Meeting Opened: 6:30pm 1. PRESENT. Dave Atkinson,, Darren Trotter, Phillip Williams, Bill Payne, Ron Baker, Les Baker, Rob Day, Justin Elliot, Michael Engberg, Trish Rigby, Col White, 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 M. Skeer 3. MINUTES OF THE PREVIOUS MEETING It was resolved that the minutes of the previous Committee Meeting held on 8-09-2015 be accepted as a true and correct record of the business transacted. Moved: Seconded: Dave Atkinson Carried 4. CORRESPONDENCE IN Correspondence tabled during meeting 5. CORRESPONDENCE OUT Correspondence tabled during meeting Correspondence in & out Accepted Moved: Dave Atkinson Seconded: Justin Elliot Carried 1
6. TREASURERS REPORT Club Financials reported and accepted. Moved: Phillip Williams Seconded: Ron Baker Carried 7. MEMBERSHIPS Number of new memberships received 4 Number of memberships approved 4 Number rejected 0 8. PLANNING Moved: Bill Payne Seconded: Carried Item $ 6,000 for Dougie s pod This will be a separate commentators box to alleviate congestion in Race Control. Track Widening works Progress Carry over for discussion in late 2015. The need to extend the tower has become less of an issue since moving to Computime. We still have some microphone issues and Darren is to follow up with Phil as to improving the system. Action by Darren Trotter next meeting Preliminary earthworks to coast approx.. 40k Cost to Top coat and concrete corners approx. 60k 70k corner Book for early October 2015. GEM to be booked for October. Darren to contact Downers as to a possible start date. Concrete kerb to be removed. Following a rise in the price of the preliminary works by GEM, Paul Heenan resubmitted a quote. Discussion on providers followed. Motion to accept Paul Heenan s quote for widening works from turn 9 to 12 was Moved by 2
Sign in Shed Upgrade to be discussed in 2015 $500 for the repairs to the sign in shed and cupboards to be built/purchased. Lighting of pit toilets Track Edge works Mount Gambier Motor Cycle Club Inc Further tree planting Carry over to 2016 Planning for the MX club site D. Trotter. Seconded by Dave Atkinson. Carried. Darren contacted Heenan s and booked the works in for the second week in October Darren to re confirm dates and timeline for preliminary works and contact Downers to discuss possible dates. Heenan s to start the week of 12 Oct. Thank you to Darren for working with Heenan's on the camber and layout. Carry over for discussion in 2015. Committee to discuss and review ideas at the next track day, Install Sliding Windows, Repair all holes in the building, Install Roller shutters, Build on a front veranda, Build an Air Lock. Shorty to seal all draft holes and install a draft stop on the door Complete Working bee to be planned for after the senior s race meeting. Darren Trotter to follow up if a mixer would be available to be used to mix and deposit the fill. Mixer is available to premix the edge fill, date for works to be finalized when the weather is suitable This will need to be done on a weekday due to the mixer only being available during the week. Darren is following this up with a date to be advised This will have to be carried over to 2016 and completed as a working bee. 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 3
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. 9. PROCEDURE DEVELOPMENT Nil 10. BUSINESS ARISING FROM PREVIOUS MEETINGS ITEM NO. BUSINESS COMMENTS/DISCUSSIONS ACTION BY WHOM ACTION BY WHEN 10.1 Eftpos Facilities Discussion on setting up an eftpos facility at the track, Rob to follow up on a trial period for the eftpos facility. Rob spoke to Bendigo bank and CBA regarding products. Discussion about plans and accounts. CBA $60 a month plan plus 3K worth of transactions. Bendigo Bank $19 a month plan plus 1.5% on transactions. Motion to set up an account with the Bendigo Bank and use their EFTPOS product. Moved M.Trotter Seconded B. Payne Carried Rob/Les Les to contact the CBA one more time. If no product available we will try a different bank. Bendigo Bank product to be used for EFTPOS transactions. Rob Day to follow up. Complete 4
