MINUTES - TMBC MEETING 26 FEBRUARY 2020 Attendance: Juliet Redding, Brett Cotter, Troy Meehan, Euan Noble, Niall Ryan, David Warner, Justin Olsen, Shaun Belling, Mal Campbell, Leanne Colthup, Peter Colthup, Oliver Fowkes, Paul Southam, Rowena Southam, Katrina Marsh, Scott Marsh, Scott Mason, Brendan Perks, Terry Rowbotham, Tom Glover. Apologies: Chris Jannusch, Waide Brennan, Mark Burke, Mat McColley Opening of the Meeting: 7pm Royal Hotel, Ruthven Street Toowoomba Minutes of Previous Meeting: Move to accept as correct the Minutes of the previous Meeting Juliet) Seconded: Troy Meehan
Presidents Report: Juliet Redding
• Housekeeping – no using the toilets in the barn please go inside the pub
• Conflicts of Interest – Any notifications for Conflict of Interest.
We will be voting on accepting the outcome of the Tender for ‘Danomite’ the Harvey Street Descent. Those with a conflict of interest will need to absent themselves from voting. The Tender went out for the Harvey Street descent and we have received back the Tenders. The process is that these tenders have been reviewed by the Tender Review Panel and then The Tender Review Panel provides the TMBC Executive with a recommendation to award the proposed works. The review was very close with each of the Reviewers but all reviewers were unanimous in the outcome of the of the assessment. We are lucky we are as a Club to have not one but two Trail building companies associated with us and we’ll benefit greatly in future because of it. However, we can only choose one builder and the Review panel has recommended that TMBC awards the work to TRAILBIZ. Congratulations to Scott and Justin of TRAILBIZ. MOTION: A motion was moved that TMBC accepts the recommendation of the Tender Review Panel in awarding the contract to TRAILBIZ pursuant to TRAILBIZ providing to TMBC the evidence required by the club of the required documentation and certificates of insurance as required in the Tender. (Juliet Redding) Seconded: Leanne Colthup Outcome: Passed
Treasurer: Mat McColley (unable to attend)
• Current situation/ monthly report (Juliet Redding) $85K in the bank account but we still need to pay for half of Defib Duplication, we have invoiced the Council for the Sports and Rec grant, those funds should be in next week. $5K to Trailworx for Frenzy upgrade.
• Forward Budget for planning and moving the working funds for the Club to a different bank account. Important that as a club we understand our financial costs for the year. TMBC will probably be facing a drop in membership due to no racing and possibly no race income for the year. This is our discretionary spending and will make it difficult to pay the general running costs of the club.
• AGM – accounting requirements. Mat will have the Statement of Income and Expenditure, Auditors Report ready to receive for adoption for the AGM in May.
Grants: Tom Glover Review of the grants we have open:
TRC Sports & Rec Grant $34,650 acquittal date 30/6/2020 Funds for the final payment of Defib Duplication, Tom to provide final report to TRC as we can’t apply for next round until this has been acquitted. Qld Govt Community Benefit Gambling $35,000 acquittal date 30/06/2020 Funding for the Harvey Street Descent, if previously awarded less consideration is given for next round.
Tender has been awarded. TRC Sports & Rec Grant $17,331 acquittal date 18/9/2020 Frenzy upgrade was awarded last meeting which leaves $12,331 which can be divided into two parts, Contractors will be approached to put forward design. As this is considered minor works (up to $5K) TMBC requires quotation and design ideas for suitably qualified Contractors that will be presented to the next general meeting of the Club and voted on. It was decided that the lower half of Jubilee trails need an upgrade and preference would be given to proposals around trails in that area. These works will need to fit TRC guidelines for remediation on current network.
TRC Enviro Grant $5000 acquittal date 20/02/2021 Funds to be used to for spray equipment and poison, training for Volunteers. Terry, Jake and Brad Mears would be interested in doing the training when TRC are able to provide. Funding for clearing the weed out of the Quarry Trail Head area so that re-vegetation and beautification can be continued. Federal Govt Stronger Communities $10,000 acquittal date 30/06/2020 This amount falls into the medium works (between $5K-$15K) which means TMBC requires the proposal to go out to three suitably qualified Contractors to present their ideas and designs for upgrading Top Shelf Trail which will need to fall within the TRC guidelines for remediation on current trail network.
