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Medicine Hat​ Motocross Society 

2015 Minutes

2015 Minutes

Meeting minutes must be approved by the club at the next scheduled meeting before they are posted on the website. 

view:  full / summary

Meeting Minutes - AGM - December 5, 2015

Posted on April 15, 2016 at 9:25 AM

In Attendance:

Cody A. Sehn, Ashley Van Ham, Fran Jassman, Ocean Huxted, Neil Stock, Cindy Stock, Kelly Clarke, Mike Clarke, Kyle Kennedy, Kevin Medwed, Shaylyn Dirk, Nathan Ziebart, Michelle Greig, James Kirby, Jen Kirby, Shelden Baynham

 

1. Ashley Van Ham called the meeting to order at 7:03 p.m.

2. Ocean Huxted read the minutes from last meeting as adopted as read by Neil Stock.

3. 2016 MHMS Elections

a. Secretary: Ashley nominated Ocean Huxted stand as secretary. Seconded - Fran Jassman – Motion carried.

b. Treasurer: Ashley nominated Fran Jassman stand as treasurer. Seconded - Ocean Huxted – Motion carried.

c. Vice-President: Ashley nominated Kevin Medwed. Seconded – Fran Jassman – Motion carried.

d. President: Ashley nominated Cody A. Sehn. Seconded – Ocean Huxted – Motion carried.

4. Treasurer’s Report

1. Ashley Van Ham motioned the financial report presented.

2. Seconded – Neil Stock – Motion carried.

5. UTV/ATV – Tabled to next meeting

6. Kids Track Development – Neil and Nathan will work on when time permits.

7. Memberships & Day Passes

a. 2016 Membership Fees: Fran motions the fees stay the same as last year. Seconded – Kevin Medwed – Motion carried.

b. 2016 Day Passes: Ashley motions the single pass to be $30.00 and the family pass to be $40.00. Seconded – Neil Stock – Motion carried.

8. Promotion Committee

a. Bikes & Babes Calendar: Ashley motions all the club members at the meeting receive 1 free calendar. Seconded – Ocean Huxted – Motion carried.

9. Open Discussion

a. Loader quote to be fixed. Ashley motions the loader be fixed up to $5,000.00. Seconded – Neil Stock – Motion Carried.

b. May Motocross: Tabled to next meeting

10. As there was no other business Ashley Van Ham motioned the meeting adjourned at 7:46p.m. Seconded – Ocean Huxted – Motion carried.

 

Meeting Minutes - GM - September 25, 2015

Posted on February 22, 2016 at 8:55 AM

In Attendance:

Cody A. Sehn, Ashley Van Ham, Fran Jassman, Ocean Huxted, Neil Stock, Cindy Stock, Nathan Ziebart, Michelle Greig, James Kirby, Jen Kirby, Kara Palmer, Chris Gruszie, Shelden Baynham, Emery Sutton, Kara Sutton, Ryan Matt, Damien Brilz, Matt Westerhoud

 

1. Ashley Van Ham called the meeting to order at 7:14 p.m.

2. Treasurer’s Report

3. Motocross

a. Receipts – Any receipts are to be submitted to Fran for reimbursement

b. Sanitec/BFI – Sanitec will be booked for he beginning of the next season

i. Fran will arrange to have the BFI bin emptied

c. 2016 Race – Two executive member will vote for 2016 May long weekend at the AMSA AGM

4. Kids Track Development – Tabled to next meeting

5. Half Price Memberships until December 31 – Fran will arrange for new members. Ocean will advertise on Facebook.

 

6. Track Maintenance

a. Big thank you to Nathan Ziebart

7. Promotion Committee

a. Sponsor Packages – Tara?

i. Need to pull down old signs for next season

b. Bikes & Babes Calendar

i. ETA – October 15 deadline for Old Fashioned Principle’s pictures

1. Goal for finished calendars: December 1, 2015

ii. Sales Plan & Marketing – Tara Wyatt to format. Vista Print to finalize. Set up at non-profit organizations to sell.

