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Minutes to be approved at the 2010 AGM.
COCKLE BAY PETANQUE CLUB
Minutes of A.G.M. Sunday 22 February 2009 3.30pm
Cockle Bay Scout Hall
Present:
Warren Barrett, Judy Barrett, Dot Bentham, John Blakiston, Joan Bone, Truus Bremer, Peter de Beer, Rita de Beer, Tom Deverson, Eric Eller, Minty Eller, Don Fraser, Patricia Fulton, Irene Goodall, Alan Heron, Barry Hickman, Valerie Holbrook, Norma McLeod, Liz Meiklejohn, Avril Michaels, Jeanette Miller, Colleen Montgomerie, Clifford Owler, Jeannette Owler, Vince Parker, Ray Rutherford, Colleen Thompson, June Walker, Richard Walton, Jim Wills, Shirley Wilson, Rex Wood.
Apologies:
Neil Closey, Bev Emson, Buster Emson, Jayne Heron, Kath Jones, Ann Leighton, Charles Leighton, Garrick Lloyd, John Lloyd, Judi Sandilands, Ron Sandilands.
The meeting commenced with one minutes silence in memory of Ian Lyon.
Previous Minutes/Matters Arising:
No matters arising.
Proposal – That the minutes of AGM dated 24 February 2008 be accepted as a true and accurate record. Moved – Tom Deverson, seconded – Alan Heron, carried.
Correspondence:
None
Presidents Report:
Attached to this document.
Proposal – That the Presidents Report be accepted. Moved – Clifford Owler, seconded – Jim Wills
carried.
Treasurers Report:
In answer to questions from the floor the treasurer said that APA increased their fees during the year and that PNZ fees are not recorded in our balance sheet.
Proposal – That the treasurers report be accepted as a true and accurate record. Moved – Rita de Beer, seconded – Alan Heron, carried.
Election of Officers and Committee Members:
All current officers and committee members are willing to stand again and were voted in accordingly.
A committee nomination notification was received proposing Eric Eller as a committee member.
Proposal – That Eric Eller be accepted onto the committee as a member with immediate effect. Moved – Jim Wills, seconded – Peter de Beer, carried.
Appointment of Auditor:
Richard Goodall is willing to continue as auditor for the club.
Proposal – That Richard Goodall be accepted as club auditor for the coming year. Moved – Barry Hickman, seconded – Warren Barrett, carried.
Annual Subscription:
Proposal - That the subscription for 2009 be $12, comprising APA $1, PNZ $6, Club $5.
Moved – Rita de Beer, seconded - John Blakiston that the subscription of $12 be accepted, carried.
Club Constitution:
Item 11: Notice of Meetings: to be given of Annual and Special General Meetings.
Fourteen days at least before the Annual General Meeting or any Special General Meeting a notice of such meeting and of the business of which notice has been given shall be delivered to each Member.
To be changed to
Not less than four weeks before the Annual General Meeting or any Special General Meeting a notice of such meeting and of the business of which notice has been given shall be delivered to each Member.
This change is to align Item 11 with Item 10 (E)
Reason for change: 14 days is insufficient notice of meeting. APA is in the process of aligning with NZPA and clubs will be required to follow suit.
Moved – Rita de Beer, seconded – Rex Wood, carried.
General Business:
It was suggested that we raise club day charge from $1 to $2 and/or subscription to $15, but the treasurer felt this was unnecessary as we have sufficient funds at present.
There being no further business the meeting closed at 4.15pm.
Secretary
Jeanette Miller
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The Approved Minutes of Cockle Bay Petanque Club AGM meeting
Held at Cockle Bay Scout Hall
Sunday 24th February 2008 (3 30pm) Present: Apologies: Meeting was opened by presidents opening speech followed by one minutes silence in memory of Ron Telford. Previous Minutes/Matters Arising: Correspondence: None Presidents Report: Treasurers report: Election of officers and committee members Appointment of Auditor: Fixing of annual subs/PNZ affiliation fees Club Rules Header: Club rule 5(a) Rule number 5 (a) Alteration to Rules Rule 16(a)**
Warren Barrett, Jim Wills, June Walker, Charlie Leighton, Peter de Beer, Rita de Beer, Barry Hickman, Alan Heron, Bev Emson, Buster Emson, Clifford Owler, Colleen Montgomerie, Don Fraser, Irene Goodall, Jayne Heron, Jeanette Owler, John Blakiston, Judith Lyon, Judy Barrett, Kath Jones, Liz Meiklejohn, Maurice Stonebridge, Norma McLeod, Patricia Fulton, Ray Rutherford, Richard Goodall, Shirley Wilson, Susan Middleton, Tom Deverson, Tony Irvine, Truus Bremer,
Colleen Thompson, Dave Ciano, Garrick Lloyd, Jeanette Miller., Joan Bone, Joan Orpin, John Lloyd, Neil Closey, Phil Baker, Rex Wood, Richard Walton, Valerie Holbrook, Vince Parker
No matters arising.
