WA STATE COUNCIL MINUTES Meeting of Thursday 6 October 2016

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MINUTES OF THE MEETING HELD IN KEN WILKIE BOARDROM, 7/21 WANNEROO ROAD JOONDANNA 6060

THURSDAY 6 OCTOBER 2016

PRESENT: N. Rahimtulla SC Chair & AMSDC D. Moir SC Deputy Chair S. Fox WA Director L. Sperring WA Alternate Director R. Tapper RP, ARC & WACC H. Piercy ORP, AORC & NCCWA D. Bell SOP J. Hurney MRP & eV Challenge

D. Elliot MKP& MCC of WA M. Grogan MSDAP & FRSC of WA T. Rowley AOC I. Olsen AROC WA C. Simson BORMSA D. Walker CDC WA F. Ferrari FCA WA F. Fiocco FCA WA S. Casella Fiat Lancia Club of WA R. Mathers JCC of WA N. Trethowen Light Car Club of WA Anthony Ford MGCC WA J. Newell Mini Car Club of WA J. Philip No Limits CC W. Richards Porsche Club of WA B. Quartermaine SWTCC R. Bradtke WASCB J. van Der Plas TSOA-WA P. Bartlett VSCCWA P. van der Mey WACC W. Panomarenko WAORRA R. Hagarty WASCC R. Meechin WASS&SCA G. Johnson WASCA K. Outtrim WFMA S. Watkins CAMS Admin L. Cornes CAMS SCDO

APOLOGIES: D. Picen BORMSA R. Pearson SP R. Sadique Fiat Lancia Club of WA R. Humfrey WASS&SCA J. Smith JCC of WA

VISITORS: R. Butler-Henderson T. Benson

These minutes cover WASC 0253 to WASC 0279

Refer to table at end of minutes for actions to be taken

1. OPENING

The meeting was opened by the Chair at 1930 hours, with a welcome extended to attendees.

2. DECLARATION OF INTEREST

The Chair outlined to the Council that in accordance with principles of good governance, the Board of CAMS has requested that at the commencement of all Council meetings that each member declare any matter that may amount to a conflict of interest and that such a declaration be included in the meeting minutes.

No pecuniary interests and/or potential conflicts of interest were declared.

3. RATIFICATION OF PREVIOUS MINUTES WASC0253

The minutes of the last State Council meeting, held 4 August 2016, were a true and accurate record of the meeting. Moved B. Richards, seconded J. Hurney.

CARRIED

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4. BUSINESS ARISING

WASC0254 WASC0225 WASC0248, WASE0066 WASC0246, WASE0067

SECRET BALLOT – AGENDA ITEM 7.4 The Chair with the approval of the State Council asked to raise an issue not on the agenda. State Council members have raised an issue with the Chair and requested that the vote for agenda item 7.4 be put to a secret ballot. As per the Standing Orders 4.3 (viii) Motion put to council. Motion carried. Moved N. Rahimtulla, seconded, J. Hurney

CARRIED

AWARDS NOMINATIONS & NEW WA MOTOR SPORT AWARD Still require suggestions for a WA Motor Sport Award in 2017. Suggestions to be provided to the WA CAMS office. REVIEW OF CONSTITUTION BY CAMS BOARD State Council members are still invited to provide any suggestions to the CEO by 30 November DISCUSSION PAPER – EXTENSION OF WA STATE EXECUTIVE POSITION TERMS Chair requested this be moved to end of the meeting.

5. CORRESPONDENCE CAMS Speed Read CAMS State E-Newsletter For latest minutes since previous State Council meeting, please refer to CAMS website.

6. REPORTS WASC0255

WA CHAIRMAN As Tabled by Nick Rahimtulla RAC With the closure of the facility, this has left WA with one less track. I commend Jeff Ash for the work he has put in on this issue to publicise the matter, and look forward to seeing what happens. CAMS Constitution Just a reminder that submissions on this should be lodged by 30th November 2016. Report of Meeting of State Council Chairs in Melbourne.

1) Championship Policy. The states supported the policy, and CAMS confirmed that the Series are still eligible to run, however all Championships must run with the Policy. I have asked Ben Pretty to discuss the matter with John Hurney who sent in a response.

