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VW Club of WA 2015 Annual General Meeting, VW Club of WA AGM , VW Club of WA 2015 AGM minutes
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Initial Business
Meeting opened: By the Secretary Ray Willis. Con-firmed sufficient members present to make a quorum.
2014 AGM minutes: Summarised by Ray Willis(Secretary), copy made available for those present to read.
Business arising from 2014 AGM - constitution review not completed in time for the AGM to be carried over into 2015—2016
2014 AGM Minutes accept-ed by the meeting (show of hands)
Nominated: Dave Moore
Seconded: Andy Macey
Apologies:
Jamie Barrett, Graham Tibbs & Bob Lafferty
Related Correspondence:
Emailed reports from current Committee Members for this report. Reports
PRESIDENT: Jamie Barrett
Unfortunately due to other commitments Jamie was unable to provide a report this year.
SECRETARY: Ray Willis
The duties are very basic, but they do consume a bit of time with keeping on top of agendas and minutes throughout the year. The club has been running up to two meetings per month, one for general business and the second for events and the Day of the Volkswagen.
The past few months have been busy with the number of events being run and it is good to see the number of committee members turning up at each meeting.
After 4 or 5 years, I will not be nominating for role of Secretary for 2015/16.
Tina Moore has been running as assistant Secretary for a number of months now in preparation to take over the position full time from this AGM – pending the committee election – I wish Tina all the best in this position with the full support of the committee.
(Continued on page 2)
THE VOLKSWAGEN CLUB OF WESTERN AUSTRALIA (Inc.)
Sunday 20th September 2015
Fraser Park Club Rooms, Fraser Park Road, Victoria Park
2015 ANNUAL GENERAL
MEETING - Minutes
In brief...
Venue opened
09:40am
Meeting
Commenced:
10:35am
Present:
See Attendance
Book
Visitors to
Welcome:
See Attendance
Book
Motions on
Notice: None
Meeting Closed:
11:45pm
EDITOR: Ray Willis
No of issues of the Club magazine “ViaWest” for 2014/15 were 8 – 1 less than 2013/14 – the full 12 months were not issued due to workload/multiple positions in the Committee. The mag-azine runs on average 40-44 pages per issue.
Club members. The club posts out 37 hardcopies of the magazine (down from 66 last year) to 14 members without email addresses and to 23 that have paid the levy. 196 members or 93% of members receive a link to the online magazine.
VW related businesses club sponsors and regulation. The numbers of hardcopy magazines have reduced from 25 last year to 7 this year with electronic copies up to 20.
VW and associated clubs. 100% are electronic copies at 16.
Changes to the magazine this year include member profiles; more members’ articles; photo of the month and continues to include the list of supporters of the DofVW. Advertising rates for the magazine remain unchanged, including FREE adverts for club members.
We have one new advertiser come on board for 2014/15 and retained all the others. Two new advertisers have come on board since 30 June.
In 2014/15 the club had its first calendar; for 2015 60th Anniversary, which was favourably re-
ceived by all and sold well; by club members and non-club members. A 2016 Calendar is being considered.
MEMBERSHIP OFFICER: Andy Macey
It has been a good year for club memberships with over 200 members, the final total being 204 as of the 30
th June 2015.
I have now taken over the membership officer duties and would like to thank Ray for all his assistance and help during the hand over period. We have made a few changes to member-ships during the year;
Designed a new membership card
Rewrote the new member welcome letter
No longer include a sample hardcopy of the news letter in the welcome pack.
Renewals for this year, to date are 95 or 45%, which is tracking with previous years. The offi-cial cut off for renewing membership is 30
th September.
EARLY MEMBERSHIP RENEWAL PRIZE
From the draw of names of qualified members at the AGM, Michelle Carter was selected to be given free membership of the club for the year 2016/17 as a result of paying her 2015/16 mem-bership early, by the 13th September.
PROPERTY & MERCHANDISE OFFICER: Graham Tibbs
Graham was unable to attend the AGM. Graham has resigned as Merchandise Officer but will continue as Property Officer A new property list has been completed for the trailer. 3m x 3m Gazebo purchased for smaller events. There should be a merchandise display at all events as it will help to sell. Sales from recent events not provided so current figures are not correct.
