2012 AGM Minutes
Rangatira Alpine Sports Club (Inc)
Minutes for the 54thAnnual General Meeting
Held at Remuera Golf Club, on the 18th March 2012
Present: S Kennett, R Fairley, M Fairley, J Tamis, R Sisam, D Papesch, A Beagley, R Wimsett, N Tribe, M Hyams, S Tabakas, D Tabakas, B Worthington, P Niccol, M, McGivern, G McGivern, G Fairley, J Presling, R Presling, T Oosterbaan, P Oosterbaan, L Hutton, A Esdaile, G Vermeulen G Rees, R Plank, D Plank, D Macpherson, J Macpherson, B Wiseman, K Wiseman, C Palmer, L Palmer, J McCurran, S Waugh, I Macpherson, B Macpherson, P Clemow, B Sullivan, J Wimsett, V Papesch
Apologies: S Beuvink, C Beuvink, J Wimsett, S McGivern, A Hyams, D Hyams, A Haueter, K Riley, C McGivern
During 2011 Terry Radonich, Dot Smith (Life Member) and Tanya Verdonk passed away. J Wimsett thanked B Wiseman for speaking at Dot’s funeral on behalf of Rangatira.
Minutes of Previous Annual General Meeting 27th March 2011.
Taken as read and accepted as a true record of the meeting.
Moved E Esdaile Seconded R Wimsett
- A Special AGM took place to discuss the need for auditing the club accounts going forward. It was agreed at that meeting that at each AGM those present would vote on whether an audit would be required for that years accounts.
- The maintenance levy should be clearly identifiable on the annual subs notice; this was carried out.
- All members email addressed be added to the communication list for outgoing correspondence; this was completed.
- That the incoming committee look at the most effective way of keeping touch with all members; this is still be completed.
Presidents Report - V Papesch
V Papesch welcomed those present to the 54th RASC AGM; he commented that last season was much tougher financially than we had experienced or anticipated, in quite a few years, due to several reasons; rugby world cup, slow start to the season - snow arrived late, and the change of school holidays and generally the tight economic conditions.
We also have some capital expenditure at Turoa some of which was capitalized by the treasurer this year; this will be explained in more detail under the treasurer’s report. We performed well compared to other ski clubs. We know that other clubs are struggling; those that don’t have such a strong membership as we do are looking at some very lean times.
V Papesch has already been approached by one club to take over one of their buildings; they can no longer afford the up keep and maintenance. V Papesch commented that a number of clubs, tramping clubs in particular, would struggle over the next 5-10 years.
Highlights for the year:
Booking Officer - congratulated Jenny Newlove, who has completed three year’s service, on a superb job she has done for the club. She has resigned and the booking officer position has been advertised in the newsletter; we have three enquiries at this stage.
Alternations & work party - over the few years there has been a lack of support from members to participate in work parties; this has been reversed with the reintroduction of work parties being compulsory as part of the membership process. We were well supported last year with a significant amount of work carried out at Turoa. V Papesch commented that although we went a little further than originally anticipated (as far as works carried out), the end result was a great improvement. Feedback received from new members is that they enjoy the opportunity to be involved and meet other members; and the opportunity to see how the club is run.
Booking system - the new online booking system went live at the beginning of 2011 season and ran reasonably well without too many issues. The system seems much better to what we understand other clubs operate.
Iwikau Custodian - Tom Green was a successful appointment and is returning for a second season in 2012.
Turoa Cook/Custodian - the decision to appoint a cook (for the evening meal) at Turoa seemed to work and we received good feedback generally. Through the survey members requested we replicate this at Iwikau, however we are not considering this at this point.
Racing results - another fantastic year’s racing results from the members who participated in inter-club racing. V Papesch thanked Mark Fairley, Anton Haueter and John Tamis, along with others who put in the effort in terms of the racing programme and coming home with the Trophies. In particular the highlight - winning the Ngaurahoe Cup.
Scholarship - this was the first year we combined ski & boarding in the scholarship programme and it was a huge success. It was combined at Turoa because of the change in school holidays.
End of Season Function - last year we held the senior prize giving at the Winter Gardens and approximately 50 members attended. We will be looking to replicate this again in 2012.
