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MAADI CUP™

2009 AGM minutes

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7pm, Tuesday 31 March 2009
Lake Karapiro, Waikato (Agenda)



Meeting opens at 7:08PM chaired by NZSSRA President, Trudy Keys

  1. Roll Call: there are 105 schools entered at the regatta. The quorum for the meeting is 40% (42) of those schools (ref clauses 10.11 & 10.6). The roll call establishes there are 82 members present by delegate or proxy, of whom 71 are entered in the regatta: agsb, avsg, bthc, burn, camb, carm, cbhs, cghs, chco, colu, crai, culi, dioc, edbc, edwt, eggs, fran, gbhs, gghs, gldw, hamb, hamg, haur, have, hlcr, iona, jmcg, jpcr, kgca, khsd, lind, lytt, macl, marn, mlbb, mlbg, napb, ncog, nplb, nplg, obhs, oghs, onsl, otum, para, qhsd, qmar, ronc, rotg, rrgs, rsha, shak, shgh, shgn, sjhs, sldg, splh, stan, stcc, sthi, stkt, stmg,stpc, taka, timg, trgb, trgg, trid, verd, vill, whak, wkds, wlco, wlgc, wncs, wngc, wood, wtlb, wtlg, G CARR-SMITH, J COLLIN, F STRACHAN.
    In addition, 1 member arrived after roll call: napg
    Also in attendance are: G Carnaghan (NZSSSC Executive Officer), L Milne (NZRROA President), D Swales (KRI Chairman), J O'Connor (NZRA Youth Commissioner)
  2. Apologies: aqui, dilw, horo, loga, piop, stbd*, teaw, tekc, Chief Umpire
    *=apology for voting delegate
    Members mark the passing of Maurice Jones (Life Member)
  3. President's Address: the President welcomes attendees and guests then reads her report, which is also circulated at the meeting. Note is made of rowing's high profile and ongoing success on the international stage from Junior through to Olympic level. These are continuing to draw large numbers of pupils into our sport and creating challenges for venues trying to accommodate them all. The President also draws attention to the Spinal Posture Study being undertaken by Otago University's School of Physical Education at Maadi regattas over three years, which is endorsed by NZSSRA for the insight it should provide into our sport.
  4. Correspondence in/out: the Executive Officer advises correspondence will be dealt with under individual items in the Agenda.
  5. Minutes of Previous AGM: the Minutes of the 2008 AGM, having been circulated to schools are moved for adoption as a correct record (the Chairman takes this opportunity to explain how voting is conducted at the AGM)
    moved: CHCO seconded: WNCS outcome: CARRIED
  6. Election of Officers
    1. President: Mrs Trudy Keys (incumbent) and Mr Dave Thompson stood for election. Both candidates spoke briefly to introduce themselves. Mrs Trudy Keys is re-elected.
    2. Executive Officer: Mr Andrew Carr-Smith (incumbent) and Mr Peter O'Connor stood for election. Both candidates spoke briefly to introduce themselves. Mr Andrew Carr-Smith is re-elected.
    3. Hon Solicitor: Mr Richard Watts is the only candidate and is elected for another term by acclamation.
    4. Hon Auditor: No nominations were received prior to the AGM so the Chairman calls for nominations from the floor for the positions of Hon Auditor. There being no nominations it is moved the Executive Committee be given the power to appoint if somebody can be found.0
      moved: WLCO seconded: VILL outcome: CARRIED
  7. Treasurer's Report the Executive Officer reads his report, which is circulated at the meeting and notes correction to paragraph 1: the annual subscription was increased from $80 to $160 - not vice versa as written. A couple of questions are raised: HAMB asks how much was spent on online regatta services, the Executive Officer confirms the figure in the report of about $84001; AGSB asks about the honorariums (explaining he has been absent from the sport for a while) and is told the Executive Officer's was reviewed to $2,500 several years ago and the President now receives one too.
    moved: Executive Officer seconded: WKDS outcome: CARRIED
  8. Report on business carried out by Executive Committee during past year: the Executive Officer invites attendees to read the report, which is circulated at the AGM, at their leisure
  9. Championship Regattas
    1. 2008: Chief Umpires' reports from 2008 Championships. The Executive Officer announces these are available in the AGM material and invites attendees to read them at their leisure.
    2. 2010: dates.
      • NISSC: Karapiro Rowing Inc advise they have made a provisional booking for the lake for 12-14 March. This will mean the regatta is a week closer to Maadi than usual. Members are advised the dates will be finalised at the Lake Users Meeting in August and if any changes arise from a review of NISSC this deadline will need to be taken into consideration.
        moved the dates be accepted: HAMG seconded: CAMB outcome: CARRIED
      • SISSC: 6 & 7 March (allocated at 2008 AGM)
      • Maadi: 22-28 March (allocated at 2008 AGM - Members are reminded this is effectively a week earlier than recent years - due to Summer Tournament Week being earlier than usual)
    3. 2010: fees proposals for Championships regattas (fees ex-GST)
      1. North Island Championships: Karapiro Rowing Inc propose: 8+ $31.50, 4x+/4+ $26.50, 2x,2- $20.00, 1x $18.00, amenity $20.00 (per pupil), crew change $20.00, late scratching/non-progression $80.00. Mr Don Swales (KRI Chairman) is on hand to field questions about the increase in fees; particularly in relation to crew change (was $5) and late scratching/non-progression (was $40). Mr Swales explains the increased entry fees are due to increased costs e.g. first aid and fuel. It is explained the crew change and non-progression.late scratching fees have been increased as a disincentive for these unwelcome and (for Regatta Control) time-consuming practices.
        moved: all the proposed changes except to the crew change fee (to remain $5) be approved: OTUM seconded: JPCR outcome: CARRIED
      2. South Island Championships: no proposal for changes was received however regatta host South Island Rowing Inc wants to set the regatta fees in January like it did for SISSC 2009. Members ask whether any proposed fees were available. The Executive Officer advises a budget had been supplied but it did not specify fees and unfortunately that budget and the Maadi budget are unexpectedly missing from the AGM material - the Executive Officer apologises for this.2
        moved: SIRI are to set the fees for SISSC 2010 in consultation with schools: VILL seconded: CRAI outcome: CARRIED
        Note: After the fees are set North Island members query why SIRI should be allowed to set fees instead of members and ask that SIRI be required to comply with NZSSRA's requirements for hosting regattas next year.
      3. New Zealand Championships: The Executive Officer again apologises for the budget, which was provided by SIRI in support of its fees proposal, being missing from the AGM material and offers to get it if a key for the Control Tower can be found.2. The proposed fees are: 8+ $54, 4x+/4+ $48, 2x/2- $32, 1x $24, Amenity fee (per pupil) $24
        moved: proposed fee changes be approved: HAMG seconded: WKDS outcome: CARRIED
    4. 2011: Applications to host Championships regattas:
      1. North Island Championships
        The Executive Officer advises an application has been received from KRI to host the 2011 NISSC at Karapiro from 11 to 13 March 2011. The Executive Committee recommends accepting the application.
        moved: The Executive Committee seconded: OTUM outcome: CARRIED
      2. South Island Championships
        The Executive Officer advises no application has been received but SIRI has expressed a general and ongoing interest in hosting any Championships held in the South Island. The Executive Officer advises the Regulations contain provisions for managing the situation where a host withdraws their application and the Executive Committee can be guided by these in the current situation where there is no applicant.
      3. New Zealand Championships
        The Executive Officer advises an application has been received from SIRI to host the 2010 Maadi at Karapiro during Summer Tournament week: 28 March to 3 April 2011. The Executive Committee recommends accepting the application. HAMB enquires about shifting Maadi earlier in the year. NZSSSC explains the relevance and importance of Summer Tournament Week and sanctioning and why holding events outside this period is not recommended.
        moved: The Executive Committee seconded: HAMG outcome: CARRIED
  10. Remits
    The Chairman reminds the meeting there are a large number of remits to get through and sets out some ground rules for managing the process.

