Australian Karting Association (QLD) Inc. State Karting Council Meeting Minutes Saturday 24th October, 2015 Sunday 25th October, 2015 Brisbane International - Windsor Corner Lutwyche Road & Bryden Streets, Windsor. QLD 4030. PH - 07 3357 3456 Commencing at 12.30pm Meeting Opened at 12.47pm Item 1 - Confirmation of attendance, proxies and apologies Proxies - Nil Carried By Attendance Clubs Bundaberg Robin Petersen Delegate Cairns Mark Hogan Delegate Cairns Nick Behag Co Delegate Cooloola Jon Galos Delegate Emerald Chris Armstrong Delegate Gladstone Greg Smith Delegate Ipswich Maureen Capri Delegate Ipswich Ian Mather Co Delegate Mackay Hayden Schneider Delegate Mackay Karla Ogilvie Co Delegate Mt Isa Shaun English Delegate Rockhampton Andrew McMaster Delegate Toowoomba Tom Kenneally Delegate Toowoomba Allan Leeson Co Delegate Towers Peter Thomas Delegate Towers Ralph van Doorn Co Delegate Townsville Rick Eisel Delegate Townsville Rob Ainge Co Delegate Vintage Alan King Delegate Warwick Alf Capri Delegate Whitsundays Adam Stroud Delegate Page 1 of 39
Whitsundays Stacey Hadlow Co Delegate Management President Vice President Junior Vice Pres Treasurer Secretary Acting State Officials Coordinator Southern Track Inspector Northern Track Inspector Visitors Norm Trost Graham Castledine Lisa Trost (Sat) Greg Lloyd Apologies Lochie Lawrence Shane Nixon John Walpole Robert Edevene Terry Sheedy John McCleverty Shane Thirwall Brett Aird Annette English John Martin Annette English Tom Kenneally Peter Thomas Nominee State Tech Ipswich Observer Observer SEKQLD Nominee Track North Life Member Life Member State Technical That the attendance, proxies and apologies be accepted Moved :- Cairns Seconded :- Toowoomba Item 2 Declaration of Pecuniary Interests Alf Capri Hayden Schneider Adam Stroud Norm Trost Item 3 - Acceptance of digital recorder Motion: That the digital recorder is accepted to assist with recording the minutes. Moved :- Gladstone Seconded :- Toowoomba Voting For - 14 Against 0 Abstain - 0 Item 4 - Open meeting to Observers Motion: That the meeting be open to observers except where it relates to legal matters. Moved :- Ipswich Seconded :- Emerald Page 2 of 39
Motion :- Moved Item 5a - Confirmation of Minutes Recommendation: That the minutes be accepted from the 11th & 12th July, 2015 State Karting Council Meeting be accepted. Moved :- Towers Seconded :- Mackay Motion :- Item 5b Business Arising from Previous Minutes Brisbane Kart Club Affiliation payment still has not been received. The Brisbane Kart Club s membership is therefore suspended. Mackay raised question regarding Item 7h (2). Karting Queensland is currently working on providing a cheaper set of gauges for use at club level. Whitsundays raised question regarding Item 7h (3) KA100 parity issues against other motors in Sportsman and Junior Performance classes were discussed. The only foreseeable way to fix the issue is to restrict the KA100 by a restrictor or by weight. Main issues are that there are not enough numbers to separate them and run Clubman and TaG Restricted classes and the quality of racing in the mixed fields has been reduced. Motion -1 KQ do parity testing between old Yamaha S engines and the new KA engines. The parity currently is based on the old Yamaha S engine. The new KA engines is a ½ second quicker than all the restricted engines. Moved :- Whitsundays Seconded :- Toowoomba Voting For - 8 Against Gladstone, Bundaberg, Emerald, Warwick Abstain - Cairns, Mt Isa Cairns asked for an update by John McCleverty on his case against Karting Australia as per item 5(b). John McCleverty provided an update. Item 6a - Correspondence Correspondence in & out was advised Motion : That correspondence in and out be accepted Moved :- Toowoomba Seconded :- Townsville Item 6b Management Reports President - attached Vice President Report - attached Jnr Vice President Report - attached Page 3 of 39
Treasures Report - attached Secretary Report - attached State Technical Officer Report -attached State Officials Coordinator Report - attached Northern Track Inspectors Report Southern Track Inspector Report Business Arising from Presented Reports NIL Motion: That the reports by the Management Committee be accepted. Moved :- Bundaberg Seconded :- Whitsundays Item 7 AGENDA ITEMS Item 7a Proposed by Management 2015/2016 Budget for approval Proposed Budget will be supplied separately. The budget as presented was discussed and will be presented at the AGM for acceptance as is. Item 7b 2016 Race Calendar Finalisation of Race Dates for 2016 Clubs worked together to finalise the majority of the dates. Some issues arose with respective clubs to finalise asap. Item 7c Proposed by Cooloola 2016 State Championships format and running separate to KA with own insurance. Discussion ensued. Overall opinion is it is not in the best interests of the sport to run events outside of the current structure. Karting Qld will not chase up any quotes for insurance. Item 7d Proposed by Whitsundays 2016 Junior Age Rule from Whitsunday Member. New rule book will be released very soon, ages may allow juniors to remain in class longer, unknown until it is released. Regardless, special consideration is available to all drivers to remain in a class, information on this to be sent out to all clubs. Item 7e Proposed from Mako Track at Mareeba Request for affiliation by Mako Track for discussion and consideration. Actual request is to have the track approved for hire by KQ affiliated clubs - they are not looking to become a fully affiliated club themselves. Secretary to advise Mako they need to refer to the National Track Specifications on the National website and then apply to Karting Australia directly to have the track approved. Page 4 of 39
