AMSA ANNUAL GENERAL MEETING MINUTES
Saturday October 29, 2016
Medicine Hat, AB
Justin Carvill called the meeting to order at 10:10am. *Meeting was being recorded*
Roll call was completed. In attendance: Justin Carvill (Chair), Brent Plante (Vice Chair), Sherry Johnston (Treasurer), Sabina Robin (Director), Martin Hansen (Director), James Armstrong (Director), Deanna Armstrong (Director), Dawn Carvill, Darren Havrelock, Amy Wood, Quintin Robin, D’ette Barnett, Jonas Elm, Scott Lowry, Ron Powelson, Jen Kirby, Melissa Eddy, Kevin Medwed, Teri Hansen, Greg Martens, Dan Eddy, Shane Corneliuson, Troy Hasil, Keith Routley, Terese Gerber, Paul Puky, Mike Johnson, Keith Kretzel, Marc Carvill, Lisa Yetman, Peter Wood.
Justin Carvill motioned for the reading/adoption of the 2015 AGM minutes.
Sabina Robin read/discussed the minutes, motioned that the minutes be accepted. Motion seconded by Deanna Armstrong. Motion Carried
Justin requested that all those in attendance respect one another during discussions. It was stated that the board this year really had to pick up a lot of pieces, and deal with issues from the previous year that were not dealt with. He stated that communication amongst this year’s board members was excellent and the board did a very good job.
Sherry Johnson read the treasurer’s report
Summary of the accounts opening balance $16,626.20
The deposits and expenses for the year were discussed. Large expenses this year were the purchase of transponders and the yearend banquet.
Transponder rental at races is not bringing in as much income, old transponders are wearing out and the new transponders are not as good.
It was mentioned that the radios are starting to wear out/not work and new ones will need to be purchased at a later date and this will be a large expense to AMSA.
Sherry Johnson motioned to have the 2016 Treasure report as read, Sabina Robin seconded. Motion carried.
Head Ref Report
Paul Puky read the ref report
Overall it was a good year no major incidences. Very minimal rule enforcement required this season.
Paul stated that he would be willing to stay on as head ref for the 2017 season. Paul Vissia may/may not be available at this time to be the assistant ref. A replacement may be required. Paul asks that AMSA find 1-2 people to step up and take on the role of assistant ref.
Paul asked the AMSA Board to consider requesting or even making it mandatory that all riders under a certain age be required to have a parent attend all riders meetings. The age of the riders’ is to be determined by the board.
Justin Carvill motioned to have the ref report accepted. Deanna Armstrong seconded. Motion carried.
Brent Plante presented the MX report
Overall good season, some growing pains.
Weather was an issue this season raining out a couple races.
The AMSA logo was changed to a modern look. AMSA is utilizing social media more.
New MX3 Pro race format seemed to be a success, good turnout. Drumheller Pro rider training was a success.
Justin Carvill motioned to have MX Report accepted. James Armstrong Seconded. Motion carried.
Jonas Elm presented the ATV report
ATV Triple crown had a great year, held 6 races this season. Entries increased by 15-20% this year. More spectators’ are attending. Strong relationships with sponsors, marketing the sport is starting to pay off. Attending trade shows to get info out about ATV racing.
Justin Carvill motioned to accept the ATV report. Brent Plante seconded. Motion carried.
Off Road Report
Keith presented the Off Road report
Stated many challenges this season, had to establish and set up new board and re-distribute responsibilities and jobs.
Using Barcode system for timing, very effective for off-road use
Rider entries down this year but till 1000+ riders competed this season
2017 season to consist of 11 rounds
Looking at alternative to being under the umbrella of CMRC – feel not getting monies worth, as well they are not receiving any promotion from the CMRC. In discussion to change licensing format as well. These are all ideas at this time nothing has been decided.
Justin Carvill motioned to have the Off Road report accepted. Deanna Armstrong seconded. Motion Carried.
This past season was a big learning curve for those working with the transponders, there was minimal training received.
It was noted that the race office staff is doing their best to work through the issues involving the transponders.