    1 & 2: Corrections. Remits to correct rules.
    The Chairman announces remits 1 & 2 are straightforward corrections to the Rules and suggests they be passed without debate
    moved: The Executive Committee seconded: CHCO outcome: CARRIED (near unanimously)
    1. That the reference to "the Executive." in Rule 16.2 be
      corrected to "the Executive Committee"
      outcome: CARRIED
    2. That the reference to "Executive Council" in Rule 20.1
      be corrected to "Executive Committee"
      outcome: CARRIED


    3 - 9 Re-ordering. Remits to shift existing Rules and Regulation to more logical or appropriate locations.
    The Chairman announces remits 3 to 9 (inclusive) do not add or remove any requirements overall but just better re-arrange content within the Constitution, Regulations and Rules, and suggests they be passed without debate
    moved: The Executive Committee seconded: HAVE outcome: CARRIED (near unanimously)
    1. That Constitution clause 15 ("Medals & Awards") be
      shifted to join the Regulations relating to "Prizes,
      Grants and Sponsorship Contracts" (17) and "Trophies"
      (19) and become Regulation 18 with existing regulations
      re-numbered accordingly.
      outcome: CARRIED
    2. That the second part of Rule 11.1 (beginning "In
      addition..."), which defines whether an athlete is
      eligible to be considered a pupil of a school, be
      shifted to become sub-clause 2 of Rule 2 ("Eligibility")
      with the words "In addition no" be replaced with "No" to
      start the re-located sub-clause and the following sub-
      clauses re-numbered accordingly
      outcome: CARRIED
    3. That Rule 6.5, which deals with Race Committee
      membership when protests are considered, be relocated to
      become sub-clause 5 of Rule 23 ("Protests") and the
      following sub-clauses be re-numbered accordingly
      outcome: CARRIED
    4. That the requirements for licensed officials be
      consolidated under Regulation 18 by:
      • deleting Rule 6.4, which deals with non-
        Championships regattas, and re-numbering following
        sub-clauses accordingly; and
      • adding the following to Regulation 18.2 " For all
        other regattas at least the Chief Umpire shall
        hold a NZRA License."; and
      • adding the following to Rule 6.2 " For all other
        regattas the Race Committee shall be confirmed by
        the Local Association."
      outcome: CARRIED
    5. That the requirements relating to appointing the Race
      Committee be shifted from Rule 6.2 to become sub-clause
      1 of Regulation 18 ("Licensed Race Officials") and
      subsequent sub-clauses re-numbered; and Rule 6.2 become
      "The Race Committee is appointed in accordance with
      Regulation 18".
      outcome: CARRIED
    6. That Regulation 11, which deals with announcing the draw,
      be shifted into the Rules immediately after Rule 16
      ("Qualification System"), as Rule 17 with subsequent
      Rules re-numbered accordingly.
      outcome: CARRIED
    7. That Regulation 18 ("Licensed Race Officials"), which
      deals with more than just licensed race official be re-
      named "REGATTA OFFICIALS" and be shifted to become
      Regulation 5 with subsequent Regulations re-numbered
      accordingly.
      outcome: CARRIED


    Constitution. Remits to change the constitution.
    1. That clause 6.7 be expanded to clarify the right of
      non-voting Executive members to speak includes the
      right to move motions, by adding "and the right to move
      motions" after the words "right to speak".
      The Executive Officer explains the constitution is silent on the right to move motions but this usually attaches to the right to vote leaving Executive Committee members without the clear ability to move motions e.g. for the region they represent or when the Executive Officer tables material he would traditionally then move be accepted.

