MINUTES OF THE S.A.H.P.A Inc MANAGEMENT COMMITTEE MEETING HELD AT THE S.A.H.P.A. Inc. HEADQUARTERS ON MONDAY – 11th APRIL 2005 – 7.30 p.m. 1. CHAIRPERSON OPENED MEETING AT: 7.35 pm Attendance: Mr. D. Thalbourne (Chairperson), Mr. P. Couzner, Mr. F. DiMella, Mr. J. Marafiote, Mr. W. Moyle, Mr. K. Pridham, Mr. R. Seedsman (General Secretary), Mrs. C. Myers (Assistant Secretary). 2. APOLOGIES: Nil 3. MINUTES OF PREVIOUS MEETING: Moved/Seconded/Carried 4. BUSINESS ARISING FROM PREVIOUS MEETING: Sealing of Club Hampers Sealing of Club Hampers with Clock Seals and numbers recorded will only be necessary for S.A.H.P.A. Inc. Races – Lead Seals will suffice in Club Races. 5. JUNIOR CO-ORDINATOR POSITION: Guest – Mr G Whitney The Chairperson Mr D Thalbourne welcomed Mr G Whitney to the Meeting. Mr Whitney explained his Ideas and Views on the running of the S.A.H.P.A. Inc. Juniors for the 2005 Season. After Consultation and Deliberation the Management Committee approved the appointment of Mr Whitney as Junior Co-ordinator for the 2005 Season. The Management Committee expressed to Mr Whitney that they request regular Meetings during the Season to Monitor the progress of the Junior Membership. The Management Committee would like to express to all Clubs the importance of making a concerted effort to recruit Young People to Bolster our Junior Ranks. 6. TREASURER’S MONTHLY REPORT: The Treasurer presented his Report for the Period 1st December 2004 through to the 31st March 2005. The Report indicates a Profit has been recorded for this Period, with the Treasurer stipulating that the next period’s Profit & Loss Statement will reflect expenses relating to Purchase of Overseas Stock, GST Payment & Stationary Supplies that will erode much of the existing Profit. 7. CORRESPONDENCE IN: 1. Letter from Victor Harbor Homing Pigeon Club – Requesting a Trophy Donation for the 2005 Season. Action: Trophy Donation has been approved for 2005 Season. 2. Letter from Mr. G. Cawte, Mr. G. Allen & Mr. T. Langsford – Nominating Mr. Raymond (Peter) Millay for S.A.H.P.A. Life Membership & Induction to the S.A.H.P.A. Wall of Fame for Services to the Sport. Action: Mr Raymond (Peter) Millay induction to the S.A.H.P.A. Inc. Wall of Fame has been approved. Life Membership requires the approval of Members at the 2006 A.G.M. 3. Letter from the Royal Agricultural & Horticultural Society of South Australia Inc. – Requesting Sponsorship for the 2005 Royal Adelaide Show And Thanking the S.A.H.P.A. Inc. for their Support in 2004. Action: Sponsorship for the 2005 Royal Adelaide Show has been approved. 4. Letter from Southern Vales Invitation Racing Pigeon Club Inc. - Enclosing late Payment of Capitation Fees and G.P.S. Reading for Mr. T. Deslandes. Action: Secretary to include Mr. T. Deslandes onto Southern Vales Membership List. 5. Fax from Eastern Equity Insurance Brokers – Attaching alternative Insurance Cover in regards to S.A.H.P.A. Inc. Officers’ Indemnity Insurance. Action: Secretary to reply. 6. Fax from Gilbertson’s Fodder Store – Quotation for Pigeon Mix and Straw Medium for the 2005 Season. Action: Quotation/Tender unsuccessful for the 2005 Season. 7. E-mail from the South Australian Racing Pigeon Federation – Requesting That there be no splitting of Hampered Birds into Bays on the S.A.H.P.A. Inc. Main Unit. Action: The Management Committee accept the Basis of S.A.R.P.F’s request, and will endeavour to abide by the request, excepting limited occasion when the splitting of Birds may be necessary. 8. Safety Guideline Forms – Received from Mr. R. Billing, Mr. W. Markou & Mr. R. Sewer. 9. Letter from Office of Consumer & Business Affairs – Acknowledging the Alterations of Rules to the S.A.H.P.A. Inc. Constitution. The Commission is Satisfied the alterations conform with the requirements of the Associations Incorporations Act 1985. 10. Email from the Southern Vales Invitation Racing Pigeon Club Inc. – Listing all Serial Numbers of the Electronic Timing Systems to be used by Five of their Club Members. Action: Secretary to file for Future Reference. 11. Block Plans received from – D. Walker, T. Deslandes, P. Langer, S. Flack. Action: Secretary to arrange processing of Block Plans for co-ordinate details. 12. Vaccination Forms received from – Elizabeth, Para Hills, Strathalbyn & Victor Harbor Clubs. Action: Secretary to file for Future Reference. 13. Letter from North East Invitation Pigeon Club – Advising of Office Bearers for the 2005 Season – Chairperson – Mr. P. Pollard, Secretary – Mr. McCauley, Treasurer – Mr. B. Chalmers, also applying to be a Clocking & Hampering Centre for the Plaza Group (North East & Tea Tree Gully) for the 2005 Season. Action: Secretary to list Office Bearers for Club Contact. Request to become a Group Clocking Centre will be dealt with when the make-up of Groups are considered. 