Ulysses Club Inc. Ulysses Club Inc. Ulysses Club Inc. Ulysses Club Inc. PO BOX 3242, NARELLAN NSW 2567 Phone: 1300 134 123 Fax: 02 4647 7740 Email: [email protected] A.B.N. 25 637 297 337 NATIONAL COMMITTEE MEETING Saturday 8 th of September 2012 at 8.30am National Administration Office Unit 2 / 156 Hartley Road Smeaton Grange NSW 2567 Meeting commenced at 8.25am. 1. Welcome President Denis Paulin # 16672 welcomed the committee members. Present: Helena Gritton # 14027, Jen Woods # 21395, Chris Glover # 25012, Perry Stephens # 26184, John Evans # 17954. 2. Apologies Leo Farrelly # 21630. 3. Additions to Agenda (General Business) 18.8 Age Badges. 18.9 Ulysses Club Arthritis Research Fund (UCARF) Raffle Ticket Books. 18.10 The retirement of Bob Porteous, the Club’s accountant. 18.11 Expenses for AMC delegate. 4. Minutes of previous meeting (as previously circulated) The minutes of the meeting held at McNevins Parkway Motel, 188 John Street, Maryborough QLD on Saturday 30 th of June 2012 were tabled and accepted on the motion of Perry Stephens and seconded by Jen Woods. 5. Business arising from the minutes No business arising. 6. Visitors Naomi Downie, National Office Administrator: Start of meeting to 10.30am. John Miller # 248, Editor of Riding On: 10.45am to 11.35am. Ian Parks # 11735: 10.45am to end of meeting. 7. National Secretary’s Report MEMBERSHIP There are approximately 25375 financial members as at the 5 th September 2012. Renewal of memberships due by the end of 2012 = 8792 New memberships processed from July 2011 to July 2012 = 1714 Membership # 61597 was issued on the 6th September, 2012 Financial membership of the Club comparisons: Renewals processed for the months of June and July 2011 = 66 Renewals processed for the months of June and July 2012 = 180 New Memberships processed for the months of June and July 2011 = 270 New Memberships processed for the months of June and July 2012 = 230
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Ulysses Club Inc.Ulysses Club Inc.Ulysses Club Inc.Ulysses Club Inc. PO BOX 3242, NARELLAN NSW 2567
Phone: 1300 134 123 Fax: 02 4647 7740 Email: [email protected]
A.B.N. 25 637 297 337
NATIONAL COMMITTEE MEETING Saturday 8th of September 2012 at 8.30am
National Administration Office Unit 2 / 156 Hartley Road
Smeaton Grange NSW 2567 Meeting commenced at 8.25am.
1. Welcome President Denis Paulin # 16672 welcomed the committee members.
Present: Helena Gritton # 14027, Jen Woods # 21395, Chris Glover # 25012,
Perry Stephens # 26184, John Evans # 17954.
2. Apologies Leo Farrelly # 21630.
3. Additions to Agenda (General Business) 18.8 Age Badges.
18.9 Ulysses Club Arthritis Research Fund (UCARF) Raffle Ticket Books.
18.10 The retirement of Bob Porteous, the Club’s accountant.
18.11 Expenses for AMC delegate.
4. Minutes of previous meeting (as previously circulated) The minutes of the meeting held at McNevins Parkway Motel, 188 John Street, Maryborough QLD on Saturday 30th of June 2012 were tabled and accepted on the motion of Perry Stephens and seconded by Jen Woods.
5. Business arising from the minutes
No business arising.
6. Visitors
Naomi Downie, National Office Administrator: Start of meeting to 10.30am.
John Miller # 248, Editor of Riding On: 10.45am to 11.35am.
Ian Parks # 11735: 10.45am to end of meeting.
7. National Secretary’s Report
MEMBERSHIP
There are approximately 25375 financial members as at the 5th September 2012.
Renewal of memberships due by the end of 2012 = 8792
New memberships processed from July 2011 to July 2012 = 1714
Membership # 61597 was issued on the 6th September, 2012
Financial membership of the Club comparisons:
Renewals processed for the months of June and July 2011 = 66
Renewals processed for the months of June and July 2012 = 180
New Memberships processed for the months of June and July 2011 = 270
New Memberships processed for the months of June and July 2012 = 230
Moved by Secretary Jen Woods, that new member applications, processed from the 30th June to 5th September 2012, be
approved and accepted at the National Committee’s discretion. Seconded by Vice President Helena Gritton.
Correspondence In: From 30/06/2012 to 6/09/2012
# From Subject
001 Undisclosed Minutes of Committee Meeting.
002 Alan Edney # 47196, Warwick & District Branch
Proposal to change Branch meeting venue
003 Graham Curry, Time Out Trailers Request for date of NATCOM Meeting
004 David Cauchi # 30367 Australian Motorcycle Industry
005 Brenda Cox, HMAS Newcastle Seeking a contact for the Newcastle Lower Hunter Branch
006 Mark Reynolds # 59330, Townsville Branch
Change of webmaster
007 Ken Morton # 44321 Request for his 70 years of age badge
008 Christine Moore # 31933, Central Highlands Branch
Letter for Bank, seeking fee free account
009 David Lloyd-Barker # 61090 Request to change Ulysses Club Inc. membership to membership of The Ulysses Club of New Zealand
010 Mark Reynolds # 59330, Townsville Branch
Branch Contact Form
011 Brenda Cox, Dept Defence Seeking contact at Newcastle
012 Paul Rees # 45431, St. George Sutherland Branch
Financial Membership check
013 Undisclosed Branch matter.
014 Undisclosed PLI question.
015 Undisclosed Resolution previous matter
016 Reg Loe # 3256, Central Victoria Branch
PLI for the Golden Dragon Rally
017 Wil Sakowski, Ride Free Tours Chicago to LA Tours
018 Wayne Hegarty # 56973 Partner’s membership - delay
019 Col Hofmeier # 48256, Mt Isa Branch Flyer for Mt Isa Bike Show 2012
020 David Lloyd-Barker # 61090 New member, moved to New Zealand. How to transfer membership?
021 James Sieuwerts # 49117, Logan City Branch
Branch website URL redirection request
022 Joe Dunn, Psychs on Bikes Information to Ulysses Club members
023 Sandi Stewart # 50835 Cancelling Ulysses Club membership to join Bikers Against Child Abuse
024 Lyn Williams # 58745 Clarification of the Welfare Officer Role in a Branch
025 Christine Barker # 21277, Secretary 2013 Ulysses Club AGM Event - Fraser Coast
Minutes of the 2013 Ulysses Club AGM Event - Fraser Coast June Committee meeting
026 Frank McGuirk # 3007, Townsville Branch
Change of email details and question about the wearing of club gear at political meetings
