1. food and drink

Wanneroo Junior Motocross Club (Inc)
PO Box 178
Wanneroo
WA 6065
EMAIL: [email protected]
NOTICE OF ANNUAL GENERAL MEETING
The Annual General Meeting of the Wanneroo Junior Motocross Club and the annual trophy presentations are to
take place at 2pm on Saturday, the 22nd November 2014 at the Wanneroo Juniopr Motocross Club, Pinjar Park,
Pederick Road, Neerabup.
Agenda
1. Apologies
2. Welcome and introduce any special guests
3. Confirmation of the minutes of the 2013 annual general meeting
4. Presentation of the outgoing President's annual report and the adoption thereof
5. Presentation of the outgoing Treasurer's annual report and the adoption thereof
6. Matters arising out of these reports and minutes
7. Correspondence pertaining to the Annual General Meeting
8. Election of the executive and other committee members for 2015
9. Vote of thanks to the outgoing committee
10. Determination of the Annual Club Membership fee and Ride Day fees and Pit Bay fees
11. Busy Bee payment scheme
12. Notice of motion/s
13. Urgent general business
14. Close of meeting
15. Presentation of trophies and awards
Attendance and voting
All financial and life members of the club may attend and vote at the meeting.
Children's Entertainment
There will be entertainment for the children in the form of bouncing castles and water slip and slides.
Food and Drink
The club will be supplying meat in the form of a Lamb on the Spit (with thanks to Steve Lee for organising this) and
we are asking that members provide a plate of snacks, sides or salads that can be placed on a communal table.
Please bring your own drinks.
Nominations for committe members
We are calling for submissions for the various positions on the committees. If you would like to nominate yourself
or someone else for any of the positions within the various committees, please complete the form below and return
it to us by email or post.
The following are the various committee positions:
President: The president supports all the other committeee members and ensures that all aspects of the running of
the club are in accordance with the constitution of the club.
The president shall be a MWA delegate and shall attend MWA meetings and promote the club to ensure its growth
and stability.
The president ensures that the website is kept up to date with all upcoming events and news.
Position 2014 held by Craig Gaske who has indicated that he will stand again in 2015
Vice President: Supports the president in all aspects and steps up when the President is unavailable.
Position 2014 held by Steve O'Leary who has indicated that he will not stand again.
Dean Stocker has been nominated for this position for 2015. If you’d like to nominate yourself or someone else,
please feel free to do so.
Treasurer: Liases with the accountants and is responsible for the receipt of all monies and the payment of the bills.
Prepares financial reports for the monthly club meetings and ensures that the books of account are kept up to date
and in accordance with all relevant legislation.
Position 2014 held by Leanne Taylor.
Club Secretary: Receives all club mail (both postal and email) and correspondence and ensures that the information
is directed to the correct person within the club. The secretary liases with the president regarding various matters
and compiles the agenda for the monthly meetings and takes the minutes at these meetings which are then typed
up and distributed to the club members. The secretary ensures that all correspondence is accurately recorded and
filed. The club secretary will prepare rosters for the busy bees and also do the pit allocations for the year.
Position 2014 held by Kathy Hurlbatt.
Race Secretary: To do this position you need to hold at least a MWA Level 1 Race Secretary licence. The race
secretary prepares the regulations and programs for all our club events. She/he organises the entries for these
events and is responsible for making the application for the MWA permits for these events. The race secretary is to
ensure that all reports following an event are submitted timeously to MWA as required.
The race secretary applies to MWA for the monthly practice permit which is to be changed at the beginning of each
month and the necessary documentation regarding the practice sign on sheets to be submitted to MWA within 5
days of the end of each month.
Position 2014 held by Kerry O'Leary who has indicated that she will stand again in 2015.
Registrar: The registrar managers club memberships and handles enquiries regarding membership. The registrar
guides new members on the process of becoming a member of the club and a licenced rider. The registrar is to
maintain a database of club members and ensure that both the race secretary and the club secretary have up to date
copies of this database at all times. The registrar also distributes (and keeps records of) the track keys and
membership cards.
Position 2014 held by Terina Hickey.
Canteen manager: The canteen manager is responsible for running the canteen, which entails purchasing supplies
and preparing food for each event held at the club. The canteen manager manages the helpers in the canteen on the
day. This person is responsible for collating and depositing all monies received and all payments made in regard to
the canteen, as well as regular stock takes in the canteen. This information is then given to the treasurer as soon as
possible after the event.
Position 2014 held by Katherine Barnett and Kirsty Moloney who have indicated that they will continue in this role for
2015.
