LITTLE ATHLETICS VICTORIA - WESTERN COUNTRY REGION MINUTES of the ANNUAL GENERAL MEETING HELD at STAWELL on JUNE 19TH 2011 the Meeting Opened at 10.30 Am
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LITTLE ATHLETICS VICTORIA - WESTERN COUNTRY REGION MINUTES OF THE ANNUAL GENERAL MEETING HELD AT STAWELL ON JUNE 19TH 2011 The meeting opened at 10.30 am. PRESENT: Ross McIlveen (Chairman/Camperdown); Barb Davis (Treasurer); Judy Wilmshurst (Secretary);; Zack Smith (Ballarat/Competition Co-ordinator); Fred Wilmshurst (Organising Secretary); Megsie Harvey (Life Associate/Portland); Daryl Biggin (Race Walking Coordinator); Brook Jones (Ararat);; Vanessa Wight (Cohuna);); Tracey Jorgensen, Fiona Werner (Dimboola); Jenny Evans, Leonie Margrie (Hamilton); Colin Barnett, Rick Price (Horsham); Graeme Bear (Kerang); Carlene and Alastair Dowie (Maryborough); Joanne Saunders (Portland); Jenni Omerink, Karen Little (Stawell); Corrie Bussem, Lorraine Kell (St Arnaud. APOLOGIES: Dean Paulin (LAVic General Manager); Phil Cunningham (Camperdown; Glen Tyler, (Ballarat); Merrin Shannon (Casterton); Louise Brown (Colac); Peter Varley, Dean Kilpatrick (Warrnambool). MINUTES OF THE PREVIOUS MEETING: were confirmed and accepted by Hamilton, seconded Maryborough. CARRIED. 1. BUSINESS ARISING – nil. 2. CORRESPONDENCE IN LAVic – various as sent to Centres WRAP applications - Ararat, Cohuna, Maryborough, Portland, Swan Hill, Warrnambool ITCC applications – Dimboola, Maryborough Centre reports OUT: Motions for LAVic AGM Nomination forms for Region Executive Minutes of February meeting Agenda for AGM Moved Cohuna, seconded Hamilton. ACCEPTED. 3. ANNUAL REPORT – as tabled. Fred Wilmshurst pointed out that Maryborough and Stawell are in the top Centres in the State for membership increase and retention. WCR is the only Region to have increased its numbers in 2010/11. It was moved Dimboola, seconded Hamilton “that the Annual Report be accepted”. CARRIED 4. AUDITED FINANCIAL REPORT – as tabled Balance as at 31 May 2011- $4,279.56 Accounts for payment: Judy Wilmshurst – Stationery, travel expenses. Moved Barb Davis, seconded Portland that the Financial Report be accepted and accounts passed for payment. CARRIED. 5. ELECTION OF WCR EXECUTIVE FOR 2011/12 As no nominations were received prior to the meeting all positions were filled from the floor. Chairman (Ross McIlveen), Treasurer (Barb Davis) and Competition Secretary (Fred Wilmshurst) were elected in 2010 for two year terms. The following were duly nominated, seconded and elected: Deputy Chairman – Alastair Dowie Secretary – Judy Wilmshurst (2 years) Competition Coordinator – Zack Smith (2 years) Assistant Competition Coordinator – Jenny Evans Competition Recorder – Carlene Dowie (2 years) Coaching Coordinator – Fiona Werner Webmaster – Judy/Fred Wilmshurst Grants – Fiona Werner Race Walking Coordinator – Daryl Biggin RAC Delegates –Ross McIlveen, Fred Wilmshurst, Alastair Dowie, Vanessa Wight, Zack Smith 6. AMENDMENT TO THE WCR DELEGATION OF AUTHORITY It was moved Ballarat, seconded Ararat “that clause 5.2 be amended by replacing “July” with “June” so the Region AGM can be held in June each year”. CARRIED The Delegation of Authority was then signed by the Chairman and Secretary. 7. GENERAL BUSINESS i) Centres were requested to complete and return the Centre Information Form by July 23rd. ii) The major dates for the Region Calendar were set. The Secretary will add ITCCs when available and circulate to Centres. The Calendar will be distributed to Centres and placed on the Region web site. iii) It was moved Horsham, seconded Cohuna “that until a motion to the contrary is passed, Region Relays and Track and Field will be held in Ballarat”. CARRIED iv) Fred Wilmshurst outlined the purpose and content of the Centre Deed of Operations. v) Ross McIlveen told delegates about Timboon’s request to form a Centre. The BOM rejected the request as the town is too small and a Centre there would detract