Poverty Bay Hockey Association Meeting 7 th December 2015 6pm Harry Barker Reserve. Present: Wade Manson (RDM), Dave Mackey (Vice Chair/YMP), Venus Hongora (HKTATTMHA), David Preddey (Chairman/LOB), Julie Hollamby (Committee), Ngaio Haenga (Treasurer/GMC), Mini Smith (HKTATTMHA), Alice Brown (Te Tairawhiti Maori Hockey Association Inc.) Apologies: Rowena Tamanui (Committee/HSOG), Ngaio Haenga (Late), Gavin Kernahan (Committee/LOB) Ngaio Arrived 6.08pm Previous Minutes: Minutes 9 th November 2015 accepted as a true and accurate record. David Mackey/Ngaio Haenga. Carried. Matters Arising: - Fundraising for Rio. Amber is waiting for approval of leave from school, should know by the next meeting - Cleaning Contract. This is still being worked on. - Absent Committee Members. Will be raised in General Business. - Glenda Stokes. Letter to Glenda thanking her for attending the last meeting. Committee will continue to look at this. Correspondence: - Louise Teneti Hockey in Schools Contract accepted. Moved that inwards be accepted and outwards approved. Ngaio Haenga/David Preddey. Carried. REPORTS Treasurers Report: - HKHTATT cheque received for deposit on Queens Birthday 2015. - Profit of 46,000 of which 30,000 will come out. - Accounts payable standard monthly stuff. Moved that accounts be approved and financial report accounted. David Preddey/Julie Hollamby. Carried. - Managers Financials. Still waiting for U13 Boys and reconciled accounts U13 Boys, U18 Girls and Boys. - Junior Hockey funds are due to be reinvested and $399 interest put into main account for expenses such as sand bags. - Kiwi sport will be up $5,000 and $1500 coming in January. - Sport Gisborne to be invoiced for renegade. Wade to send info to Ngaio. RDM Report:
- Summer Hockey. Current season nearly finished. Renegade, 6-a-side and juniors all appear to have been successful. Wade to draft a proposal for 2016 - Reps. The rep subcommittee have outlined the 2016 proposal U18 Men Invercargill, U18 Women Central mini, U15 Boys Hawkes Bay, U15 Girls Nelson, U13 Boys Curtis Cup, and U13 Girls Rawleigh. 2016 Proposal Approved. - Small Sticks in Schools. Louise is working on booking schools for 2016 - Central. MAD Camp and Future Elite coming up. Mackenzie Wilcox was named as Central U21 Player of the Year and Amber Church as Central Umpire of the Year. - HNZ Courses. Coaching Course 13-14 th Feb, Wade is looking at who would be appropriate to attend. Colin French Visit was successful and leads into the courses planned for 2016. - Retail Proposals. There have been meetings with LOTTO, Go Hockey and Just Hockey. - 2016 Competition Dates. Competition subcommittee needs to meet in early New Year to look at 2016 start dates. Leaders Conference Report: - Sponsorship. Cars, signage for regular payment, marketing course with EIT. - Code of Conduct. - Procurement/Community Funding. Funding through programmes i.e. coaches programmes. - Health and Safety. This is an area of concern and is a next step with the Central Reporting. - Hockey Foundation. This is similar to the concept that Glenda discussed regarding Sunrise. - Funding Manager. HNZ have employed a Funding Manager. Take our budget/accounts and look at areas for funding. - Competition Dates. Going online with the draws. - Masters. There has been minimal interest from Poverty Bay. - 2016 Events. National Indoors Tournament U13 Boys Report: They were a great team, did really well. There is a mental impact on players when loosing constantly. It can set them to think that loosing is the only way they play. Our boys did not have the oh we lost again, but this did impact the Rep Sub Committee decision to send Hatch to Curtis in 2016. Motion that the report is accepted. Julie Hollamby/Ngaio Haenga. Carried. U13 Volunteer Hours: Moved that boys complete the tasks outline by May. - This is to be completed by the end of this week and tasks signed off. U13 Boys Managers Report: Motion that the report is accepted. Julie Hollamby/Ngaio Haenga. Carried.