2) State Panel Standing Orders. Various documents were examined and

CAMS preference is to have one standard nationally, and the draft which WA assisted in preparing at the end of last year was agreed to by all States and will go to the Board for ratification and would come into effect for 1/01/2017 .3 year terms were also suggested to be included., with some

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minor amendments to the wording to be included to bring the document up to current requirements.

3) State Council Executive Orders. There was discussion regarding developing a standard set of Executive Standing Orders The NSW orders, which WA copied, ( Board approved) were presented as a reference. The main change is to do with governance issues and conflicts arising from having the elected director and Alternate director sitting as members of the State Council Executive... Whilst such individuals could attend meetings, they should not move, second or vote on any motions or decisions. The Council should ensure that there is a minimum of 3 people plus the Elected and Alternate Director. The amended draft will be distributed to the State Chairs for final review before being placed before the CAMS Board for approval and to take effect from 1 st January 2017

4) CAMS Bumper Stickers. Administration will look into this proposal.

5) NCR 83 the chairs agreed the existing wording of NCR 83 will remain as

is. This was in response from the legal department request to look into the matter.

6) CAMS confirmed that the new card is the competition license, and the passbook is the record of event history. Both are required to be presented at driver and official sign on. CAMS is investigating the options of a sleeve for the passbook and licence. Emergency contact details should be added as part of Entry form requirements under NCR 77

7) Image and Branding. There was discussion about improving the CAMS brand externally via our volunteer representatives, Chairs, Commissioners, Panels, Stewards, officials.

8) Disciplinary Procedures At present there is no procedure in place to deal with the situation where an official does not conduct themselves in a manner which complies with CAMS expectations. The following suggestions were made. Include communication skills and interpersonal skills as a component of all officials training. CAMS to direct the above training to all officials and Stewards from 2017.

9) I have requested a visit from CAMS Technical to visit a council meeting for the benefit of all clubs as requested by a number of people. This will be looked at. Furthermore it has been suggested that a forum be held for all car clubs to discuss the CAMS structure for all to understand the various roles within the organization, this is planned for early next year, and all will be informed in due course.

10) Fit and proper Person. The requirements for disclosure of criminal charges

on the application for a Competition Licence have been modified as proposed by WA State Council.

11) Regularity I was asked by R Janney from WASCC asked me to seek if CAMS would look at changing the word “regularity” to “Time Challenge”. Regrettably this was not accepted by the other State Chairs.

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WASC0256

BOARD OF CAMS

Talking points from Board Meeting 299 as tabled by S. Fox

EXPENSE REIMBURSEMENT for Volunteers

The Board ratified the email vote, CAMS Expense Reimbursement Policy for Volunteers which was approved on 4 August 2016. This was to effect changes to the Policy which was issued earlier in 2016 to clarify which level of event raised an entitlement to claim reimbursement from CAMS.

PRESIDENTS REPORT

The Board NOTED the President’s Report and the majority of matters of note were confidential for political, commercial and legal reasons

CEO REPORT

The Board NOTED the CEO’s Report and the majority of matters of note were confidential for political, commercial and legal reasons. Matters that can be noted are:

The CAMS Foundation Rising Star program was successfully launched at Sandown last weekend;

The RAC DTEC Track is earmarked for closure;

A successful State Council Chairs meeting was held of which the main outcomes were agreement to remove Alternate Directors (although this will form part of the Constitution Review) and confirmation that CAMS Directors should not be a formal member of or vote on any other body apart from a Board Committee;

The Strategic Plan will be presented to staff at the next staff meeting.

