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MAADI CUP™

2017 AGM DRAFT minutes

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Date: Sunday 26 March 2017
Time: 5pm
Venue: Don Rowlands Centre, Lake Karapiro
(Agenda)

  1. Roll Call
    AOTE, AQUI, ASHB, AGSB, AVSG, BARA, BTHC, BURN, CAMB, CBHS, CGHS, CHCO, COLU, CRAI, CROM, DIOC, DUNS, EGGS, GLDW, HAMB, HASB, HAVE, HLCR, HOWI, HTUH, IONA, JPCR, KAPI, KATI, KAVA, KGCA, LIND, MACL, MARN, MLBG, MTAL, MTAS, MTMA, NAPB, NAPG, NELB, NCOG, NGTA, ONSL, OBHS, OTUM, QHSD, ROSE, ROTG, ROTL, ROTO, RRGS, SAMU, SCOT, SHAK, SHGH, SHLH, SLDB, SLDG, SJHM, STAN, STCC, STHI, STKT, STMG, STMW, STPA, STPC, TTAI, TAKA, TAUH, TAUP, TMTH, TRGB, TRGG, TIMB, TIMG, TRID, VERD, VILL, WAKA, WNCS, WNHS, WLCO, WLGC, WENT, WHHS, WTBL, WHAK, Jack Colin (Life Member), Leslie Saywood (Life Member). 127 members entered so quorum is 51 members. 91 members were present therefore quorum met.
    Also in attendance:
    Members of Schools Committee - Trudy Keys (NZSSRA President), Janey Wackrow, Lauren Farnden, Bruce Tong, Sonya Walker (Rowing Manager, RNZ). Members of NZSSRA Board - Andrew Carr-Smith, Gus Scott. Other - Simon Peterson (CEO, RNZ), Tim Wilson (Rowing Co-ordinator RNZ), Julie Dillon (Executive Assistant, RNZ), Terry Tidbury (Karapiro Rowing).
  2. Apologies
    CULI, FRAS, HLCR, JHAR, PUKE, RGTT, ROSM, SMCO, SJHS, STKV, TEAW, WKDS, WNGC.
    Gillian Simpson-Committee Chair/St Margaret's College Principal, Tim O'Connor (Auckland Grammar Principal), Fr Earl Crotty SM (Life Member), Brother Terence Costello (Life Member), Garry Carr-Smith (Life Member), John Drummond (Life Member), Fred Strachan (Life Member), Ivan Sutherland (South Island Rowing).
  3. In Memoriam
    Dave Campbell (Life Member), Dudley Storey - A minute silence was held.
  4. President's Address
    Taken as read. Trudy Keys referred to her written report in the AGM papers, which highlighted the main concerns of the Schools Committee and the Association over the past year, which was the lightweight rowing category. The report summarized the steps taken to analyse the grade and prepare a paper for the Principals to consider at the SGM and the reasons why this was held in 2016.
    Moved: WNCS     Seconded: SCOT     Carried Unanimously
  5. Correspondence
    No correspondence other than that relating to specific items of business.
  6. Minutes of the Special General Meeting
    Moved that the draft minutes from the Special General Meeting dated 11th November 2016 be accepted as a true and correct record.
      Moved: CAMB     Seconded: STMG     Carried Unanimously
    Moved that the ballot papers be destroyed.
      Moved: Leslie Saywood     Seconded: WNCS     Carried Unanimously
  7. Minutes of Previous Annual General Meeting
    Moved that the draft minutes dated 3rd April 2016 be accepted as a true and correct record.
      Moved: SCOTT     Seconded: WNCS     Carried Unanimously
  8. Finance Report
    Taken as read. Sonya Walker spoke to the Finance Report highlighting the following areas:
    • Grants - the $10k difference between 2016 and 2015 was due to late payment. An annual $10k grant is provided through the Aon sponsorship of the event.
    • Special Projects - the Board agreed to rollover the $4k not spent in 2016, so that shows as $8k available in the budget. This is carried over because it is going towards support for school coaches to attend the 2017 RNZ Coaches Conference being held at Lake Karapiro in May.
    • Penalty fee - as per the 2016 AGM subscription penalties has be abolished.
    • "Hosting and Domain Names" no longer feature because Rowing NZ is absorbing these costs.
      Moved: STPC     Seconded: WTLB     Carried Unanimously
  9. Report on business carried out by the Schools Committee during the past year.
    Taken as read. Sonya Walker spoke to the Report highlighting the following areas:
    • Four formal meetings held, with sub committees working on areas such as the review of the rules and the lightweight category. The NZRA rules are also being reviewed and the vision is to try and closer align the two set of rules where possible.
    • Analysis of safety at the 2016 Aon Maadi Cup regatta was conducted and reported to the Schools Committee Chair and the Rowing NZ Board. Due diligence is being undertaken to ensure we continue to make advances to health and safety.
    • Communication and promotion has improved through Facebook and the Rowing NZ App which was developed and is free to download.
    • Five new schools joined the NZSSRA this season bringing the total number of schools as members to 151.
    • 2017 Aon Maadi Cup - Principals are invited to attend a morning tea on Friday, 31st March in the Karapiro Room at the Don Rowlands Centre.
      Moved: GLDW     Seconded: STKT     Carried Unanimously
  10. Election of Officers
    Elected Officers of the Schools Committee are appointed for a three year term. Three nominations received from:
    Lauren Farnden - St Hilda's Collegiate
    Richard Dykes - Glendowie College
    Matthew Lawson - Napier Boys High School
    Andrew Carr-Smith, Michele Hawke and James Boyce acted as scrutineers and the members voted by ballot.
    Votes counted and confirmed, that Lauren Farnden was re-elected onto the Schools Committee. Moved that these voting forms be destroyed.
      Moved: STPC     Seconded: WTLB     Carried Unanimously
  11. Ratification of appointment to the Schools Committee
    Bruce Tong had been appointed to the Schools Committee by the NZSSRA Board.
    The appointment was ratified by Members.
      Moved: WTLB     Seconded: STAN     Carried Unanimously
  12. Championship Regattas
    1. 2018 Fee Change Proposal for Championships regattas (fees ex-GST)
      1. 2018 North Island Secondary School Championships Changes:
        Terry Tidbury explained that the main reason for the increases is that Waipa District Council have increased its management fee and that KRI have incurred the increase in 2017.
          Moved: GLDW     Seconded: WHAK     Carried with some dissent
      2. 2018 South Island Secondary School Championships Changes:
        Jack Colin questioned the non-progression fee increase, Sonya Walker asked for someone from South Island Rowing to speak to the proposal, with no one present willing to do so she referred to SIR's letter dated 27 February 2017 explaining the reasons for the increases.
        Moved: Jack Colin (life member) - amend the prpodsal for the Non-progreession fee to remain at $40     Seconded: DUNS     Carried Unanimously
        The amended fees proposal
        Moved: Jack Colin     Seconded: Trudy Keys     Carried Unanimously
      3. 2018 New Zealand Secondary School Championships Changes:
        Sonya Walker referred to SIR's letter dated 27 February 2017 explaining the reasons for the increases.
        Moved: CHCO     Seconded: Jack     Carried Unanimously
      A table of the fee for 2018 is provided below (excl GST).
      Fees Maadi 2018 (Twizel)NISSC 2018SISSC 2018
      Singles $26 $15 $16
      Doubles/Pairs $32 $17 $20
      Fours/Quads $44 $26 $30
      Eights/Octuples$68 $33 $44
      Amenity $30 $24 $22
       
