2014 agm agenda - australian karting association qld · 2014. 11. 26. · karting queensland –...

Karting Queensland – AGM Minutes – 20th November, 2014. of 16

2014 AGM AGENDA

Method : Video by OmniJoin Date : Thursday 20th November, 2014

Time : 7.00pm Queensland Time

______________________________________________________________________________________

Meeting Opened at 7.37pm Item 1 - Confirmation of attendance, proxies and apologies Proxies - Cairns Carried By – Townsville Attendance

CLUB Attendee Position

BRISBANE Ralph van DOORN Delegate

BUNDABERG Robin PETERSEN Delegate

CAIRNS Robert AINGE PROXY

COOLOOLA Warren O'GRADY Delegate

EMERALD Brett AIRD Delegate

EMERALD Shane NIXON CoDelegate

GLADSTONE Malcolm SAUNDERS Delegate

GLADSTONE Greg SMITH Co Delegate

IPSWICH Maureen CAPRI Delegate

IPSWICH Ian MATHER Delegate

MACKAY Stacey BRAZIL Delegate

MT.ISA Shane THIRWALL Delegate

MT.ISA Annette ENGLISH Co Delegate

ROCKHAMPTON Andrew McLEOD Delegate

ROCKHAMPTON Wendy BAKER Co Delegate

SEDKQLD Greg ROBERTSON Delegate

TOOWOOMBA Shane BROWN Delegate

TOWERS John McCLEVERTY Co Delegate

TOWNSVILLE Rob AINGE Delegate

VINTAGE Neil COLEMAN Delegate

WARWICK Alf CAPRI Delegate

WHITSUNDAYS Stacey HADLOW Delegate

WHITSUNDAYS Adam STROUD Co Delegate


MANAGEMENT COMMITTEE

President Ashley WAARDENBERG

Snr Vice President Don INGRAM

Junior Vice President Jill SAMSON Secretary John MARTIN State Technical Officer John McCLEVERTY Track Inspector North Peter THOMAS VISITORS TOOWOOMBA Steve HYNES TOOWOOMBA Leanne BROWN TOWNSVILLE John MURRELL TOWNSVILLE Corey AINGE ROCKHAMPTON Ashley McMASTER ROCKHAMPTON Judy SIMONDS GLADSTONE Jenny BATTYE Mt ISA Paul SIDNELL EMERALD Chris ARMSTRONG EMERALD Michael ROLFE EMERALD Luahan MACMASTER EMERALD Glen MACMASTER EMERALD Alex JONES APOLOGIES CAIRNS Mark HOGAN Delegate

Nominee - State Tech Terry Sheedy Nominee - Jnr Vice Pres Mark HOGAN Treasurer Richard LOSPER

Apologies - Cairns Motion: That the proxies, attendance and apologies be accepted. Moved :- Bundaberg Seconded :- Brisbane Voting - For - 13 Against - 0 Abstain - 0 Motion - Carried Item 2 – Declaration of Pecuniary Interests Alf Capri


Item 3 - Acceptance of digital recorder Motion: That the digital recorder is accepted to assist with recording the minutes. Moved :- Townsville Seconded :- Bundaberg Voting - For - 13 Against - 0 Abstain - 0 Motion - Carried Item 4 – Acceptance of Previous AGM Minutes Moved :- Ipswich Seconded :- Bundaberg Voting - For - 12 Against - 0 Abstain - Toowoomba Motion - Carried Business arising from minutes of last AGM Item 5 – AGENDA ITEMS 5a – Receiving of Secretariat reports Presidents Report – Distributed by email Senior Vice President – Distributed by email Junior Vice President – Verbal Treasurer Report – Distributed by email Secretary – Distributed by email State Officials Coordinator – Nil State Technical Officer – Verbal Track Inspector North – Nil Track Inspector South - Nil Motion – That all reports be accepted. Moved :- Ipswich Seconded :- Brisbane Voting - For - 13 Against - 0 Abstain – 0 Motion - Carried 5b – Receiving of Auditors report Motion – That the Auditors Report be accepted. Moved :- Townsville Seconded :- Whitsundays Voting - For - 13 Against - 0 Abstain – 0 Motion - Carried