8. Year End AGM – December 5, 2015 at Bar 403. Ocean will book.

9. UTV/ATV

a. Lease Agreement

i. Loader is only accessible to MX track, effective 09/25/15.

ii. UTV Club must give MX club 2 weeks notice for events, and must have their own insurance for that event.

iii. Ashley Van Ham motioned that the common area can be used by the UTV club for events. Seconded – Cody A Sehn – Motion carried.

iv. UTV & MX clubs are to be 2 separate societies, with separate bank accounts.

v. MX & UTV will split the cost of insurance

vi. MX & UTV to have 2 separate entry way’s/roads

10. Open Discussion

a. Cody A Sehn will look into renting a tractor for the 2016 race day

11. As there was no other business Ashley Van Ham motioned the meeting adjourned at 8:17 p.m.

 

 

Meeting Minutes - GM UTV/ATV Club - May 7, 2015

Posted on June 19, 2015 at 5:50 PM

In attendance: Emery Sutton, Kara Sutton, Ryan Matt, Damien Brilz, Matt Westerhoud, Dave Mcgee, Kevin Bayes

 

1. Emery Sutton called the meeting to order at @ 7:15

2. Emery Sutton read the minutes from last meeting

3. Emery Sutton reviewed outstanding issues :

a. Improvements made to track-

- dirt has been moved and terra cross area has been started

- Mud pit – pit is dug, need to decide how to line it and fill with mud

Emery and Matt have made huge changes to the track, it coming along nicely. Good work guys!

b. Direction of track – A sign is now posted

c. Trailer for auction – Need to get this started!!. Need to talk to lottery board to know rules (Shelden) Cost!!!!

d. Looking for sponsors for help for bleachers – nothing has been done

e. Sponsors waiting for signs – Damien. Damien reported: Sheldon and him are still working on it.

f. Day waivers have been set up Medicine Hat Travel Centre to have it so people with day waivers can get key (resolved)

g. New sign utv/atv’s only – nothing has been done.

h. Bank – still in progress, have nuans report done and paperwork will be sent to Edmonton. Emery mailed form to register name for club once that is done then he will make appt at the bank with Ryan.

i. Free ride/BBQ June 6th s

• -Damien looking into getting dealership from Lethbridge

• -Shelden looking at getting A&E to come down. A & E unable to attend.

• -Need to line up food/drinks/tables/etc. Shelden will donate burger patties and Damien says reg’s will also donate

• Southland? New way? Medicine Hat motorsports? Sponsors?

j. Placing signs on highway and posters made up – nothing has been done. We have sandwich board signs now, Shelden to make them up?

k. 2 free day passes to business when sell new machines. Damien? Shelden?

 

 

4. Announce that last meeting minutes read and adopted by Kara Sutton passed by Kevin B.

 

5. Treasures report by Ryan Matt.

Ryan is still waiting for banking to be switched over for signing authority. Same will

be done once club name is registered.

 

 

 

6. Emery went over rules with Petro and it seems to be working out well!(resolved)

 

7. Reviewed work completed by Matt and Emery for Terra Track. Emery reported that he is bringing two more cars. Matt reported that they are getting more post and railway ties. They also reported they will be moving around a lot more dirt and it will probably not look the same in a few days!

 

 

8. Damien is currently working on completing the form for Alberta gaming for Raffle of Trailer. Emery and him have fabricated a rough plan made up from trailer design. We are waiting for club name to be registered before making tickets. To be carried over to next meeting

 

9. Discussion of bleacher: decided that as a club they are expensive and we currently don’t have the resources to make them. Discussed if making a hill to have spectators sit on with sod would work in the mean time. Concerns brought up with water. Emery and Matt will continue to try and come up with solutions for spectators.

 

 

10. Water re: keeping dust down.

i. To dig a well is $11,000

ii. Running a water line from the fire hydrant

It was mentioned that other clubs in area (dirt bike club, gun club aviation club drag strip) want water in area and are interested in helping. Emery and Mat are looking at getting tank trailer with water tank to haul water and assist with keeping dust down.

