vw club of wa 2015 annual general meeting

Initial Business

Meeting opened: By the Secretary Ray Willis. Con-firmed sufficient members present to make a quorum.

2014 AGM minutes: Summarised by Ray Willis(Secretary), copy made available for those present to read.

Business arising from 2014 AGM - constitution review not completed in time for the AGM to be carried over into 2015—2016

2014 AGM Minutes accept-ed by the meeting (show of hands)

Nominated: Dave Moore

Seconded: Andy Macey

Apologies:

Jamie Barrett, Graham Tibbs & Bob Lafferty

Related Correspondence:

Emailed reports from current Committee Members for this report. Reports

PRESIDENT: Jamie Barrett

Unfortunately due to other commitments Jamie was unable to provide a report this year.

SECRETARY: Ray Willis

The duties are very basic, but they do consume a bit of time with keeping on top of agendas and minutes throughout the year. The club has been running up to two meetings per month, one for general business and the second for events and the Day of the Volkswagen.

The past few months have been busy with the number of events being run and it is good to see the number of committee members turning up at each meeting.

After 4 or 5 years, I will not be nominating for role of Secretary for 2015/16.

Tina Moore has been running as assistant Secretary for a number of months now in preparation to take over the position full time from this AGM – pending the committee election – I wish Tina all the best in this position with the full support of the committee.

(Continued on page 2)

THE VOLKSWAGEN CLUB OF WESTERN AUSTRALIA (Inc.)

Sunday 20th September 2015

Fraser Park Club Rooms, Fraser Park Road, Victoria Park

2015 ANNUAL GENERAL

MEETING - Minutes

In brief...

Venue opened

09:40am

Meeting

Commenced:

10:35am

Present:

See Attendance

Book

Visitors to

Welcome:

See Attendance

Book

Motions on

Notice: None

Meeting Closed:

11:45pm

EDITOR: Ray Willis

No of issues of the Club magazine “ViaWest” for 2014/15 were 8 – 1 less than 2013/14 – the full 12 months were not issued due to workload/multiple positions in the Committee. The mag-azine runs on average 40-44 pages per issue.

Club members. The club posts out 37 hardcopies of the magazine (down from 66 last year) to 14 members without email addresses and to 23 that have paid the levy. 196 members or 93% of members receive a link to the online magazine.

VW related businesses club sponsors and regulation. The numbers of hardcopy magazines have reduced from 25 last year to 7 this year with electronic copies up to 20.

VW and associated clubs. 100% are electronic copies at 16.

Changes to the magazine this year include member profiles; more members’ articles; photo of the month and continues to include the list of supporters of the DofVW. Advertising rates for the magazine remain unchanged, including FREE adverts for club members.

We have one new advertiser come on board for 2014/15 and retained all the others. Two new advertisers have come on board since 30 June.

In 2014/15 the club had its first calendar; for 2015 60th Anniversary, which was favourably re-

ceived by all and sold well; by club members and non-club members. A 2016 Calendar is being considered.

MEMBERSHIP OFFICER: Andy Macey

It has been a good year for club memberships with over 200 members, the final total being 204 as of the 30

th June 2015.

I have now taken over the membership officer duties and would like to thank Ray for all his assistance and help during the hand over period. We have made a few changes to member-ships during the year;

Designed a new membership card

Rewrote the new member welcome letter

No longer include a sample hardcopy of the news letter in the welcome pack.

Renewals for this year, to date are 95 or 45%, which is tracking with previous years. The offi-cial cut off for renewing membership is 30

th September.

EARLY MEMBERSHIP RENEWAL PRIZE

From the draw of names of qualified members at the AGM, Michelle Carter was selected to be given free membership of the club for the year 2016/17 as a result of paying her 2015/16 mem-bership early, by the 13th September.

PROPERTY & MERCHANDISE OFFICER: Graham Tibbs

Graham was unable to attend the AGM. Graham has resigned as Merchandise Officer but will continue as Property Officer A new property list has been completed for the trailer. 3m x 3m Gazebo purchased for smaller events. There should be a merchandise display at all events as it will help to sell. Sales from recent events not provided so current figures are not correct.

(Continued from page 1)


Reports (continued)

“It has been a

good year for

club memberships

with over 200

members”

“Changes to the

magazine this

year include

member profiles;

more members’

articles; photo of

the month and

continues to

include the list of

supporters of the

DofVW.”

“There should be

a merchandise

display at all

events as it will

help to sell.”

“The 2015

inaugural club

calendar was well

received , will do

another one for

2016”

2015 ANNUAL GENERAL MEETING - Minutes

CONCESSIONAL LICENCES: Dave Moore

On average I receive three or four enquires from members, or potential members considering putting their vehicles onto concessional licence each month. Currently it is not a requirement for the club to keep records of vehicles on concessional licence and there is no requirement for members to inform the club they have transferred their vehicle onto concessional licence, so therefore we have no idea how many vehicles are on concessional licence! Current requirements for concessional licence are being updated and we are still waiting for the finalized version. All the onus is on the owner to abide by all the regulation set out in code 404 of the conces-sional licence rules.