      moved: The Executive Committee seconded: WKDS outcome: CARRIED (super-majority)
    2. That the Association's signatory requirements be amended
      to allow for modern banking practices and Clause 11.5 be
      changed to become "Any Association bank account shall be
      operated on as determined by the Executive Committee
      from time to time."
      The Executive Officer explains this change stems from the 2008 AGM. The current requirement for accounts to be operated jointly by the Executive Officer and the President precludes the use of EFT-POS and requires cash be held or cheques, which are increasingly not an accepted means of payment, be used or individuals meeting Associations costs in the first instance and then getting reimbursed. It would be preferable to bring the operation of our accounts into the 21st century.
      CGHS queries whether checks and balances will be in place and is assured the Executive Committee will take these into account when making its decisions

      moved: The Executive Committee seconded: VILL outcome: CARRIED (super-majority)


    Regulations. Remits to change the Regulations for Racing.
    1. That a time frame be established for ensuring Regatta
      Committees are appointed in a timely manner by adding a
      new sub-clause to the end of Regulation 1 as follows
      "The Regatta Committee shall be appointed not less than
      15 months prior its regatta and the appointments shall
      be announced to members."
      The Executive Officer explains the appointment of Regatta Committees has been inconsistent in recent years, for example this years' Championships Regatta Committees were only appointed in February. As hosts are appointed two years in advance of the regatta the time frame in the remit provides ample opportunity (9 months) for the host to nominate Committee members to the Association. It means the Regatta Committee will definitely be in place when major decisions (proposals for dates and fees) are made. It also provides an opportunity for more continuity between events as the Regatta Committee for an event will over-lap with the the Regatta Committee of the preceding event.

      moved: The Executive Committee seconded: VILL outcome: CARRIED (super-majority)
    2. That a sub-clause be added to Regulation 1 as follows
      "The Regatta Committee shall submit a report upon their
      Championships to the Executive Committee within 10 weeks
      after the Championship. The report shall incorporate the
      information required for an NZSSSC sanctioning event
      report. The report shall include a financial statement,
      which may be an interim statement, however a fully
      audited set of accounts covering the running of the
      Championship are due by the end of August in the year in
      which the regatta is held".
      The Executive Officer explains there is currently no requirement for Regatta Committees to report to NZSSRA about how their regatta turned out. There is however a requirement, as part of the application to host Championships, that a fully audited set of accounts is provided. In addition the NZSSSC requires an event report as part of the sanctioning process for Championships regattas. The information required by NZSSSC is also of interest to NZSSRA. This report would be distinct from (but could include) the Chief Umpire's report, as it covers organisational aspects whereas the Chief Umpire's report covers the operational aspects.

      moved: The Executive Committee seconded: HAMG outcome: CARRIED (super-majority)
    3. That provision be made for exhibition events by adding a
      new Regulation 5.4:
      "The Regatta Committee may seek the approval of the
      Executive Committee to conduct an exhibition event
      during the regatta. An exhibition event shall:
      1. shall only be open to crews not contemplated
        under the existing Rules and Regulations; and
      2. shall not be eligible for medals, awards or
        trophies; and
      3. shall be in addition to, not part of, the
        programme of events.
      Approval may be given on such terms and conditions as
      shall be specified by the Executive Committee."
      The Executive Officer explains allowing for exhibition events is a way of bringing miscellaneous events (e.g. coxswains race, coaches race) formally into the regatta. Such events can be fit around existing gaps in the programme and would not be allowed to create additional time pressures. The races could also be used to trial events members might be interested in adding to the standard programme in the lead-up to the four-yearly review of the programme of events.

      moved: The Executive Committee seconded: CHCO outcome: CARRIED (super-majority)
    4. That the ability to accept entries entirely
      electronically be allowed where feasible by adding to
      Rule 6.1.A the following "The Executive Committee may
      make provision for forms, including declarations from
      Principals, to be submitted entirely electronically."
      The Executive Officer explains at present all forms are completed electronically but then need to be printed out, signed by the Principal and posted to the Regatta Committee. It would be preferable, if possible, to allow the entire submission process to be carried out electronically thus avoiding unnecessary printing and the delays associated with posting material.
      Members seek clarification whether the proposed change includes mandatory online payment; explaining this was not possible for many members. The Executive Officer confirms the remit relates only to the forms not payment

      moved: The Executive Committee seconded: ONSL outcome: CARRIED (super-majority)
    5. That the ability to limit entries with a per-pupil limit
      be added to the existing limits by combining Regulations
      6.3.A and 6.3.B and adding a new Regulation 6.3.B giving:
      1. The Regatta Committee may impose a limitation
        setting the maximum number of crews a member may
        enter in an event. A limitation on members may
        apply to one or more events.
      2. The Regatta Committee may impose a limitation
        setting the maximum number of events a rower may
        enter. A limitation on rowers may apply to one or
        more classes of rower.
      The Executive Officer explains adding the ability to limit the number of events each pupil can enter gives Regatta Committees an additional means of controlling entries while retaining standard qualifying systems and without resorting to extremes when using existing limits.
      Many members voice an opinion in relation to the remit. SHAK is not in favour of it. HAMB suggests such limits will disadvantage smaller squads. CBHS theorises that such limits are self-regulating and do not need to be explicit. HAMG sees the potential to add such limits as a useful tool for future regattas. The Executive Officer notes the remit does not require such limits to be used and any proposed limit would still be subject to Executive Committee oversight.

      moved: The Executive Committee seconded: CHCO outcome: FAILED(majority against)
    6. That the provision in Regulation 10.2 for overseas
      schools in finals be amended by changing the lanes
      reserved for New Zealand Schools from "six" to "the
      eight centre" lanes.
      Westlake Boys High School speaks to the remit explaining they do not believe there should be overseas schools competing at Championships (see remit 37) but if there are then the provisions that ensure members are not excluded from finals need to be updated, as Championships course now have eight lanes rather than six, which the existing Regulation was written for.