DECISION PAPER: 2017 FIA Commission Appointments

The Board RESOLVED to ACCEPT the Decision Paper – 2017 FIA Commission Appointments. The following people will be nominated for appointment for 2017;

Land Speed Records Commission – Garry Connelly

World Rally Championship Commission – Ben Rainsford

Touring Car Commission - Tim Schenken

Circuits Commission - Tim Schenken

Historic Motor Sport Commission – Paul Hamilton

Drag Racing Commission – Brett Stephens (ANDRA)

Homologation Commission – Scott McGrath

International Karting Commission - Craig Denton (KA)

Volunteers and Officials Commission - Michael Smith

Single Seaters Commission – Andrew Papadopoulos

Women in Motorsport Commission – Samantha Reid

Rally Commission – Ben Rainsford

Medical Commission - Dr Matt Croxford

DECISION PAPER: NCR 238

The Board RESOLVED to ACCEPT the Decision Paper – Amendment to NCR 238. The long standing understanding has been that Bulletins expire at the end of the year in which they were published, unless noted otherwise. The amendment will clarify this convention.

DECISION PAPER: Amendment to Board Charter

The Board RESOLVED to ACCEPT the Decision Paper – Amendment to Board Charter. Some minor amendments were accepted for the Charter, including the

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reference to 2 additional Board Committees, a specific exclusion on Director voting at the meetings of other CAMS related entities and the addition of the Company Secretary as a co-signatory.

DECISION PAPER: Tasmanian State Council – Election Process & Extension of 2017 Election Deadlines.

The Board RESOLVED TO ACCEPT the Decision paper: Tasmanian State Council – Election Process & Extension of 2017 Election deadlines – to approve:

The Tasmanian State Council Election Process as confirmed by State Council on 25 May 2016.

The extension of election deadlines for appointment of the Tasmanian State Council Chair and Deputy Chair.

DECISION PAPER: Calls for Expressions of Interest – CAMS Australian Drift Championship

The Board RESOLVED to ACCEPT the Decision Paper – Calls for Expressions of Interest - CAMS Australian Drift Championship.

DECISION PAPER: CAMS Sustainability Project: Adoption of Environmental Policy Statement.

The Board RESOLVED to ACCEPT the Decision Paper – CAMS Sustainability Project: Adoption of Environmental Policy. Essentially, the Board adapted an environmental vision and environmental policy statement as the first steps toward meeting the FIA Institute’s ‘Environmental Certification Framework.

DECISON PAPER: Suspension of Licence R. Cullen.

The Board RESOLVED to SUSPEND R. Cullen’s licence for 12 months, of which 6 months is suspended subject to Cullen making a supportive public statement to the satisfaction of the CEO.

RISK AND SAFETY

The CAMS Board confirmed that the Risk Committee will assume responsibility for all non-financial motor sport and non-motor sport risks. The Board RESOLVED to appoint A. Evans and T. Atkinson to the Risk Committee. A Charter will be created and presented to the Board at the November meeting.

INFORMATION PAPER: CAMS Technical FHR Further Implementation Report

The Board NOTED the Information Paper – CAMS Technical FHR Further Implementation Report. The implementation has been adopted in principal with a final decision paper on implementation plan presented at the November Board Meeting.

WASC0257 AMSDC

As Tabled by Nick Rahimtulla Burnout standing regulations have been finalised and presented for review. There seems to be an issue with communications between commissions and state councils. CAMS Administration looking into this and trying to find a way to make it easy for people to view and access bulletins. Any suggestions please pass onto N. Rahimtulla. Frontal head restraints, board asked the commission to look at FHR. It was decided by the commission that using FHR in speed discipline is deemed not suitable. Risk mitigation needs to be used for these disciplines.

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To see the latest reports, visit

http://www.cams.com.au/about/structure/commissions/amsdc

WASC0258 AMRC

To see the latest reports, visit http://www.cams.com.au/about/structure/commissions/amrc

WASC0259 AORCOM To see the latest reports, visit http://www.cams.com.au/about/structure/commissions/aorcom

WASC0260 AHMSC To see the latest reports, visit http://www.cams.com.au/about/structure/commissions/ahmsc

WASC0261 AOC As Tabled by Tracey Rowley Meeting last week. The latest minutes are on the website, see below link. To see the latest reports, visit http://www.cams.com.au/about/structure/commissions/aoc

WASC0262 WA RALLY ADVISORY PANEL To see the latest reports, visit http://www.cams.com.au/about/structure/state-panels/western-australia Road repair costs, staring to work with Department Sport and Rec to discuss this issue.