To be carried over to next meeting

 

 

11. Signs

i. Emery is meeting with Jeff from Precision RV to fabricate sign during the second week in May. After Emery’s conversations with Jeff he reported that board haven’t been ordered yet but will order asap

ii. Matt and Emery found old road signs which can be used to put up on road for the day of the free ride to direct traffic.

iii. Emery is looking into getting provincial sign to put up on highway once our club name is registered.

iv. Sponsors waiting for signs: CeeGees, BYZ inc. Arts Excavating, Cypress Batteries, Maple Creek Endless Tubing, Precision RV Precision Cargo.

 

12. Locking gate.

i. It has been brought to the clubs attentions that dirt bikes may have been riding on track concerns raised for safety and track upkeep with different machines on it.

ii. Motions brought forward by Kara and Matt to lock out gate for a trial basis and wait for feedback from other members. Motions adopted but Chad seconded by Emery.

 

To be carried over to next meeting for review

 

 

13. Admission rate for track

i. Discussion came up re: if we lower our membership price will we get more members?

 

14. June 6 Free Ride Day:

i. Damien reported that Reg’s Meats will provide smokies and buns or burgers

ii. Sheldon reported his pizza places will provide burgers. Emery reported he will speak to shledon to see if he can provide pizza instead

iii. Posters need to be put up to advertise for event

iv. Damien reported that he will talk to CHAT TV new and the radio station for advertising and to see if they will come to the free ride day.

v. Ryan reported he will be talking to Brooks Polaris dealership to see if will be attending

vi. Chad reported that the Honda dealership will be coming

vii. Kara to print make posters to distribute to members and put around town

viii. Kevin reported that he can get a water truck from Scott Baker?

 

15. Discussed different ways to increase money

i. Working casino

ii. Asking different lotteries around town to donate money or purchase machinery for club?

iii. Getting more sponsors from out of town? Offering people who come from out of town a discount?

 

16. Group discussion re: attending dirt bike club meeting. Our group decided that at least one member of our club should attend their meeting.

 

17. Group discussion re: looking into muster point sign and developing work/ride alone emergency policy/procedures. To be carried over to next meeting for review

 

 

18. Kids Track

Member of dirt bike club upset we made a parking lot. We agreed to help rebuild it. Emery reported Ashley Vanham (mx president) said nothing needs to be done with it till after motocross.

 

19. Next meeting May 29 at 7:00

 

20. Meeting adjourned at 8:45

 

 

 

 

 

 

 

 

Meeting Minutes - GM - April 23, 2015

Posted on April 28, 2015 at 12:20 AM

In Attendance:

Ocean Huxted, Ashley Van Ham, Fran Jassman, Cody P. Sehn, Shaylyn Dirk, Neil Stock, Cindy Stock, Nathan Ristau, Emery Sutton


 

1. Ashley Van Ham called the meeting to order at 7:10 p.m.

2. Ocean Huxted read the minutes from last meeting, as adopted as read by Shaylyn Dirk.

3. Treasurer's Report

Ashley Van Ham motioned the financial report presented.

Seconded - Neil Stock - Motion carried.

4. TD Fraud Insurance - Tabled to next meeting

5. Motocross

a. Trophies - Ordered by Fran & Cindy

b. Flaggers - Tabled to next meeting

c. Bales - Ashley will look into getting hemp bales.

d. Hotel Discount - Holiday Inn Express is offering a discounted rate for people attending the May motocross. Tara will add to the posters and wesbite.

e. Raffles - Southlands Yamaha, Sweet Pure Honey, & Organic Tan will donate a raffle. Ashley will see if the Boarding House will donate.

6. Promotion Committee

a. Bikes & Babes Calendar - Post-poned till June 6, 2015.

b. Motocross Posters/Flyers - Tara will create

c. Radio Station - Ashley will put together a proposal package.

d. Med Hat News - They would like to do an editorial on the Medicine Hat pro riders, after the motocross.