5c – Acceptance of Budget and Fee Structure for 2015 The budget is and fee structure are to be prepared by the incoming Executive due to absence of the treasurer. 5d – Appointment of Auditor Motion – That Shane Rudolf be reappointed. Moved :- Brisbane Seconded :- Bundaberg Voting - For - 13 Against - 0 Abstain – 0 Motion - Carried 5e – Appointment of other officers Motion – That the current legal advisor Lesley King from “Biglaw” be kept. Moved :- Gladstone Seconded :- Bundaberg Voting - For - 11 Against - 0 Abstain – Whitsundays, Toowoomba Motion - Carried 5g – Appointment of Returning Officer Motion – That Don Ingram is appointed Returning Officer. Moved :- Ipswich Seconded :- Townsville Voting - For - 13 Against – 0 Abstain – 0 Motion - Carried 5h – Appointment of Scrutineers Don Ingram is appointed as Scrutineer to run the voting software.


5i – Election of Office Bearers President Voting John McCleverty For - 7 Against - 6 Senior Vice President Voting Shane Thirlwall For - 12 Against – 1 Junior Vice President Motion – That Mark Hogan’s nomination be accepted in his absence. Moved :- Brisbane Seconded :- Bundaberg Voting - For - 13 Against – 0 Abstain – 0 Motion - Carried Voting Brett Aird - 10 Mark Hogan - 3 Treasurer Voting Annette English – 13 Greg Lloyd – 0 Secretary Voting John Martin – 11 Ralph van Doorn - 2 State Officials Coordinator Voting Ralph van Doorn For - 7 Against – 6


State Technical Officer Motion – That Terry Sheedy nomination be accepted in his absence. Moved :- Brisbane Seconded :- Bundaberg Voting - For - 13 Against – 0 Abstain – 0 Motion - Carried Voting John McCleverty – 3 Terry Sheedy - 10 Track Inspector North Voting Peter Thomas - For - 12 Against - 1 Track Inspector South Motion – That Tom Kennealley nomination be accepted in his absence. Moved :- Brisbane Seconded :- Bundaberg Voting - For - 13 Against – 0 Abstain – 0 Motion - Carried Voting Tom Kenneally - For - 9 Against - 4 Meeting Closed at 9.14pm


Management

Reports


AKAQ Treasury Report 2014 November AGM Richard Losper As you all know I am not standing for re-election this year. I believe that Karting Queensland is at a crossroad, which is a very exciting but at the same time daunting prospect. I believe that we will make the right decision for Queensland to move to a new era, which has been talked about for many years and is now at the point of reality. There will be many challenges ahead but, with right people driving the organisation, I firmly believe it will be a success. Having said that, I would like to briefly look over my term in office and note what successes and failures I have been involved in during this period. I took office from outgoing treasurer Dennis Neagle in October 2012. The initial handover period took a couple of months and it was not till December 2012 that I had an opportunity to have a good look at the financial status of the organisation. What I saw did not bring me any joy at all. The table below shows the position as at the end of December 2012.

Assets Liabilities

Cash Position $54,269

Trade Debtors $81,249

Club Loans $207,420

Trade Creditors $73,309

AKA Loans $125,000

A couple of things bothered me immediately:

1. We did not have enough cash on hand to pay the outstanding bills

2. Why was the trade debtors balance so high? Why were clubs not paying their bills on time?

On investigating these issues I found out that a number of clubs were disputing their invoices and one club was also disputing its outstanding loan. There followed a drawn out period of consulting with clubs to sort out their invoices and loans. Happily this was completed to the satisfaction of those clubs involved. A further disturbing issue came to light. It appeared that $75,000 had been withdrawn from our bank accounts over a period of about six months and deposited in an individual’s bank accounts. I will not rehash all the details here but, after an exhaustive and exhausting investigation, we filed a police complaint which, after some eighteen months, has resulted in a person being charged for allegedly misappropriating Karting Qld funds. This person will face the charges in court soon. To try and improve our financial position I immediately introduced measures to cut costs and increase our income. We raised fees and asked clubs to temporarily pay their own travel charges for SKC meetings. This did not go down well as may be expected but it did have the desired effect. The table below shows our position as at the end of June 2013.

