ATA INCORPORATED

A Victorian based Off Road & Adventure Club

Meeting Minutes 24/2/25

Meeting Minutes
Date: 24 February 2025
Time: Meeting opened at 7:36 PM
Location: Teams
Chairperson: Marty Hameeteman

Attendance:

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

Apologies:

  • Sara noted that she would be 5 minutes late.

Absences:

  • No absences noted.

Welcome:

  • Marty opened the meeting at 7:36
  • It was noted that Aleks Mal had sent a formal notification to Marty confirming that she was stepping down as a committee member.
  • Brief discussion was had about needing a new committee member in replacement however since we are currently meeting constitutional requirements it was agreed that we would just keep it as is for now.

Financial Report:

  • Balance: $2079.12
  • Money Coming In: $286.98
  • Money Going out: $130.40
  • Outstanding amounts payable to All Terrain Action:
  • $125 for Club flyers
  • $126.60 for January Join it Fee
  • VP noted that the bank account will be put under review at the AGM to find a bank without international transaction fees.

Lardner Park Debrief:

  • VP noted that while the event felt rushed, it was beneficial as a trial for future shows.
  • Interest was present but did not justify the cost of participation.
  • ATA receives around 30-40 enquiries about 4×4 track locations.
  • Discussion on leveraging ATA branding for ATAI to generate member interest and potentially organising beginner days.

Discord Discussion:

Pros:

  • Structured like a Facebook page.
  • Capabilities include uploading documents, tracking minutes, inviting members, restricting chat access, and recording with OBS.
  • Offers a general chat feature and the ability to host member events.
  • Free to use.
  • Encourages community building and efficient information sharing.
  • Jason F noted that the National 4×4 Club successfully used Discord.
  • Discord Nitro provides extra features for enhanced use.
  • Potential to offer perks for paid members.
  • Ability to stop members from being able to edit messages

Cons:

  • Discord support is slow.
  • In case of a security breach, rebuilding the server would be necessary.
  • Discord is more tailored to gaming rather than business so some features not available.

Voting & Decisions:

  • Vote held and agreed to implement Discord.
  • Wal and Nick voted in to manage the Discord server.
  • Need for an up-to-date current member list, which discord would effectively be since members would be given the link to log in and join the server.
  • Proper names required for identification; discussion on using tags or colour differentiation, no vote was had but the consensus was that colours were going to be used to differentiate between committee members, elected committee members, foundation members and general members.
  • Consensus was that committee members should be able to see who is in a voice channel.
  • Vote held to stop message editing, with majority in agreeance.
  • No need to explore alternative communication methods currently.

Urgent Voting Matters:

  • Discussion on allowing proxy voting for urgent matters.
  • It was agreed that a committee member may give their vote to another member, but this remains optional.
  • Public Officer inquired about motion requirements; Jason F clarified that a majority vote applies unless club-wide consultation is needed.

Technology Requirements:

  • Secretary stated all committee members must have access to required technology tools.
  • Discussion was had around the expectation that committee members will reach out for help if any technology problems arise so that things can be sorted out in a timely manner.
  • VP suggested exploring AI-based solutions to interact with the constitution, but nothing was agreed on at this stage

Meeting Expectations:

  • Urgent matters must be tabled before the meeting; other issues will be addressed at the end to maintain structured minutes.
  • Emphasis on early meeting arrival to ensure proper functionality.
  • Meeting agenda to be distributed at least 24 hours in advance.

AGM Planning:

  • AGM scheduled for 31st March at 7:00 PM (voted and agreed).
  • Jason F inquired about quorum requirements for AGMs
  • Discussion on holding a brief general meeting before the AGM.
  • PO inquired whether nominations for elected committee will be open at the AGM; the answer was confirmed as yes.
  • Secretary tasked with finalising AGM requirements by 28th February.

Meeting Closure:

  • Marty closed the meeting closed at 8:47 PM.