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 1st of December 2012 at 8.00 am. Soldiers Point Bowling Club 118 Soldiers Point Road, Soldiers Point NSW 2317 Meeting commenced at 8 am at the Salamander Shores Hotel, the meeting shifted at 9 am and recommenced at 9.10 am at the Soldiers Point Bowling Club meeting room. 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, Leo Farrelly # 21630.

2.

Apologies No apologies.

3.

Additions to Agenda (General Business) 18.16 Bowel Cancer Foundation. 18.17 Pages contract.

4.

Minutes of previous meeting (as previously circulated) The minutes of the meeting held on Saturday the 27th of October 2012 at The Community Centre, 2 Oaklands Drive, Caboolture QLD 4510, were tabled and accepted on the motion of Jen Woods and seconded by John Evans.

5.

Business arising from the minutes of previous meeting No business arising.

6.

Visitors Naomi Downie, National Office Administrator; 8am to 10.30am. Carolyn Cross, National Administration Office; 8am to 8.55am. Bob McDonald # 21040, National Sponsorship Coordinator; 9.15am to 10.30am. Shirley Stark # 45380, Branch Committee; 11am to 12.30pm. Kerrie Skinner # 42250, Branch Member; 11am to 12.30pm.

7.

National Secretary’s Report

MEMBERSHIP There are approximately 25621 financial members at the 28th November 2012. Renewal of memberships due by the end of 2012 = 5810 New memberships processed from November 2011 – November 2012 = 1662 Membership # 61988 was issued on the 28th November, 2012 Financial membership of the Club comparisons: Renewals processed for the months of October and November 2011 = 1645 Renewals processed for the months of October and November 2012 = 1357 New Memberships processed for the months of October and November 2011 = 266 New Memberships processed for the months of October and November 2012 = 264

Page 1

Moved by Jen Woods that new Member Applications processed between the 25th October and 28th November 2012, be approved and accepted at the National Committee’s discretion. Seconded by Chris Glover. Correspondence In: # 001 002

From 25/10/2012 to 29/11/2012

003 004

From Anne Wiggan Trena Bennett # 54113, Tamworth & Districts Branch Mark Salthouse, Ulysses Club Zimbabwe Michael Benjamin

005 006 007 008 009

Bob Breuker # 50386 Peter Craig # 33478, Blackall Range Branch David Short # 45047, Glen Innes Branch Guy Mander # 43243, Perth Branch Senator Sean Edwards

010 011 012 013 014

David Hicks # 35684, Gold Coast Branch Helen Coombs Lorrie Hemming Undisclosed member Stanley Griffey # 52560

015 016 017 018 019 020 021

Undisclosed member Maria Mondini # 34365 Roye Burgess # 40725 Paul Warner # 40107 Paul Warner # 40107 Terry Shepherd # 53697, Glasshouse Mountains Branch Joan McKain # 5577, Mid North Coast Branch

022

Kyra Sze – Monash University

023 024 025 026 027 028 029 030 031 032

Geoff Williams # 17747 Kerryn Alexander, Vic Roads Consultant Undisclosed member Undisclosed member David Hicks # 35684, Gold Coast Branch Undisclosed member Des Malone # 20467, Albury-Wodonga Branch Undisclosed members Gordon Hansford Mark Reynolds # 59330, Townsville Branch

033 034

Ian Wolter # 51878, Mallee Branch Christine Barker # 21277, Secretary, 2013 Ulysses Club AGM Event Fraser Coast Undisclosed member Undisclosed member Margaret Van Rossum # 43792, Gippsland Central Branch Dean Schmidt # 59264, Broken Hill Branch Allan Piddington # 21459 Undisclosed Don Cameron # 39787 Paul Warner # 40107 Stephen Porter # 30037 Undisclosed members

035 036 037 038 039 040 041 042 043 044

Subject Provide information about Bungonia Gorge area Request for PLI Notification of change of circumstance Enquiry about forming a Ulysses Club in Vanuatu Resignation Application to change the name of the Branch Request for PLI Questions about PLI for Odyssey Letter to President Denis – follow up to MPs’ and Senators’ Ride 2012 Branch Logo – submitted for approval Seeking a donation AMC Delegate and reimbursement Resignation from committee, due to ill health Regarding a Chat Room facility attached to the new website Issues Meeting procedure Request for refund of membership fees Proposed new Branch at Strathalbyn, SA Proposed new Branch at Strathalbyn, SA Newsletter from the 20th Anniversary celebrations Invitation to the National Committee to attend the 25th Anniversary of the Mid North Coast Branch. Invoice for 2012 financial scholarship of Ran Gu's PhD research Approval of Red Plating scheme in Victoria Road Safety Articles Branch information Letter about a meeting Letter regarding Old Man Logo Resignation from Branch committee Member Ridden On, Gus Pallman # 50081 Letter of Complaint Go Fish Website requires change to reflect new venue meeting address Request for UCARF Raffle tickets Minutes of Meeting 5th November 2012 Letter re Life Membership proposal Telemachus Medal Nominations Change of social gathering venue to 'The Green Olive' Princes Highway, Traralgon PLI Request PLI Request Criteria for the Dearnley Medal Enquiries about starting a new Branch Proposed new Branch at Strathalbyn, SA Comments on eNewsletter Club issue Page 2

045

Michael O’Neill

046 047 048 049

066 067

Undisclosed Kevin Florence # 19065 Undisclosed Gary Wickham # 54649, Ulysses Adventure Riders S.I.G. Helena Gritton # 14027, National Committee Lynda de la Motte # 50393, Macarthur Branch Trevor Northwood # 34488 Peter Craig # 33478, Blackall Range Branch Mike Woodward # 50465 Ken Eaton # 51189, Joondalup Branch Ian Winter # 53026, Lockyer Branch Undisclosed Philip Jenkins # 17654, Fleurieu Branch Anne Williams # 47816, Kalgoorlie Branch Undisclosed Undisclosed Perry Stephens # 26184 Christine Barker # 21277, Secretary, 2013 Ulysses Club AGM Event Fraser Coast Noel Wiltshire # 6006 Julie Jewell, Business Event Facilitator & Special Projects Mildura Rural City Council Undisclosed John Cook # 5048, Melbourne Branch

068 069 070 071

Karolina Latkoska Jen Woods # 21395 Ricky Harris # 61670 Gary O’Dell

072 073 074 075 076 077 078 079 080 081 082 083 084 085 086 087

Aristotle Vergados Geoff Williams # 17747 Chris Glover # 25012 Henri Rokx # 8636, Yarra Ranges Branch Undisclosed Mick Morris # 56235 Kim Kennerson # 6929 Bryan and Sue Jeanes Undisclosed member Undisclosed member Undisclosed Ron Gofton # 33358, Albert Valley Branch Undisclosed Chris Cooke # 34061 Julie Jewell, Mildura Rural Council Undisclosed

050 051 052 053 054 055 056 057 058 059 060 061 062 063 064 065

Correspondence Out From:

25/10/2012

Request for assistance with historic plates, Victoria Resignation from the Branch Committee Query to International Liaison Comments further to resignation Request for copy of Certificate of Incorporation Request Request Request Question about attending the AGM Request for PLI Volunteer badges – AGM Event Mildura Request for PLI Comments Notification of new Branch Treasurer Proposal to amend the name of the Branch Regarding her resignation Question relating to a Life Membership Request Minutes of AGM Host Committee 2013 Committee meeting for 19/11/12 Request Report of the RACV Victorian Tourism Awards

