2018 Annual General Meeting Minutes

Discussion in 'WMRC Meeting Minutes' started by ducatigirl, Nov 18, 2018.

  1. ducatigirl

    ducatigirl Moderator WMRC Exec

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    Attending:
    Members: 33
    Non members: 2

    In addition to:
    Allan Hay – President
    Brett Hanson – Treasurer
    Jeremy Karlson – Vice President
    Jay Tait – Promotions
    Jason Hanson – Past President
    Pam Black – Secretary
    Meeting was called to order at 7:35 by Allan Hay.

    Minutes from the 2017 Annual General Meeting were read by Pam Black. Motion to accept was made by Rob Schoemeyer, John Cathie.

    Treasurer Report:
    Westwood Motorcycle Racing Club Annual Treasurer's Report
    Reporting period: 2017-11-01 to 2018-11-01
    Created: 2018-11-12

    Fiscal Year Statement
    Balance as of 2017-11-01 $108,791.10
    Balance as of 2018-11-01 $118,627.51
    Encumbered as of 2018-11-04 $100.00

    Income
    :
    Racer Racing $63,108.15
    Banquet Banquet $2,379.25
    Track Day Track day, Semi-Private $40,965.00
    New Racer School New Racer School $26,535.00
    Sponsorship Sponsorship $6,000.00
    General Onsite sales, licensing, gate $65,063.77
    Grand Total $204,051.17


    Debits
    Ambulance Ambulance $1,999.55
    Ambulance Ambulance $1,989.85
    Ambulance Ambulance $5,680.55
    Ambulance Ambulance $1,989.85
    Ambulance Ambulance $4,138.40
    Ambulance Ambulance $1,978.35
    Ambulance Ambulance $1,989.85
    Ambulance Ambulance $1,989.85
    Ambulance Ambulance $9,901.50
    Ambulance Total $31,657.75

    Awards Award Corrections $59.20
    Awards Award photos $232.00
    Awards Awards $1,194.47
    Awards Awards $1,573.09
    Awards Total $3,058.76

    Banquet Banquet $3,595.50
    Banquet Total $3,595.50

    Catering Catering $138.14
    Catering Catering $532.40
    Catering Catering $924.00
    Catering Catering $278.30
    Catering Catering $1,437.45
    Catering Catering $266.20
    Catering Catering $533.00
    Catering Total $4,109.49

    Dyno Dyno Rental $400.00
    Dyno Total $400.00

    Equipment Crash Truck $1,175.09
    Equipment Projector and Screen $562.84
    Equipment Timing Decoder $8,385.90
    Equipment Total $10,123.83

    Event Cash Float $450.00
    Event Transponder Rental $70.00
    Event Transponder Rental $120.00
    Event Transponder Rental $420.00
    Event Transponder Rentals $180.00
    Event Total $1,240.00

    Fees BC Society Registration $40.00
    Fees Fees (Bank, Credit card) $112.18
    Fees Fees (Bank, Credit card) $166.30
    Fees Fees (Bank, Credit card) $112.18
    Fees Fees (Bank, Credit card) $289.17
    Fees Fees (Bank, Credit card) $103.65
    Fees Fees (Bank, Credit card) $113.68
    Fees Fees (Bank, Credit card) $112.18
    Fees Fees (Bank, Credit Card) $171.92
    Fees Fees (Bank, Credit Card) $129.13
    Fees Fees (Bank, Credit Card) $136.99
    Fees Fees (Bank, Credit Card) $134.37
    Fees Fees (Bank, Credit Card) $105.50
    Fees Total $1,727.25

    Food AGM Food $74.33
    Food Hay Bale Coffee $61.35
    Food Hay Baling Food $52.00
    Food Hay Debaling Food $66.12
    Food Meals $159.49
    Food Ops Meeting Food $40.08
    Food Total $453.37

    Insurance Insurance $12,696.15
    Insurance Insurance Additional Policy Decoder $400.00
    Insurance Total $13,096.15

    Maintenance Air Fence Repair $4,143.94
    Maintenance Track Sweeping $367.50
    Maintenance Total $4,511.44

    Prize Womens Championship Prize $250.00
    Prize Womens Championship Prize $150.00
    Prize Total $400.00

    Promotions Bike Show $315.00
    Promotions Clothing $430.76
    Promotions Decals, Printing $649.20
    Promotions Fruit Basket Gift, Supplies $86.09
    Promotions Printing (Flyers, Cards) $242.30
    Promotions Printing (Posters, forms) $330.12
    Promotions Programs $505.61
    Promotions Thank you Gift to Al K. $100.00
    Promotions Tom Walther Memorial Books $300.00
    Promotions Website Hosting $213.70
    Promotions Total $3,172.78

    Radios Radio Rental $1,512.00
    Radios Radio Rental $812.00
    Radios Radio Rental $909.04
    Radios Total $3,233.04

    Refund Race school refund $435.00
    Refund Refund $360.00
    Refund Refund $180.20
    Refund Refund $180.00
    Refund Total $1,155.20

    Security Security $1,604.40
    Security Security $1,203.30
    Security Security $2,005.50
    Security Security $1,203.30
    Security Total $6,016.50

    Staffing Instructor(s) $250.00
    Staffing Instructor(s) $250.00
    Staffing Instructor(s) $250.00
    Staffing Instructor(s) $250.00
    Staffing Instructor(s) $2,500.00
    Staffing Instructor(s) $1,000.00
    Staffing Instructor(s) $2,000.00
    Staffing Operations/Gate/PA/Corner Workers $21,500.00
    Staffing Total $28,000.00

