MINUTES OF THE S.A.H.P.A. Inc. MANAGEMENT COMMITTEE MEETING HELD AT THE S.A.H.P.A. Inc. Headquarters ON TUESDAY 10TH MAY 2005 - 7.30 pm. 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: Nil Moved/Seconded/Carried 5. GUEST - MR. A. FREEMAN: The Chairperson welcomed Mr. A. Freeman to the Meeting, explaining that Mr. Freeman had expressed concerns with the Clock Chairperson - Mr. K. Pridham, in regards to certain aspects of some Members' Clocks. Mr. Freeman was of the opinion that the S.A.H.P.A. Inc. should scrutinize Members' Clocks on a more regular basis and in particular those Members whose clock variations continuously fail to be consistent from week to week. *PLEASE NOTE - It is the responsibility of Members to ensure their Clocks are in good Running Order. Any Member whose Clock comes under suspicion of Tampering will be asked to present His/Her Clock to the S.A.H.P.A. Inc. Clock Chairperson for Inspection. The Management Committee will be scrutinizing Clocks over the season via the Internet Results. 6. TREASURER'S MONTHLY REPORT: The Treasurer presented his Report for the Period 1st December 2004 through to 30th April 2005. The Report reflects that a slight profit has been recorded for the Period, even allowing for the large outlay cost of Stock Purchases from Overseas. The Treasurer indicated the near future expenses that will impact on the Profit for the next period, these include the cost of Lighting Upgrade, Colourbond Fencing adjacent to the Northern Enclosure, the Purchase of a Fridge for the Canteen and the printing of the S.A.H.P.A. Inc. Year Book. The above are not classed as excessive expenses but do contribute to the Assets of the S.A.H.P.A. Inc. for the benefit of Members. Moved/Seconded/Carried 7. CORRESPONDENCE IN: 1. Vaccination Forms received from - Adelaide Hills, Adelaide Pigeon Club, Alexandra, Campbelltown, Clare, Gawler River, Glenelg, Happy Valley, Hyde Park, Murray Bridge, Para, Payneham, Port Adelaide North & South, Riverside, Salisbury, Smithfield, South Suburban, Vitesse 2. Letter from the Woodville Invitation Homing Club - Advising of Office Bearers for the 2005 Season - Chairperson - Mr. M. Keyhoe, Secretary - Mr. R. Male, Assistant Secretary - Mr. A. McQuire. Action: Secretary to list Office Bearers for Club Contact. 3. Letter from the Southern Mallee District Council - Requesting that S.A.H.P.A. Inc. Members respond to Members of their Community when Birds have been reported. The Council is very concerned as to the Environmental Nuisance that Banded Pigeons are causing within their Municipality. Action: Secretary to reply. 4. Letter from Smithfield Invitation Racing Pigeon Club - Enclosing Late Capitation Fee for Mr. P. Crew. Action: Secretary to list on Smithfield's Member list. 5. Letter from Daw Park Racing Pigeon Group - Advising formation Of Group for 2005 Racing Season - Happy Valley & Millswood Central. Action: The request to form a Group Centre will be dealt with when the make-up on Groups are considered. 6. Quotations received from three (3) Electrical Contractors - For the Installation of Extra Lighting at S.A.H.P.A. Inc. Headquarters. Action: The Quotation from P. Smith Electrical Services has been accepted. 7. Letter from Mr. R. Sims - Application for the position of Unit Loader For the 2005 Season. Action: Application for the Position of Loading Steward has been approved. 8. Minutes of Adelaide 10,000 Meeting - Held on 1st December 2004 & 27th April 2005 - Advising Committee Members for the 2005 Season. Chairperson - R. Seedsman, Secretary - B. Seedsman, Treasurer - I. Durrant, Loft Manager - L. Smith, Committee - R. Abraham, B. Donovan, K. Waters. Action: Copy of Minutes circulated for Club Notice Boards. 9. Minutes of SRC Meeting - Held on 19th April 2005 - Advising Committee Members for the 2005 Season. Chairperson - G. Hodgins, Secretary - G. Harris, Treasurer - L. Abbott, Committee - B. Hall, W. Myers, C. Myers, C. Moukas. Points of Interest: Cock Bird Special from Glendambo - 13th August 2005 S.R.C. Prelude Race from Glendambo - 13th August 2005 Sires Produce Race from Lyndhurst on the 20th August 2005 Alice Springs on Friday 2nd September 2005 10. Letter from Riverside Pigeon Club - Request for Refund of Capitation for Member of Riverside Pigeon Club, who will not be Flying in the 2005 Season. Action: The request for refund of Capitation Fee has been approved less Administration Fees. 11. Letter from Glenelg Invitation Racing Pigeon Club - Regarding the Use of the S.A.H.P.A. Inc. Training/Tossing Unit for Races. Action: The Management Committee will monitor the situation in regards to Birds Drinking & Feeding on the Unit over the 2005 Season. The Feedback From Witnesses at the Race-point when the Unit was used in 2004 has Been very positive in regards to the above. 