027 Undisclosed Branch matter.
028 Paul Warner # 40107 Letter to members – meeting for potential new Branch in Adelaide Hills
029 Greg Bisinella, Australian Clothing Company
Introduction to Dementia Care Australia
030 Sandy Edwards # 25764, Fleurieu Branch
Invitation to the Branch 10th Anniversary celebrations
031 John Cook # 5048, Melbourne Branch Notification of the passing of Bruce de Courcy-Cann (Cann) # 10145
032 Barb Owens # 56396, Tweed Border Branch
Notification of new Branch Committee and Branch Contact Form
033 Grunt, Diggers Motorcycle Club Information about a ride for Legacy
034 Pam Bennett # 51618, Mandurah Murray Branch
Request for PLI
035 Club Laverda Queensland Information about Concours 2012
036 Damien Codognotto # 21208 Fluoro vests for motorcyclists
037 Undisclosed Branch matter
038 Wagland Salter & Associates Certificate of Currency – Public Liability Insurance
039 David Birchall # 16850, Hawkesbury Branch
Branch Financial report
040 Laurie Radley # 26123, Echuca Branch
PLI Request – Toy Run
041 Joan McKain # 5577, Mid North Coast Branch
Minutes of the Branch AGM, and details of the new committee
042 Peter Hollman # 43907, Director, 2015 AGM Event
Minutes of 2015 AGM Event managers Meeting, June 2012
043 John Jannis # 38194, Dubbo and Western Plains Branch
Motorcycle Awareness Week
044 Judi Raven # 57806, Bunbury Branch Membership question – moped rider
045 Workcover Queensland Renewal of Accident Insurance Policy
046 Terence Shannon, Lions Club Seeking support for fundraising
047 Gary Navas # 35882, St. George Sutherland Branch
Public Liability Insurance
048 Warren Foster # 39923, Fleurieu Branch
Audit results
049 Roger Pearson # 45797, Top End Branch
Branch Annual Financial report
050 George Pender #18066, Wagga Wagga Branch
PLI request
051 Eric Foster # 53758 Request for contacts (Perry Stephens responds)
052 Lara Fazzolari Member contact request
053 Merilyn Evans # 21606, Port Stephens Branch
Telemachus Medal enquiry
054 Alan Edney # 47196, Warwick Branch
PLI request for Bikes Thru a Bar
055 Linda Nicastri # 59464, Tweed Border Branch
New Branch Secretary
056 Janice Keyzer # 40661, Shearwaters Branch
Request for PLI
057 Christine Barker # 21277, 2013 AGM Event
Minutes of 2013 AGM Event Committee Meeting
058 Graeme Rule # 17528, Mallee Branch PLI request
059 Peter McGarry # 55059 Request for insurance information
060 Undisclosed AMC AGM
061 Undisclosed Branch matter.
062 Undisclosed Rider behavior
063 Christine Moore # 31933, Central Highlands Branch
Request for PLI
064 Tunku Motsumi Submission for acceptance of Ulysses Club Botswana
065 Joe Dunn Information on ‘Psychs on Bikes’
066 Lucy Gilkison Information Ride4Kids (Queensland)
067 Phil Lemin # 21113, Accident Scene Management Australia
Community program in South Australia
068 Pam Bennett # 51618, Mandurah-Murray Branch
Branch Contact Form
069 Steve Andrews # 45346 Black Dog Ride
070 Diane Parker # 49826, Redcliffe Branch
Seeking assistance for Branch Treasurer role
071 Ron Howell # 45382, Geelong Branch PLI Request
072 Keren Wheeler # 49927, Redcliffe Branch
Member Ridden On notice
073 Catherine Lewis # 34636 Home to rent on Magnetic Island
074 Herbert Heeschen # 54957, Redcliffe Branch
PLI request
075 Savaugn Pratt # 20508, Redlands Branch
Request for copy of Social Media Policy
076 Stephen Draper # 36741, Macedon Ranges Branch
PLI request
077 Paul Warner # 40107 Meeting of prospective new Branch, Adelaide Hills
078 Deb Lutton Looking to be a pillion
079 Liz Philips # 51646, Yarra Ranges Branch
Request for PLI
080 Russell Hodge # 36678, Dubbo and Western Plains Branch
Mail out to Branch members - Crash Course information
081 Allan Chadwick Screening of Isle of Man TT
082 Ian Winter # 53026, Lockyer Valley Branch
Application for change of Branch name
083 Anne Williams # 47816, Kalgoorlie Branch
Questions about Branch name change
084 Velda-Jane Townsend Selling used riding gear
085 Ron Parker # 649, Gympie Branch PLI request
086 Pat Teale # 1337, Cootamundra Branch
PLI request
087 Undisclosed Branch issue
088 Shane Kuhl Information about the 2013 Adventure Travel Film Festival
089 Karl Fletcher, NSW First Aid Response to an invitation to an ASMA course by Dubbo and Western Plains Branch
090 Steve Andrews # 45346, Black Dog Ride
Newsletter
091 Rob White # 22674, Director, 2013 AGM Event
2013 AGM Event Progress news - report
092 Judi Raven # 57806, Bunbury Branch Request for background information - MAOTY
093 Patrice Bell # 49685, Hills Branch Comments about the new website for Branches
094 Steve Porter # 30037, Northern Beaches Branch
Comments about the new website for Branches
095 Christine Barker # 21277, 2013 Ulysses Club AGM Event - Fraser Coast
Minutes, AGM Event Committee Meeting, 8th August 2012
096 Undisclosed Riding Etiquette
097 Sherilyn Sparks # 58670, Lower Murray Branch
Question about 60 and 70 year age badges
098 Jack Atley Gallery Information for members
099 Rex Beard # 37805 Border Mail Article
100 Ian Parks # 17332 Request.
101 Kerry Brennan # 60609, Broome and District Branch
Branch letterhead question
102 Jim Murrell # 13617 Selling bike in the Riding On
103 Rob Dixon, # 61247 Privacy concerns
104 Joan McKain # 577, Mid North Coast Branch
Changes to Branch details
105 Walter Vize Software offer
106 Darren Hunt # 61134 Ulysses Club shirt - complaint
107 Undisclosed Question about “Adventure before Dementia” badge
108 Ken Wagnitz # 21315, Adelaide Branch
Updated Branch Committee Contact Form
109
Peter Holman # 59242, Event Director, 2015 AGM Event Albury-Wodonga
Minutes of Meeting, August 2012
110 Ian Dix # 25589 Branch matter
111 Brian and Sheryl Cowan, Out of the Blue Tackle
Enquiry about a trader stand at the 2013 AGM Event
112 Guy Mander # 53243, Perth Branch Question about an expired membership
113 Rob Stanton # 33329, Blue Mountains Branch
Comments about the new website for Branches
114 David Coulthard # 54327, Hornsby Branch
Comments about the new website for Branches
115 Peter Anderson # 48070, Eurobodalla Comments about the new website for Branches
Branch
116 Ken Wagnitz # 21315, Adelaide Branch
Comments about the new website for Branches
117 Rob Stanton # 33329, Blue Mountains Branch
Letter to National Committee regarding the Branch websites - FTP
118 Warren Foster # 39923, Fleurieu Branch
Audit Follow up
119 Steve Inman # 17889, Whittlesea Branch
Seeking further info about the new Branch website
120 Bianca Pigott # 61444 Branch rides / membership refund
121 Peter Woods # 49985, Northern Rivers Branch
Request for PLI
122 Gordon Hooker # 36633 Website – comments about the Forum
123 Judi Raven # 57806, Bunbury Branch Members email addresses (postcode list provided)
124 Andy Keir # 55811 Website - comments about the Forum
125 Ian Hobson # 24217 Request.
126 Peter Alchin # 50314 Login information query.
127 Chris Dietzel # 59093, Canberra Branch
Updated branch logo and new Branch Contact Form
128 Glenn Dawson # 54620 Lockyer Branch
Advice on updated branch logo
129 Warwick Howson Association Liability Policy
130 Ian Clark # 41002 Request.
131 Bill Richter # 40085 Request.
132 Steve Porter # 30037, Northern Beaches Branch
Seeking advice on the modification of the new generic website
133 Ray Jones # 29736 Request.
134 Barry Nelson # 8549, East Coast Thylacines Branch
New website – needing username and login
135 Andrina Murphy-Hendry Application for sanction of Ulysses Club Switzerland
136 Rosey Sandow # 58593, Mallee Branch
National Memorial Day Ride
137 Graeme Rule # 17528 Request.
138 Trevor Northwood # 34488 Request.
139 Essey Thornton # 47805, Manning Valley Branch
Request for PLI
140 John Grace # 51410, Geelong Branch Request to relocate social meeting venue
141 Dick Prisgrove # 15067 Resignation from the club.
142 Ian Paterson # 42184, Canberra Branch
Comments about the new website for Branches
143 Robert Overdyjk # 32149, Eurobodalla Branch
Comments about the new website for Branches
144 Jennie Duthie Gordon Barrett and Associates
145 John Cook # 5048, Melbourne Branch Request for PLI
146 Christine Barker # 21277, Secretary 2013 Ulysses Club AGM Event - Fraser Coast
Minutes dated 29/08/12 of AGM Event Committee, Fraser Coast
147 Pat Lithgow # 6515, The Ulysses Club of New Zealand, Nelson Branch
Requesting e-copy of original Constitution
148 Undisclosed Telemachus Nomination
149 Ken Rooke # 10175, Wollondilly Wanderers Branch
Attending the National Memorial day ride to Cordeaux Dam
150 Patrice Bell # 49685, Hills Branch Attending the National Memorial day ride to Cordeaux Dam
151 Peter Smith # 47856, Hawkesbury Branch
Attending the National Memorial day ride to Cordeaux Dam
152 Mike Leonard # 50716, South Coast Branch
Attending the National Memorial day ride to Cordeaux Dam
153 Undisclosed Branch matter.
154 Brian Brealey # 43698 Notification of Robert Gabel – Ridden On
155 Jim Linos # 21375, Nepean Branch Attending the National Memorial day ride to Cordeaux Dam
Correspondence Out: From 30/06/2012 to 6/09/2012
# * NR From Subject
1 Jen Woods Approval of 2014 AGM Event cloth patch
2 Jen Woods Welcome to new members
3 Jen Woods 2013 AGM Event merchandise
4 Jen Woods Request for advice on PLI for the AGM Events
5 Jen Woods Mackay Branch – correct joining fee information on the Branch website
6 Jen Woods Wagland Salter, seeking PLI information on behalf of the AGM Host committee
7 Jen Woods ASMA - approval of the Crash Course for Motorcyclists for rebate
8 Jen Woods Geoff Williams # 17747 – Red plates in Victoria
9 Denis Paulin Letter to member with concerns about motorcycle traders/ overseas pricing
010 John Evans Blackall Ranges Branch – response
011 Jen Woods Letter to gauge interest in a new Branch, Adelaide Hills
012 Jen Woods Invitation to Memorial Day Ride
013 John Evans Response to member seeking to put information on the website
014 Jen Woods Legacy Ride information to Branches in the area of the proposed ride
015 Leo Farrelly Branch Financial reports – reminders to Branches who have not submitted reports
016 Leo Farrelly Guide for Branch Treasurers
017 Leo Farrelly Branch Financial Reports
018 Leo Farrelly GST Refund reminders
019 Jen Woods Updated Extended NATCOM Minutes sent to Branches
020 Chris Glover Acceptance of the Shipwreck Coast Branch logo
021 Administration Office Postcode List for Tamar Tourers Branch
022 Denis Paulin Letter to Mal Jarrett, Peter Stevens Importers
023 Jen Woods Branch Secretaries – email of Minutes etc
024 Helena Gritton MAOTY – Letter to Trainers
025 Helena Gritton MAOTY – Nomination Forms 2012