14. Email from Central District Racing Pigeon Club – Advising of Office Bearers for the 2005 Season – Chairperson – Mr. P. Couzner, Secretary – Mr. A. Agar, Treasurer – Mr. C. Nagle. Action: Secretary to list Office Bearers For Club Contact. 15. Quotations for Northern Fencing from Gibbs Fencing & Outdoor Design and Construction – Action: Gibbs Fencing has been approved. 8. CORRESPONDENCE OUT: 1. Professional Indemnity, Director’s & Officer’s New Proposal Form – Completed and returned to Eastern Equity Insurance Brokers, also requesting further options for increased Insurance Cover. 2. Letter to Mrs. M. Coleiro – Enclosing Cheque for payment of Headquarters’ Cleaning Services for the 2004 Season. 3. Letter to Eagle Global Logistics – Enclosing all necessary Documents from Haspeslagh – Belgium for goods arriving by Sea Freight, and requesting notification of Delivery Date to the General Secretary. 4. Letter to the Barossa Valley Racing Pigeon Club – Advising that their Request to be a Clocking & Hampering Centre will be considered when the Make-up of Groups for the forthcoming Season are allocated. 5. Letter of Thanks to the Anonymous Sponsor – In regards to the two (2) Proposed Races from Kingston & Heywood. 6. Letter to the Millswood Central Racing Pigeon Club – Advising that their Request to be a Clocking & Hampering Centre will be considered when the Make-up of Groups for the forthcoming Season are allocated. 7. Letters to all Successful Applicants – S.A.H.P.A. Inc. 2005 Positions – Confirming their Appointment & enclosing a copy of Safe Working Practice Guidelines to be signed and returned to the General Secretary. 8. Letter to Mr. G. Whitney – Inviting him to the Management Committee Meeting to be held on the 11th April 2005, in regards to his application for the Position of S.A.H.P.A. Inc. Junior Co-ordinator for the 2005 Season. 9. Letters to Mr. G. Watson (Chairperson) and Mr. L. Jones (Secretary) of The Central Federation – Advising them that the S.A.H.P.A. Inc. will be Managing the Headquarters’ Canteen for the 2005 Season. 10. Letter to Snap Printing – Enclosing a copy of the S.A.H.P.A. Inc. Acceptance (Nomination Form) and requesting a quote for the Printing of 500 & 1000 Pads. Moved/Carried – Correspondence In & Out - Confirmed 9. MATTERS HELD OVER: 1. Kingston & Heywood Two (2) Special Races from Kingston & Heywood will be scheduled for Saturday 20th August & Saturday 3rd September 2005 Respectively. The Races will have an eight (8) Bird Limit - $2.00 per Bird, with Prize Money being allocated at the rate of one (1) Prize for every twenty five (25) Birds. Further information regarding Points etc., will be provided in the near future. 2. Firing Off Procedure Held over until next Meeting, to allow for more investigation. 3. Race Release Panel Held over until next Meeting. 4. 2005 Freight Tender The Management Committee have approved Hampton Haulage Freight Tender for the 2005 Season. 5. 2005 Feed & Straw Medium Tender The Management Committee have approved Magill Grain Store Tender for the 2005 Season. 6. Headquarters’ Cleaning Contract Mrs M Coleiro has been appointed the Position of Headquarters’ Cleaner for the 2005 Season. 10. GENERAL BUSINESS: 1. Hamper Nights: 2. Birds Per Hamper Bay: Stirling North (3) Friday 22 66 Paruna (3) Friday 22 66 Hawker (1) Friday 22 66 Parachilna (1) Thursday 30 60 Ouyen 1 (1) Friday 30 60 Ouyen 2 (1) Thursday 30 60 Lyndhurst (2) Thursday 27 54 Moulamein (2) Thursday 27 54 The Twins (1) Thursday 27 54 Hay (2) Thursday 27 54 Coober Pedy (1) Thursday 20 40 Colleambally (1) Thursday 20 40 Marla (1) Thursday 20 40 3. 2005 Freight Charges – Per Bird: Stirling North, Paruna, Hawker, Ouyen & Parachilna - $0.70c per Bird. Lyndhurst, Moulamein, Hay - $0.90c per Bird. The Twins - $1.00c per Bird. Coober Pedy & Colleambally - $1.50c per Bird. Marla - $2.70c per Bird. The Freight Charges for the 2005 Season have remained the same as last year. Vin Blanden Memorial Race The Vin Blanden Memorial for 2005 will be raced from Coober Pedy. 1 Bird Nomination - $5.00 4. 2005 – Release Guidelines: Held over for Next Meeting. 5. Capitation Fee Refunds: Please Note – Any applications for Capitation Refunds need to be forwarded to the General Secretary before the 30th April 2005. No refunds will be considered after the above date. 6. Appointment of S.A.H.P.A. Inc. Positions for 2005 Season: General Secretary R. Seedsman Treasurer R. Seedsman Assistant Secretary C. Myers Ring Secretary R. Kearns Publicity Officers D. Thalbourne/R Seedsman Convoyer R. Billing Release Officers (3) Clock Chairperson K. Pridham Website Manager A. Agar Computer Systems Administrator C. Myers Race Adjudicator P. Trzeciak Year Book Co-ordinator Transport Loading Stewards (2) Race Unit Cleaners (2) B. Markou/R Sewer Headquarters’ Cleaner M. Coleiro Training/Tossing Unit Driver D. Schwarz 11. DATE OF NEXT MEETING: Tuesday 10th May 2005 – 7.30 pm. 12. MEETING CLOSED: 11.25 pm