AMSA ANNUAL GENERAL MEETING MINUTES

Saturday October 28, 2018
Town and Country Center
Airdrie, Alberta

10:00 – 10:45 CALL MEETING TO ORDER AND WELCOME
Meeting called to order by “D’ette Barnett”. D’ette stated that the meeting is being recorded.
● Roll Call was competed with the following personnel in attendance:
D’ette Barnett, Les Nemeth, Rachel Becker, Kelsey Mcgaw, Sara Hay,
Nolan Hill, Justin Shorten, Madison Carr, Britney Martens, Kyle
Pearson, Harvey McFarlane, Paul Puky, Jamie McDonald, Martin Hansen,
Mike Mcgaw, Tyler Heffernon, Gwen Craig, Brad Hansen, Carmine De’rose,
Troy Hasil, Brent Plante, Ryker Plante, Jen Kirby, Valerie Nemeth.
● Adoption of 2017 AGM Minutes – * Motion accepted by “Justin Shorten” and carried by
consensus. *
● 2018 Agenda – * Motion to accept by “Sara Hay” and Second by “Gwen Craig”. *
* Motion carried by consensus. *

CHAIR NOTES

PRESENTED BY D’ETTE BARNETT
● We would not have had the successful season we had without our 2018 board members.
● Last year we left the AGM meeting without a full board. We had people step up throughout
the season.
● The Office Admin position is a paid position.
● 2016 was $3,000.00
● Kelsey took on Office Admin position for 2018 without payment accepted.
●Transition to MRC for 2018 was a lot of work. Not much information was provided to us.Hoping 2019 had better communication
on MRC behalf.
● Hoping to maintain relationship with MRC in 2019.
● Without the guidance from MRC we have decided that we need to follow the MRC rule book for now on.
● The 2018 rider rebate from MRC has not yet been received. APPROX $8,000.00 (30.00/rider –APPROX 208 AMSA registered riders documented)
● This year we ran a deficit due to rider rebate not being paid.
● Social Media was kept up to date throughout the 2018 season.
● New website has been setup in 2018.
● Website has been paid for 2018/2019.
● One drive account has been set up.
● All documents are on one drive account.
● Skype meetings setup with board members in 2018 to discuss ideas,
concerns, ETC. Possibly continue this way of communication in 2019.
* Motion carried by consensus. *

TREASURER REPORT
PRESENTED BY D’ETTE BARNETT
● Revenue $35,805.72
● Expenses $39,408.00
● This year we have a deficit due to MRC rider levy. Not yet being
received. ($8330.00)
● Banquet was a large cost of $16,000.00, see financial treasurer
report for details.
* Motion to accept by “Harvey McFarlane” and Second by “Sara Hay”. *
* Motion carried by consensus. *

REFF REPORT
PRESENTED BY PAUL PUKY
● There were two assistant refs – “Paul Vissia” and “Ben Puky”.
● Overall riders did good in terms of following the rules.
● Mechanics area respected in 2018.
● Concern of some parents pushing limits with the board members.
● Protocol to be followed for all concerns.
● Class reps are designated and were not utilized.
● Policies to be updated (suggestion).
● AMSA Off-road separated from AMSA 2 years ago.
* Motion to accept by “D’ette Barnett” and Second by “Kelsey McGaw”. *
* Motion carried by consensus. *

MX REPORT
PRESENTED BY D’ETTE BARNETT
● Overall it was a successful year.
● Fundraising was a success.
● The sponsorship drive was successful.
● Encourage all to support our sponsors.
● Overall people followed rules on the track.
● Off track and in pits was frustrating in 2018.
● Riders mistreating other riders and parents disagreements.
● Suspension of riders is an option.
● Not a lot of PRO riders in 2018 .
● Its not the board members job to tolerate mis-treatment.
● Only 3 classes to be entered in one day per rider, this will be
enforced moving forward.
● Transponders fee rentals and day license fees were lowered in 2018. Should rentals up to
$30.00/day.?
● Transponders are beneficial. MRC highly recommends AMSA using
transponder system.
● Suggestions to take collateral for transponder rentals (credit card
or driver license).
● All tracks got new loops for 2018. All 8 loops cost APPROX $450.00 – $500.00
● MRC and trackside possibly working together to create a new
registration system.
● 9 rounds for 2018 – was very successful.
● There were 291 riders for the 2018 North/South Shootout.
● 2019 will be ADRA income (not AMSA) for the North/South Shootout.
● All results to be confirmed from riders as of 1 hour after race
results posted in order to contest if any issues arise.
● There was minimal communication from class reps. Encourage more for 2019.
● Banquet was successful.
● Exhibition moto’s were a hit and appreciated. Very good feedback.
Consider for 2019.
● Special events were successful and appreciated.
● Race binders were not printed for the tracks. Not all tracks printed
off the face binders information. This causes struggles and pulls AMSA
board members I to race office on race day.
●Encourage all tracks to print off race binders and be more organized.
* Motion to accept by “Justin Shorten” and Second by “Brad Hansen”. *
* Motion carried by consensus. *