(Continued from page 1)
(Continued on page 3)
Reports (continued)
Page 2
“It has been a
good year for
club memberships
with over 200
members”
“Changes to the
magazine this
year include
member profiles;
more members’
articles; photo of
the month and
continues to
include the list of
supporters of the
DofVW.”
“There should be
a merchandise
display at all
events as it will
help to sell.”
“The 2015
inaugural club
calendar was well
received , will do
another one for
2016”
2015 ANNUAL GENERAL MEETING - Minutes
CONCESSIONAL LICENCES: Dave Moore
On average I receive three or four enquires from members, or potential members considering putting their vehicles onto concessional licence each month. Currently it is not a requirement for the club to keep records of vehicles on concessional licence and there is no requirement for members to inform the club they have transferred their vehicle onto concessional licence, so therefore we have no idea how many vehicles are on concessional licence! Current requirements for concessional licence are being updated and we are still waiting for the finalized version. All the onus is on the owner to abide by all the regulation set out in code 404 of the conces-sional licence rules.
CLUB PLATES: Dave Moore
None have been issued in 2014/15.
The club owns a set of club plates “VWSRGR8” that could be sold, raffled or used as a prize.
CMC LIAISON OFFICER: Paul Kuah
Paul attended most of the bi-monthly CMC meetings in 2014/15 so the VW Club has a conduit for all matters relating to the CMC during the year.
Paul continued his support of their activities and has complete confidence in the CMC and their management.
After 2 years the CMC have managed to sort out code 404. The CMC is currently compiling a book and we will receive a copy.
The club attended the 2015 CMC Classic car Show.
CMC calendar has the wrong date for DOVW, Paul to address with CMC.
CMC are looking for a volunteer for CMC Secretary for a year.
WEB ADMINISTRATOR: Jamie Barrett
The website and Facebook pages are all running smoothly. Forum activity has been a bit up and down.
The website is scheduled to be upgraded, Jamie will follow up with provider.
There have been posts on Facebook advertising businesses, the club does not endorse any businesses and any posts of a commercial nature will be deleted.
ANNUAL CLUB CHARITY: Justin Bayley
Could focus on raising more money.
The family picnic day in October has been promoted as a gold coin donation for the sausage sizzle to raise funds for The Duchenne Foundation.
(Continued from page 2)
(Continued on page 4)
Reports (continued)
Page 3
“On average I
receive three or
four enquires
from members, or
potential
members
considering
putting their
vehicles onto
concessional
licence each
month”
“The website and
Facebook pages
are all running
smoothly”
2015 ANNUAL GENERAL MEETING - Minutes
“The family
picnic day in
October has been
promoted as a
gold coin
donation for the
sausage sizzle to
raise funds for
The Duchenne
Foundation.”
2015 ANNUAL GENERAL MEETING - Minutes
EVENT COORDINATOR: Harry Hay
Another great year of events.