12. Letter from Morgan Media Pty Ltd - Request for the S.A.H.P.A. Inc. to sponsor a Child for their Christmas Party for Special Children. Action: The request to Sponsor a Child for the Christmas Party has not been approved. 8. CORRESPONDENCE OUT: 1 E-mail to Mr. K. Moyle - South Australian Racing Pigeon Federation - Advising that their request has been noted, and will endeavour to abide by no splitting of Birds from Club Hampers. 2. Letter to Southern Mallee District Council - Advising them that The S.A.H.P.A. Inc. takes a very dim view of any Member who does not respond in making arrangements to retrieve a lost Bird belonging to them. 3. Letter to Southern Vales Invitation Racing Pigeon Club - Informing them that Mr Peter Millay has been approved to be inducted to the S.A.H.P.A. Inc. Wall of Fame. Life Membership for Mr Peter Millay requires approval by Members at the 2006 Annual General Meeting. 4. Letter and Cheque to Victor Harbor Homing Pigeon Club - Trophy Donation for the 2005 Season. 5. Letter to Mrs M Coleiro - Advising Mrs Coleiro that her Application for the position of Headquarters' Cleaner for the 2005 Season has been successful. 6. Letter to all Club Secretaries - Enclosing Stock Order Forms for the 2005 Season. Stock Orders to be in the hands of the General Secretary with payment no later than Friday 13th May - to be collected on Tuesday 17th May between 6-00pm - 7.30 pm - S.A.H.P.A. Headquarters. 7. Facsimile to Royal Adelaide Show - Acceptance of 2005 Sponsorship Renewal. 8. Facsimile to Gilbertson's Fodder Store - Advising that their Tender for Pigeon Feed & Barley Straw for the 2005 Season was unsuccessful. 9. Facsimile to Magill Grain Store - Advising that their Tender for Pigeon Feed & Barley Straw for the 2005 Season was successful. 10. Letter to Mr. Peter Millay - Advising him of his induction to the S.A.H.P.A. Inc. Wall of Fame, and asking if he could assist with a Recent Photograph to be placed on the S.A.H.P.A. Wall of Fame. 11. Letter to Outdoor Design & Construction - Thanking them for their Quote for the Construction of Fence at S.A.H.P.A. Inc., - advising them that their quote was unsuccessful. 12. Letter to Gibbs Fencing - Advising them that their quote for The Construction of Fence at S.A.H.P.A. Inc. has been successful. 13. Letter to Mr. A. Freeman - Inviting Mr. Freeman to attend the Next Management Committee Meeting in response to concerns over a S.A.H.P.A. Inc. Member's Clock. 14. Letter to Mr. R. Sims - Safety Guidelines 15. Letter to Ms. P. Ward - Re - Adjoining Property Fence Damage and requesting that the Owner pays half of the Cost of the erection of a new Fence. Moved/Carried - Correspondence In & Out - Confirmed 9: MATTERS HELD OVER: 1. Firing Off Procedure: The Management Committee have decided to Trial the use of the 1194 Telstra Time Message to fire-off Clocks in Club Races. The Management Committee would like Clubs who have phone access/mobile access to set and Fire Clocks on Hamper Nights at 8.00 pm to enable the Management Committee to gauge if any problems are experienced in regards to the accessibility to this line when experiencing a large number of spontaneous calls. If there are no problems experienced, and this System is approved for S.A.H.P.A. Inc Races, it is envisaged that a reliable designated Club/Group Member will have control of the Fire-off procedure (ie) Club/Group Secretary, Club/Group Clock Chairperson. Please inform the S.A.H.P.A. Inc. General Secretary if experiencing any such problems. 2. Race Release Panel: The 2005 Race Release Panel consist of Mr. F. DiMella, Mr. J. Marafiote & Mr. K. Pridham. 3. 2005 Release Guidelines: A set of Release Guidelines have been Drafted for the 2005 Season. Copies will be sent to all Secretaries for Members awareness. 