CHRISTCHURCH TRAMPING CLUB MINUTES OF COMMITTEE MEETING Held on Monday 9 th June 2008, 7.30pm at 20 Avro Crescent. PRESENT: IN ATTENDANCE: APOLOGIES: Richard Wills, Malcolm Carr, Rex Vink, Andrew Turton, Steve Bruerton, Warwick Dowling, Alan Ross, Susan Pearson, Ken Brown, Peter Mortlock, Jenny Harlow David Henson David Ellison Smith, David Watson, Ross Ogden, Adrian Busby MINUTES OF THE LAST MEETING Richard Wills amended training course dates mentioned under Gear to 21-22 June. Rex Vink proposed that the minutes of the last meeting thus amended be accepted. Carried. MATTERS ARISING: INWARDS: Rex Vink reported that he has spoken to the Woodhams with regard to their resignation but they wished to continue. A short piece was included in the last newsletter and they have been resigned on the database. Subs Selwyn District Council rates invoice, letter outlining how draft budget affect rates, draft Annual Plan 2008-2009 Notes, feedback form [original invoice to to Malcolm with copies of other enclosures; originals of enclosures to Dave Watson with copy of invoice; copies of all for file) Emailed request from Summit Road Society for letter of support for their application to Lotteries Commission for a grant to produce an updated interpretive booklet for the Port Hills. Public Access New Zealand sub renewal request ($50) SGS to arrange Building Warrant of Fitness inspection for club hut (WOF expires 30 June 2008) passed to DW for action Meridian bill New members application Mette (to Susan) FMC late nomination for exec (Barbara, Rangiora) Canterbury Horticultural Society, invoice DOC recreational user group meeting 4 June DOC acknowledgement of Woodstock Pastoral lease submission ECan cheque for $1040 for No Green Needles FMC executive minutes for March 08 and November 07 Summit Road Society invitation to mid-winter dinner, Saturday 21 June Change of address Paul Reid Westpac statement Printstop invoices g:\ctc\minutes\2008-09\committee meeting minutes june 2008.doc 1
MATTERS ARISING FROM INWARDS OUTWARDS: Letter of thanks to Richard Lobb re editor duties Letter of support for Summit Road Society for their application to Lotteries Commission FMC AGM delegate form (Peter Mortlock) FMC AGM proxy form (proxy David Round, to exercise 1 of our 3 votes) Letter of thanks for donation to Alan Ross Letter of appreciation to Merv and Stella Woodham on their resignation Submission on Woodstock Tenure Review MATTERS ARISING FROM OUTWARD MEMBERSHIP TRIPS ACCESS: CLUB HUT: GEAR: Andrew Turton proposed that Honora Renwick s request to become an Associate Member be accepted. Carried. Susan Pearson reported new members applications. Alan Ross proposed that new membership applications from Greg (Fredrick) Hill, Bruce Cameron, Katy Patterson, Andrew Proffit, Sam Cook, Kirsty Hazell, Mette Riger- Kusk, Liz Van Ekeris, Diane French be accepted. Carried. An application from Jason Stossel (would have been couple membership with Kirsty Hazell) be held over until Jason has completed his qualifying trips. The Committee noted the resignation of Helen Wilson. Preconditions for membership were clarified using the Rules which state that application for membership... shall be made after the applicant has done a minimum of three days tramping on at least two Club trips. This means that classroom based training such as the Meteorology Course should not in future count towards qualifying trips. This will be made clear for such courses in future. In this instance the indication given to applicants that this course would count will be honoured. Andrew Turton reported on weekend trips. Jenny Harlow reported on day trips No problems reported Dave Watson not present. Richard Wills reported that the Club will be applying for a further grant from the Lions Foundation: twelve months after the previous application is the interval recommended by the Lions. The application will be for equipments specifically for training courses including ropes, harnesses, carabiners, prussiks, crampons (4 pairs), and snow shovels. Action Rex/Jenny g:\ctc\minutes\2008-09\committee meeting minutes june 2008.doc 2