CLUB PLATES: Dave Moore

None have been issued in 2014/15.

The club owns a set of club plates “VWSRGR8” that could be sold, raffled or used as a prize.

CMC LIAISON OFFICER: Paul Kuah

Paul attended most of the bi-monthly CMC meetings in 2014/15 so the VW Club has a conduit for all matters relating to the CMC during the year.

Paul continued his support of their activities and has complete confidence in the CMC and their management.

After 2 years the CMC have managed to sort out code 404. The CMC is currently compiling a book and we will receive a copy.

The club attended the 2015 CMC Classic car Show.

CMC calendar has the wrong date for DOVW, Paul to address with CMC.

CMC are looking for a volunteer for CMC Secretary for a year.

WEB ADMINISTRATOR: Jamie Barrett

The website and Facebook pages are all running smoothly. Forum activity has been a bit up and down.

The website is scheduled to be upgraded, Jamie will follow up with provider.

There have been posts on Facebook advertising businesses, the club does not endorse any businesses and any posts of a commercial nature will be deleted.

ANNUAL CLUB CHARITY: Justin Bayley

Could focus on raising more money.

The family picnic day in October has been promoted as a gold coin donation for the sausage sizzle to raise funds for The Duchenne Foundation.



Reports (continued)

“On average I

receive three or

four enquires

from members, or

potential

members

considering

putting their

vehicles onto

concessional

licence each

month”

“The website and

Facebook pages

are all running

smoothly”


“The family

picnic day in

October has been

promoted as a

gold coin

donation for the

sausage sizzle to

raise funds for

The Duchenne

Foundation.”


EVENT COORDINATOR: Harry Hay

Another great year of events.

Club runs in the last 12 months included;

July - CMC Quiz Night;

August – Cruise and Camp - Dwellingup

September – AGM; German Car Day

October - Boddington (Hotham Valley Hot Rod Club); Formula Vees @ Barbagallo Raceway Historics Meeting

October/November - 3rd South West Vee Dub Camping and Cruise Weekend

November - Brockwell Port to Whiteman Classic Car Run

- CMC & Museum; 2014 Day of the Volkswagen

December - NIL

January - Cruise and Camp – Lake Clifton

February - Cruise and Camp – Ledge Point

March - Munster #3 (Cruise, Music and Camp); Cruise and Camp – Boddington Rural Show and Music Festival; German Car Day;

April - Qld National Bug-In; Fairbridge Festival

May - Cruise and Camp – Classic Car Show

June - Cruise and Camp – Albany Classic w/e

Alfreds – 1st Wednesday of the month

Coming events…

Monday 28th September - REAR ENGINE CAR DAY (SIVA);

Contact: Paul Markham [email protected]

Sunday 18th October - 60th ANNIVERSARY CRUISE & FAMILY DAY (Whiteman Park);

Contact: Ray Willis 0407347340

Friday 30th October – Sunday 1st November - 4th VEE DUBS @ MARGARET RIVER

CAMPING AND CRUISE WEEKEND;

Contact: Kim Muste 0408 914 400

2016 Swan Valley Bug-in Ray Willis

The VW Club of WA will be hosting the 47th National Bug-In at Easter 2016. Currently prepara-

tions are under way;

12 events over 4 days of Easter + a 4 day road trip

Based at Perth Vineyards Caravan Park in Caversham – reserved sites and cabins (Aspen Park and Big 4)



AGM Business (continued)

“The past few

months have been

busy with the

number of events

being run and it

is good to see the

number of

committee

members turning

up at each

meeting”

“The club added

to its property

manifesto again

this year with

another Club

Tent”


“Another great

year of well

attended events”



“Still getting a

great turnout at

Alfreds every

month”

Using the Swan Valley as a base for events

The first Bug-in Bulletin was issued in July; the 2nd

issue is due out this month.

We have received 40 “Invitations” so far;

Represents 58 people from all states; including a nominal 24 so far from WA

40 have indicated 100% attendance

23 people coming from the east have indicated travelling by road

Cory Seegers from SA VW Club is organising a convoy from Port Augusta

Aspen Parks are providing discounts at their parks enroute to and including Port Augusta (sausage sizzle) as well as anybody returning by road after the Bug-In.

Plan to have all events finalised over the next 2 months and have a registration form out at the Day of the Volkswagen, or at least by Christmas

SOUTH WEST: Kim Muste

No report provided

TREASURER: Justin Bayley

It has been another good financial year for the club. Starting off the year with a bank balance of $10205.49 and ending with a bank balance of $9544.66, a deficit of only $660.83. If you take into account the purchase of a second smaller Club Tent this year at $1001.40, this is a good result.

Previous Years Forecast Against Actual Results

I forecast that the clubs balance at the end of the year would be approx $12100, but it has ac-tually come out at $9544, a difference of $2556. Membership income was $935 less than ex-pected. The club has invested in merchandise this year, with purchases exceeding income by $1331 to the end of the year.

Main Expenditures/Revenues and Events

The main event organised and run by the club last year was the Day of the Volkswagen, which resulted in a surplus of $2353.88, when including all gate sales, merchandise and member-ships taken on the day.

