Date: 6 September 2024
Time: 7:00 PM (Local Melbourne Time)
Chair: Chris
Attendees: Chris Baker, William Hameeteman, Walter Angus, Andrew Craig, Lisa Craig, Jason Hameeteman, Aleksandra Malinowsk, Sara Baker, Marty Hameeteman and Michelle Hameeteman
- Opening of the Meeting
Chris Baker, the current Secretary, announced his resignation. The meeting began with nominations for President.
- Election of Office Bearers
- President: Marty Hameeteman (majority vote)
- Secretary: Sara Baker (majority vote)
- Treasurer: William Hameeteman (majority vote)
- Vice President: Chris Baker (majority vote)
- Public Officer: Andrew Craig (majority vote)
- Assistant Treasurer: Michelle Hameeteman was a late nomination (majority vote)
- Members of the committee not elected to office
- Walter Angus
- Lisa Craig
- Jason Hameeteman
- Aleks Malinowski
- Memberships Discussion
- Moving forward with membership proposals:
- Association website set up; must communicate with the Vice President for any issues.
- Early adoption of memberships from the immediate community and founding members.
- Membership categories to be discussed: individual, corporate, and family memberships.
- Tax Implications: ARMA’s changes related to donations exceeding $400 were discussed. Corporate memberships reserved for higher donations.
- Proposed membership fees:
- Individual membership: $150/year, with a potential first-year discount of $99.
- Family memberships were debated, but a consensus emerged that each car must have a separate membership.
- Foundation membership was agreed on at $199 for the first year with invitations for this tier to be closed at the commencement of our next trip planned in November
- Insurance
- Insurance is covered by our partnered insurance company ARMA
- You must be a member of All Terrain Adventures Inc to be covered by ARMA
- Any person who attends an event with All Terrain Action are required to become a member of All Terrain Adventures Inc if they wish to attend any other organised event.
- Events and Participation
- Agreed that all cars must be registered and roadworthy, and learners can participate with the necessary permits.
- Trip leaders retain the authority to decline participants at any time.
- Digital Membership System
- Membership system options discussed:
- Digital system proposed, costing $99/month, with an alternative manual system until a sufficient number of members are reached.
- Membership fees include contributions toward covering system costs.
- Tiered membership cards were discussed, with the first members having a special tag for their contributions.
- Financial Reporting and Accountability
- Treasurer is required to visit the bank to establish a not-for-profit account.
- Financial governance agreed:
- Transactions over $500 must have a signature from another office bearer.
- Treasurer will report financials at every meeting, and it is at his/her discretion how that information will be collected and stored.
- Agreed that All Terrain Adventure Inc will be receiving 5% of all revenue made by videos of All Terrain Action.
- Any financial loan contributions from All Terrain Action will be interest free
- All Terrain Action to send a financial breakdown of all monies spent to date by them to ATAI in interest of repayment.
- All Terrain Action
- Financial Contributions
- The All Terrain Adventures Inc website will be hosted by All Terrain Action
- It was agreed on that All Terrain Adventures Inc will be receiving 5% of all revenue made by videos of All Terrain Action.
- Any financial loan contributions from All Terrain Action will be interest free
- All Terrain Action to send a financial breakdown of all monies spent to date in the interest of repayment by All Terrain Adventures Inc.
- Events
- All events will be organised by All Terrain Action with All Terrain Adventures Inc sponsoring the events.
- It has been checked with Arma that there is no conflict with the board members of All Terrain Adventures Inc also being the crew for any trip organised by All Terrain Action
- Next Steps
- Meeting frequency
- General meetings were discussed as being held monthly, yearly or quarterly with it being agreed upon that they will be held on the last Monday of each month for the foreseeable future.
- Special General Meetings will be requested and held as necessary with the Secretary given 7 days’ notice.
- Welcome Packs for new members
- This was discussed with the consensus that welcome packs will be digital with the contents yet to be agreed on.
- All Terrain Adventures branding
- There are no plans at this stage for All Terrain Adventures to have its own branding, but the club will be in discussions on whether this is something that can be done in the future.
- Closing
- The Meeting was closed at 10pm