Standard Agenda for a Committee Meeting of the MG Car Club Canberra Inc

MG Car Club Canberra Inc Committee Meeting Minutes – 1 March 2016

President: Greg Whitfield (GW), Treasurer: Laurie Gardiner (LG), Secretary: Trevor Clement (TC), Vice President and Sporting Secretary: Kent Brown (KB), Asst Secretary (Display Events): Graeme Rossiter (GR), Editor: Mark Horsfield (MH), Social Secretary: Trevor Finklaire (TF) / Graeme Corbett (GC) Assistant Secretary: Dave Burns (DB)

Item Minutes 1. Attendance “Quorum requirement: Four Committee members, of which one must be a member of the executive.”

Apologies: TC

2. Confirm Minutes of 2 February 2016 Committee meeting: Propose accepted – LG Seconded - GR 3. Matters Arising The following provides a summary of new matters arising from the last committee meeting as well as ongoing action items.

(a) Brian Darke Memorial Trophy. By-laws to be updated to reflect the new trophy and its conditions for award. TC to do once new By-law 12 has been finalised. (b) MH advised the online membership form has some technical issues. These are known problems with the software package used and cannot be fixed without going to completely new software. Committee accepted this as interim solution and will consider getting a commercial designer to redesign the website as the long term solution. Item Closed. 4. Matters Under Review (1)By laws. By-law 12 Concours d'Elegance and the proposed Pride of Ownership guidelines. Ongoing

(2) Sale of valve grinding machine. LG advised that machine was sold for $100 to Classic Car Restoration Club. Item Closed.

5. President The Healey Club tour of Tasmania went very well with 38 people and 20 cars from the MGCCC participating. Club will look at joining future tours.

6. Treasurer

6.1Accounts for approval 6.2 Membership review/costs 6.3 Other Treasurer’s monthly report was presented. 7. Secretary Correspondence See attached. Monthly meeting schedule for Speakers for the following meetings are: next 3 months:  March 2016 – Glen Allardyce from Auto Paints – DB to coord  April 2016 - Ian Moon from Revell Steering. LG to coord  May 2016 –Kevin Kirk to provide Natmeet report from Perth. GR to coordinate  June 2016 – Book auction – to be run by John Cooper at 7:45 followed by meeting  July 2016 – TBC

Membership Members (as at 1 Mar 2016), 6 Life, 8 Honorary, 95 Single (ordinary), 79 Family Memberships, 13 Associate Members,

(300 total members with 25 Ineligible to vote) Quorum of 10% of eligible members = 28 Other

8. Sporting Secretary  Cooma Hill Climb events may be of interest to club members Dates in March Sporting Report  HSRCA meeting at Wakefield Park was successful – KB and Kevin Kirk competed.  Phillip Island Classic 11 – 13 March, John Cooper attending with KB and Brian Weston competing.  Motorkhana 21 Feb 16 was very successful with 41 competitors. KB received an email from TISC CEO reporting problems with some competitors, tyre smoke and black marks on the VMA. KB and Chris Hillman will meet with Denis Dobie.

Event planning 

9. Social Secretary  Run on Sunday 28 Feb was a good run  Thurs 3 Mar – Midweek Meander to Gunning. GC to cooord  Sun 20 Mar – Social run to Bredbo

10. Asst Sec (Display)  Sutton Public School has car festival on 19 Mar to be advertised in Tappet Chatter  Auto Italia is on 3 Apr  Wheels2016 is on 15 May Event planning

11. Editor Dec edition TC broke the 1000 openings, many from overseas

12. Web Master  MH is trying to fix problems with drop down menus.  Online Membership form problems are known weakness of the software used on the website and can’t be fixed. Committee with consider commercial designer to redesign and host website. MH to report options  Facebook page versus Club website – committee agreed that both are needed because they contain different information. Also decided that the club engages a professional organization or company to design and maintain the website to keep it relevant and up to date. MH to investigate and discuss next meeting.

13. Standing Business

CACTMC  Email received from Council regarding restraint of uncovered loads. Probably not as relevant to club members using trailer but GR will pass to MH for inclusion on website.

Natmeet Kevin and Jan Kirk will be attending in Perth and Kevin volunteered to be the club Natmeet Coordinator for 2016 and the delegate for 2017 Natmeet. The committee agreed to make him the delegate and authorise him to vote on matters that affect the club. DB to raise a letter of appointment.

CRS events approval

MGTYme Planning is on track. Any applications or queries to Brian Calder.

14. General Business  KB raised the matter of storage of MGCCC assets, in particular the portable shelters (currently located at Paul Smith’s property). LG to investigate installing racks at club facility at Fyshwick and storing property there.  Couple of examples of misspelled names in TC were raised. MH to check membership spreadsheet for correct spelling of names  No committee members had problems with Dropbox, but TF does not yet have access. DB to request TC to fix.  Committee meeting on 2 Feb discussed changing day of meetings from Tues to Thurs. Decision was to leave as is.

Committee absences KB will be away for April and May committee meetings DB will be away for March monthly meeting MG CAR CLUB CANBERRA Inc

SUMMARY OF CORRESPONDENCE - February 2016

INWARDS CORRESPONDENCE

Item Referred to

Statement from Bendigo Bank for Terminal Rental LG Invoice from Canberra Trophy Centre LG Email from Sutton Public School re Car Carnival March 2016 GR Invoice from Australia Post re renewal of PO box LG Two entry forms for MG TYme BC Membership renewal letter from MG Car Club LG

OUTWARDS CORRESPONDENCE

Item Author New member letter TC

SUMMARY OF RECORDABLE COMMITTEE DISCUSSIONS BETWEEN COMMITTEE MEETINGS

Matter Action