      Other Fees Maadi 2018 (Twizel)NISSC 2018SISSC 2018
      Entry Protest $20 $20 $20
      Non-Notified Crew Change$50 $50 $50
      Late Scratching $40 $40 $40
      Non progression $100 $150* $40
      Race Protest $20 $20 $20
      Appeal $20 $20 $20
      Illegal Crew Change - $50 -
      Did not start - $60 -
      Tent Fee (front) N/A
      yearly fee
      $160 N/A
      yearly fee
      Tent Fee (rear) N/A
      yearly fee
      $130 N/A
      yearly fee
      Tent Power N/A
      yearly fee
      $120 N/A
        * note: no late scratching fee will apply for non-progression
    2. Applications to host Championships regattas
      1. From Karapiro Rowing to host the 2019 North Island Secondary School Championships 8th-10th March 2019.
        Moved: WHAK     Seconded: STMW     Carried Unanimously
      2. From Karapiro Rowing to host the 2019 New Zealand Secondary School Championships 25th-30th March 2019.
        Moved: WHAK     Seconded: STMW     Carried Unanimously
      3. From Ruataniwha Rowing to host the 2019 South Island Secondary School Championships - 9th/10th March 2019 with possibility of starting on afternoon of 8th March.
        Sonya Walker referred to SIR's letter dated 19 February 2017 explaining the reasons as to why they would prefer a Friday start regatta going forward and therefore make the Friday available.
        Discussion ensued as to, how best to resolve the problem of being unable to complete the regatta due to the numbers of entries and the short duration available to run the regatta. Friday start was discussed as this was the SIR preference, comments were made that an afternoon would be ok but they wouldn't want a morning start. In order to work through the alternatives it was suggested that there be a show of hands for the following preferences:
        1. Restrict entries to 1 crew per school event - lost
        2. Make Friday available for the regatta, with an afternoon start - Carried some dissent
        3. Extend the Sunday rowing through until 6.00pm - lost
        It was explained that the preferred Friday start change for the 2019 regatta would need to be confirmed by the School Principals (as done when NISS changed). Therefore it was suggested the venue be approved and the Schools Committee seek Principal approval for a 2019 Friday afternoon start and advise Ruataniwha Rowing accordingly and report back at the 2018 AGM on the final decision.
        Acceptance (application venue, dates tbc)   Carried
    3. 2018 Dates of Championship Regattas
      Matter arising from previous minutes - At the time of the 2016 AGM the official 2018 school year dates had not been released by the Ministry of Education and therefore the proposed 2018 dates from hosts were not approved officially. The Ministry has now released these dates and therefore the meeting can now approve the following are the dates which were applied for:
      • 2018 North Island Secondary Schools Championships - 2-4 March 2018
      • 2018 South Island Secondary Schools Championships - 3-4 March 2018
      • 2018 New Zealand Secondary Schools Championships - 19-24 March 2018
        Moved: Trudy Keys     Seconded: STPC     Carried
  13. Remits