      moved: WTLB seconded: VILL outcome: CARRIED (super-majority)
    7. That all Race Committee members should be NZRA licensed
      race officials and this be achieved by changing ", the
      Chief Starter and Chief Judge" to "and members of the
      Race Committee" and "current NZRA or equivalent licences"
      to "current NZRA Race Officials Licences" in Regulation
      18.1
      The Chairman invites NZRROA to speak to the remit, which has arisen from their input. L Milne explains the Race Committee's primary role is considering race protests and it is important members of the Committee have the background and understanding required to do this; requiring they be licensed achieves that outcome.
      The Executive Officer is asked and confirms he is the NZSSRA representative on the 2009 Maadi Race Committee but would not be able to fill that role under the revised Rule. The Executive Officer notes an NZSSRA Race Committee has a role beyond considering race protests (e.g. conduct hearings) and he sees his role as being a "lay person" during race protests. KRI comment that in their experience the Executive Officer has provided valuable contribution to their Race Committees.

      moved: The Executive Committee (from NZRROA) seconded: HAMG outcome: FAILED (large majority against)


    Rules. Remits to change the Rules for Racing.
    1. That NZSSSC's school team eligibility criteria, which
      are in force at Championships regattas, be incorporated
      in the Rules by adding a new sub-clause to the end of
      rule 2 as follows "No rower shall be eligible to compete
      in a crew where the inclusion of that rower would cause
      the crew to be in breach of NZSSSC's school team
      eligibility criteria."
      The Executive Officer explains all members are also members of the NZSSSC and thus are subject to the school team eligibility criteria. Since being introduced in 2007 the criteria have been part of the T&C for Championships - pending an opportunity to add them to our Rules which has now arisen.
      NZSSSC is invited to comment on their school team eligibility criteria. G Carnaghan explains the current criteria are a "moving target" and are being reviewed so it is sensible to use a general reference rather than include the existing specific criteria.

      moved: The Executive Committee seconded: CHCO outcome: CARRIED (super-majority)
    2. That a new sub-clause be added to Rule 2 providing "A
      pupil may not compete for a school at a Championship
      Regatta if they have competed for another school at a
      previous Championship regatta. A special dispensation
      may be sought from the Executive Committee of the NZSSRA
      in order for a pupil to compete for another school. The
      circumstances for the granting of such a dispensation
      are the prerogative of the Executive Committee."
      Christ's College speaks to its remit emphasizing it wants a limit of zero transferred pupils allowed to compete at Championships but it recognises there will be some legitimate movement of pupils. CHCO suggests investigating each case on its merits and using the Local Representative to do so, starting by calling and speaking with the Principals of the schools involved. CHCO gives examples of two pupils at the current Championship it investigated (the pupils are not identified) and its findings - in one case the pupil was encouraged by their new school to swap schools and when they sought financial aid the school obliged. This is the type of transfers CHCO wants to prevent but are not prevented if the schools involved agree to an exemption.
      The Youth Commissioner asks what is wrong with the existing NZSSSC criteria and CHCO points out they allow recruiting of pupils. The Chairman invites NZSSSC to comment on its criteria and G Carnaghan speaks about the 2% of pupils affected by the existing criteria. Garry discusses the fact NZSSSC some of the options being looked at under its review; including Auckland regions push for a flat criteria and no dispensations. Garry characterises investigations into allegations of inducement as difficult to prove and not pleasant. He states his belief NZSSSC's processes are appropriate. KGCA voices the view of members who are wary of creating limits beyond those of NZSSSC.
      The Executive Officer is asked his opinion and responds he is personally not in favour of such restrictions; especially in the absence of clear guidelines as to circumstances where the Executive Committee can grant dispensation.
      G Carr-Smith (by proxy) proposes the need for a limit stricter than NZSSSC's is mainly in relation to senior pupils and moves an amendment:
      That the restriction proposed by CHCO only apply to under-18 pupils
      Amendment moved: G Carr-Smith seconded: none outcome: LAPSED (lack of second)
      Members pointed out the amendment is too broad (under-18 pupils being all pupils) but no further revision is sought.

      moved: CHCO seconded: CAMB outcome: FAILED (majority against)
    3. That the requirements for boat numbers be updated by
      changing Rule 5.1 and 5.2 to:
      1. Boat numbers shall be at least 180mm high and
        coloured air sea rescue orange or bright red
        except where boat numbers are provided by the
        Regatta Committee for use by all crews.
      2. Each boat at Championships shall carry at the bow
        the lane number of the starting position which
        has been drawn by its crew. This lane number must
        be provided by the School unless boat numbers are
        provided by the Regatta Committee for use by all
        crews.
      The Executive Officer explains the requirement for "air sea rescue orange numbers provided by schools" dates from times when all members were given a set of these numbers by the major Sponsor. The majority of numbers in use these days are no longer air sea rescue orange (more commonly they are red) and the rule makes it difficult for Regatta Committees to innovate e.g. by providing alpha-numeric numbers.

      moved: The Executive Committee seconded: VILL outcome: CARRIED (super-majority)
    4. That a time frame be added for appointing the Race
      Committee in a timely manner by adding the following to
      the end of Rule 6.2 "The Race Committee shall be
      appointed not less than 5 months prior its regatta and
      the appointments shall be announced to members."
      The Executive Officer explains the proposed five month time frame puts the appointment at the start of the school rowing season.

      moved: The Executive Committee seconded: WTLB outcome: CARRIED (super-majority)
    5. That the Race Committee nomination process be changed to
      "For Championships the Regatta Committee shall, on a
      recommendation from NZRROA, submit nominations for the
      positions of Chief Umpire, Chief Judge and Chief Starter
      to the Executive Committee for approval."
      NZRROA is invited to speak to the remit. L Milne explains NZRROA is well-placed to advise on the suitability of candidates for the Race Committee. Leslie notes major regattas like NZSSRA Championships are milestones in a race official's development so it is important the opportunity be available to identify Race Officials who are at an appropriate stage of their career to be candidates.
      KRI objects strenuously to the remit. D Swales is quite emphatic that KRI, as regatta host, does not want its ability to nominate Race Committee members restricted and they should not have to make recommendations to NZRROA. It is pointed out the remit does not require this and might need reworking to make that clearer but KRI sticks to its position against the remit.

