MINUTES OF THE S.A.H.P.A. INC. MANAGEMENT COMMITTEE MEETING HELD AT THE S.A.H.P.A. INC. HEADQUARTERS ON SUNDAY 14th MARCH 2004 - 2.00 PM. 1. Chairperson opened Meeting at 2.00 pm Attendance: Mr. D. Thalbourne (Chairperson) Mr. R. Chapman (Vice-Chairperson) Mr. J. Cock, Mr. P. Couzner, Mr. K. Pridham, Mr. W. Moyle, Mr. R, Seedsman (General Secretary) Mrs. C. Myers (Assistant Secretary). 2. Apologies: Mr. R. Fewings 3. Minutes of Previous Meeting: Moved/Seconded/Carried. 4. Business Arising from Previous Meeting: Nil. Moved/Seconded/Carried 5. Treasurer's Monthly Report: The Treasurer presented the Profit & Loss Statement for the Period 1st December 2003 through to the 29th February 2004. The Statement reflects that an Operating Profit exists for this Period. The Treasurer advised that the Operating Profit over the next Period will be influenced by the expected Cost of Imported Stock Purchases and Insurance Premiums. Moved/Seconded/Carried 6. CORRESPONDENCE IN: 1. E-mail from the Sth. Aust. Racing Pigeon Federation - Requesting Voluntary use of the Electronic Timing System For 2004 and onwards. Action: The Management Committee while not completely adverse to this System would encourage a "Notice of Motion" in regards to the Electronic Timing System presented by a S.A.H.P.A. Inc Club for consideration by Members at the 2005 A.G.M. 2. E-mail from Mr. A. Agar (Website Manager) - Requesting That the S.A.H.P.A. Inc. purchase a Digital Camera. Action: The Purchase of a Digital Camera has been approved. 3. Letter from Coast FM 88.7 - Apologizing for an incident that Occurred on 12th October 2003 (Fire-Off Temora/Morundah events) Action: Apology acknowledged. 4. E-mail from C31 Community Television - Seeking interest from The S.A.H.P.A. Inc. in regards to putting a Program to Air - Promoting the Sport. Action: Mr. Dave Thalbourne to investigate putting a Program to Air with C31 Community Television. 5. E-mail from Mr. Andrew Fisher (Solicitor representing Mr. P. White & Ms. Y. Place) - In dispute with the Port Adelaide/Enfield Council, seeking participation from a Representative of the S.A.H.P.A Inc. to attend the Environment Resources & Development Court on the 19th February 2004. Action: The Management Committee would like to thank Mr. R. Fewings for his Representation. 6. Letter from City Valuer - Port Adelaide/Enfield Council - Attaching a Land Owner/Occupier Return Form to be completed, so as a equitable rating valuation for the S.A.H.P.A. Inc. Property can be determined. Action: Secretary to return completed form to the City Valuer. 7. Letter from Eastern Equity Insurance Brokers - Attaching QBE Director's & Officer's Liability Insurance Proposal. Action: Secretary to return completed Proposal form and supporting Information to Eastern Equity Insurance Brokers. ` 8. E-mail from the Tea Tree Gully Invitation Homing Pigeon Club - Advising of Office Bearers for the 2004 Season. Chairperson - Mr. G. Hodgins, Secretary - Mr. M. Tuit, Treasurer - Mr. K. Bowen. Action: Secretary to note. 9. E-mail from the Para Hills Club - Advising of Office Bearers For the 2004 Season. Chairperson - Mr. G. Last, Vice-Chairperson Mr. R. Billing, Secretary - Mr. K. Roberts, Treasurer - Mr. A. Noble. Action: Secretary to note. 10. E-mail from the North Suburban Invitation Homing Pigeon Club - Advising of Office Bearers for the 2004 Season. Chairperson - Mr. L. Duits, Secretary/Treasurer - Mr. S. Randall. Action: Secretary to note. 11. Letter from the Adelaide Hills Racing Pigeon Club - Advising Of Office Bearers for the 2004 Season. Chairperson - Mr. R. Linkevics, Secretary - Mr. G. Taylor, Treasurer - Mr. B. Huff. Action: Secretary to note. 12. E-mail from Barossa Valley Racing Pigeon Club - Advising of Office Bearers for the 2004 Season. Chairperson - Mr. R. Oakey, Secretary - Mr. R. Somerville, Treasurer - Mr. T. Burdon. Action: Secretary to note. 13. From Central Cumberland & Nepean District Racing Pigeon Federations - Enclosing a copy of their Race Program for the 2004 Season. Action: Secretary is awaiting Race Programs from other Interstate Federations so as any possibility of Clashing can be addressed. 14. Letter from Mr. R. & M.L. Wilson - Enclosing a $50.00 Trophy Donation to be allocated as the Management Committee see fit. Action: The Management Committee Thank Mr & Mrs Wilson for their Donation. 