2016 Surfing New Zealand Inc Annual General Meeting

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1 2016 Surfing New Zealand Inc Annual General Meeting Minutes: For the 2016 Annual General Meeting (AGM) of Surfing New Zealand held at the conference centre of the Sunset Motel, Bankart Street, Raglan Saturday 26 th November at 4:10pm. Present: Roll call of members present and clubs represented taken and then handed to minute taker/secretary. SNZ Board and Management Chris Fougere SNZ President Damon Harvey North Island Representative (video conferencing) Russell Ritchie SNZ South Island Representative Kristin Percy Co-opted Board Member Greg Townsend SNZ CEO Ben Kennings SNZ Events and Communications Lee Ryan SNZ Sport Development Boardrider Clubs (Affiliated with voting rights) Phill Wallis Lion Rock Boardriders Club Inc Chris Malone Point Boardriders Inc Nick Black North Wai Boardriders Inc Thomas Kibblewhite Orewa Longboard Club Inc Duan Reardon South Coast Boardriders Association Inc Geoff Hutchison Christian Surfers New Zealand Inc Gavin Houghton NZ Stand UP Paddleboard Inc Boardrider Clubs (affiliated with voting rights) via video conferencing Andrew McCulloch Gisborne Boardriders Inc Boardrider Clubs and Individuals (without voting rights) Odette Dashfield (Maori Bay Boardriders) John O Leary (Maori Bay Boardriders) Daniel Kereopa Roxanne McKerras Apologies: Matt Sale (Vice President), Bob Davie (SNZ Life Member), Wayne Brown (SNZ Life Member), Gary Quinn (SNZ Life Member), Peter Fitzsimmons (SNZ Life Member), Mark Shanks (SNZ Life Member), Murray Weir (SNZ Life Member), Steve Poulter, Harry James (Opunake Boardriders), Craig Williamson (Surfing Taranaki). The Chairperson noted that the meeting had a quorum being 25% of affiliated boardrider clubs under clause 12.2 of the Surfing New Zealand constitution. AGM Minutes: Motion that the minutes of the AGM of Surfing New Zealand held at the conference centre of the Sunset Motel, Bankart Street, Raglan Saturday 21 st November 2015 are confirmed as a true and accurate record. 1

2 Moved: Russell Ritchie Seconded: Chris Malone Matters arising from the minutes: Discussion took place in regards to the 2015 minutes and if everyone had time to read them. The board noted the minutes were sent out last year after AGM and again with 2016 docs as well as being published on the SNZ website. Phil Wallis suggested he hadn t had time to read the minutes as there was a change of AGM meeting time and that the minutes were not correct as his issues were not accurately documented from last year. Discussion left for general business. REPORTS President Chris Fougere Report tabled and is included in the annual report. Andrew McCulloch moved that the President s Report be accepted. Seconded Russell Ritchie. All in favour Executive Officer Greg Townsend Report tabled and is included in the annual report. Chris Malone moved that the Executive Officers report be accepted. Seconded Geoff Hutchison. All in favour Discussion took place in regards to attendance at the AGM with the busy time of year noted as one deterrent. It was acknowledged that the attendance to both the AGM and the workshop was disappointing and that a quorum was only just secured (25% of affiliated clubs). For the AGM to be held in conjunction with the National Championships (January), a change to the organisation rules must be made. Rule 11.1 of the rules stipulates that the AGM must be held no later than five months after the end of the financial year. It was noted that the board is updating the rules of the organisation in 2017 as a wider ranging project. The ability to hold the AGM at a later date (such as during the National Champs) will be included in the amendments. It was noted that the change in dates for the AGM (brought forward one day) was to best suit the confirmed attendees of both the workshop and the AGM as some members could not attend for both days. Postponing the AGM would have come at a considerable cost to some clubs who had travelled from the South Island. Chris Fougere noted that there are clubs that are making a big effort. They understand that the workshop and the meeting are on and that to create change you have to be in the room. A call 2