7. Website

a. Flesh Gear - Tabled to next meeting

b. Race Schedule - Tara will post on the website

8. Track Maintenance

a. Irrigation/Hoses - Ashley will check with the Suffield fire department for used hoses. Cody P. will arrange for Riverbend to fill our water tanks.

b. Tractor/Mower - Cody A, will rent from AgPlus the week before the race.

c. Work party scheduled for May 8-10th. Need to do: Rock picking, Fencing, Arena cross shed clean up, Painting, Garbage clean up @ front gate, Mowing.

9. Open Discussion

a. Neil Stock motioned that all heavy equipment operating volunteers receive a free membership for the following year. (20-39 hours = single membership)

(40+ hours = family membership). Seconded - Fran Jassman - Motion carried.

b. Neil will rent a post-pounder from Coop for the work party.

c. Motocross track members with quads who want to ride the UTV track, must pay an extra $100.00 to be able to ride both tracks.

 

Meeting Minutes - GM - March 26, 2015

Posted on April 28, 2015 at 12:15 AM

In Attendance:

Cody A. Sehn, Ocean Huxted, Cindy Stock, Neil Stock, Fran Jassman, Cody P. Sehn, Shaylyn Dirk, Evan Laturnas


1. Cody A. Sehn called the meeting to order at 7:20 p.m.

2. Ocean Huxted read the minutes from last meeting, as adopted as read by Neil Stock.

3. Treasurer’s Report

4. TD Fraud Insurance - Tabled to next meeting

5. Motocross

a. Trophies – Fran will look into different day trophies

b. Flaggers – Tabled to next meeting

c. Larry’s Garbage Trailer – Booked by Fran

d. Bales/Tuff Blocks – Tuff Blocks are not available in Canada. Ashley will look into getting bales, but will need to be returned. Fran has bale covers.

6. Promotion Committee: Bikes & Babes Calendar – Tabled to next meeting

7. Sponsorship Committee: Sponsor Leads & Tracking Report – Tabled to next meeting

8. Website: Flesh Gear – Tabled to next meeting

9. Track Maintenance & Development

a. Arena Cross Shed Clean Up – Work B scheduled for April 11, 2015.

b. Weed Spraying – Need to buy chemical (Shay’s dad), Truck Sprayer (Cody P.), Quad Sprayer (Cody A.)

c. Irrigation/Hoses – Cody A. will look into getting the tanks filled.

d. Tractor/Mower – Cody A. will look into renting from AgPlus

e. Paint – Shay to pick up paint. Neil will pick up painting supplies

f. Bleacher Repairs – Cody A. will get second bleacher dimensions. Neil will order boards, and stain.

10. Open Discussion

a. Fran Jassman motions MHMS sign a three year contract with the ambulance company for $2,925.00 per year. Seconded – Ocean Huxted – Motion Carried.

11. Next Monthly Meeting – April 23, 2015.

12. As there was no other business Neil Stock motioned the meeting adjourned at 8:03 p.m. Seconded – Ocean Huxted – Motion Carried.

 

Meeting Minutes - GM UTV/ATV Club - March 12, 2015

Posted on April 13, 2015 at 11:30 AM

In attendance: 

Kevin Bayes, Nathan Ristow, Emery Sutton, Shelden Baynham, Kendra Poole, Chad Stewart, Derek Holmedal, Ryan Matt, Kris Holstein, Chase Hovde, David Clapham, Damien Brilz


 

