2009 AGM

Rangatira Alpine Sports Club (Inc)

Minutes for the 51st Annual General Meeting

Held at Remuera Golf Club, on the 29th March 2009

Present

50 members as per the attendance register.

Life members: D MacPherson, J MacPherson

Members: J McCurran, A McCurran, D McCurran, S Waugh, M Beuvink, S Buevink, A Cornwall, D Papesch, R Presling, J Presling, B Wiseman, K Wiseman, G Rees, B Ferguson, S Tabakas, M Urquhart, G Montgomery, R Wimsett, M Hyams, G Nicholas, J Hyams, D Hyams, P Boberg, J Elrick, A Beagley, M Fairley, M McGivern, C Milbank, J Baker, N Tribe, M Creed, L Baker, T Ooterbaan, M Oosterbaan, D Pressley, P Clemow, A Haueter, G McGivern, R Fairley, B Sullivan, R Sisam, A Esdaile, M Esdaile, E Esdaile, P Oosterbaan, V Papesch, P Boberg, J Wimsett.

Apologies

M R Moses, J Moses, J P Moses, S Stewart, M Flower, L Flower, D Yiannoutsos, S Yiannoutsos, G Fairley, J D Wimsett, B Chambers, T Plank, C Plank, T Worthington, G Esdaile, P Milbank, I MacPherson, B MacPherson, L Elrick, I McArthur, R McArthur, C Dempsey, J Beuvink, C Beuvink,

Obituaries:

Ron Bates passed away in 2008.

Minutes of Previous Annual General Meeting 30th March 2008

Taken as read and accepted as a true account of the meeting.

Moved B Sullivan   Seconded G Rees

Carried unanimously.

Matters Arising

2007 Accounts have been audited.

Presidents Report

Pieter confirmed to the meeting that he is standing down as President after four years and thanked the Committee for their support.

Noel Price standing down from Committee as well as a special thank you and presentation of flowers to Jan Baker who is standing down after serving on the Committee for many years.  Linda Baker stood down as booking officer at the end of 2008 after carrying out a great job for Rangatira over a number of years; Jenny Newlove (who was present at the AGM) has taken over this position.  A presentation was made to Linda at the last Committee meeting of 2008.

Taken as read.

Moved D MacPherson   Seconded B Wiseman
 

Treasurers Report and Annual Accounts

Taken as read.

Moved B Sullivan   Seconded B Wiseman

Carried unanimously.

Challenges faced in 2008/2009 affecting the financial situation of the club in the forthcoming year.

In 2008:

1. Last year more snow than we have seen for some time
  2. Occupancy, the best for some considerable years
  3. Large increase in electricity lines charges
  4. Debt reduction of $61k
  5. Fuel/Petrol costs which could have had an impact on revenue but didn’t
  6. Summer Custodian at Turoa to market and generate usage over summer months

In 2009:

1. Unknown effect the current economic environment; potentially lighter bookings than 2008 season
  2. Weather
  3. Fire at Whakapapa, limited facilities
  4. New on-line booking system being developed
  5. Current database needs upgrading
  6. Membership numbers, may see a decrease due to economy, membership currently open
  7. Ball – 50th Jubilee
  8. Reduction in lines charges
  10. Summer usage income, long term strategy, from outside membership
  11. Gas stove installation Iwikau
  12. Development of 10 year development plan for Iwikau
  13. Development of asset replacement plan for both lodges

V. Papesch showed a detailed visual financial presentation to all members.  Key highlights of that presentation included:

 
• Club revenue –we have had a financially positive year and a record result; the best surplus since 1995, with a pre-depreciation amount of $55k.
 
• Clubs financial position – Bank overdraft reduced by $61,500 to $77,500.
 
• Big area of expense – Power/Lines company charges, through initiatives to reduce peak demand we have been able to reduce lines changes by 40% for forthcoming season
 
• Future expenses – nothing significant however we are looking to replace the ovens and sterilizers at both lodges
 
• Revenue Increases – large proportion of increase from Turoa due to school groups midweek, providing us with significant long term revenue.  We have a number of enquires from schools for 2009 bookings.
 