3 had to be made about the timing of the AGM and it was changed but that did not mean that there were any issues being swept under the carpet as Phil Wallis suggested. The meeting agreed to move on. FINANCE Annual Financial Reports Audited Financial Statements for the year ended 30 June 2016 Audited Financial Statements for the year ended 30 June 2016 were tabled. Resolution: That the audited annual financial statements for the year ended 30 June 2016 be accepted. Chris Malone moved that the financial statements for the year ended 30 June 2016 be accepted. Moved: Chris Malone Seconded: Geoff Hutchison The board noted that the final 2015 ATEED payment to The Ultimate Waterman was withheld for not meeting one KPI. This outcome meant that the financials show a small loss instead of breaking even. The board noted that final payment from ATEED for the 2016 event will be confirmed once the international viewership of the content has been determined. Greg noted that TUW is confident that it will receive the final payment in The 2017 event will be held in Southland with the support from the local council and Venture Southland. It was noted that Surfing New Zealand owns the event and if it is to be held offshore, the organisation will be paid a fee or get a percentage of income generated. Greg Townsend noted that he is confident that Surfing New Zealand will see a good commercial return in the next few years. ELECTIONS Surfing New Zealand Board (Only authorised representatives of incorporated clubs shall be entitled to vote) The positions of President, Vice President and North Island Rep were filled with the incumbents unopposed. President Chris Fougere Vice President Matt Sale North Island Representative Damon Harvey It was noted that no board nominations were received for the position of Independent Board Member Representative. The meeting was made aware that Barbara Kendall had notified the board that she would step down as Independent Board Member. 3

4 Pursuant to clause 8.9.3, if insufficient valid nominations are received, such members of the Board as are elected can co-opt additional members to make up the balance of the Board in accordance with Rule Clause Co-opt any person with the appropriate skills for any specific purpose or for a limited period, or generally until the next annual general meeting to serve on the Board under the control of the Board upon such conditions as the Board may determine. It was moved that the board will co-opt a board member to make up the balance of the board in accordance with Rule The board will look for a representative that has a good relationship with the surfers to fill the position. It was noted that the position is not a paid role and that the board will put it out for consultation and nomination. These two positions shall be selected by the five elected members of the Board as soon as reasonably possible following their election, either at or after the Annual General Meeting. Secretary Treasurer REMITS: No remits were submitted. GENERAL BUSINESS: 1. Annual Report The 2016 Annual Report will be distributed with the minutes of the AGM. 2. Bids for hosting the 2017 National Surfing Championships Gisborne Boardriders expressed interest in hosting the 2018 National Championships. The board noted that they would like to have the National Champs in the South Island every five years (Dunedin 2020). The board accepted that notice for the 2017 Nationals location was late. The board did note that the venue was confirmed and published in the 2016 midyear report and that the event always starts on the first weekend in January. 3. Any other business Team Selection Phil Wallis noted discussion at the 2015 AGM about the National Selector also being a judge at events and the decision to run a three man judging panel. Lee Ryan explained the Surfing New Zealand selection policy which was updated in early 2016 which includes a selection panel with Lee Ryan as the convenor of selectors. The board noted that the selection criteria is published on the SNZ website and that to provide greater awareness, management would ensure that the policy is distributed to those athletes that are vying for selection and distributed to clubs. 4

5 World Champs Phil Wallis noted that the New Zealand Team departed Costa Rica prior to the World Surfing Games Awards Ceremony this year. Team coach Geoff Hutchison explained that the arrangements were made to avoid two additional days stay in Costa Rica. The team agreed to the travel arrangements and they were going to change these arrangements should anyone make the finals on the last day. The team missed the presentation of the Aloha Cup medals (apart from Raiha Ensor). The team confirmed arrangements with the ISA (who had no issue) prior to departure. Auckland Scholastics Phil Wallis noted that Lion Rock Boardriders Club has been excluded from all correspondence for the Auckland Regional Scholastics for the last eight years. The club has not received s or notifications from the Auckland Scholastics Coordinators for the series despite dates being posted on the SNZ website and also on the Auckland Regional Scholastics Facebook page. Past history of this issue and Surfing New Zealand s involvement was discussed and Phil Wallis said that nothing has been done to rectify the problem. The board instructed management to coordinate a meeting of the Auckland boardrider clubs to solve the issue early in It was noted that there were other regions that had management and selection issues in 2016 and discussion took place in regards to this as well as the format of the event, regional selection policies and SNZ rules for teams. It was agreed that SNZ must provide more information to the regions, needs to be clearer with the rules of selection and needs to help all regions with any management issues they have. 4. Next AGM dates to be confirmed Meeting closed: 5:40pm. 5

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