SAR: FMC: DOC/CONSERVATION: The Committee discussed the inclusion of ropes in the list particularly in view of an earlier discussion (see minutes June 2005). This Committee meeting agreed that ropes should be included in the list. These will be considered training resources, kept under the control of the Training Officer, and not used or leant as part of Club Gear for use on trips. Richard Wills explained that ropes used for training are not expected to be subject to shock loading and that double rope safety precautions are used on Vertical Ropes course. The exact resolution for the application will be made at a future meeting of the Committee. Nothing to report Peter Mortlock is to attend the FMC AGM on 14 June in Christchurch and exercise two of the Club s three votes. David Round has been nominated as proxy to exercise the remaining vote. The Committee discussed the nominations for FMC President. Peter Mortlock proposed that the Club should vote in favour of Rob Mitchell. Carried. Secretary to instruct David Round to exercise the proxy vote in favour of Rob Mitchell. David Henson updated the committee on the state of the proposed Cass windfarm: this has not yet been notified but is still expected shortly. The committee discussed the recent public discussions on this. Warwick Dowling proposed that this Committee affirm the decision made by the previous Committee on 11 February 2008 that David Henson prepare a submission for the Club based on the documents circulated before the February 2008 committee meeting. Carried. As discussed in February, David Henson will discuss the submission details with a subgroup comprising Warwick Dowling, Richard Wills, Malcolm Carr, Jenny Harlow. David Henson noted that he will be overseas from 9 August. Warwick Dowling summarised a current proposal to relax some building code controls for backcountry huts. Andrew Turton noted that this issue has come up before and that requiring backcountry huts to meet the normal building control regulations can be linked to pressure to remove huts. The committee agreed that Warwick Dowling write to DOC on behalf of the CTC in support of a relaxed building code for backcountry huts. Andrew Turton reported on the DOC quarterly meeting. Amongst other matters, Ranger Biv is to be retained and the Mt Oxford-Wharfdale track recut. Peter Jenny Warwick g:\ctc\minutes\2008-09\committee meeting minutes june 2008.doc 3
SOCIAL: TRAINING: NEWSLETTER: FINANCIALS Alan Ross reported. Peter Mortlock suggested an oldies social in November/October: Peter to liaise with Alan Ross. Richard Wills reported. Jenny Harlow proposed that the club purchase a copy of Penny Goddard s new avalanche handbook from the NZAC. Carried. The Committee discussed arrangements for picking up the newsletter from the Printers and getting to Club for newsletter folding. Acting Editor Richard Lobb will be overseas from August onwards and in any case it may not be convenient for him to do the pickup. Warwick Dowling volunteered to coordinate pick up arrangements: he should be able to do it himself most months and can also call on Alan Ross/Jenny Harlow and (subject to Jim s acceptance) Jim Western to help if he is unavailable. Warwick to talk to Richard Lobb Malcolm Carr presented financials Cash account figures from 1 May 08 to 31 May 08 Opening balance $874.53 Cash in $3293.00 Cash out $733.16 Closing balance $3434.37 Bills for payment Meridian $21.43 Rex Vink $95.65 postage Cant. Hort.Soc $203.00 PrintStop $78.53 Rates $143.85 FMC $2400.00 FMC levy Rex Vink proposed that expenses above be accepted for payment. Motion carried. Warwick GENERAL BUSINESS ASSOCIATE MEMBERSHIP CATEGORY Susan Pearson raised the situation of people who do not live locally and who tramp with the Club regularly but not frequently, for example two men from Auckland who for some years have been doing one or two trips a year. Susan expressed the view that it would be safer and easier if they were on the membership list, had access to the information they needed through newsletter/website, and could be dealt with by trip leaders as members instead of outsiders. Associate membership would meet the needs of these members, but under the Rules associate membership is intended for people who have been ordinary members. Warwick Dowling proposed that the Committee, when Jenny g:\ctc\minutes\2008-09\committee meeting minutes june 2008.doc 4
necessary, exercise its discretion and offer Associate Membership to people who have shown a regular commitment to tramping with the Club but who live remotely from Christchurch. Carried. The committee noted that in such cases it is envisaged that the committee will take into account both where the person lives and their Club tramping history and will consider the circumstances of each case individually. NEXT MEETING: Meeting closed. Monday 14 July, 7.30 pm Jenny s house 20 Avro Crescent, Hornby (349 2280) Supper: Peter Mortlock and Ken Brown g:\ctc\minutes\2008-09\committee meeting minutes june 2008.doc 5