Item 7f Proposed by Management Formation of a Sub-Committee for renewal of the KQ Constitution to bring it up to date. Ralph van Doorn, Annette Dodge and Jon Galos were appointed. Item 7g Proposed by the President The balance/status of Karting Queensland Track Development Fund was discussed, the money is currently sitting amongst other operating funds in KQ bank accounts. For ease of accounting and viewing it was suggested that the funds be kept in a separate, higher interest bearing account. Motion 2 Bundaberg moves that $59230.23 be transferred from the General Account (BOQ) to the Suncorp TDF Account. Moved :- Bundaberg Seconded :- Whitsundays Voting For - 13 Against - Gladstone Abstain - 0 Meeting Closed Saturday at 5.24pm Meeting Reopened at 8.34am General Business Items MOU Discussion on the KQ Memorandum of Understanding (MOU) occurred. Karting Queensland (as a member of Karting Australia) should have an up to date and robust MOU. Ralph Van Doorn s ability to participate on the committee was also discussed. Motion 3 The committee reviewing the constitutions is also to review the MOU in conjunction with the review of the current constitution and report back to the SKC. Moved :- Bundaberg Seconded :- Gladstone Motion 4 Ralph van Doorn to continue to assist the SKC in reviewing the constitution and MOU. Moved :- Whitsundays Seconded :- Townsville Voting For - 9 Against Mt Isa, Rockhampton, Emerald, Bundaberg, Gladstone Abstain - 0 Parity for Sportsman Bundaberg put some ideas forward for further thought and discussion. It was discussed that the QLD Sportsman class could be updated to include the ability (as per the KA Sportsman rules) to modify kart weights for different engines to improve parity at club level, in particular this could assist with the KA100 parity issues. This would also give us a broad range of data at different clubs and Page 5 of 39
configurations to enable a fair parity to be set for the sportsman classes in the future. Discussion also included the Junior Performance class which has the same parity issues. Motion 5 Include in the QLD Sportsman Class a minimum weight including the driver will be specified for various engines in the Supreg s for a meeting. Moved :- Bundaberg Seconded :- Cairns Motion 6 QLD Junior Sportsman be established with the same regulations as Junior Performance but includes the wording a minimum weight for various engines including the Driver will be specified in the Sup Reg s for a meeting. Moved :- Bundaberg Seconded :- Emerald Motion 7 - Gladstone put forward to have the Audit Trail for the TDF be reflected in the Auditors report to show the lump sum payback of $59230.23. Moved :- Seconded :- Emerald asked about Blue Cards. They are not compulsory as all direct interaction with children is done under parent/guardian attendance, however clubs can organise for their own members to have Blue Cards if they wish. Emerald enquired about having more video conferencing to reduce costs. Most thought that the face to face meetings were more beneficial as robust discussions are impossible with video conferencing. Emerald brought up that not all clubs are using Race Monitor. Some clubs don t have the internet at their track, for those that do it is a good option. Cairns brought up supply of flags. Secretary to enquire from Karting Australia the supplier of flags that KA used. Cairns raised the subject of tyre barriers, their Council is concerned about snakes and mosquitos. Refer National Track Safety standards. Towers enquired about whether you are required to have a medical for a Practice Licence when over 60 years of age. The answer is yes. Mt Isa would like a loan of approximately $10000.00 for the purchase of track safety lighting. Page 6 of 39
Motion 8 - That the SKC approve in principal an application by Mount Isa Kart Club for $10000.00 from TDF for purchase of Track Lights to be confirmed by executive on formal application. Moved :- Mt Isa Seconded :- Cairns Meeting Closed at 10.30am Page 7 of 39
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MANAGEMENT REPORTS Page 9 of 39
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AGENDA ITEMS Page 21 of 39
2015 2016 BUDGET Page 22 of 39
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Agenda Item 7c Page 26 of 39