Motion Moved that Treasurer Rob Day is to open the Bendigo Bank Account with a deposit of 25K Moved. Margaret Trotter. Seconded Hillary Trotter. Carried Four signatories to be nominated for the Bendigo bank account. The committee nominated Rob Day, Les Baker, and Andrew Saunders. Moved D. Atkinson. Seconded Darren Trotter. Carried. Deposit of 25K placed into the Bendigo Bank account. Marg to follow up EFTPOS machine Complete Eftpos Machine on site Outside line to Race Secretary Office to be arranged Complete 10.2 Memorabilia/Photo Wall The Memorabilia/Photo Wall needs updating with current riders. Marg suggested we produce a year book and ask riders to contribute photos. Rob Day mentioned John Bonney may have photos available for purchase. Discussion around developing a slideshow with the photos from the photo wall. Marg to talk to Mark Abram. Photos to run from Oct Master to Master to call him and discuss Waiting for a reply 10.3 Calender Hillary suggested that we put together a 13 month calendar for 2016. Members would nominate themselves and submit 2 or 3 favourite photos of themselves. The committee would then review them and pick the best 13. Hillary to provide more info and develop the process for the next 5
Nil Further Marg to do the calendar week starting the 19 th Oct. 10.4 Pedal Prix An enquiry was made about using Mac Park for a Pedal Prix Endurance Event in 2017 for up to 5 days. In-principle support was given by the committee. Moved Mick Engberg Seconded Darren Trotter Carried. Hillary to follow this up and reply to the sender and gather more information about the requirements and the event. A Pedal Prix representative attended the March track day and felt that the club facilities would be very suitable for the event. Discussion by all members present as to how big the pedal prix could be as Murray Bridge can get 20 000 attending. Pedal Prix Representatives to attend the June Meeting to discuss further the proposal. meeting Still require more entries. Hillary to follow up Hillary to attempt one more facebook and text message push for members to get involved. 6
Pedal Prix Representatives Matt and Jeff attended the meeting and gave a presentation on what some of the logistics and requirements for holding the event would be. Discussion around Logistics, track visibility, facilities, showers, power, camping and catering. Andrew is to send a letter to the Pedal Prix president stating what Mac Park can provide, what the cost would be and also to ask what requirements Pedal Prix have. 14-07-15 Presentation to the Committee and Members on conducting a Pedal Prix event at Mac Park on April 2-3 2016. See Discussion points. Public liability Insurance will need to be arranged for the event. Club is able to charge for car parking and Admission $5 per person and $5 per car Check if the timing loop is Digital or Analogue.(Marg to check with Computime) May require a practice day on the Saturday. Camping to be made available on the Saturday night if required. This could be limited to the first 100. Mac park to provide canteen. Pedal Prix to run the event When numbers known extra toilets would be required. Closing date for numbers would be known by the end of January 2016 7
As this is a new series the estimate would be for 50 to 70 teams to attend. Pedal Prix would require the Tower and the lights. Pedal Prix use control marshal points to get spectators across the track if required. Cost for the hire of the facility would be as per our usual cost. 11-08-2015 Darren reported on an event that he attended at Victoria Park in Adelaide, he commented on the event organisation and facility that we would need to provide. Darren is following up PL insurance for the event with 2 providers. Andrew is to draft a letter of support to hold the Pedal Prix from the MGMCC for the local councils. 8-09-2015 Marg to follow up on a quote for Public Liability insurance for the event Darren is following up insurance options with MA provider and local brokers 10.5 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. Andrew Saunders Darren 8
