Minutes of Te Tai Tonga 41 Outrigger Canoe Club

AGM

Saturday 20 May 2000 at 2.00pm

 

 

Kiri Rikihana opened the meeting with a Karakia.

 

Nomination of the Chair:

In the absence of Elaine a chairperson was required to chair the meeting. 

Nominated - Kiri Rikihana

Moved Fiona Piwari, seconded Fiona McTavish - carried

 

Present:        

Approximately 20 members were present (see attached list)

            A new address list was circulated and all present asked to update their contact details

 

Apologies:   

Salena, Donna McKay, Lisa Acheson, Dotty Raroa,

 

Financial Report:

Sally Young presented the financial report for the previous year.  Opening balance for the year was $1,731.76 - closing balance $5,509.06.

 

Points / questioned raised:

·                    We have done much better with overdue fees, etc. this year than in previous years.

·                    There are still some people owing subs - Sally and Donna McKay to sort out.  Noted that a way needed to be devised of keeping better records of outstanding subs.

·                    Atutahi still being paid for (approx $3,300)

·                    Received money from WCC (approx $915) for coaching sessions and part for spray skirt.  The spray skirt has been paid for ($450) but no money has been spent on coaching $465.  Need to reply to WCC and let them know what the money was spent on.

 

            Resolved that the accounts for the 1999/00 year be accepted.

Moved Fiona McTavish, seconded Margaret Wylie

 

Action Point - Kiri to circulate copies of the accounts to all

 

Auditing of accounts

Kevin made the offer of a friend to audit the accounts - she will need receipts, invoices, minutes of past meetings, rules of the club, bank statements and general ledger.  Agreed to take up the offer.

Action Point - Sally / Kiri to provide all the necessary information.

 

Minutes from last year

Approved as a true and correct record

Moved Sally, seconded Kevin McKay - carried

 

Election of Officers:

·                    Chairperson

Nominated (and accepted) - Jason

Moved Fiona McTavish, seconded Kevin McKay - carried

 

·                    Vice Chairperson:  

Nominated (and accepted) - Kiri Rikihana

Moved Jason, seconded Fiona McTavish - carried

 

·                    Treasurer

Nominated (and accepted) - Fiona Piwari

Moved Kiri Rikihana, seconded Kevin McKay - carried.

 

·                    Secretary        

Nominated (and accepted) - Margaret Wylie

Moved Kevin McKay, seconded Fiona McTavish - carried

 

·                    Club Captain: 

Kiri gave a brief outline of what was involved with this position - including looking after members and arranging coaching.  Agreed that it needed a job description.  Also agreed to appoint joint club captains for the current season.

Nominated (and accepted) Fiona McTavish and Kevin McKay

Moved Jason, Seconded Kiri Rikihana - carried

 

·                    Membership

After some discussion it was felt that this position was no longer required.  Resolved to formally disestablish the role.

            Moved Jason,            seconded Kevin McKay - carried

 

·                    Hoe Tonga: 

Representative of the club to attend monthly Hoe Tonga meetings. Role is to facilitate information between Hoe Tonga and the club, help with registration of teams for nationals, helping with regional activities such as sprints.

Nominated     Glen

Moved Caleb, Seconded Nacey

Nominated     Kiri Rikihana

Moved Jason, Seconded Fiona Piwari

Vote - majority vote for Kiri Rikihana

 

·                    Safety Officer: 

Kiri led discussion on whether or not to create a new position of safety officer.   Possible requirement due in part to the number of reported accidents around the country, that many local authorities were making life jackets compulsory, the number of capsizes at our regatta, the need for some safety equipment and some basic safety rules, and experience of our steerers.  Currently it is up to the individual teams to take responsibility for themselves.  Role needs to look at safety and equipment, regulations for using lights at night and to develop some guidelines.  Resolved to create new safety officer role and that for the current season this be a joint role

            Moved Jason, seconded Fiona Piwari - carried

            Nominated (and accepted) Haden and Glenn

            Moved Kiri Rikihana, seconded Fiona Piwari - carried

 

·                    Waka Timetable Manager:        

Agreed that this role would be carried out by the club secretary.

 

Membership Fees:

Current Fees

These are currently set at:

            $145            whanau (immediate family)

            $ 75            waged

            $ 50            unwaged

            $ 25            under 19.