      moved: The Executive Committee (from NZRROA) seconded: G Carr-Smith (by Proxy) outcome: FAILED (clear majority against)
    6. That Rule 6.3 be shifted to the end of Rule 6 and be
      amended by adding the words "Regatta Committee and to
      the " before "Executive Committee"
      The Executive Officer explains the Chief Umpire is responsible for overseeing the regatta and is best placed to report to the Regatta Committee on the effectiveness of their preparations.

      moved: The Executive Committee seconded: VILL outcome: CARRIED (super-majority)
    7. That the definition in Rule 11.3 of when a new season
      starts be amended by replacing "at the conclusion of
      the New Zealand Championships" with "on 1 September each
      year".
      The Executive Officer explains the starting date for a new season should be de-coupled from our New Zealand Championships and instead be linked to a fixed date. This will bring the NZSSRA season in line with proposed changes to the NZRA season. It also allows for the possibility one year Maadi might be cancelled, postponed (e.g. from the start of the year to the end of the year), or brought forward earlier in the year. It further allows for the possibility regattas might be held after Maadi but within the same school season.

      moved: The Executive Committee seconded: HAMG outcome: CARRIED (super-majority)
    8. That the check weighing of coxswains in Rule 13.5 be
      changed from "Thereafter they may be required to be
      check weighed prior to and or after each race including
      heats, repechages, semi-finals and finals." to
      "Following each race the dead weight may be weighed.".
      Christ's College speaks to its remit; giving an example of when one of its crews was disqualified due to the coxswain losing weight between weigh-in and being spot-weighed after racing; whereas if dead weight only were checked the coxswain's personal weight loss would not have been a problem.
      HAMG raises the question of what constitutes racing uniform for the original weigh-in, which the meeting explores at some length, before HAMB turns the question to how weighing would be policed.
      The Executive Officer asks what happens to coxswains who have no dead weight and is told they would not be check weighed at all. Members ask whether this would encourage dangerous behaviour among coxswains e.g. bulking up for weigh-in followed by rapid weight-loss.
      The SHAK delegate, drawing on personal experience, states a belief the underlying issue is a simple one and coxswains just have to be over the weight at all times. CHCO believes it is hard for coxswains to maintain their weight over time. CBHS points out a coxswain might be required to maintain weight all day.

      moved: The Executive Committee seconded: HAMG outcome: FAILED (no clear majority)
    9. That the types of life jackets acceptable for use by
      coxswains be clarified by adding the following words to
      Rule 13.6 " that is not an automatic inflatable
      life jacket."
      The Executive Officer explains coxswains are presently not allowed to wear automatically inflating life jackets and this should be made clear in the rules.
      Members discuss whether there is an appreciable difference between automatic and manual inflatable life jackets. NAPG moves an amendment
      That the word "automatic" be deleted from the remit
      Amendment moved: NAPG seconded: HAMG outcome: CARRIED (clear majority) The remit becomes
      That the types of life jackets acceptable for use by
      coxswains be clarified by adding the following words to
      Rule 13.6 " that is not an inflatable life jacket."
      moved: The Executive Committee seconded: WOOD outcome: CARRIED as amended (super-majority)
    10. That the existing ambiguous substitution limit wording
      in Rule 14.2 be clarified by replacing the words "(as
      well as the coxswain)" with "and may also substitute its
      coxswain, "
      The Executive Officer explains coxswains are specifically subject to the same substitution rules as rowers (rule 13.7) but the wording used to determine how many crew members can be substituted was ambiguous. The proposed wording clarifies that limit by excluding coxswains from the count of crew members while still allowing they can be substituted.

      moved: The Executive Committee seconded: WKDS outcome: CARRIED (super-majority)
    11. That athletes substituted prior to heats for medical
      reasons be allowed to return to their crews for later
      rounds of racing if they recover and Rule 14.2.C be
      adjusted by adding "If a substitution is due to illness
      or injury a medical certificate must be provided and the
      rower must be substituted from all their crews." and by
      re-arranging and slightly changing Rule 14.3's sub-
      clauses to give:
      1. In the event of serious illness or serious injury
        to a rower substantiated by a medical certificate.
      2. A rower who has been substituted out of a crew
        for medical reasons may regain their position in
        the crew on the production of a further medical
        certificate certifying complete recovery of
        health of the rower.
      3. In the case of the expulsion of a rower from the
        regatta according to Rule 20.3
      The Executive Officer explains the rule as it stands does not allow a pupil who was substituted pre-heats for medical reasons to be returned to the crew if they recover. The problem extends to the highest levels of racing where FISA dealt with it by issuing a by-law allowing for such substitutions.

      moved: The Executive Committee seconded: LYTT outcome: CARRIED (super-majority)
    12. That the substitutions rules in Rule 14 be extended
      by adding a further sub-clause "In exceptional
      circumstances the Chief Umpire may authorise a
      substitution that is otherwise contrary to the Rules
      provided the crew will no longer be eligible for medals,
      trophies or awards."
      The Executive Officer explains Chief Umpires have asked for the ability to formalise the recognition there can be special circumstances where an irregular crew change might be warranted to give a crew an opportunity to row; one good past example is a school losing its only coxswain, which would have meant it had to scratch all its big boats if it could not borrow a coxswain.

      moved: The Executive Committee seconded: WKDS outcome: CARRIED (super-majority)
    13. That it be possible to direct the Race Committee as to
      the method of allocating crews to preliminary heats and
      this be achieved by adding the words " Executive
      Committee in consultation with the" before "Race
      Committee"
      The Executive Officer explains members last year sought the ability to determine how preliminary heats should be allocated but this is currently in the hands of the Race Committee

      moved: The Executive Committee seconded: HAMG outcome: CARRIED (super-majority)
    14. That training hours allowed under Rule 17.12.C be able
      to be extended beyond the current window of after
      sunrise and before sunset if the Chief Umpire is
      satisfied there is sufficient light for this to safely
      happen and the rule be amended by adding the words
      " however these times may be altered by the Chief Umpire
      if the Chief Umpire is satisfied there is adequate
      lighting."
      The Executive Officer explains Chief Umpires have asked for more flexibility in allowing boats on the water outside the prescribed hours.