1. Emery Sutton called the MHMS UTV/ATV Meeting to Order at 7:23 p.m.

2. Emery Sutton read the minutes from the last meeting, adopted as read by Chad Stewart.

3. Treasurer’s Report (Kendra Poole)

4. Improvements made to the track

5. Direction of track, which way to go. Counter clockwise, Post direction signs and a laminated map

6. Fence/Rope off top soil –cannot drive on it

7. Reviewed rules-Rules to posted with map

8. Sponsors waiting for signs

9. Medicine Hat UTV/ATV on Facebook and Instagram

10. Requested lockable mailbox for day waivers and money. Everybody needs a waiver – only driver pays

11. Judgment call on when to use the track. ei. Muddy

12. Grey area on riding both tracks. Get cleared up with Motocross members

13. Calendar – April 4th 2015 photo shoot

14. Building mud pit for UTV/ATV’s

15. Building a trailer for auction

16. LOCK GATE – lock yourself in and out at all times

17. Loader works well after repairs done on it

18. Where to set up keys, waivers and money. Ei. Petro-Can, Trukkers

19. Riding from dawn to dusk

20. Representative from a motocross member at all UTV/ ATV club meetings

21. Pit areas – need one for racing and need barricade between racing and pits

22. May long weekend track closed

23. Bank statements, signing authority needs to be figured out

24. Terracross track and tires

25. Grand opening – demos, rentals, ride alongs, charity BBQ – First weekend in June (maybe)

26. Placing a sign on the highway – Permits, look into

27. Posters made up

28. Motocross needs UTV/ATV members help with May long race – members not available May Long helps out prior to May Long

29. Loader – Originally $1800.00 Quote. RME called Emery with minor fixes which raised the quote to $2500.00. When loader was complete the total bill worked out to $6000.00. RME reduced the bill by $1000.00 and both clubs paid $2500.00

30. Keys and Logo stickers handed out

31. Ramdy Baynham has resigned as Secretary. Kendra Poole needs replacement for Treasurer, will continue until position is filled. Shelden Baynham has asked for a replacement for Track Maintenance and re-assigned to help Damien Brilz with sponsorship.

32. Goals – 4x8 Signs – Bruces, Rules. Keys for track.

33. Next meeting April 16/15

34. As there was no other business Emery Sutton motioned the meeting adjourned at 8:45 p.m. Seconded – Chase Hovde - Motion Carried.

 

Meeting Minutes - GM - February 26, 2015

Posted on March 30, 2015 at 7:05 PM

In Attendance:

Ashley Van Ham, Cody A. Sehn, Fran Jassman, Ocean Huxted, Shaylyn Dirk, Cindy Stock, Neil Stock


1. Ashley Van Ham called the meeting to order at 7:09 p.m.

2. Ocean Huxted read the minutes from last meeting, as adopted as read by Fran Jassman.

3. Treasurer's Report

c. 2015 CMRC Insurance - Fran will arrange in April, 2015.

4. TD Fraud Insurance - Ashley will meet with Jonathan this month to arrange.

5. Enuro Track Development - Tabled to after May Motocross

6. Motocross

a. Trophies: 50cc receive First to Fifth place trophies, all other classes will be

First to Third.

b. Monster Truck: Ashley booked, and will use the UTV track.

c. BMX Concession: Booked by Fran, and they will bring their own tent instead of using the trailer.

d. Flaggers: Ashley will book the Brooks Football club for $1,900.00.

e. Ambulance: Has been booked by Fran

f. Larry's Garbage Trailer: Still needs to be booked, they need 2 weeks notice.

g. Bales: Fran will look into buying Tuff Blocks

h. Cafe Press Staff Shirts- R.A.D Casuals: 20 Black shirts with white lettering.

Front - MHMS, Back - STAFF

7. Promotion Committee

a. Bikes & Babes Calendar: Will sell for $25.00, and will be from May to May.

b. Pamphlets: Ocean will create and print on Vista Print

c. Mall/Trade Show Table: Mall - April 18/19, Trade Show - March 14.

8. Sponsorship Committee

a. Previous Sponsor Packages(2014): Tara Wyatt mailed out

9. Website - Flesh Gear: Ashley will look into

10. Memberships, Waivers & Day Passes

a. 2015 Day Pass Cards:

11. Track Maintenance & Development

a. Arena Cross Shed Clean Up: Tabled to next meeting

b. Equipment Discussion

i. Irrigation: Hoses need to be fixed

ii. Tractor/Mower: Cody will look into renting from Ag Plus

c. Paint: Shaylyn will look into

d. Bleacher Repairs: Neil will get a quote from RONA for new boards.