4. Year Book: The S.A.H.P.A. Inc 2004 Year Book will be available to Members on the First Race Night. (Providing that the Year Book is back from the Printer.) 10. GENERAL BUSINESS: 1. Groups (Make-up) for 2005 Season: All Club Secretaries are required to advise the General Secretary by the 27th May 2005 of the Group in which they will be flying Association Races for the 2005 Season. This information is required so that the Management Committee can issue a List of Hampering Centres and the List of Clock Reading Centres. Clubs wishing to use the S.A.H.P.A. Headquarters as a Hampering Centre due to not being in a Hampering Centre must advise the General Secretary by the 27th May 2005. 2. Collection of Statistics for 2005 Season - Racing Pigeon Returns: After some discussion the Management Committee are of the opinion that Statistics as to the Return of Birds from S.A.H.P.A Inc. Races will apply for the 2005 Season. These Statistics will be recorded for the purpose of demonstrating to any outside interests that as a Controlling Body we are seen to be responsible for the Welfare of our Birds. Under no Circumstances will these Statistics be made available to an Outside Body without the consent of the Management Committee. The appropriate forms will be forwarded to Club Secretaries in due course, it would be appreciated if Clubs support this concept, and return their Statistic Sheets to the General Secretary on the Hamper Night following each Race. 3. S.A.H.P.A. Inc. Constitution Changes: Constitution Changes for S.A.H.P.A. Inc. Members, can be collected by Club Secretaries for Distribution on Stock Night - Tuesday 17th May 2005 between 6.00pm - 7.30 pm. 4. Unit Loading Roster - 2005 Season Ø Clubs with 1 - 15 Hampers - Send 1 Driver & 2 Loaders Ø Clubs with 16 or more Hampers - Send 1 Driver & 3 Loaders When your Club arrives at Headquarters, one (1) Loader is to take the Paper Work to the Office Window for Payment and check & collect Pigeon Hole for Club Information. The Driver is to stay with the Vehicle. The other Loader/s are to keep an eye on the progress of the queue and where applicable, one (1) and or two (2) Loaders are to get Up to the Loading at the following time: To help put Hampers away for - "The Vehicle/Unit in front of your Club, stay for your Club and the two (2) Vehicles/Units following. The more support Clubs give to the Loading Procedure, the quicker the Birds will be loaded - enabling the Birds and Loaders etc., to depart Headquarters a lot earlier. 5. Team Register - Junior Flyers: Could all Junior Flyers please forward a copy of their Bird Team Register to: Mr G Whitney 11 Vicar Street Gilles Plains SA 5086 6. Life Ring Transfers - $1.00 per Card: Please advise Members that all Transfers are to be forwarded to the Ring Secretary - By the First Race Night. 7. Coloured Labels for Hampers: PLEASE NOTE COLOURED LABELS FOR HAMPERS: Large Unit Labels Red Cocks Blue Hens Sires Produce Labels White Cocks Orange Hens Special Races Yellow Cocks Green Hens The above Coloured Labels are the ONLY ONES to be accepted on The Loading Dock! Coloured Labels will be available on Stock Night or Hampering Night. 8. Race Results: All Club Results will be accessed from the Computer Generated Result. Clubs with no access to a Computer may lodge their Results with Mrs. C. Myers 8266.4441. 9. Release Details - Information Line: For Recorded Race & Release Information - Please ring 8262.3857. This Service will enable up to twelve (12) Callers at the same time. A brief message will be heard detailing Release and Weather Details - at the end of the Message, you will hear "This is the end of the Message - Please hang up now". On hearing this message, please hang up immediately to allow other Members access. DO NOT HANG ON TO LEAVE A RETURN MESSAGE! No Message will be accepted or listened to! Similar Details will be on the S.A.H.P.A. Inc. Website - www.sahpa.asn.au. If there is a possibility of Bad Weather and changes may occur, then All Club Secretaries are to Monitor the situation on the info-line (8262.3857). Race Release Details can also be accessed on Radio 5RPH Saturday Mornings at approximately 8.55 am & on W.O.W. 100.5 FM at approximately 9.45 am. 11. DATE OF NEXT MEETING: Tuesday 14th June 2005 - 7.30 pm 12. MEETING CLOSED: 11.25 pm.