TRANSPONDER REPORT
PRESENTED BY GWEN CRAIG
● Would really like to encourage evening sign up and transponder
rentals. (Post to social media the night prior).
● Overall flawless system for 2018.
● Lap scorers will not be eliminated and always required as back up.
● Scanner at the gate was successful and helped the race run smoothly.
● Renewal of rental transponders is due in November. APPROX $1800.00
● Transponders to be updated.
● Appreciate all of Gwen’s work with the transponders.
● Will be looking to train a second individual to learn the system as
Gwen would like to step down after this 2019 season.
● Suggestion to have someone train on practice day.
* Motion to accept by “D’ette Barnett” and Second by “Harvey McFarlane”. *

SAFETY COMMITTEE REPORTS
PRESENTED BY TROY HASIL AND LES NEMETH
● Discussed safety with all tracks prior to the races.
● Amateur riders need amateur tracks to ride, nothing extreme.
● Had good communication with all of the tracks.
● Most injuries in 2018 were due to rider error, not tracks being unsafe.
● Tracks did a great job accommodating to all bike sizes and rider levels.
● Tracks receptive to input from safety board.
● Some inappropriate comments were made towards other tacks this
season, all concerns should have been directed to the safety committee
to rectify.
● Keep track and speculation of track conditions to minimal until race day.
● Each individual is responsible to stay within their means.
● Practice day helps asses track safety for the riders.
* Motion carried by consensus. *

FUNDRAISING COMMITTEE:
PRESENTED BY KELSEY MCGAW
● Costed APPROX $16,000.00
● Maybe look into changing sponsorship document to add more areas to
be sponsored.
● Many new GOLD sponsors in 2018.
● Personal thank you’ s to all sponsors was highly appreciated.
Encourage to do this for our next 2019 season sponsors.
● Encourage members to engage in getting sponsors, maybe start a
sponsorship drive early for 2019.
* Motion carried by consensus. *

BANQUET COMMITTEE
PRESENTED BY KELSEY MCGAW
● More people to engage on committee.
● The Banquet costs
$16,000.00 OVERALL
$4,200.00 PRIZING
$4,600.00 TROPHIES
$1,100.00 COATS
● The coats did not state “CHAMPION” this is to be addressed. It was
confirmed in the print.
● For 2019 consider doing a ride day and BBQ at one of the tracks. We could do fun activities
involving everyone more as a rider community.
● We need more people to step up and help with the banquet this year.
* Motion carried by consensus. *

RIDERS ADVANCEMENT COMMITTEE
PRESENTED BY D’ETTE BARNETT
● Lots of advancement for 2019 season. There were four individuals
asked to move up.
● There will be 9 Junior riders going up to Intermediate and 6 riders
moving to PRO in 2019.
● Must require all points to move up and provide proof of points.
Riders must notify the AMSA board of intentions to move up before
contacting MRC.
* Motion carried by consensus. *

SOCIAL MEDIA
PRESENTED BY RACHEL BECKER
● Need help with the social media committee, add members to the accounts.
● Social media is a great way to communicate with our riders.
Especially Instagram.
● Social media was kept up to date and posted frequently with all
required information.
● Need more people on the committee to help this 2019 season, it can be a lot for one person.
* Motion carried by consensus. *

BYLAWS AND POLICY COMMITTEE
PRESENTED BY MARTIN HANSEN
● Removal of redundant information.
● Section 41 composition of board was updated.
● Awaiting official acceptance from Government for newly revised Bylaws.
● Make policies easier and accessible.
● Create document on how issues should be dealt with and add to policy manual.
● AMSA entitles
Riders
Tracks
Board
* Motion to accept by “Martin Hansen” to eliminate reference to off road and
ATV. Second by “Les Nemeth”. *
*All in Favor – Motion Carried by consensus. *