U13 Girls Managers Report: Motion that the report is accepted. Julie Hollamby/Ngaio Haenga. Carried. General Business. 1. HKTATTMHA (Queens Birthday Tournament) - DO PBHA have a sound system? Inside PA system x 2 Contact Russell Braithweigh or Andy Searle. - Do PBHA have a BBQ on side that could be borrowed? Yes we do, the gas bottle would need to be supplied by HKTATTMHA. - Could they put up a Marquee on the Verandah side? A Special Bar license would be required to use it for drinks etc. Noted that an application to GDC would be required for the use of the grass areas. Garrett Blair is the contact. - Entry Form for Summer League? Teams are Year ¾ and 5/6. Entry Forms will be sent on to Venus once registrations are open. Note that this competition does not require teams to be school based. - Winter League. This competition is school based only, Year 1/2 Year 3/4 Year 5/6. This is different to the Summer Competition. This competition is run during the week. Venus to contact Wade with names, ages and numbers. - Contract for Pavilion Hire. This needs to go to the Building Committee for approval. Clarification on if the hire fee is per event or day needed. May to contact building committee with venue agreement and clarification requirement. - Junior Team Gear. Junior Goalie Gear needed, what is the best option? Wait at this stage and Julie will get back to them. - Watering times. This depends entirely on the weather. A minimum of three big waters, morning lunchtime and early evening (half an hour each) and short waters between games (10 minutes). - March Past. A Judge from PBHA requested. Julie Hollamby nominated. - Health and Safety Plan. HNZ Website for forms and templates. Preparation going well. Just moving along nicely. Te Tairawhiti Maori Hockey Association Inc. is now an incorporated society and so are HKTATTMHA 2. Bar Contract - Canteen to be added. - Cleaning to be added over summer months only. - Ngaio to follow up on Food Handling. - Contract is for Winter Competitions, Summer Competitions and Evening Events. Casual Hours. Moved that Contract approved with Canteen and Cleaning over summer. David Preddey/Julie Hollamby Noted that PBHA and Claude to approve bar staff when Claude is unavailable. 3. Feedback.
- May to go through and send through suggested constructive items through each sub committee responsibility. - Noted that information to be and next steps to be posted on the website. 4. Retail Proposals - Proposals received from Go Hockey, Just Hockey and LOTTO - Wade to follow up with proposal from LOTTO and Go Hockey. Motion that Wade to Clarify item F and Platinum Sponsorship and attached schedule with Go Hockey and LOTTO. 5. Committee Leave of Absence - A leave of absence has been requested by a committee member. - The commitment to PBHA is year round and committee members are required to fulfil this obligation. - Noted that decision making can be made difficult by consistently absent members. - An extended leave of absence is not practical to the role of PBHA committee member. Absent committee members to be contacted and thanked for their contribution and asked for a re-commitment and attendance at meetings. 6. Summer Sessions with Lara Collins. - All contacts have received notice through the database, web, Facebook, emails. - $10 per person. Up To Year 6, Year 7/8, Secondary. - Registrations due 19 th December. 7. End Of Year Purchases - Grandstands/Dugouts. Dave Preddey to follow up with Steve Phelps - LOCABLE Cabinet. Ngaio to purchase one. - Room Dividers. Ngaio to follow up with Barwick s/trader. Notice to go on Facebook. - Shelves in Lock Up. May spoke to Peter T. - Shed. May to confirm that shed space is available. A new lock will be required. - Display/Cork boards to put up around the room. Command hooks may be a better option. - Honors Board. May and Wade. - Turf Squares. Wade to follow up with Matt Skuse. - Lights. Security and Scoreboard. May to follow up. - Man Barriers. Two options $300 or large ones are $170 each. Too Much at the moment. - Speaker System for Eaves. Braithwiegh. May to follow up after New Year. - French Doors and Verandah. Dave Preddey to follow up. - TV. We have been offered a TV from Steve Nisbett. Dave Preddey to follow up.
- Sofa/Coach. An Easily Cleaned Option. May to put a notice on Facebook. - Sandwich Board. David Preddey has an old Farmlands sign. David Preddey to paint and get to hockey. - Food Trolley. Ngaio to Purchase - Hose and Fitting. Gavin following up. 8. Closing Dates 21 st December 11 th January OFFICE HOURS CLOSED. No bookings will be taken in this time. Notices to go on the web, Facebook and RDM/Administrator to add an automatic reply to emails. Wade to let CSL know. May to contact cricket. 9. Rest Stop Proposal. Wade to contact Thomas from Sport Gisborne 10. Ruatoria. David Preddey heard on the radio they are keen to get involved in hockey. David Preddey to follow up on contacts. 11. Lachlan Vause Elite Budget. Motion that budget is accepted. David Mackey/David Preddey. Carried. Kiri Taylor and Marie Edmonds to be contacted for draft budgets. 12. Funding Outline. Funding Outline to be approved via email, applications to be started in the New Year. 13. Rep Policy Louise Teneti has been working on this and will it through for discussion. 14. Used Hockey Sticks. Colin Chester from Auckland offers free used equipment to smaller regions. Julie to follow up with Colin and work out the nuts and bolts... Potentially 100 sticks and shin pads etc. Julie to send through an article regarding previous donations. 15. Logo Wade sent through a draft of a new design. This is be tabled at the AGM for approval. 16. National Maori Hockey Tournament.
The National Maori Hockey Council to be contacted regarding clarification on who has been appointed as the organising committee and official contact. Meeting Closed 8.45pm Next Meeting 18th January 6pm Harry Barker Reserve.