after the next race
· Andrew noted that the keys were left in some of the borrowed equipment overnight
· There was a lot of garbage left around the track – he spent a lot of time picking it all up
· We should have a garbage bin at the gate so people have a place to leave their garbage instead of all over the track
Promotions Manager – Harold Youland
· Radio script was aired on the Q, the Zone the Wolf and the Wave
· We didn’t pick up the radio station banners though – Kelly will pick them up for the next race from Wolf and The Wave.
· Trophies worked well
· Harold notes that Mike Cardinal has mentioned that his sign is not up at the track yet
· Harold would like to focus on an mx camp this summer
Kelly says he will distribute 2 for 1 coupons to schools in Nanaimo to help promote Round 8 – Sandra will create, print and send a 2 for 1 coupon to Kelly for distribution.
Watering Manager – Mike MacDonald
· Mike is still looking for hoses (Russ has some donated hoses for Mike)
· Ideally it would be great to have 20 hoses, currently have 8
· Have sourced hoses at a cost of $105.00 a piece (Dave suggest that we buy some hoses for the next event)
· Watering system worked really well
Jaye wants to get from Mike an idea of what we still need to pay out on the watering system. Dave wants to know if Mike could speak to Dan Nikirk and see if he can fabricate a bar onto the back of the watering truck to spray the start more effectively.
New Business
Open House/Round 5 Review
· Overall the weekend went very well
· Garbage was an issue – it was left lying around by the campers
· Andrew had to do a lot of clean up
· Bobcat keys were left in the ignition overnight – this was a communications issue
· There were no accidents
· Schools were great
· Sam would like location of future BBQs to be moved – dust was an issue
· Water system worked well
· We need to be more aggressive with our event promotions
· We need to start promotions sooner
· Harold wants to focus on membership promotion
· There were too many people in the tower on race-day
· It would be nice to have a heater in the tower
· Before next event, we should have an email conference about who is doing what
· Start gate needs to be repaired
· Signup time will be 7 – 7:45am (6am was too early)
Dave would like to see a more organized list for our sponsors:
· Classify what they have donated
· Consistent intake method of sponsors
- Either complete the sponsor form and provide to Sandy to add or complete the sign-up online at www.nanaimomx.com/sponsorapplication or the Sponsor Application link under the Sponsor menu
· Encourage sponsor to sign-up on line themselves using the website
Sam noted that after speaking to Columbia Fuels, they did signup online as a new sponsor. Sponsors information is to come to the secretary for collation. Mike Cardinal complained about not having a sign up at the truck yet. Harold noted that he passed onto Mike the name of the Sign people the club uses. Mike is entitled to a 2 x 3ft sign. Jaye wanted to know what the clubs responsibilities were with regards to the donated quads that are used on race day. She mentioned that there was some concern about kids abusing these borrowed quads. It is decided by the executive that the member picking up the loaners will be responsible for who rides them and their care.
Harold Youland wants to know which club will be hosting the banquet this year. He has a sponsor who is prepared to give the club a deal on trophies. Dave notes that VIMX hasn’t decide who will be hosting this year except that there will be a banquet committee made up of a representative from each club.
On-site Manager
· Derek Sims has offered his trailer to Kelly at a cost of $200.00 per month
· Kelly estimates that it will cost the club approximately $400.00 a month for him to reside at the track during summer
· He will provide, security, day pass and membership enforcement
· Pass out warning letters
· Kelly will speak to Derek to make sure that the trailer is insured comprehensively
· Dave, Kelly and Jaye, on behalf of the club, sign a letter agreeing to rent Derek Sims trailer for the sight-manager
Summer Plan Ideas
· Groomed practice days
· Race schools
· Summer camp
Dave wants to know if we have made any progress in trying to get government funding for the club. Kelly will be following this up.
ATV Club Proposal
The ATV club submitted an amended proposal to the NMA for shared land use. After reviewing their proposal the executive decided on the following:
· They are asking for way too much
· We are not willing to accept their proposal
· We are willing to introduce a race class for ATV at Nanaimo race events
· Dave will contact the president of the ATV Club
Next Meeting
June 8th, 2010 in Duncan
Meeting adjourned 10.15pm
Action Items
Date / Action / Assigned To / Status / Notes /5/18/2010 / Verify sponsor list, provide results to Dave, determine who has and needs signs / Harold, Kelly / Active
5/18/2010 / Get more dirt on the track in various places especially where shallow and shale is showing through. Arrange truck and equipment. / Andrew, Jaye / Active
5/18/2010 / Put up all sponsor signs - / Harold / Active
5/18/2010 / Follow up with VI Honda about club sponsorship / Kelly / Active
5/18/2010 / Follow-up with Chris at Kawasaki about signage / Kelly / Active
5/18/2010 / Kelly and Jaye will enquire about any government grants for the club / Kelly, Jaye / Active
5/18/2010 / Revisit potential sponsors / Kelly / Active
5/18/2010 / Sign up sheets to be printed / Sandra / Complete
5/18/2010 / Press release / Sandy / Complete
5/18/2010 / Radio and announcer notes / Sandy / Complete / Harold and Jen sent out notes to radio stations
5/18/2010 / Follow up on memberships purchased in the wrong zones / Dave / Complete
5/18/2010 / Write warning letter for members who allow friends to ride without day passes / Sandy / Active
5/18/2010 / Follow up on donations of fire hose / Linda H, Russ, Dan / Active / Russ has a few lengths of hose from Saanichton fire hall
5/18/2010 / Pro purse? / Harold / Active
5/18/2010 / T-shirt distribution to members / Jaye / Active
5/18/2010 / Prize collection / Linda H, Harold / Complete
5/18/2010 / Create generic enforcement form/letter to be used for people riding without day passes and members that bring friends without day passes / Sandy / Complete
5/18/2010 / Membership and day pass sales at Brannen lake / Kelly / Active
5/18/2010 / Garbage Bin at gate / Kelly / Active
5/18/2010 / More soil on track / Andrew / Active
5/18/2010 / Day pass payment and purchase online / Dave / Active
5/18/2010 / Investigate attaching watering bar/nozzles onto back of water truck / Mike/Dan / Active
5/18/2010 / Mike to wrap-up watering system work including paperwork, supply returns and invoice / Mike / Active
5/18/2010 / Formal letter to ATV Club to say we are not interested in their proposal / Dave / Active
5/18/2010 / Follow-up on government funding for the club / Kelly / Active
5/18/2010 / Mike will follow-up and talk with Dan about fabricating a watering bar for the back of the water truck / Mike / Active
Issue Tracking