All Terrain Adventures Inc.
General Meeting Minutes
Date: 12 May 2025
Time: 7:00 PM
Location: Discord
Chair: Jason Fields
Minutes Taken By: Sara Baker
1. Opening and Attendance
- Meeting opened at 7:00 PM by Jason
- Seconded by Nick
- Attendees:
- Jason Fields
- Christopher Baker
- Nick Peers
- Walter Angus
- Jasper Calisura
- Matt Marshall
- Sara Baker
- Michelle Hameeteman
- Martin Hameeteman
- Lisa Craig
- Andrew Craig
- Apologies:
- No official apologies
2. President’s Report
- April was a quiet month for the President.
- Provided a refresher on liability insurance:
- Insurance is for the club as an entity, not individuals.
- Does not replace vehicle, ambulance, or personal insurance.
- Covers members when responsible for incidents during club events.
- Visitor Management: Ensure Facebook event attendee lists are accurate.
- Chris suggested drafting a document for event attendee information.
- Andrew proposed including camping etiquette in the document.
3. Treasurer’s Report
- Funds received: $2.48
- Moneys spent: $142.44
- Total balance: $3,266.92
- CBA selected as new banking provider due to approach ability.
- Motion by President to authorise opening of bank account for our club
- Motion passed: Treasurer Christopher Baker authorised to open an account with CBA.
- Public Officer to be listed as the second signatory.
4. Business Arising
- No items carried over from the last meeting.
5. General Business
a) Beginner Days
- ATA has received strong interest, especially from people intimidated by other clubs.
- Though not accredited under 4×4 Victoria, newcomers are still interested.
- Chris suggested trialling a beginner day in August, with potential for another in 3 months.
- Jason clarified beginner days can be beneficial but should not shift the club’s focus.
- Capping beginner days at 1pm was proposed to allow harder tracks later in the day.
b) Toyota Dealership Proposal
- Interest expressed for a staff team-building day with ATA/ATAI.
- Suggestion to run as a club event rather than a filmed ATA promo.
c) Trip Planning
- Chris noted ~100 emails in the last month.
- Steve expressed interested to Chris in potentially leading a trip.
- Andrew suggested two single-day trips over one weekend.
- Chris flagged the need to manage expectations—leaders may vary.
- Potential Christmas in July 2026 at Moama or Westbourne Camp near Noojee discussed.
- Portland dunes trip considered for November or February. February preferred.
d) Club Audit
- Chris and Nick to each obtain a quote from respective accountants.
- Cost and proposal to be discussed at the July meeting.
- Jason confirmed a club member acting as auditor is not a conflict.
e) Camping Etiquette and Policy
- Andrew proposed formalising camping and bush use etiquette:
- “Bush users, not abusers.”
- Leave no rubbish.
- Policy to protect club from public scrutiny.
- Chris recommended keeping the policy concise and practical.
- Nick offered to develop a pre- and post-event checklist.
6. Trip Reports
- Kinglake Trip (Jasper):
- No incidents, enjoyable day, all members, no new attendees.
- Matt mentioned a challenging obstacle Steve could not complete.
- Events praised for being member-led and well-structured.
- Positive feedback on Steve’s trip leadership communication.
7. Trip Structure and Waivers
- Clarified that structured club events require:
- A designated trip leader
- Clear expectations
- Attendee details and/or waivers
- If waiver forms are unavailable, attendee details are a minimum requirement.
- Secretary to update digital waiver and circulate to the committee.
- Jason confirmed members are insured if acting in the club’s best interest.
- Jasper asked about liability during obstacles—Jason noted legal advice would be needed.
8. Recovery Safety
- Chris advised that recovery decisions must be deferred to the driver.
- If unsure, the driver should be offered professional recovery options.
- Jasper proposed including this advice in the pre-trip safety briefing.
9. Face-to-Face Meetings
- Jason proposed biannual in-person meetings, aligning with the July meeting.
- Opportunity for ATA community to attend and observe club operation.
- Option for remote attendance via Discord.
10. EV Inclusion
- Chris discussed growing interest in off-roading for electric vehicles.
- Club could benefit from educating EV users in responsible off-road usage.
- Chris declared a potential commercial interest (the Shark) and emphasised transparency.
- Jason supported exploration if aligned with club values and mission.
11. Meeting Close
- Meeting closed at 8:16 PM
- Seconded by Chris