Resignations from the Branch Committee Question about Historical Motorcycle Registration in Victoria Training for a returning rider Request Compliments on the website and the Riding On Seeking information for post graduate research on temporary events and the event assessment process used by local authorities in Australia. Attending rides before joining Red Plates, Victoria Request UCARF Ticket request Follow up to previous correspondence Compliments to the Administration staff Request Toy Run Proposal for Life Membership Club issue Club issue Request for PLI Branch matter Not renewing membership Mildura AGM Event Club issue

To: 29/11/2012

# 001 002 003

From Jen Woods Jen Woods Jen Woods

Subject David Chatwin # 18551, proposed new Branch Sue Giddens # 61549, new Branch enquiry Cotton Country Cruisers Moree Branch

004

Jen Woods

Letter of thanks to Glasshouse Mountains Branch Page 3

005 006 007 008 009 010 011 012 013 014 015 016 017 018 019 020 021

Denis Paulin Administration Office Jen Woods Perry Stephens Perry Stephens Jen Woods Jen Woods Jen Woods Perry Stephens Administration Office Jen Woods John Evans Administration Office Chris Glover Leo Farrelly John Evans Neville Gray

022 023 024 025 026 027 028 029 030

Administration Office Leo Farrelly Jen Woods Jen Woods John Evans Denis Paulin Perry Stephens Administration Office Perry Stephens

031 032 033 034

Administration Office Chris Glover Chris Glover Perry Stephens

Glasshouse Mountains Branch, Gail Jones # 55366 Letter on behalf of Central Coast Riders Branch Website user Letter to potential member in Belgium Letter of guidance, potential Club Letter of Welcome to new members Letter to UK Ulysses Club Port Stephens Branch re invitation Response to an international member Postcode list for Macleay Valley Branch Committee Letter of sanction to new Branch, Grampians Branch Member suspended from the website Forum Postcode List for Darling Downs Branch Approval of the Branch logo – Gold Coast Branch Letter to Branch Secretaries – Admin Bandit renewal fees Letter to Michelle Dick # 25391 Response to MC Licensing SA Dept Planning, Transport and Infrastructure Postcode List for Canberra Branch Fleurieu Branch accounts Ex-officio Website Administrator - expenses Ex-officio Website Administrator confirmation of appointment Branch website information to Macedon Ranges Branch Letter to Hills Branch Assisting Black Dog Ride in NZ Postcode List for Nambucca Valley Branch Response to Rod MacLeod, Member from Johannesburg North, Ulysses Club South Africa Letter on behalf of Nambucca Valley Branch Yarra Ranges Branch Blackall Range Branch Mark Salthouse, Ulysses Club Zimbabwe re Affiliation Agreement

National Secretary’s Report New members Here are some the comments from new members after they received the Welcome letter from the National Committee. “Great to be part of it and look forward to getting involved”. “I have been a rider on and off for many years and at one time used to carry a Yamaha YDS 3 250cc bike on deck when I was a marine engineer with the old Burns Philp & Co., line running around New Guinea. When I had time off I would take off for a day tour around the place, sometimes with a passenger on the back. When I came ashore I used to commute to work at my various jobs that I had before becoming a farmer and after selling the farm three years ago, I am back on two wheels both on the motor bike and also I am a keen cyclist for fitness purposes. I will be riding with the Gunnedah Branch of Ulysses, as I have a close relationship with some of the members there and they prompted me to get off my bum and join the club, by the way I am 73 years young” I was pleased to hear that Geoff Williams #17747 has been successful in his long–term quest to be authorised to undertake scrutineering for historic club plates for members in Victoria. The club permit will allow members to make limited use of their historic motorcycles on the road network and given that we receive many enquiries about club plates, this is a good benefit to members. Phil Whitton # 3437, who runs the Club Plate Scheme in NSW, provided a good deal of assistance to Geoff which was fantastic. It would also be beneficial to have members in the other states who are interested in also being authorised to do this. The new members for acceptance this meeting from October – November 2012, are from these states/territories: ACT – 4 NT – 2 WA – 18 QLD – 22 Total = 141 new Members

VIC – 34 TAS – 1

NSW –53 INT – 0

SA – 7

Page 4

The spread of the age of the new members is: 40 – 49 = 43 50 – 59 = 67 70 – 79 = 4 80 – 90 = 0

60 – 69 = 27

Jen Woods # 21395 – National Secretary. The National Secretary’s Report was moved on the motion of Jen Woods and seconded by Leo Farrelly.

8.

National Treasurer’s Report

Financial Statements The Financial Statements for the eight months ended 31October 2012 have been received from the accountant and are summarized below. We see that: Jan-Oct 2012 Jan-Oct 2011 Total Income $771,840 $809,909 Total Expenses $809,646 $719,592 Profit (Loss) before income tax ($37,806) $90,317 Excess of assets over liabilities $1,214,577 $1,297,159 Total funds on deposit $1,187,414 $1,313,451 Property plant and equipment $28,623 UCARF funds for disbursement $53,814 Sales $146,212 $143,657 Closing stock on hand $127,371 $122,786 Gross profit from trading $70,932 $59,871 For the 10 months ended 31/10/12, there has been a $163,005 reduction in profit than for the same period last year. Major component of this are: Increase in computer costs – upgrade, access & support $101,372 Increase in general expenses $4,243 Increase in printing and stationery $15,204 Increase in Riding On costs $30,761 Increase in wages $12,677 Wages expenses will increase further when this year’s statutory increases are paid. Much of the increase in computer costs are related to the upgrade of the website but a close watch will need to be kept on associated support costs. Annual Branch returns. Only 6 annual returns remain outstanding. Blue Mountains Goulburn Macedon Ranges East Coast Thylacines Lower Murray Sale and Districts This is only 4% of the total and is a big improvement over last year. Most Branches have recognised the importance of transparent financial reporting to their member and are to be commended for their efforts is getting their accounts in order. Leo Farrelly # 21630 - National Treasurer. The Treasurer’s Report was moved on the motion of Leo Farrelly and seconded by Denis Paulin.

9.

National Vice President’s Report

Motorcycle Apprentice of The Year (MAOTY) Many of the applications sent in this year have been rather disjointed with pages being omitted; this resulted in a lot of chasing up of the missing information, causing a slight delay in the processes. The nomination form is in 3 parts with Employer; Candidate and Registered Training Organisation (RTO) contributions; the format may need to be revised for more efficient information transference. I am pleased however to advise that we have received 11 nominations from throughout Australia. South Australia / Western Australia Zone SA x 1 Nomination, WA x 2 Nominations Page 5

1. Tom Lang Employer Business Name: RTO:

Bills Motorcycles, SA TAFE SA Adelaide North Croydon

2. Joel Farmer Employer Business Name: RTO:

Millard Marine & Motor Cycle Centre, WA Polytechnic West

3. Adrian O’Hart Employer Business Name: RTO:

Thunder Tech, WA Polytechnic West

Australian Capitol Territory / New South Wales Zone ACT x 1 Nomination, NSW x 3 Nominations 4. Christopher Roman Employer Business name: RTO:

Southern Highlands Motorcycle Centre, NSW Sydney Institute TAFE

5. Lincoln Brien Employer Business Name: RTO:

Readford’s Motorcycle Centre, NSW TAFE Western Institute - Bathurst Automotive

6. Mike Thorncroft Employer Business Name: Coffs Motorcycles & Lawn Care, NSW RTO: TAFE North Cost Institute; Wollongbar Campus 7. Tim Robertson Employer Business name: Canberra Motorcycle Centre, ACT RTO: Canberra Institute of Technology Tasmania / Victoria Zone TAS x 1 Nomination, VIC x 1 Nomination 8. Darcy Auton Employer Business name: Elliott Bros of Bendigo, VIC RTO: Kangan Institute 9. Danny McInnes Employer Business Name: North West Motorcycles, TAS RTO: Automotive Unit, Skills Institute Queensland / Northern Territory Zone QLD x 2 Nominations, NT x 0 Nominations 10. Melissa Bretherton Employer Business name: Pro Kawasaki Gold Coast, QLD RTO: Motor Trades Association of Queensland (MTAQ) 11. Dylan Grant Employer Business Name: Centretune Motorcycles P/L, QLD RTO: Wide Bay Institute of TAFE - QLD These nominations will be sent to National Adjudicator John Branch # 9520 in order for him to commence the Zone and National selection process. National Adjudicator Two applications for the voluntary position of National Adjudicator have been received so far. The assistance of current National Adjudicator, John Branch # 9520 will be sought in the selection process.