Proposal - That the minutes of AGM dated 18th Feb 2007 be accepted as a true and accurate record
Moved - Jim Wills, seconded - June Walker, carried
Attached to this document
Barry Hickman presented the treasurers report
Proposal - That the treasurer’s report be accepted as a true and accurate record Moved - Judith Lyon seconded - Buster Emson, carried
All current officers and committee members are willing to stand again. A committee nomination notification was received proposing Tom Deverson as an ordinary committee member. Proposal - That Tom Deverson be accepted onto the committee as an ordinary member with immediate effect Moved - Kath Jones, seconded - Don Fraser. carried
Richard Goodall is willing to continue being the auditor for the club
Proposal - That Richard Goodall be accepted as club auditor for the coming year, moved—Barry Hickman, seconded Susan Middleton, carried.
The PNZ affiliation fees are expected to rise by $1.00 per year for the next five years. The 2008 fee will be $7.00 per member for PNZ and 5.00 for Cockle Bay membership. Proposal - That life members of the club pay their own PNZ affiliation fee. Moved, Rita de Beer. seconded, Clifford Owler, Motion denied
Warren Barrett explained the desire to change the wording of "Rules of the Cockle Bay Petanque Club" to "Constitution of the Cockle Bay Petanque Club". This is to make it clear that it does not contain rules of Petanque but club constitutional rules, Moved - Irene Goodall, seconded - Jim Wills. Carried
In order to prevent a person from joining the club for the sake of convenience it is suggested the
wording of the constitution rule 5(a) be changed.
Change from: "Membership of the Club shall be by payment of current membership fees".
To: "A prospective member must participate in at least 3 (Three) days of Club play before being eligible to join the Club. If having participated in 4 (Four) days of Club play a prospective member has not become financial they will then be asked to become financial.
Continuation of membership in the Club will be dependant on payment of the appropriate membership fees. Any departure from this rule may be considered by the committee",Moved - Susan Middleton, seconded - Jim Wills. Carried
(A) These rules may be added to, repealed, or amended by resolution of which notice has been given in terms of Rule 9 at any Annual or Special General meeting provided that no such resolution shall be a deemed to have been passed unless it is carried by a majority of at least two thirds of the members voting thereon.
Create new sub clause:
(B) Any changes to the rules shall not affect the non profit aims, personal benefit or winding up clauses.
Reason for Change: A requirement placed on our Club by the I.R.D. in a letter dated 26* November 2007 Moved - Warren Barrett seconded - Clifford Owler. Carried.
Alteration to Rule number 19 winding up:
The way in which the assets of the Club shall be disposed of in the event of a winding up shall be decided by a Special General meeting. (See Clause 11)
(A) If upon winding up or dissolution of the Cockle Bay Petanque Club there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the Cockle Bay Petanque Club but shall be given or transferred to some other charitable organisation or body having objects similar to the Cockle Bay Petanque Club, or for some other charitable purpose, within New Zealand
Create 2 (Two) new sub clauses:
(B) No member of the organisation or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever
(C) Any such income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being the open market value). The provisions and effect of this clause shall not be removed from this document, and shall be included and implied into any document replacing this document"
Reason for Change: A requirement placed on our Club by the I.R.D. in a letter dated 26th November 2007 Moved - Richard Goodall seconded - June Walker. Carried
AOB:
Discussion on club day game entry fees, suggestion was proposed to raise cost to $2.00 per entry.
Moved - John Blakiston. seconded - Rita de Beer. Motion denied.