Club runs in the last 12 months included;
July - CMC Quiz Night;
August – Cruise and Camp - Dwellingup
September – AGM; German Car Day
October - Boddington (Hotham Valley Hot Rod Club); Formula Vees @ Barbagallo Raceway Historics Meeting
October/November - 3rd South West Vee Dub Camping and Cruise Weekend
November - Brockwell Port to Whiteman Classic Car Run
- CMC & Museum; 2014 Day of the Volkswagen
December - NIL
January - Cruise and Camp – Lake Clifton
February - Cruise and Camp – Ledge Point
March - Munster #3 (Cruise, Music and Camp); Cruise and Camp – Boddington Rural Show and Music Festival; German Car Day;
April - Qld National Bug-In; Fairbridge Festival
May - Cruise and Camp – Classic Car Show
June - Cruise and Camp – Albany Classic w/e
Alfreds – 1st Wednesday of the month
Coming events…
Monday 28th September - REAR ENGINE CAR DAY (SIVA);
Contact: Paul Markham [email protected]
Sunday 18th October - 60th ANNIVERSARY CRUISE & FAMILY DAY (Whiteman Park);
Contact: Ray Willis 0407347340
Friday 30th October – Sunday 1st November - 4th VEE DUBS @ MARGARET RIVER
CAMPING AND CRUISE WEEKEND;
Contact: Kim Muste 0408 914 400
2016 Swan Valley Bug-in Ray Willis
The VW Club of WA will be hosting the 47th National Bug-In at Easter 2016. Currently prepara-
tions are under way;
12 events over 4 days of Easter + a 4 day road trip
Based at Perth Vineyards Caravan Park in Caversham – reserved sites and cabins (Aspen Park and Big 4)
(Continued from page 3)
(Continued on page 5)
AGM Business (continued)
Page 4
“The past few
months have been
busy with the
number of events
being run and it
is good to see the
number of
committee
members turning
up at each
meeting”
“The club added
to its property
manifesto again
this year with
another Club
Tent”
2015 ANNUAL GENERAL MEETING - Minutes
“Another great
year of well
attended events”
2015 ANNUAL GENERAL MEETING - Minutes
AGM Business (continued)
Page 5
“Still getting a
great turnout at
Alfreds every
month”
Using the Swan Valley as a base for events
The first Bug-in Bulletin was issued in July; the 2nd
issue is due out this month.
We have received 40 “Invitations” so far;
Represents 58 people from all states; including a nominal 24 so far from WA
40 have indicated 100% attendance
23 people coming from the east have indicated travelling by road
Cory Seegers from SA VW Club is organising a convoy from Port Augusta
Aspen Parks are providing discounts at their parks enroute to and including Port Augusta (sausage sizzle) as well as anybody returning by road after the Bug-In.
Plan to have all events finalised over the next 2 months and have a registration form out at the Day of the Volkswagen, or at least by Christmas
SOUTH WEST: Kim Muste
No report provided
TREASURER: Justin Bayley
It has been another good financial year for the club. Starting off the year with a bank balance of $10205.49 and ending with a bank balance of $9544.66, a deficit of only $660.83. If you take into account the purchase of a second smaller Club Tent this year at $1001.40, this is a good result.
Previous Years Forecast Against Actual Results
I forecast that the clubs balance at the end of the year would be approx $12100, but it has ac-tually come out at $9544, a difference of $2556. Membership income was $935 less than ex-pected. The club has invested in merchandise this year, with purchases exceeding income by $1331 to the end of the year.
Main Expenditures/Revenues and Events
The main event organised and run by the club last year was the Day of the Volkswagen, which resulted in a surplus of $2353.88, when including all gate sales, merchandise and member-ships taken on the day.
As previously mentioned we also purchased a new club tent for $1001.40.
Upcoming Financial Expenses
The Volkswagen club does not have any major out of pocket expenses planned this year, but will continue to expand on its range of merchandise with an effort to help promote the clubs brand name.
Budget Forecast for 2015/16
I have attached a budget forecast based on membership numbers of 170, which hopefully is looking at the lower range of what will be achieved. I have adjusted this forecast to show a negative figure for merchandise for the year, based on the outcome of this financial year. It shows a forecasted bank balance of $9535 at the end of the 2015/16 financial year.
Summary
(Continued from page 4)
(Continued on page 6)
“Great to see
new members
getting involved.”
2015 ANNUAL GENERAL MEETING - Minutes
“The first Bug-in
Bulletin was
issued in July; the
2nd issue is due
out this month.”
2015 ANNUAL GENERAL MEETING - Minutes
AGM Business (continued)
Page 6
The club has had another good year and memberships are looking very healthy. With this in mind I see no reason why the next year shouldn’t be as positive as this one and look forward to the club continuing in this manner.
The Treasurer provided those attending the AGM copies of Financial Statement for the
year ending 30 June 2015, as well as a Cash Flow Forecast for July 2015 to June 2016.
Proposal that all above Reports be accepted
Proposed Ray Willis Seconded Tina Moore ACCEPTED
MOTIONS ON NOTICE: Nil.
NOTICES OF MOTIONS: Nil.
