MINUTES OF THE BOARD OF DIRECTORS OF THE NEW ZEALAND DARTS COUNCIL (Inc) HELD AT ROTORUA ON 3 AUGUST 2016 COMMENCING AT 3.45 PM 32. PRESENT: B. Wilson, T Erceg, E Girdler, E Eden, R Daly and P Masoe 33. AGENDA: The agenda as discussed was accepted. 34. MINUTES: It was resolved that the minutes of the Board Meeting held on 6 May 2016, having been circulated, be taken as read. Moved: R Daly Seconded: T Erceg 35. MATTERS ARISING 35.1 30.14 Secretary Retainer. This should read: It was agreed to pay the Secretary a retainer from November 2015. 35.2 30.18 Container. The container would be transported direct to Motueka after the Championships. The container would have a cover and new padlock put on the side of the Container in Rotorua. This had been organised. 35.3 30.19 Directors Shirts. The shirts had been distributed and everyone was happy with them. There were extra shirts for new directors. 35.4 30.08 180 Badges. This had not been approved. It was moved at this meeting. 1 P a g e Moved: E Girdler Seconded: R Daly Abstention: T Erceg The Minutes of the meeting 6 May 2016 after the above adjustment were taken as read. 36. CORRESPONDENCE The following is a list of correspondence received and replied on behalf of the Board of Directors. Correspondence is also discussed under individual headings: 2 May 2016 Email acceptance from Auditor 13 May 2016 Letter to S Strickett regarding possible suspension 15 May 2016 Funding letter for Rosetown Darts Association 15 May 2016 Funding letter for Waihi Darts Association 29 May 2016 Letter to B de Wit regarding non-appointment of Selector 9 June 2016 Funding letter for Niue NZ Darts Association 13 July 2016 Dispensation for wearing headgear for health reasons 28 July 2016 Audit Confirmation Letter 1 August 2016 Representation Letter to Auditors 2 August 2016 Query from a player whether there is a rule whereby Associations should play during the NZDC Championships. This was discussed and it is regarded as a voluntary suspension. 3 August 2016 Quote from Alpha Motel for Directors Meeting to be held on 25
November 2016 Moved: E Girdler Seconded: R Daly 37. FINANCIAL STATEMENTS The following reports were presented: 37.1 The Schedule of Income received amounting to $135,344.27 for the period 1 May 2016 to 31 July 2016 37.2 The Schedule of Payments amounting to $42,165.08 for the period 1 May 2016 to 31 July 2016 37.3 The Audited Financial Statements for the year 1 April 2015 to 31 March 2016. These were signed by B Wilson and T Erceg and would be sent to the Auditor to produce the final Audit Report. 37.4 It was agreed to increase the automatic payment to the Rapid Saver from $50 to $100 per month. Moved: E Eden 38. REPORTS LIAISON OFFICERS 38.1. Trixie Erceg: All Associations in my Regions are all registered for 2016 with steady numbers. There have been no major issues. It is good to see all these Associations with high numbers attending this year s Senior Championships in Rotorua. There had been a problem in Gisborne whereby one club had been suspended from the Gisborne Club Darts competition, this had now been rectified, but the Directors were also made aware that there may be a problem of 180 s not being processed. 38.2 Edwin Eden: Well another few months has passed with very little to report on, even though C.S.D.As new premises has only been open for 10 months now, the membership has increased, which is great to see. A very special thanks to those that are on the C.S.D.A committee for their time and effort in making the new premises a great place to play our game. I have finally got hold of the new Region 13 committee and will be attending their November meeting in Nelson. 38.3 Eddie Girdler: Things in the Regions are going along fine with no reports of any problems. Otago was pleased to host a group from the new Association from Queenstown. Two teams of 8 were catered for and some good games were played. They said they were on a learning curve and appreciated the competition. Otago plans to visit them in September and hopefully play other games in Central Otago. There is a group of 2 P a g e
players in Te Anau who would like a home and away game against Queenstown so we will see how that pans out. Otago hosted the Otago University Student Society darts section and ran their singles championships for them over the weekend. A good time was had by all. Membership of Otago is climbing and has passed 160 members. 38.4 Ron Daly: Went to Wainuiomata Darts everything is going ok there. Plan to travel to Palmerston North in September there will be 8 Associations at a tournament there and will catch up with everyone. Associations know that if they have any problems they can ring or email me.. 38.5 Paula Masoe: Everything is going ok in Capital Region. 38.6 Trophy Controller Report: Ben Hill: Held by Kapi Mana. Upper Hutt Challenge was held on 20 May 2016, the result was 15-9 to Kapi Mana Wainuiomata Challenge was held on 25 June 2016, the result was 17-7 to Kapi Mana Wellington Challenge was held on 2 July 2016, the result was 18-6 to Kapi Mana There are three further challenges: Hutt Valley, Hastings and Waitara Franklin Trophy: Held by Kapi Mana Upper Hutt Challenge was held on 20 May 2016, the result was 18-6 to Kapi Mana Wainuiomata Challenge was held on 25 June 2016, the result was 20-4 to Kapi Mana Wellington Challenge was held on 2 July 2016, the result was 13-11 to Kapi Mana There is one further challenge: Hutt Valley Mens North Island & Ladies North Island: Held by Counties Manakau No active Challenges South Island Trophies: The Scott, McNamara and Spence challenge cups are held at Canterbury and there are no active challenge. Moved: T Erceg 39. ANNUAL GENERAL MEETING At this stage only 5 Associations had not notified of their intention to be at the Annual General Meeting. Discussion was held on setting up of the tables and also the process of the meeting. 40. NEW ZEALAND CHAMPIONSHIPS 40.1 2016 Rotorua: The container is arriving 9.00am Thursday morning. The labour has been booked for 8.30 am Friday morning. Dartboards will be sold at $30 each. 40.2 2017 Motueka: The venue had been booked. Our container will be transported to Motueka after the 2016 Championships. Brent & Jody Maru will be in Rotorua from Sunday to Thursday promoting Motueka. Accommodation was discussed and it was agreed that B Wilson and P Masoe travel to Motueka to check out what is available. 3 P a g e