WASC0263 WA MOTOR RACE ADVISORY PANEL Report as tabled by John Hurney Still no resolution on the fuel cell issue. Big historic meeting at Barbagallo Raceway in a couple of weeks’ time. Drivers from all over the world are competing. Is indicating to be a great weekend for Motorsport.

WASC0264 WA OFFICIATING PANEL Report tabled by Doug Bell It was good to see training dates put into the draft calendar for 2017. Having nominated dates where we know training won’t clash with events is important for the continued upskilling and development of officials. Not all states program training dates into their state calendars which I’m sure makes it a challenge for them to find time to run courses sometimes. Please let Simone or myself know if there are any training needs for 2017 so we can assign courses to the dates in the program. We’ll be running the usual suite of courses such as one or two Silver modules, communications upskilling, etc. If there’s a need for any courses to be run in the regions please also let us know so we can start to plan ahead for those. We ran a Bronze Fire and Rescue training module in early September at the SETS facility in Balcatta. About eight participants went through the Bronze theory module and then after lunch SETS provided some hands on practical training with extinguishers, fire blankets and hydraulic tools. Most of the participants are now working towards an event assessment as and when they feel they are ready.

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CAMS has made a recent change in the way assessments are organised and approved which is worthwhile mentioning here. Anyone who wants to be assessed for a licence grade needs to complete the request for assessment form and send it to the office at least two weeks before the event. This is so that suitable assessors can be found and their licences confirmed as being the correct type for the assessment. The Officiating Panel also needs to be informed that the assessment is going ahead and they will provide feedback if there’s likely to be an issue with an assessment at that event. Once the assessment is completed, the paperwork is sent to CAMS and if it’s a Bronze upgrade, it’s processed directly by Member Services. If it’s a Silver upgrade it comes to the Officiating Panel for review before being granted and if it’s a Gold upgrade it’s reviewed at a national level by the AOC. Please note also that all officials need to carry not only their plastic CAMS card but also their activity record book when signing on at events. Your Officials Licence is a combination of both as they contain different but important information. The card has your licence grades and expiry date while the book has next of kin information and a record of other events you’ve been to. Please ask officials in your discipline or area to make sure they bring both to events when signing on. Lastly, we are still seeking people to join the Officiating Panel from motorsport disciplines other than rally and circuit. We would like to have a broad base of experience and knowledge so we can better address the needs of motorsport officials in WA. If you know of anyone who may be interested in joining the panel, please ask them to contact me directly.

WASC0265 WA STEWARDS PANEL No report received

WASC0266 WA OFF ROAD PANEL Report as tabled by Hugh Piercy Championship has finished for the year. Calendar is set for 2017 and will be a similar season to this year. Numbers were good for last event.

WASC0267 WA MOTORKHANA ADVISORY PANEL As tabled by David Elliot Ran the Australian Motorkhana Championship a couple of weeks ago. Competitors from WA and other states. Only seconds between first and second, exciting event. This was the last official event at RAC Track. Chair of MSDC commended D. Elliot for running a great well put together event.

WASC0268 WA MOTOR SPORT DEVELOPMENT ADVISORY PANEL Report as tabled by Michael Grogan The panel has met since the last State Council meeting and has discussed some of the following points. The WASCC is well under way to having 5 evening sprint events over the summer period, and Rob Hagarty did laptop presentation on the proposed circuit which has been inspected by the National safety officer and given the tick of approval, he also stated that that there would be 3 hillclimbs conducted at Jacks Hill over the Christmas period as well as these events hadn’t been on the calendar for a number of years.

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The new scrutineering document was discussed and it was decided that it still needs some small changes and hopefully will be used as the default document for all disciplines. It was reported that the drift looks to have a very good season and this is being pushed by Dan Brouwer and Paul King from the WASCC and they have had a very successful start to the year and look forward getting more young people involved. The Speed event series has not conducted any events since the last meeting and will be conducting two events in Collie on the 15th and 16th of October and with renewed interest from those clubs and individuals who were affected by the RAC closure.