Low lights for the year:
Turoa Custodian/Cooks - V Papesch commented that the quality of food experienced from an executive chef was disappointing along with the budget ‘blow out’ in late September; costs much higher than Iwikau (covered in treasurer’s report). An internal audit was carried out and a number of controls will be set in place with our food supplier to ensure that this doesn’t occur again.
Revenue/occupancy decline - both tariff and occupancy was down on 2010. We had strong midweek demand from members, however both school holiday periods’ attendance was very low, probably attributable to the rugby world cup.
Challenges for 2012:
· Continued global financial crisis
· Inaugural Rangatira race
· Continue with the planning for Iwikau upgrade
· Ongoing 10 year asset replacement programmes
· Summer usage - continued focus on generating revenue during summer
· Long term strategy for club, ensuring we remain viable
V Papesch announced that he is not re-standing for president in 2012 and commented that he has enjoyed the challenge. He commented that, with the current committee and the planning underway he was confident that the club was in good hands to continue to move forward.
Club Captain’s Report
Reiterated that 2011 hasn’t been a great year financially, and thanked all those on the committee over the past 12 months for the contribution they have all made as volunteers. In particular thanked Vince as outgoing president for an outstanding contribution, and Jane Wimsett for all the support she gives everyone on the committee.
Race results were very strong in 2011; with a great influx of young members to get involved in racing, which had been lacking for a few years. We have also taken up the challenge of setting up a fourth interclub race on the mountain; Mark thanked Anton Haueter for leading the planning on this as well as the co-ordination of the Rangatira entries in the races over the past 4-5 years. We do still need sponsors to make this a special event.
Scholarship as a combined (ski and boarding) event was a trial last year and a huge success; run very skillfully by Annie Bryant and thanked her for her contribution.
Rangatira Race - M Fairley commented that the point of difference for the race is to have the emphasis not on the fastest senior team but on the fastest club on the mountain; being a combined time of fastest junior, woman, master, and next two fastest times - to make the winning team/club.
P Niccol introduced herself to the meeting as the treasurer for 2011 and thanked V Papesch for the thorough and professional handover which ensured a smooth transition; and Jenny Newlove for the hard work during the season.
Account summary - lodge fees were down due to the school holiday changes and late arrival of snow; Pieta commented that is was probably the first time in the club history that we had empty bunks during school holidays.
Turoa Food costs - much higher than budgeted; we carried out a detailed analysis and worked with our supplier Bidvest to get an understanding of what occurred. In summary this occurred in September/October when food was over ordered resulting in wastage. We have put controls in place to ensure this doesn’t occur again.
With regard to the loss at Turoa; Pieta commented that if we had had the Special Olympic groups staying this us (as they do annually) we would have had a profit. Non member bookings like this generate essential revenue to allow us to continue to provide the services we do at the costs we do.
Maintenance levy - the levy amount was the same as for 2010 however with fewer subscriptions the amount collected was less. Annual subscriptions where down against 2010 because of the changes in full membership to midweek membership.
Insurance has increased substantially and it is anticipated that it will also increase in 2012 (following the Christchurch earthquake).
The overdraft facility was increased towards the end of 2011 season; Pieta commented that the ASB Bank was very supportive of the club. Reasons for this; we paid back our term loan 7 years ahead of schedule and compared to over the clubs we are profitable. We chose to extend our overdraft rather than take out a term loan because we have such fluctuating cash flow; the bank overdraft gives us more flexibility and there is very little difference between borrowing rates (fixed versus overdraft). We are anticipating clearing this over the 2012 season.
P Clemow brought to P Niccol’s attention that there is an error in the accounts; a line is missing from the Lodge Operation Accounts - Pieta acknowledged this. P Clemow asked about loss of disposed assets but nothing was shown in the in the cash flow statement reflecting the sale of assets; P Niccol clarified that the asset (an old fridge) was transferred to another area and was not disposed.