41. NZ JUNIOR & YOUTH CHAMPIONSHIPS 41.1 2016 Junior/Youth Report: The Junior & Youth Championships for 2016 were hosted by West City Darts Association, and all went well. The Managers meeting held on Monday 18 July. Some suggestions were brought up and asked to be passed onto the Directors at the next meeting: 1. Could applications to host the Junior & Youth be decided at the Directors May meeting. 2. Birth Certificates for Junior & Youth players should be sent by Associations when registering players. Congratulations to all 2016 Junior & Youth winners and runners-up in all events. Lastly I would like to thank Girl Kahaki, Jeanne Silcock and Carol Swaysland for their help over the 3 days. To Nga Wikaira and the West City Committee, thank you for your tireless hospitality. The recommendation that all Birth Certificates should be sent by Association Secretaries when registered new players, not the Region Secretaries was endorsed by the Directors. This process should be happening now. Application dates for the NZDC Junior & Youth will be changed to 1 st May in each year. 41.2 2017 Applications: Two applications had been received, from Wainuiomata and Kapi Mana..Due to Kapi Mana never holding the Juniors before, it was decided to award the 2017 hosting to Kapi Mana. Moved: B Wilson Seconded: E Eden 42. WDF/BDO 42.1 WDF Requested Drug Testing: The Drug Testing will happen at the NZ Open. WDF have set the criteria.. 42.2 WDF AGM 2016: An apology had been sent to WDF AGM to be held in the Netherlands on 20 September 2016. They will be removing a Bylaw that has never really worked. This relates to playing 65% of WDF tournaments before being eligible for the World Cup/ 42.3 BDO World Trophy: Craig Caldwell attended the BDO World Trophy on 26 May 2016. Craig lost to the winner. 42.4 Winmau: There had been 5 men and 5 women who have won BDO tournaments in the current year. The next qualification is for them to attend the NZDC Championships. The Directors then discussed the allocation of sponsoring two men and ladies ranked 43. SPORT NEW ZEALAND A report had been done and we will receive $10,000 plus GST. This is guaranteed through to 2020. 4 P a g e
44. RANKING TOURNAMENTS 44.1 Canterbury Open: Entries: 78 Men, 25 Women Men: Winner: Greg Moss Runner-up: Bernie Smith Ladies: Winner: Sha Hohipa Runner-up: Tina Osborne 44.2 Puma NZ Masters: Entries: 78 Men, 39 Women Men: Winner: Mark McGrath Runner-up: Mark Cleaver Ladies: Winner: Tina Osborne Runner-up: Christine Hay 45. GENERAL BUSINESS 45.1 NZDC Constitution, Playing Rules and Bylaws: There was a need to have a total overhaul of our Constitution, the Bylaws had already been done. The Constitution must meet the guidelines as set by MBIE, NZ Societies. We need to appoint an honorary lawyer no costs will be incurred unless he is utilised. We will tackle the Constitution first, then the playing rules. 45.2 Aotearoa Maori Tournament 2016: The flyer is being worked on by Hutt Valley. Entries will be distributed within 10 days after the NZDC Championships. Trixie Erceg will be running the tournament with Ron Daly. 45.3 Applications for Aotearoa Maori Tournament 2017 & 2018: There are two applications Gisborne two applications from NZDEF and RSA, and Kapi Mana. The Gisborne application was discussed and it was decided that the tournament would be awarded to Gisborne jointly between NZDEF and RSA for 2017. Kapi Mana was awarded for the 2018 year. Moved: T Erceg Seconded: R Daly 45.4 TAB: A report was tabled. The Secretary is to approach Sport New Zealand in order to look at future proofing of NZDC. 45.5 Newsletters: A newsletter will be sent out after this meeting. 45.6 Ces Purkis Trophy: There were 2 nominations: Counties Manakau nominated Cody Harris, and Kapi Mana had nominated Craig Caldwell. It was decided that Craig Caldwell would be awarded the Ces Purkis Trophy. 45.7 Dispensation Request for Health Reasons: A request had been received to grant dispensation for footwear. This was a Health & Safety concern. After discussion and contact with the person s Association secretary, it was confirmed that the person must wear covered shoes. 45.8 Contract Secretarial Servces: A contract had been drafted it was agreed that further work be undertaken. 45.9 Financial System: It was proposed that the Board invest in obtaining Xero. Moved: T Erceg 5 P a g e
45.10 Director Expenses: The Directors were asked to ensure that expenses are kept under control. 45.11 NZDC Championship Expenses: Travel Expenses it was agreed to pay petrol receipts plus $50 to cover travel to and from the NZDC Championships at Rotorua. This would be cheaper than reimbursing airfares. This will be reviewed for Motueka. Moved: B Wilson 45.12 180 Badge Controller South Island: Due to ill health Helen Crawford will no longer be able to carry out this role. Currently Peggy Donaldson is carrying out this role. The status quo remains and this would be carried over to next meeting. 45.13 Auditors Recommendations: The issues had been addressed and there were no outstanding issues. 46. NEXT BOARD MEETING The next meeting will be held on 25 November 2016 The meeting finished at 6.20 pm.4 August 2016. 6 P a g e