2009 Annual General Meeting

Chief Executive Officer's Report         Treasurer's Report

Minutes of the Annual General Meeting of the New Zealand Petanque Association Incorporated, held at Park Avenue Petanque Club, Treadwell Street, Lower Hutt, Saturday 4 April 2009, 6.30pm

Present:

Bob Horton, Colleen Horton, Kaye Alison, Kath Alison, Robert Cumming, Graeme Burnard, Pat Scholes, Peter Williams, Jan McHardy, Chris Flyger, Dirk Winnie, Graeme Morris, Margret Fleck, Enoka Smiler, Grant Hackett, Margaret Maher, Marilyn Bunce, Sue Neilson, Jean Parley, Catherine Maher, Liz Rocks, Chris Taylor, John Degueldre, Michael Rocks, Neville Frost, Stefany Frost, Tina Targett, Diane Findlay, Bryan wells, Claire Bradburn, Fay Doyle, Lorraine Brock, Brian Smith

Apologies:

Ron Thompson and Barbara Whittington

Minutes of the previous meeting:

Previously distributed; taken as read. Moved as a true and correct record of meeting Brian Smith; seconded Bryan Wells. Approved unanimously

Matters Arising:

There were no matters arising.

Reports:

• Chief Executive Officer's Report

  Bryan Wells tabled his report, and moved its adoption: seconded Lorraine Brock. The report was accepted by the meeting.

   

• Financial Report

  Brian Smith presented the Treasurer's report and audited accounts for the year ended December 2008. Brian spoke to his report, and moved its adoption. Seconded Diane Findlay. It was noted that the unaudited accounts had been sent out to Clubs due to the unavailability of the auditor.

   

• Discussion

  • Liz Rocks asked for clarification of miscellaneous expenses in various sections of the accounts. She also questioned the amounts shown for - Youth: CEO Travel Expenses of $648.93 and, General Expenses: CEO Expenses of $833.04. It was agreed that it would make the accounts more open if some of these larger items were broken down in future financial reports. Lorraine Brock proposed that the Board provide Liz with a formal reply detailing those areas under discussion.

     

  • Michael Rocks asked what the CEO's role was as part of the French tour. Bryan Wells responded that the CEO was responsible for being part of the group that met the French team when it arrived in New Zealand.

     

  • Michael Rocks expressed concern that executive cost appeared to be uncapped and that the auditor was unaware of policy surrounding this area. Brian Smith repudiated this and explained that the auditor received all copies of the minutes and was aware of related policy. Lorraine pointed out that the new Board would be reviewing policies and some changes could be expected.

     

  • Michael Rocks asked why there was no contingent liability of $1700 as of the $2000 available for regional grants only $300 had been allocated. After some discussion it was decided that a contingent liability of $1700 would be added to the accounts for 2008.

     

  The accounts were accepted by the meeting with the appropriate adjustment of the Contingent Liability.

   

• Chairman's Report

  Lorraine Brock thanked the Council members for their work.

Election of Board Members

• Nominations Received

  • Vice-President - Paul O'Connor elected unopposed

  • Director Player Development - Graeme Morris elected unopposed

  • Director Sport Development - Dirk Winnie elected unopposed

  • President - Lorraine Brock, Bryan Wells

  • Director Membership Services - Fay Doyle, Diane Findlay

Voting papers counted by scrutineers Graeme Morris & Christine Taylor

• The following were elected:

  • President - Lorraine Brock

  • Director Membership Services - Diane Findlay

Appointment of Officers

The meeting was advised that the officers were appointed by the Board. This will be done at the first Board meeting. Until then the present incumbents will continue in their positions.

Auditor

Brian Smith advised that Barry Howatson of Laurenson & Co Upper Hutt was available to audit the Association's accounts and moved that he be appointed as Auditor for the next year. Seconded Grant Hackett; passed unanimously.

Membership Fees

Brian Smith tabled a remit that the affiliation fees be $10 per member for the year ending December 2010. Seconded Grant Hackett. Brian spoke to the remit making the following points:

• that the current fee of $6 did not cover the Association's fixed costs

• membership was expected to drop by about 100

• the fee had not changed for 3 years

• programmes such as coaching & youth development needed additional funds

Grant Hackett spoke in support of the remit suggesting the fee was still. too low. A number Clubs commented on the difficulty they experienced with the timing of their AGMs and setting of their fees prior to knowing of the proposed increases. The Board was also encouraged to be as prudent as possible with its expenditure.

The remit was passed by the majority

General Business

• Uniforms

  Sue Neilson expressed her disappointment at the way in which players representing New Zealand were given their shirts. The meeting agreed that where possible the presentation of NZ uniforms should be handled in a way that honoured the recipients and also gained promotion for the sport. This also applied to shirts for winners of PNZ Championships. The new Board will address this.

   

• Umpires

  John Degueldre asked if it was possible for there to be some form of identification for umpires so they could be recognised at tournaments, this could be in the form of a badge. Claire Bradburn told the meeting that the Wellington Association had purchased bright vests for its umpires, which were proving popular as an identification tool. It was pointed out that the loss of a Director of Umpiring had caused delays. The new Board was asked to follow up on this.

Lorraine Brock thanked Bryan Wells and Fay Doyle for the work they had done in the past. She also thanked Claire Bradburn for filling in as secretary.

The meeting closed at 7.50pm

Claire Bradburn

Acting Secretary