P Clemow also asked for clarification about how the $50,000 (of plant/equipment) had been capitalized. P Niccol explained to the meeting that under current accounting practices a new plant/capital item can be capitalized, however general repairs and maintenance was expensed. The $50,000 additions of plant and equipment related to new deck, new fireplace etc. at the Turoa lodge. V Papesch commented that in the past we have chosen to ‘write these items off’ and expense during the year but due to the extent of additions it was appropriate to capitalize some of them.
P Clemow also addressed the terminology of using “audit of the accounts” versus “review” that reflects what was agreed at the SGM. P Niccol will amend the accounts to show “review / audit”, as the 2011 accounts were reviewed, but the 2010 comparative numbers were audited.
B Worthington asked for a more detailed explanation of the food overrun at Turoa; P Niccol replied that she reviewed all the invoice items for food purchased. Analyzing all items over meat, fresh and canned products; there wasn’t one particular item that indicated any patterns of theft but there had been an increase in quality of food ordered - a liberty taken by the chef we hired. We have now implemented credit controls so that ordering cannot exceed a certain amount each month without the appropriate lodge captain being notified. Invoices will also be emailed weekly (previously monthly) and each custodian has a budget of $8 per person per night for food and we will be monitoring this throughout the year. The new custodian contract specifically includes a clause that states their budget is $8 per person per night unless otherwise notified.
P Niccol also commented that another contributing factor was the high number of work parties carried out at Turoa meant that basic food items had to be replaced during season which could have contributed to the total food bill at the end of the season.
A Esdaile asked if a stock take of food is taken at the end of the season; P Niccol replied that this is not done. M Fairley advised the meeting that RSC’s closing stock take for food was $85k at the end of 2011.
R Plank asked if the audit was completed for the 2010 accounts; P Niccol replied that this had been completed by Gary McDonald (as appointed at the 2010 AGM).
B Wiseman asked why the difference in food costs between Iwikau and Turoa; P Niccol replied that we had higher occupancy at Turoa and V Papesch replied that we had $8k totally attributable to the ordering by the chef we employed. Historically, Turoa has been higher due to the custodians relying on the local supermarket rather than using a commercial supplier (Bidvest). However, we have put in place controls to ensure this doesn’t occur again. V Papesch also commented that we have employed a cook again for Turoa for the 2012 season and that if food costs can’t be controlled we will revert back to a custodian, with members cooking, for the 2013 season.
M McGivern asked whom the cook/custodian reports too; P Niccol advised they report to the Turoa lodge captain. Budgeting will be part of the custodian induction and feedback will be given throughout the season to keep track of the $8 per head budget that has been set.
B Worthington asked if the accounts should revert back to being audited before the AGM; Pieta advised that the accounts have historically not been audited before the meeting due to the time constraints. V Papesch reiterated that the timeframe to get them finalized and audited before an AGM is almost impossible which is why we changed the constitution.
C Palmer asked if we can assume that the revenue for both lodges reflects similar number of night stays; P Niccol commented that is incorrect, that there is a mix of full members, non-members and midweek. V Papesch commented that our new booking system this year will allow us to present that type of data to compare that too.
I McPherson asked what we pay for a chef; V Papesch replied that we employed (and have done so for a number of years) a couple and paid them $500 per week and $350 week for one person at Iwikau.
B Worthington brought to the attention of the meeting that the change in the accounts, to not being audited (clause 14f), still needs amending on the constitution published on the website. V Papesch replied the incoming committee will address with Rob Yallop to add the correct version to the website.
T Oosterbaan asked if Rob Yallop was going to continue to provide support for the website from the UK. V Papesch replied that this was the intention and to date has worked satisfactorily. This does present a challenge for the committee as this is a risk to business continuity. Rob Yallop built the booking system and it is his proprietary information and he hasn’t charged us for this.
Audit resolution: Vince proposed the motion not to appoint an auditor for the 2011 accounts was carried.
A motion was not proposed that the accounts presented were a true and accurate record, as they contained errors that require amendment.
Election of Officers
Nominations received from:
Jane Wimsett - President (Secretary in the interim)
Vince Papesch - Vice-President (immediate Past President)
Pieta Niccol - Treasurer
Mark Fairley - Club Captain
Allen Beagley - Property Manager
C Milbank will be acting maintenance supervisor on a sub-committee.