WASC0269 WA OFFICE Report tabled by Simone Watkins

F. Roth is now on maternity leave. All SCDO related matters should be forwarded to L. Cornes.

L. Cornes office hours are Monday, Tuesday and Friday.

2017 Club Affiliations application forms are being posted to clubs and should arrive in the coming weeks.

The 2017 CAMS Motor Sport Awards (WA) will be held on 7 December 2017 at the East Fremantle Yacht Club, RSVP by 23 November. Tickets are purchased online via the CAMS website.

7. AGENDA ITEMS WAS0270 VOTING RIGHTS APPLICATION – eV CHALLENGE

eV Challenge have requested voting rights. The club meets the General Regulations of CAMS to be eligible for voting rights. State Executive has approved this request.

CAMS ID

Club Name SC Delegate SC Alt. Delegate

Voting Rights

1504176 eV Challenge John Hurney Yes

CARRIED

WASC0271 CHANGE TO CAMS DELEGATES

The following clubs have changed their delegates. State Executive approved the following changes to be ratified at State Council held 6 October 2016

CAMS ID

Club Name SC Delegate SC Alt. Delegate

Voting Rights

9844961 WA Historic Touring Car Club

Geoffrey Moran Martin Dennis Yes

1144481 WA Sports Sedan and Sports Car Assoc

Rex Meechin Yes

CARRIED

WASC0272 2017 WA STATE COUNCIL ELECTIONS – STATE EXECUTIVE

S. Fox as Chair In accordance with the CAMS Constitution, the Standing Orders for CAMS State Council and the WA Election Process, we are required to conduct annual elections for the 2017 Office Bearers of the WA State Council, if nomination numbers require them. S. Fox stood in as chair for the duration of the election.

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Nominations were called for:

Western Australia Elected Director;

West Australia Alternate Director;

Western Australia State Council Chair;

Western Australia State Council Deputy Chair; Nomination for these positions closed Friday 26 August 2016. WA Elected Director One nomination was received for the position of WA Elected Director;

Mr Sikander (Nick) Rahimtulla As the amount of nominations match that of the available positions. Mr. Rahimtulla was ratified by the majority and shall take up the position as of 1 January 2017

CARRIED WA Alternate Director One nomination was received for the position of WA Alternate Director;

Ms. Tracey Rowley As the amount of nominations match that of the available positions. Ms. Rowley was ratified by the majority and shall take up the position as of 1 January 2017.

CARRIED

WA State Council Chair Two nominations were received for the positon of WA State Council Chair;

Mr. Sikander (Nick) Rahimtulla

Mr. Thomas Benson As Mr. Rahimtulla has been declared WA Elected Director, his nomination put forward for State Council Chair has been retracted. As Mr. Benson is the only remaining nomination for State Council Chair, Mr. Benson was ratified by the majority and shall take up the position as of 1 January 2017.

CARRIED WA State Council Deputy Chair Two nominations were received for the position of WA State Council Deputy Chair;

Mr. David Leslie Moir

Mr. Lyndon Sperring A secret ballot will now be conducted. Only eligible voting clubs will be permitted to vote. In accordance with the WA Election Policy, postal voting is restricted to clubs with voting rights that have an official mailing address greater than 200km geographically from the Perth GPO. No postal vote were received. Ballot papers were collected by S. Watkins. Papers were counted by S. Watkins, L. Cornes and S. Fox. Majority of votes were for Mr David Leslie Moir. Mr. Moir was ratified by the majority and shall take up the position as of 1 January 2017

CARRIED Chair asked permission of the State Council to destroy the voting papers. Destroyed by S. Watkins.

CARRIED

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WASC0273 2017 WA STATE COUNCIL ELECTIONS – PANEL CHAIR S. Fox as Chair In accordance with the CAMS Constitution, the Standing Orders for CAMS State Councils and the WA Election Process, we are required to conduct annual elections for the 2017 Office Bearers of the WA State Council, if nomination numbers require them. Nominations were called for:

State Officiating Panel Chair

Motorkhana Panel Chair

Motor Race Panel Chair

Motorsport Development Advisory Panel Chair

Rally Panel Chair

Stewards Chair Nominations for these positions closed Friday 26 August 2016. Nominations were received for the following panel chair positons.

