Minutes of the Most Recent ADRA Meeting
Minutes of the April 6th, 2003 Executive Meeting
The meeting was held at the Wandlyn Inn in Amherst, NS. The meeting was chaired by Mario Van Wiechen, other members in attendance included: Steve Campbell, Dave Wooldridge, Dave MacKinnon, Mike Sargent, Kandy Mitton, Scott Sprague and Richard Boyd.
The minutes of the Feb. 16th, 2003 Executive Meeting were read. Dave Wooldridge moved the minutes stand as read, Richard seconded that motion.
Kandy read the correspondence. The correspondence included the following: a thank-you from Dave Lind for the sympathy card, an info letter from the Atlantic Nationals, an email from a website called “final-decision.com”, pricing for membership cards, a letter from Select Printing outlining their sponsorship and a proof for our new membership cards and a letter sent from us to Speed Sport East outlining the participants from our Association.
The financials show a balance of $991.38 on the books. Kandy presented a budget for 2003. Dave Wooldridge moved that we accept the budget, but that the tracks promotional support should be in a separate account named “Promotional Support”. Mike Sargent seconded that motion.
Steve Campbell reported that he has 12 vehicles set to go in the Moncton Car Show. He explained what the display will look like and asked for the Association’s support to purchase flooring to enhance the display. Steve explained that the carpet will cost approximately $700, but that each participant will pay $20-$25 each towards the carpet. Discussions were held and it was moved by Richard Boyd that we purchase the flooring for approximately $700 and Mike Sargent seconded it. It was voted on and passed unanimously, Kandy abstained.
Mario reported that APM would not be coming on board as a sponsor this year.
Kandy reported that Cape Breton and Newfoundland Dragway’s are paid up to date. She also reported that Queen’s County has sent her an email stating that their cheque has been mailed. A discussion on payment status for all tracks was held.
Pricing for smaller flags has been received from Abegweit Outfitting. The pricing for 54”x27” flags are as follows: $62.98 ea for 25, $52.96 for 40 and $42.96 for 50. There would also be a one time set up fee of maximum $205 for the artwork. These flags would be 2 colors on a white polyester background. Mike Sargent has mentioned the flags in the newsletter. Kandy will monitor the amount of interest and if there is enough interest then we will look at purchasing them.
The executive were handed copies of their newsletters. It was mentioned that Toymaster Motorsports was mistakenly omitted from the list of sponsors. Mike Sargent was thanked for his hard work on the newsletter.
Scott has checked with the Auto Truck Seller and they are not interested in sponsorship. The cost for 16 consecutive weeks, from June until September, is $1760. We will have one full-page ad in the Race Performance section. Terry Leger is our contact and Kandy & Mario will come up with a one-page ad design. The only question is how will it be billed.
Mario reported on the sponsorship meeting and handed out a list of sponsors. We will be having banners made by Leading Edge Graphix. It was explained that sponsors of $750 or more are race presenters and that sponsors of only $100 may not be on the T-Shirts or other promotional material.
Steve reported that we would be getting 72 T-shirts at approximately $8 ea and 24 Hats at approximately $8 ea from Abegweit as part of our sponsorship package. These will be for sale along with Calendars from Impression Promotion at the Car Show. As soon as Abegweit finishes the 2003 Points Series Logo we will get pricing for 1000 posters from Impression Promotion and Select Printing.
Mario reported that Once Again Sports is having a contingency program in conjunction with our Points Series. If you are running slicks purchased from this business and place 1st, 2nd or 3rd at one of our events you will be eligible for $75, $50 or $25 respectively. The payment of the monies will be the responsibility of the winner and Once Again Sports.
O’Connor Glass is having a “Best Light” program, whereas, the best light, not necessarily a winning one, will get a hat and $30. It will be the responsibility of the member with best light to report it to Kandy Mitton before the end of the race day, other suitable arrangements will be made for the Newfoundland Races if Kandy is not there in attendance.
Dave Wooldridge is going to prepare an insert for the newsletter that will contain valuable information about the upcoming Points Series. It will be 2-sided and the other side will be the 2003 Points Series Info Sheet.
Kandy reported on the two websites and read an email outlining Rise Studios sponsorship. Discussions were held and due to costs involved with the website it was decided to not continue with the page through Rise Studios and to keep the Angelfire one, as it’s free. We will contact Rise Studios and we will cancel our account with Aliant.
Kandy reported that she forgot to get the paperwork to change over the signing officers, but will accomplish that for the next meeting.
Mario thinks that having a presence at the Atlantic Nationals is important. It will be held from July 10th-13th. Kandy is going to check to see what a vendor booth is worth and if it is affordable we will see if anyone is interested in manning the booth.
Kandy is going to send Statements to the unpaid members with their newsletters; this will be their final reminder.
The AGM for 2003 will be held in PEI. Kandy is going to contact our sponsor, the Northwinds Motel, in Brackley Beach, to see if she can set up a date and commence organizing the event.
Dave Wooldridge, the Bike/Sled Rep, has asked us to contact Queen’s County Raceway to find out if that class will have to use the return road for our event being held there in June.
Dave Wooldridge questioned how we could increase our membership. He suggested having a person at the gate for all of our events. This is a great suggestion that we have discussed before, but it is always difficult to find someone who can take on that responsibility.
The next meeting will be held at the Wandlyn Inn in Amherst, NS on June 1st, 2003 at 11:00 am.
Richard moved the meeting be adjourned, Scott seconded that motion.
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