T Oosterbaan asked when Vince made the decision not to re-stand for president; the reply was 2 weeks ago after completing 3 terms. After general discussion around the timing of the resignation, it was agreed that in future all committee positions and officer roles be advertised on the website and in the newsletter that accompanies the AGM pack.
V Papesch highlighted that the current constitution states that all committee positions become vacant and are re-elected at the AGM each year. This process had been followed.
A Esdaile asked if anyone else [apart from Jane Wimsett] had applied to stand for President; V Papesch advised the meeting that no nominations were received, other than from Rainer Plank and Brent Worthington who are standing for general committee.
B Wiseman asked for the clause relating to the election of officers be read to the meeting, which was done.
T Oosterbaan asked for clarity around the requirement of the elected president to have been a vice president; C Ewington had made this recommendation as the 2009 AGM however it was not carried. V Papesch has agreed to be the vice president to support J Wimsett in transition.
V Papesch reaffirmed that J Wimsett is not intending to retain the role of secretary as well as president; the intent is to hand this portfolio over to a committee member in the next couple of months.
Committee members voted in unanimously.
V Papesch presented the summary of the membership survey carried out during 2011 season on behalf of S McGivern who was unable to attend the AGM.
General highlights included:
· Respondents strongly from Iwikau (42 Iwikau/10 Turoa)
· Key reason for membership are friends and family, lodges on both sides, quality of offering
· Strongest reasons for leaving are non-usage, change in financial circumstances and poor facilities
· Strong preference to stay at Iwikau
· The highest bracket of occupancy per member was 6-10 nights per season
· Midweek usage has increased in popularity over the past 5 years (occupancy in 2011 was higher midweek than on weekends, and not because of groups)
· Very low interest in summer usage
· Strong interest in special events - winter & summer
· Work parties scored the highest as an event most likely to attend; a significant change from the past few years
· Very strong preference for more bunks at Iwikau rather than a second lodge at Iwikau (V Papesch advised that RDC have scrapped the 32 bunk limit, however DOC still include it in the District Plan). Part of the 10 year plan is the option for an additional 6 bunks for Iwikau. Our license comes up for renewal next year and the goal is to discuss an extension to the bunk numbers at that time; bunks would need to be ‘purchased’ from other clubs. However, we cannot increase the size of the ‘foot print’ at Iwikau.
· Vast majority felt the changes at Turoa were worthwhile; vast majority would like to see these replicated at Iwikau.
· Majority felt online booking system met the expectations; most members are booking online.
· Generally, annual subs costs are about right.
· Interest in an organized Tongariro crossing over summer.
· Value for money.
· Recommendations/critique made for double bunks in some rooms, stop kids playing DVD’s in bunkroom, unlimited internet access, members involved in custodian selection, the ability to stay Friday night only, race uniforms, club to be run for members and not as a business, reduce/eliminate non-member usage, membership numbers too high (currently have 650), complete the Iwikau upgrade, remove midweek membership, improve drying room/boot warmer, criticism of custodians, alternations nice but not necessary.
· Positive comments made about the club being well run, good leadership, good and club spirit.
· Request for different breakfast times.
· Less non-member groups; V Papesch highlighted that non-member groups contribute $10 per night to the tariff, which ensures we keep member tariffs low.
· Chef at Iwikau - not strongly recommended.
· Dissatisfied with committee misleading members; nothing specifically identified.
· Under floor heating in bathrooms at Turoa.
· Need alternative heating.
· Publish events at the beginning of the year (this is done on website and in newsletters).
· Heaters damaging jackets in bunk rooms; thermostats are being installed to prevent this.
· Committee performance; generally members very happy with the direction.
J Presling asked why it [the survey] wasn’t available on line as well as in the lodges; J Wimsett the decision was taken to carry out the survey at the lodges in an attempt to better engage interest. V Papesch commented that we wanted to target active members to keep the feedback focused. The intent is to survey the membership every 5 years.
R Presling recommended that we next time we conduct a survey we include email as well as have it at the lodge.
P Oosterbaan commented that the results are similar to 5 years ago.
General discussion took place around non-member group bookings. N Tribe asked if it was still the policy that if one lodge is occupied with non-member groups, the other would be available. V Papesch advised that this is the current policy.