026 Jen Woods Branch Secretaries – information about “Pyschs on Bikes”
027 Jen Woods Letter of welcome to new Ulysses Club Botswana
028 Chris Glover Acceptance of the Bunbury Branch logo
029 Denis Paulin Letter to Terry Huggard # 55165 re Wodonga meeting
030 Jen Woods Letter to Port Stephens Branch
031 Jen Woods Fraser Coast Trader conditions
032 Denis Paulin Invitation to Motorcycle Manufacturers
033 Jen Woods Letter to Branches regarding new Branch websites
034 Jen Woods Request for interested parties on PLI
035 Jen Woods Post out for Dubbo and Western District Branch
036 Perry Stephens Information to international members about Ulysses Club Botswana
037 Jen Woods Approval of change of branch name from Lockyer Valley Branch to Lockyer Branch
038 John Evans Generic website query
039 John Evans Banner for Branch websites
040 Denis Paulin Media statement
041 Jen Woods Response to Echuca Branch request to relocate meeting venue
042 Perry Stephens International Membership Application
043 Jen Woods Letter on behalf of Fraser Coast AGM Event Committee
044 Helena Gritton Letter of invitation to Branches – National Memorial Day ride
045 Chris Glover Brian Cowan – Trader for Fraser Coast AGM Event
046 Chris Glover Approval of Canberra Branch logo
047 Jen Woods Branches – letter re. Nomination for National Committee 2013
048 John Evans FTP Websites – information to Branches
049 Jen Woods Letter to Loaded Technologies – termination of website services
050 Jen Woods Letter of appreciation to website moderator
051 Jen Woods Letter of appreciation to website moderator
052 Perry Stephens UK Ulysses Club
053 Leo Farrelly Whyalla & Districts Branch – advice on Annual Return
054 Perry Stephens Wolfgang Thomasitz # 61301, Ulysses Club Switzerland
055 Jen Woods Harley Ria – Ulysses Patch
056 Jen Woods Hardcore Biker – Ulysses Patch
057 Jen Woods Letter of welcome to new Ulysses Club Switzerland
058 Perry Stephens International Gathering in UK
059 Helena Gritton Response to Ulysses South Africa 15th Rally and AGM. 10th to 12th May 2013
060 Jen Woods Postcode List for Brisbane Branch
061 Helena Gritton Letter of Dedication to Stephen Dearnley # 1
062 John Evans Member use of Forum
063 Denis Paulin Vale Geoff Mayfield # 281 – notification to Branches
064 Perry Stephens Introduction of Ulysses Club Switzerland to other International Clubs and members
New members Some comments received back after sending the New Members welcome letter are: “Thanks, I’m with Central Victorian part of the club in Bendigo. They are a great bunch of people who have made me very welcome. Much appreciated.” “I would like to take this opportunity to inform you of the warm and extremely welcoming reception I received by the members of the Perth branch. They have gone out of their way to make myself and my wife feel part of the Ulysses community. I joined as a learner rider here in WA, and the Perth members have assisted me in shadowing me while riding and providing me with a wealth of guidance and instruction. (Not formal lessons, only assisting me in getting many K’s over varied terrain, conditions and days). I have since past the assessment for the RE class here in WA. I am now on my learning adventure to ensure I stay upright. I am looking forward to many more interactions with the members of Ulysses and developing friendships with the members from Perth I have met to date”. Isn’t it fantastic to hear about Branches making new members so welcome?
I am still receiving conflicting comments about Branches being ‘informal’ and intend to prepare a document to send to try to clear the confusion.
I have had some requests for Nomination to the National Committee after the publishing of the notice in Riding On, on the website and a mail out to Branch Secretaries. The new members for acceptance at this meeting from Feb - April, are from these states: ACT – 5 NT – 4 VIC – 46 NSW –98 SA – 9 WA - 32 QLD – 44 TAS – 8 International – 1 (USA) The spread of the ages of the new members is: 40 – 49 = 78 50 – 59 = 115 60 – 69 = 46 70 – 79 = 7 80 – 90 = 0 Jen Woods # 21395 – National Secretary. The National Secretary’s Report was moved on the motion of Jen Woods and seconded by Chris Glover. Further to the National Secretary’s Report.
The Lockyer Valley Branch requested a name change to Lockyer Branch. This has been discussed by the National Committee and the name change has been approved. National Secretary will notify them of the decision. National President Denis Paulin requested that the National Committee approve the purchase of a computer for the use of the National President for business related to the Ulysses Club. For further discussion. The Geelong Branch has requested approval to change the venue of their monthly social meeting. Following discussion the change of venue was approved. Refer: Correspondence In: 140.
8. National Treasurer’s Report
Financial Statements. The Financial Statements for the six months ended 30
th June have been received from the accountant and are
summarized below. From the Balance Sheet we see that:
Jan-Jun 2012 Jan-Jun 2011
Excess of assets over liabilities $1,215,230 $1,231,142
Total funds on deposit $1,195,336 $1,253,089
Property plant and equipment $27,188
Computer time and homepage (includes $54,000 for web project to end June)
$64,572
$24,040
Computer upgrade and assistance (includes $30,940 for iMIS upgrades related to the web project to end June)
$40,707 $6,572
UCARF funds for disbursement $73,396
Subs received $255,394 $286,370
Joining fees received $20,602 $21,900
Interest received $38,070 $23,265
Expenses $506,010 $381,173
Operating profit/ (loss) for the period ($39,040) $17,978
AGM Surplus $72,326 $26,221
Adjusted profit/(loss) ($111,366) ($8,243)
Gear shop sales $107,087 $97,536
Closing stock on hand $132,294
Please note: the major components of the increase in the loss this year compared to last year are:
Increase in computer upgrade and assistance $33,965 Increase in computer time and homepage $39,352 Increase in general expenses $ 5,254 Increase in printing and stationery $15,010
(Includes $5,363 for Stephen Dearnley’s Memorial booklets)
Increase in Riding On costs $20,819
Annual Branch returns. Some 20 annual returns are still outstanding. Letters to these Branches have been prepared for President Denis to sign (as they have failed to respond to my requests). B-Pay. The National Office Administrator is keen to implement the B-Pay facility but this activity will be held over until the web project is out of the way. Costs will be: Establishment fee: $99
Biller Code fee: $55 per biller code (we’d probably only need one) Transaction fee: $0.99 per transaction Credit card transactions: 0.66% of payment value.
Term Deposits. One of our Term Deposits with St George ($150,000) has been closed and invested with the Commonwealth Bank. Closing interest was about $9,000. Leo Farrelly # 21630 - National Treasurer. The Treasurer’s Report was moved on the motion of Denis Paulin and seconded by John Evans.
9. National Vice President’s Report
Motorcycle Apprentice Of The Year (MAOTY). MAOTY nominations are starting to arrive, received 2 so far (from NSW and WA). Unfortunately due to family commitments, I was unable to travel over to Adelaide to sit in on the SA nominees’ interviews earlier this week, however according to a report just received, four Candidates names were put forward and a Candidate has been selected; that person will be up against WA’s entrant.
Kangan Institute Victoria will be announcing their MAOTY candidate at a Ceremony next week and again due to very late notice, I will be unable to attend, but I have passed the E-mail invitation on to Perry Stephens # 26184 to see if he or someone from the Melbourne Branch is able to attend. A notice seeking a National Adjudicator has been written and will be published in the November edition of the Riding On.
Event Management Program (EMP).
I have been going through each individual task holder’s EMP tasks, deleting duplicated entries and updating timelines / details and support notes as I go. It is a time consuming task but the end result should provide a good reference base for the task holder. Sponsorship.
Bob McDonald # 21040, National Sponsorship Coordinator, and I have been bouncing around further possible sponsorship ideas; several of these avenues have been explored. Bob has had some successful and some not so successful experiences but he has come up with a major prize for the Members’ Details update, overall draw, for consideration. Contracts have been drawn up for:-
a) Rising Sun Honda regarding sponsorship for the Ulysses Club Road Safety Forum barbeque breakfast and b) Armstrong’s Driver Education - Gordon Barrett is the negotiator.
National Treasurer Leo Farrelly and Rising Sun Honda have signed their respective Contracts. The Sponsorship spreadsheet for 2012/13 is undergoing an upgrade. Refer also to Bob McDonald’s report. UCARF (Ulysses Club Arthritis Research Fund) National Raffle. Administrative advice relating to the processes involved in running a national raffle as well the actual procedures has been formulated. Thanks National Secretary Jen Woods and Naomi Downie, National Office Administrator.
Administrative. The Guidebook for Members has been printed and Branches have received several copies. I had a phone call from the office of Liquor and Gaming Regulation regarding a request to advise our members of the ruling relating to the inability to wear the large Old Man Logo on motorcycle clothing, jackets etc. if entering pubs or clubs whilst in Hervey Bay in 2013. A letter to members attending the 2013 AGM, relating to the wearing of our Club Logo in licensed establishments has been formulated. A letter regarding the unveiling of the Stephen Dearnley # 1 Memorial Plaque had been sent to Branches in the Sydney basin and surrounding areas. A letter to Branches relating to the National Memorial Day Ride, containing tributes to Stephen Dearnley # 1 from National President Denis Paulin and John Miller # 248, Editor of Riding On journal, had been drawn up and sent to all Branches. Public Relations. David Gritton # 8810 and I have been invited as special guests to attend the Fleurieu Branch’s 10th Birthday celebrations, next weekend. PROBUS Club Millicent has invited me to be a guest speaker later this month. Helena Gritton # 14027 - National Vice President The National Vice President’s Report was moved on the motion of Helena Gritton and seconded by Jen Woods.