Bar manager: The bar manager is responsible for running the bar, which entails obtaining the necessary licences and
/ or permits and purchasing supplies for each event held at the club. The bar manager manages the helpers in the
bar on the day. This person is responsible for collating and depositing all monies received (within the first week
following an event) and all payments made in regard to the bar, as well as regular stock takes in the bar. This
information is then given to the treasurer as soon as possible after the event.
Position 2014 held by Mike Hurlbatt.
Track Manager: The track manager is responsible for the preparation and maintenance of the track ensuring that all
the water pipes, lights, markers, tree pruning, bins, grass cutting etc are completed in readiness for each event.
The track manager will oversee the track maintenance team in maintaining the track and facilities. The track
manager is to work in association with the president and treasurer ensuring that the costs and scope of work to be
done is acceptable to the committee.
Position 2014 held by Mike Waters.
Track maintenance team: This team work together with the track manager ensuring that the track and facilities are
maintained.
Head scutineer: Must have the correct MWA qualification. The head scrutineer oversees the other scrutineers and
ensures that all riders bikes and equipment and licences comply with MWA standards and rules.
Position 2014 held by Steve O'Leary
OC Flags: Works in conjunction with the race secretary ensuring that the correct number of flaggies are available for
each race. The OC flags gives a briefing to all the flaggies prior to them stepping out onto the track to ensure that
they are aware of the different flags and what their duties are on the day. The OC Flags ensures that the flags and
hi-vis vests are maintained. The OC Flags organises the refreshments for the flaggies and the rotation of the flaggies
on the day.
Position 2014 has been held by Dean Doyle and Paul Darbyshire, who have indicated that they will be willing to do
this again in 2015.
Starter: Ensures starting gates are in working order and are well maintained. The Starter must ensure that there are
fire extinguishers available and that they are maintained. The starter much ensure that the required flags are
available; ensure that the scoring tower is ready and that the track is clear to commence racing. The starter directs
the sweeps on the track. The starter directs the riders onto the line and indicates the 15 / 5 second boards.
Finisher: The finisher counts the laps and indicates to the riders the last lap board and the checkered flag.
Position in 2014 held by Di and Peter Elliot who have indicated they will do it again in 2015.
Adjudicator: Ensures that there are enough scorers for each event. The adjudicator oversees the scoring and
compiles the final race scores. The adjudicator arranges for the scores to be posted on the website. The adjudicator
works in conjunction with the treasurer to purchase the club trophies.
Kathy Hurlbatt held this position in 2014 and will stand again in 2015
MWA Delegates: The president and one other person are required for this position. These persons liases with MWA
on various points and attends the meetings at MWA on behalf of the club. These persons liases with the other
committee members about matters relating to MWA.
Murray Middelton and Craig Gaske held this position in 2014. Craig will continue in 2014 together with Brad Watson.
Clerk of the Course: The Race Secretary will organise the Clerk of the Course for each club event as required. Should
you wish to fill this position during the year, please speak to the Race Secretary.
Steward: The Race Secretary will organise the Steward for each club event as required. Should you wish to fill this
position during the year, please speak to the Race Secretary.
Busy Bee Co-ordinator: Attends the busy bees and ensures that the various jobs that need to be done are allocated
to the various people on the day. This person must also follow up on all persons that do not attend their rostered
busy bee day and submit a list of these people to the race secretary who will ensure that the necessary penalty is
levied prior to that person's child racing on the day.
2014 – Jason Gaske
Canteen volunteers: 4 volunteers to help in the canteen on a shift basis as determined by the canteen manager.
2014 - Lana Woods, Verona Johnstone, Joanne Kingstone, and a few others that have helped out through the year.
Bar volunteers: 2 volunteers to help in the bar as determined by the bar manager.
Scorers: 2 scorers to assist the adjudicator on the day working in shifts as determined by the adjudicator.
Kim Hughes, Skye Minear have been in this position in 2014 and will stand again in 2015
Scrutineers: 2 scrutineers to assist the head scrutineer
Sweeps: 3 sweeps to be available to assist at the various club events
Fundraising committee: Idealy 3 persons to work together to promote the club and raise money for the club.
This has been done by Jason Gaske and Hayley Macpherson in 2014
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NOMINATION FORM FOR WJMC COMMITTEE MEMBERS:
I, ................................................................................, as a full financial member of the Wanneroo Junior Motocross
Club, hereby nominate:
............................................................................ in the position of .............................................................................
Signed: ...................................................................
Date:
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