12:00 – 12:30 LUNCH BREAK

12:30 – 1:00 OLD BUSINESS

1 DAY RACE VS 2-DAY RACE WITH 1 PRACTICE DAY
PRESENTED BY D’ETTE BARNETT
● Suggestions: On a 2-day race, hold the practice Saturday morning, Moto 1 race
Saturday afternoon, Moto 2 race Sunday morning.
● Most riders enjoy having practice days to learn the tracks and to be confident going into their
races.
● Something the tracks will have to discuss.
* Motion carried by consensus. *

AMSA WEBSITE
PRESENTED BY KELSEY MCGAW
● Lost our old website. Now have a completely newly created website.
● Still trying to get everything we had on the old website to the new one. Hard to remember
everything without having something to reference to.
● Anyone on the board that wants to help with the website or have suggestions is welcome.
* Motion carried by consensus. *

BANKING INFORMATION
PRESENTED BY DETTE BARNETT
● All banking information for years previous has been resolved.
● AMSA branch is in Drumheller, AB.
● Bank account is now gaining interest.
* Motion carried by consensus. *

RACE EVENT SCHEDULE CONFLICTS
PRESENTED BY D’ETTE BARNETT
● Working with ADRA to create and not overlap dates (races).
● Walton did not release race dates until after our schedule was made
and sent out. We will try to not overlap in 2019 depending when they
release the dates.
● Should a rider be awarded their placement points from Walton towards
an AMSA missed race.?
● Waiting for MRC to release dates for nationals before we create our schedule.
● AMSA $4.00/racer – $25.00 Transponder fee – $25.00 Day license.
TRACKS collect gate fees and payout PROS.
* Motion carried by consensus. *

SPONSORSHIP FOR UPCOMING SEASON
PRESENTED BY KELSEY MCGAW
● Get the word out as much as we can.
● Set up a spread sheet with all sponsors and potential sponsors.
● Keep one drive up to date with the status of our sponsors.
* Motion carried by consensus. *

PRO PAYOUT
PRESENTED BY D’ETTE BARNETT
● Payout was acceptable to majority of PRO riders.
● Payout added to PRO purse for Calgary race by on top matting.
● PRO turnout wasn’t great, not many in 2018.
* Motion carried by consensus. *

1:00 – 2:30 NEW BUISINESS

RACE ATTENDANCE FOR YEAR END AWARDS
PRESENTED BY D’ETTE BARNETT
● Moving forwards: To qualify for year end awards, trophy, ext. It is
mandatory the rider is to attend 50% of the AMSA races. This is to be
added as a new policy and to be posted.
* Motion carried by consensus. *

MRC RACE NUMBER RULE
PRESENTED BY D’ETTE BARNETT
● No one is allowed race numbers #1-#10. Solely for PRO riders.
* Motion carried by consensus. *

RACE SIGN IN LATE FEES
PRESENTED BY DETTE BARNETT
● Should this be implemented?
● Should we do a draw for encouragement to sign in on Saturday evenings.?
* Motion carried by consensus. *

TRACK CLUB PREPARENESS FOR RACES
PRESENTED BY DETTE BARNETT
● Do not, cannot rely on AMSA board to run race office on race weekends.
● Please be organized and prepared. Use the race binders, it has
everything you need to know.
* Motion carried by consensus. *

REVAMP RACE DAY SCHEDULES
PRESENTED BY DETTE BARNETT
● There are some concerns about race day schedule conflicts.
● Trackside may have an option to create a race schedule accordingly.
● Most schedules created to ensure each rider can enter two
classes. The third option is viewed as an additional luxury.
● If anyone wants to propose a schedule, it can be reviewed by the board.
* Motion carried by consensus. *

REVAMP RACE CLASSES
PRESENTED BY LES NEMETH
● Could we drop MX3 PRO and INTERMEDIATE to create a GP PRO AM race.?
This could cause concerns regarding points. (still give
intermediate riders points in GP PRO)
● To be further discussed with the board.
* Motion carried by consensus. *

PURCHASE DEBIT MACHINE
PRESENTED BY GWEN CRAIG
● Financial institutions have debit machines for sale.
● ATB may be able to give us a deal.
● We should look into packages, it may be free of charge depending.
● Having a debit machine would be easy and convenient.
● We would also like to look into getting AMSA a credit card for any billing.
* Motion carried by consensus. *

PAY INCREASE FOR HEAD REF & ASSISTANT REF & TRANSPONDER POSITION
PRESENTED BY DETTE BARNETT
● Pay increase to be considered as they all work very hard.
● New board to look into this financially, is the time being compensated fairly?
* Motion carried by consensus. *