15. Computer Distance Block Plans Received from - Mr. T. Baldock, Mr. T. Buxton, Mr. D. Clake, G & I Cummings Mr. V. Curea, Mr. W. Driehuis, Mr. D. Evans, Mr. H. Harvey, Mr. M. Hatch, Mr. P. Lam, Mr. A. Lewis, Mr. W.Lizoguboff, Mr. B. Metcalfe, R & K.C Lofts, T.D. & J.S. Tirrell. 16. Letter from the Payneham Racing Pigeon Club - Seeking Approval to race their Club Sires Produce Race in conjunction with the Farina Y.B.C. on the 17th July 2004. Action: Approval has been given for the Club's Sires Produce Race to be held on the 17th July 2004. 17. Letter from the North Suburban Invitation Homing Pigeon Club - Enquiring as to the Funds and Assets of the Adelaide 10,000 & the Special Races Committee, also enquiring as to how and when they report to the S.A.H.P.A. Action: The Management Committee have every confidence in the Respective Personnel within these two Sub-Committees who continue to support the S.A.H.P.A. Inc. to administer their business in the appropriate manner. 18. E-mail from Mr. Syd. Randall - Advising that the Hampstead Inv. Homing Pigeon Club Inc. has been dissolved and has formally amalgamated with the Nth. Suburban Inc. Homing Pigeon Club Inc. Notification received from the Corporate Affairs Dept. effective on 13th February 2004. 19. Letter from the Department for Environment and Heritage (Animal Welfare Advisory Committee) - Enquiring as to the progress of the S.A.H.P.A. Inc. Code of Practice, also enquiring as to a recent race from Broken Hill, and requesting a copy of the S.A.H.P.A. Inc. Race Program for 2004 - Action: Secretary to reply. 20. Letter from the Royal Agricultural & Horticultural Society (Royal Adelaide Show) - Requesting advice of ongoing Sponsorship for this years Royal Adelaide Show. Action: Ongoing Sponsorship for the 2004 Royal Adelaide Show has been approved. 21. Quotations from Evastrong Home Improvements & Mr. Carports - In regards to the enclosing of the Northern Verandah for Vehicle storage area. Action: Quotation from Evastrong Home Improvements has been approved for the enclosure of the Northern Verandah for Vehicle Storage. 22. Letter from Directory of Aust. Associations - Requesting contact details for the S.A.H.P.A. Inc. are correct and up to Date. Action: Secretary to reply. 23. Letter from Mrs. M. Coleiro - Application for the Position of Headquarters' Cleaner for the 2004 Season. Action: Secretary to file for when Applications are considered. 24. Letter from Mr. G. Grunwald - Application for the Position of Headquarters' Cleaner for the 2004 Season. Action: Secretary to file for when Applications are considered. 25. Application for Ring Secretary (Held Over) Mrs. Rosemary Kearns Action: Mrs. Rosemary Kearns - 2004 Ring Secretary Moved/Seconded/Carried 26. Application for Release Officer (Held Over) Mr. Phil Squire Action: Mr. Phil Squire - 2004 Release Officer Moved/Seconded/Carried 27. Application for Convoyer (Held Over) Mr. Rodney Billing Action: Mr. Rodney Billing - 2004 Convoyer Moved/ Seconded /Carried Mr. R. Billing has also made himself available for any Maintenance work required on the Main Unit during the Season at no cost to the S.A.H.P.A. Inc. 28. Applications for Race Adjudicator: Mr. R. Billing & Mr. P. Trzeciak Action: Mr. Paul Trzeciak - 2004 Race Adjudicator Moved /Seconded/Carried 29. Applications for Unit Cleaner: Mr. R. Billing, Mr. W. Markou, Mr. R. Sewer Action: Mr. Ron Sewer & Mr. Bill Markou - 2004 Unit Cleaners Moved/Seconded/Carried 30. Application for the Position of Computer System Administrator & Year Book Co-ordinator for the 2004 Season Mrs. Cheryl. Myers. Action: Mrs Cheryl Myers - 2004 Computer System Administrator & Year Book Co-ordinator. Moved/Seconded/Carried 31. Applications for the Position of Loading Steward: Mr. R. Sims & Mr. S. Squire Action: Mr Roger Sims & Mr Simon Squire - 2004 Loading Stewards. Moved/Seconded/Carried 32. Application for Training /Tossing Unit Driver: Mr. N. Albanos, Mr. J. Doyle, Mr. K. Roberts, Mr. M. Tuit, Mr. D. Schwarz. Held over Until Next Meeting. 33. Publicity Officer: Held Over Until Next Meeting. 7. CORRESPONDENCE OUT: 1. E-mail to C31 T.V. - Advising that the S.A.H.P.A. Inc. would be Interested in Promoting the Sport on Community Television. 