NOTICE IS HEREBY GIVEN, THE 65th ANNUAL GENERAL MEETING

NOTICE IS HEREBY GIVEN, THE 65th ANNUAL GENERAL MEETING

BikeNZ Road & Track - 2012 Annual General Meeting Minutes MINUTES OF THE 79th ANNUAL GENERAL MEETING OF CYCLING NEW ZEALAND FEDERATION INC (TRADES AS...

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BikeNZ Road & Track - 2012 Annual General Meeting Minutes

MINUTES OF THE 79th ANNUAL GENERAL MEETING OF CYCLING NEW ZEALAND FEDERATION INC (TRADES AS BIKENZ ROAD & TRACK) HELD ON 16-17 JUNE 2012, PEPPERS, CLEARWATER RESORT – CHRISTCHURCH

1.

ROLL CALL

BRT COUNCIL Garry Bell Mike Sim Mark Ireland Steve Hurring Brian Roulston Bruce Goldsworthy (Life Member) Ivan Aplin David Osten

BRT LIFE MEMBERS & PATRON Gordon Sharrock (Patron) Bruce Dawe TASMAN Ross Ellison Graham Henderson NORTHLAND Stuart Bell

AUCKLAND Kelvin McNulty Russell Scott Dale Johnson

CANTERBURY Syd Martin Leanne Crichton Kevin Searle

WAIKATO/BOP Graeme Bell Bev May Stephen Cox

MID SOUTH CANTERBURY Graham Howes Ian Kirkman

EAST COAST NORTH ISLAND Ray Brown

OTAGO Chris Henderson Glen Todd Jan McLelland

WEST COAST NORTH ISLAND Stephen Stannard Jeremy Cottam Robert Te Moana

SOUTHLAND Nick Jeffrey Lindsay Jordan Graham Sycamore (Life Member)

WELLINGTON Alan Rice (Life Member)

VISITORS Amy Dawe (wife of Bruce Dawe, Life Member) Kieran Turner (BikeNZ, CEO) Richard Leggat (BikeNZ, Chairman) Gina Benge (BikeNZ, Events Coordinator) Ken Lasenby (BRT Award Selector)

VOTING STRENGTH: Declared at 35

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BikeNZ Road & Track - 2012 Annual General Meeting Minutes

2.

APOLOGIES Steve Canny Ron Cheatley John McDonnell Bert McConnell Motion that visitors have speaking rights Ivan Aplin/Mike Sim Carried

The meeting commenced at 13.05 Kevin Searle (Canterbury) gave a Powhiri to the meeting and the NZ National anthem was sung in Maori and English. Syd Martin (Canterbury) welcomed everyone to the meeting.

The President, Garry Bell, chaired the meeting.

3.

MARK OF RESPECT Mr Bell asked all present to stand and observe a moment of silence for those members and associates, listed in the Annual Report (namely Ross Bush, Gordon Pulman, Sonny Anderson, Ralph Greenfield, Ken Baxter), who passed away during 2011.

4.

CONFIRMATION OF MINUTES The minutes of the 78th Annual General Meeting held in Auckland on 11 June 2011 have been previously circulated and affirmed by Council, subject to the correction that Gordon Sharrock be added as attending the meeting. Apologies given to Gordon. Ivan Aplin/Dave Osten Carried

5.

PRESIDENT’S REPORT Garry Bell presented his report as found in the Annual Report. Motion that the President’s report be accepted Garry Bell/Ivan Aplin Carried

6.

ANNUAL REPORT The draft Annual Report has been circulated to Clubs, Centres and Life Members. Garry Bell spoke on the report and thanked BNZ for collation of the reports. Correction: page 1: Patron (Gordon Sharrock) should be from “Wanganui” not Auckland. (a) Rob Te Moana pointed out a mistake in the Technical Report, Page 18, under Commissaire Development.

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BikeNZ Road & Track - 2012 Annual General Meeting Minutes

Reads “The Army has also affiliated to BikeNZ via Bike Manawatu”, it should read “The Army has also affiliated to BikeNZ via the West Coast North Island Centre”

Motion that the Annual Report be accepted Garry Bell/Mark Ireland Carried The corrections will be made and a hard copy printed and sent to each Centre. 7.

PRESENTATION OF ANNUAL ACCOUNTS The BikeNZ Road and Track accounts are set out in the Annual Report. Ivan Aplin presented the accounts. Motion that the Annual Accounts be accepted Ivan Aplin/Garry Bell Carried

8.

ELECTION OF OFFICERS Motion that Ken Lasenby and Kieran Turner be scrutineers Steve Hurring/Garry Bell Carried Each nominating Centre spoke to their nominations; after which the following candidates were successfully elected.