V Papesch also commented that the online booking system now clearly shows when bunks are available allowing members to plan and book in advance. M McGivern commented that if members leave bookings to the last minute they may find that the lodges are full.
M Hyams asked about reciprocal booking arrangements with other lodges. V Papesch advised we have reciprocal rights with four other clubs, and the booking officer is the person to co-ordinate this arrangement.
Life Membership Nomination
J Macpherson addressed the meeting that it has been a number of years since a nomination for life membership has been proposed; 10+ years. He recommended that the committee(s) continue to recognize members who make an extra ordinary contribution to the club.
M Fairley provided an overview to the meeting of the current situation with life membership, the mixed feelings that exist within the membership and the continued lack of a definition of what criteria is the measurement for a nomination.
Rob Bersma - Nominee
M Fairley presented to the meeting that Rob Bermsa be endorsed as a life member for his past contribution to Rangatira; although Rob is no longer an active member, his contribution had been overlooked it still remained a very relevant nomination.
Mark outlined Rob was responsible for numerous projects over many years including the programme of work over four years that involved the creation of the current entrance and excavation, by hand, of the basement of the Iwikau lodge; the creation of the external water tanks, and the relining of the internal water tanks.
Rob planned and project managed all this work with the help of members and gave so much of his time. He was responsible for creating the existing drying room and ski storage area (which is now the downstairs bathrooms). The re-vamp of the original Lockwood kitchen and installation of two wall mounted ovens, relining the bathrooms and the foyer. Rob not only designed all this work but attended every work party.
Rob’s contribution also extended to sitting on committees and holding meetings at his Drury home before retiring from active membership.
Mark commented that Rob’s nomination is long overdue as time has passed but that his nomination is still relevant today.
M McGivern provided additional comments and history to support the nomination; Rob built and transported the bunks and delivered a piano to the Iwikau lodge. He commented that he could think of no other member (past or present) who had made more of a contribution and the nomination was certainly not too late.
T Oosterbaan asked what the committee had achieved since the 2009 AGM to provide a clear guideline in assessing the worthiness of a life member. M Fairley replied that the committee had been unable to find a better solution than the one proposed at that time but agreed that it was not resolved. M McGivern commented that the framework presented seemed relevant; and suggested that it was again revisited at the 2013 AGM.
R Plank asked why the committee had been unable to clearly define what the voting criterion is to endorse a life membership nomination. V Papesch replied that the committee presented a criterion but the AGM voted it down; no progress has been made since.
The nomination for Rob Bermsa was presented previously at a committee meeting before endorsing this to the AGM. B Wiseman put it to the floor that Rob Bermsa be endorsed as a life member against the criteria of the constitution; after a vote it was passed unanimously with no objections.
Membership Numbers: proposed that we hold membership numbers to 800; current numbers are about 650 - a vote was put to the floor and carried.
Iwikau redevelopment programme has slowed due to our financial situation however the committee is still committed to pushing this forward; as previously presented at the SGM last year. We are currently waiting for a fire report, once received we will go back to DOC for final approval before submitting to RDC for a permit. The aim is to have the plans ready for costing this year with work commencing at the end of 2012.
Any further work at Turoa is on hold; which is the bathroom alternations and will be reviewed at the end of 2012 depending on finances.
N Tribe asked if we could look at the selection/quality of bread available at the lodges.
B Worthington raised the issue of abolishing life membership following the vote at the 2009 AGM of 17 for and 12 against. The recommendation was to the incoming committee to form a sub-committee to revisit and present to the membership. M McGivern commented that the committee had spent many hours debating the issues without finding a solution.
Gina Vermeulen recommended that the incoming committee research and benchmark life membership criteria against other organizations with the goal to represent the options to the 2013 AGM. R Plank agreed that this required resolving. G Fairley commented that he felt the club was acting appropriately and that life membership was for extra special contribution.
V Papesch presented slides of maintenance completed at Turoa and summary of works to be carried out over the next couple of months; all minor items.
B Wiseman thanked the outgoing committee and Vince Papesch as outgoing President for all their work over the past year.
Meeting closed 9.55pm