Assets Liabilities



Club Loans $188,000


AKA Loans $115,000

1. As we can see there was enough money to cover bills and the trade debtors had been reduced significantly.

2. Club loans had also been sorted out .


The past financial year has been one of consolidation of our position. The table below shows that position as at the end of June 2014.

Assets Liabilities



Club Loans $156,000


AKA Loans $95,000

All in all a much better financial position. Thanks must be given to the clubs, who responded very well for the most part to my austerity measures. Thanks also to my Executive colleagues who have had to put up with some very hard words from me at various times regarding financial procedures and policies. We are now more than a third of the way through the current financial year. It would be remiss of me, as I exit from the treasurer position, not to sound a few words of warning to the incoming treasurer.

1. Income this year is slightly down on last year. That means not as much licence and fee income.

2. Expenses generally are up. We have had to obtain a lot of legal advice with regard to the police complaint and

also the drafting of the CLG constitution.

3. Another potentially ugly situation raised its head recently and we have had to reimburse a club for an

overpayment of their loan. I have not investigated the details of this matter as it happened way back in

2004/05.

4. The Race of Stars has suffered a loss this year as opposed to a profit last year. The loss was expected

because we wanted to attract some major overseas competition and unfortunately this does not come

cheaply.

5. We have to bump up the TDF to cater for a loan of $35,000 to Toowoomba as part of their track upgrade. I will

also take the opportunity to congratulate Toowoomba for achieving a grant of $110,000 for this purpose. There

were some very unfortunate comments made after this major win, but it does not take away from the brilliant

effort put in to get the grant.

6. If, as I expect, the CLG is approved then there will be significant expenses to get the board in place. I do not

have a good estimate of what this might be at this stage.

7. Lastly we still have a contingency of $75,000 in place in case circumstances force us to repay that money to

Karting Australia.

So my message to clubs and the incoming treasurer is that this is not a time to be complacent. There are some tough times ahead financially and you must take a long term view of things to ensure that Karting Qld stays on top of its financial game. I thank everyone I worked with, my colleagues, club secretaries and treasurers and the many suppliers I have had contact with over the period. Good luck to all.

Kind Regards,


State Secretary Report to SKC AGM on 20th November, 2014

Another six months have passed since my last report and here we are at the AGM.

The licences processed so far this year are up by 4.5% on last year. Queensland is now the second largest State as far as current licence holders goes by nearly one hundred licences. Two years ago we were only third behind Victoria. Participation figures are also up. My estimate using live data till now as estimates for the next three weeks will show a 12.8% increase over 2013. In real numbers the increase will be from 7318 to 8216. There has also been an increase in race meetings from 128 to 135. Live credit card processing of licence applications and renewals has been underway since July offering a Tax Invoice at the time of processing. I would encourage all clubs to recommend this option particularly for renewals as the driver automatically gets a six week extension to their licence. I would like to take the opportunity to thanks all clubs for their cooperation during the last twelve months. I hope that you are all happy with the level of customer service I have provided your club and to your karter’s. I have decided after careful consideration to stand again as State Secretary. I would ask that if you are happy with the level of service I have offered that you continue to vote for me retaining this position. I would also like to take this opportunity to thank the outgoing Management members for the effort they have put into forwarding Karting Queensland in so many ways. This has been a rather difficult time in dealing with difficult matters. Best Regards,

John Martin State Secretary Karting Queensland

2014 agm agenda - australian karting association qld · 2014. 11. 26. · karting queensland –...

Documents