      moved: The Executive Committee seconded: WTLB outcome: CARRIED (super-majority)
    15. That the existing Rule 22.1 be changed from "During
      racing the crews must obey the Rules of Racing." to "All
      rowers shall compete in their races in accordance with
      the Rules of Racing"
      The Executive Officer explains NZSSRA's rules do not currently include a requirement to "compete" during a race a fact that was raised by a recent Chief Umpire at SISSC. The proposed wording is taken from FISA rules.

      moved: The Executive Committee seconded: CAMB outcome: CARRIED (super-majority)


    Major changes. Remits to make changes spanning several documents.
    1. That the operational parts of Rule 17. Safety (excluding
      sub-clauses 14 and 13, which are penalties) be removed
      from the Rules and kept in a separate Safety System
      document and Rule 17 be changed to:
      1. Safety
        1. All regattas are to be run in accordance with
          the requirements of the Safety System.
        2. Any crew in breach of the Safety System may
          be fined a monetary penalty determined by the
          Race Committee and the crew members may be
          disqualified by the Chief umpire from taking
          further part in the regatta. The Chief Umpire
          shall reprimand the coach.
      and the following consequential changes be made
      • Clause 2 be modified to add a new sub-clause 2.10
        (with subsequent sub-clauses re-numbered
        accordingly) of "2.10 ''Safety System'' shall
        mean the Safety System of the Association for the
        time being in force."
      • Clause 3 be modified to add ", safety systems "
        after "regulations for regattas"
      • Clause 5.3.B be modified to add ", Safety Systems"
        after "Regulations"
      • Clause 9.2 be modified to replace " or
        Regulations" with ", Regulations or Safety
        System"
      • Clause 9.5.B be modified to replace " or
        Regulations" with ", Regulations or Safety System"
      • Clause 10.5 be modified to replace "regulations
        or rules" with "Regulations, Rules or Safety
        System"
      • Clause 10.7 be modified to replace "regulations
        or rules" with "Regulations, Rules or Safety
        System" and also to replace "Constitution Rules
        or Regulations" with "Constitution, Regulations,
        Rules or Safety System"
      • Clause 10.8 be modified to replace "Constitution,
        Rules or Regulations" with "Constitution,
        Regulations, Rules or Safety System"
      • Clause 10.13 be modified to replace "Constitution,
        Rules or Regulations" with "Constitution,
        Regulations, Rules or Safety System"
      • Clause 12.4.A be modified to replace
        "Constitution, Rules and Regulations" with
        "Constitution, Regulations, Rules and Safety
        System"
      • Clause 18.1 be modified to replace "Constitution,
        Rules or Regulations" with "Constitution,
        Regulations, Rules or Safety System"
      • Regulation 2 be modified to include ", Safety
        System" after "Regulations for Regattas"
      • Regulation 3.12 be modified to replace " and
        Regulations for Regattas" with ", Regulations for
        Regattas and Safety System"
      • Rule 6.6.B be modified to replace " and
        Regulations for Regattas" with ", Regulations for
        Regattas and Safety System"
      • Rule 7.1 be modified to replace "Safety
        Requirements are" with "Safety System is"
      • Rule 8.1 be modified to replace " and Regulations
        for Regattas" with ", Regulations for Regattas
        and Safety System"
      • Rule 9.1 be modified to replace " and Regulations
        for Regattas" with ", Regulations for Regattas
        and Safety System"
      • Rule 20.1 be modified to include ", Safety
        System" after "Regulations for Regattas"
      The Executive Officer explains the Safety Rule no longer comfortably fits within the confines of the Rules and should be a separate document that can be maintained annually, rather than waiting for the 4-year Rule change AGM or requiring an emergency be declared at a standard AGM.

      moved: The Executive Committee seconded: WLCO outcome: CARRIED (super-majority)
    2. That the Association stop classifying athletes by weight
      with the change to take effect in 2011 after the
      Programme of Events has next been reviewed by the
      Executive Committee and that this be achieved by
      removing Rule 11.1.D and the associated detail in Rule
      11.5 and by removing "Lightweight four oars with
      coxswain" from the boat types listed under "BOYS AND
      GIRLS UNDER 18" in rule 5.3.
      The Executive Officer explains at present there is provision within one of our age-groups to classify pupils by their weight at our Championships. This provision allows 17 year-olds who are under 72.5 kg (boys) or under 59 kg (girls) to compete in a separate race that excludes their heavier peers.
      The remit from the Executive Committee proposes phasing out this provision at the next update to the programme of events, which is in time for the 2011 Championships.
      Essentially, the Executive Committee believes having a weight-based event in an age-based regatta is an anomaly and it poses an unacceptable risk when the majority of pupils who compete in the event are not natural candidates for it. This is a risk all members are exposed to if one member or its pupils should fail to properly manage the health issues related to lightweight rowing.
      It is very important to note this remit is not a reflection on those 17 year-olds who are natural lightweights. The remit arises because the vast majority of pupils who compete in the class do not fall into that category.
      In the last 5 years: only 5 of the 154 crews entered for lightweight events consisted entirely of athletes who are 17 year-olds; and, 97% of all crews entered for lightweight events made use of athletes younger than 17 to fill seats; and, 50% of crews had no 17 year-olds in them at all; and, 67% of pupils who compete in the events when they are younger than 17 do not go on to become 17 year-old lightweight rowers
      The primary concern associated with weight-based classification is a health issue. Improper or poorly supervised nutrition control or dieting can have serious ongoing consequences for young athletes. For example, bone mineralisation continues into a person's early twenties and inappropriate weight management jeopardises this. Although sports nutrition is introduced at level two of the NZ coaching qualification (which many school coaches do not hold anyway) the requirements for coaching lightweight rowing are so specialised they will only come in at level three (coaches of elite/international crews).
      A bigger problem than not having properly trained coaches is the tendency for athletes to self-regulate their weight in spite of or contrary to their coach's directions. Eating disorders are a very real concern. And with secondary school rowing the problem is exacerbated by peer-pressure and the fact almost all schools have insufficient 17 year-old natural lightweight rowers to make up a crew; so they rely upon younger rowers to fill seats. As the pupils who make up the majority of lightweight crews do not turn out to be 17 year-old lightweights themselves the risks and concerns associated with lightweight rowing are even more applicable to those pupils.
      The Executive Committee enquired of the New Zealand Rowing Association whether it has a formal policy on lightweight rowing and NZRA confirmed it does not support the practice; for many of the same reasons given above (a copy of NZRA's response is available).
      CHCO speaks against the remit pointing out the lightweight event gives small pupils an opportunity to compete.
      The meeting is diverted when HAMB objects to "Principals being told how to vote at the AGM" in an email sent by the Executive Officer. The Executive Officer confirms all Principals the Association holds an email address for were contacted before the AGM. The Executive Officer explains nobody was told how they must vote but principals were asked to consider and encouraged to support the remits put forward by the Executive Committee; particularly those put forward unanimously, which did not include the remit being discussed. A copy of the email was read into record.
      Dear Principals, Headmasters and Rectors
      