Emily and Gwen to run the transponders for 2017
Justin Carvill motioned to have the Transponder report accepted. Sabina Robin seconded. Motion carried.
Sherry Johnston completed the financials from 2015 even though she was not the treasurer. It is Sherry understanding that the previous year’s information was sent off.
Finalization of 2016 financials is being done. When completed they will be sent off.
Justin Carvill motioned to have Sherry’s report accepted. Brent Plante seconded. Motion carried.
Sherry Johnston motioned that AMSA’s annual fiscal year end will be moved and as such will be determined at a later date. Justin Carvill seconded. Motioned carried
Discussion took place regarding the process to obtain a gaming license. It was noted that no gaming license has been purchased at this time. Nor does AMSA require one at this time.
Sabina Robin stated that the review of the Code of Conduct and presentation of Conflicts of Interest would be reviewed during the discussion on the Bylaws Draft.
Motocross reservations and scheduling – Spring/Fall Series
Justin Carvill proposed a Spring/Fall series to be implemented for the upcoming race season as opposed to running races throughout the summer. Brent Plante suggested that taking the summer off could possibly work but noted that pushing races later into the fall may not work due to the weather. Further discussion amongst the members took place.
Justin Carvill motioned to run a Spring/Fall series. Dawn Carvill seconded. Motion was not carried.
A discussion was held among members about scheduling a make-up/rain-out race weekend into the upcoming race schedule, this has tentatively been scheduled for the September long weekend 2017.
Alberta Cup Shootout
Justin Carvill stated there was a suggestion to have an Alberta Cup shootout between AMSA members and ADRA members in the 2016 season. Justin stated that there was not enough time to get this organized, and no date or location could be agreed upon. There were concerns over who would receive the rider levies from this event. Due to these concerns Justin passed on AMSA being a part of the event.
There was further discussion among the AMSA members about attending a shootout in the 2017 season. Greg Martens from Xtreme Raceways proposed that they would like to host the event this year. It was presented that the Alix track is centrally located between the associations. The rider levy could be equally dispersed between the two associations. It was presented by Teri Hansen that all rider levies are to be used for rider prizes and if any monies are left over that the remainder should be donated to a charity like STARS. It was also determined that the races would count for riders points in their respective series.
Sabina Robin requested Greg Martens from Extreme Raceways to put together a proposal for future consideration.
Split Gate Starts
Paul Puky stated that the split gate starts have been working. It requires an ongoing assessment determined by the number of riders, the experience of the riders and track conditions.
Split gates will continue for the upcoming 2017 race season.
Posting Race Results Timeline
Posting of results have improved using Trackside. Results are being posted faster, if there are issues with the transponders this does delay results. Race office staff continues to do their best while working with the transponder system. Concerns discussed again that no formal training or information has been given to the staff on how to deal with transponder issues.
An Air card was purchased this season to assist in getting the results posted faster.
Sherry Johnston discussed that some AMSA members are calling several days post races to dispute results.
Paul Puky reminded members that the rule states that if there is an issue with posted results, riders have 30 minutes from posted time to dispute the results.
Sherry Johnston stated that this upcoming season the race office will work to enforce the 30 minute rule for disputes and requested that riders be reminded of the stated rule at riders meeting.
Martin Hansen discussed that the bylaws that are listed currently for AMSA are generic and many are not applicable or relevant to the association. Work is continuing on a Draft version of the bylaws, repetitive information in multiple sections, ambiguous wording and contradictory terms have been removed. The bylaw committee updated this information over the year and has intentions next year to retain the constitutional information as the formal bylaws and remove operational material into policy and/or procedures documents.
Martin Hansen presented copies of the ‘AMSA BYLAWS DRAFT WORKING DOCUMENT version 2.0 to the members.
Brent Plante thanked Martin for his ongoing commitment to working on the bylaws, members present applauded his efforts.
Committee Involvement, Policy additions or changes
Sabina Robin discussed that the association has committees for AMSA members to sign up for. This season very few signed up for them. The banquet committee was no exception. Members voiced concerns on social media about the banquet being hosted in Medicine Hat this year, even though they had not volunteered for the banquet committee.