10. National Sponsorship Coordinator’s Report
1. The sponsorship from Armstrong’s Driver Education is waiting to be approved. The details had been circulated previously but in addition to that is that Gordon Barrett and Associates, who are handling their sponsorship, have been
advised that a National Committee meeting is taking place this weekend, after which a decision should be made available to them (initially they were expecting a response by 31st August 2012). An extension of conditions applicable is that Armstrong’s Driver Education will not be expecting to pay the sponsorship until after the AGM 2013, once they are happy with the way the banners are placed at the AGM venue etc. I anticipate that this will be acceptable with the National Committee. This has not been done before so I shall await Helena Gritton’s instruction after the National Committee meeting. I’ll issue the site plans, indicating where the banners will be placed, and ask that an invoice be raised and be sent to Gordon Barrett and Associates by 30th September 2012.
2. Chris Glover, National Purchasing Officer, has advised me that the cost of tank hats from Australian Clothing Company will be $5.50 each or we can order 2000 hats and they would most likely sell them to us at $4.50 each with their logo on the hat (since discovered that this logo will be in the inside of the hat). I find this to be a big ask from sponsors; trying to get $9,000 at least in cash and then dividing that between three sponsors at $3,000 each is a possibility, but because firms don’t generally like the idea of sharing their logos or names with other firms on the same garment, it may not get off the ground (as was the case with the shirt idea that failed). I could look at 400 hats at $5.50 each = $2,200, which may produce a better opportunity and will only involve the one firm (l know you see lots of shirts these days with various companies). However, I have applied to Suncorp Insurance for the sponsorship of 500 of their hats. It will take about a month for them to look at and come to a decision. The hats are a standard stock colour - light green tank hat which they already have in stock; a Ulysses Club member from the area will keep an eye on this sponsorship application.
3. The web page banner featuring QBE Insurance is being sorted out with Naomi Downie, National Office Administrator and Michael Gallagher the Manager of QBE. I will be meeting with Michael in Melbourne on Monday 26th November 2012 and I will gauge his feelings on how we can put together a sponsorship package for the future, with the aim to help the Club financially. I shall be able to shed more light on this sponsorship proposal at the National Committee meeting on the 1st December 2012.
4. I am waiting on a response from Paul Gates Marketing Manager of Shannons regarding the Show and Shine during the Fraser Coast AGM. Paul will be meeting with the Shannon’s representative in Maryborough (Paul was also responsible for Shannon’s sponsorship at the Coffs Harbour AGM Event). I have put forward a proposal and am waiting for their reply and possible approval.
5. Ulysses Club Arthritis Research Fund (UCARF) raffle: I am waiting for Naomi Downie, National Office Administrator, to send me the final draft of the tickets. Once reviewed, she can then proceed with printing; we are aiming to have them distributed to Branches by early October.
I will be spending a camping weekend with the AGM Event Committee of Fraser Coast along with the surrounding Branches at the Maryborough Showgrounds from 28th to 30th September 2012.
Bob McDonald # 21040 - National Sponsorship Coordinator. The National Sponsorship Coordinator’s Report was moved on the motion of Helena Gritton and seconded by Perry Stephens. 11. National Administration Report Website: It has been a pleasure to work with John Evans, National Website Manager, Michelle Dick # 25391 and the web development team on the new web sites. MerlinFX are extremely professional and show 100% commitment to Ulysses Club Inc. which is an amazing difference to the lack of service we are used to receiving. Most members have been patient with us during the business of the first two weeks of the roll out of the web site but a small number of members have been rude, intolerant and abusive. It is a shame when members forget that there are people at the end of the phone or computer working tirelessly for them, not against them. We do appreciate and encourage constructive criticism. Premium sites – examples will be available on the Branch Support site by the end of the weekend to view. http://branches.ulyssesclub.org
Duplicated email addresses: Some people are finding this matter an issue. New websites do not generally allow duplicated email addresses. We went through the membership list and found approx. 3600 duplicated and triplicated email addresses; we actually found one email address that was shared by 6 people. If the site allowed all of these people to use the same email address, any time a password enquiry or newsletter was sent out, every person would receive this. We have had some Secretaries join up all their neighbours using their email address and placing it on their join up forms. This is the issue. Email addresses are also linked to financial payments in iMIS. We have provided solutions for people to set up a free internet account. iMIS (The Club’s National Database): We have had a few issues when setting up iMIS to automate processing. However, we have now overcome most of these issues and members can now pay online for merchandise and AGM Event registrations as well as complete address changes, which process themselves directly into the system as opposed to the previous system of a member submitting an address change and it being emailed to our office for printing and processing. Members will come to learn that, with the new National Website, that this is separate to the ‘My Membership’ website which is in fact a component of the National Database. It is a secure payment area and you will always need to log into this when moving from the main website to the ‘My Membership’ area. MelinFX do not have anything to do with this membership website, other than providing efficient links from the main site to this site. There are no financial transactions processed through the Club’s main website Direct Deposits: Members are using the new Rebate form well which is cutting down on the amount of cheques being written which is a great result. Naomi Downie – National Office Administrator.
The Administration Report was moved on the motion of Denis Paulin and seconded by Helena Gritton. 12. National Purchasing Officer’s Report
Clothing company, Xtreme Design Clothing, is selling off the remainder of their stock before the owner moves overseas. They have had a License Agreement with the Ulysses Club for a number of years, and sell jackets and vests with the Old Man Logo on the back. I would like to purchase the remainder of the stock, for sale through the Gearshop. This would prevent the stock being bought by a third party, and potentially being sold off to non-members. If sales went well there is the option to purchase more stock, and keep the best selling products as stock items. Their vests are especially popular, and make up the majority of the remaining stock. The owner has now agreed to sell the stock for $1000 below cost price. I am hoping once the new website is fully operational, it will improve sales, with products becoming easier to buy, and the streamlining of the order processing system resulting in quicker handling and postage times. Last week I visited the Australian Clothing Company to finalize details of samples for new products. Hopefully samples will be ready for our next National Committee meeting. The Fraser Coast AGM Event merchandise is finalized, with an order due to be placed in October. This will allow for production and dispatch before factories close for Chinese New Year. The Quartermaster Ramblings this month reminds branch Quartermasters to have their orders in by the 30th of November, to ensure goods arrive before Christmas. Chris Glover # 25012 - National Purchasing Officer. The Purchasing Officer’s Report was moved on the motion of Chris Glover and seconded by Denis Paulin. 13. International Liaison Report Since the Report I presented to the previous meeting we have sanctioned two new Clubs. Our man in Botswana first contacted us about two years ago when he rang President Denis for some information. There have been many emails exchanged since then, requesting and giving advice. On 31st of July Tunku Motsumi and his Committee sent their proposal letter to us. This was accepted by the National Committee and the Ulysses Club Botswana was sanctioned. This week they requested advice regarding their Club logo to take to their Committee meeting of Wednesday 5th of September. We have been exchanging emails with Wolfgang Thomasitz # 61301 for several months regarding the establishment of a Ulysses Club in Switzerland. He has put together the inaugural Committee and on the 27th of August they sent their proposal letter together with a photo of the Committee members. This was accepted by the National Committee and the
Ulysses Club Switzerland was sanctioned. Wolfgang has since given us the link to their new website and their Club logo for comment. Information from Valerie Estabrook, President of the Ulysses Club-UK, informed us that the International Gathering was a success. As well as the UK members, they had members in attendance from Holland and Norway as well as a number of travelling members from Australia. Included were Bill Vann # 2 and Rita Bekker # 36046. The Ulysses Club Germany enjoyed their trip to England and Scotland. This trip was written up in their newsletter; Weiter Farhen. The New Zealand Club now has 29 Branches, a Branch at Turangi was started recently, this is on the North Island to the South of Lake Taupo, well known for its trout fishing. They will be celebrating their 25th Anniversary next year and they are producing a book celebrating the first 25 years of the Ulysses Club of New Zealand. The book is being written by Peter Mitchell, one of Peter’s best known books for motorcyclists is "Great Escapes - A guide to motorcycle touring in New Zealand". The book launch will be on Friday the 15th March 2013 at the NZ AGM weekend, 15th to 17th of March in Rotorua. A message received from the President of the South Africa Club, Mauritius Meiring, reads as follows… Hi Helena, Please could you diarise the above date as we would be very honoured if you and any of your fellow NATCOM members would be able to accept our invitation to attend this rally and we would love to see you and David again and meet, if not all, some of your NATCOM members. It will be held next year at the Forever Resort Game Lodge – Loskop on the 10th to 12th of May 2013. This is the link to the website – just to whet your appetite! http://www.krugerpark.com/loskopdam-resort-conferences-and-functions.htm Kind regards, Mauritius Meiring Ulysses South Africa National President [email protected] Perry Stephens # 26184 - International Liaison. The International Liaison Report was moved on the motion of Perry Stephens and seconded by Jen Woods.
14. National Website Manager’s Report
The new website is up and running, wahooo! There have been a few issues with the logins but thanks to a mammoth effort by the National Administration Office (NAO) staff this was sorted fairly quickly. The dual login will remain until we are confident that both websites are performing well and then we’ll move to a single login. Other issues which kept us busy in the first week revolved around the forum, one of the huge ones being that the ‘smileys’ don’t work, I kid you not. Members who use the forum amount to 0.7% of the total membership but they make the biggest noise which unfortunately distracted us from some of the real issues. Branch websites have been a mixed bag. A few of the Branches who had their own sites hosted by us are not happy with the generic solution, but they do have the option to keep their existing site by having it hosted elsewhere. I would like to reinforce with these branches that the staff at NAO are ready to help during the transition to get their sites to where they want them. On the up side, about 90% of branches with their own sites hosted by us have made the transition with no problem. Branches who didn’t previously have a website are the big winners with many ecstatic that they now have an online presence. One problem we did find when we did the mail-out to branches is that some secretaries are not passing on information to other committee members. We will make mention of this in our newsletter to branches. We have set up a new joining form on the website which gets peoples details such as licence before we take their money and I am pleased to say it is working very well and is bringing lots of positive feedback. Overall, the positive comments about the whole new website far outweigh the negatives.
