2010 AGM Minutes

Rangatira Alpine Sports Club (Inc)
Minutes for the 52nd Annual General Meeting
Held at Remuera Golf Club, on the 29th March 2010

Present: A Beagley, S Beuvink, P Boberg, Prue Boberg, G Cailliau, B Chambers, P Clemow, E Esdaile, A Esdaile, C Ewington, R Fairley, M Fairley, G Fairley, P Farrell, B Ferguson, A Haueter, B Herbert, S Kennett, M MacDougall, D MacPherson, J MacPherson, M McGivern, G McGivern, S McGivern, G Montgomery, K O’Connor, T Oosterbaan, P Oosterbaan, V Papesch, D Papesch, T Plank, C Plank, D Pressley, W Pressley, G Rees, P Rowe, C Smith, S Stewart, B Strevens, B Sullivan, J Tamis, S Kennett, R Wimsett, J Wimsett, B Wiseman, K Wiseman, B Worthington, R Yallop, J Newlove.

Apologies: J McCurran, J Elrick, S Smith, S Tabakas

Proxies held:  Gina Esdaile, Mary Esdaile

Obituaries:  Debra Pope, wife of Craig Pope passed away during 2009.

Minutes of Previous Annual General Meeting 29th March 2009.

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

Moved       B Sullivan                     Seconded A Beagley

Matters Arising

 
• Review of Life Membership which will be addressed and discussed under Constitution Review.
 
• Number of committee will be addressed and discussed under Constitution Review.
 
• Advising our Insurers of installation of gas appliances & potential loss of income following RAL fire at Iwikau; this was completed.

Constitution Review

Copies of the current constitution, proposed new constitution and a summary of substantive changes was distributed with the 2010 subs notices to all members.

Vince proposed that the meeting review the changes under two categories:  minor changes being all rules other than 5, 9 and that 15 be treated as a bulk item.
A Esdaile asked for clarification of the 25% major transaction rule transaction rule; Vince outlined the formula being 25% of the revenue received from both lodges over a calendar year.

Voted on by meeting and passed.

Rule 15: Property – addresses the length of time that a lodge can be rent or subleased.  The new rule looks at extending this to a total of 60 days, before seeking the club’s permission, to primarily address the summer period to allow the committee to market the lodge to gain income over this time; there are no firm plans at this time.

B Wiseman suggested that this rule should specify the dates that the lodge can be rented. 

V Papesh propsed to the meeting that these dates be 1 December to 30 April.

M McGivern raised the question of work parties and any impact over the summer months.

V Papesh replied that this would be taken into consideration before any agreement was made to rent the lodge.  The proposed amendment would be to revise the rule to be “maximum of 60 days within any summer season without seeking the club’s approval”.

Voted on by meeting and passed.

Rule 9: Election of Officers – including the reduction of committee members, introduction of new officer categories, review of Vice-President role and the amount of time a President or committee members can serve or hold office.

C Ewington asked about the role of Vice President and suggested that this office be retained to provide for succession planning.

V Papesh replied that we currently have two Vice Presidents neither form part of any succession planning for a future President.  Vince outlined that in other clubs the role of President cannot be fulfilled by a member unless they have been a past Vice President.

B Chambers asked about the ability to form subcommittees and Vince confirmed that this is currently a process being utilized to address projects.

B Chambers asked about the process of removing a committee member or officer;

Vince explained the rule 9(f)

Meeting voted on reducing the committee numbers to 11; motion passed.

Meeting voted on retaining the office of Vice-President; motion passed.

Meeting voted on the committee being able to remove a committee member; motion not passed.

The motion was proposed that we revert to the existing constitution for the process of removing a committee member by calling a Special General Meeting of the club; motion passed.

P Farrell asked for explanation of the Leave of Absence from committee which is rule 9 (e):  V Papesch replied the ‘three strikes rule’ being three consecutive absences from committee meeting is in the current constitution and there is no proposed change in the new constitution.  There is however the removal of the wording ‘seek a leave of absence’ and that the committee member effected cannot be re-elected until the following AGM.

T Oosterbaan raised the she had been the Club Captain and over two years had run her portfolio effectively while not attending committee meetings over the winter months.

P Boberg replied that under the constitution to committee was remiss in not removing her.

V Papesch outlined that the committee member who was removed on the ‘three strikes rule’ during 2009 had in fact missed 5 consecutive meetings.

Meeting voted on the existing clause which has a leave of absence in the rule:  motion carried.

