MINUTES: Sept The minutes of the previous meeting were read and accepted as true and accurate.

Transcription

1 Committee Meeting 15 Sept :45pm???pm MINUTES: Sept 2008 Attendees: VHPA Core Committee Martin Halford President Andrew Medew Secretary Peter Allen Treasurer Hamish Barker Safety Officer [absent] Mark Pike Jan Bennewitz - Committee Member 1 Glen Bachelor - Committee Member 2 Site Development Officer [absent] Kevin Grosser - Committee Member 3 Rob Parker - Committee Member 4 [absent] Club Delegates Joe Rainczuk North East Victorian Hang Gliding Club TBA Skyhigh Paragliding Club [absent] Trevor Gerbes Melbourne Hang Gliding Club Rob van der Klooster Dynasoarers TBA Western Victoria Hang Gliding Club [absent] Jos Weemaes The Pico Club [absent] Mark Andrews Southern Microlight Club [absent] Observers Lisa Charleston (outgoing Treasurer) Minute Recorder Andrew Medew Copies To: All attendees, All clubs via delegates. 1. Minutes of Previous Meeting 1.1 The minutes of the previous meeting were read and accepted as true and accurate. 2. Round table discussion of goals / ideas for the coming 12 months (Martin gave the opportunity for individuals to give a brief outline.) 2.1 Kevin; Create SOP's (Standard Operating Procedures or Management Plans), Create Budgets. 2.2 Rob V;

2 Believes the VHPA (and the system was not broken), We should simply take over (the HGFA) if we are not happy (nominate for the Board). 2.3 Glenn B; Must be proactive and have information & ideas ready for the HGFA. 2.4 Martin; Look at seeking funds from other sources. 2.5 Peter; Understand the Financial Accounts, Create a mechanism for possible future Site Acquisition (ie. criteria, case study, etc.). 2.6 Mark P (communicated in his absence); Work on closer links between VHPA & HGFA (possible future sponsored representative). 2.7 Joe; Site Acquisition, Access to other Funds & Grants, and should be willing to pay for assistance to gain these. 2.8 Andrew; Need to sort out the relationship with the HGFA & SARSIG. Create SOP's. Create Budget & 5 Year Plan (for the VHPA). Increase Membership of the VHPA. 3. Club Reports (this was not discussed due to time constraints) 3.1 North East Victorian Hang Gliding Club 3.2 Skyhigh Paragliding Club 3.3 Melbourne Hang Gliding Club 3.4 Dynasoarers 3.5 Western Victorian Hang Gliding Club 4. Presidents Report 4.1 The AGM went well with the Constitution passed (with minor amendments), the Constitution & Statement of Purpose are now on the website. 4.2 The Constitution & Statement of Purpose now need to be sent to the relevant authorities. 4.3 The annual Financial & Return also need lodging. 4.4 (Secretary post meeting note) we have 28 days from the time of resolution to lodge the document. Action Item: Lodge the Constitution, Statement of Purpose, Financials and other requirements. Action On: Rob van der Klooster (with assistance from Glenn B & Peter). Expected Completion Date: 8 th October (this is the legal deadline)

3 5. Treasurers Report 5.1 Peter yet to look over and understand the accounts. Action Item: Peter to catch up with Lisa. Action On: Peter. Expected Completion Date: Prior to October meeting. 6. Senior Safety Officers Report 6.1 Hamish to seek better communication between club SSO's. Action Item: Clubs to forward contact details of club SSO's. Action On: Club Representatives. Expected Completion Date: Prior to October meeting. 7. Site Issues 7.1 Mt. Elliot The Mt. Elliot launch upgrade has been approved by the DSE. 7.2 Buangor was discussed. It is the committee's opinion that the VHPA should try to keep the site listed (even as closed) on the current licence. Action Item: Negotiate with authorities. Action On: Mark Pike. Expected Completion Date: TBA. 8. Web Masters Report 8.1 No report. 9. General Business 9.1 Read through AGM minutes and passed unanimously that accurate & approved. 9.2 Discussed the online Membership option that Martin had investigated. Concerns were that it could be done in-house and possible security. Motion: Implement Martin's proposal at a cost of $15 per month. (passed Unanimously) Action Item: Implement solution. Action On: Martin Halford & Jan Bennewitz The HGFA have advised that the VHPA must nominate a single point-of-contact for the SARSIG project. Andrew Medew was nominated (and accepted role). Ideas to be discussed over the VHPA forum, with Kevin, Martin, Glenn & Peter volunteering to provide feedback. Consultation & Ideas should be sought from the other SARSIG's. Action Item: Martin to notify HGFA Project Manager. Action On: Martin Halford. Expected Completion Date: Completed.