Page 6

Accommodation Accommodation for the MAOTY National Winner and the Ulysses Club Arthritis Research Fund, (UCARF) representatives have been secured for 2013 and 2014; payment is required. Melbourne Motorcycle EXPO 2012 I attended the Motorcycle EXPO last weekend in Melbourne and assisted on the Ulysses Club stand for a few hours. It was the first time I had attended an EXPO of this magnitude and I have to say that it was rather impressive. Whilst at the stand we spoke to many people (men and women), who were very interested in the Ulysses Club, what it has to offer and the benefits of being a member. The enquiries came from a varied age bracket; from as young as forty to well into the seventies. Several Membership Application Forms were given out, as well as National website details and Branch contact details for members within specific locales. Tickets for the UCARF raffle were sold and we were fortunate to have at the stand, a static display of the 1st prize, a HondaVT750S, on display, courtesy of Honda Australia; the 2nd prize being the a weekend at the Australian Superbike Championship at Phillip Island was also a popular drawcard. Sponsorship Whilst in Melbourne for the Motorcycle EXPO, David Gritton # 8810 and I were invited along with Bob McDonald # 21040 and Joy McDonald # 57757 as guests of QBE Insurance, to attend the Night of Champions Gala Dinner which was held at the Crown Casino. Award presentations to the Australian Superbike Champions and Australian Super Cross Champions took place throughout the evening. Jacinta Siracusa-Geslin, who has a huge influence within the industry, was the voice for QBE Insurance. I also attended a sponsorship proposal discussion which took place between National Sponsorship Coordinator, Bob McDonald # 21040 and Michael Gallagher # 61634 from QBE Insurance. The outcome was positive; Bob will expand upon the proposal in his report. If accepted, I’ll prepare the contracts for viewing and acceptance. Bob McDonald has also 95% managed to secure sponsorship from Honda for MOATY for the next three years, and Volunteer hats have also been 95% secured from Grant Roff (Spanner Man) Elite Trailers is interested in coming back on board by means of a raffle for the AGM 2013 with proceeds being split equally between UCARF and the Leukaemia Foundation. This raffle will be managed by the 2013 AGM Event Committee Website Sponsorship (Advertising banners) We discussed the desire that editorials in the Riding On will no longer be offered as a sponsorship drawcard once the current contract agreements have been fulfilled. At the last meeting it was decided that Editorial Sponsorship guidelines be drafted but Bob McDonald and I feel that Website Advertising would be an alternative, viable and modern means of attracting sponsorship and would possibly be better utilized and would probably suit most companies. To that end, very preliminary discussions between Bob and I have commenced; continued discussions would involve negotiations relating to costs per click thru options – eg.1c; 5c; 25c depending on advertisement placement; size; banner blindness; rotational time frame and tracking progress which I believe is available through Google Analytics and something that we can monitor in-house. This is as far as we have gone with it as it requires the expertise of others in the field. Member Involvement Programme Alistair, at Monash University Immunology and Stem Cell Research Laboratories, who is promoting the benefits of Traditional Chinese Medicines (TCMs), is seeking assistance from our members. He has been contacted regarding the placement of an advertisement in the Riding On Journal and or on the website; he feels that both options have merit and is taking the suggestion back to his team for discussion and will get back to us after Christmas. Another of the research areas they are actively involved with is neuro-degenerative diseases. Some discoveries in Alzheimer’s disease and the ability to delay or change the possible onset have been made. Updates will be passed on when made available. Event Management Programme (EMP) Updates to the National Committee 2012 EMP tasks have been completed, with the exception of a couple of additional task groups, differentiating roles / task owners. A bit more fine-tuning is appropriate after which a final cross check of information will be carried out. Helena Gritton # 14027 - National Vice President. The National Vice President’s Report was moved on the motion of Helena Gritton and seconded by Perry Stephens. Page 7

10.

National Sponsorship Coordinator’s Report

The sponsorship agreement with Armstrong Driver Education has been completed; Naomi Downie, National Office Administrator, has received their logo for printing on the 100 Gear Shop Vouchers that will be sent to the first 100 members who updated their contact details through the National Administration Office, following the approval of the National Committee. The prize of a refrigerator from Classic Trailers has been nominated as the major prize. I have spoken to Grant Roff (Spanner Man) and await his confirmation e-mail regarding the acceptance of the sponsorship offer for 300 Volunteers hats for the 2013 AGM Event. All Sponsors have been advised of the time frame for placing their advertisements for the 2013 AGM Event Information booklet; most have been received, making the cut-off date. As you know, Joy (# 57757) and I had been in Melbourne for the Motor Bike EXPO; during this time, as well as selling tickets for the UCARF raffle, I held discussions with Honda Australia and QBE Insurance regarding future Sponsorship. I’ll give a full report in person at this meeting. Joy and I would like to wish a Merry Christmas to the National Committee and National Administration Office staff and their families and I look forward to a busy 2013. Bob McDonald # 21040 - National Sponsorship Coordinator. The National Sponsorship Coordinator’s Report was moved on the motion of Helena Gritton and seconded by Jen Woods.

11.

National Administration Report

eNewsletters have started to be emailed out and have been very effective. Some Branches have asked for an eNewsletter to be sent to the members in their area regarding local news such as AGMs and their new Ulysses branded website. The Eastern Creek Branch meeting on the 28th of November 2012 was very good. We handed out some documentation on the National and Branch websites and the AGM Event 2013 and discussed both topics in detail with the members present. We were able to assist all members who had issues logging into the website and all members were very pleased with their understanding of, and access to, the website by the end of the meeting. Please find a copy of the flyers given out for your information. Refer to Appendices 1 and 2. Ulysses Club Arthritis Research Fund (UCARF) Raffle tickets; we have sent out 13,400 tickets so far to Branches. The procedure for the raffle sales has been streamlined this year. Refer to “Further to the National Administration Report” below. We sent 5 pallets to Fraser Coast with AGM Event gear and Exhibition items. This was received by them this week and will allow them to assess the gear and plan further for the Event. AGM Event 2013 Registrations are up to 933 as of the 30th of November 2012 at 12.15pm. Chris # 25012 & Dianna Glover # 31050 kindly counted all leather vests Thursday night. Thank you! These will be ready to start selling as soon as we confirm the cost of postage. These garments may be on a separate order form. Naomi Downie, National Office Administrator. The Administration Report was moved on the motion of Denis Paulin and seconded by Helena Gritton. Further to the National Administration Report: To ensure that the funds from the UCARF raffle are deposited and managed appropriately, a review of the Charitable Funds Act and the Constitution will be conducted by National Treasurer Leo Farrelly

Page 8

12.