12. Open Discussion

a. Neil will look into the cost of a C-can for storage of the Tuff Blocks

13. Next Monthly Meeting: March 26, 2015 @ 7:00 p.m. at the Northlands CO-OP

14. As there was no other business Ashley Van Ham motioned the meeting adjourned at 8:28 p.m. Seconded - Ocean Huxted - Motion Carried.

 

Meeting Minutes - GM - January 22, 2015

Posted on March 5, 2015 at 8:10 PM

In Attendance:

Ashley Van Ham, Cody A. Sehn, Ocean Huxted, Fran Jassman, Shaylyn Dirk,

Neil Stock, Cindy Stock.


1. Ashley Van Ham called the meeting to order at 7:18 p.m.

2. Ocean Huxted read the minutes from last meeting, as adopted as read by Fran Jassman.

3. Treasurer's Report

c. Ashley Van Ham will do up a lease agreement for the 2015 season.

4. TD Fraud Insurance - Tabled to next meeting

5. Enduro Track Development (Fence) - Tabled to next meeting

6. Motocross

a. Trophies - Fran will look into costs of trophies

(Hoodies/T-shirts/Hats/Small Ogio Bags)

b. Expense Receipts - Any reciepts are to be handed into Fran for reimbursement

c. Sponsorship Deadline for Logo Submission - April 18, 2015

d. Motocross Passes - Ashley Van Ham motions MHMS give 30 passes to the radio

station for a 1 month period. Seconded - Fran Jassman - Motion Carried

e. Monster Truck - Ashley will look into booking, and offering the use the UTV track.

f. Vendor Tents - Tabled to next meeting

g. BMX Concession - Fran will see if they are interested

h. Flaggers - Ashley will look into costs/availablity of the Brooks Football Club

i. Ambulance - Fran will book Tim's

j. Larry's Garbage Trailer - Tabled to next meeting

k. Bales/Bale Covers - Ashley will talk to her dad about getting more bales for this

season. Fran has the bale covers.

l. Cafe Press Staff Shirts - R.A.D. Casuals

Cody will look into the costs of getting 20 shirts

7. Promotion Committee

a. Medicine Hat Off Road Calendar (Sheldon/Ashley)

Ashley Van Ham motions MHMS/UTV Club create a "Bikes & Babes" calendar.

Seconded - Fran Jassman - Motion Carried.

($300 for a split/shared page sponsorship - $500 for a full page sponsorship)

b. Vanquish T-Shirts - Tabled to next meeting

c. Pamphlets - Ocean will work on creating a MHMS pamphlet

d. Mall/Trade Show Table - Ocean will set a date for the mall table.

Fran will get more information on the trade show.

8. Sponsorship Committee

a. Sponsor Leads & Tracking Report - Tabled to next meeting

b. 2015 Day Passes to be Deilvered - Tabled to next meeting

c. 2014 Sponsor Passes - Tabled to next meeting

d. Previous Sponsor Pkg's - Tabled to next meeting

9. Website

a. Affiliate Links - Ashley will look into getting Flesh Gear as another affiliate on the site.

10. Memberships, Waivers & Day Passes

a. 2015 Membership Fees - Ashley will add the volunteer hours proposal onto the website.

b. 2015 Membership Sign-up Locations:

Trukkers, Southlands Yamaha, Precision RV

c. 2015 Day Pass Cards - Tabled to next meeting

d. Waiver Drop Box - Cody/Shelden will put out in the spring

11. Track Maintenance & Development

a. Arena Cross Shed Clean Up - Tabled to next meeting

b. Track Grooming - Will be started as soon as possible

c. Equipment Discussion

i. Water Truck - Cody will look into getting more drums from D&D

ii. Tractor/Mower - Tabled to next meeting

iii. Garden Tools - Ashley will create an ad of Facebook.