4 9.4 Budgets (please excuse if not fully and/or correctly minuted, forward your opinions (that you presented) and I will include); There is a need to further understand the possible Budget (expected expenses) of the VHPA. Additionally (on face value) Budgets will be required for funding from the HGFA post July It was suggested that closer (Budgetary not Management) ties between the VHPA & NEVHGC occur NEVHGC form 66% of historical VHPA project expenses (40% to non Mystic sites and 26% to Mystic) The NEVHGC has approached the VHPA at the end of the last 2 FY's to consider this. Shortness of time and lack of information (from both sides) has resulted in only brief discussions. Also the currently tabled HGFA (Funding process) seems to fit this model The NEVHGC's ultimate goal is to make Mystic a free site (currently membership / usage charges apply). The VHPA Site Acquisition project needs consideration in future Budgets. Action Item: Clubs to provide Budgets for possible consideration of unifying with the VHPA. Action On: All Club Reps 9.5 Financials (please excuse if not fully and/or correctly minuted, forward your opinions (that you presented) and I will include); It was reminded that clubs need to provide the VHPA with there approved FY reports. Action Item: Clubs to provide FY reports to the VHPA. Action On: All Club Reps Discussion took place about the $30K for the power lines at Spion. Action Item: Document current Management Procedures for project funding such as this. Action On: Peter Allen. Expected Completion Date: TBA The $30K originally set-aside for trees in the Mystic LZ was raised. It was mentioned that the VHPA is waiting further information from the NEVHGC. 9.6 Club Surveys (please excuse if not fully and/or correctly minuted, forward your opinions (that you presented) and I will include); This is the Survey the HGFA supplied in March, but that Glenn B recently supplied to the clubs in an editable electronic form. (Secretary's post meeting note: I am still confused about this?) Action Item: Clubs to provide completed survey to the VHPA. Action On: All Club Reps 9.7 Avalon Airshow March 09 (please excuse if not fully and/or correctly minuted, forward your opinions (that you presented) and I will include); Meeting was attended and the plan is to share a tent with the GFA. Hopefully space for the HG simulator and another static HG will be available. Volunteers are required to assist with a plan of 2hours a day (or 2hour shifts), dependant on volunteers. It would be good to have 5 pilots per shift so volunteers each day. These are required for 1 setup day and 2 public days. Action Item: Rob van der Klooster was going to contact the HGFA about something (???). Action On: Rob van der Klooster Expected Completion Date: TBA 9.8 Approval of money (guess I should of got this, but Lisa or Peter please supply details); $304 to Glenn Bachelor for AGM expenses. $38 to??? for Consumer Affairs expense. (???)

5 $33 to Glenn Bachelor for outgoing committee present. (Was there anything else???) Motion: that these expenses be approved and paid. (passed unanimously) 9.9 RAPAC meeting re: Pines (please excuse if not fully and/or correctly minuted, forward your opinions (that you presented) and I will include); Martin raised that he will be away when this meeting is scheduled. Peter Allen volunteered to attend as a replacement. Action Item: Forward all available information to Peter Allen. Action On: Martin Halford Closer & continued communication with the HGFA (please excuse if not fully and/or correctly minuted, forward your opinions (that you presented) and I will include); It was raised that the VHPA could (should) send a representative to the HGFA AGM. Andrew volunteered on the basis that he needed to confirm, with Rob V offering a backup if it fell through. Previously the VHPA had been advised to communicate through Carolyn Dennis (HGFA Board member). So what is the best pathway now that Carolyn is not there? Action Item: Contact Chris Fogg. Action On: Andrew Medew Old VHPA filling cabinet; John Twomey had contacted the VHPA to ask that the filing cabinet be picked up. Discussion was that the contents need to be sorted and possibly converted to electronic form if required to be kept. Action Item: Pick up filing cabinet. Action On: Andrew Medew PO Box; Will admit that I thought this was sorted so understood nothing that was said. Martin and/or Glenn (or anyone) please let me know the situation. (I leave the below as an interesting point from the last minutes. This does tie in with the goals and other topics discussed above.) 9.13 Directives to new incoming Committee A number of priorities exist which the incoming committee are directed to address a.s.a.p. SARSIG Project: Seek direction from HGFA regarding the plan moving forward. Must have this information so VHPA can plan for the future and know exactly where the VHPA stands in relation to HGFA and future funding etc Budgeting: Seek budgets and future likely costing estimates from all Victoria clubs so that the VHPA can create budgets of its own. Site Acquisition: Develop a plan/recommendation to enable possible site acquisition at a sometime in the future. 10. Next Meeting Next meeting of the VHPA will be on: 7:30pm, 20-October-2008 at The Retreat Hotel, Abbotsford

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7 Current Action Item Summary List: Key: RED = Overdue; BLACK = Current; BLUE = Done/Completed Action On: Action Item: When Raised Exptd Compltn Date Incoming Update VHPA Signatories. 21-Apr-08 Post AGM Treasurer Lisa Charleston Mt. Emu Road Grading invoice 21-Apr-08?????? received for $6067/--. Payment to (GB to chase) Stadelmann Enterprises Lisa Charleston Porepunkah Airstrip Fee $200/--. Approved by committee. Invoice sighted but lost in transit. Require from NEVHGC (Joe R.) and payment sent. Robert Parker Fit new phone(s) to Flowerdale weather box and report back. 21-Apr Jun-08 Kevin to chase NEVHGC again. ASAP/WIP Lisa Charleston Pay Colin and Andrew s Expense Claim 16-Jun Jul-08 Actual Compltn Date Martin Halford Attend RAPAC meeting re: Pines 16-Jun-08 Nov-08 TBA Need someone else to attend as MH will be overseas until Nov-15 Incoming Treasurer Hamish Barker Glenn Bachelor Investigate INGDirect Assoc. Option. (Task re-assigned to next year incoming Treasurer on 21-July-08) Contact HGFA (Chris Fogg) to obtain list of incidents for last 12 months in Victoria. Obtain mail-out labels and latest membership list from HGFA. 16-Jun Jul Jul-08 TBA Hamish in discussion with HGFA. 21-Jul-08 ASAP Done