PRESIDENT VICE PRESIDENT ISLAND DELEGATES North Island South Island 9.

Ivan Aplin Steve Canny Dave Osten Brian Roulston

LIFE MEMBERSHIP Waikato/Bay of Plenty Centre spoke to their nomination. Beverley May was successfully elected as a Cycling New Zealand (BikeNZ Road and Track) Life Member. At this time Bev was congratulated by the meeting. The evening Awards dinner saw the official presentation to Bev May.

Motion that the voting papers (election of officers and Life membership) be destroyed

Garry Bell/ Mark Ireland. Carried

10.

AWARDS

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BikeNZ Road & Track - 2012 Annual General Meeting Minutes

Garry Bell noted that BRT have awarded these awards for 2011: 2011 2011 2011 2011 2011 2011 2011

Female Road Cyclist of the Year Male Road Cyclist of the Year Female Track Cyclist of the Year Male Track Cyclist of the Year Emerging Talent Junior Road Cyclist of the Year Junior Track Cyclist of the Year

Linda Villumsen Jesse Sergent Alison Shanks Shane Archbold James Oram James Oram Stephanie McKenzie

11.

CONSTITUTION AND RULE CHANGES – NOTICE OF MOTION None received

12.

REGULATIONS / RACING RULES – NOTICES OF MOTION None received. Mr Ireland explained that race rules were updated to the BikeNZ web following direction from AGM’s and Council meeting and on receipt of changes from the UCI.Ivan Aplin noted that as rules are no longer formulated at AGM’s, this section of the Agenda would not appear next year.

Item 14. The Chair advised that Fees (item 14) would be discussed prior to the Remits (item 13) to better link through to the Forum items.

14.

PROPOSED FEE STRUCTURE FOR 2013

Club Licence (U19, U23, Elite & Masters) Centre Licence (U19, U23, Elite & Masters) Junior Licence (U15 & U17) National Licence (U19, U23, Elite & Masters) International Licence (not incl Insurance) Technical Licence Replacement Licence Urgent licence processing fee (<10 working days to departure from when payment/form received) Affiliation – Centre to CNZ Affiliation - Club to CNZ Elite/U23 Road Champs entry fee Road Race Elite/U23 Road Champs entry fee Time Trial Club Road Nationals U/19 to Masters entry (per event) Club Road Nationals U15/U17 entry per event Track Nationals U/19 to Masters entry Track Nationals U15/U17 Track Nationals Team events NZ Registered Trade Team Annual Registration Fee

 

2010 $25 $40 $25 $80 $130 $30 $10 $30

2011 $25 $40 $25 $80 $130 $30 $10 $30

2013 $30 $50 $30 $95 $130 $30 $10 $30

$130 $130 $35 $25 $20

$130 $130 $50 $40 $25*

$130 $130 $50 $40 $25

$20 $5/event $5/event $20

$25* $10/event $10/event $20

$25 $10/event $10/event $20

$550

$550

$550

The proposed increase to the fee structures are noted in red. The entry fees (in blue) are noted only for reference, as these are now set by Council as per 2011 AGM decision

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BikeNZ Road & Track - 2012 Annual General Meeting Minutes

It was noted that in principle the meeting was reasonably relaxed about an increase but the feeling was much better information was required in relation to the justification and reasoning why a fee increase was necessary. This included the benefits overall to the athletes so that clubs could better inform their members. Garry Bell said the point was noted and Council would work with BikeNZ to produce information for clubs Kieran Turner noted that with next years membership review, BikeNZ would be looking to increase revenue by widening the membership base, not by charging existing members more. Motion – that the proposed fee increases for 2013 be accepted. Ivan Aplin/Steve Hurring Carried 25/35 Against 4 Waikato abstained (3) as they believed fee increase should increase the club fee to match the Centre fee, as a step towards the proposed BikeNZ two level membership model for 2014 Another 3 abstained

CYCLING NZ AGM ADJOURNED The meeting adjourned at this point and broke into 3 Forum Workshop discussion groups to brainstorm ideas on “How do we grow our Clubs. Centres and Regional capabilities.” Before breaking into the Forum groups, the Remits that required some formal explanation were presented and commented on by Council and the submitting Centre, as to which were either withdrawn or accepted to go forward for further discussion in the remit discussion groups. This saved valuable time in the overall formal remit submissions. BIKENZ PRESENTATION Prior to the groups breaking into working forums, BikeNZ CEO Keiran Turner presented the meeting with an outline of the BikeNZ Strategic Plan, listed the recent successes our athletes have achieved on the world stage and spoke about the plans to provide regional support for clubs and rider development Day one meeting adjourned at 5.30pm. Day Two meeting convened at 8.45am with the meeting breaking into the Remit discussion groups. NB: 3 members from Mid South Canterbury are no longer at the AGM – departing as at Saturday.

