Minutes CHCH Avon Half AGM 7:30 pm, Tues Nov 21, 2017 at Clubrooms.
Present:
John Gamblin, John Ingles, Iain Chinnery, Rodger Ward, Sandie Gamperle, Graeme Clarke, Craig Eustace, John Palmer, Mike Van der Colk, Robert Holland, Richard Seigne,John Gibson,Sue Williams,Gary Prest,Frances Cadman,Ieuan Van der Peet, Matt Dryden, Paul Gillett, Dian Leifi, Bronwyn Thomson, Jill Carruth, Jill Hill, Gary Prest, Mike Thomas, Richard Lascelles, Richard Seigne. (quorum present)
Apologies: Anne Kennedy, Ian Brownie, Robyn Perkins (late but in attendance for most of meeting) Victor Gamperle, the Blanchets,
(all moved as accepted John Ingles, Rob Holland / sustained)
Valedictory: John P informed the meeting that Mike Thomas would be leaving Christchurch to take up a business opportunity, and would be unable to carry on the superb contributions he had made to the Club. The meeting applauded Mike and wished him all the best for the future.
Past Minutes:
Minutes of the 2017 May AGM - accepted as a true and accurate account (moved MV / Richard Seigne- all aye)
Matters arising:
1- John P explained that the proposed meeting with Marilyn Morrison and the Summer Junior Committee was still to take place.
Senior Winter Club Captain's Report:
Richard S presented an overview of the season's accomplishments,highlights and concerns. He stated that 50~60 members had responded to the club survey and indicated it was still open for respondents.The NRR trip to Rotorua had been successful and hugely enjoyable to all who went, the highlight of the Winter season. The Club Prizegiving this year was very well attended. Richard thanked all the people who made the club function.It was agreed the report(and the Junior CC's one) would be posted on both Facebook and the club website.
President thanks Richard and moved his report be accepted/Sec John Ingles- all aye.
Winter Junior Club Captain's Report:
Craig Eustace thanked the team who had made the season possible. Particular praise for the comprehensive communications which underpinned the smooth operation of events. Coaching and training was also pivotal to athlete's development with five weekly training sessions offered during the season.The Junior Women and a very young Senior Men’s team performed well at National Road relays.A quiz night with guest speaker Barry Magee was very well attended. Special mention was made of Chris Dryden,Isabella Pringle, Phonse and Paris Carroll noting that many others also had good seasons.Craig thanked his entire team including Graeme Clarke, Sarah Johnson, Richard Brunton, Kevin Muir, Mike Thomas,Andrea Stocks among others.
President thanked Craig and moved his report be accepted/Sec John Gamblin- all aye.
Treasurer's Report:
Victor wasn't present, but the President gave a brief overview based on information from Victor. Funds were healthy with 2016/17-year surplus boosted by chocolate fundraising and uniform sales, with operating surplus from subs at just ~ $2000.This lead the committee to recommend no raise in 2017/18 year Club subs(beyond passing on the flagged increase from Athletics Canty).
Election of Officers: (conducted under existing Constitution rules):
Winter Senior Club Captain -Richard Seigne agreed to continue and re-elected(P/ Rob H - all aye).
Junior Winter Club Captain - Craig Eustace re-elected(JP/ RS -all aye).
Winter Selectors - Craig E and Mike V offered to continue and re-elected, but no third selector was nominated, leaving a female rep gap (JP/John I - all aye).
Assistant Treasurer -Sandie Gamperle agreed to assist Victor again and was thanked for her contribution to accounting and COTY determinations (Gary P/Craig E-all aye).
Winter Committee (Executive): John Ingles and John Gibson both offered to re-serve as auxiliary members; Richard Lascelles was re-elected to continue his valuable work as Fundraising Convener; and Graeme Clarke agreed to continue as SJCC rep on the Executive (all moved accepted JP/Rich S - all aye).
President thanked the officers for their service in 2017.
General Business:
-John Ingles queried whether the club was exposed in any way by having un-financial members in designated roles.
- Some discussion on what contemplated changes by Athletics Canterbury to the types of registration offered to club members and the public. A possible 'two-tiered system' and 'one day' registrations, and sanction fee entry for major regional events possibilities.
Consideration of Constitutional change document:
With a quorum present the meeting considered suite of changes proposed by the Executive to the Club Constitution.John P gave a rationale for the need to change and led the meeting through the various changes.
John Gamblin observed that the existing constitution lacked adefinitive version to work from. John Palmer explained that the 2011version lodged with the Inc Societies register is the legally definitive one, eventhough three amendments had since been approved by the club they had not been submitted to the register and there was doubt about quorum at time of their approval. The proposed version would incorporate all desired changes and be lodged with the register if ratified by this meeting. The overwhelming view of the meeting was to take the approach of approving a whole document rather than clause by clause amendments.
Lengthy, constructive discussion ensued, with several edits and improvements proposed which were made live on the copy shown on the overhead screen visible to the meeting. The whole document was agreed to unanimously, subject to inclusion of the following edits.
1-Rob Holland suggested a return to the original wording describing
the history of the club's amalgamation seconded by Francis Cadman.
“….formed from the amalgamation of the Christchurch Athletic Club and the Avon Amateur Athletic and Harrier Club (Inc.)….”
2-In clause 4 (f) change to 4 (e)
3-It was observed that online registration (clause 13)would not permit face to face evaluation of applicants egtiny children tooyoung or unsuitable persons who would normally be filtered out. The response was that the Registration Form would ensure compliance to rulesvia a signature and the requirement is that any new member must complete an application process. The agreed solution was to change from “application form” to “application process” and to add to the clause: “Any membership is at the discretion of the Executive.”
4-In clause 15 it was agreed to remove “or 15 c”
It was observed that two thirds of summer people would now not get to voteat the AGM, an unintended consequence of only one AGM is that a section of theclub would beexcluded from voting at it.
5- Further to the concern raised above about Summer only members it was proposed to add to Clause 18 (a)does a clause need to let Summer membershave voting rights? It was proposed that a membership should only ceaseafter AGM immediately following the expiration of their membershipyear.However, this would add workload to the Treasurer/Registrations Officer by in effect having different membership years. An accepted solution is to add this sentence to Clause18a):“Summer only members who have not resigned from the Club shall retain voting rights only for the following AGM and selection of the Summer Captain positions”
MOTION 2: " That the supplied copy of the Constitution, including all the amendments proposed and agreed to by the meeting, become the new standard version"(moved John Palmer/ John Ingles -all aye)
Meeting closed at approx. 9.47 pm