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2015 AGM minutes

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These DRAFT Minutes have not yet been ratified by Members.
Date: Sunday 22 March 2015
Time: 5pm
Venue: Don Rowlands Centre, Lake Karapiro
(Agenda)


Meeting commenced 4:57pm.

  1. Roll Call
    STLN, AOTE, ASHB, AGSB, AVSG, BTHC, CAMB, CBHS, CGHS, COLU, CRAI, CULI, DIOC, EGGS, FRAN, GGHS, GLDW, HAMB, HAMG, HASG, HLCR, HUAN, IONA, JHAR, JMCG, JPCR, KAPI, KGCA, KHSD, MACL, MARN, MLBB, MLBG, MTAL, NAPB, NAPG, NELB, NCOG, NPLB, ONSL, OBHS, OGHS, OTUM, QMAR, RGTT, ROSE, ROTG, ROTL, SHGN, SAMU, SCOT, SHIR, SLDB, SLDG, STAN, STBD, STHI, STKT, STMG, SPLH, STPA, STPC, STCC, TRGB, TRGG, TAWA, TEAW, TIMG, TRID, VERD, WAKA, WNCS, WNGC, WENT, WHHS, WTLB, WHAK, WOOD, Life Members - Fred Strachan QSM, Brother Terence Costello, John O'Connor, Jack Collin
    Also in attendance:
    Members of the Schools Committee - Trudy Keys (NZSSRA President), Janey Wackrow, Craig Bocock, Bruce Tong, Scott Wilson
    Members of the NZSSRA Board - Andrew Carr-Smith, Gus Scott
    Other - Simon Peterson (Rowing NZ CEO), Sonya Walker (School and University Manager), Margaret Timms (Rowing NZ), Don Craig (Karapiro Rowing Chairperson), Pat McQuinn (Ruataniwha Rowing), Jason Theobald from STPW
  2. Apologies
    AQUI, BARA, BURN, CHRS, EDWT, DUNS, HTVH, MASS, PUKC, QHSD, RICC, RONC, SHAK, SMCO, STKV, STOR, SPTW, TIMB, WTKB, WNHS, WHGG
    Life Members - John Drummond, Garry Carr-Smith, Father Earl Crotty SM
    Principals - Shannon Warren IONA, Madeline Gunn EGGS, Gillian Simpson STMG
  3. In Memoriam
    Sir Don Rowlands, Nancy Campbell, Kerry Ashby, Brian Clarke, Edith Caroline-Shields, Sir Tay Wilson, Tony Gibson, Elsie Robertson, Andrew Healey, Rachel Clark
    A minute silence was held in remembrance.
  4. President's Address
    Trudy Keys refers to report. Key points included the review that Sonya collated 93 responses out of 225 coaches. Feedback will be available. Another review will be held after the 2015 Maadi Cup to continue improvement of secondary school events.
  5. Correspondence
    No correspondence received in relation to the AGM other than material that will be presented for individual items in the Agenda.
  6. Minutes of Previous AGM
    Draft was accessible online, and available at meeting. Correction that Brother Terence was present at the 2014 meeting

    Draft minutes dated 23rd March 2014 with the above correction were moved for adoption as a true and correct record.
    Moved: WNCS. Seconded: SPLH. Carried Unanimously

     
  7. Finance Report
    Sonya Walker the School and University Manager spoke to this report. Areas highlighted included:
    • The webcast services, the sad passing of Russell Baxter exposed how generous he was to the sport of rowing, the costs have considerably increased since his passing. This was an unexpected and unbudgeted cost increase, Rowing NZ covered half of the increased cost and NZSSRA were asked if they could cover the other half. The Schools Committee and NZSSRA Board agreed that was possible. RNZ will be budget for an increase in the future. The NZSSRA costs for webcast will return to the normal amount.
    • The $10,000 donation to hosts of Maadi Cup, wasn't spent last year because the committee wanted to wait until the KRI AGM report came out. Therefore members will see two $10,000 donations to regatta hosts appear in the next accounts. These donations will only be given for more specific costs, with hosts expected to be more accountable on that expenditure. Receipts from hosts will be required for reporting purposes. The feedback from coaches after the regatta will assist the committee in targeting this donation. In 2014 it was boat racks that were purchased at Ruataniwha.
    No questions from the delegates.