National Purchasing Officer’s Report

The new heat colour change mugs are available from the Gear Shop now. These should be popular as Christmas presents. Also available are bag tags, with the Old Man logo one side, and room for name and address on the other. These are a great item for travelers. The AGM Event merchandise for the 2013 Fraser Coast AGM Event has been ordered. We are hoping the merchandise will sell out before the event, with the last remaining stock (if any) being sold in the Gearshop at the AGM Event. I have just spent some time at the National Administration Office and the leather vests and we recently purchased have been catalogued, and we hope to have them for sale online soon, and in the next edition of Riding On. Chris Glover # 25012 - National Purchasing Officer. The Purchasing Officer’s Report was moved on the motion of Chris Glover and seconded by Leo Farrelly. Further to the National Purchasing Officer’s Report: The leather vests from Xtreme Design Clothing will soon be ready for sale from the National Administration Office.

13.

International Liaison Report

The Melbourne Motorcycle EXPO was held from Friday 23rd to Sunday 25th of November 2012. From the perspective of the Club, I feel it was a success. Volunteers from Macedon Ranges, Yarra Ranges and Melbourne Branches put in time on the stand. Helena # 14027 and David Gritton # 8810 assisted on the Saturday and Bob # 21040 and Joy McDonald # 57757 were there on the Saturday and the Sunday. There were 35 booklets of Ulysses Club Arthritis Research Fund Raffle Tickets sold and we handed 127 Membership Application Forms to potential members. On Sunday the 9th of December 2012 the destination for the Melbourne Toy Run is the Calder Park Raceway. The Club has been invited by the Toy Run Coordinator to erect a stand there. We have accepted the invitation. The President of Ulysses Club Zimbabwe has accepted a position out of the country and an interim committee has been appointed. The interim committee has scheduled a meeting of all members for December 15th. They intend to formalise a new committee at this time and they have indicated that they intend to adopt the constitution, policies and procedures of the Australian Club. We will be advised of the outcome of the meeting without delay. We have many members on the move. I recently spoke with a member from Brisbane who had just returned from riding the magnificent Route 66. One of the riders in the group was a man from Switzerland. Our member told this man about the Ulysses Club and that there is now a Club in Switzerland. The contact information has been sent to him. Wolfgang Thomasitz # 61301, the President of Ulysses Club Switzerland has been informed and said he will be happy to make this bloke their 22nd member. News from New Zealand is that they have had two members of the Australian Club joining the New Zealand Club using the reciprocal arrangement. That is that no joining fee will be charged for current members of either Club who wish to cross the Tasman. Our member Rob Hall # 38660 is intending to visit Christchurch and rang to ask who he should contact. He has been put in touch with the Coordinator of the Canterbury Branch, who has invited Rob to attend their social evening and to be guest speaker. Recently, within the period of a fortnight, I was contacted by a member from the Johannesburg North Branch of the South African Club who will be visiting Melbourne, and a member from Bendigo who intends visiting Johannesburg North then riding to Namibia via Botswana. If possible these two will meet in Melbourne early in 2013, then in South Africa a couple of months later. I also gave our man the contact details for Tunku Motsumi, our man in Botswana. Another member from Bendigo is heading off to Canada soon and I was able to link him with Rob Edge # 59696, our man in Vancouver who I met up with at the Mildura AGM Event. Perry Stephens # 26184 - International Liaison. The International Liaison Report was moved on the motion of Perry Stephens and seconded by Chris Glover.

Page 9

14.

National Website Manager’s Report

We have launched three more Official Branch Websites this month with the Hills Branch, Sunshine Coast and the new Grampians Branch coming on board. The three new Premium Branch Website designs are nearly ready to go live which will give Branches the option to get a site with many enhanced features, but at a cost. Just a reminder to Branches that the Branch Support site is the place to see all free designs, news on updates and upgrades, videos and instructions on how to manage your site, as well as a heap of Frequently Asked Questions. The Premium Designs will be available from the Branch Support site: http://branch.ulyssesclub.org After requests from a number of Branches we have now added a ‘Branch Classifieds’ category to the ‘News’ page of all the Official Branch sites. This is now a total of 8 categories within the News page which are: Branch Classifieds, Branch Documents, Branch Members, Branch Merchandise, Honour Roll, Ridden On, and Ride Reports & Video. We’ve also renamed the ‘Rides’ page to be ‘Rides & Social Events’. This page now includes 2 categories being Rides & Socials allowing members to see all upcoming occasions that they can attend. These two categories now both archive after the event. On the National Website there is a ‘Branches’ page. This page features all branches with their logo, contact details, has a link to their website and can also have photographs featuring the Branch. If your Branch has not yet sent in photos for this area please send 6 high resolution photos to the National Administration Office who will arrange for these to be added. We have recently improved the Branches’ information pages by relocating the contact details to the top of the page to save members scrolling down to access the details. In reply to National Secretary Jen’s enquiry at our last meeting regarding the Road Safety Documents from the old website; I checked and found all but three are in fact on the new website as news items. The other three were out of date and in need of review which is in hand. As approved by National Committee since the last meeting, there is a new Chat Room to be installed on the website. I will get it tested by some regular users when it is up to that stage. The new forum has been undergoing testing and will soon be ready to go live. Both these projects have been delayed a bit because I have been away fishing and riding over the last month. Thanks to National Sponsorship Coordinator Bob McDonald # 21040 for negotiating a major sponsorship deal for the website which I’ll leave for him to report on. It just shows that by having a modern functional website we will attract sponsors. There are a number of smaller advertisers who came on board this week also and there are others who we are talking to and hope to get soon. John Evans # 17954 – National Website Manager. The Website Report was moved on the motion of John Evans and seconded by Denis Paulin.

15.

National AGM Event Coordinator’s Report

2013 Fraser Coast Things are speeding up, with many of the event team becoming quite busy. They are all working well as a team, and must be pleased to see some of their years of planning finally starting to take shape. Commemorative merchandise for the event has been ordered, with sales of all items going well. Contracts and payments for a lot of the infrastructure and goods have been completed. I’m glad to hear the new ablutions are well underway, as these facilities are so important for a successful event. 2014 Alice Springs The team are looking forward to the Fraser Coast event, and talking to members about their exciting area. It is the quiet before the storm for Alice Springs, with the full focus on them very soon! 2015 Albury Wodonga Peter is still negotiating with the Turf Club, but also having a ‘Plan B’ with some plans for a Greenfields site if necessary. It’s good to see the council is doing its best to help in the planning of our event. Chris Glover # 25012 - National AGM Event Coordinator. 2013 AGM Event Fraser Coast - Progress Report Page 10