Doug Bell; State Officiating Panel Chair; ratified by majority CARRIED

John Hurney; Motor Race Panel Chair; ratified by majority CARRIED

Leonard Hugh Piercy; Off Road Panel Chair; ratified by majority CARRIED

Michael John Grogan; Motorsport Development Advisory Panel Chair; ratified by majority

CARRIED The following late nomination was received. Chair asked the room for further nominations, none received.

Ross Tapper; Rally Panel Chair; ratified by majority CARRIED

The following positions received no nominations.

Motorkhana Panel Chair; As no nominations were received, Chair asked State Council for any nominations. David Elliott nominated for the position, ratified by majority

CARRIED

Stewards Panel Chair; Rod Pearson was unable to attend the State Council but provided late nomination via email, Chair asked State Council for further nominations none received. Mr. Pearson ratified by majority.

CARRIED

The above people shall take up their panel chair positions as at 1 January 2017.

WASC0274 DECISION PAPER – CHAIRMAN OF THE WA STATE COUNCIL FOR 2017 Moved by H. Piercy – Seconded R. Tapper. A lengthy discussion was made by several members for and against this decision paper. T. Benson requested that H. Piercy remove the decision paper. As the decision had already been tabled it was not able to be removed and proceeded to the secret ballot.

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A secret ballot was conducted as per WASC0254. Ballot papers collected by S. Watkins, counted by S. Watkins, L. Cornes and S. Fox. Majority of votes opposed the decision paper. The decision paper was lost. Mr Benson remains as the WA State Council Chair for 2017.

LOST Ballot papers destroyed by S. Watkins as requested by the Chair.

WASC0275 2017 CAMS WA CALENDAR The 2017 CAMS WA Calendar is being drafted. If you wish to add any events to this calendar please contact S. Watkins at the CAMS office. Clubs are able to include their CAMS events. Draft copy of calendar to be circulated to clubs.

8. GENERAL BUSINESS WASC0276 WASC0277 WASC0278 WASC0279

CALEB ASH – PRE-LOGBOOK SCRUTINEER Caleb Ash has requested to be added to the WA pre-logbook scrutineers list. As per instructions from CAMS Melbourne this needs to be approved by State Council. A copy of Caleb’s resume has been provided. State Council has approved Caleb’s addition. Passed by majority.

CARRIED REGULATIONS AND AFFILIATIONS FOR 2017 Please have regulations and affiliations returned asap to ensure they can be ratified before events start. NOMINATIONS FOR STATE COUNCIL AND PANEL CHAIRS R. Tapper raised the issue of communication with the nominations for State Council and Panels. The Nominations were provided via email to State Delegates and on the newsletters however this is not getting out to the majority of WA CAMS members. Suggested that next round of nominations be provided to the WA CAMS members via email. GOOMALLING FLYER R. Bradtke promoted the Goomalling Flyer that is being held on 15 October. Everyone is welcome to attend this event.

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9. LIST OF MEETINGS ACTION ITEMS

Minute number

Action Item Action by Status

WASC0246, WASE0067

DISCUSSION PAPER – EXTENSION OF WA STATE EXECUTIVE POSITION TERMS CAMS has been in consultation with State Council Chairs about increasing the tenure of Chairs and Deputy Chairs of State Councils to 3 year terms. There is a broad agreement that year terms are a product of history and not in keeping with modern governance. Given that State Council are charged with assisting CAMS administer the sport in their respective States, stability and planning are important elements of the administration and management of those councils, and in most people’s minds, extending the terms to 3 years is logical and not controversial Results indicated that the majority of the WA State Council supported the discussion of 3 year terms. The matter was raised at the recent face to face in Melbourne where the matter was tabled by NSW, and was supported by all, and will be presented to the board to alter the State Council Standing Orders, which only the board can undertake. This will be effective from 1st January 2018.

N. Rahimtulla Completed

10. NEXT MEETING Thursday 1 December 2016 at 7.30, at the Ken Wilkie Boardroom at CAMS in Joondanna. 11. MEETING CLOSURE The meeting closed at 2132 hours

Chairman’s Declaration: “I have sighted these minutes and believe they are a true and accurate record of the meeting.” ……………………….. Nick Rahimtulla WA State Council Chair