from Camperdown’s numbers. Camperdown will suggest that parents from Timboon undertake an ITCC course and conduct training in Timboon. The athletes would register and compete with Camperdown. vi) LAPS - Maryborough sent an enquiry about the possibility of an ADO training session in the Region. They have not received a response. This will be followed up. Many Centres feel that schools will not participate if they have to pay for the sessions. Several intend to conduct their own school visits after training from former ADOs. vii) Ross reminded Centres of the Starters’ Seminars to be held in Bendigo on August 7th and Warrnambool on August 21st. We would like at least one representative from each Centre. viii)REGION LEVY – It was moved Ballarat, seconded Portland “that the WCR levy remain at $1.00 per head for the 2011/12 season”. CARRIED ix) ON-LINE REGISTRATION S and EVENT ENTRIES Some Centres believe that there will be problems with on-line registrations and entries for Track and Field as some families have no computer skills and don’t have credit cards. It was moved Kerang, seconded Hamilton “that LAVic retains the option of manual payment of Registration fees”. CARRIED UNANIMOUSLY. Centre personnel will have to enter and pay for Track and Field entries for families that don’t have computer knowledge and/or credit cards. There is also concern about 6% of the Region section of the entry fee going to Clubs Online. x) WRAP – Applications were received from Ararat (1), Cohuna, Maryborough, Portland, Swan Hill and Warrnambool (all 2). It was decided to reimburse each of the eleven individual applicants $200, a total of $2,200. This will be paid at Centrefest, after the $1,400 is received form LAVic. xi) Portland asked if any more coaching videos had been produced and if so are they going to be distributed to Centres? xii) Cohuna reported a successful joint Cross Country with the local Football Club. They hope that this will encourage the junior footballers to register for the Track and Field season. xiii) Stawell stated that, while the LAVic events at the Stawell Gift were great, they took away some the time allocated to the traditional Sunday morning clinic. The Centre is happy to support the LAVic program but would like more notice in the future. They believe that the Association needs to look further than Stawell for officials. Some people felt that the handicapping could have been better and that Region or State times should have been used for all entrants. xiv) It is believed that IGA would be better giving every Centre a $150.00 equipment grant than spending money on the Docket Competition. Centres hope that it is discontinued. There is also a huge difference in the relationships between Centres and their local IGA store. xv) St Arnaud thanked Stawell for donating a computer. xvi) Hamilton showed their new banner and outlined some initiatives for increasing membership. They requested a flyer with contact details of all WCR Centres for distribution at the Sheepvention. They also asked if Kim could follow up on their request for assistance with their website. xvii) DECLINE IN REGISTRATIONS WCR believes that the fall in the number of competitive members is due to: • The decline in the success of LAPS • Higher fees • Concentration on elite athletes to the detriment of the “kids” who just want to have fun • On-line registration • Demands on the time of volunteers at Centre level. While Centres realise that LAVic is a business and must be run as such there is concern that the aims of the sport are being lost in the scramble for money. xviii) Some Centres were not aware of the LAVic preferred uniform suppliers. Maryborough described the problems they had with Fashion Club Wear and the size of the Centre numbers xix) The allocation of officials for Relays and Track and Field will be an Agenda item for the next meeting. MEETING CLOSED at 2.25 pm NEXT MEETING will be held at ARARAT on Sunday October 16that 10.30 am. .