We now have a website that will be worthy of attracting advertisements and sponsorship. This is an issue we will have to give considerable thought to and will be discussed in an addendum to this report. With the tools provided to us within the new website we can now handle our own sponsorship outcomes without the need to consider a third party. We’ll cut out the middle man. In regard to any new branch ratified by NatCom, we should consider making it a rule that they be supplied with an immediate online presence by setting up a website for them. In the beginning it can list the contact details for the committee and details of their meeting venue but can grow with time. We now have an E-News facility which can send an email to every member or to a select group with the push of a button. This will have the most up-to-date list of member email addresses and it offers other benefits such as tracking and record keeping of all outward mail. Any future mail outs to branches or members from NatCom should make use of this facility by forwarding all messages to NAO for posting out. The NAO staff is now well trained in the use of the new website. The work they have done, along with Michelle Dick’s input has saved this Club a fortune. These people have gone above and beyond any normal expectations and for this I thank them so much. Their training is a valuable asset to the Club, especially when it comes to helping branches build their websites. It’s now only two weeks since the launch of the new site and all is going well, but look forward to more improvements as we progress with this major roll out. MerlinFX Advertising Platform = MAP
MerlinFX have gifted to the Club an extra component to our website – the MerlinFX Advertising Platform. Ulysses Club Inc. will have its own account within the MAP system which we can manage completely. There is no need for a third party to handle website advertising (as opposed to Print Advertising = Gordon Barrett and Associates). A note from MerlinFX about why they have given the Club access to this MAP:
• We've been using it on smaller scale sites and want to see it running on a bigger scale site.
• We believe the Club will gain a massive benefit in controlling their own advertising space. With that, one needs management tools to do so.
• A successful Club is a growing Club. A Club needs funds to grow. Having a site that is self-income producing helps the club to expand its site as well.
• Our interest is that the Club’s site is successful which means more success for MerlinFX as well.
• There is nothing to lose and much to gain with ease of management, statistical data for your sponsors etc.
• Doing this manually is not possible with the features available.
• We want to create some Benchmarks and Case Studies.
Facts about the Platform:
MerlinFX Advertising Platform is a web based Advertisement Server and Banner management software tool for
rotating and displaying banner ads online, while tracking statistics such as impressions and click-thru rates. It is the
perfect solution for those website owners and online advertisement agencies looking for an affordable, advanced, yet
easy to use advertisement tool.
Top Features and Benefits
� Set up your zones, set up your advertisements and get them to rotate according to your rules. The beautiful and highly
intuitive interface gives you full control over your advertisements, advertisers and zones.
� Use Flash, HTML or Text based advertisements. MAP even comes with an HTML generator packed with several
templates that creates the HTML required for such banners. It even supports Page Peel, Overlays and On Enter Ad
banners!
� Define advertisement rotation hours and days. Target advertisements by countries and even cities. You can even target
your advertisements to iPhone, iPads and other mobile devices!
� Set up as many zones, advertisers and users as you need. There are no built-in limits as to how many advertisers,
banners and zones you can set up.
� Paste ONE line of code into the places of your site where you want your advertisements to appear. MAP will then serve
and rotate advertisements based on your rotation rules. You can even have the advertisements to auto-refresh without
reloading the page! Unlimited advertisements and users
Supports virtually an unlimited number of Advertisers, Banners, and rotation Zones.
Independent Client Zone
Advanced real-time reporting options for you and your advertisers. Statistics are real-time and available 24x7.
Zone Based
Your Banners are displayed in Zones which you define by inserting a simple piece of HTML code on your web pages.
Assign any number of Banners to any number of Zones! Serve advertisements anywhere
Display your advertisements on any type of web page. The MAP zones let you display your advertisements on any type
of web page regardless of their technology (PHP, ASP, .ASPX, .JSP, you name it!).
All Advertisements supported
Support all kinds of banner advertisements: Use GIFs, JPEGs, Text ads, HTML Banners, Flash Banners, Java applets,
Rich Media Banners, and third-party ad agency code. You can even use templates to generate the HTML code for your
complex banner advertisements. Target mobile devices
You can set up your advertisements to be shown only to mobile devices like iPhone, iPads, BlackBerries, Android
devices and more! Full advertisement control
Link, Text to display beneath the Banners, rotation schedule, Status (Active, Paused, Expired, Default), Weight, Cost,
Max. Number of impressions per day and more! Advertisements can be weighted
Some advertisements are displayed more often (or less) than others. You can even configure the number of banner
impressions per day as well as whether or not a Banner can be displayed multiple times on the same page.
[We discussed that you can limit free advertisements that might appear on a Branch site as Branch Supporters. eg:
show X times per day vs Paid Branch Advertisers / Sponsors shown all the time.] Scheduling rules
Banners can be scheduled to start rotating by defining a Start and an Ending Date and Time. Also you can have
"Default" Banners to display when there are no available Banners to show in order to track your higher traffic Zones
(and fill the Banners space!). Exclude Banner Competition
Set up your advertisements to not be shown after displaying a competitor advertisement and vice versa. Automatic Flash Detection
MAP can automatically detect flash capable devices and serve the corresponding advertisements to them. You can also
have a graphic only and a flash version of the same advertisement! Not a fan of Flash, but if required it can be included. Geographic Targeting
Your advertisements can be set to be displayed only to visitors from specific countries. You can also target your
advertisements by city and region.
[For example, use it within the Sponsor space at the bottom of the main site, AGM sites, some or all of the Branch sites
AND within Riding On Articles to show an Advertisement for an Adelaide bike shop to a person looking at that article
from Adelaide and deliver a different advert to someone looking at the page or article based in Lithgow. Essentially
targeting users directly with relevant advertising based on their location - if the advertiser wants to opt for that. This
can be a premium extra to charge the Advertiser if required. A price for blanket advertising or a price for targeted
advertising. There are options. ]
Keyword Support
Define keywords that will trigger your banner advertisements display. This option works great with search engines and
page referrals. [If an article is talking about a certain type of gear or bike and the Advertiser has opted to have his advertisement
appear when certain keywords appear on a page across one or many sites, their advertisement will appear. MAP can
deliver relevant advertisements based on article content and/or location] Track Conversion rates on visits and clicks
You can also track the Return on Investment on Your Advertisements (acquisitions) and see how many of the clicked
banner advertisements turned into sales. Banner auto-rotate
Auto-rotation code will rotate banners without having the user to reload the page. The application can even add an eye
catching transition to catch the user’s attention. HTML5 Charts
Using state of the art technology, the MAP can display beautiful charts using the latest HTML5. Page-Peel Ads Supported
You don’t need to acquire or design any Flash for creating those stunning page peel effects. MAP comes ready with
everything you need to set this amazing type of advertisements. All you need to do is provide the graphics and that’s
all! Automatic E-mail Notifications
Option to automatically notify you and your advertisers about their expired Banners. Detailed Statistics log
Maintains a comprehensive log of hits and click-through information in the back-end database for full reporting. You
can track pages, countries and even page parameters and export them later for your own analysis. Riding On - What do we have to consider?
1. Change of terminology – Rather than just ‘advertising’ we now refer to Riding On (RO) as ‘Print Advertising’, web as ‘Online Advertising’.
2. Gordon Barrett & Associates (GBA) – How can we work together to benefit the Club in the best way possible? Suggestion for Riding On (Remember Ulysses Club Inc. owns the rights to Riding On, GBA are contracted to do the
Print Advertising the two should not be confused. Print Advertising is separate to Online Advertising.) Riding On E-Newsletter: We are in no way suggesting to replace Riding On in its full form on the web. What we are suggesting is the creation of a subscription based (i.e. opt in) e-newsletter that anyone, not just members can subscribe to via the web which may be one page only featuring editorials as agreed by John Miller # 248 and Ian Parks # 11735 and advertisements that GBA have sold for Riding On but packaged to also feature on the website. This means GBA will not lose out from the web and the web will not lose out to GBA. We work together (no contracts) to enhance all opportunities for the Club’s growth and future.
We would like to place a ‘Riding On News’ category in the Main website news area. There are more options available there as well for Advertising. e.g. In the Riding On category heading we might be able to place a MAP script that shows only Riding On advertisements at the top of the page. The e-newsletter uses our new MerlinFX system. Each person who signs up for it is sent the last Riding On e-newsletter. It's formatted the same as Riding On and can have Advertisements from the journal in the newsletter. The news is simply 4-5 articles that can be auto fed from the site and auto sent on a regular basis. e.g. Every fortnight or month. Depending on how often there is news. Also MAP might be able to be used to place an advertisement at the end or middle of a Riding On Article. As mentioned, it is in the best interest of all parties and the future of the Club to ensure the longevity of Riding On is maintained - here is a way to drive their advertisements further using our online solution. GBA can offer not only print packages for Riding On but Online as well and not interfere with our Club Sponsored / Event Sponsored banners, Other advertisement placements or the Branch Supporter sections (unless required for a particular Branch). GBA’s advertisers can have an online presence as well as print. The website can pack more advertisements into a single location based on the viewer’s location. Imagine someone from Lithgow reading an article only to be presented with an advertisement from a bike shop in Lithgow and the person from Adelaide also reading the same article is presented with an advertisement from the bike shop in Adelaide. You don't get that option with print. Considering it is niche content, an online version that has up to the minute news & information might be something that appeals to the more savvy or younger reader who will learn about the Ulysses Club by default. This then starts to make Ulysses Club Inc. a household name to younger riders who will then naturally join when they reach 40 years of age. Important: We cannot hand over the recipient details due to the Privacy laws and SPAM ACT 2004 compliance. RO can only submit content to us through the National Administration Office.