Agenda Item 7d Page 27 of 39
Agenda Item 7e Page 28 of 39
Agenda Item 7e continued Page 29 of 39
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MINUTES SKC MEETING 21 st 22 nd July, 2015 Page 31 of 39
Australian Karting Association (QLD) Inc. State Karting Council Meeting Minutes Saturday 11 th July, 2015 Sunday 12th July, 2015 Brisbane International - Virginia Cnr Sandgate Road & Zillmere Road Boondall. QLD 4034. PH - 07 3265 7066 Commencing at 1.00pm Meeting Opened at 1.05pm Item 1 - Confirmation of attendance, proxies and apologies Motion: That the proxies, attendance and apologies be accepted. Proxies Bundaberg Emerald Toowoomba Townsville Whitsundays Carried By Rockhampton Brett Aird Shane Thirlwall Peter Thomas Shane Thirlwall Attendance Clubs Bundaberg Cairns Cairns Cooloola Emerald Gladstone Ipswich Ipswich Mackay Mt Isa Rockhampton Toowoomba Towers Townsville Vintage Warwick Whitsundays Proxy - Rockhampton Annette Dodge Mark Hogan Jon Galos Proxy - Brett Aird Greg Smith Maureen Capri Ian Mather Karla Ogilvie Shaun English Andrew McMaster Proxy - Shane Thirlwall Peter Thomas Proxy - P Thomas Alan King Alf Capri Proxy - Shane Thirlwall Page 32 of 39
Management President Vice President Junior Vice Pres Treasurer Secretary State Technical Officer Acting State Officials Coordinator Northern Track Inspector Apologies Gold Coast SEK QLD Townsville Emerald Whitsundays Toowoomba Bundaberg Southern Track Inspector State Technical John McCleverty Shane Thirwall Brett Aird Annette English John Martin Terry Sheedy (Sun Only) Annette English Peter Thomas Tom Kenneally Terry Sheedy (Sat) Motion: That the attendance, Proxies and Apologies be accepted Moved :- Ipswich Seconded :- Mt Isa Item 2 Declaration of Pecuniary Interests NIL Item 3 - Acceptance of digital recorder Motion: That the digital recorder is accepted to assist with recording the minutes. Moved :- Mackay Seconded :- Warwick Voting For - 14 Against 0 Abstain - 0 Item 4 - Open meeting to observers Motion: That the meeting be open to observers except where it relates to legal matters. Moved :- Cairns Seconded :- Warwick Page 33 of 39
Item 5a - Confirmation of Minutes Recommendation: That the minutes be accepted from the 21st & 22nd February, 2015 State Karting Council Meeting be accepted. Moved :- Warwick Seconded :- Ipswich Item 5b Business Arising from Previous Minutes John McCleverty gave a brief rundown of his appeal. Lodged and accepted by Supreme Court of Queensland on 7/7/2015 for hearing on 7/8/2015. John McCleverty to resume role of President of Karting Qld effective immediately. Correspondence documents presented Annette English advised status of bank accounts. Suncorp bank which is the TDF has been changed to attract more interest. Cairns advised that there are many drivers who are not happy with three rounds. Brett advised he has also asked for feedback and emails are coming in. The National OLT policy has been amended to be done by a grade 3 officials. Race of Stars Financials was discussed. Email security procedures were distributed to all the management team so they could change their passwords by them personally. Discussion on status of the progress to a new Constituition. Management have requested all clubs constitutions to with the view to looking for good ideas. Updating of website with new policies is in progress. Moved :- Emerald Seconded :- Ipswich Item 6 Management Reports Vice President Report - attached Jnr Vice President Report - attached Treasures Report - attached Secretary Report - attached State Technical Officer Report - attached State Officials Coordinator Report - attached Northern Track Inspectors Report - verbal Southern Track Inspector Report - Nil Moved :- Cairns Seconded :- Ipswich Page 34 of 39
Business Arising - Gladstone asked about the $2500 Merv Tennant debt. There is no idea what the debt is for. The debt is to be written off. Cairns asked about undermining comments in the Presidents Report. Cairns enquired regarding the status of Officials Training. Annette gave an update. Gladstone enquired about their track inspection date. Peter Thomas is going to do Rockhampton and Gladstone on behalf of Tom Kenneally. Item 7 AGENDA ITEMS Item 7a Proposed by Management 2015/2016 Budget for approval Proposed Budget will be supplied separately. Discussion on the proposed budget took place. Annette is working on a final budget for submission at the AGM. Item 7b Proposed by Management Outstanding Affiliation Fees for Brisbane and Gold Coast Kart Clubs. Affiliation fees are due, as per the constitution, 31 st January each year. Invoices were sent to the clubs early March and to date Brisbane has not paid. Gold Coast paid last week. SKC needs to determine whether to decrease the affiliation fee for clubs with no track, whether they wish to continue with charging the penalty fee and whether Brisbane will remain affiliated. The treasurer to send a letter to Brisbane Kart Club requesting payment. Motion 1 To review fee structure for all affiliated clubs at the AGM. Moved :- Gladstone Seconded :- Cairns Item 7c Proposed by Management Officials training 15 th & 16 th August Could clubs please bring to the SKC whom they nominate for a weekend officials training. One member from each club will be paid for by Karting Queensland however clubs are welcome to send other members at their cost. Clubs to submit names of attendees by Monday 13 th July. Page 35 of 39