Our monthly informal get-togethers for Managers, Coordinators and Team members are proving to be a great avenue to toss around ideas and swap information. The primary advantage though, has been that each team is gaining greater understanding of why so many of their tasks are reliant upon jobs being performed by other teams. This has fostered some excellent working relationships and we’re confident this will carry over to the event. All areas remain well ahead of the game plan at the moment and we are well advanced with identifying, documenting and scheduling all tasks to be done during setup week and the actual event. At this point, we would estimate up to 1000 individual jobs in total will be performed by volunteers and contractors during the two weeks. Campground. To-scale plans showing the Campground sites, suburbs, roadways and amenities are now complete. Detailed plans of alterations to existing electrical & plumbing services will be completed this week. Work schedules for setup week, as well as maintenance schedules for rubbish runs, ablutions cleaning etc. are being developed. Catering. Barn Palais Catering representatives, Geoff & Mardi Brown met with the Event Director & Event Secretary in Maryborough on 12th & 13th November 2012. Representatives from the Maryborough Netball Association also met with us to learn the basics of meal service, and to confirm their commitment to the project. While they were here, Geoff made enquiries with the Maryborough TAFE College for the use of their commercial kitchen facilities for washing up. The facilities at TAFE are ideal in that they are very modern and located less than 1km from the event site. Geoff expects a favourable reply to his enquiries within the next few weeks. All parties are satisfied with catering progress to date. Menu and price options have been finalised from the Brolga Theatre caterer, ‘Gusto’ for catering at the Extended NatCom meeting & AGM. Negotiations are ongoing with the National Secretary regarding Road Safety forum breakfast options. Check-In & Commemorative Merchandise. Event badges & volunteer badges and lanyards have been ordered, with production scheduled for this month. An extra 1500 event bags, over and above the sponsorship agreement have also been ordered. Communications. Telstra have contacted us to advise that a temporary C.O.W. (Cell On Wheels) will be installed for the Scouts Jamboree, and they will either leave it on site, or return it in early April for our event. This device will provide huge capacity for internet & mobile phone access (As an example, the Scouts are streaming live internet TV). It will also provide the infrastructure for the National Administration Office and Check-In computers to operate on the net at high speed. The Communications Team recently met with MERG (Maryborough Electronics & Radio Group) and has confirmed their offer to assist with programming and managing the two-way radios to be supplied by Council. Decorations. The decorations team have now locked in their work schedule to ensure their access to the Hoecker and scissor-lift during the event. They have planned several decoration construction workshops and are ready to roll. Entertainment. Most entertainment acts are now formally contracted, with only a few yet to return their paperwork. Extra low-level acts such as street entertainers (who donate their income to charity) are being investigated. Event HQ. Event HQ is planned, organised and already well-resourced. Work schedules for its operations are currently being developed. First Aid. More options for the supply of a First Aid building will be presented and a decision (finally) reached at the Managers’ meeting on Monday 3rd December 2012. Functions & Meetings. Our Meetings Coordinator met last weekend with the Functions Manager & Event Secretary to discuss progress on the Event’s formal meetings. The venue has been booked and catering has been arranged. Exact details of microphones, recording equipment etc. will be confirmed in a letter of agreement within the next few weeks after meeting again with Brolga Theatre staff. Gate Control (Security). A contract for after-hours security services has been offered to a local professional security provider. The Site Manager and the Security Coordinator are working on a lock & key register which is nearing completion. Gear Shop. The latest floor plan for the Gear Shop has been submitted to the National Administration Office (NAO) and the National AGM Event Coordinator (NAGMEC) for final approval.

Page 11

Government Liaison. A meeting with Council will be held within the next couple of weeks to formalise Council’s offer of reduced-price waste services. Grand Parade. Queensland Police have been slow to respond to our enquiries regarding our Grand Parade Plan submission. Letters seeking ‘no objection’ have been drafted to Council and Department of Traffic & Main Roads, but cannot be submitted until we get a response from Queensland Police. The communications strategy to inform residents and highway traffic of the parade and possible traffic delays and diversions will be implemented beginning of December 2012. Media & PR. An event flyer was created and distributed at the recent Melbourne Motorcycle Expo. A separate flyer was created for distribution by Naomi Downie, National Office Administrator, at an Eastern Creek Branch meeting this week. A presentation was completed by the Event Director at the Redlands Branch in Brisbane with approximately 100 members in attendance. A written proposal which includes The Fraser Coast Chronicle and the Kingfisher Bay Resort Media Centre has been submitted to the NAGMEC, and subsequently discussed to clarify a few minor issues. This and other services from the Chronicle will be established via a formal contract in the near future. The Sales & Marketing Manager recently met with the local Manager of Channel 7 where a variety of media advertising & promotional strategies were discussed. In summary, Channel 7 has agreed to assist with advertising road closures, the grand parade and general community awareness of the event. They have also offered to try to arrange a live cross to the event site for the weather segment on Channel 7’s Sunrise program. Organised Rides. There has been no reply received from a neighbouring branch who previously offered to assist by supplying ride leaders and tail-end charlies. A recent suggestion for an addition to the self-guided ride options includes a short run (5km) from the event site to a local wildlife park, followed by lunch at a small country pub. Total ride would be less than 80km. Parcel Pickup & Laundry. No further work required at this stage. Planned, resourced and ready. Signage. The signage team has completed a draft list of all Coordinators’ signage requirements, and cross-referenced it to the NAO available signage list. They are currently working on a summary of all street signs and a signage location map. This strategy should help ensure quick and easy replacement of any signs that are ‘souvenired’ during the event. Services. As originally promised, it is now confirmed that adequate services will be provided to ensure: • • • • • • •

All trader sites - Mains power Food vendors - Water, grey-water & mains power Food vendors – 3 Phase mains power as requested Hoecker - Water, grey-water & mains power (3 phase & single phase) Piazza - Water, grey-water & mains power (3 phase & single phase) Medical power sites RV sites - Water, grey-water & mains power

The Event Treasurer has completed his inspection of the new ablution blocks being built by Sams Loos in Dubbo. He reports that construction is very advanced (more than 50% complete) and sees no problems with supply and delivery as per the contract. The Site Manager has gained clarification from the Showgrounds Manager regarding regulations for refilling (ablution block) gas cylinders during event week if required. Ergon has now energised the three new electricity transformers at the Showgrounds, thus ensuring that all electrical services will be delivered as promised. Construction costs to Ulysses Club will be nil. We are currently negotiating a sponsorship agreement so that (hopefully) metered powered costs will also be supplied free of charge. Sponsorship. No further progress to report on the Ergon sponsorship agreement. The Fraser Coast Chronicle will produce the event booklet at no cost to Ulysses Club Inc. Motorcycle Trader magazine have offered 300 hats for our volunteers at no charge. Wide Bay Water Corporation has supplied 700 water bottles for volunteers. Tours. Fraser Coast Regional Council’s Visitor Information Centre advise that they have taken more than $30,000 in members’ tour bookings to date. Page 12

