7pm, Tuesday 31 March 2009
Lake Karapiro, Waikato (Agenda)
Meeting opens at 7:08PM chaired by NZSSRA President, Trudy Keys
That the reference to "the Executive." in Rule 16.2 be corrected to "the Executive Committee"outcome: CARRIED
That the reference to "Executive Council" in Rule 20.1 be corrected to "Executive Committee"outcome: CARRIED
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
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
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: CARRIEDThat 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."
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
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
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: CARRIEDThat 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.
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.
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.
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.
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:
shall only be open to crews not contemplated under the existing Rules and Regulations; and
shall not be eligible for medals, awards or trophies; and
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.
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.
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:
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.
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.
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.
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 18.1The 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.
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.
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.
That the restriction proposed by CHCO only apply to under-18 pupilsAmendment moved: G Carr-Smith seconded: none outcome: LAPSED (lack of second)
That the requirements for boat numbers be updated by changing Rule 5.1 and 5.2 to:
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.
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.
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.
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.
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.
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.
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.
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.
That the word "automatic" be deleted from the remitAmendment 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)
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.
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:
In the event of serious illness or serious injury to a rower substantiated by a medical certificate.
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.
In the case of the expulsion of a rower from the regatta according to Rule 20.3
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.
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
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.
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.
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:
Safety
All regattas are to be run in accordance with the requirements of the Safety System.
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"
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.
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
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, roncAfter the outcome is declared it is pointed out some delegates might have left the meeting without making that known to the Chairman.3
That under-15 age-group pupils be restricted toEast 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.rowingsculling 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."
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.
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.
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.
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.
That the Special Committee report back before July instead of by SeptemberAmendment moved: HAMG seconded: LIND outcome: CARRIED (clear majority)
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.
The Executive Officer
Notes
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