Since the new launch, statistics have shown us that of the 23,000 + visitors in the last couple of weeks, there have been thousands of views using mobile devices like iPads and smart phones. MAP can also deliver mobile specific advertisements if a reader is using a mobile device.
The possibilities available now for RO to provide not only a PRINT and an ONLINE package, but you can tweak the ONLINE options for our Advertisers to include location based and keyword centric placement of advertisements. Advertisements that will show for mobile devices. It just got better without RO needing to do anything. The only change required is that some advertisements be converted to different sizes and file formats optimised for the web. Any graphic artist can do this.
AGM Event Sites – Update. MerlinFX have waived the fee for the AGM Event 2013 and 2014 sites, they have given us something a lot more substantial, a designer look and in line with our Branding. Come next year when 2015 site goes live, the cost to the Club is $40 + GST Per month. This should be included in all future AGM Event Budgets. It costs quite a bit to design, code, add the features that it has and continue to have. It's a token payment really. The monthly amount barely covers hosting. It includes daily onsite and offsite backup, 24/7 monitoring, search, banner rotation and a new banner will be introduced in due course. The cost includes: * Interactive designer rotating banner. * Email newsletter signup that connects direct to a specific AGM 2013 email list. * There is a separate email newsletter branded for AGM 2013, 2014 etc. * Special sections for Volunteers, Motorcycle manufacturers and Traders. * Automatic news headlines to the Front Page. * Automatic News headlines fed to Ulysses Club Facebook (FB) and Twitter pages (already occurring now, even though FB page is not live yet). Twitter on the other hand is live. * Automatic News Gallery created to home page and Photo Gallery page. * SEO enhanced footer that allows search engines to easily index standard HTML links to properly index the site. * Advertisers can easily submit Member Benefits, Advertisements, Club or Event Sponsorship.
* Enhanced FAQ page with categories and automatic sorting based on the users. The more popular the question, the higher it appears in the list. * Detailed online form for Volunteers with thank you message and auto email response of details submitted. Copy emailed to AGM 2013 person and a BCC copy elsewhere (this can be anyone specified). It's already set up. * Connection to MAP (MerlinFX Advertising Platform). * Climate page talks direct to a weather feed updating the weather daily with a 4 day forecast. * Each AGM site is on a constant upgrade path. In other words each AGM site created benefits from the upgrades that occurred previous to it along with upgrades throughout the year. * With MAP one can offer targeted advertising opportunities for Event Sponsors. e.g. show different ads on the same page to people based on the location they are looking from. We have the AGM Event 2013 site to a point where the team is happy. We are now about to focus on the AGM Event 2014 site to ensure the team is happy with the content. In all instances we are avoiding duplication of content, keeping the sites fresh and lively. John Evans # 17954 – National Website Manager. The Website Report was moved on the motion of John Evans and seconded by Chris Glover. Further to the National Website Manager’s Report:
John Evans, National Website Manager, requested that the National Committee agree to the purchase of a new computer for his use as the National Website Manager. A model compatible with those computers used at the National Administration Office would be chosen. For further discussion.
15. National AGM Event Coordinator’s Report Australian Event Awards:
The Mildura AGM Event has been nominated for both the Australian Event Awards and Victorian Tourism Awards.
The Mildura AGM Event has made the finals of the Australian Event Awards, with the winner to be announced on Thursday 13th September. We should hear soon if the event also makes the finals of the Victorian awards. This will be held in Melbourne on 19th of November.
Congratulations to the AGM Event team from Mildura. What a great effort!
2013 Fraser Coast:
Preparations are proceeding smoothly and traders’ spaces are filling quickly. It is promising to be another great AGM Event, and one I’m sure that members will enjoy.
Can members please ensure they direct any inquiries regarding the AGM Event to the Event Secretary, Christine Barker, at [email protected]. Please do not send inquiries to the Fraser Coast Branch or National Secretary. In this way we can ensure that there is a consistency of information regarding the 2013 AGM Event and a record of all correspondence documented through the AGM Event office. The AGM Event Secretary can then forward the correspondence on to the relevant person to correctly answer your query.
Recreational vehicles (RVs) have some excellent facilities at this event, and members are booking them quickly. There are some excellent tours being arranged by the local booking office, and these are also filling fast with our members.
2014 Alice Springs:
The 2014 AGM Event team is working on the merchandise, and it sounds like there will be some impressive artwork on the T Shirts. They are hoping to have samples ready for the Fraser Coast AGM Event. The agreement for the event site has been finalized, and talks continue with Government departments regarding possible grants available.
2015 Albury-Wodonga:
I visited Albury-Wodonga last week and had a good look around the Event Site and Check In area. Both of these venues are very suitable for our needs. We met with Jane Evans the Council Events Coordinator, who is very enthusiastic about the event. Thank you to Peter Hollman # 43907 and the team for showing us around and making us feel welcome.
AGM Event 2016?
There has been considerable interest in the opportunity to host the 2016 AGM Event, and I recently toured one of these sites, where the local proposal team was full of excitement and enthusiasm. Thanks for showing me around your beautiful city.
Just a reminder that any other proposals need to be inspected before the end of October, so please email me if you are considering submitting a proposal.
Chris Glover # 25012 - National AGM Event Coordinator.
2013 AGM Event Fraser Coast - Progress Report
Good progress has been made in almost all areas since the last National Committee meeting in Maryborough at the end of June. No real issues or problems to report.
A team-building camping weekend for Managers, Coordinators and their team members will be held at the Showgrounds site during the last weekend in September. This will be the first opportunity to introduce all teams to each other, and to begin the exchange of planning information between teams. It is anticipated the National Sponsorship Coordinator, Bob McDonald # 21040, will be in attendance.
****************
Campground – A one-way traffic flow map through the campgrounds has been established and is available on the new event website. One of the biggest issues was establishing detailed plans to properly manage the RVs and vehicles other than bikes.
An information sheet for RV/Caravan owners wishing to camp at the 2013 site has been drafted, and is available from the AGM Event website.
Catering – A meeting has been arranged with the new Brolga Theatre caterer, ‘Gusto’ to finalise catering options and costs for the Extended NatCom Meeting, AGM and (possibly) the Road Safety Forum breakfast.
Check-In and Commemorative Merchandise – Merchandise contracts for Australian Clothing Company and Antidote Pucks have now been signed by both suppliers and forwarded to the National Treasurer for counter signing. A contract has been sent to Coolaz Design (Drink Coolers) for signing, but has not yet been returned.
Communications – A meeting has been held with Telstra to discuss internet/communication options that are available at the showgrounds. We are advised that it is not economically feasible for them to install fibre-optic cable, but that 3G/4G technologies will be adequate for our requirements for the National Administration Office and Gearshop. We have been advised by Telstra that traders normally use wireless Eftpos.
A provider of wireless Automatic Teller Machines has offered to install two cash-points, and to stock and maintain them during the event at no cost to us. The Event Treasurer is currently seeking further information before offering a contract agreement.
Decorations – The decorations team is well advanced, and have organised working bees to make decorations over the coming months. They are liaising directly with Geoff Yallop at Pages to ensure that their ideas for ceiling decorations in the Hoecker are feasible.
Entertainment – A contract is now in place for a band on Friday night in the Hoecker. Sponsorship negotiations are ongoing regarding the Saturday night entertainment, but it likely that agreement will be reached by the end of September. A variety of light entertainment has been programmed for most afternoons and evenings in the Piazza. Quotes for Piazza sound & lighting have been requested from two companies, plus a 20 square metre LED screen from Big Screens Australia.
Event HQ – A quotation has been received for a site PA system which will be housed in Event HQ. Awaiting a second quotation before deciding the best solution.
First Aid – There has been some difficulty gaining commitment from any supplier for a First Aid building. We are optimistic however, that this problem will be resolved by the end of September.
Our First Aid Coordinator is working directly with the National Administration Office to buy a defibrillator unit for use at our, and future, AGM Events.
Functions & Meetings – Bookings have been confirmed at the Brolga Theatre for the Extended NatCom and Annual General Meetings. Various other meetings such as the Road Safety Forum are also well in hand at the moment. Our Functions Manager, Lorraine needs a few more people on her team to assist with this area.
Gate Control (Security) – Our Gate Control Team comprising members from the Sunshine Coast Branch is well advanced with their security and gate control planning. An expression of interest and preliminary quotation has been received from Scott Adamson Security from the Gold Coast (who handled security at the 2001 event) for professional security services.
Gear Shop – Racking systems for the gear shop have now been received and paid for. The equipment is securely stored at a private residence.
Government Liaison – A Council Compliance Officer has contacted us to ensure everything is in place for our building/development application to be quickly processed and approved when Pages submit the final list of structures that will be erected by them. All parties agree that it is a pointless exercise to seek approval for the Hoecker, and then have to resubmit a separate application for the Motorcycle Manufacturers structures (also supplied by Pages). The Officer advised that he handled the Pages application at the 2008 Townsville AGM Event, so he is familiar with the company and the process, and foresees no problems.