 

Agreed that the current membership fees need to be reassessed to take into consideration the cost of storage and insurance. 

Action Point  Fiona Piwari to do a budget taking additional costs of storage and insurance into account. 

Resolved New treasurer prepare a budget and come back to the committee with a recommendation for new subs.

            Moved Kiri Rikihana, seconded Kris Dahl - carried

 

            Due Date

Discussion was held on changing the due date of subs from the date people started paddling (after their first three sessions) to November, with current members paying a proportion of the subs to take them to that time.  It was felt that changing this date would make sub collection easier.

Resolved that due date for subs be changed to 1 November and that existing members be charged a proportion of their subs to that date.

Moved Vicki, seconded Kiri Rikihana- carried

 

Storage costs of waka

General discussion held on the costs of storing the waka at Evans Bay Yacht Club.  Action Point - Fiona McTavish to check on costs of yacht club, use of showers and toilets, etc.

 

 

General Business:

 

·                    Strategy Session:

Agreed to hold a strategy session before November to look at:

·                    Long term strategy for the club

·                    Training and growth

·                    Develop a strategy for new paddlers coming in

·                    Coaching for new teams

·                    How we operate our teams, eg. grading paddlers

 

·                    Fundraising - 10 K race

Vicki raised the issue of proposed sponsorship by Smokefree of the Club’s previous 10k race.  They called to confirm sponsorship too late, however, Smokefree are keen to sponsor the sport as a whole and would like a list of events.  As they missed out on the last race they would support us with the next one we hold.  Kiri Rikihana to bring up with Hoe Tonga.

 

·                    Fees & Collection

Previously covered.

 

·                    Affiliation to the Club

·                    Tu Fa Tasi

Rob des Tombs advised that they would like to discuss the option of affiliation with the Club, possibly along the same lines as Matariki.  It would mean there would be another waka for training.  He has one possibly two men’s crews.  Rob was asked to put in writing what their expectations would be from the club.

 

·                    Matariki

Caleb raised the issue that there were now three / four members of Matariki on the Committee who would have a conflict of interest.  These members agreed to be part of the discussion of the Matariki crew but that they would have not have any vote in the say of what happens.

 

Resolved:  To discuss the affiliation of Tu Fa Tasi as a separate issue at a separate meeting.  At the same time would discuss the letter of clarification of the Matariki team (attached to meeting papers).

Moved Jason, seconded Fiona Piwari - carried

 

Agreed that both these issues would be discussed at the next committee meeting after general business.

 

·                    Blessing / Naming of new waka

Currently the new waka was on a trailer at Sally’s.  Nick Tuprara was working on the design and trying to source some cheaper materials.  Glenn to advise at the next committee meeting when the waka would be finished.  Glenn also asked to advise Nick that we would like the use of the waka in six weeks. Agreed to have an open day in September and get Jacques Martin along to “launch” our new waka, possibly incorporating an open day at the same time.

Atutahi will be finished in the next three weeks.

 

·                    Waka timetable

Team reps are

Matariki                         on committee

Blues Bros                        Hayden

Getting Jiggy with it            Hayden

Nga Ahi                        Sarah / Kiri

Te  Wa Ha Kari Nui            Mark

Wai Hoe                        Andy

Masterwomen                        Margaret

Wai Kai                        Caleb

Tu Fa Tasi                        Rob

 

Timetable to be looked at at the first committee meeting.

 

·                    Storage:

Fiona MacTavish advised that she had spoken to John re storage.  He says that the yacht club are thinking about building storage racks for the waka (where the waka were originally stored).  He also advised the new waka was to be stored at no extra charge - they are moving the yachts currently stored next to us.

 

·                    Guest Coach Training Day

            Margaret Wylie advised that Carina was keen to do a coaching session, especially if she was in Wellington.  There would be a cost involved if she was not in Wellington of her airfares from Rotorua.  Need to agreed on a date at the next committee meeting.  Fiona MacTavish (as club captain) to report back to committee.

 

·                    Time and place of next committee meeting.

            6 June at 7.00pm

            Fiona Piwari’s place

            12 Samoa Street (off top end of Henry St)

            Kilbirnie

 

 

Fiona MacTavish thanked the previous committee for all their hard work - especially that of Kiri Rikihana and Sally Young.

 

 

Meeting closed at 4.00pm