Training. Nothing further to report. Traders & Manufacturers. Another manufacturer, Kawasaki has confirmed their attendance since our last report. Ducati & Moto Guzzi/Aprilia have declined our invitation. More than 100 traders are now confirmed and paid. A local bakery, Bakehouse 13 have verbally confirmed their attendance at the event and plan to retail fresh pies, pastries and bread from a vendor’s site. A local restaurant/catering company, Bay Fusion has paid to operate a full-service restaurant from the Cane ‘n Cattle Bar during the event. Management committee members are currently working with them to ensure there is clear understanding of what is and isn’t likely to occur regarding members’ uptake of their services. Transport. Following evaluation of quotations received from two local bus companies, a contract has been offered to Wide Bay Transit (WBT) to provide dinner shuttle services. An informal agreement has been reached whereby we will supply WBT with monthly updates of shuttle bookings beginning December 2012, with weekly updates from March 2013. Volunteers. More than 100 volunteer registration forms have been received to date. The Volunteers Coordinator is working with the Event Director to simplify the volunteers’ rosters so that each Coordinator will manage individual tasks, rather than creating separate rosters for every task. Surplus bags from previous AGM Events will be used to create give-away packs for event volunteers. It is anticipated these packs will include at a minimum, backpack, water bottle, hat, volunteer’s badge and special volunteers’ discount offers from event traders. Website. Website News items and updates to the trader site maps every two weeks (approximately) continue to provide relevant and accurate information. Welfare. 300 Volunteers hats have been sourced from Motorcycle Trader magazine by National Sponsorship Coordinator Bob McDonald # 21040. We are still negotiating with Bunnings for the supply of more. 700 Water bottles have been donated by Wide Bay Water Corporation The Event Director met with Coca-Cola Amatil last Friday. Their representative is keen to be a part of the Event, and we are awaiting a response from their Event Promotions Team regarding the possible supply of bottled water and Gatorade for volunteers. Hamilton has donated free sunscreen for volunteers. The Purchasing Manager is currently summarising all Coordinators’ resource requirements and has set a deadline of this Saturday, 1st December for all requests. Immediately after that date, a variety of requests for quotation will be sought so that all resources (equipment & services) can be finalised early in the New Year. A task list & Gantt chart summarising all jobs that need to be completed during the setup and event weeks is being developed, and should be completed during the Christmas & New Year break. This will allow a series of summary reports to be produced that will list tasks, and the staff & resources required to accomplish each task. Rob White # 22674 – 2013 AGM Event Fraser Coast Director. 2014 AGM Event Alice Springs - Progress Report 2014 Event Secretary Ross Geoghegan # 24695 continues with work on the organising of our display for the 2013 Event. We have had meetings with different parties from the tourism sector and we should end up with a good display for the members to get information from about the 2014 AGM Event and the area. 2014 Event Treasurer Tony Collins # 34687 has reported that the bank account has now been sorted. Tony and Ross Geoghegan # 24695 (2014 Event Secretary) are the two electronic signatures for the account. 2014 promotion at the 2013 AGM Event Australian Clothing Company has sent Shirley Geoghegan # 50467 a sample of the Promotional shirt we will have for the 2013 AGM event. Page 13

2014 Commemorative Merchandise Work continues in this area. We look forward to getting a good result and hope to achieve our goals we set out at the start. Grand Parade Coordinator Work has started on the Traffic Management Plan. Entertainment Coordinator Pippa Leahy # 45464 is continuing to look at possible bands to do the entertainment for the Friday and Saturday nights as well as through the week. Pippa is having great success to date and it looks like we will have great Entertainment for the Event. We will also have the company of the Mayor of Alice Springs, Damien Ryan and the Alice Springs Town Council CEO, Rex Mooney at the Fraser Coast AGM Event in 2013. It looks like they will arrive on the Friday and be available for the closing ceremony on the Sunday. Alan Leahy # 45463 - 2014 AGM Event Alice Springs Director. 2015 AGM Event Albury-Wodonga - Progress Report I have attached the latest draft of the Memorandum of Understanding (MOU) between Ulysses Club and Wodonga and District Turf Club (WDTC) with my comments. I have not heard anything back at this stage as the Council representative has been on Leave. I do have a meeting on the 4th December 2012 at 1pm with the Mayor and Senior Directors of the Wodonga Council to discuss the excessive costs, and what is considered as micro management by WDTC when it comes to site layout where I can and cannot put things on the ground, and about paying the monies to the trainers. I am also questioning the delay as Show Society has not presented theirs and I suggest they are delaying to see the WDTC MOU outcome. I have spoken to the President and he said it was complete. I know the council is saying they are supportive of what I am trying to do; I suppose this will be a real test of how supportive. I have a meeting on 28th of November 2012 with my committee to see the latest logo work from the Australian Clothing Company. If I consider it acceptable I will send to you for presentation at the National Committee meeting. Site layout is pretty well confirmed as a result of your visit but not worth progressing until we agree to MOU. I have a drawn to scale plan for a greenfield site, which is still on the books, as the council owns some land at Baranduda approximately 10km from Wodonga which may meet our needs. We will also discuss this on 4th of December 2012. It is not a bad option but need to look and the cover of grass. 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 second by Perry Stephens.

16.

UCARF Report – Ulysses Club Arthritis Research Fund

News from Monash University in Melbourne. Ran Gu is finishing at the end of 2012. She has received her final payment from UCARF. Kim Kennerson is awaiting a further submission from Monash University for a new candidate for 2013. Kim hopes to be able to present the details of the new candidate for UCARF sponsorship at the next National Committee meeting at National Administration Office. Kim Kennerson # 6929 – National UCARF Coordinator. The National UCARF Coordinator’s Report was moved on the motion of Jen Woods and seconded by Helena Gritton.

17.

Ulysses Club Road Safety Committee Report

The members of the Road Safety Committee recently met for one of our three meetings per year (one of these meetings is the Road Safety Forum at the AGM Event). Page 14

Reports were tabled from member representatives in each state, including the submission to the Queensland Parliamentary Inquiry into the motorcycle licensing process in Queensland, prepared by Allan Smith # 17959, as well as the response to the discussion paper on proposed motorcycle licensing changes – Submission to the South Australia Dept of Planning, Transport and Infrastructure. This submission was prepared by Neville Gray # 3394. Thanks to both Allan Smith and Neville Gray for your efforts in preparing these responses. Of concern from all member representatives is the increased road toll for motorcyclists this year, although the most represented age seems to be the 30-39 group and not older riders. All members are watching the Lane filtering trial being held in Sydney with interest and will be keen to read the results when published. Dave Wright # 51871, Western Australia delegate will be conducting a short training, which is an extract from his Ride Right course, a road craft advanced rider training at the AGM Event in Maryborough. Dave has been asked to also conduct the course to Year 11 and 12 high school students at one of the local schools in Western Australia. Shaun Lennard # 30576 reported that the Federal Government’s Road Safety Forum will next year be held in Hobart with the focus on vulnerable road users. The Minutes of the meeting will be published soon and will be available from the members of the Road Safety Committee and on the website. Naomi Downie, National Office Administrator, provided the three documents from the Road Safety folder on the old website. Some documents had been used as news items, which was great, although these three items need updating. These were tabled at the recent Road Safety Committee meeting and are being updated by members of the Road Safety Committee. Motorcycle Awareness Week activities have been held in various states and territories, and work is now underway for the Ulysses Club Road Safety Forum to be held at the AGM Event in Fraser Coast – as well as the Road Safety stand in the Traders’ area. A survey will be conducted at the Traders stand, seeking views from riders about their experiences as returning riders. 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 John Evans.

18.

General Business

18.1

Branch renewal of Admin Bandit. It was agreed at the last National Committee that the National Treasurer would arrange payment of the Admin Bandit fees for those Branches with the system in place. This payment will be made annually by the National Treasurer into the future. National Treasurer Leo will ensure that Branch Treasurers are aware of this and understand that they do not have to make the payment for their Branch. Approximately 20 Branches have adopted the Admin Bandit system.

18.2

Saturday dinner with the Fraser Coast AGM Event Team. Following discussion with the organising committee of the Fraser Coast AGM Event, it was agreed that the Saturday Dinner, when the National Committee meets in Maryborough in March, would be held under similar conditions to the Saturday evening dinner when the National Committee met in Maryborough in June. That is, all members of the local branch would be invited to a venue and each member would be responsible for payment for his/her meal.

18.3

Sanctioning of a new Branch. The proposal for the new Branch, in the Grampians Area of Victoria, had been distributed to the National Committee for discussion prior to the meeting. The National Committee sanctions the new Branch. Further discussion regarding the Branch name and logo will take place. Secretary Jen will notify the proposers of this decision.