    REMITS ON RULES

    The Chair suggested that remits 0 to 5, 12 and 13 covering boat construction, numbers, under garments, equipment, re-draw and quick start be grouped together.
      Moved: WLCO     Seconded: Leslie Saywood     Carried Unanimously
    From the Schools Committee
    1. REMIT: That Rule 4.2 to 4.6 be consolidated and re-worded with the following:
      4.1 The construction, design and dimensions of boats and oars shall be such that they may be able to be raced in NZRA Regattas. In particular boats must meet the NZRA Rules for:
       a) bow balls
       c) quick release foot stretchers
       d) coxswain's seats
        As per Group motion - Carried Unanimously.
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Rule 4.1 be extended by adding the following sentence: "The processes set down in NZRA Rules may be used to assess compliance with this Rule."
    2. REMIT: That Rule 4.8 be changed to "No boat or member of any crew shall carry any electronic equipment that shall enable communication to be received from any person who is not in the boat. Any school found violating this rule shall be disqualified from the regatta."
        As per Group motion - Carried Unanimously.
    From the Schools Committee
    1. REMIT: That Rule 5 be consolidated and changed to
      5.1 The Regatta Committee shall provide boat numbers for use by all crews.
      5.2 Each boat shall display immediately behind the bowball the boat number which has been drawn by its crew.
        As per Group motion - Carried Unanimously.
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That a new Rule 8.1.I be added as follows: "Checking boats meet the construction requirements.
        As per Group motion - Carried Unanimously.
    From Wellington Secondary Schools Rowing Association and the Schools Committee
    1. REMIT: That Rule 10.2 be updated to remove the words ", provided that the colour of the undergarment is the same as the body of the official uniform or plain white".
        As per Group motion - Carried Unanimously.
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That a new clause be inserted as Rule 14.3 (and subsequent clauses re-numbered) as follows: "Where there are elimination heats and a substitution is made before the first phase of the heats commences the Race Committee has the right to re-draw the event."
      Explanation: this rule provides an equivalent to the Race Committee right to change races when there are scratchings. When there is a seeded draw crew changes can have a significant effect on seedings and a re-draw may be required to restore fairness to the draw.
        As per Group motion - Carried Unanimously.
    From the Schools Committee
    1. REMIT: That the start procedure be extended to include the Quick Start and Roll Call procedures by changing Rule 22.4 to "The start procedure shall be for the starter to either give a roll call of crew names, if time allows, or use the term "quick start" and then give the cautionary command "Attention". After a clearly marked variable pause the starter shall operate a sound signal and or electronic device to signify the start. The raising of hands by a crew member will not be recognised after the command "attention"."
      Explanation: This will align the start procedures in terms of roll call and quick start to the NZRA Rules which are used the rest of the season. This will ensure there is no confusion or differences during the processes conducted by officials and the expectations of rowers.
        As per Group motion - Carried Unanimously.
    From Onslow College and the Schools Committee
    1. REMIT: That 1. the word "sex" be replaced with the word "gender" throughout Rule 11; and 2. Rule 11.2 be replaced with "Classification according to gender - All rowers shall be classified as eligible to row in one of two genders: male or female. A rower's gender shall match their sex unless their gender classification has been set in accordance with NZRA's Transgender and Transsexual Policy. There shall be racing provided for each gender, where crews (excluding coxswains) and races shall be limited to members of one gender."
      Explanation: NZSSSC is encouraging sports to develop protocols on the inclusion of transgender students. Rowing is already being proactive in this area. NZRA has a Transgender and Transsexual Policy that has been scoped to cover competitors of all ages. It is a policy equally appropriate for school rowing and club rowing. Incorporating the policy into our Rules will both meet NZSSSC's goals and help ensure there is a consistent policy across rowing. This can be achieved by: 1. changing from classification by sex to classification by gender; and 2. using the NZRA Transgender and Transsexual Policy to classify any pupils who are not cis-gender males or females.
      Moved: SAMU     Seconded: GLDW     Carried Unanimously
    From Life Member Leslie Saywood
    1. REMIT: That Rule 11.4 be expanded with the following sentence:" However, only rowers who are 14 before the 1st of January in the Season in which the competition is held, may take part in Under 15 sweep oar events."
      Explanation: the purpose of this remit is to prevent 12 year old children, 13 year old children, and 14 year old children taking part in events for which they are ill-equipped and run the real risk of serious injury to themselves. In the 2015/16 season A.C.C. reported there were 119 cases of lower back injury directly related to rowing by children under 16.
      Discussion ensued around the impact on smaller schools, the Otago Study referring to lower back problems, distorted statistics and pre-existing conditions. It was recommended that going forward other solutions be investigated such as coach development and correct technique.
      Moved: Leslie Saywood     Seconded: WNCS     Lost
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Rule 13.3 be changed to "The minimum weight for a coxswain shall be 50kg."
      Explanation: the existence of two weight limits for coxswains is an historic anachronism. It came about because of circumstances that no longer exist. Having a single limit eliminates the possibility of coxswains carrying the wrong set of deadweights. This will avoid unfortunate disqualifications. The first draft NZRA Rules propose a limit of 50kg for Junior (U18 events). By eliminating the dual weight limit there would be consistent limits between school and club rowing.
      Moved: ONSL     Seconded: STPC
    From the Schools Committee
    • AMENDMENT to REMIT 8: That the weight limit used be 55kg instead of 50kg
      Explanation: The Schools Committee also recommends moving to a single weight limit for coxswains. However, after feedback received the revised draft NZRA Rules propose a limit of 55kg for all. By using this limit there would be consistent limits between school and club rowing. Also, from feedback received having a lighter weight has meant schools have struggled to keep coxswains competing as they get older.
      Discussion ensued about whether the one weight would be what the NZRA would be proposing. Sonya confirmed that 55kg is the current NZRA rules and is the weight being proposed at the 2017 NZRA AGM.
      Moved: ONSL     Seconded: STPC     Carried - amendment made
    Remit 8 (amended weight): Carried
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Rule 13.4 be extended by adding the following sentence "The maximum deadweight allowed to be carried shall be 15kg."
      Explanation: specifying a deadweight limit aligns school and club rowing rules. People who are less than 35kg are ineligible to cox crews at NZRA regattas i.e. they are already unable to cox most of the Season.
      Note: if the rules remit 8 removing the dual weight limit for coxswains does not pass then this remit should be amended, to reflect the dual weight limit, so it reads "The maximum deadweight allowed to be carried shall be 20kg for under 18 heavyweight events. For all other events the minimum weight shall be 15kg."
      Discussion ensued around limiting the deadweight, some members were concerned that this might limit very small coxswains from competing. It was pointed out that at many other regattas these limits already apply so it is already in practice. There is also a health and safety issue of kids carrying more than half their bodyweight. One member commented that the coaches should be carrying the deadweight, Sonya replied that this is not what we are seeing in practice and kids are lifting the large amount of weights out of boats.
      Moved: MLBG     Seconded: CRAI
    From the Schools Committee
    • Note to REMIT 9: if the Schools Committee's proposed amendment to remit 8 passes then a consequential amendment will be moved to adjust the deadweight weight limit from 15kg to 20kg.
      Explanation: specifying a deadweight limit aligns school and club rowing rules. People who are less than 35kg are ineligible to cox crews at NZRA regattas i.e. they are already unable to cox most of the Season.
      Note: if the rules remit 8 which proposes the single weight of 55kg limit for coxswains does not pass then this remit should be amended, to reflect the dual weight limit, so it reads "The maximum deadweight allowed to be carried shall be 20kg for under 18 heavyweight events. For all other events the minimum weight shall be 15kg."
      Moved: MLBG     Seconded: ONSL     Carried some dissent
    Remit 9 (amended weight): LOST
      After a point of order and explanation about voting process it was established the motion reverted to the un-amended remit.
    Remit 9 (original): LOST
    1. REMIT: That Rule 13.5 be split into 2 clauses (with subsequent clauses re-numbered accordingly) and changed to "13.5 Coxswains shall be weighed in racing uniform excluding life jacket on tested scales which indicate the weight of the coxswain to 0.1kg not less than one hour and not more than two hours before their first race on each day of competition. Failure to weigh in within this time will result in a race penalty for the coxswain and their crew for each race the coxswain has that day. The coxswain may still weigh in after this time and then no penalty will be applied for races taking place more than one hour after the coxswain weighs in. Failure to weigh in at all before a race shall result in exclusion from the race of the coxswain and their crew.
      13.6 At any time, prior to and or after each race officials may require the weight of the deadweight to be checked. If the weight is less than that recorded the crew shall be relegated to last place."

