MINUTES OF SWIMMING TARANAKI INCORPORATED
ANNUAL GENERAL MEETING HELD IN STRATFORD SWIMMING CLUB ROOMS ON TUESDAY 26 JULY 2016 AT 7.30PM
PRESENT: Claire Weir (Chairperson), Sonia O’Connell (Secretary), Lisa Cooper (Administrator) George Sibtsen (Records and Life Member), Robbie Low (Hawera and Life Member),Rowan Williams (AQN), ElmarStrohmeier(Okato), Deborah Taylor (Stratford), Murray How (Opunake) Chris Drummond (Stratford), Maree Collins (Stratford), Aimee Woodhead (Stratford), Alison Gadsby(AQN), Daniel Hancock (Stratford) and Josephine Anderson (AQN).
APOLOGIES:
Sue Southgate (Aquabladz & Selector), Fergie and Barbara Strange (Life Member), Denise Cadman (Inglewood), Denyse Salisbury (Highlands), Clive Wheeler (Life Member), Beth Low (Life Member) and Cecilie Elliott (SNZ).
Move that apologies be sustained.M. Collins / D. HancockCARRIED
WELCOME: Claire formally welcomed Life Members, club representatives and observers to the 92ndAnnual General Meeting of Swimming Taranaki Incorporated.
VOTING RIGHTS: Clairecalled the roll of attending club representatives and explained that voting would be by a show of hands.
APPOINTMENT OF SCRUTINEER: A scrutineer would be appointed if it was required.
MINUTES OF AGM HELD ON 21 JULY 2015
Moved that minutes as circulated in the 92nd Annual Report (Pages3-5) be taken as read.
R. Low / G. SibtsenCARRIED
MATTERS ARISING
No matters arising.
Moved that the Annual General Meeting minutes of 21 July 2015be taken as a true and correct record. D. Taylor / R. Low CARRIED
ANNUAL REPORTS OF ACTIVITIES 2015/2016
All reports moved to be taken as read.CARRIED
a) Chairman’s Report - Moved that this report be adopted.C. Weir / G. SibtsenCARRIED
b) Convenor of Selectors – Moved that this report be adopted. R. Low / A. WoodheadCARRIED
c) Administrator - Moved that this report be adopted. L. Cooper / E. StrohmeierCARRIED
d) Technical Committee -Moved that this report be adopted. R. Low / M. HowCARRIED
e) Record Officer’s Report - Moved that this report be adopted. G. Sibtsen / M. CollinsCARRIED
h) Club Reports - Moved that the club reports be received and adopted. (page 68-80) R. Low / M. How CARRIED
Matters arising from Annual Report – The Stratford Club Report was the incorrect one, the correct report will be circulated out, along with the Opunake club report tabled at this AGM.
Move that the 2015/2016 ANNUAL REPORT with these changes be received and adopted.
C. Drummond / D. TaylorCARRIED
FINANCIAL STATEMENTS for year ending 30 April 2016
Moved that the Statement of Financial Performance and Statement of Financial Position for 2015-16 be taken as read. C. Drummond / M. How CARRIED
MATTERS ARISING
a) Claire thanked Kathy Varley for preparing our annual accounts and John Owenfor reviewing them.A donation has been made to both for their services.
b) The end of financial year deficit was explained. This was due to a loss for the Flannagan Cup centennial. Although theterm deposit put aside from previous years was used, it still shows as a loss in the current financial year.
Swimming Taranaki also provided more financial support to swimmers travelling to compete internationally.
Additionally, an invoice for website hosting was charged for three years, which was not paid in the correct years that it was used.
c) There were more grant moniesobtained this financial year which was passed onto swimmers to assist with costs related to attending national events, to assist in the running of regional events, and to pay Swimming Taranaki Administrator’s wages.
Move that The Financial Statements for year ended 30 April 2016 be received and adopted.
C. Drummond / M. HowCARRIED
ELECTION OF OFFICERS
The following nominations received before the AGM.