P Clemow asked for the wording to be reviewed in rule 9(d) in regard to electing and re-electing the incoming committee will address this.

Rule 5 Membership Categories:

V Papesch addressed the change of Child as a category to Junior and that there is no category for a child or junior to be an Associate member.

B Worthington raised the issue that not allowing a junior to hold membership was not in keeping with the philosophy of a family club.

V Papesch replied that under the proposed changes a junior could be included in another family’s membership, ensuring that an adult member was responsible for their well being while at the lodge.

It had also been raised with the committee that some members had chosen Associate as a low cost method for their children to join as a Junior Club member; this was not the intent of Associate membership.

B Wiseman asked for clarification about the entitlement of the Child of an Associate to attain membership within the club. 

V Papesch replied that the entitlement remained in place.

P Boberg commented that the key issue was around club spirit and that Associate Membership was created to allow those members who had a genuine desire to remain within the club to place their membership on hold because their circumstance had temporarily changed.  In the last few years we have had the children of associates race and take away trophies when they are technically not members.

Prue Boberg raised the issue that continuing with the status quo was eroding the club’s spirit at a junior level and in her opinion could not continue.

V Papesch replied that under the proposed constitution when both parents make the decision to become an Associate they are removing the right of their children to participate in club activities. The other option is for one of them to remain as a full member, or to attach their child to another family’s membership.  The incoming committee will review the wording to ensure that the rule reflects this.

The motion proposed was that we retain the details of children of associates in a database, and when they reach 18 will have the right to join the club; motion passed.

B Wiseman raised the issue of Foundation membership and if this was being addressed in the constitution review.

V Papesch replied that this is recognised in the tariffs and proposed that Foundation be a formalized membership category.  Vince outlined that Foundation is a member who is 70+ years and has had 35 years continuous membership and is not Life Membership; no subs but you pay nightly tariffs.

Motion proposed that Foundation be a membership category; motion carried.

Life Membership:

V Papesch outlined that this was an action from the last AGM and that the committee has spent an extensive amount of time reviewing Life Membership.

J McPherson raised the question on the eligibility definition of Life Membership in particular 20 years of service and felt that this was too long.

M Fairley replied that this was a recognised issue.

V Papesch replied was that under the current constitution there is a lack of any framework that guides on what is a life member.  It doesn’t appear to be widely understood by the membership and this is reflected by the fact that there hasn’t been any nominations received over a number of years.  The proposed change is to build a structure to review and select life members.

C Ewington asked the meeting why we have life members and what was the purpose.

B Worthington suggested that perhaps an honouriam membership for 2-3 years would be a better way of recognizing members who have made a large contribution.

P Boberg commented that Life membership is a reserved for a very small number of members for extraordinary contribution.

B Chambers commented that in other organizations Life membership is rarely granted and that it should be up to the members to recognize who should be recognised.

Motion proposed that we disband Life Membership going forward:  vote of 12 to retain and 17 to abolish.  It was agreed that vote was too close to pass and that the incoming committee would continue to review and recommend at the next AGM.

President’s Report – V Papech

Taken as read and accepted as a true and accurate record of the 2009 season.

Moved       P Clemow                   Seconded D Pressley

Vince thanked four long standing retiring committee members for their valued contribution over many years and presented them with a token of the club’s thanks; Pieter Oosterbaan, Barney Sullivan, Chris Smith and Steven Stewart.  Janie Elrick has stood down as Treasurer and Paul Boberg as Club Captain due to work and family commitments.

Treasurer’s Report

Taken as read and accepted as a true and accurate record of the 2009 finances.

Moved       C Smith                       Seconded P Rowe

Club Captain’s Report

Taken as read and accepted as a true and accurate record of the 2009 season.

Moved P Farrell                             Seconded McGivern

P Clemow asked about the reason for expenses the total outstanding cost of the Sewage Scheme at Iwikau.

V Papesch replied that this was the treasurer’s recommendation for accounting treatment of this debt.  We still have a liability to DOC of around $30k and a finance charge of 7.5%.

B Chambers asked if we have received any statement of accounts from DOC.  Vince could not recall seeing anything but would request finance statements to review charges.

P Rowe asked about the club’s obligation to the sewage scheme.

V Papesch replied that the obligation goes back to 2004, but the accounts hadn’t recognized the liability in the past, and now do; however this change in treatment has had no cash impact.

B Worthington raised some disparities between the copy of annual accounts distributed and the information presented at the meeting.