      Explanation: this clarifies the penalty a coxswain would be given for late weigh in and also stipulates what will happen should they not weigh in. It also ensures the scales requirements are stipulated and clearer and also aligns with the proposed NZRA Rule changes. Test weighing the deadweight only, means a crew is not disqualified for a person's natural body weight change throughout the day (e.g. a hot day on the water can affect weight). Keeping an eye on their weight all day adds pressure to coxswains and this removes any blame they may face as a consequence of natural change and this also aligns with the proposed NZRA Rule changes. The life jacket requirement is proposed as 'excluding lifejacket' because we want to remove any risk that weight is added inside the lifejacket and removed later with only their deadweight needing to be checked.
      Question from WHAK around how the penalty will be applied for lateness and asked for clarification. Andrew Carr-Smith clarified the wording of the proposed Rule means it will work the way people think the current Rule works. A coxswain who doesn't weigh in for a race effectively gets a new deadline of one hour before their next race to weigh in. The new Rule allows weigh-in less than one hour pre-race but the crew will be on a race penalty; meaning they will be disqualified if they pick up a second race penalty for being late or having a false start etc.
      WHAK suggested we could perhaps do away with coxed crews altogether. But before that discussion got too involved it was pointed out there was no remit to that effect so it would have wait for another time.
      Moved: STPA     Seconded: WNCS     Carried Unanimously
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Rule 13.5 be updated to remove the words "including life jacket", Rule 13.6 be removed (and Rule 13.7 re-numbered accordingly), and Safety System clause 9.B be removed.
      Explanation: the requirement for New Zealand coxswains to wear life jackets at regattas is an uncommon one in the wider rowing community. The requirement pre-dates the current Safety Systems. It also pre-dates Maritime Safety requirements for support vessels to carry floatation devices if crew members do not have them.
      There is no suggestion a coxswain without a life jacket would be any more unsafe during a regatta than a rower is without a life jacket. And, in the case of a bow coxed boat, a coxswain is probably safer without a life jacket than with one. That's because wearing a life jacket in a bow coxed boat makes it more difficult to egress the small space (especially if the boat has fully capsized and the life jacket's buoyancy is forcing the cox up into the upturned boat).

