ULYSSES CLUB OF NZ INC. ANNUAL GENERAL MEETING, OAMARU 16 th MARCH 2002 WELCOME AND GREETINGS The President, Don Burrows, took the chair and opened the meeting at 10.00am, welcoming all present members, partners and friends. Special mention was made of those members attending from Australia and U.S.A. Mr. Burrows thanked the host branch, Oamaru, for all their hard work and preparations. BUSINESS 1. Apologies: Alan Butler (4067), Hawke Bay; Andrew (40) & Pam (1600) Montgomery, Lower Hutt; Ken (482) & Valerie (2729) Cotter, Whakatane; Bill Veitch(190), Otago; Tony Wilson (10), Hawkes Bay; Dave Willingham (6), Hawkes Bay; Keith Butterworth (444), Rotorua; Phil Caine (4204), Auckland; Peter Hammond (51), Hawkes Bay; Jim (1729) & Sally (1811) Simpson, Gisborne; Peter Farrell (4440), Manawatu; Greg (2262) & June (2435) Bailey, Hamilton; Robyn (1595) & Tony (982) Evans, Wellington; Vicki McCarthy (4759), Wellington; Norman Foster (1582), Kapiti Coast; Clive Whitham (3614), Wanganui; Warwick (4208) & Angie (4238) Buchanan, Wanganui; Graham (103) and Colleen Whale, Tokoroa; Graeme (4187) & Michele (4186) MacDonald, Tokoroa; Alan (2640) & Susan (2692) Haughey, Tokoroa; Tony (743) & Trish (1800) Andrew, Tokoroa; Graeme (865) & Kath (2865) Pedersen, Tokoroa; Keith (4700) & Julie Kelly, Tokoroa. 2. Minutes of AGM, Whangarei, 2001 These minutes were run in the December magazine. Moved: Tom Jones Seconded: Gavin Nash 3. Matters arising Moved by Jill Warhurst that section 3 be taken as notes only as these were merely comments removed from Minutes. Seconded: Carol Evans Mr. Burrows asked that the minutes, with the above removal, now become accurate. Moved: Noel Matthews Seconded: Colin Ottaway
2. AGM 16/03/2002 cont.. 4. Presidents Report It is with much pleasure that I present this report on our last year of operation for the next time it will be the next elected President s responsibility. The year s operation has been very successful and the Club is now in a very sound position in all areas. I will outline these briefly. The Committee has worked together as a team over-coming the difficulties of distance to meet. Initial meetings soon showed that much discussion that had taken place over previous years did not exist in written form. The outcome was that there was a lack of recorded policies to address issues that often crop up at times from newer members and Coordinators. Lance took the job of collating as many existing policies as possible into a folder for the benefit of following committee members and Coordinators. The Committee sought to make it s dealings fully open and accountable, with Lance s full minute taking and the information then being sent to Branch Co-Odinators to advise their own Branch about the decisions and events National Committee was involved with. A number of long and short-term goals were established for the good and welfare of our Club. The long-term goals were: to establish closer ties with the Australian Club, increase membership by 5%, decrease membership non renewal rate by 2%, to further refine the activities of the National Committee. Short-term were: to reprint during 2001 an up-dated Directory, review the three year subscription, review the joining fee and application for membership format, upgrade the computer facility, draft the National Committee policies and share with membership through Coordinators. I am proud to be able to report that we have made links with the Australian National Committee towards the establishment of a Ulysses International Club, membership overall remained fairly static although membership was up at the end of year, gains made were negated by people who did not renew. A new format Directory was made available in time for the summer touring season to members through their Branch s, a yearly subscription was looked at, but left to obtain further information, although it may sound simple it contains many implications for a committee in it s current format. The results of other short-term goals are contained in other areas of this report. Neville and Diana together kept an eye on the gear and apparel. New items that appeared this year were the merino jersey and polo fleece jacket. The Magazine went from strength to strength with each edition thanks to Alan s efforts, the editorial contribution of Peter Farrell. We also acknowledge the superb efforts of Taieri Print who print and distribute our new look magazine the ULYSSIAN.
