Minutes from Exec meeting on April 6th

[Sarah W]

TripeShot Executive Meeting Minutes – April 5th, 2011

TripleShot Cycling Executive meeting on April 5th, 2011 at the offices of Johns, Southward, Glazier, Walton and Margetts at 204-655 Tyee Rd.

Meeting started: 6:12pm. Called to order: Pete

Attendance – Kim, Sarah, Bill, Pete, Jon Watkin
Regrets – Geoff, Lister, Dylan

Motion to approve the agenda. Approved.

Jon Watkin coming to discuss Dallas TT race. TripleShot to facilitate.
• Overview of May 28-30 Robert Cameron Law Cycling Series weekend – this year no hill climb, want new venue that is more centralized, came up with TT from that, festival wants to pull in cycling events from all venues and abilities, partnering with Tourism Victoria/City of Victoria/Harbour Air/Downtown association/hotel association/Times Colonist. Really working to promote and will include TripleShot in press releases. Dallas TT is same day as Tour de Victoria but Dallas TT will be in evening. Will have some equipment sharing with Tour de Victoria so will look at logistics. Jon is trying to minimize how much we need to share with other event. 6pm start time with 1 minute in between unless too many registrants then will be 30 sec. Lots of on-site registrants – last year 40 on-site. Trying to get people to register online. Incentives for signing up early and online.
• Course - closed from Memorial to Douglas. Going clockwise.
• Need 10 people to close roads entering onto Dallas, 5 south side walker marshals, 3 south side parking lot marshals, 2 spotters near start/finish, 5-10 for set-up/tear down.
• We are responsible for setting up barricades, tents and caution race in progress positioned on road, cones and tape. Big stuff by City.
• They have some safety vests and paddles and will get enough for us, radios – they have 15 line of sight to use (4 for police, 1 start finish, 1 Jon, 1 chief commissar, 1 ambulance, rest out on road with marshals),
• Have major equipment dropped at 4pm by City. Horses dropped by City of Victoria (as part of request for road closures) – need clarification of where, when and how. Jon to provide at next meeting.
• Road closed from 3pm-9pm.
• We are covered under Jon’s insurance and we will get copy of certificate of insurance with TripleShot named as additional insured.
• Volunteers invited to volunteer dinner with prizes.
• Timing taken care of by Bruce – Jon will ask if we need people to help but most likely not.
• Jon asked if we can solicit some female elite athletes.
• They want a large para component.
• They will take care of all registration – CBC and two other volunteers will take care of on-site. Package pick up and registration will be at Russ Hays on Fri – they do.
• Logistics and equipment – Jon has asked City of Victoria for equipment, police, fire. As well as minor equip (tents and barricades) and major equip (scaffolding, trailer stage ....). Approved contractors (by City) set up. Separate dedicated barricades and cones/tape from Tour de Victoria to keep logistically simple.
• Jon has 4 portable toilets for TT only to be set up at Clover Point.
• Trying to get Delta TT official start ramp. Need someone to go to Delta to get and have 5th wheel type hitch to pull it over. Jon working on it. Whoever goes to get it will get instructions on how to set up and would have to be responsible for it.
• Jon to provide chief official.
• Set up specific crossing areas for riders and spectators (choose one crossing area with paved access – everyone crosses here and nowhere else. Wellington, Cook and Memorial). Smart people at crossing areas.
• Looking for prizes so solicit if think of anyone. Looking for automotive partner.
• Looking at St John’s and if not, MediVan can do. Good to know if have Dr or first aid people as volunteers so we place them well. They have ambulance on site.
• Jon is offering an honorarium to the club. Exec will discuss how to disperse .

• Our responsibilities from this meeting:
o get volunteers
o meet with Jon on April 30th to do a run through of the course
o see if any Dr from club want to volunteer on the day
o try to solicit some female elite athletes
o day of event – help with all set up and tear down at Clover Point and on course, educate and place road marshals.

Discuss and give update on action items from last meeting:
Complete.

Discuss and develop criteria for giving/spending race money.
• Invite Josh to next meeting to discuss.

Discuss altering ride sequence because of size of our group.
• Maybe alternate A’s - one Tues ring road and next Tues the box. Also, to consider is changing hills because we are getting big and affecting traffic.
• Really like idea of alternating – especially hills. Motion to table until weather is nice when we get max. riders out. So start thread on forum and look at next meeting.

How to communicate financials to members.
• At AGM only.
• No forum because public. Can email Bill (treasurer) with specific questions, concerns .... Private message through forum.
• Bill will remind that not public knowledge and not to be specific on forum with info they get from him.

New Business
How to respond to personal requests to have race fees waived at TS races - We were approached to have our race fees waived by an individual. All in favour of not granting in this incidence that but we want to look at developing policy to deal with similar requests.

Next meeting – Monday, May 2nd. 6pm Pete’s office.

Meeting adjourned: 7:47pm, Pete.

[jeremy]

Provided I don't collapse during the 140lm ride, I am willing to help out at the Dallas TT.

[AlW]

sign me up as a volunteer.

[shawnc]

I'll volunteer too.

[Dave Spiers]

I can go get and take back the ramp.
D

[jpauly]

Count me in. Jim Pauly

[EricS]

In.

[Sarah W]

THANK YOU for all your offers to volunteer. That is great news. We have posted a spreadsheet on google docs to keep track of who can volunteer. Can you all look at the post with instructions and sign in there?