The SUBSCRIPTION FEE FOR THE YEAR FOLLOWING THE AGM:
1. That the annual membership subscription fees stay the same at $50 for 2015/16.
Proposed Ray Willis Seconded Tina Moore ACCEPTED
2.The form of the membership card - New format Membership card
Proposed Ray Willis Seconded Tina Moore ACCEPTED
3. That the magazine levy – to be decided annually at the AGM - to continue to be added to the annual membership fee if a member wishes to receive a hard copy magazine.
Proposed Andy Macey Seconded Ray Willis ACCEPTED
4. That the magazine levy to remain at $20.
Proposed Ray Willis Seconded Dave Moore ACCEPTED
5. That the annual Club Charity remain at Duchenne Foundation for 2015/16.
Proposed Ray Willis Seconded Andy Macey ACCEPTED
MEMBER OF THE YEAR*:
No nominations
LIFE MEMBERSHIP**:
No nominations
WOOD DUCK AWARD: Graham Tibbs
Proposed Harry Hay Seconded Tina Moore ACCEPTED
*does most for the club during the year, committee not eligible
** has served the club for 10 years or more or for exceptional service
“It has been
another good
financial year for
the club”
General Business
2015 ANNUAL GENERAL MEETING - Minutes
“magazine levy to
remain at $20”
“This years
DOVW to have a
fifties theme in
celebration of the
clubs 60th year”
2015 ANNUAL GENERAL MEETING - Minutes
RETURNING OFFICER: Ray Willis
PRESIDENT Jamie Barrett
Nominated Tina Moore Seconded Paul Kuah
VICE PRESIDENT Ray Willis
Three (3) nominees for the position; Ray Willis, Graham Tibbs and Jon Hornby. A secret ballot (without the nominees) was held with Ray Willis polling the most votes and accepting the posi-tion.
TREASURER Justin Bayley
Nominated Joanne Mill Seconded Andy Macey
SECRETARY Tina Moore
Nominated Dave Moore Seconded Justin Bayley
EDITOR Ray Willis
Nominated Joanne Mill Seconded Gary Bull
SPORTS ORGANISER (a) Joanne Mill
Nominated Ray Willis Seconded Andy Macey
SOCIAL SECRETARY (b) as above
Nominated as above Seconded as above
PUBLICITY OFFICER (c) as above
Nominated as above Seconded as above
The three positions are amalgamated
and normally referred to as the:
EVENT
COORDINATOR
AGM Business (continued)
Page 7
Election of the new Office Bearers (club committee)
2015 ANNUAL GENERAL MEETING - Minutes 2015 ANNUAL GENERAL MEETING - Minutes
Phone: (08) 9342 8703
E-mail: [email protected]
OBJECTS
...of the Volkswagen Club of Western Australia as per our Constitution.
To provide for the association of persons owning, restoring, preserving
or interested in Volkswagen motor vehicles;
to organise and run sporting, technical and social activities for those
persons and
to do all these things, own such property and hold such monies as is
necessary to facilitate and promote the attainment of those objects.
www.vwclubwa.com
Election of the new Office Bearers (continued)
Page 8
MEMBERSHIP OFFICER Andy Macey
Nominated Tina Moore Seconded Joanne Mill
PROPERTY OFFICER Graham Tibbs
Nominated Tina Moore Seconded Ray Willis
MERCHANDISE OFFICER Joanne Mill
Nominated Ray Willis Seconded Andy Macey
CMC LIASON OFFICER Paul Kuah
Nominated Gary Bull Seconded Justin Bayley
WEB ADMINISTRATOR Jamie Barrett
Nominated Tina Moore Seconded Harry Hay
CONCESSIONAL LICENCING and CLUB PLATES Dave Moore
Nominated Tina Moore Seconded Andy Macey
SOUTH WEST Kim Muste
Nominated Ray Willis Seconded Andy Macey
GENERAL COMMITTEE
Harry Hay, Gary Bull, Jon Hornby, Thor Anson, Andrew Dawson
Volkswagen Club of Western
Australia (Inc)
PO Box 175
Victoria Park WA 6979
2015 ANNUAL GENERAL MEETING - Minutes 2015 ANNUAL GENERAL MEETING - Minutes