The proposals will be presented and voted on at the next general meeting to determine the successful quotation.
TRC Event Grant for Fox on Rocks $5000 acquitted 30/06/2020 MTB Direct Dollars for Dirt $300 – for volunteer shuttle day MOTION: A motion was moved that the proposals for the TRC Sports and Rec Grant and the Federal Stronger Communities grants be presented to the next general meeting and that the proposals will be discussed at the club meeting and voted on. (Brett Cotter) Seconded: Juliet Redding Outcome: Passed
TMBC Policy for Awarding Contractor Works TMBC Policy for Awarding Contractor Works For minor works up to and including $5000.00, Toowoomba Mountain Bike Club (TMBC) requires one (1) formalised quotation from a suitably qualified contractor in order to successfully award the proposed works. The quotation provided will be presented & voted on at the subsequent monthly meeting. TMBC also reserves the right to discretionarily award works to local business associated to the club for minor works up to $5000.00. For medium works in excess of $5000.00 and up to $15,000.00, Toowoomba Mountain Bike Club (TMBC) requires a minimum of three (3) formalised quotations from suitably qualified contractors in order to successfully award the proposed works. All quotations provided will be presented & voted on at the subsequent monthly meeting to determine the successful quotation. For all major works over $15,000.00, Toowoomba Mountain Bike Club (TMBC) requires a minimum of three (3) tender submissions from suitably qualified contractors in accordance with the TMBC supplied tender requirements/documentation. All tender submissions will be reviewed as per the TMBC tender review process which is supplied as part of the tender documentation. Tenders will be reviewed by an elected TMBC review committee who will provide a recommendation to the TMBC executive to award the proposed works. This recommendation will be taken to the next TMBC meeting and a motion to accept the recommendation as per the Tender Review Committee will be put forward.
Maintenance – Terry Rowbotham
• Maintenance report – Thanked all the volunteers for the incredible effort in time over the last month as we have battled to get the grass down. We are a volunteer club, if you ride we need you to please volunteer throughout the year either with the trail builds, maintenance or races Events – Brendan Perks & Event teams Race Event Calendar has been closed and the Race Teams are looking for volunteers to help with the different disciplines if you are interested pls contact: Enduro – Scott Mason (FOX, SEQ Enduro & Super Flow Enduro, XC is Cameron Scutts (Range8), Downhill – Jake Simpson Chris/ Jannusch. Jake to give an update on the SEQ DH Jake gave an update on the DH race, they have Runsheet up and has been in discussions with Event Series organisers.
They have done batch pricing for al SEQDH rcaces and will then pay us $X for each rider minus running costs. Jake is looking into bus and trailer options this year and has 70 shuttle spots. This will be a two day event with practice day on Saturday with shuttles available but not included in race entry fees. We need to build a Fox/Cocks Race Team as Jo and Rachel are unable to do this again. The date is set, the timing is booked, the bunting will done professionally, a comprehensive runsheet is available to manage the event.
We also need someone to run the SuperFlow enduro event – Leanne expressed interest in helping with this. We will need to add in Sunday Roasts and Shuttle for Vollie days. Volunteer Shuttle day using the $300 MTB direct grant Trail Building (TIME LIMIT 30 MINS) Update on the current trails and conditions including update on Defib duplication and the time frames and closures for Defib down –
Brett Cotter Jake to do an update on HotRod - Hot Rod will be included and has been re-aligned, trimmed and raked. He and Daniel will walk the trial to get the green light to have it opened. DH Track improvements prior to DH Series in July – motion was moved last meeting to appointment Frenzy work to Trailworx. Membership Currently: 175
General Business Arising Juliet has been speaking with different schools and MTBA (regarding insurance) around building the schools access to Jubilee Park for mountain biking as a sport. I met with Trina Faint of Toowoomba Anglican School and have organised for David Warner to speak with her about training and coaching for their Students. Currently Downlands College has a program.