3. AGM 16/03/2002 cont.. Lyn kept the membership records on track and it was during the middle of the year a new database was set up using Microsoft Access Office. Here I would like to acknowledge the efforts of Ian Beck #3219 who in his own time developed the new programme from the old DOS based programme and continued to fine tune it as time progressed making recording and dispensing of information much simpler. Barry looked after our finances and his efforts are reflected in the financial report as published in the March Ulyssian. His report will be presented shortly. Overall the Committee believes that costs must be kept to a minimum and in a user pays principle where this is appropriate. We all get nothing for nothing these days unfortunately. So, all in all, I can report that a solid foundation has been laid for the next Committee to build upon. Also I would like to acknowledge the efforts William Glendenning has put into maintaining the website for the information it contains and the chance for members to communicate their views and opinions. Ladies and Gentlemen, fellow Ulysses members from all over New Zealand and from Overseas, I proudly table my report at this, the Oamaru AGM in 2002, knowing that the Ulysses Club of NZ Inc. is in good heart, is in a strong financial position, and is poised to move into the third and fourth years of the 21 st Century as a Club that will go on leading the way in the enjoyment of things motorcycling. To the new Committee, be assured that the outgoing Committee has pledged to provide any assistance we can to make the future of our Club bigger and brighter. To the membership, I only ask that you stand tall and stand beside those willing to make the sacrifice for 2003-2004 and make us an organization that will be the envy of all others. Moved: Don Burrows, National President - outgoing Seconded: Des Chiles Matters arising from the above: Nil 5. Financial Report All members present have a copy of the report for perusal Moved: Barry Perkins Seconded: Colin Manion Queries: Barry Perkins explained high legal fees cost of re-registering club logo stands for 14 years
4. AGM 16/03/2002 cont.. Frank Foster queried that software of $2500 not accounted for in accounts. Barry Perkins clarified that this expense, although approved at the last meeting, would fall in current years expenses only spent in February. Frank Foster queried gross profit dropping by 6% on sales pointed out that costs had increased but prices had remained the same. Moved: Des Chiles Seconded: Phil Murch 6. Matters arising from Report: Nil 7. Coordinators Report Barry Hamilton welcomed all and reported on the Coordinators meeting held on 15 th March 2002, covering the following: Life Membership discussed and voted Remits: 1. That all new members receive a free membership directory, supplied by Ulysses Club of N.Z. Inc. National Executive as part of their joining package. Proposed by Wayne Painter 1756 Seconded by John McFarlane 3817 Passed at Coordinators meeting 2. That all current financial members receive a free membership directory, supplied by Ulysses Club of N.Z. Inc. National Executive every third year on membership renewal with an annual printed amendment list. Proposed by Wayne Painter 1756 Seconded by John McFarlane 3817 No recommendation made at Coordinators meeting Resolution: That Rule 30(a) be amended to read: The office bearers of the branch who shall be; (i) the co-ordinator or President (ii) the Vice co-ordinator or Vice President (if the branch requires) (iii) the Branch Secretary; and (iv) the Branch Treasurer; or (iii) the Branch Secretary/Treasurer Proposed by Roy Watson 2748 Seconded by Colin McKeown 2561 Passed at Coordinators meeting Ambulance Badges recommended that this issue to be taken back to Branches for re-assessment of significance of the run Annual Subscriptions vs 3 year Subscription Recommended that new members be able to pay joining fee plus first year subscription and thereafter 3 yearly to be ratified by incoming committee Reported that Des Chiles accepted as 2007 host Moved: Jill Warhurst Seconded: Paul Sellars Carried
5. AGM 16/03/2002 cont.. 8. Remits and Resolutions/9. Voting on Remits Don Burrows asked the meetings consent to use show of hands with card for voting purposes agreed 1 st Remit Wayne Painter presented remit to floor - in favour unanimous carried 2 nd Remit Wayne Painter present remit to floor - issues discussed: Wayne Painter idea to make it an addition to the magazine for up-dating Peter McIntosh all members get original and then receive an up-date yearly in magazine of additions and deletions John Wards query up-dating on Web site Don Burrows pointed out privacy issue in connection with Web site agreed by William Glendenning Earl Blackewell pointed out March magazine better idea Jo Lowe pointed out the cost factor of sending the directory out Hugh Gilbert suggested available upon request by e-mail, quoting membership numbers verifying proof of membership Vote: Against Remit lost Resolution Colin McKeown presented resolution to floor in favour carried 9. Voting Don Burrows asked that the postal votes be destroyed Moved: Harry Mills Seconded: Phil Murch Carried Postal votes duly destroyed 10. Life Membership presentation Barry Partridge announced result John Jones (JJ). Person selected not in attendance, Tom Jones asked to accept on his behalf accepted. 11. General Business Bruce Graham, Australian Member, read an e-mail from Ian Rawlings National President, Ulysses Club Australia Frank Foster bought to attention of the meeting the subject of Editor suggest by Don Burrows to hand over to the New Committee Nat Com to appoint Editor Moved: Blair Campbell Seconded: Ian Robertson 12. Election of Officers Don Burrows addressed the meeting clarifying that in order to be consistent with information that had already been published, 19 th January 2002, this meeting would adopt the understanding that all Nominees Proposers Seconders
6. AGM 16/03/2002 cont.. For National Committee be present at the meeting. Lance Nixon clarified that the decision to have all present was made in good faith in a situation without precedent and at a time when no nominations were forthcoming. Consent from the meeting was called aye carried. Moved: Don Burrows Seconded: Jim Feach (Is this name correct?) All existing National Committee members left their positions. Barry Hamilton called on Frank Foster to Chair the election process. Frank Foster took the Chair and offered thanks to the outgoing Committee for all their hard work and dedication, and re-iterated that only financial members could vote and clarified rule 36A regarding voting a vote would only be called for if there were more than one person nominated for a position. The following members were called to the podium and asked to present their CV s: 1. PRESIDENT: Peter McIntosh Mover: Wayne Painter, Seconder: Colin Manion 2 VICE PRESIDENT: Alan Sciascia Mover: Wayne Painter, Seconder: Dale Painter 3. TREASURER: Stuart Burns Mover: Tony Baker, Seconder: Garry Dixon 4. SECRETARY: William Glendenning Mover: Michael Ingham, Seconder: Harold Fennell 5. COMMITTEE MEMBERS: - Peggy O Neal Mover: Noel Matthews, Seconder: Wayne Painter - Malcolm Booth Mover: Wayne Painter, Seconder: Dale Painter - Gordon White Mover: Garry Dixon, Seconder: Tony Baker Newly elected National Committee took their positions.
7. AGM 16/03/2002 cont.. Peter McIntosh, newly elected President, thanked Frank Foster and the out-going Committee, and thanked the new Committee and assured everyone present that he and the Committee would continue do their best for the Club. 13. 2003 ANNUAL GENERAL MEETING It was announced by Tom Jones that the 2003 AGM would be hosted by Hamilton Branch over the weekend of 14 th /15 th /16 th March. 14. SHORT ADDRESS John Baker John Baker concluded his address by wishing the new National Committee the best of luck. THERE BEING NO OTHER BUSINESS THE MEETING WAS CLOSED AT 11.52am.