Sabina Robin motioned that a committee sign-up sheet would be present at the current AGM meeting as well as at the banquet dinner for members to sign-up. As well once the AGM minutes are posted the committee sign-up sheets will be posted on the AMSA Facebook page and AMSA website for 2 weeks. D’ette Barnett seconded. Motion carried.
Voting Clarification at the AGM
Brent Plante discussed that there is some confusion on member’s voting rights. He stated that as the bylaws read currently; members are only allowed to vote on 1) Board Members and 2) Bylaws. Brent requested that the attending members have an open discussion as to members voting rights. Brent stated that he believes that the tracks/clubs should have a voting right too. Paul Puky stated that the AMSA Board and the tracks should be the ones voting. He feels that the clubs/tracks should definitely have input based on the financial commitment they put forth for holding events. Paul referred to WRMA’s policy that the members offer ideas and open discussion but that it is the boards’ job to discuss and come to an ultimate decision. Sabina Robin stated that previous years the clubs/tracks have always had 2 votes. Brent Plante pointed out that those voting rights are not in writing. Sabina agreed that they are not currently stated in the bylaws. Further discussion took place outlining that the AGM is an opportunity for members/riders to come and discuss any concerns or items that they wish to have addressed. Justin Carvill noted that the AMSA website had a section for members to make note of these things for the upcoming AGM and not one email/post was received.
Sabina Robin motioned to break for lunch at 12:10. Amy Woods seconded. Motion carried
Justin Carvill called the meeting back to order at 12:50
Martin Hansen discussed the continued work being done to complete the bylaw revisions (AMSA BYLAWS DRAFT WORKING DOCUMENT version 2.0), stated there is more to revise, so the bylaws will not be registered as of yet.
Martin Hansen motioned to adopt the current bylaws (AMSA BYLAWS DRAFT WORKING DOCUMENT version 2.0) as is and have the bylaws registered by next term; with the intent to be finalized by next year’s AGM. Sabina Robin seconded. Motion carried.
Implementing 2 year Terms for Board Members
Martin Hansen discussed the recommendation from last year’s board members that ‘board members be required to hold their positions for 2 years to maintain continuity. Martin recommended that we elect positions for staggered 2 year terms, with 4 members elected each year. It was proposed that the Chair and Secretary Positions be a 1 year term and the Vice chair and Treasurer be 2 year terms voted in this year.
Paul Puky suggested that all 8 board member positions be elected by the members and then collectively the newly elected members decide who will fill the positions on the board. Pros and cons of this option were discussed. It was determined that the current bylaws that had been adopted earlier in the meeting do not conform to this type of election process. Martin Hansen suggested if these changes were to be made the new board for 2017 would be required to put forth a change in the bylaws and the membership would need to vote on them at the next AGM.
Martin Hansen motioned that the current bylaws be adjusted to reflect the new implementation of board member elections to be voted on at next year’s AGM. Sabina Robin seconded. Motion carried
Brent Plante presented a document ‘Summary for Race Costs/ Entries at AMSA Events’. Brent wanted to bring this information to the general membership. The documents outlined the hard costs of hosting races. It was established that the tracks/clubs need 260 entries to break even on hosting a race, and it appears that most clubs are not making any income when hosting. Concerns raised that hosting races are becoming financial burdens and clubs may not continue to host events.
The document outlined the number of entries over the last 3 years have been consistent at the most races.
The financial information did not include Pro payouts.
Brent pointed out that gate costs have not changed in many years. $5.00/gate entry
Open discussion was held amongst the members.
Brent Plante suggested that gate costs possibly be increased.
Further discussion took place on Medic costs and what each track is charged for medical personnel. It was confirmed that AMSA Bylaws require race Medical Teams have at least an EMT staffed for all races. Discussion among the members raised concerns that some races this past season did not have EMTs in attendance but only EMRs. Also members discussed having Paramedics at the races as well, It was brought forward that past AGM meetings determined that tracks/club did not want to incur the costs of providing paramedics at the races, this sentiment was reinforced by some track/club members present that the increased cost of staffing a minimum of 1 paramedic at sanctioned races is not cost effective for them.