    Motion that the accounts be accepted.
    Moved: STBD. Seconded: WNCS. Carried Unanimously

     
  8. Report on business carried out by the Schools Committee during the past year
    Sonya's report was tabled and she spoke to it.
    • Sonya introduced the schools committee members and thanked Craig for his contribution to the committee as he was standing down this year.
    • Three formal meetings, dealt with a lot over electronic communication this year.
    • A Sub-committee was established to review the safety system (which was the 4 yearly cycle) this sub-committee consisted of Janey, Scott and Sonya. Areas highlighted in the review led to remits.
      • Safety boat requirements during training were listed and considered too minimal. Need an adequate number on the water.
      • Heel restraints - this would need to be a rule change so was not considered this year, but it highlighted the committee will renew studies for children.
    • With Health and Safety paramount to the committee lightweight rowing for juniors is still of great concern, especially with another report of anorexia case this year. The continued pattern of over entering of athletes led to the recommendation of the per pupil limit. Recommendation from the committee was released in 2015 which stated 2-3 events per pupil were appropriate.
    • The Committee has also been reviewing government legislation around safe sport for children and its implications for school rowing. Areas such as Police Vetting and requirements of schools are being reviewed.
    • Most schools took advantage of the early payment, not many schools needed to be penalised with late payments. The School and University Manager recommended that the penalty fee only be applied from 1st February rather than January because schools are not actually open to have enough time to pay the first late fee.
    • Aon Maadi Cup feedback survey will be conducted again after this year's event.
    • A lot of work has gone into behind the scenes this year to establish Memorandums of understanding for regattas, to better work with our hosts.
    • We have been actively working in media and promotion area in order to attract new rowers to the sport but also to assist retention. The facebook page is proving popular and focusing on youth. This year we have been Incorporating town of Cambridge. The Maadi Cup Sky package has increased from a 1 hour to a 90 minute programme.
    • Uniform continues to be an issue at some point during the year, and it is a concern some are produced without approval. We would like to highlight that all changes of colours needs to come to School and University Manager for approval of the Schools Committee.
    • Aon remains sponsor for 2016.
  9. Election of Officers
    1. Elected Members of Schools Committee.
      The position is for a two year term. We have six candidate nominated
      1. Nick Lloyd - Kings College
      2. Lauren Farnden - St Hildas Collegiate
      3. Donald MacDonald - Napier Boys High School
      4. Simon Koller - Huanui College
      5. Catherine Stapleton - Te Awamutu College
      6. Rob Ryan - Westlake Boys High School
    All candidates were present except Westlake Boys HS and Napier Boys HS
    Lucy Strack and Andrew Carr-Smith counted votes.

    Simon Peterson, Rowing NZ CEO was invited to speak as the votes were being counted.
    Simon commented that the interest in school's committee is refreshing and RNZ is delighted more people are putting their names forward. 79% of the RNZ database is U19 and Rowing NZ is fully committed to the integration of NZSSRA and Rowing NZ.
    Rowing NZ position on junior lightweights remains firm and the transition from school to university rowing and retaining athletes is vital.
    There have been 14 boats (all the Olympic class) named in the 2015 Elite Team. There has been serious and significant fundraising to take all of these to 2016 and 2020 Olympics.
    There are a number of rowers here at Aon Maadi Cup 2015 that may be at 2020.
    In terms of Health and Safety Rowing NZ stand beside KRI, legislation, maritime safety and water code review. Simon thanked KRI for their approach to water safety.
    In terms of Rowing NZ as an entity there are 54 RNZ Elite athletes training every day, a $10 million operating budget. This is a significant budget/business and our sport is very healthy and it's an exciting time.

    At 5:43pm Lauren Farnden was voted onto the schools committee

    Motion that the voting Papers be destroyed:
    Moved: STBD. Seconded: STMG. Carried Unanimously

     
  10. Ratification of appointment to the Schools Committee
    Bruce Tong has been appointed to the Schools Committee by the NZSSRA Board. The appointment is subject to ratification by Members.