09.50am

BRT Road & Track Strategic Presentation 2011-2013

Ivan Aplin gave the presentation on what the council had achieved over the last 12 months and what was currently being worked on. The presentation also included traffic management and safety issues ranging from event endorsement for recreation rides to issues facing club events. Much discussion was held and delegates agreed that the issues around Traffic Management was a priority and that any action undertaken will affect clubs. Kieran Turner advised that BikeNZ has undertaken a considerable amount of work and that needed further

5

BikeNZ Road & Track - 2012 Annual General Meeting Minutes

financial assistance if this was to be completed as a priority. Delegates generally felt that this needed to be a priority and supportive of an approach to Clubs to assist by contributing $500 each towards costs to fast track completion of this work. Direction given to the meeting to inform clubs within their centres. Supporting documents will be circulated detailing the appropriate measures needed to be put in place for fast tracking the areas around traffic management, with a view to having it completed by years end. 13.

REMITS Note no formal voting required or undertaken, however each of the three forum groups reported back to the meeting with a summary view on each remit, to enable Council to get a feel for what the country wanted. Those views will then be passed through to the relevant Council/BikeNZ Working Group to formulate and action the necessary changes. 13.1. Change the period that the Annual Report covers, from the calendar year to an “AGM to AGM” report It is suggested that the Annual Report be changed to cover the “AGM to AGM” period to make the document more relevant and current for the AGM, by covering the previous race season and Council term. Submitted by Council Outcome. Supported

13.2. Centre Championships That all Centre road championships be on the same weekend. This will be one week prior to entries for New Zealand National Club Cycling Championships closing. Submitted by Canterbury Outcome that all Centre road championships be held within the same two week period. Council to engage the Events team and make recommendations.

Road Championships 13.3. Change the Time Trial distance for Elite/U23 Men for the Club Road National Championships Reduce the distance for Elite/U23 at Club Nationals from 40km to 25km. Submitted by Council Outcome from forums [Two groups agreed on 40km, one group prepared to reduce 25 km] Outcome Supported the adoption of being as close to 40 km as possible dependant on course topography and logistics surrounding the event. 13.4a Club Road National Championships 2013 That the 2013 Club Road National Championships are held in the first week of the 2013 School Holidays. Submitted by Cycling Southland

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BikeNZ Road & Track - 2012 Annual General Meeting Minutes

Dates of 18 – 21 April 2013 have been set by council

[Two groups happy to go with school holidays, 3rd group would like beginning of May. Informal Show of hands = 19 for above and =12 for Status quo = 1st wknd in May Outcome: that the consensus wanted future Club road championships to be held as near as feasible to include the school holidays, but acknowledge the challenges with Easter and ANZAC day, amongst other issues. The compromise would be to utilise the days leading into or out of the school holidays. 13.4b That consideration be given to the 2013 New Zealand Club Road National Championships be held within the 2013 April School holidays. Canterbury withdrew this remit in favour of 13.4a. 13.5a Elite Road National Championships course Vary the type of course used for the Elite National Road Cycling Championships, even when the event is held in the same city. Auckland withdrew this remit as comfortable that a review was underway. 13.5b U23 Men’s Elite Road Championship The U23 men’s race at the Elite National Road Cycling Championships should be run as a separate race. Submitted by Auckland Auckland withdrew this remit as this affected UCI points available which are an important element of the HP programme. 13.5c U23 Women’s Elite National Road Championships Introduce an U23 women’s grade at the Elite National Road Cycling Championships. Submitted by Auckland Outcome: The consensus of the discussion: that we explore the possibility of trialling this at Club Road Nationals. Events and Technical to give consideration and advise . Track Championships 13.6 National Track Championship be amended as follows: a)

The U19 National Track Championship events, other than the Omnium, be held in conjunction with the NZ Elite Champs in early Feb, and; b) The Elite and U19 Omnium events be held in conjunction with the National Age Group Champs in March. Submitted by Council Subsequent to this remit, advice just received of the dates for the World Cups and World championships, which may have implications for the dates suggested.

7

BikeNZ Road & Track - 2012 Annual General Meeting Minutes

Outcome: that the consensus endorsed the above remit subject to discussions with HP , but meeting strongly of the view that the Elite Track should not be earlier than February, regardless of World Cup dates. 13.7

Timing of Track National Championships All National Track Championships events to be contested within two four-day programmes (as per Oceania Championships) Cycling Southland withdrew this remit in favour of 13.6.