      From the Schools Committee
      Note: The schools committee is sort advice from Maritime NZ and in terms of NZ law with regards to this remit.
      It was clarified that the intention of the removal was to necessarily to remove the requirement of wearing lifejackets but more that the rules are silent on the matter, therefore whatever is required by Maritime NZ prevails.
      Questions were made around the type of lifejackets we should be using. Sonya clarified that this is an ongoing discussion Rowing NZ is having with Maritime NZ, and they are looking at a proposal to Maritime NZ seeking clarification of the type of life jacket required.
      Moved: STKT     Seconded: SCOT     LOST - (67% in favour but less than required 75%)
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Rule 22.7 be removed from the Rules
      Explanation: this Rule is almost never invoked by crews that have suffered actual damage. Instead, it is frequently invoked by crews for other reasons e.g. gates were not done up properly and came open, etc. The quality of plant used at Championships has improved considerably since the days where it was prone to actually breaking. Such low instances of damage should be treated the same as other instances of bad luck during the regatta and not receive special treatment. The draft NZRA Rules remove the equivalent rule there. Removing this Rule will help provide consistency between NZRA and NZSSRA Rules
      Discussion surrounded that some schools still have old gear and a breakage can happen. The members felt that schools should be given the opportunity to rectify it. Other members felt it was not always a genuine breakage and that crews should check their gear before getting to the start line. With both sides heard it was put to the vote.
      Moved: GLDW     Seconded: Leslie Saywood     LOST - (66% in favour but less than required 75%)
    1. REMIT: That Rule 22.7 be extended by adding the following sentence to the end of the clause "When this rule is invoked a report on the circumstances and the outcome shall be included in the Race Committee's report."
      Explanation: : if Rule 22.7 is kept for 4 more years then this reporting requirement provides detailed information for when it is next reviewed.
      Moved: WLCO     Seconded: WHAK     Carried Unanimously
    1. REMIT: That Rule 22.7 be updated to replace the word "shall" in the first sentence with the word "may".
      Explanation: : the current mandatory stopping of races results in races being unnecessarily stopped. The vast majority of instances where a crew indicates that it has suffered damage to an umpire turn out not to be damage at all e.g. gate not done up properly, rower coming off seat, etc. These instances can easily be assessed by the umpire without needing to stop the race, as happens under the NZRA Rules. Races will still be stopped by Umpires when there is genuine damage but disruptions due to unnecessary re-starts will be avoided. Updating this Rule will help provide consistency between NZRA and NZSSRA Rules.
      Moved: Leslie Saywood     Seconded: SCOT     LOST - (73% in favour but less than required 75%)

    REMITS ON REGULATIONS

    As with remits on Rules the Chair suggested the remits be grouped. Members wanted to discuss some of these separately so they were not voted on as a group.
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Regulation 5 be re-numbered to Regulation 2 and other numbers be adjusted accordingly.
      Explanation: This simply re-orders the Regulations in a more logical and consistent order.
      Moved: WTLB     Seconded: WLCO     Carried Unanimously
    From the Schools Committee
    1. That the Under 15 grade becomes a novice grade by changing Regulation 6.3 Championship Events to be the following:
      * BOYS AND GIRLS UNDER 18
       ~ Eight oars with coxswain
       ~ Four oars with coxswain
       ~ Pair oars without coxswain
       ~ Quadruple sculls with coxswain
       ~ Double sculls
       ~ Single sculls
      * BOYS AND GIRLS OVER 15 LIGHTWEIGHT (16&17 years only)
       ~ Four oars with coxswain
       ~ Double sculls
      * BOYS AND GIRLS UNDER 17
       ~ Eight oars with coxswain
       ~ Four oars with coxswain
       ~ Quadruple sculls with coxswain
       ~ Double sculls
       ~ Single Sculls
      * BOYS AND GIRLS UNDER 16
       ~ Eight oars with coxswain
       ~ Four oars with coxswain
       ~ Quadruple sculls with coxswain
       ~ Double sculls
       ~ Single Sculls
      * BOYS AND GIRLS NOVICE
       ~ Eight oars with coxswain
       ~ Four oars with coxswain
       ~ Octuple sculls with coxswain
       ~ Quadruple sculls with coxswain
       ~ Double sculls