CHANGE PRIZING FOR RACES
PRESENTED BY KELSEY MCGAW
● Should 50cc get participation awards.
● Is this fusible for the tracks to be purchasing?
● Many of the tracks have noted that many of the participation awards
were not being picked up.
● Tracks to discuss at track MTG
● 50cc 4-6 many agree that they should get participation awards.
● Should we be awarding hard charger awards to kids that work hard and
be recognized.
● Should we be doing hard charger awards for 50cc 4-6 & 7-8 and 65cc.?
● Suggestion: Select a wild card from those classes. or consider ALL
classes. Awarding overall “rider” of the day out of all the classes.
* Motion carried by consensus. *

CHARITY EVENT
PRESENTED BY BRITNEY MARTENS
● Motocross community came together to raise money for cancer in 2018
at ALIX Raceways called the “IRON MAN”.
● Would AMSA be interested in supporting a charity event in or around
September of 2019.?
● Would this be added to a round or separate event that we support.?
● Suggestion (Saturday: Race day – Sunday: Cancer Event)
● AMSA to promote and get word out to support/encourage riders to
attend and donate.
● Could add to AMSA Schedule for fundraiser, however not a points race.
* Motion carried by consensus. *

UPDATE AMSA POLICY AND RULE BOOK
PRESENTED BY D’ETTE BARNETT
● Incoming on board should review and add any undocumented rules to
the policy book.
● Always have a rule book on hand at each race.
* Motion carried by consensus. *

50CC NAME DRAWS AT RACES TO RECEIVE $25.00
PRESENTED BY HARVEY MCFARLANE
● Harvey offered a sponsorship for the 50cc riders for prizes and awards.
● Would like to encourage the kids more in the sport.
● Would it be fair to all the other riders? Should we do something for each class? Maybe choose
one rider a class from each round for a prize/award.
● There may be potential backlash if it only goes to the 50cc riders and other classes aren’t
recognized.
● Overall if Harvey chooses to sponsor the 50cc riders we can’t tell him he can’t sponsor them. It
is ultimately his decision.
* Motion carried by consensus. *

RACE DATES (PROPOSED)
● DORVA MX, Drumheller – June 1st, 8th, 15th with NO PRACTICE DAY.

● RAYMOND – April 27th First round with practice day. + May 18th,19th, 20th double header with practice day OR May 25th OR June 1st
.
● TABER – May 4th or 5th
.
● WILDROSE MX, CALGARY – August 24th, 25th OR September 7th or 8th(possibly MAY)

● XTREME RACEWAYS, ALIX – July 13th, 14th / Beginning of August.
Cancer Fundraiser August 3rd, 4th
.
● BROOKS, Lethbridge – UNKNOWN (send email to Brooks to ask if they want a race)
Practice Days – If AMSA was to help with flaggers would this make
Practice Day more fusible for the tacks?.

2:30 – 3:00 AMSA BOARD ELECTION VOTING of 2019

● CHAIR – LES NEMETH
● VICE PRESIDENT – D’ETTE BARNETT
● TREASURER – VALERIE NAMETH
● SECRETARY – MADISON CARR
● OFFICE ADMINISTRATOR – JUSTIN SHORTEN
● DIRECTOR – SARA HAY
● DIRECTOR – MARTIN HANSEN
● DIRECTOR – BRAD HANSEN
● DIRECTOR – TODD MCBRIDE
● WEBSITE – KELSEY MCGAW
● TRANSPONDERS – GWEN CRAIG

*All in favor of these positions*
*All accepted*

FUNDRAISING COMMITTEE

● ALL BOARD MEMBERS

BYLAW COMMITTEE

● ALL BOARD MEMBERS

SAFETY COMMITTEE
● TROY HASIL
● TODD MCBRIDE

BANQUET COMMITTEE
● MADISON CARR
● JUSTIN SHORTEN
● RACHEL BECKER

RIDER ADVANCEMENT COMMITTEE
● DETTE BARNETT
● PAUL PUKY

SOCIAL MEDIA COMMITTEE
● RACHEL BECKER
● MADISON CARR

SPECIAL EVENTS / EXHIBITION MOTOS
● RACHEL BECKER
● HARVEY MCFARLANE
● BRAD HANSEN
● TROY HASIL

CLASS REPS FOR 2019

*To be posted to social media asking for individuals to fill the
remaining class rolls. *
● 50cc – RACHEL BECKER
● 65cc – SARA HAY
● 85cc – TROY HASIL
● LADIES – MADISON CARR
● VET/+40 – MIKE MCGAW
● JUNIOR / BEGINNER – CARMEN DE’ROSE
● PRO / INTERMEDIATE – TODD MCBRIDE
* MEETING ADJOURNED @ 4:00PM *