Justin Carvill requested that discussion end for this agenda item due to time commitments.
Justin Carvill presented that the pro payouts discussion has been ongoing for several years and a solution has still not been established.
Open discussion took place among the present members. Discussion included but was not limited to:
– Adding more pro motos at each race – this possibly would eliminate other classes
– Longer pro motos – concerns raised that scheduling would not permit this
– Changing race schedule to be over 2 days to accommodate longer/more pro races
– The decline in pros attendance at the races
– Costs to tracks/clubs for payouts is too expensive, they can’t afford the current payout schedule
– An added purse to attract more pros
– Capping the number of pros aloud to enter a race, make them attend the races to maintain their status as a pro (don’t race an established number of races then the racer no longer qualifies for pro payout) – concerns brought forward CMRC would not approve this
– It was determined that there were 14 MX1 pros and 9 MX2 pros registered with AMSA for 2016
– It was suggested that current pros sit down and work out/establish a new pro payout system
– It was also suggested that the future board engage the pros in further conversation to obtain their input
Paul Puky presented documents outlining other Motocross associations pro payouts in Canada. AMSA pays the most in Canada. Paul’s recommendation (as a general statement) was to not exceed 250% for Mx1 &Mx2 and leave Mx3 at 100%. He also stated that this should be reviewed by the new board since no other racing body offers 3 Pro classes at their races. Saskatchewan offers 2 payout classes for Pro’s (only one at 250%) and every other area only offers one class and an age class. He recommended that the board should look at what this will cost clubs and try and come up with something that works for all. It might be something like 250% Mx1, 200% Mx2 and 100% Mx3. Or it might be reducing classes.
Discussion was ended due to time commitment.
2016 WCAN saw similar number of entries as previous years.
Grand Nationals move west for 2017 (to be held in BC), so no WCANs for 2017
When Grand National move back to the East for 2018, WCANs will no longer be held at Raymond, to be moved to BC.
Questions were raised if WCANs can be moved from Raymond in 2018 to BC; answer is unknown at this time.
Sherry Johnston requested that paperwork and licensing information be sent in faster from each race office.
Race Dates for 2017
Round #1 – Lethbridge
May 6 – Practice Day
May 7 – Race Day
Round #2 & #3 – Medicine Hat
May 20 – Practice Day
May 21 – Race Day
May 22 – Race Day
Round #4 – Brooks
May 27 – Practice Day
May 28 – Race Day
Round #5 – Drumheller
June 3/10 Practice Day
June 4/11 Race Day
Round #6 – Calgary
June 17 – Race Day
Round #7 & #8 – Lethbridge
July 1- Practice Day
July 2 – Race Day
July 3 – Race Day
Round #9 – Alix
August 5 – Practice Day
August 6 – Race Day
Round #10 – Brooks
August 26 – Practice Day
August 27 – Race Day
Round # 11 – Calgary
September 10 – Race Day
Rain out/ Make up race
September 2, 3, 4
Voting 2017 Board
President – Peter Wood
Vice President – Brent Plante
Treasurer – Terese Gerber
Secretary – D’ette Barnett
Office Administrator – Amy Wood
Directors – Greg Marten
Martin Hansen – Chair
Terese Gerber – Chair
Social Media Committee
Brent Plante – Chair
Rider Advancement Committee
D’ette Barnett – Chair
Troy Hasil – Chair
Justin Carvill asked Darren Havrelock if he would consider being assistant Ref. Darren stated yes. Justin advised Darren to follow up with Paul Puky.
Sabina Robin motioned to have AMSA signing authority to be changed from Sherry Johnston (Treasurer), Justin Carvill (Chair), Brent Plante (Vice Chair) and Christine Alexander (Secretary) to the newly elected board members; Peter Wood (Chair), Brent Plante (Vice Chair), Terese Gerber (Treasurer) and D’ette Barnett (Secretary). Deanna Armstrong seconded. Motion carried.
Meeting adjourned by Justin Carvill at 4:35.