Warren Barren" explained about the new outdoor terrain lights were gifted to the club but would cost $100.00 to be wired into the scout building. Liz Meiklejohn offered to pay for this as a gift to the club, this was accepted
Warren Barrett explained the current agreement with the scouts for using their building and electricity. Currently we informally give them a donation, usually of $50.00 and carry out minor repairs and maintenance. It was suggested we enter a more formal agreement with the scouts and offer $100.00 per annum plus agree to continue with minor repairs and maintenance. Moved — Warren, seconded - Peter de Beer. Carried
Bev Emson raised the matter of previously the club had made a point of making a charitable donation each year and cannot recall the club doing that lately. It was proposed to make a charitable donation to the South Auckland hospice in memory of Ron Telford Moved — Warren Barrett seconded - Jim Wills. Carried
Meeting ended at 4.45pm
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AGM MINUTES
COCKLE BAY PETANQUE CLUB
HELD AT SCOUT HALL
COCKLE BAY
18/2/07 4.00pm
PRESENT
Warren Barrett,Barry Hickman,Avril Michaels,Clifford Owler,ColleenMontgomerie,
Don Fraser,Dot Bentham,Jeanette Miller,Jeanette Owler,Jennifer Thompson,
Jim Wills,Judith Lyon,Judy Barrett,June Walker,Kath Jones,Liz Meiklejohn,
Norma McLeod,Patricia Fulton,Susan Middleton,Valerie Holbrook,
Vince Parker
APOLOGIES
Alan Heron,Alasdair Maclean,Allison Irvine,Ann Leighton,Charles Leighton,
Colleen Thompson,David Church,Garrick Lloyd,Ian Lyon,Jayne Heron,
Joan Bone,John Lloyd,Judi Sandilands,Olivia Church,Peter de Beer,Phil Baker,
Richard Walton,Rita de Beer,Ron Sandilands,Ron Telford,Rosemary Maclean,
Shirley Wilson,Simon Faby,Tony Irvine
MINUTES OF PREVIOUS AGM
- see attached copy
- proposal – That the minutes of the AGM 26/2/06 be taken as read and accepted as a true and accurate record – moved-Jim Wills,seconded Liz-Meiklejohn , carried .
MATTERS ARISING FROM PREVIOUS MINUTES
-none
CORRESPONDENCE
- Inwards – none
- Outwards – letter to be sent to Colleen Thompson re contribution to committee
- letter to be sent to Ron Sandilands re selection as member of NZ Team to compete in TransTasman Open
PRESIDENT`S REPORT
- see attached as prepared/presented by Warren Barrett
TREASURER`S REPORT
- see attached as prepared/presented by Barry Hickman
- Proposal – That the financial report be accepted as a true and accurate record
- moved-June Walker,seconded-Susan Middleton, carried.
ELECTION OF OFFICERS AND COMMITTEE MEMBERS
- the majority of the current committee is willing to stand again,except Colleen Thompson who is resigning.
- Proposal – That the existing committee members be accepted in their various offices – moved-Clifford Owler,seconded-Jennifer Thompson,carried.
APPOINTMENT OF AUDITOR
- Proposal – That Richard Goodall be re-appointed as Honorary Auditor
– moved-Jim Wills,seconded-Val Holbrook,carried.
FIXING OF ANNUAL SUBSCRIPTION/PNZ FEES
- Proposal – That the Cockle Bay subscription remain at $5-00 for all members except life members – moved-Warren Barrett,seconded-Barry Hickman,carried
- Proposal – That the PNZ subscription be increased to $6-00 in keeping with fees
incurred by the club from PNZ – moved-Warren Barrett,seconded-LizMeiklejohn,
carried.
CLUB RULE NUMBER 8
- Proposal – That the changes be accepted as shown below – moved-Warren Barrett,
seconded-June Walker,carried.
GENERAL BUSINESS
- Proposal from Barry – vote of thanks to Norma and Jim for their maintenance of the terrain
- Proposal from Liz – vote of thanks to the committee
- Proposal from Barry – vote of thanks to Warren as president
- Proposal from Jim – vote of thanks to Barry as treasurer
- Proposal – That the life membership presented to Rita and Peter de Beer be formally accepted – moved-Warren Barrett,seconded-Kath Jones,carried.
MEETING CLOSED AT 4.35PM
Minutes taken by Avril Michaels for Alan Heron.
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AGM MINUTES
OF COCKLE BAY PETANQUE CLUB
HELD AT SCOUT HALL, COCKLE BAY
AT 4.00pm. 26 FEBRUARY 2006.