      This is a reminder the NZSSRA AGM is taking place 7:00pm Tuesday 31
      March in the big marquee beside the control tower at Lake Karapiro.
      
      Your school is competing at Maadi this year and you should have
      already completed a set of declaration forms for entry to the regatta
      that include the notification of your school's delegate to the AGM.
      
      NZSSRA often struggles to reach a quorum at a standard AGM (20% of
      schools attending Maadi) and more so at a Regulation/Rule-change AGM
      (40%) so we ask you to please encourage your delegate to attend. We
      will be taking a roll call at the AGM and will report back to you
      whether your delegate was there and the outcome of the AGM, as well as
      how your school voted in any polls that are called for.
      
      
      The Executive Committee also ask you to please consider directing your
      delegate to vote in favour of those remits that have been put forward
      unanimously by the Executive Committee. The reason we ask this is
      because the Regulation/Rule-change AGM only comes about every four
      years and it is important we ensure these changes pass and do not have
      to wait for another four years before implementation.
      
      The remits put forward unanimously by the Executive Committee are
      remits 1 to 16, 19, 21, 22, 24, 25, 27 to 34, and 38 to 40. All the
      remit are available online with some commentary at
      http://www.schoolrowing.org.nz/nzssra.php?page=9H6
      
      There are two further Executive Committee remits not included in the
      above list: 35 and 36. These are remits the Executive Committee has
      been pursuing for a number of years. They have the support of the
      majority of members but not yet the support of the 75% in attendance
      at an AGM that is required to pass them.
      
      While the Executive Committee also seeks your support for ceasing to
      classify pupils by weight (35) and for limiting our youngest pupils to
      sculling (as opposed to sweep oar rowing: 36) we appreciate your
      school might be in the small minority that opposes such changes and
      has been preventing their implementation.
      
      Nevertheless, we strongly encourage your school to vote in favour of
      remit 35 and remove weight classifications from our Championships.
      Further information about the remit is attached to this email.
      
      We look forward to good attendance at the AGM and hope the business
      can be completed in a timely fashion.
      
       Andrew
      Executive Officer, NZSSRA
      
      p.s. as you are ex-officio one of our vice-Presidents you are more
      than welcome to attend the AGM in person.
      GLDW asks a question as to what was the "small minority". The Executive Officer replies it was 30% when the matter was last considered. CHCO's delegate is adamant her Headmaster did not receive the email. The Executive Officer assures the meeting a copy was send, whether or not it was received or passed on to the delegate.3
      The meeting returns to the remit and information referred to being attached to the email, which included a letter from RowingNZ laying out its policy in relation to the issue. That letter states neither RowingNZ nor FISA supports lightweight events for juniors. The Youth Commissioner speaks to the letter also explaining the findings that were made in support of removing weight-based classification during his tenure as NZSSRA President.
      Members suggest the risks are over-stated and anecdotal only. AGSB asks whether there are examples of pupils who have had health issues. The Executive Officer declines to give specific examples.
      SHAK calls for personal responsibility to be taken instead of removing the classification.
      NCOG suggests health risks are an issue of management and explains their pupils are signed off by a nutritionist. This is a method WKDS similarly uses to manage the issue.
      The Executive Officer advises G Carr-Smith has called for a poll on the remit. CHCO challenges the right to call for a poll. The Executive Officer refers CHCO to clause 10.13 of the constitution that provides "if requested by any member voting shall be by a poll". For those delegates who are unfamiliar with how the Association customarily conducts its business the Executive Officer explains an NZSSRA poll is conducted by recording which way members vote. The Executive Officer also confirms he will be reporting back to Principals on the poll. A question is raised about why Principals should be told how their delegates vote and the Executive Officer explains he always reports back to Principals on the outcome of the AGM, including any polls, as well as the achievements of their school at Maadi when writing to them after the regatta. East Coast reminds delegates they are each at the meeting representing a school and asks what is wrong with schools receiving confirmation of how they voted.
      After recording members in favour of the remit and those who abstained it was proposed the balance of members must be against the remit and they would be recorded as such.
      moved: The Executive Committee seconded: CHCO outcome: FAILED (small minority in favour)
      Poll results:
      For: G Carr-Smith, carm, cghs, dioc, have, iona, jpcr,
      lind, napb, napg, para, rotg, rsha, sjha, sldg, timg,
      verd, wlgc, wood
      