      Explanation: This has multiple benefits for the sport at school level. This ensures that all those who are in their first year rowing compete against each other fairly, it stops the double up of races that we see between under 15s and novice grades causing greater entries across the regatta, it allows for a novice quad sculls event to be included which is appropriate now that we have moved to include the double, this will remove 6 events from the programme which will allow regatta organisers some more time for the regatta (particularly helpful for NISS and SISS weekend time constraints). The senior, intermediate, junior nature of the age groups matches what schools have, usually 2-3 grades are used in other sports, but this still allows rowing to have its unique novice category retained and ensure there are new rowers interested in all age groups.
      WTLB spoke to the members on the points raised in the explanation; they felt the changes weren't fair and that the u15 age group is a large age group for many schools and these athletes would be greatly affected. Furthermore if the regatta needs control measures then the Committee should conduct consultation around what events could be removed or what changes could be made to the programme. The crowd applauded WTLB and it was put straight to the vote.
      Moved: NCOG     Seconded: STPC     LOST (near unanimously against)
      A large number of members left the meeting at 6.47pm, a quorum still remained with 65 members still in attendance.
    From the Schools Committee
    1. REMIT: That Regulation 6.4.D be changed to "Should an event (excluding eights and octuples) receive 6 or less entries for two consecutive years the Schools Committee may remove the event from the program in the next season and shall determine if a replacement event shall be added until the next four yearly programme review"
      Explanation: This is more realistic numbers for the size of the regatta now and it also ensures the large boats are not affected. This also clarifies that it is applicable to the following year and not applicable to the year just entered.
      SJHM spoke to the group noting that if this change went through it could have a heavy impact on the lightweight events and that they didn't want to see them disappear. Sonya replied that this was not why this was proposed, rather that with 120 plus schools now competing the current level of 3 entries was just too low, if 120 schools can't provide just 6 entries then the event really isn't popular enough to warrant compulsory inclusion.
      Moved: GLDW     Seconded: DIOC     LOST
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Regulation 7 be updated to re-order it, break it up for clearness, and reflect what is now required in and of entry forms, by changing it to
      "7.1 Entries shall close not more than 28 days before the regatta.
      7.2 The Regatta Committee may limit entries to the regatta:
       A. The Regatta Committee may impose a limitation setting the maximum number of crews a member may enter in an event.
       B. A limitation may apply to one or more events.
       C. More than one limitation can be imposed upon a regatta.
       D. Every limitation will form part of the conditions applying to the regatta and, as such, must be notified in the programme and will be subject to approval by the appropriate Association.
      7.3 Entries shall be made on forms approved by the Schools Committee. The Schools Committee may make provision for forms, including declarations from Principals, to be submitted entirely electronically.
       A. The following information shall be given in the CREW ENTRY FORM:
        i. School Name
        ii. Event Number and name assigned to event
        iii. Crew number
        iv. For every seat in the crew, the name of the crew member
        v. The name of the person attending the regatta who is responsible for the crew (the coach of record)
       B. The Following information shall be given in the DECLARATION FORM:
        i. The School Name
        ii. A list of the students who are entered on the CREW ENTRY FORMs and students from the school who are its reserves
        iii. For each student on the list, their identification number, first and family names, date of birth, classifications, NZSSSC School Team Eligibility status, whether the student appears on the MEDICAL ALERT FORM , and a list of the event numbers the student is entered into
        iv. A declaration the details provided are true and correct and all the students listed are eligible to represent the school
        v. Such other declarations as the Schools Committee may from time to time deem necessary
        Declarations shall be signed by the Principal.
       C. The following information shall be given in the MEDICAL ALERT FORM
        i. A list of the students from the DECLARATION FORM who are not in good health, have a disability or have a condition associated with an increased risk to the student while on the water
        ii. A list of students from the DECLARATION FORM who are not able to swim 50m while dressed for competition
        iii. Confirmation whether or not any of the students from the DECLARATION FORM have any of the conditions specified by the Schools Committee from time to time in the MEDICAL ALERT FORM; including asthma, diabetes, epilepsy, and severe allergy.
       D. The following information shall be given on the SCHOOL PARTY FORM:
        i. The main address the school party shall be staying at for the duration of the regatta.
        ii. The name of the adult attending the regatta who is in charge of the school party and a phone number that person can be reached on during the regatta.
        iii. The name of the adult attending the regatta who is the school's Safety Officer and a phone number that person can be reached on during the regatta. It is recommended this person also be responsible for oversight of the school's Health & Safety compliance.