Meeting opened with a minute silence for those members who have passed away over the past year.
Present: Warren Barrett (chair) Rita de Beer (secretary) Barry Hickman (treasurer)
Committee members: June Walker, Judith Lyon, Colleen Thompson, Jim Wills,
Peter de Beer.
Ordinary members: Norma Mcleod, Judi & Ron Sandilands, Patricia Fulton, Allan & Jayne Heron, Judy Barrett, Cliff & Jeannette Owler, Charlie Leighton, Don Fraser,
Susan Middleton, Kath Jones, Phil Baker, Val Holbrook, Vince Parker, Avril Michaels,
Jeannette Miller, Tony Irvine, Liz Meiklejohn, Rex Wood.
Life members: Bev & Buster Emson (31 Ordinary & Life Members)
Honorary members: Ray Rutherford, John Blakeston.
Apologies: Ordinary members: Dave & Lynne Ciano (by e-mail), Ron Telford, Jennifer Thompson, Shirley Wilson, Joan Orpin, Helen Jones, Colleen Montgomery, Truus Bremer,
Annette Kingston, Neil Closey, Simon Faby, Richard & Irene Goodall, Richard Walton, Joan Hickman,
Honorary member: David Bell.
Minutes of Previous AGM: (Copy of Minutes attached).
Proposal: That the minutes of 27/2/2005 be taken as read and accepted as a true and accurate record. Moved: Judi Sandilands, Seconded Jim Wills, Carried.
Matters Arising: Ron, remarks on the “Events Calendar” and what happened to the suggestion that Rotorua and Cockle Bay visit each other? Warren: It must have been overlooked.
Correspondence/in or out: (inwards) e mail from Bindu design in re: “A petanque site for all.” ( Copy attached). Committee to deal with that item.
President’s Report: See attached as prepared / presented and read by Warren.
Treasurer’s Report: See attached as prepared / presented and explained by Barry.
Proposal: That the financial report be accepted as a true and accurate record.
Moved: June Walker, Seconded Judith Lyon, Carried.
Election of Officers and Committee Members:
The majority of the current committee are willing to stand again, except Judith Lyon and Ron Telford they are resigning from the committee.
Nominations are called for from the floor for chairman: none received, Warren re-elected as chairman,
Nominations are called for from the floor for treasurer: none received, Barry re-elected as treasurer,
One nomination received for secretary, (note attached) Alan elected as secretary, Accepted
One nomination received for committee member, (note attached) Charlie elected onto the committee. Accepted.
Which will bring the committee up to 9 members, (6 men 3 ladies).
Phil questioned the balance between male & female on the committee. Ron commented it should not be gender that decides the quality and dedication for committee work.
Appointment of Auditor:
Proposal: That Richard Goodall be re-appointed Honoarary Auditor.
Moved Barry, Seconded Warren. Carried. It is also proposed to award Richard a bottle of wine for his continued services to the club. The majority accepted the proposal.
To action: Warren to buy and deliver a bottle of wine to Richard Goodall.
Fixing of Annual Subs/PNZ Affiliation Fees:
Proposal: That the subscribtion remains the same at $10.00 per year (incl $5.00 affiliation fees).
Moved Warren, Seconded Barry. Carried.
PNZ affiliation fees may increase to $10.00 but will not come into effect before 2007.
Club Rule 5c & 6: (Proposal copies attached).
A heated dicussion follows, Proposal: That the honorary members be kept on the membership list and request from PNZ for Honorary members being exempt from paying affiliation fees. Moved Warren, Seconded Barry, Motion defeated.
Second proposal: That we delete Honorary Membership from Club Rules. Moved Alan, Seconded Peter, Carried. Rule 6: Proposed as attached, Moved Warren, Seconded June, Carried.
To action: Barry to alter the Constitution/Club rules
General Business:
Life Membership: Question raised by Rex, what is the terminology for life members, answer see; Club rule 5 b.
Daylight Saving: Avril suggested to give consideration to change playing time in autumn to 4.30pm. because of daylight hours. Proposal: That we start clubdays during the month of March at 4.30pm. Moved Avril, Seconded Rex, Motion defeated.
A big thanks to Avril, Ron, and Judith for their services on the committee in the past years.
Close:
The Meeting closed at 5.10pm.
Approved and adopted as a true and correct record:
(chairperson).................................................(date)
26 February 2006
Secretary
Rita de Beer
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