    Supplies Brooms $89.58
    Supplies Bug repellent, clothing $178.65
    Supplies Cheques $171.48
    Supplies Crash Truck Gas $27.01
    Supplies Decals Tech/Helmet $282.00
    Supplies Decals (tech, logo, helmet) $1,252.00
    Supplies Equipment $128.80
    Supplies Equipment $199.00
    Supplies Event Water, Snacks $741.83
    Supplies Fire extinguishers $105.55
    Supplies Flags, Welcome cards $599.13
    Supplies Gas, box cutters $86.85
    Supplies Hay bale bags, printing $1,000.04
    Supplies Hay Baling Truck Rental, Hay Bales $620.07
    Supplies Licensing $37.17
    Supplies Maintenance $411.41
    Supplies Medical Data Carriers, Supplies $350.99
    Supplies Race School Supplies $35.80
    Supplies Snacks, Gift cards $252.95
    Supplies Staff Clothing $1,157.18
    Supplies Supplies $107.23
    Supplies Supplies $57.44
    Supplies Supplies $80.55
    Supplies Supplies $196.98
    Supplies Supplies $105.21
    Supplies Supplies Fire Ext. $16.49
    Supplies Supplies Fire Ext. Recharge $111.88
    Supplies Supplies (Envelopes) $14.55
    Supplies Timing, Fire ext. $62.68
    Supplies Total $8,480.50

    Track Rental MissionTrack Rental Mission $90.00
    Track Rental MissionTrack Rental Mission $15,430.00
    Track Rental MissionTrack Rental Mission $7,500.00
    Track Rental MissionTrack Rental Mission $15,430.00
    Track Rental MissionTrack Rental Mission $3,700.00
    Track Rental MissionTrack Rental Mission $7,610.00
    Track Rental MissionTrack Rental Mission $15,430.00
    Track Rental Mission Total $65,190.00

    Track Rental Pitt MeaTdraocwks Rental Pitt Meadows $1,050.00
    Track Rental Pitt MeaTdraocwks Rental Pitt Meadows $1,199.19
    Track Rental Pitt Meadows Total $2,249.19

    Grand Total $191,870.75 $204,051.17
    NET $12,080.42


    New Business:
    Andrew Marles reported on the process to implement a contingency account per the motion last AGM to convene a committee to investigate the options and requirements. The premise being that we should consider placing a percentage of the year end bank balance into a contingency reserve fund. Such funds would only be accessible to the executive by holding a special meeting and taking a vote for the use of the funds. The intent here is that the money would then be protected from mismanagement. Andrew’s recommendation was to place the agreed upon amount of funds into a GIC Ladder account.

    John Cathie moved that we transfer $20,000. Deb Tuyttens amended the motion to suggest a limit of $50,000. There was discussion about the options, and questions regarding how the money would be invested. It was confirmed that the money would be invested in a zero risk GIC that would only accrue interest and suggested that any withdrawal would be subject to a Special Meeting being called.

    Dave Hillsden then motioned that $50,000 be moved to a GIC account, seconded by John Cathie. The motion was voted upon and carried, $50,000 to be moved into a GIC account for the 2019 season.

    Allan Hay motioned that any withdrawal of funds from the GIC be subject to a Special Meeting being called so that a vote could be taken on the proposed use of funds. John Cathie seconded. The motion was voted upon with 2 votes against and 31 for. The motion was carried by majority, a Special Meeting must be called with the appropriate amount of notice given for a vote to be taken on the use of any funds being removed from the GIC.

    Craig Robinson motioned that any club approved withdrawals from the GIC fund must require 2 executive signatures. Dave Hillsden seconded. The motion was voted upon and carried, the GIC account must be set up with 2 signatures required for withdrawals.

    The meeting was then handed over to Joseph Therrien to chair the elections portion of the evening.

    Nominations were taken for Promotions Director:
    Jay Tait was nominated by Pam Black, seconded by Jeremy Karlson
    Jay Tait accepted and no other nominations were made.
    Jay Tait is Promotions Director for 2019 **** Amended: Jay Tait then resigned and has appointed Brian Jensen as Promotions Director for 2019 ****

    Nominations were taken for Secretary:
    Pam Black was nominated by Allan Hay, seconded by Michele Bose,
    Pam Black accepted and no other nominations were made.
    Pam Black is Secretary for 2019

    Nominations were taken for Treasurer:
    Brett Hanson was nominated by Allan Hay, seconded by Nick Dudziak
    Brett Hanson accepted and no other nominations were made.
    Brett Hanson is Treasurer for 2019

    Nominations were taken for Vice President:
    Jeremy Karlson was nominated by Dave Hillsden, seconded by Blair Layton
    Jeremy Karlson accepted and no other nominations were made.
    Jeremy Karlson is Vice President for 2019

    Nominations were taken for President:
    Jason Hanson was nominated by Blair Layton, seconded by Rob Schoeymeyer
    Jason Hanson accepted the nomination.
    Deb Tuyttens was nominated by Andrew Marles, seconded by Jeremy Karlson,
    Deb Tuyttens declined the nomination.
    No other nominations were made
    Jason Hanson is President for 2019


    Your 2019 executive reads as follows:

    President – Jason Hanson
    Past President – Allan Hay
    Treasurer – Brett Hanson
    Vice President – Jeremy Karlson
    Secretary – Pam Black
    Promotions – Brian Jensen


    There being no further business, John Cathie motioned the meeting be adjourned at 8:00, seconded by Blair Layton.

    Minutes submitted by Pam Black







     

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