        The school party form shall be signed by the Principal.
       E. The following information shall be given in the COACH CONTACT FORM:
        i. A list of the coaches who are entered on the CREW ENTRY FORMs
        ii. For each coach on the list a cell phone number that can be used to contact them during the regatta
      7.4 Any false declaration concerning name, age, registration number, classification of a student or school of attendance shall result in the exclusion of the student's crew(s) from the regatta entered. Any trophies, medallions or badges won shall be forfeited. If after hearing from the school to which any student rower belongs, the Regatta Committee or Schools Committee considers it warranted to do so, especially if the false declaration arises from recklessness, wilfulness or gross negligence, that school may be disqualified from the regatta. Any trophies, medallions or badges won in any race shall be forfeited.
      7.5 It is recommended that the person in charge of each school party has in their possession a document signed by the student and student's parents or guardians stating the conditions under which the student is permitted to attend the regatta, and an agreement by the parents that should the student be expelled from the regatta that the parents/guardian agrees to stand the costs of sending the student home."
      and, by shifting Medical Alert reporting requirements to the Safety System, as a new 3.B (with the rest of 3 re-numbered accordingly):
      "3.B. The Regatta Committee shall prepare:
       I. a report listing, for each phase of the regatta by event and race, the crews that contain students who have had medical alerts issued and distribute this report to Umpires and the safety boats.
       II. a report listing the schools and students who have medical alerts issued and provide it those manning the first aid facilities The reports shall be destroyed following the conclusion of the regatta."
      Explanation: Explanation: this tidies up the regulations relating to entries.
       a) At some stage the close of date and form requirements had ended up in a combined clause. This splits those into two clauses.
       b) The entry limits clause was tacked onto the end of this Regulation several years ago and better fits at the start of it.
       c) The entry form requirements date back to the days of paper forms, which haven't been used in a decade. These have been updated to reflect the content of the current online forms; including the addition of the Coach Contact Form.
       d) The Regatta Summary Form and Invoice form has been removed, as it is no longer in use
       e) The requirement for the School Party Form to name a voting delegate has been removed. Although the AGM takes place at the time of Maadi it is not part of Championships regattas so should not form part of the entry requirements for those regattas.
      Moved: SAMU     Seconded: WLCO     Carried Unanimously
    From the Schools Committee
    1. REMIT: That the ability for Regatta Committees to request a per-pupil limit (any such limit to be subject to approval by the Schools Committee) be added to the Regulations by combining Regulations 7.3.A and 7.3.B and adding a new Reg 7.3.B giving: "7.3.A. The Regatta Committee may impose a limitation setting the maximum number of crews a member may enter in an event. A limitation may apply to one or more events. Any change in limits would be notified to members by 1st September in the season of the regatta, otherwise the previous season limits will prevail. 7.3.B. 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. Any change in limits would be notified to members by 1st September in the season of the regatta, otherwise the previous season limits will prevail. "
      Explanation: The per pupil limit has been used by regatta hosts throughout the season and has been a recommendation from the Schools Committee for several years. The use of it at school regattas would enable more options for regatta hosts to be able to run the regattas within the restricted timeframes. The early notification ensures change is known well in advance and allows members time to plan how their crews would work for the season.
      (note: if Regulations remit 4 above is passed then this remit should be amended to reflect the numbering change, 7.2.A and 7.2.B)
      Small schools suggested it would affect their ability to put together crews and some coaches pointed out some rowers are capable of competing in more events than others.
      Moved: SJHM     Seconded: SHAK     LOST - (majority against)
    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Regulation 18.1 be changed to "The crew members and one coach of first, second, and third place-getters at Championships shall be issued with a medal (inscribed with the name and date of the regatta) on a suitable ribbon. A coach shall only be issued a medal if they are named in the crew entry. The cost of medals and ribbons is to be borne by the Regatta Committee."
      Explanation: some regattas provide Championships medals to coaches others do not. This remit standardizes the practice in favour of issuing medals. The requirement for a coach to be named provides an incentive to properly identify coaches during entries.
      Moved: SJHM     Seconded: GLDW     Carried with some dissent
    From the Schools Committee
    1. REMIT: That Regulation 19.6.b.ii be removed.
      Explanation: Trophy offers used to go to the Executive Officer who passed on to Executive Committee. When the EO role was disestablished and the EC became the SC the process was changed so offers go directly to the SC. Reg 19.6.B.ii never got removed at that time.
      Moved: WNCS     Seconded: ONSL     Carried Unanimously