      Against: J Collin, F Strachan, agsb, avsg, bthc, camb,
      cbhs, chco, colu, crai, culi, edbc, edwt, eggs, fran,
      gbhs, gghs, gldw, hamb, hamg, haur, hlcr, jmcg, kgca,
      khsd, lytt, macl, marn, mlbb, mlbg, ncog, nplb, nplg,
      obhs, oghs, onsl, otum, qhsd, qmar, rrgs, shak, shgh,
      shgn, sjhs, splh, stan, stcc, sthi, stkt, stmg, stpc,
      taka, trgb, trgg, trid, vill, whak, wkds, wlco, wncs,
      wngc, wtlb, wtlg
      
      Abstained: burn, ronc
      After the outcome is declared it is pointed out some delegates might have left the meeting without making that known to the Chairman.3
    3. That under-15 age-group pupils be restricted to rowing
      sculling events and such changes take effect from 2011
      when the Programme of Events has been next reviewed.
      That this be achieved by removing "Eight oars with
      coxswain" and "Four oars with coxswain" from the boat
      types listed under "BOYS AND GIRLS UNDER 15" in rule 5.3
      and by adding an additional classification as Rule
      11.1.E being "method" with an explanation added as a new
      sub-clause to the end of Rule 11 as follows
      "Classification according to method. Events shall be
      classified as sweep oar or sculling events. No rower who
      is in the under-15 age group shall be eligible to
      compete in sweep oar events."
      East Coast explains it is recommended all rowers begin in our sport by sculling and only later proceed to sweep oar. The dangers of failing to rotate rowers from side to side are raised as is the extra and uneven stress sweep oar rowing puts on athletes, particularly if boats are not re-rigged to suit young rowers.
      VILL asks whether there is any data to support the remit. The Posture Study is discussed but it is pointed out that is a new development and will not produce data for several years.
      CHCO expresses the opinion that both rowing and sculling are unnatural motions but improved modern sweep oar technique reduces the stresses on rowers.
      CBHS suggests any problem is more likely to lie with boats rather than the athletes
      MACL draws attention to the fact the remit would result in more boats being required at Championships. SHAK points out it is a nightmare to find enough small boats for all the under-15 pupils. KRI explains the boat park is already nearing capacity with record numbers of boats at the regatta.
      STMG points out second year under-15 pupils would also be ineligible to sweep oar row.

      moved: The Executive Committee seconded: CHCO outcome: FAILED ( unanimous )
    4. That the ability for overseas schools to attend
      Championships regattas be struck from the constitution,
      Rules and Regulations and the following amendments be
      made to achieve that outcome:
      • the words "New Zealand" be added to clause 2.10
        of the constitution before the words "school
        established"
      • regulation 10 "Overseas schools" be deleted and
        subsequent regulations be re-numbered accordingly
      • the words ", or, in the case of overseas schools,
        those which are invited to attend by the
        Executive Committee" be deleted from Rule 2.1.
      Westlake Boys High School speaks to its remit explaining it believes Championships regattas should be restricted to New Zealand school, stating it believes there is no place for overseas schools; especially when there are restrictions on entries at some Championships.
      TAKA tells the meeting that in its experience having overseas schools adds to the Championships rather than detracting from it.

      moved: The Executive Committee seconded: DIOC outcome: FAILED (majority against)


    General. Remits not requiring immediate changes to the Constitution, Rules or Regulations.
    1. That an investigation be conducted in relation to the
      Association's current status as an unincorporated body
      and the implication this has for members in relation to
      liability, taxes, etc. The results of the investigation
      to be reported back to the 2010 AGM with any
      recommendation regarding changing that status.

      moved: The Executive Committee seconded: CGHS outcome: CARRIED (clear majority)
    2. That a policy be developed for establishing to whom and
      at what rate our Trade Marks can be licensed.
      F Strachan speaks about the history of our trade marks and identifies parties he believes should be allowed to use the trade marks in an unrestricted manner.

      moved: The Executive Committee seconded: WNCS outcome: CARRIED (near unanimous)
    3. That a Special Committee be convened to consider the
      future format of the North Island Championships and
      report back to members by September 2009 and, if
      necessary, a Special General Meeting be held at that
      time to implement changes recommended by the Special
      Committee in time for NISSC 2010.
      The Executive Officer explains this remit was put forward because of feedback received about the entry limits imposed at NISSC 2009. At the time remits closed the regatta had not been run and it was unknown whether the new format would prove satisfactory. Regardless, the regatta had generated a large number of suggestions as to how it might be managed in the future and many were incompatible with the existing Regulations and Rules so a Special Committee would provide an opportunity to consider those in a formal manner.
      The Executive Officer points out KRI's advice regarding the timing of the Lake Users meeting to set dates for using the Lake means the remit will need to be updated with a more appropriate time frame for reporting back to members.
      That the Special Committee report back before July instead of by September
      Amendment moved: HAMG seconded: LIND outcome: CARRIED (clear majority)
      HAMB asks what happens if members are happy with the 2009 format. The answer is they they can keep it and do not have to ask for a Special Committee.

      moved: The Executive Committee seconded: HAMG outcome: CARRIED (clear majority)
    4. That a working party be convened to consider the
      implementation of a Time Trial Progression system
      (specific system accompanies remit) at the 2010 NISSC
      and report back to the members by September 2009. And
      if necessary a special meeting to be held at that time
      to implement changes recommended by the working party
      in time for NISSC 2010.
      Due to Remit 40 passing and because that Special Committee will be able to consider the Time Trial system proposed for remit 41 the remit is withdrawn by Wanganui.

      outcome: WITHDRAWN

     
  11. Other matters/business from the floor
  12. Date for next AGM

The Executive Officer  

Notes

  1. After the meeting BTHC located a volunteer to check the year's accounts
  2. $8,384 was paid to rowIT Ltd: 4,192 pupils attending NISSC & SISSC & Maadi @ the discounted rate of $2 per pupil, agreed to by the Executive Committee.
  3. The 2010 SISSC & Maadi budgets can be obtained by members from the Executive Officer
  4. After the meeting it was confirmed CHCO had received the email
  5. Any member who's delegate had left the meeting and would like the record to be corrected should contact the Executive Officer

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