2. Letters of Acknowledgement - To all Members applying for Positions Within the S.A.H.P.A. Inc for the 2004 Season. 3. Letter to Flotek Pty. Ltd. - Advising them of their Monthly Fee For the Period 1st December 2003 - 31st November 2004 for the Parking of Flotek Employee's Motor Vehicles on the S.A.H.P.A. Inc. Premises. 4. Letter to Mr. A. Fisher (Solicitor representing Y. Place & P. White) - Advising that the S.A.H.P.A. Inc. would like to Have a Representative at the Court Hearing on 19th February, in Regards to the Ongoing dispute with the Pt. Adelaide/Enfield Council. 5. Letter to Dr. I. Carmichael (Animal Welfare Advisory Committee) - In response to his Correspondence 5th February, regarding his concerns to three issues. Moved/Carried - Correspondence In & Out - Confirmed. 8. GENERAL BUSINESS 1. Code of Practice: The Management Committee have approved the Final Draft of the S.A.H.P.A. Inc. Code of Practice. A Copy will be forwarded to all Club Secretaries in due course. 2. S.A.H.P.A. Sub- Committees: All Sub-Committees are now required to submit their intentions for the 2004 Season. Any Sub-Committee that intends operating this Year must submit a list of Names of the Committee Members for the Management Committee's Approval. Could Sub-Committee Secretaries please forward their list of Committee Members to the General Secretary. 3. A.P.F.A. Subscriptions - 2004: Club Secretaries are requested to ask Members of their Club if they intend to join the A.P.F.A. in the 2004 Season. Please forward list of Members plus $4.40 fee to the General Secretary. 4. Freight Tender - 2004: Freight Tenders are now invited for all Races for 2004 Season. Tender Submissions are to be enclosed in a Sealed Envelope marked "Tender for S.A.H.P.A. Transportation" and to be forwarded to - The General Secretary S.A.H.P.A. Inc. 31 Meath Avenue Salisbury Downs SA 5108 Tenders Close - Thursday 8th April - 5.00 pm 5. Bird Qualification - 2004 Season: All Old & Young Birds are required to fly at least one (1) Club Race to be eligible to fly Middle Distance & Long Distance Races respectively. With Respect to Young Bird Derbies: A Young Bird may fly both Derbies so long as it has flown one (1) Club Race on each Line of Flight. All Young Birds must have a Club Race on the Respective Line of Flight to be eligible to compete in the Derbies. 6. Tenders for Pigeon Feed & Straw Medium: Tenders are invited for the Supply of Pigeon Feed and Straw Medium for the Main Unit for the 2004 Season. Action: Secretary to contact suitable Suppliers to invite Tenders. Tenders Close - Thursday 8th April - 5.00 pm. 7. Stock Order Night: Stock Orders with Price-List will be forwarded to Club Secretaries by 16th April. Please review your Stock levels and place your Order to: General Secretary 31 Meath Avenue Salisbury Downs SA 5108 No Later than Friday 7th May 2004 Stock Orders can be collected from S.A.H.P.A. Headquarters on Tuesday 11th May between 6.00 pm - 7.30 pm. 8. S.A.H.P.A. Inc. Canteen: Expression of Interest is now being sought from Clubs, Groups, etc. for the Overall Running of the S.A.H.P.A. Inc. Canteen for the 2004 Season Please contact the General Secretary on 82582516 for further information in regards to the Leasing arrangements. Expression of Interest to be in writing and addressed to: The General Secretary 31 Meath Avenue Salisbury Downs SA 5108 No Later than 2nd April 2004 9. S.A.H.P.A. Headquarters Cleaning Contract: Applications are now being called for the Contract Position of Headquarters Cleaning. The Baulderstone Road Complex is to be Cleaned (Toilets, Office, Hall Interior and Canteen Area) Once a Fortnight (Minimum) in the Race Season & Once a Month in the Off Season. Applicants will be required to List Price/Quote for the conduct of such Contract. Please forward Applications to: General Secretary 31 Meath Avenue Salisbury Downs SA 5108 Applications close Friday 23rd April 2004 - 5.00 pm. 11. Animal Expo - 2004: The Management Committee would like to thank Mr. Dave Thalbourne & the many Volunteers who helped at the 2004 Animal Expo, it was very much appreciated for the Promotion of our Sport. 9. Meeting Closed: 5.10 pm 10. Date of Next Meeting: Sunday 4th April 2004 - 2.00 pm. 1