18.4

Proposed Telemachus Medal. According to the Constitution, when a member dies, that member ceases to be a member of the Ulysses Club. Although this nomination for the Telemachus Medal was received before that member did die, it is the decision of the National Committee that the Telemachus Medal cannot be awarded posthumously due to the constraint of the Constitution.

Page 15

This decision led to the following motion: Motion moved by Jen Woods # 21395, seconded by Perry Stephens # 26184; “That a Ulysses Club award; Telemachus Medal, Dearnley Medal, or Life Membership, cannot be awarded posthumously”.

18.5

All in favour. Motion passed. Gladiators Motorcycle Club in Gunnedah. The Sydney Odyssey was held in Gunnedah on the weekend of 10th & 11th of November 2012. Part of the Odyssey was the parade through the main street and the display of motorcycles outside the Town Hall. President Denis was approached by three members of the local chapter of the Gladiators Motorcycle Club. They expressed their displeasure at a Ulysses Club, “a patch club”, opening a branch in “their town”. It was explained to them that the Ulysses Club is not a ‘patch club’. Following some further discussion all parted on good terms.

18.6

Letter Heads and Signature Blocks for Club correspondence. President Denis has asked all members of the National Committee to send to him, samples of the signature blocks used in correspondence. For uniformity in signature blocks, starting with the new National Committee after the Fraser Coast AGM, it is envisaged that there will be a standard format for all National Committee members.

18.7

Developments in the (Undisclosed) Branch Committee. Undisclosed.

18.8

Forum Developments. The Campervan & Motorhome Club of Australia (CMCA) has had some problems with members posting inappropriate messages on their website forum. Following legal advice the National Committee of the CMCA have closed their forum. The Ulysses Club has sought legal advice and advice from our insurers. We are not insured for defamation on the website. Consequently, we do have to be very vigilant and delete any inappropriate postings before they are seen by any person who could bring legal proceedings to the Club. It is hoped that the Ulysses Club does not have to close our forum due to the inappropriate postings of a few members.

18.9

Challenge Coins or Medallions. How a challenge coin/medallion works: You are meant to carry yours at all times and if you are challenged and do not have it with you, you are expected to “shout”. If you are challenged and you do have it the challenger “shouts”. Good fun and camaraderie. President Denis considers that we could adopt such a practice using our Ulysses Club membership card, without the need to produce another coin/medallion. Denis will draft an information sheet about this idea. For further discussion at the next National Committee meeting.

18.10

Undisclosed.

18.11

Telemachus Medal Nominations. The proposal for a Telemachus Medal for three members of the (undisclosed) Branch was read by Secretary Jen Woods. The nominees are worthy recipients. However, as the rules for the Award state that a majority of two members may be nominated in one twelve-month period, one of the nominees will be held over until next year. Secretary Jen will notify the Branch Committee of this decision.

18.12

Dearnley Medal Nomination. The proposal has been resubmitted with further information and signed by all relevant members of the Branch. The proposal was discussed and a decision was made. Secretary Jen Woods will notify the Branch Committee of this decision.

18.13

Maurice Blackburn Lawyers. MBL has approached the Club to request that a statement be written by the Club for their web site endorsing the efforts in representing motorcyclists in Australia. This organisation has been active in the SMIDSY (Sorry Mate I Didn’t See You) Campaign. The Club recognises that MBL has been engaged in this positive campaign for motorcyclists in general, but not specifically for our members. Consequently, following discussion, the National Committee decided that it is not appropriate to write a statement of endorsement at this time.

18.14

Proposal for Life Membership. A proposal for Life Membership had been previously distributed to members of the National Committee. This was discussed at length at this meeting. A decision was made to review this again in 12 months.

18.15

AGM Event 2016 Submission. A submission, in DVD form, from a Branch Committee was distributed to the members of the National Committee to view. A decision will be made at the next National Committee meeting. Page 16

18.16

Bowel Cancer Foundation. The BCF attended a Branch social meeting and conducted a presentation for the members. The Ulysses Club demographic is of interest to the BCF. They conducted another presentation for President Denis. Denis is arranging for another Branch to have the BCF presentation so he can attend and access the impact the presentation has on the members. A decision then can be made as to the future of the program. It is understood that this BCF program could be beneficial for many of our members.

18.17

Pages contract. Rob White # 22674, 2013 AGM Event Fraser Coast Director, has made some suggestions regarding the Pages contract. He will refine these after the 2013 AGM Event and send his suggestions to The National Committee for further discussion.

There being no further business the meeting closed at 3:35 pm. The next National Committee meeting is scheduled for: Saturday 19th of January at the National Administration Office, Unit 2/156 Hartley Road, Smeaton Grange NSW 2567

{Original Signed} ____________________________ DENIS PAULIN NATIONAL PRESIDENT

{Original Signed} ____________________________ JEN WOODS NATIONAL SECRETARY

Page 17

Appendices Appendix 1. Dear Member, I hope this information will dispel some myths about the old website and explain some of the thinking and reasoning behind the establishment of the new website. The old website from Loaded Technologies was built on an ad hoc basis and could not be upgraded because of incompatibility of the various components. The cost for Loaded Technologies (LT) attempting to fix some prime areas of the site (with no guarantees that the improvements would allow us to ever upgrade!) was around the same expense to build 144 new websites. Loaded Technologies had suggested that we should build a new site, but knowing the lack of service and high charges in place with them, as well as the fact that LT decided to change direction to no longer host websites, we had no choice but to put the Club first and look in a different direction. The Ulysses Club was in a vulnerable position and we needed to act before Loaded Technologies realised we were changing providers and withheld our domain names or dropped the site. Some concerns with the old site were: • • •

• • • •

•

Almost total lack of security. It was easy to access the site without logging in and the site was hacked twice in the last 12 months which meant we could have lost all members web records. The Ulysses Club domain names were registered in the provider's name, not ours. The site did not work for modern browsers because some of the software was 12 years old and as mentioned LT could not upgrade the site, stating to us that they had no idea of what negative effects an upgrade would cause over the site. There was no Service Agreement until last year, which the provider did not stick to the agreement after just one month of signing it. Advertisers were difficult to attract. Loaded Technologies were confused over how to work the site’s advertising which meant years of procrastination and in turn a lack of revenue for the site. The Classifieds section was awkward causing many complaints on a daily basis. The forum being V-Bulletin was not compatible with the DNN (Dot Net Nuke) website which meant the Club had to pay to have it hosted on a separate server, in turn meaning yet another clunky system that needed to be tacked together to function. This also meant synchronisation on at least 3 levels to make all of the different systems talk. The list is extensive but this explains some of the major issues.

