2017 Annual General Meeting Minutes

Discussion in 'WMRC Meeting Minutes' started by ducatigirl, Nov 20, 2017.

  1. ducatigirl

    ducatigirl Moderator WMRC Exec

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    Attending:
    Members: 14
    Non members:

    In addition to:
    Jason Hanson – President
    Brett Hanson – Treasurer
    Allan Hay – Vice President
    Jay Tait – Promotions
    Andrew Marles – Past President
    Pam Black – Secretary

    The Annual General Meeting was called to order at 7:45 by Jason Hanson.

    Minutes from the 2016 Annual General Meeting were read by Pam Black. Motion to accept the meeting minutes was made by Rob Schoemeyer, seconded by Allan Hay

    President’s Report:
    Jason stated that it was a year filled with the usual challenges, but that overall, the year was a success. The track days and race school continue to thrive, with the greatest product of the success being further increase to our membership. Jason reported that he was grateful for his time as president and for the things he learned about the club, as well as about himself. Even with the increased grids and bank account, Jason felt the greatest sense of accomplishment from the countless people that thanked him and told him that they had a great time. Thank you to everyone for the support, but he would not be seeking re-election.

    Treasurer Report:
    Reporting period: 2016-11-01 to 2017-11-01
    Created: 2017-11-04
    Fiscal Year Statement
    Balance as of 2016-11-01
    $49,230.57
    Balance as of 2017-11-01
    $108,791.10
    Encumbered as of 2017-11-04
    $1,999.55

    Income:
    Racer - $82,143.75
    Banquet - $1,800.00
    Track Day - $44,703.75
    New Racer School & Semi-Private Instruction - $21,288.75
    General - Track Day sales, sponsorship, membership, gate - $31,100.24

    Debits
    Awards - $1,989.16
    Awards (2016) - $1,351.93
    Banquet -$3,068.43
    Banquet (2016) * - $874.00
    Event - Ambulance - $22,489.05
    Event - Ambulance (2016) -$1,612.70
    Event - Catering - $2,613.50
    Event - Insurance - $10,270.40
    Event - Radio rental - $1,512.00
    Event - Security - $5,989.46
    Event - Track rental - $45,150.00
    Event - Dyno - $300.00
    Fees - Bank, Credit card processing -$1,508.81
    Fees - Bank, Credit card processing (2016) - $99.23
    Fees - BC Society - $80.00
    Fees - Psigate - $155.68
    Fees - Psigate (2016) - $21.28
    Meals - Operations meeting - $169.14
    Printing – Programs - $372.34
    Printing – Promo flyers, posters, cards - $381.72
    Promotions - Bike show - $315.00
    Promotions - WMRC banner - $420.00
    Repair/Maintenance - Crash truck repair - $474.65
    Repair/Maintenance - Trailers - $623.38
    Repairs/Maintenance - Fire extinguishers (supplies, hydro & recharge) - $657.32
    Staffing - Corner Workers (Track Days only) - $4,200.00
    Staffing - Announcing - $900.00
    Staffing - Operations - $6,825.00
    Staffing - Race School - $4,100.00
    Supplies - Envelopes/Stamps - $87.25
    Supplies - Event (Ice, water, snacks) - $511.70
    Supplies - Flag stands - $230.00
    Supplies - Hay bale disposal - $630.58
    Supplies - Hay bale supplies (duct tape, wrap), UHaul rental - $1,035.46
    Supplies - Hay bales - $644.93
    Supplies - Medical data carriers - $274.25
    Supplies - New Racer School computers - $424.45
    Supplies – Registration, Licensing, Timing - $630.82
    Supplies - Tech stickers - $1,269.45
    Website - Hosting - $213.84
    TOTAL Debit - $124,476.91
    TOTAL Credit - $181,036.49
    NET - $56,559.58

    New Business:
    A motion was made by Andrew Marles to form a committee to determine the process to implement a contingency account, as an amendment needs to be made to our constitution to put this in place. 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.
    A vote was taken on this matter and all were in favor of a committee putting forth a business plan to then be voted on.

    The meeting was then handed over to Joseph Therrien to chair the elections portion of the evening.
    Nominations were taken for Secretary:

    Pam Black was nominated by Nick Dudziak, seconded by Jay Tait.
    Pam Black accepted, no other nominations were made, Pam Black was elected Secretary for 2018

    Nominations were taken for Treasurer:
    Brett Hanson was nominated by Andrew Marles, seconded by Pam Black.
    Brett Hanson accepted the nomination.
    There were no other nominations; Brett Hanson is Treasurer for 2018

    Nominations were taken for President:
    Allan Hay was nominated by Rob Schoemeyer, seconded by Pam Black
    Allan Hay accepted the nomination
    Jason Hanson was nominated by Allan Hay, seconded by Marbod Kern
    Jason Hanson declined the nomination.
    There were no other nominations; Allan Hay is President for 2018

    Nominations were taken for Vice President:
    Rob Schoemeyer was nominated by Marbod Kern, seconded by Jay Tait
    Rob Schoemeyer declined the nomination.
    Jeremy Karlson was nominated by Pam Black, seconded by Allan Hay
    Jeremy Karlson accepted the nomination.
    Jay Tait was nominated by Nick Dudziak, seconded by Rob Schoemeyer
    Jay Tait declined the nomination.
    There were no other nominations, Jeremy Karlson is Vice President for 2018

    Nominations were taken for Promotions:
    Jay Tait was nominated by Allan Hay, seconded by Nick Dudziak
    Jay Tait accepted the nomination.
    Nick Dudziak was nominated by Allan Hay, seconded by Pam Black
    Nick Dudziak declined the nomination.
    There were no further nominations; Jay Tait is Promotions for 2018

    Your 2018 executive reads as follows:

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

    There being no further business, Jason Hanson motioned the meeting be adjourned at 8:10, seconded by Allan Hay.

    Minutes submitted by Pam Black
     
  2. Dean Thompson

    Dean Thompson New Member

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    Just looking for confirmation that these numbers are a comparison between 2016 and 2017, and are correct:
    Event - Ambulance - $22,489.05
    Event - Ambulance (2016) -$1,612.70
     
  3. Andrew Marles

    Andrew Marles Moderator

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    Dean, I think you're seeing a charge from the last event in 2016 that was paid in 2017 (BCA is slow to invoice) vs the total paid so far in 2017 (I think there might still be some BCA outstanding).
     
  4. Brett

    Brett Twin Brothers Racing WMRC Exec

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    The 2017 reporting period Nov 2016-Nov 2017 included a payment to BCEHS for a 2016 round.
     
  5. Dean Thompson

    Dean Thompson New Member

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    Aaaaaaaaaaaaahhh. That makes sense. Thanks.
     

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