Item 7d Proposed by Management 2015 Race of Stars Discussion regarding whether Karting Qld wishes to retain control of this event. Motion 2 That Karting Australia take control of the organising, promotion & funding of the Race of Stars from Karting Qld. Moved :- Ipswich Seconded :- Warwick Voting For - 13 Against - Gladstone Abstain - 0 Item 7e Proposed by Management Review QLD Sportsman weight Rules and submit alteration for KA approval to match changes announced by KA in June 2015. Not discussed as it was felt current rules OK. Meeting Closed Saturday at 5.35pm Meeting Reopened Sunday at 8.08am Item 7f Proposed by Management see proposed attachments Discuss the Job Position Descriptions. President Motion - To approve proposed description with changes made. Moved :- Mt Isa Seconded :- Cairns Vice President Motion - To approve proposed description with changes made. Moved :- Gladstone Seconded :- Ipswich Junior Vice President Motion - To approve proposed description with changes made. Moved :- Towers Seconded :- Gladstone Page 36 of 39
Treasurer Motion - To approve proposed description with changes made. Moved :- Mt Isa Seconded :- Warwick Secretary Motion - To approve proposed description with changes made. Moved :- Cairns Seconded :- Ipswich State Technical Officer Motion - To approve proposed description with changes made. Moved :- Cairns Seconded :- Gladstone State Officials Coordinator Motion - To approve proposed description with changes made. Moved :- Mackay Seconded :- Warwick State Track Inspectors In Progress Item 7g Proposed by Management Discuss Secretary Position Paid Employee or remain as Contracted Position. Expectations of the Role. To be investigated further by the Management Committee and presented to the SKC prior to the AGM. Page 37 of 39
Item 7h Proposed by Rockhampton see attached 1. Karting Queensland Guidelines for Track Conditions of Use. 2. Karting Queensland providing clubs with basic tools for scrutineering of Mini-Rok and KA100 engines. 3. Establishing a weight parity for Junior Clubman, Junior Max and Junior Performance classes. Question 1 - Can be referred to on the KA website under Admin/Safety for Track Safety Guidelines. Question 2 - Gauges are currently available at $400.00 each. Motion 3 The Executive approach & discuss with a manufacturer the cost of producing basic inspection tools for the Mini Rok and KA100 engines and report back to the SKC. Moved :- Cairns Seconded :- Mt Isa Question 3 Withdrawn. Item 7i Proposed by Emerald see attached Discussion item relating to starting procedures. Motion 4 Allow Emerald to trial proposed starting procedure at a club level. Moved :- Emerald Seconded :- Nil Voting For - Against - Abstain - Motion :- Lapsed Item 7j Proposed by Townsville see attached Discussion item relating to State Championship Points Scores & eligibility. Discussion relating to the item resulted in a decision that no changes can be implemented this year. Page 38 of 39
General Business Items Emerald enquired about when applying for a licence review taking into consideration about weight. Licence reviews now have to come through State Office to forward to National. The review is to have a club accredited official confirmation of weight. Discussion was held in camera regarding legal issues. Secretary to chase up Townsville to resubmit the application to remove tyres down the main straight. The Northern Track inspector has disapproved the changes. To be forwarded to National for review by National Track Inspector. Mackay asked if there was a new tyre coming out next year. No information is available at this time. Mackay asked if we could change the 2015 AGM date as it clashes with the Whitsunday Titles. Dates for next year s SKC & AGM have been set. No race meetings can be held on these dates. SKC - 16 th & 17 th April SKC - 13 th & 14 th August AGM 26 th & 27 th November 2016 Motion 5 To investigate SKC paying for 2 officials to transport and accommodate for their race meeting on 24 th & 25 th October, 2015 to allow us to have the 2015 AGM that weekend. Moved :- Gladstone Seconded :- Mackay Motion 6 To apply to KA for a single round State Title in QLD for the year of 2016 to be held in school holidays as well as location. Moved :- Gladstone Seconded :- Toowoomba Cairns asked for Management Meeting minutes to be distributed. Cairns asked if the secretary could forward details for the National TDF loan application details. Gladstone requested we send out SKC & AGM dates to National. Meeting Closed on Sunday 12 th at 1.38pm. Page 39 of 39