Cody will look into getting new spikes for the cultivator.

d. Paint - Shaylyn will look into getting more paint (bright colors)

e. Bleacher Repairs: Cody will get measurements of boards, Neil will get a quote from Rona.

f. Washroom Facilities - Sanatec - Fran will book

12. RV Storage was voted out

13. Dust Klatt Riding School - Tabled to next meeting

14. The next monthly meeting is February 26, 2015

15. As there was no other business Ashley Van Ham motioned the meeting adjourned at 8:52p.m. Seconded - Neil Stock - Motion Carried.

Meeting Minutes - AGM - November 29, 2014

Posted on February 4, 2015 at 11:55 PM

In attendance:

Ocean Huxted, Cody A. Sehn, Ashley Van Ham, Jenn Grant, Neil Stock, Shelden Baynham, Randy Baynham, Kendra Poole, Chad Stewart, Emery Sutton.


1. Ashley Van Ham called the MHMS Meeting to order at 7:20 p.m.

2. Ocean Huxted read the minutes from last meeting, adopted as read by Cody A. Sehn.

3. Kendra Poole read the minutes from the last UTV/ATV meeting.

4. 2015 MHMS Elections

a. Ashley Van Ham motions Ocean Huxted to replace the secretary position.

Seconded - Neil Stock - Motion carried.

b. Ashley Van Ham motions Fran Jassman continue as Treasurer.

Seconded - Neil Stock - Motion carried.

c. Ashley Van Ham motions Cody A. Sehn as Vice-President.

Seconded - Ocean Huxted - Motion carried.

d. Neil Stock motions Ashley Van Ham as President.

Seconded - Jenn Grant - Motion carried.

5. 2015 UTV/ATV Elections

a. Secretary - Randy Baynham

b. Treasurer - Kendra Poole

c. Vice-President - Chad Stewart

d. President - Emery Sutton

6. Treasurer's Report (Ashley Van Ham)

c. Ashley Van Ham motioned the financial report presented.

Seconded - Ocean Huxted - Motion carried.

d. 2015 CMRC Insurance - Tabled to next meeting

7. 2015 Day Pass Cards - Tabled to next meeting

8. TD Fraud Insurance - Tabled to next meeting

9. Enduro Track Development - Tabled to next meeting

10. UTV/ATV

c. Track Development - Tabled to next meeting

d. Second Bank Account

i. Ashley Van Ham will look into setting up online access to the account

e. Next Meeting - January 22, 2015

f. Grand Opening - Tabled to next meeting

g. Open Discussion

i. Dirt storage - Tabled to next meeting

ii. Neil Stock motioned a new seat for the loader.

Seconded - Ashley Van Ham - Motion carried.

iii. Cody Sehn will look into seat cover prices at sew line.

11. Motocross

a. Mid-Season Race

i. May long weekend 2015 (May 15th-18th)

b. Trophies

i. Ashley Van Ham motions to have different trophies per day.

Seconded - Ocean Huxted - motion carried.

c. Expense Receipts

i. Any expense receipts are to be handed in to Fran Jassman for

reimbursement.

d. Sponsorship deadline for logo submission - Tabled to next meeting

e. Motocross Passes

i. Ashley Van Ham will look into advertising/contests on local radio stations

f. Monster Truck

i. Ashley Van Ham will see if they would be willing to run on the UTV track

g. Vendor Tents

i. Same as previous years

h. BMX Concession - Tabled to next meeting

i. Flaggers

i. Ashley Van Ham will look into organizations(4H club) for the 2015 race

j. Ambulance - Tabled to next meeting

k. Larry's Garbage Trailer - Tabled to next meeting

l. Bales - Tabled to next meeting

12. Promotion Committee

a. Vanquish T-shirts - Tabled to next meeting

b. Calendars/Posters

i. Ashely Van Ham motions MHMS make pamphlets.