    Bruce Tong was appointed to the Schools Committee
     
  11. Championship Regattas
    1. 2016 South Island Secondary Schools Dates
      1. Ruataniwha Rowing were approved as the hosts for the 2016 regatta but members were not happy with the practice of starting finals on Saturday.
      Pat McQuinn spoke to the audience - South Island Rowing has changed approach, they are looking at 10 lanes to be used at local regattas and for Maadi. He said South Island Rowing were open to suggestions and could look at starting Friday evening, continue with the Saturday finals, or go later on the Sunday.
      The meeting was opened for discussion on the topic of South Island Champs timing
      • Alex Meates from STBD asked can we move to Sunday rather than start Friday? Pat McQuinn responded that yes they were open to Sunday, if crews coming from deep south and north, want to. They do also have the wind come up at roughly 3pm, which has limited hosts in the past.
      • John O'Connor noted there are schools who travel a considerable distance and wanted to know who was opposed to the Saturday finals. Sonya responded that there was a lot of discussion at 2014 AGM, and a number of people complained about having to race multiple times in one day. John responded that coaches need to take notice of number of races they are then entering crews in.
      • Pat McQuinn noted 2 hrs of racing could happen on Friday night. Nannette Thompson from NCOG noted that this would mean they need to travel on Thursday because it is all day travelling to get there Friday.
      • Alex Meates from STBD asked about the 10 lanes and how much will this shorten racing? Pat responded that when they applied the idea to Club Champs it saved 45 minutes, but research has not been compiled for any Secondary School events.

      Sonya confirmed to members that South Island Rowing had asked for a progression system for 9 lanes be adopted this year, but the Schools Committee declined because there are currently no outside lane wires, and it is also a safety issue (which the Chief Umpire agreed) without a second umpire boat to cover the distance. Ruataniwha doesn't have enough coach boats nor do they have enough officials for these extra launches either. Pat confirmed that they will be getting another boat

      Motion that the South Island Secondary School Championships start on the Friday evening.
      Moved: MLBG. Seconded: STCC. Not Carried (overwhelmingly against)


      Regatta to remain as a Saturday/Sunday option. Schools are encouraged to contact Ruataniwha Rowing with their views on how to work it through on a Saturday and Sunday.
    2. 2016 Maadi Cup dates
      1. NZSSSC were approached about changing the School Summer Tournament week. They are not able to change the dates; these are confirmed to be 4-10 April 2016. NZSSSC reminded NZSSRA that they will not be able to sanction our event should this be planned outside of these dates.
      Sonya contacted the NZ Secondary School Sports Council. The dates for tournament week stand as 4-10 April 2016 these coincide with summer tournament week. School tournaments are sanctioned by NZSSSC when they are held in those weeks, there are Winter and Summer tournament weeks and schools prepare their year accordingly. We will not be sanctioned outside of tournament week and this would mean all school principals would be notified not to support or send students. Volleyball had an unsanctioned event only a handful of schools turned up and the previous champions didn't even attend.
      Recommendation is it must remain in the tournament week and we put provisions in place to cover any safety concerns.
      • John O'Connor questioned why the late date anyway. Sonya responded it is due to the early timing of Easter 2016 and when they can fit the school term in.

      Motion that the date of Maadi 2016 be 4th-10th April within the Summer Sports Tournament week.
      Moved: WNCS Seconded: STMG Carried Unanimously

       
    3. 2016 Fee Change Proposal for Championships regattas (fees ex-GST)
      1. 2016 North Island Secondary School Championships
        Changes: No proposal received therefore no changes
      2. 2016 South Island Secondary School Championships
        Changes: Singles cost has increased by $3. Fours/Quads have decreased by $2. Amenity fees have increased by $2
      3. 2016 New Zealand Secondary School Championships
        Changes: Doubles/Pairs decrease by $5, Fours/Quads decrease by $5, Eight/Octuples increase by $3, amenity increases by $0.50.
      Note: The tent fees had no proposed changes so were not listed in the Agenda.
      Catherine Stapleton from TEAW asked why there was a difference between the Maadi and North Island non progression fees and proposed that there should be greater alignment and match on another.