V Papesch replied that this appeared to be an error and apologized that as he was standing in for the treasurer there had been a mistake in the translation of figures.  However the published accounts were accurate although not audited at this time.

B Ferguson asked about the phone charges.

V Papesch explained that during 2009 we consolidated the phone account to cover both lodges and the expenses may have been itemized against the wrong lodge.  This will be accounted in future under lodge accounts rather than fixed charges.

B Wiseman asked about food costs between lodges.

V Papesch replied that food costs have gone up substantially over the past 12 months and currently averages at $7.50/head per night.

R Wimsett also added that our food purchases are now mainly from BidVest who are a commercial supplier rather than the New World store at Ohakune which has delivered substantial cost reductions.

V Papesch commented that historically food charges at Turoa have been higher than at Iwikau due to the reliance on New World and purchases by the custodians (Turoa) being more frugal. Also some entries have been included such as cleaning equipment rather than food.

S Stewart asked about the increase in Turoa revenue.

V Papesch commented that we had enjoyed higher tariff revenue from Turoa due to groups and guests.

P Farrell asked about the current debt.

V Papesch replied that is around $65k to third party lenders; being a term loan of $38k and overdraft of $36k; plus member’s credits of $25k and the sewage scheme of approx $33k -  a total of around $134k.  The committee also paid back $36k of the term loan during the 2009 year.

Challenges for 2009

 
• Unknown effects of economy – in fact we had a record year in terms of bookings and occupancy.
 
• The weather – was a benefit with good weather for the majority of the weekends.
 
• Fire fighting at Iwikau – this will be ongoing for us and will come up under Iwikau redevelopment.
 
• Online Booking system – R Yallop has developed a great system for us and it will be demonstrated later in the meeting.
 
• Possible decrease in membership due to economy – this didn’t happen, we had 20 new members join and we currently have a waiting list.
 
• The 50th Anniversary Ball – was a great success with around 220 people attending.
 
• Reduction in Line Charges – will continue to be an issue going forward and anything we can do to reduce this we are auctioning.   
 
• Summer Usage – still an area that requires focus.
 
• Gas Stoves – installed at both lodges and by product is that our heating bill in the main rooms has come down due to the heat that radiates off the stoves.
 
• 10 year Development Plan for Iwikau – a presentation will be made later in this meeting.
 
• Asset Replacement Plan for both lodges – has been completed.

Challenges for 2010

 
• Work Parties – this continues to be an issue getting volunteers.  This year we have introduced a levy of $20 per adult and $10 per child as we have some significant issues at Iwikau going forward and may need to pay professional tradesman if we can’t get members to carry out the work.  Key issues have been the water tanks.
 
• Iwikau Development – 10 year plan.
 
• Turoa Bathrooms – plans for review and remedy.
 
• Continuation of power saving options.
 
• Asset Replacement Plan.
 
• Further enhancements to online Booking System.
 
• Summer Usage

B Herbert asked about the water tanks down stairs and the failure.

V Papesch replied that the block structure was not designed to support the tank in its current form and no reinforcing which cause the failure of the tank wall.  There could also have been some seismic move but we aren’t sure.

Maintenance Levy – the committee has decided to introduce a maintenance levy that will be put aside for only maintenance items at both lodges; it will generate about $12k per year.  The goal is to future proof the buildings and the charge will be $20 for all members over 18 and $10 for all members under 18 years and Associates.

B Herbert asked that the levy be clearly shown on the subs notice.

V Papesch replied that a maintenance provision would be accounted for going forward in the annual accounts.  The levy did go out this year, incorporated into the subscriptions, but that in future this would be separated out.

V Papesch also confirmed for the meeting that all prospective new members will be required to attend two work parties before joining.

V Papesch presented the 2010 tariffs outlining the changes from 2008 which now reflect the categories in the constitution.  Major movements being the reduction in child/junior categories and increase in tariff for guests midweek.

P Farrell raised concern and the issue that the increases had presented some hardship for a few members.

V Papesch replied that the increases include an additional maintenance levy and the reduction in junior categories; there has been no increase in rates.

B Worthington asked when the club had done away with family membership.

V Papesch replied that in the 5-6 years he had been on the committee he had no record of family membership as a category.

V Papesch presented a comparison of rates between Rangatira and other clubs on the mountain showing that we are still one of the cheaper clubs to join on the mountain.  V Papesch to discuss with P Farrell his daughter’s membership invoice after the meeting.

M McGivern raised the issue that he had spend hours calling members to get people along to work parties to repair the outside water tank and he was appalled at the apathy and lack of interest.