13.8

Qualifying age for Masters team events That the minimum qualifying age for Masters Team Track events be dropped, simply the team must comprise wholly of Masters riders. Submitted by Cycling Otago Grp 1 – leave as is Grp 2 – would Council too look at the most appropriate age, 120 may be too high if we are gong to encourage more teams Grp 3 – needs to be looked at regularly Outcome: that the consensus prefer that this remain as is being 120 year age restriction.

13.9a To include a scratch race and keirin for Masters Women at the Age Group Track National Championships in Individual categories or combined. Submitted by WCNI Grp 1 – events should be added Grp 2 – supported having other events Grp 3 – wanted more events

Outcome: that the consensus prefers more non-timed events and Council to review which events fit best into the programme. It was generally felt that the Kierin was not right event.

13.9b That to further encourage competition within the Masters categories at the NZ Age Group Track Championships the following be considered: (b) Alter the medal allocation for Masters Keirin so there are medals for M1, M2 and M3 (if numbers permit); Grp 1 no support Grp 2 supported the concept, needs work by Council on how it will work Grp 3 complicated, better to increase numbers and have separate race for each grade as a direct final Outcome: that the Council will look at feasibility of this. Council noted it is already looking into how medals are allocated for older Masters groups where fields might be small

8

BikeNZ Road & Track - 2012 Annual General Meeting Minutes

(c) Masters Team Sprint age categories be adjusted to the UCI standard. Change Team Event Age categories from 120 years to 130 or 135 as per UCI. Submitted by Auckland Auckland withdrew this remit as already discussed under 13.8

15

General Business Although these items had not been received with 35 days notice, the Chair permitted discussion:15.1 Graham Sycamore – Oceania track championships scheduled for end of Nov in Adelaide. Oceania Road Champs middle of March in Canberra. That is preferred date. Possibly back to NZ 2014. Oceania road calendar for 2012/13 year – poss Jan 2013, UCI wants Oct April – Western Australia, cat 1 stage race – not approved yet – mid April 2013 Oceania congress usually year following Olympics, scheduled for Adelaide end of November, if not then will be in March next year. World Cup Track – looking for host for 3rd event? Graham Sycamore - Composite teams for Age Group Track Champs – system very popular. Currently the system is noted in the entry forms, but no formal rules in the Racing Regulations. This has lead to confusion by some team managers. Recognised as a good pathway for smaller Centres who may not have enough for a team. Council / Tech Panel to review and confirm criteria. 15.2 Questions directed to the chair in regards to confirming the venues for the Club Road Championships. Advice confirmed that there will be 2 north Island venues and one South island venue, with the champs rotating through the 3 venues, as per previous Council minutes.. Keiran Turner advised on possible investment from City Councils to gain support. Trying to get a regional strategies in place to support the regions staging these events. The chair advised the meeting that many points raised have previously been circulated in the council minutes. Please take care in reading the minutes. Council welcome questions or clarification. It was clarified that Minutes are emailed to all Centres, Clubs and life members. A request to Centres, clubs – re-confirm your email address. Addresses to be updated on BikeNZ website.

15.3 Keiran Turner – Proposed changes to distribution of Gaming Funds.

9

BikeNZ Road & Track - 2012 Annual General Meeting Minutes

A poorly drafted piece of legislation which could have significant reduction of funding to our sector. BikeNZ opposed to the bill and email all clubs to respond as it has significant effect for clubs. Submission forms have been sent out to clubs. If we don’t get funds – many events may be in jeopardy. 15.4 Bruce Dawe – asked what action is being taken on Club and Centre forums (yesterday discussions) These will be collated and send out to the clubs/Centres.

16

2013 AGM VENUE Proposal: the intent is to try and combine the BRT AGM and BikeNZ and other Member Organisations. Kieran Turner advised – BikeNZ has changed its date to enable the 5 Member Organisations work towards one AGM. The benefits are in bringing everyone together and significant cost savings in running AGM and printing annual reports. Concept would be that the BRT part of the meeting would be run in same format as now, but over one day. The second day would be used on common themes across the codes & BikeNZ. Venue not yet decided. The meeting was generally supportive to the concept. Care should be taken in the adoption to further change. The dates will be confirmed. Aiming for end of May early June. The venue will most likely be in the North Island

17

CLOSURE Garry Bell extended thanks to Patron, Gordon Sharrock, the Life Members and Centres for their support and attendance at the AGM and to the Canterbury Centre for organising and hosting the AGM and the Awards Dinner – also thanks to Kevin Searle and to the Villa Maria girls. He also thanked BikeNZ Road and Track council and the Centres for their support during his time as President. “Together we can take this journey further.” Gordon Sharrock thanked Garry Bell for chairing the meeting and for his services and best wishes to Ivan Aplin as the incoming President. The meeting also thanked Kay Webb for taking the minutes over the last two days and for volunteering her time to assist with the meeting.

Meeting closed at

12.23pm.

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