Grand Parade – The second draft of the Grand Parade Traffic Management Plan has been verbally approved by the Department of Main Roads. As soon as the signed copy is received, we will meet with Police and Council to gain their authority. Following that meeting, a proposal will be put forward to the S.E.S. seeking volunteer traffic management personnel.
We’ve gained agreement in principle to “relocate” some shrubs from the garden at the Brolga Theatre so we can get access to all areas for parking at the parade finishing point.
It is expected Council will begin accepting stall site bookings from the 1st October for the parade-end festival.
Media & PR – Channel 7 has met with community progress groups at Hervey Bay to host a ‘Day-In-The-Bay’ as part of the AGM Event. It is likely this will be a waterfront festival somewhere on the Esplanade, and it will probably occur on the Wednesday of event week. We have offered to consult with the organisers during the development of this event, but we will not play an active role in organising or managing it.
Organised Rides – Some progress has been made on the organised rides with more members offering to lead organised rides. More progress is expected to be made in this area following the team building weekend.
Parcel Pickup & Laundry – These facilities are established and ready to roll. Details are in the lift-out in the August edition of Riding On. Our Coordinator resigned recently due to work commitments, but a replacement has now been found.
Signage –Three local Ulyssians have offered to coordinate signage at the Event. This fills one of the last coordinator positions on the team.
Services – Work is nearing completion on the installation of grey-water pits and fresh water taps in the RV/Caravan area at the showgrounds. All pipes have been installed, and only the final fit-out is yet to be completed. An unexpected bonus is that extra pits and taps are being installed at Council’s expense. This will allow more fully serviced RV sites (if we need them) or at worst, we will have extra taps with drainage pits for the campers.
Sams Hire have been contracted to provide brand new ablution blocks for the event. They began construction a couple of months ago, and are already more than 50% complete.
Ergon Energy has completed installation of a new power line to supply the new sewerage pump station. Within the next few weeks, work is scheduled to commence on construction and connection of two large transformers to supply the centre ring (Hoecker) area and the covered horse arena (Piazza).
Sponsorship – Final negotiations are almost complete for Carlton United Breweries to come aboard as a major event sponsor. Treasury Wine Estates has also offered to negotiate a mutually beneficial agreement for the supply of wines at the event.
Negotiations are continuing with the Fraser Coast Chronicle and Kingfisher Bay Resort to sponsor some Event components, and the Hervey Bay RSL has agreed to sponsor an on-site people mover (a 25 seat bus). These contracts are expected to be finalised by the end of November.
Tours - Fraser Coast Regional Council’s Visitor Information Centre advises that they have taken over $10,000 in members’ tour bookings to the end of August (Week 2 of Event Registration). The breakdown by popularity is:
25% - A Taste of Hervey Bay (Sunset Cruise & Dinner), 24.5% - Mary Valley Rattler (Steam Train), 24% - Fraser Island Day Cruise/Tour, 8.5% - Aussie Spirit (Bundaberg Rum), 8.5% - South Burnett Wineries, 8.5% - Maryborough Heritage Ghost Tour.
Training – Our Training Coordinator is well advanced with designing volunteer briefing sheets for many areas of the event. This new component for the AGM Event will be refined in consultation with the National Administration Office over the coming months.
Traders & Manufacturers – Traders’ site registrations opened on Friday, 20th July. Within the first 24 hours, several dozen sites had been booked and paid in full. By offering an early-bird discount (for payment-in-full before the 1st of October), and refusing to take deposits, we have managed to eliminate the usual time wasted chasing payment balances. To 31st August we have over 70 sites confirmed and paid.
A focused effort is being made to ensure we have good representation by a variety of motorcycle manufacturers at the 2013 event. It’s early days yet, but initial indications are that the manufacturers are satisfied with our efforts to resolve past problems, so we’re optimistic we will see many in attendance. A new company to offer test rides at the 2013 event is Tour Oz Trikes, who have booked and paid for a prime manufacturer site in test ride alley.
The interactive A3 Traders Sites Map on the new website is now being updated weekly with site bookings, and has quickly become the most useful tool for demonstrating layout and availability to potential traders.
A Traders’ Camping & Information sheet has been developed to address the usual questions about Traders camping at their trade site. It is available from the Traders’ page on the new event website.
Transport – A meeting will be held on Tuesday 4th September with Wide Bay Transit to discuss bus services for the dinners, as well as alterations to the regular Hervey Bay-Maryborough Bus Services to cater for members throughout event week.
Volunteers – The new Volunteer Form is now available in electronic and interactive PDF versions from the new event website.
Website – The new AGM Event website has allowed significant steps forward in the management of many event components. A good example is the interactive Traders’ map which shows which sites are still available and which have been booked. It also provides members with links to the traders’ websites.
Welfare – Our Welfare Coordinator has received expressions of interest from several branch Welfare Officers who have agreed to provide assistance at the 2013 AGM Event.
Wide Bay Water has agreed to build a new “water trailer” that will provide chilled, filtered water similar to the one we saw at Mildura. As part of the deal, they have also agreed to provide water bottles for our volunteers.
Rob White # 22674 – 2013 AGM Event Fraser Coast Director. 2014 AGM Event Alice Springs - Progress Report
Things have been a bit quiet the last few weeks or so due to various reasons. Some of us have been away and due to the changes to the website our program has been put on hold that we were doing to raise money through sponsorship from local and non-local businesses. Until we can see what we can do, compared to what we have already told some we were offering in exchange for their financial support, we have had to suspend any further work in this area for the time being at least. We are very much looking forward to getting edit access to the new 2014 AGM Event website so we can start doing work on it and continue with what we had started and already spent so much time on. Work continues to be done on the Commemorative Merchandise. Ideas and drafts have been sent to Australian Clothing Company to go to their graphic artist to have more work done on them. A financial agreement has now been negotiated and clarified with the Trustees for our use of Blatherskite Park for the 2014 AGM Event. After some clarification we have been given an amount figure for the hire of the grounds and all the usable buildings in the area from the Monday 5/5/2014 to Friday 23/5/2014. The amount is less than we had in mind, so we are happy with this outcome. As Blatherskite Park is in fact owned by the Northern Territory Government we intend to ask them for financial assistance in funding this amount along with other things they may be able to help with. The Northern Territory Government has just changed, due to the recent elections, so we will give them time to settle in and then continue our talks with them, as we have already started. Our latest member to join our team is Ian Cunningham # 25801. Ian has put his hand up for the role of Communications Coordinator and will no doubt do a great job in this area as he is very much involved in this type of thing in his present activities. There are other things progressing as we go and all are looking good. Alan Leahy # 45463 - 2014 AGM Event Alice Springs Director.
2015 AGM Event Albury-Wodonga - Progress Report
Chris Glover # 25012, National AGM Event Coordinator (NAGMEC) visited Wodonga during 26th to 28th of August 2012. During his visit, a tour was conduct of all sites and discussions involving the AGM Event with Jane Evans, Wodonga Events Coordinator. Jane confirmed that the council is working on the draft Memorandum of Understanding between AGM Event site incumbents. It is hoped these should be finalised by end of September 2012. Once the 2015 Event Director has them, he will review them prior to submission to the National Committee via Chris Glover. A tour was also conducted of the brand new Entertainment Centre (officially opened on 24th of August 2012). Discussions included the ability for the Ulysses Club to use this facility to hold the Extended NATCOM and AGM Meetings. It was considered it does have the ability and has been temporarily booked for the 27th and 28th March 2012 pending confirmation. This will provide a reduced cost to use than the previous planned facility. Tour of Event Registration site was sound and confirmed the ability of the facility to meet needs. Discussions also occurred in reference to power availability and the bonus of not requiring generators which will reduce cost, environmental risks and provide assurances of a stable power source. Further discussion on the use of GEO Fabric to cover the Exhibition Centre floor was undertaken with a sample shown to Chris Glover and its strength and capability. The Event Director is investigating the ability to sew together the 4m x 40m lengths to remove any potential trip hazards. The use of GEO Fabric will provide considerable cost savings and will be suitable to meet requirements. The floor of the Centre was also considered quite stable. Wodonga had considerable rain just prior to the visit which reconfirmed the suitability of the camp sites if the weather turns for the worst. Contingency plans for inclement weather were also discussed for the Parade set up point. Chris Glover was also shown the first attempt of the embroided patch (logo) for the 2015 AGM Event. This has been returned to Australian Clothing Company as quality of writing in the Ulysses Club logo was not acceptable. The site for bike traders was also discussed with Wodonga Council and the need to have a stable surface was reinforced. This is still ongoing. Overall the visit was extremely advantageous and will enable the AGM Event team to move forward in the planning process. Peter Hollman # 43907 - 2015 AGM Event Albury-Wodonga Director. The National AGM Event Coordinator’s Report was moved on the motion of Chris Glover and seconded by John Evans. Further to the National AGM Event Coordinator’s Report: Chris Glover, National AGM Event Coordinator (NAGMEC), requested that the National Committee agree to the purchase of a new computer for his use as the NAGMEC and National Purchasing Officer. A model compatible with those computers used at the National Administration Office would be chosen. For further discussion. 16. UCARF Report – Ulysses Club Arthritis Research Fund I have made recent contact with Professor Eric Morand # 56060, Head, Southern Clinical School, Monash University Faculty of Medicine, Nursing and Health Sciences. Vic Lesslie # 7410 and I in our past capacities as National Treasurer and President respectively met with Eric a few years ago and established the recently expired contract of financial support for researcher Ms Ran Gu. Professor Morand has requested a continuation of the expired agreement with our Club for a further twelve months of research support for Ran’s impressive work. The expired contract was a partial support of $35,000 per annum and Ran will complete her PhD around the end of the year. The team at Monash have recently submitted a report on Ran Gu’s research and an accompanying photograph for publication in the next edition of Riding On. I will obtain and send a copy of the report to all National Committee members. The work we have supported in the form of a scholarship for Ran has been very successful in that she has been accepted for presentation at the leading international meeting for research in the field. The presentation at the American Society for Bone and Mineral Research (ASBMR) is the most elite “young researcher” session of the entire
conference. Hence this makes it the most highly ranked piece of research at the entire meeting and consequently in the world. I recommend to the National Committee, dependent upon UCARF’s current financial capacity, that we continue the proposed ongoing support for Ran Gu’s research to completion of her PhD. This amount would be, as has been previously mentioned, $35,000 for the full calendar year of 2012. Whilst on the subject of UCARF finances I feel that in my capacity of UCARF Coordinator I need to be more aware of ongoing balances of the fund. I believe it’s important that I have my finger on the UCARF financial pulse, so to speak, so that I may make better judgements on future funding proposals. I have spoken to Naomi Downie, National Office Administrator, whom I believe now has ‘view only’ access to the balance of the funds. Naomi has agreed that she could inform me via the regular National Committee reports of current UCARF financial status. I trust that this meets with the approval on the National Committee. In closing, I feel that in my capacity as UCARF Coordinator since taking on the role I have lifted the status and profile of this great cause and provided much increased member feedback. I spend time emailing branches and thanking them for their support and generosity and I visit branches representing UCARF and promoting the cause. All this is of course the very strong and concerned wishes of our late founding member Stephen Dearnley # 1, particularly not long before we lost him to this world. I believe our preferred charity of UCARF is not only a very good cause but a community minded cause that lifts the good name and profile of the Ulysses Club and helps bring the many branches and members together in a single spirit. Not only is it community minded but it has the potential to help humanity and this includes our many members who suffer from arthritis. Kim Kennerson # 6929 – National UCARF Coordinator. The National UCARF Coordinator’s Report was moved on the motion of Denis Paulin and seconded by Perry Stephens.