The new website is having some teething problems but major steps forward include: • We have 144 websites in total including the National site, 2 AGM Event sites, a branch support site and a site for every branch and Special Interest Group (SIG) as well as an IMIS website for the National Database (My Membership). • We have the latest security in place and sites are backed up three times a day. • The new Classifieds is running well and easy to use. • All 144 sites receive regular upgrades to the latest software as part of our Service Level Agreement. The sites work for all modern browsers and iPads. • All 144 sites receive regular updates (as opposed to upgrades of software) to ensure improvement is constant and at a minimum monthly. • The new site will attract advertising. • The domain names are registered to the Ulysses Club Inc. • Each branch has a generic email address created for them to allow consistency of information. • Private Messages on the Forum are now private and cannot be accessed by anyone other than the member. This area caused us some angst previously. • Branch Webmasters have access to a Branch Support Website to teach them how to gain the maximum from their site including videos on how to work within the sites. • An AGM Event Registration Form in the past cost us $3,000.00 per year to have made for us and any changes or amendments to the Form cost the Club at a high rate. This last online Form was made by our National Administration Office in-house. • We have changed our marketing direction to suit the ethos of the Club. For example each ‘footer’ on each website is consistent with the Club's Aims and direction, ensuring accurate information across the board. • The National Site is made up of 2 websites allowing privacy and credit card security with the use of one email address for each member. The first main site is the DNN site (Dot Net Nuke) where you see Rides, Classifieds, Page 18

• • • •

Branch information etc., the second website is your 'My Membership' area which is just for you as an individual. It is your renewal, your gear shop purchases, your address, your AGM Event Registration. This 'My Membership' area is a web face of the National Database. The old website functioned in such a way that when you changed your address and made a gear shop purchase, an email was sent to the National Administration Office who printed it out and manually processed the change / order in the National Database. Now when you change your address you are changing this directly into your file on the National Database. Your gear shop order is processed automatically saving staff-hours and saving the Club money now and for the future. The new website has already increased our rate of new members and also renewals. Gear Shop sales have increased starting with +$7000.00 the first month. Smaller branches now have a voice and advertising. National Office staff is trained on the websites and their maintenance saving the Club now and into the future.

An area of concern is the Forum which may have a limited life due to legal issues. The National Administration Office has received many complaints about the unfriendly nature of some posters whose behaviour forces other members to not return as they have been ridiculed, bullied and harassed. This bullying behaviour is not part of this Club's ethos and is unacceptable on all levels. We are constantly monitoring the forum and we found that less than 40 users have contributed more than 20 posts, and 20 users make up more than half the posts in the forum. 20 users – I was surprised at that and I am sure you will be too. What a shame others feel they can not join in and be 'social' online due to the bullying. A club similar to ours is the CMCA (Campervan & Motorhome Club of Australia) of which many Ulyssians are members and many CMCA members are Ulyssians. They received legal advice that the nature of their Forum (very similar to ours) was exposing them to litigation and their decision to protect the membership was to close the Forum. It was closed permanently last month. We have a copy of that legal advice and should we see the need we will seek our own advice. We believe our no nonsense approach to restricting members access to the Forum when they have misbehaved and breached our rules has enabled us to restrict our exposure and protect members. The future of the Forum is determined by how we manage it and how the membership takes responsibility for their own actions and attitude. The best interests and future of the Ulysses Club and its members is paramount. This National Committee has had the strength to uncover serious weaknesses that have risked the Club's integrity and finances and have made changes which safeguard the Club to ensure current and future stability and we will continue to ensure the Club is at the heart of every decision. Please encourage any member who is having issues logging into the National site to contact the National Administration Office (NAO) by email or phone and they will assist them right away, alternatively feel free to send a list of members names from your branch to the NAO and they will make contact with each person. For assistance with your Branch Website please also drop a line to the NAO who will spend as much time as you require assisting you to upload content or training you on the website. Also check out the Branch Support site as there are new training videos (under the NEWS tab) and loads of FAQs that are great to show you what updates and upgrades are happening and how to manage the site. Sincerely, Denis Paulin National President Ulysses Club Inc.

Page 19

Appendix 2. The new Ulysses Club Inc. Website http://www.ulyssesclub.org Reasons for the change: Copy of Denis’s letter attached. (Refer to Appendix 1) How does this one work and why? The Ulysses Club Inc. website is made up of 2 key areas both of which you will have to log into using the same username and password provided. 1. The Main website features Members Classifieds, Branch information, Rides, Members Benefits and more. 2. The 'My Membership' area is a place just for you with your contact information, your Gear Shop, your purchases, your AGM Event Registration and a place where you can change your password or address and contact details. We have rolled the site out in stages because we are using 2 separate sites which we have had to monitor and then move next to each other, hence logging into two areas. The Main area deals with no financial transactions, just information. The ‘My Membership’ area is for you individually and is where all financial transactions are conducted just for you. In the past if you changed your address or made any form of purchase on the old site, it would come to the Administration email address as an email advice which we would print out and place in a working tray to be manually re-entered and processed into the National Database. As you could imagine this system created time lags for processing and was double handling. Now if you change your address or purchase gear online, register for the AGM Event or renew your membership the transaction is processed directly into the National Database onto your file. We have removed the double handling and created faster processes. One email address per person: Most new websites these days require a unique email address for you to be able to log in with a username and password as a security measure. Our sites also work this way. The National Database – or the ‘My Membership’ area will not allow us to create a username and password for anyone sharing an email address with another member. You can imagine, some Secretaries were very helpful and assisted people in the past that had no computer or no computer skills to join up online. This meant that every person this was done for had the same email address as the Secretary. Some email addresses were shared with 6 or more people. Username and Password: Your Username - is always your membership number with zeros in the front to make a 6 digit number. i.e. membership number 6 = 000006, member number 12345 = 012345 Your password – This is either the password you created yourself in the ‘My Membership’ area OR you can request a new password from the National Administration Office by emailing or calling with your request. If you call, the set-up literally takes 2 minutes maximum, if you email we do endeavour to get back to you on the same day during the week. The Branch Website: http://branchname.ulyssesclub.org (notice there is no www for the Branch web address and do not use the word branch in the web address) Home Page: Welcome Module: This is only accessible by our Administration Team to ensure the consistency and quality of the home page is kept in line with the Club’s Branding as well as being used for its intended purpose. It is supposed to feature information about your area and a little about the branch too if you like (you just don’t want it totally repeated on the next module). About Us: There is some information about the Club Generally at the top of this page and at the bottom is the Our Branch Module. This is editable by the Branch Webmaster. This is where all Branch history and information goes. Page 20

Rides & Social Events: Your Webmaster is able to add, edit and delete articles for this page. There are 2 categories to choose from; Rides & Socials. The rides feed through to the National site. Both the rides and socials feature automatically on your home page. You have a module called ‘About our Rides’ on the right hand side of the Rides page and it is editable by your Webmaster. This is for general information that does not change much about your rides. If you have a pdf of a ride calendar for printing that you want on the site you can place a hyperlink in here and have the calendar placed in the news area. Under the ‘About our Rides’ module is a ‘Branch Supporters module’ which we will add your supporters to for you and then show you how to manage and use this module. News: You have 8 categories to choose from in the news when you create an article: 1. Branch Classifieds 2. Branch Documents (for newsletters, join up forms etc.) 3. Branch Members 4. Branch Merchandise 5. Honour Roll 6. Ridden On 7. Ride Reports 8. Videos. Contact Us page: This has an enquiry form which automatically sends the Branch Secretary a copy and a copy goes to our National Administration Office as a backup. There is a Google map on the top right hand side of the page and your committee details on the bottom right hand. The committee details are changed by us each time we receive a signed Branch Committee Contact form from the branch. Check out the following link to the Port Stephens Branch website for a great example of a Ride Report: http://portstephens.ulyssesclub.org/News/tabid/4846/articleType/ArticleView/articleId/3462/Port-Stephens-BranchOlde-Golde-Ride.aspx With photos there is really no limit of how many photos you can add per news article. With news articles, we try to have a little blurb about a set of photos – for example; Title: BBQ at Bob’s place 12th September 2011 Summary: Members had a great time at Bob’s and celebrations went into the night. Body: Add a sentence or two about what happened at the BBQ or on the day. Photos: Add as many as you want. Also check out the Branch Support site as there are new training videos (under the NEWS tab)and loads of FAQs that are great to show you what updates and upgrades are happening and how to manage the site: http://branch.ulyssesclub.org

Page 21