B Worthington agreed that future proofing of the tank was critical as well as other critical works at Iwikau however questioned whether there may have been a better way to raise the funds than a levy and suggested that other families may well find the increases tough.

V Papesch outlined that we have spent on average $55k annually over the last 19 years on maintenance and redevelopment of both lodges.

Auditors

Mark Holland resigned as auditor and KPMG has been approached; they have agreed to audit the club accounts for $1,000.00 per annum for 2009 and also appointed for 2010 year.

Moved       C Ewington                   Seconded   B Chambers

Election of Officers

Nominations received from:

V Papesch

J Wimsett

M Fairley

R Wimsett

J Tamis

M McGivern

S McGivern

S Beuvink

A Beagley

R Yallop

Moved that the incoming committee be accepted by P Clemow and seconded G Rees.

Nominations asked from the floor for the position of Treasurer and Vice President; these remain open and no one was elected into these office holder positions.  The current committee would seek for nominations from the membership post the AGM.

Membership Numbers:  proposed that we hold membership numbers to 800

Moved B Sullivan                           Seconded R Wimsett

General Business

Tariff for spouse of Life Members; V Papesch proposed that rates be set as those of a Foundation Member; being that there is no annual sub just a nightly tariff when they stay at the lodge.

Moved       B Wiseman                   Seconded M McGivern

10 Year Development Plan Iwikau - M Fairley ran through the vision for the lodge upgrade.  In next 1-3 years Stage 1; years both water tanks and the front deck need replacing and the goal is to incorporate out foot print from the outside water tank into a larger deck with one large tank underneath.  Stage 2 would be repositioning the front entry to prevent snow build up, changes to the custodian’s room and upgrade of drying room.  Some remedial work has been done of the outside water tank to get us through the winter.

Upgrade at Turoa for bathrooms and ski storage area – M Fairley presented.  The meeting was strongly against any capital expenditure at Turoa until debt was repaid.  The only work this year is a small cost to increase storage in the bunks rooms.

While the showers and sanitary facilities are compliant for the numbers, they are not well laid out and the floors are impossible to keep clean; it is also an opportunity to install under floor heating.

V Papesch confirmed that the hot water has been reconfigured and we don’t run out of hot water as often and we are investigating gas hot water to reduce our line charges.

V Papesch asked for questions from the floor around the 10 year plan.

D MacPherson raised concern about the club increasing debt to fund the developments.

V Papesch reassured the meeting that there is no capital work planned at this stage and that any major expenditure would be presented at an AGM to get approval.

B Worthington commented on the dangerous state of the front deck which needs urgent repair.

P Boberg commented that the increase revenue from guests at Turoa has greatly assisted us but we do need to ensure that the facility runs smoothly, providing a balance, by investing and make repairs where they are needed.

Work Parties – solutions to remedy attendance:

 
1. Introduce all new members must attend two work parties.
 
2. Introduce levy for all members.
 
3. Offer free weekends and vehicle reimbursements for all members who assist.
 
4. Last resort may be to introduce compulsory work for all members on a rotational basis; say every 2-3 years.

Demonstration of On-line Booking System

R Yallop provided a demonstration of the functionality of the new on-line booking system.  The goal is to have the system available for members before the start of this year’s ski season.

V Papesch commented that this will make bookings more streamlined for members but for those who still prefer the personal touch they can still make bookings via the booking officer.  A future enhancement could be the ability to pay on line via Pay Pal or credit card bookings.

V Papesch thanked R Yallop for the considerable amount of work that has gone into this system.

Issues with Custodians at Turoa

G Cailliau expressed concern about how the custodians at Turoa were managed by the committee during 2009.

V Papesch outlined some of the management issues that P Boberg and others spent over long hours ensuring that their employment contract was adhered too. 

S Kennett reinforced that the committee had been confidential and discrete in managing the difficulties while the custodians had chosen to discuss the issues publically with members staying at the lodge.

V Papesch confirmed that the committee was happy with the job the custodians had done interfacing with members, but that the committee had spent a considerable amount of time on employment issues and ensuring the custodians at Turoa were delivering on their contracts.

P Farrell replied that after discussing the matter with P Boberg and V Papesch that he was completely satisfied that the issues had been handled in a professional manner and that the members should put their trust in the committee to act in good faith.

B Wiseman thanked the outgoing committee for all their work.

Meeting closed 10.50pm.

Posted by Rob Yallop on 08 July 2010 at 03:47 PM