As previously mentioned we also purchased a new club tent for $1001.40.

Upcoming Financial Expenses

The Volkswagen club does not have any major out of pocket expenses planned this year, but will continue to expand on its range of merchandise with an effort to help promote the clubs brand name.

Budget Forecast for 2015/16

I have attached a budget forecast based on membership numbers of 170, which hopefully is looking at the lower range of what will be achieved. I have adjusted this forecast to show a negative figure for merchandise for the year, based on the outcome of this financial year. It shows a forecasted bank balance of $9535 at the end of the 2015/16 financial year.

Summary



“Great to see

new members

getting involved.”


“The first Bug-in

Bulletin was

issued in July; the

2nd issue is due

out this month.”



The club has had another good year and memberships are looking very healthy. With this in mind I see no reason why the next year shouldn’t be as positive as this one and look forward to the club continuing in this manner.

The Treasurer provided those attending the AGM copies of Financial Statement for the

year ending 30 June 2015, as well as a Cash Flow Forecast for July 2015 to June 2016.

Proposal that all above Reports be accepted

Proposed Ray Willis Seconded Tina Moore ACCEPTED

MOTIONS ON NOTICE: Nil.

NOTICES OF MOTIONS: Nil.

The SUBSCRIPTION FEE FOR THE YEAR FOLLOWING THE AGM:

1. That the annual membership subscription fees stay the same at $50 for 2015/16.


2.The form of the membership card - New format Membership card


3. That the magazine levy – to be decided annually at the AGM - to continue to be added to the annual membership fee if a member wishes to receive a hard copy magazine.

Proposed Andy Macey Seconded Ray Willis ACCEPTED

4. That the magazine levy to remain at $20.

Proposed Ray Willis Seconded Dave Moore ACCEPTED

5. That the annual Club Charity remain at Duchenne Foundation for 2015/16.

Proposed Ray Willis Seconded Andy Macey ACCEPTED

MEMBER OF THE YEAR*:

No nominations

LIFE MEMBERSHIP**:

No nominations

WOOD DUCK AWARD: Graham Tibbs

Proposed Harry Hay Seconded Tina Moore ACCEPTED

*does most for the club during the year, committee not eligible

** has served the club for 10 years or more or for exceptional service

“It has been

another good

financial year for

the club”

General Business


“magazine levy to

remain at $20”

“This years

DOVW to have a

fifties theme in

celebration of the

clubs 60th year”


RETURNING OFFICER: Ray Willis

PRESIDENT Jamie Barrett

Nominated Tina Moore Seconded Paul Kuah

VICE PRESIDENT Ray Willis

Three (3) nominees for the position; Ray Willis, Graham Tibbs and Jon Hornby. A secret ballot (without the nominees) was held with Ray Willis polling the most votes and accepting the posi-tion.

TREASURER Justin Bayley

Nominated Joanne Mill Seconded Andy Macey

SECRETARY Tina Moore

Nominated Dave Moore Seconded Justin Bayley

EDITOR Ray Willis

Nominated Joanne Mill Seconded Gary Bull

SPORTS ORGANISER (a) Joanne Mill

Nominated Ray Willis Seconded Andy Macey

SOCIAL SECRETARY (b) as above

Nominated as above Seconded as above

PUBLICITY OFFICER (c) as above

Nominated as above Seconded as above

The three positions are amalgamated

and normally referred to as the:

EVENT

COORDINATOR


Election of the new Office Bearers (club committee)

2015 ANNUAL GENERAL MEETING - Minutes 2015 ANNUAL GENERAL MEETING - Minutes

Phone: (08) 9342 8703

E-mail: [email protected]

OBJECTS

...of the Volkswagen Club of Western Australia as per our Constitution.

To provide for the association of persons owning, restoring, preserving

or interested in Volkswagen motor vehicles;

to organise and run sporting, technical and social activities for those

persons and

to do all these things, own such property and hold such monies as is

necessary to facilitate and promote the attainment of those objects.

www.vwclubwa.com

Election of the new Office Bearers (continued)

MEMBERSHIP OFFICER Andy Macey

Nominated Tina Moore Seconded Joanne Mill

PROPERTY OFFICER Graham Tibbs

Nominated Tina Moore Seconded Ray Willis

MERCHANDISE OFFICER Joanne Mill


CMC LIASON OFFICER Paul Kuah

Nominated Gary Bull Seconded Justin Bayley

WEB ADMINISTRATOR Jamie Barrett

Nominated Tina Moore Seconded Harry Hay

CONCESSIONAL LICENCING and CLUB PLATES Dave Moore

Nominated Tina Moore Seconded Andy Macey

SOUTH WEST Kim Muste


GENERAL COMMITTEE

Harry Hay, Gary Bull, Jon Hornby, Thor Anson, Andrew Dawson

Volkswagen Club of Western

Australia (Inc)

PO Box 175

Victoria Park WA 6979

2015 ANNUAL GENERAL MEETING - Minutes 2015 ANNUAL GENERAL MEETING - Minutes

vw club of wa 2015 annual general meeting

Documents