Seconded - Ocean Huxted - Motion carried.

c. Mall/Trade Show Table

i. Ocean Huxted will look into booking a date/time

ii. Ocean Huxted will check prices for bringing in machines for display

13. Sponsorship Committee

a. Sponsor Leads & Tracking Report - Tabled to next meeting

b. 2015 day passes to be delivered - Tabled to next meeting

14. Website

a. Affiliate links

i. Ashley Van Ham & Shelden Baynham will look into getting Flesh Gear as

another affliate on the website

b. Cafe Press Staff Shirts for Motocross

i. Ocean Huxted & Cody A. Sehn will look into R.A.D Casuals

prices/sponsorship?

15. Memberships, Waivers & Day Passes

a. 2015 Membership Fees - Tabled to next meeting

b. 2015 Membership Sign-up Locations - Tabled to next meeting

c. Waiver Drop Box - Tabled to next meeting

d. Volunteer Proposal:

i. Part 1 - Discounted memberships for volunteer hours

1. Ashley Van Ham motions a discounted memberships for 2016 volunteer hours worked in the 2015 season.

(20 hours worked = 50% off membership)

Seconded - Ocean Huxted - Motion carried.

ii. Part 2 - Loader operator member expempt - Tabled to next meeting

16. Track Maintenance & Development - Tabled to next meeting

17. RV Storage - Tabled to next meeting

18. Dusty Klatt Riding School

a. Ashley Van Ham motions MHMS offer the Dusty Klatt Riding School for the 2015 season. Seconded - Ocean Huxted - Motion carried.

19. The next monthly meeting is January 22, 2015.

20. As there was no other business Ashley Van Ham motioned the meeting adjourned at 8:34p.m. Seconded - Cody A. Sehn - Motion carried.

 

Meeting Minutes - GM UTV/ATV Club - October 18, 2014

Posted on December 13, 2014 at 11:45 PM

In attendance: 

Kevin Bayes, Tanner Ibach, Nathan Ristow, Emery Sutton, Shelden Baynham, Kendra Poole, Ryan Wyatt, Cody Sehn, Chad Stewart, Derek Holmedal, Jayda Sprague, Ryan Matt, Neil Stock

 

1. Emery Sutton called the MHMS UTV/ATV Meeting to Order at 2:15 p.m.

2. Emery Sutton read the minutes from the last meeting, adopted as read by Ryan Wyatt.

3. Treasurer’s Report (Kendra Poole)

4. Reviewed board positions

5. Vote official board positions at an AGM meeting that will be held with MHMS Society, as per Ryan Wyatt

6. Reviewed Memberships receipts and summaries.

7. Track rules and signs – events and day to day

8. Safety, helmets, harnesses, fireproof suits, seatbelts, nets and doors

9. Discounts with memberships if volunteering

10. Day passes??? Allowing them.

11. Keys cut and membership cards

12. Utv’s stay on utv track, bikes stay on bike track – unwritten law

13. Track development, jumps.

14. Equipment needed – Water Truck and water needed via dugouts, trailer, tanks

15. Website to attract newcomers

16. Posters and business cards to include sponsors

17. Lease agreement – UTV and Motocross – falling under MHMS together, helping both parties.

18. General discussion – Sled and UTV ice racing for winter and holding an event (any interest)

19. No race, holding races requires different insurance

20. Richmound Quad Rally on October 25/2014, any members available to promote the track in Richmound

21. Start and get together a safety committee and present to meeting. Start a email discussion regarding required safety equipment, rules, etc.

22. Memberships cover the member (buddies and friends require day passes)

23. Sponsors depending on amounts sponsored, how many free passes?

24. A plan to get the Loader fixed.

25. Shelden Baynham presents new logo for UTV / ATV Club.

26. Next meeting TBA

27. As there was no other business Emery Sutton motioned the meeting adjourned at 2:45 p.m. Seconded – Chad Stewart - Motion Carried.

 


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HOURS:

The Track is open every day from 9:00 am to one hour after sunset!

DIRECTIONS TO THE TRACK:

From Calgary: Turn Left at the lights by the Petro-Canada in Redcliff.

From Medicine Hat: Turn Right at the lights by the Petro-Canada in Redcliff, and drive two miles North on Boundary Road.

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