• Guest Rates – Guest income contributing 33% of revenue
 
• Labour Charges – chose this year to start paying withholding tax for Custodians
 
• Food Costs - have been contained due to procurement initiatives by Committee, quality and quantities to get best possible deal
 
• Tariff Increase – only increase is for w/end adults from $33 a night to $35 a night, all other tariffs remain the same
 
• Membership Demographics – through setting a modest annual subs levy for the 18-25 year bracket we have been able to hold and increase membership in this group
 
• Iwikau Upgrade – projection only; forecasting has not been completed or budgets done as yet will part of a 10 year plan which was raised at 2008 AGM
   

Questions put to Vincent Papesch:

Q. M Urquhart – how are we currently funded, overdraft or fixed loan?

A. V Papesch - in September took out $100k term loan and $60k overdraft

Q. G Rees – what was the average interest charges?

A. V Papesch – fluctuating, but around 7.5% and will be reviewed when loans come off fixed term in September 2009.

Q. G Montgomery – Why the difference in Custodian expenses at Turoa?

A.  V Papesch – Winter pay rates $350 a week (this includes a cooking supplement) and summer rate $150 a week; the main reason is that we had a ‘contra arrangement’ (booking credits) with A Verdonk who was the Custodian at Iwikau which wasn’t treated as income.

Q. A Beagley – How much is fixed and how much variable with lines charges?

A. V Papesch – about 90% fixed and 10% variable which is why we need to manage and monitor our peak demands.

Q. A Cornwall – Can you explain the detail behind the increase in rates and service costs?

A. V Papesch – Biggest move has been rates at Iwikau, which includes FBC (fire regulations rating and certification service).  We have also received notification from DOC that they are looking to increase our land rental.

A. J Wimsett – we have written to DOC disputing the increase.

A. P Oosterbaan – we have complained through RMCA that the calculation and cost increase is unacceptable.  However out of 53 clubs only 19 disputed the increases therefore we have been unable to overturn the review.  The cost of taken legal action on our own would be prohibitive and it is difficult when around 30 clubs just don’t seem to be interested in taking action.

Q. A Beagley – How is ground rent charged?

A. V Papesch – The charge is levied by DOC, there is a formula, but I would have to refer to the documentation.  However each lodge is a different formula depending on the site size and distance from the road etc. and the last review was six or seven years ago.

Q. M Fairley – Under the Fair Trading Act & Commerce Act, is there a loop hole that we could use to challenge?

A. V Papesch – Not sure that this would be relevant.

Q. P Clemow – what is the situation with the accounts being audited?

A. V Papesch – the accounts are with the auditor, were delivered on 20th February 2009, and the auditors started working on our accounts on 19th March.

Q. P Clemow – Have we filed notification to our insurance company that we may have a claim for loss of income following the RAL fire at Whakapapa?

A. V Papesch – Not as yet but we will look into it.

A. P Oosterbaan – a valid point and we will put the insurance company on notice.  We could do a measure between revenue from Whakapapa and Turoa from previous seasons to show loss of revenue.

A. P Clemow – RAL will also have some stats, they would already have filed some sort of claim.

Q. A Cornwall – Do we have figures showing a % of occupancy per bunk over the season?

A. V Papesch – Yes

Q. M Urqhart – Do these figures include School parties? I had to stay at Ngauruhoe because a school group was in the lodge.

A. V Papesch – It would be very rare that both lodges are full mid-week.  As a committee we have strived to increase the mid-week occupancy across both lodges.  We have discounted the rates, carried out all sorts of promotions and it is now starting to pay off with school groups and reoccurring revenue.

A. P Oosterbaan – This is always going to be a balancing act, Schools generate a large amount of income for us

A. M Fairley – I believe we are foolish to turn this revenue away.

Q. M Creed – can we get some assurance that members will be able to book mid-week?

A. P Oosterbaan – the committee are mindful that the club is owned by the members, however what you are referring to is the ability to ‘rock up’ on the off chance that you can get a bunk; we are committed to ensuring that there are bunks available for members at one of the lodges when we take a school group.  The only one that comes to mind is the booking for the Special Olympics at Turoa where the lodge is completely full.  We are not trying to run the Club like a motel.  These school groups do generate significant income for us but we need to balance this against keeping the Club empty mid week and relying on revenue from members to meet the shortfall.