      Motion that the non-progression fee for North Island Secondary Schools be the same as the Maadi Cup.
      Moved: TEAW Seconded: no seconder


      Sonya reminded members that the fees are proposed by the hosts but are set by members, therefore are in the control of members.

      Motion to accept fees as listed.
      Moved: John O'Connor Seconded: SLDB Carried (small number against)


      A table of fee for 2016 is provided below (fees excl GST):
      FeesMaadi 2016NISSC 2016SISSC 2016
      Singles $26 $14 $15
      Doubles/Pairs $32 $20 $20
      Fours/Quads $44 $25 $30
      Eights/Octuples$68 $32 $40
      Amenity $24 $19 $16
      Other feesMaadi 2016NISSC 2016SISSC 2016
      Entry Protest $20 $20 $20
      Non-Notified Crew ChangeN/A $50 N/A
      Late Scratching $40 $40 $40
      Non progression $100 $40 $40
      Race Protest $20 $20 $20
      Appeal $20 $20 $20
      Tent Fee (front) n/a $160 n/a
      Tent Fee (rear) n/a $130 n/a
      Tent Power n/a $120 n/a
    4. Applications to host Championships regattas
      1. From Karapiro Rowing to host the 2017 North Island Secondary School Championships.
      2. From Ruataniwha Rowing to host the 2017 South Island Secondary School Championships.
      3. From Karapiro Rowing to host the 2017 New Zealand Secondary School Championships.
      Janey Wackrow questioned the North Island Secondary School dates for 2017, as they are proposed they are only a week prior to Maadi. Janey thought it should be two weeks prior to Maadi on 10-12th March 2017. Don Craig was asked to check the dates on their application and he amended the dates to 10th-12th March.

      Motion to accept the applications to host the Championship regattas (with the amendment to the North Island dates).
      Moved: WNCS. Seconded: NAPG. Carried Unanimously

       
  12. Remits
    From the Schools Committee
    • Remit 1:
      Section 11. TRAINING BEFORE AND AFTER RACING
      B. "...that the lake has been closed while training of if instructed to do so..."
      Remit: That 'of' should be changed to 'or' in the sentence
      Explanation: fixing a typo
    • Remit 2:
      Section 10. LIFEJACKETS OR PERSONAL FLOATATION DEVICES (PFD)
      Remit: That "PDF" should be changed to "PFD"
      Explanation: fixing two typos

    With no questions about the remits it was proposed to handle the first two remits together.

    Motion to accept the changes in Remit 1 and Remit 2.
    Moved: STPC Seconded: HAMG Carried Unanimously

     
    • Remit 3:
      Section 11. TRAINING BEFORE AND AFTER RACING
      A. This states that "A manned safety boat shall be available at all times the lake is open..."
      Remit: That it should be a sufficient number of boats so the sentence reads "A sufficient number of manned safety boats shall be available..."
      Explanation: at times when the lake is very busy there should be a requirement for more than just "A" manned safety boat.

    Motion to accept the changes in Remit 3.
    Moved: HAMG. Seconded: IONA. Carried Unanimously

     
  13. Other Matter/Business from the Floor
    Brother Terence asked what NZSSRA were doing to mark the passing of Sir Don Rowlands. Sonya responded that the NZ Rowing Team would be willing to do a row past during the finals, and we are currently in discussions with KRI. NZSSRA supports a row pass and it would be an honour to Sir Don.
    Brother Terence felt that NZSSRA should be specifically doing something not just the NZ Rowing Team, many here are unable to attend the funeral and athletes should mark Sir Don Rowland's passing. Sonya replied that NZSSRA are working on something but it is important that this is done without interrupting or delaying the regatta significantly and it needs to be significant and poignant.
  14. Date for next AGM Next AGM - will be Sunday 3 April 2016 in Twizel.

Trudy thanked everyone for attending and with no further business the meeting closed at 5:47pm.

NZSSRA