10.6 Music on Sat night at upcoming events 10.7 Comments following the Seniors Event A motion was put for DA to gather some more information on trust accounts and their operation. Moved H Trotter Seconded J. Elliot Carried 14-07-15 David Atkinson presented a proposal which is to be placed on the Web Site for member comment. Discussion in inviting musicians to play at upcoming events, the Historics and The Classic Master of Mac Park. Darren to make contact with the proposed acts and see if there is any interest Darren contacted a Musician but little interest in playing at this event, Darren to contact the Jazz Academy and see if they are interested. Question was asked by a competitor if it would be possible to have 2 age and bike age races, an extra one on Saturday instead of just the one on Sunday. Marg thinks this will be possible and will be reminded closer to the event to arrange for this. DA Rob Day to follow up with the accountant as to not for profit organisations holding interest bearing accounts. Darren Trotter Darren Trotter Marg will look at the program and see if it is possible Before the Seniors Meeting Supp Regs are completed 10.8 Swap Meet at the Classic Master of Mac Park Discussion around holding a swap meet at the Classic Master of Mac Park. Ron to pursue the idea and develop the concept and flyers for the event. There is some interest from stall holders so and area will be Ron Baker. 9
10.9 Bendigo Bank Sponsorship separated from the pit area with bunting We have received some information regarding the availability of sponsorship from the Bendigo bank. Marg and Andrew to complete the documentation and return. Marg to return the documentation. Andrew Saunders Prior to the event 10.10 Discussion around sourcing other stewards and clerk of the course for meetings Marg to investigate other people that would be able to be steward or clerk of course at race meetings so we are less reliant on the same 2 or 3 people. Marg spoke to other Level 3 and 4 officials and both and interested in officiating at Mac Park Events. Nil Complete 10.11 Road Race Sub Committee meeting attendance. 10.12 Weight of the Camera Unit Andrew and Darren are to attend the RRSC meeting in Adelaide next week to promote discussion on running an interclub event at the Tailem Bend track once it opens in 2017. Moved: Dave Atkinson Seconded:. Carried. Darren and Andrew travelled to Adelaide to attend this meeting. General discussion around holding the first race meeting as a combined interclub meeting. The members present voted to run a race meeting with a date to be set when hire dates become available. Bill Payne asked if the camera unit could be lightened as it was quite heavy to put up and take down. Darren suggested that the 12volt component be removed as it was never used and that this may reduce the weight. Phillip Williams to Andrew Saunders Darren Trotter Phillip Williams 10
remove the component before the next track day. Component removed. Complete 11. NEW BUSINESS ITEM NO. BUSINESS COMMENTS/DISCUSSIONS ACTION BY WHOM ACTION BY WHEN 11.1 Mt Gambier Road Race Cycle Club. Club has asked for permission to race their summer series at Mac Park again this year. Dates provided 8-11, 15-11, 22-11, 6-12. Insurance documents Provided. Discussion to allow the club to race at Mac Park. Moved Les baker. Seconded Rob Day. Carried Nil 11.2 Preston Proposal Preston MCC has proposed an Interclub Race Meeting with the MCMCC. The date of the June long weekend suits our calendar. Committee approved in principle support for the event. Moved Dave Atkinson. Seconded Carried 11.3 Letter to MA regarding October Dates. MGMCC experienced a loss of earnings from there being too many racing events on the same weekend. The effect was a loss of income Loss of entries Loss of gate and loss from camping. And the loss of a traditional event. Andrew Saunders 11
11.4 Period and Years Information 11.5 Thank you to Volunteers and Helpers at the Master of Mac Park The committee asked Andrew to draft a letter to MA outlining our issues. A suggestion from a rider to print the Bike Period years and Classes as well as number plate colours in the program would be of great benefit to spectators and racers alike. We will include this information in forthcoming programs. Marg in her role as race Secretary thanked all those that helped out at the Master of Mac Park, your assistance is greatly appreciated by the committee and all members. 11.6 Paver sizes Darren is to cut the pavers for Phillip before installation. Darren Trotter 11.7 Sand Trap at turn 5 Sand trap at turn 5 is to be widened ½ as wide again Phillip Williams 11.8 2016 Nomination forms Andrew presented the 2016 nomination forms. Les will begin to arrange for them to be posted. Marg offered to assist with this Les Baker By Nov 11 12. CLOSE: 745 pm 13. NEXT MEETING Committee 10-11-2015 12