A. V Papesch – to put it into perspective the Special Olympics paid us $5,000 for their week.

Q: M McGivern – suggested we publish the school group bookings on the website.

A: V Papesch – we are working towards having on-line bookings information so you can be informed before you go to the mountain of whether bunks are available.

A. P Oosterbaan – we are very reluctant to take a booking for the full lodge.  The Special Olympics at Turoa is the only expection.

Q. M Esdaile – Do we take school group bookings over members?

A. P Oosterbaan – We wouldn’t take a group booking that booked the whole lodge out, however schools do book well in advance.  We don’t confirm school groups until we know what sort of interest there is from members mid-week.  We also try and ensure that with schools that we accommodate those where a member is a part of that school.  But is it an important income stream for us and it is really about balancing that.

A. J Wimsett – with the current enquiries for large school groups we are also looking at sharing these with neighboring lodges to reduce the demand on bunk and increase the availability for members.

Q. M Urqhart – have you heard that Ngauruhoe’s on-line booking system was a disaster?

A. P Oosterbaan – no I haven’t heard that.

A. P Clemow – I endorse that we provide our lodge for the Special Olympics, it is a good socially responsible thing to do

Q. M McGivern – do we steer school groups to Turoa?

A. V Papesch – we do encourage them to stay at Turoa, they have more space.

A. J Wimsett – as well as the issues of arriving in the dark and find a lodge that they may not have stayed at previously.

Q. M McGivern – What is the cashflow forecast for general maintenance for each lodge?

A. V Papesch – for general maintenance, around $5k per annum per lodge which is over and above the key items we have discussed tonight; gas ovens and sterilizers.

Q. M Fairley – should we be deferring large cost items until we have developed the 10 year plan?

A. V Papesch – that is what we have been discussing and will be part of the key planning.

Appointment of Auditor

Mr M I Holland to be re appointed as auditor for the ensuing year.

Moved B Sullivan         Seconded E Esdaile

Carried unanimously.

Election of Officers and Committee

Election was held for President with three nominees, Jane Wimsett, John McCurran and Vincent Papesch; Jane Wimsett withdrew her nomination before voting took place.  A secret ballot was conducted and Vince Papesch was elected President.  No other committee positions were contested.

Vince thanked Pieter for his work as President over the past four years.

Agreed unanimously to destroy the ballot papers.

Nominations Received and Accepted:

Vincent Papesch – President

Barney Sullivan – Vice President

Mike McGivern – Vice President

Janie Elrick - Treasurer

Jane Wimsett - Secretary

Paul Boberg - Club Captain

Committee Nominees:

Chris Smith, Rob Yallop, Steven Stewart, Mike Hyams, Roger Wimsett, Mark Fairly, Allen Beagley, Grant Nicholas, Craig Milbank

General Business

Constitution – Vince raised that 15 members on the Committee was possibly too many and that proposed that at a special AGM that these numbers be reduced to between 10 and 12. P Oosterbaan confirmed that having 15 committee members makes decision making difficult at times.  Agreed that the current constitution would be published on the website.

New Gas Ovens - General discussion about gas ovens; M Esdaile asked if we intend to ensure members are trained in how to cook with gas & are we covered with our insurance policy.  Vince will look into this.

M Urquhart asked how the gas bottles will get to the lodge; R Wimsett advised that they will be delivered via the Salt Road at the beginning of each season.

50th Jubilee Ball – K Wiseman recommended a commemorative book at the Ball for all attendees to sign; J Wimsett will organize.

T Oosterbaan asked if E Meltzer was still intending to design a t-shirt for commemorate the 50th Anniversary; J Wimsett will follow up.

K Wiseman asked for any additional photos and memorabilia to be sent to her.  E Esdaile offered to assist with scanning photos to a disc for display at the Ball.  K Wiseman asked if we are intending to contract a professional photographer on the night; J Wimsett to organize.

Life Membership – M Fairley raised the question of how we define a Life Member and believed that some people had been over looked.  J Presling recommended that we abolish Life Membership.  V Papesch agreed that this would be reviewed by the incoming Committee.

The meeting closed at 9.40 pm

Posted by Rob Yallop on 31 May 2009 at 10:03 PM