Further to the National UCARF Coordinator’s Report: Following a review of the current available balance in the UCARF account, the National Committee agrees that funding for Ran Gu will be made available to the end of the 2012 as proposed in the UCARF Report. The National Committee agrees that the UCARF Coordinator can be made aware of the balance of funds in the UCARF account by referring to the National Office Administrator. 17. Ulysses Club Road Safety Committee Report I am pleased that the sponsorship for the Road Safety Forum breakfast has been successful, and I would like to express my appreciation to Bob McDonald # 21040 (National Sponsorship Coordinator) for that. I’d also like to acknowledge the members of the Road Safety Committee for their input to the ‘Opportunities for Sponsorship’ document that was provided to Bob. Australian Motorcycle Council (AMC) Annual Conference
This year’s Australian Motorcycle Council (AMC) Annual Conference was held in Hobart. Around 26 people, including delegates from various lobby groups and industry representatives, spent one and a half days working through the issues and frustrations felt by all state and territory bodies, and also celebrating and sharing successes. Many issues were common across the group, and some issues were unique. The level of sharing information and willingness to input and provide advice within the group grows every year. Key points related to the Standards Committees, helmets and the “standard”, lane filtering, the need for a consistent effort across all areas rider training, Government support, use of media and social media, international update – working with the Federation of European Motorcyclists Associations (FEMA) and OECD Working Group on Motorcycle Safety, the disbanding of the National Road Safety Council as it was considered that the output versus the dollars spent was not efficient. David O’Byrne, MP for the seat of Franklin in the Tasmanian Parliament, the Minister for the Environment, Parks and Heritage; Workplace Relations; Arts; Sport and Recreation, attended the Conference for part of the day on Saturday and addressed the conference attendees on the growing importance of motorcycles and scooters in the transport mix. Minister O’Byrne also acknowledged Shaun Lennard’s (# 30576) contribution on behalf of motorcyclists. Presentations included: Motorcycle Safety Consultative Committee, 33900: The Australian Road Safety Collaboration,
International – REMA and the International Road Federation, Federal Chamber of Automotive Industries (FCAI) - by Cameron Cuthill, Motorcycling Australia – Riders Division – Rob Smith, Maurice Blackburn Solicitors – by Adam Kostick, Delegates reports - one of these was the Ulysses Club Road Safety Committee report. Dinner on Saturday night was entertaining as both Bertrand Cadart, Mayor of Glamorgan Spring Bay Council in Tasmania, and Andrew Wilke MP joined us and addressed the attendees. The AMC Annual General Meeting was held on Saturday afternoon and the following committee was elected: Shaun Lennard – Chair John Meara – Secretary Brian Wood - Treasurer Tony Ellis – Executive member Phil McLelland – Executive member The committee expressed their appreciation to Lorrie Hemming who has been the Secretary for the previous 6 years. Prior to the AMC Annual Conference, I attended the inaugural National Road Safety Forum which was held at Parliament House Canberra on Friday 24th August. The event was hosted by Ms Catherine King, (Parliamentary Secretary for Infrastructure and Transport) and the Department of Transport and Infrastructure and around 160 delegates attended, including stakeholders across a broad section of the road safety community. The day concluded with an overview from the Parliamentary Secretary, Ms King. The sessions of the day included 4 concurrent sessions followed by the closing plenary presented by Freda Crucitti from the National Road Safety Council, and summaries from the facilitators of each concurrent session:
1. Driveway Safety: Expert Facilitator – Mr David Healy, ACRS Fellow. 2. Vehicle Safety: Manufacturer Initiatives: Expert Facilitator – Mr David Shelton, VicRoads. 3. Corporate Responsibility for Road Safety: Expert Facilitator – Mr Lauchlan McIntosh, ACRS
National President. 4. Graduated Driver Licensing: Expert Facilitator – Prof Barry Watson., CARRS-Q, ACRS
Fellow. Jen Woods # 21395 – Chair, Ulysses Club Road Safety Committee. The Ulysses Club Road Safety Committee’s Report was moved on the motion of Jen Woods and seconded by Denis Paulin.
18. General Business
18.1 The National Committee is meeting on 9th March 2013 at Maryborough QLD. On the Saturday evening the
National Committee will be joining the 2013 AGM Event Committee for the dinner. There was some
discussion about the financial arrangements for the dinner. National Secretary Jen will look into the costs and
this will be discussed further.
18.2 The Editor of the Riding On journal, John Miller # 248, and Ian Parks # 11735, future Editor of the Riding
On journal, joined the National Committee at this meeting. John Miller confirmed that he will retire as Editor
after the February edition of the journal. Ian will produce the February edition with reference to John. John
Miller reminded members of the National Committee that the 30th of September is the date for submissions for
the November edition of the Riding On.
18.3 An application for a Telemachus Medal has been received from the (undisclosed) Branch for member
(undisclosed). This has been approved by the National Committee. As this member has not as yet received the
Award, the member’s name and Branch name will not be printed in these minutes.
18.4 Laptop computer for future Editor of Riding On, Ian Parks # 11735.
John Miller # 248 requested that the Ulysses Club purchase a laptop computer for Ian Parks for exclusive use
as the Editor of Riding On. Following discussion, the National Committee agreed that this would be
appropriate. National Secretary Jen Woods will seek advice regarding type and price.
18.5 Privacy Policy regarding photographs of members on Branch websites and newsletters.
A policy statement will be formulated regarding this matter and distributed to Branches. The Club’s Legal
Department will be consulted for advice.
18.6 An application for a Telemachus Medal has been received from the (undisclosed) Branch for member
(undisclosed). This has been approved by the National Committee. As this member has not as yet received the
Award, the member’s name and Branch name will not be printed in these minutes.
18.7 Sponsorship for Members’ Details Update.
Bob McDonald # 21040, National Sponsorship Coordinator, is in the process of finalising prizes.
18.8 Age Badges. An application has been received from a member for a badge indicating that he has achieved a
certain age. He had reached that age prior to joining the Ulysses Club. Is he or she entitled to the badge?
After discussion it was decided that any member who has reached the milestone birthdays of 60, 70 or 80 years
can be eligible for the age badge.
18.9 Ulysses Club Arthritis Research Fund (UCARF) Raffle Ticket Books.
It was discussed at the last meeting if an incentive should be offered to Branches to sell books of raffle tickets.
Following discussion and advice it has been discovered this incentive is not to be offered.
18.10 The retirement of Bob Porteous.
As Bob Porteous has been the Club’s accountant for some years and has recently retired, it would be
appropriate to acknowledge Bob’s assistance over the years with a Certificate of Appreciation. All in favour.
18.11 Undisclosed matter.
There being no further business the meeting closed at 3:25pm.
The next two National Committee meetings are scheduled for:
27th of October 2012 at Caboolture Sports Club, Station Road, Morayfield QLD 4506. 1st of December 2012 at Port Stephens NSW.
{Original Signed} {Original Signed} ____________________________ ____________________________
DENIS PAULIN JEN WOODS
NATIONAL PRESIDENT NATIONAL SECRETARY
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