Agenda and Action Items

Keilor Little Athletics Centre

Attendees: Sam Barbuto, Pauline McShanag, Kerry Ware, John Rayner, Robert McShanag, Don McLaren, Mike Lloyd, Cherylanne Campbell

Apologies: Craig Hill, David Campbell, Vicky Thomson Did Not Attend: Date of Meeting Monday 8th November, 2010 Time of Meeting 7.53pm, Closed 10.36pm. Location: Clubrooms. Subject: November 2010 Agenda: # Item Who Duration

1. Minutes from previous meeting. SB 5 mins 2. Presidents report - SB 20 mins 3. VP report – admin CH 10 mins 4. Secretary report – correspondence, calendar KW 10 mins 5. Treasurers report – financial/expenditure report VT 10 mins 6. Competition report RMc 10 mins 7. Special events report PMc 10 mins 8. Club priority reports – sponsorship/fundraising SB 10 mins 9. Equipment DM 10 mins 10. Region report DC 10 mins 11. Other business 10 mins

Key Outcomes:

# Item Who 1. Minutes from 11th October were discussed and accepted. 2. President’s report – Preferred contractor has been selected for the installation Sam of new track. BCC need to ratify next week. Work will be scheduled to commence Barbuto the week after handover in mid December. Stakeholders (KLA, KSB & BCC will meet with contractor post appointment to conduct joint site inspection and # Item Who review project plan to ensure that requirements are accounted for. Have met with President of ATE, who has supported our request and dates for track usage. Need to formalize request in writing to ELAC & ATE so that they can get approval from their Exec’s and submit application to MVCC. A contingency date has been set for Thursday 25th November, in case KLAC need to cancel due to bad weather. John McCall has been appointed Athlete Development coach, and has been supervising our accredited coaches and also writing the programs for them. We have had > 30 athletes turning up each week for training. Uniform stocktake needs to be finalized and also try and get samples from LAV approved suppliers. Multi team captains were announced – Timothy Petersen and Claire Aston. Selection process for remaining captain positions still underway. 3. VP report – 449 registered athletes. Craig now has 6 starters that will be Craig Hill rotated, as two more have now completed the Starters course run by LAVic. Need to recruit more volunteers for timing and scanning equipment. 4. Secretary report – Correspondence includes – via email – LAVic bring a friend Kerry information, starters mentoring, association awards & poster, state championship Ware timetables, postal ballot results, BoM minutes, refunds policy, competition regulations, sports in focus offer, Making Tracks for November. NMR minutes for November. 5. Treasurers Report – NIL report. Smashgear, KC Electronics, Apparel invoices, Vicky Canteen supply invoices approved for payment. Thomson 6. Competition report –The following CBP’s were ratified – Robert Trent Thomson BU11 SP 23/10/2010 McShanag Ethan McShanag BU11 SP 5/11/2010 Caitlin Campbell 1500mW 30/10/2010 There will also be a more thorough inspection of uniforms, and uniform warnings will be issued. IGA patches need to be attached to the uniform and chest patches pinned to the front. Relay challenge on Sat as well as group lap and parent’s race, weather and time permitting. 7. Special events – Region Multi event went extremely well, 36 KLAC athletes Pauline competed, 2 gold, 2 silver and 4 bronze, and most other athletes with a top 10 McShanag finish. A couple of the younger athletes were out of uniform, this needs to be addressed. State Multi event, we have 9 athletes entered. KLAC have 74 relays teams entered for Box Hill. Relay challenge is being held on Sat 13th Nov, lane draws have been finalized. Need to ask region if there we are able to use discs as markers for relays, and also if cones will be available. 8. Sponsorship/fundraising – CH and SB continue to work on targets Sam Barbuto 9. Equipment – 201 unit has been repaired and returned. 301 will be sent for repairs Don over Christmas break. A few modifications need to be done so we can have all the McLaren units interchangeable with each other, but each unit will still have to have its own transmitter and receiver. Quad beams need modification. Gazebos’ need to be inspected and repaired. Order a couple of new guns. Order rubber mat for trailer. # Item Who Have recommended the purchase of an additional Timing Box and transmitter so that we can utilize on the circular. 10. Region report – As per minutes sent out (with attachment). On line registration Dave process does not accept Visa debit cards - Gwen will ask the question to LAVic. Campbell Regional gate entry fees will remain at $2. Need to liaise with region in regards to Multi event, where parents were approaching chief officials directly rather than going through their Team managers, also some issues of athletes turning up late to events. 11. Other Business – Super Huge Big Saturday Trivia night will be held in clubrooms on 13th November.

Action Items

# Item Who Action items from November 2010 96. Print of uniform dockets. CC Action items from September 2010 94. Purchase USB and backup files. KW Action items from May 2010 87. Collection of prices for alarm system SB Action items from April 2010 84. Championship timetable review SB 85. Feedback forum. JR Action items from October 09. 79. Organise sign for committee room CH Action items from August 09. 74. Possible uniform change Action items from May 09. 61. Furniture designs SB Action items from November 08. 36. Speak to photographers and publish policy in handbook. SB

Closed Items

# Item Who 95. Testing and repairing of timing equipment DM # Item Who