BoardAlison Gadsbynominated by Aquabladz
Rowan Williamsnominated by Aquabladz
Robbie Lowby rotation
Maree Collinsby rotation
Chris Drummondby rotation
Murray Howby rotation
Claire thanked Alison and Rowan for their nominations and welcomed them to the Board of Swimming Taranaki.
The new Chairperson will be decided upon at the next board meeting by the board.
SelectorsSue Southgate nominated by Aquabladz NP
Aimee Woodheadnominated by Stratford
Robbie Lownominated by Hawera
Stan Teokotai-Whitenominated by Aquabladz
The Convenor of Selectors will be decided by the Selectors.
Technical CommitteeCallum Metcalfenominated by Aquabladz
Robbie Lowby rotation
Cath Tippettby rotation
Margaret Higgisonby rotation
Blazer CommitteeBeth Lownominated by Hawera Clive Wheeler by rotation
Plus three Board members, to be approved at the next board meeting.
Records OfficerGeorge Sibtsen nominated by Aquabladz
Flannagan Cup ConvenorNo Nomination
Flannagan Cup CommitteeJames McKillopnominated by Seals Masters
Board to continue seeking new members for this committee.
Central Swimming RepA board member will be decided at the next board meeting.
ClaireWeir will continue alongside a board member.
Honorary AuditorJohn OwenR. Low / G. SibtsenCARRIED
Honorary AccountantKathy VarleyD. Taylor / R. WilliamsCARRIED
Honorary SolicitorKaren Venables M. Collins / C. DrummondCARRIED
Uniform OfficerKaren O’Byrne will continue until another member can takeover.
Publicity OfficerSonia O’Connell will continue until another member can takeover.
Signatories on the bank account will be three board members to be approved at the next board meeting.
STRATEGIC PLAN
Move that the Strategic Plan for 2014/2015-2019/20 be accepted.
C. Drummond / M. CollinsCARRIED
BUDGET FOR 2016/17
To approve the budget for 2016/17.R. Low / A. WoodheadCARRIED
AFFILIATION FEESFOR 2016/17
Taranaki / SNZ / TotalCompetitor / 35.00 / 56.50 / 91.50
Club Fee / 225.00 / 175.00 / 400.00
Professional Coach / - / 100.00 / 100.00
Voluntary Coach / - / 50.00 / 50.00
Technical / - / 15.00 / 15.00
This season, affiliation fees will also include a $1.00NZ Swim Trust Fee, there has also been an increase in the fee that is charged to the clubs for regional and national charges. CARRIED
GENERAL BUSINESS
a)Claire encouraged clubs to continue report their swimming news in their local papers. Any news in the main regional papers are mostly of records, titleholders and international results.
b)Clubs were advised that in order to be a step ahead of any changes to affiliation fees in the future, please ensure clubs hold their AGM before July 1st, so to ensure fees can be set on the database.
c)Robbie spoke regarding the need to have proof of surveys done on the regional pools. Lisa to follow up and get the survey paperwork to send to SNZ.
Claire thanked Sonia O’Connell, who is stepping down from the Board this year, for her time that she has given to swimming despite not having any children currently involved, this is greatly appreciated.
Robbie and Maree both expressed gratitude on the behalf of the Board for the time and effort that both Claire and Sonia have put in over the past year, their combined knowledge and skills has been instrumental in the successes of this year.
Lisa thanked Claire and Sonia for the assistance that they have given over the past year and a half of being in the Administrator’s role. They have guided her through a huge learning curve for someone who does not have a background in swimming and given her the confidence in going forward with the new Board.
Claire thanked everyone for coming to attend the AGM, for everything that each person has done for swimming in their club and region over the past year and wished everyone all the best for the year ahead.
THE MEETING WAS DECLARED CLOSED BY Claire AT 8.23PM
Following the meeting super was served.
Chairperson …………………………………..Date …………………………….