ATA INCORPORATED

A Victorian based Off Road & Adventure Club

Meeting Minutes 10/2/25

All Terrain Adventures Inc.

Meeting Start Time: 8:11 PM

Chairperson: Marty Hameeteman (President)

Attendees:

  • Jason Fields,
  • Sara Baker,
  • Walter Angus,
  • Chris Baker,
  • Marty Hameeteman,
  • Michelle Hameeteman,
  • Nick Peers,
  • Andrew Craig,
  • Lisa Craig

Apologies:
Walter Angus (noted he would attend late)

Absences:
Alex Mal, Jason Hameeteman

It is noted that past minutes contain apologies where absences should have been recorded, moving forward formal apologies must be given in advanced; otherwise, absences will be recorded as such in the minutes.

It is noted that the last meeting minutes for 6/1/25 did not include that Andrew Craig & Lisa Craig were in attendance due to oversight.

Agenda Items & Discussion Points:

1. Meeting start:

  • Meeting was opened by Club President at 8:11pm due to some technical difficulties
  • Congratulations were given to Nick and Jason for joining the committee
  • Discussion was had about administrative improvements.
  • President advised technical (IT) meeting issues need to be resolved.

2. Financials

Since the last meeting held on 6th Jan 2025 the following financials are reported by the treasurer.

  • Club has $1,795.94 in the bank.
  • $335.13 received for memberships.
  • $126.60 in Join It fees.

3. Marketing & Promotional Materials

  • Flyers cost was approved by the board with a with a 24-hour turnaround.
  • Flyer quantity set to 250 flyers (voted and agreed).
  • Teardrop sign quote and design pricing approval required but commitee voted against due to short time constraints. It is noted that the commitee did vote to permit our partner ATA to provide the teardrop sign at their cost and organisation in support for the club display at the next show.
  • Discussion was had about flyer design; however vote was already cast prior to this meeting and no change has occured.
  • Holographic stickers were put on hold due to the Lardner Park issue (voted and agreed).
  • Informal agreement to the possibility of creating QR code magnets for cars at events. This this not something that is for Lardner.

4. Membership & Club Participation

  • Public Officer reported No interest from new members attending club events.
  • Agreed that members should be informed that they can nominate people who they believe would be a good fit for the club.
  • Basic Nomination form to be introduced (suggested by Nick).
  • Non-ATAI members attending events but belonging to another 4×4 club must provide club details acceptable to the club.
  • Nick to lead engagement on the nomination page for members attending events. Further to be discussed at next meeting.

5. Administrative & Club Policies for Lardner Park Event

  • Public liability forms to be sorted within 24 hours (Arma related, VP to take care of and advise if any issues arise).
  • Test and tagging required ($10 per item).
    • Nick to provide details of a family member who does testing and tagging.
    • President advises to be avoid unessasary costs, eg., getting multiple test and tagged prior to the event were possible.
  • Risk assessment must be conducted on the day of event.
  • ATAI has 10 passes for Lardner Park event to be distributed, request for email to VP is needed to get email for pass.
  • Andrew suggested club uniforms, offering to contribute $150 for polos.

6. Lardner Park Event Planning

  • How many vehicles will be showcased? (Current list: Adventra, Shark, Hilux + a camping setup).
  • Prior set-up for Lardner was suggested to avoid last-minute issues.
  • Rain is forecasted – ensure cover is arranged 3×3 from Andrew and 3×3 from Martin.
  • Agreed to leverage ATA branding to attract members and then introduce them to ATAI.

7. Digital & Communication Improvements

  • Commitee members confirmed that ATAI can add rules to the constitution to allow the presidents request that we be able to raise other business in any meeting held, the commitee agreed in this request.
  • Print function to be added to the website for printing past minutes in a print-friendly page – VP to address.
  • WhatsApp will remain the main communication channel for now until a different system is approved by the commitee.
  • Secretary to post to WhatsApp once minutes are published to website.
  • Agreed to streamline informal meetings, allowing quick calls for urgent matters or matters that may become confusing in a text conversation.
  • Set deadlines should not be delayed – if a timeframe is given, actions should not wait until the last minute, all efforts by commitee members to action requests as early as able taking note that members have day to day life, work and recreational commitments as well.
  • Discord suggested as an alternative communication platform (free to use) by Nick.
  • Nick to build a basic Discord server to present for consideration by the commitee for communication.

8. Next Meeting:

  • Committee meeting scheduled for Monday, 24th February at 7:30 PM to discuss further communication improvements.

Meeting Closed: 10:00 PM