    REMITS ON SAFETY SYSTEM

    From Wellington Secondary Schools Rowing Association
    1. REMIT: That Safety System clause 8.3 be updated to change an unspecified rower to the stroke, as follows: "When going on the water the stroke of each crew has overall responsibility for that crew. It is the stroke's responsibility to ensure the crew complies with the Rules and the stroke is the person to whom any inquiry will be directed should an incident occur."
      Explanation: this aligns the Safety System with the 2016 Rowing Water Safety Code by making the stroke responsible for the crew, as they will be during the rest of the Season and while training.
      Moved: GLDW     Seconded: WNCS     Carried with some dissent

    REMITS ON REGULATIONS, RULES & SAFETY SYSTEM

    From the NZSSRA Board and Schools Committee
    The Chair recommended that the final three remits be grouped together.
      Moved: WTLB     Seconded: ONSL     Carried Unanimously
    1. REMIT: That the Regulations and Rules be updated to clearly identify the types of races they apply to, by making the following changes:
      i. Regulation 3, the word "heats" be replaced by the word "races"
      ii. Regulation 18.2, the word "heats" be replaced by the words "qualifying races"
      iii. Rule 8.1.B, the word "heats" be replaced by the word "qualifying races"
      iv. Rule 13.5, the words " including heats, repecharges, semi-finals and finals" be removed (as they are redundant).
      v. Rule 14, the words "elimination heats" be replaced by the words "qualifying races" and the words "phase of the heats" be replaced by the words "phase of the event"
      vi. Rule 15.3, the words "succeeding heats and finals" be replaced by the words "succeeding races" and the words "an elimination heat" be replaced by the words "a qualifying race"
      vii. Rule 16.3, the words "preliminary heats" be replaced by the words "first phase of races"
      viii. Rule 16.4, the word "heats" be replaced by the word "races"
      ix. Rule 16.5, the words "qualifying heats in the event of" be replaced by the words "an event's races if it has"
      x. Rule 17, the word "heats" be replaced by the word "races"
        As per Group motion - Carried Unanimously.
    1. REMIT: That the Regulations and Rules and Safety System be updated to clearly identify which students and crew members they apply to, by making the following changes:
      i. Regulation 1.1.A, the word "rowers" be replaced by the word "competitors"
      ii. Regulation 7.1.B.iii, the words "rower including Coxswain (if any)" be replaced by the words "crew member", and the words "rowers and the rowers'" be replaced by the words "of the crew member and their"
      iii. Regulation 7.1.C.ii, the words "rowers and coxswains and reserves entered on the CREW ENTRY FORM." be replaced by the words "crew members entered on the CREW ENTRY FORMs and reserves"
      iv. Regulation 7.1.C.iii, the word "person" be replaced by the word "student"
      v. Regulation 7, the word "rower" be replaced by the word "student" and the word "rowers" be replaced by the word "students"
      vi. Regulation 17, the word "Rowers" be replaced by the word "Students"
      vii. Rule 2.1, the word "rowers" be replaced by the word "students"
      viii. Rule 2.2, the words "No rower" be replaced by the words "No student"
      ix. Rule 2.2.B, the word "pupil" be replaced by the word "student"
      x. Rules 2.3 and 2.4, the word "rower" be replaced by the word "student"
      xi. Rule 8.1, the words "all rowers" be replaced by the words "all crew members"
      xii. Rule 8.1.H, the word "rowers" be replaced by the word "crew members"
      xiii. Rule 10.1, the words " (coxswains excluded)" be removed
      xiv. Rule 11, the words " (EXCLUDING COXSWAINS)" be removed
      xv. Rule 14.2.A, the word "rowers" be replaced by the word "crew members"
      xvi. Rule 14.2.C, the word "rower" be replaced by the word "crew members"
      xvii. Rule 14.3.A & B, the word "rower" be replaced by the word "crew member"
      xviii. Rule 14.3.C, the word "rower from the regatta according to Rule 20.3" be replaced by the word "student from the regatta according to Rule 21.3"
      xix. Rule 16.4, the word "rower" be replaced by the word "crew"
      xx. Rule 19.2, the word "rower" be replaced by the word "crew member"
      xxi. Rule 19.3, the word "rowers" be replaced by the word "crew members"
      xxii. Rule 19.4, the words "Any rower" be replaced by the words "Any crew member" and
      the words "rower, coxswain" with the words "crew member"
      xxiii. Rule 20, the words "crew/rower" be replaced by the word "crew"
      xxiv. Rule 20.6, the word "rowers" be replaced by the word "crews"
      xxv. Rule 21.1, the word "rowers" be replaced by the word "students"
      xxvi. Rule 21.1.A, the words "rower or crew" be replaced by the words "crew member or crew"
      xxvii. Rule 21.1, the word "rower" be replaced by the word "student"
      xxviii. Rule 21.3, the word "rower" be replaced by the word "student" and the word "rowers" be replaced by the word "student's"
      xxix. Rule 23.1, the word "rowers" be replaced by the word "crew members"
      xxx. Safety System 8, the word "rowers" be replaced by the word "crew members"
        As per Group motion - Carried Unanimously.

    REMITS ON POLICY

    From Wellington Secondary Schools Rowing Association
    1. REMIT: That a policy be adopted in respect of managing crew member clashes when race scheduling for rounds of racing where not all events are raced and those that are raced are compressed together or raced out of order (as per Rule 16.4) e.g. during semi-finals . Such policy being: "Where practical, races should be scheduled so as to provide crew members with at least one hour between events of the same class within the same round of racing (except where crew members would face a shorter interval if they were racing A finals on a day with 8 minutes between A finals)."
      Explanation: schools and students should be able to have some reasonable expectations about the feasibility of entering multiple events. At present there is a lot of guesswork involved about how events will come together during intermediate rounds of racing. It is impossible to have a policy that caters for students who are competing in more than one class, as the permutations are practically endless. However, it would be simple and reasonable to have a policy for students who are competing within a single class e.g. B U16, G N18, etc
      The programme of events has been written to maximise the opportunities for such students. So when the programme is run in order they usually, with just a couple of exceptions, have an hour or more between events during finals. This applies even when the finals programme has been compressed as much as possible before removing B Finals i.e. 8-minute intervals between A finals (which should be expected at NISSC and SISSC or when Maadi finals are restricted to 1 day).

      note: It is acknowledged circumstances won't always allow this policy to be implemented, which is why it is not proposed as a Rule.
        As per Group motion - Carried Unanimously.
  14. Other Matter/Business from the Floor
    • NZRA Rules of Racing Review - a new Rules of Racing will be put forward for approval at the NZRA AGM in May 2017. The Chair recommended that in order to have an opportunity to align any changes that the Board has approval to declare an emergency meeting.
      Moved: WNCS     Seconded: SCOT     Carried
  15. Date of next AGM - 18th March 2018, Twizel
The meeting was declared closed at 7.00pm
NZSSRA