INSTITUTE OF QUARRYING NZ INC Minutes of Meeting held at the Brentwood Hotel, Christchurch at 11 am Monday 11 September 2006. Meeting began at 11.00 am, with Steve Ellis welcoming everyone. Present Steve Ellis, Brian Bouzaid, George Kelcher, Murray Discombe, Andrew Dronjak, Warwick Leach, and Tony Adams. Taking minutes Christine Dodds. 1. Apologies: Nevil McKinley [his nomination to the Executive Board at AGM was invalid]. 2. Minutes of Previous Meeting: Dronjak/Discombe: Moved that minutes of last meeting be accepte 3. Matters Arising: Membership costs Member vs. Associate and recovery cost of joining. Cheque to come with application and be held in bank? On spreadsheet for registration need to create a column to affix payment for membership grade. Review fees based on CPI rather than 12 months out at AGM. [10% next year and back for 2.5 for the next five years to bring us back into line approved]. On election membership fee is banked, it is not banked until such time as the application is accepte Review clause to say that fees change from time of review. Full fee to be charged, not a pro rata costing. All agreed that application for membership is to be accompanied by a cheque. Full fee for part year or pro-rata. When these are approved in the last two months the membership starts in the new financial year, otherwise full fee is payable. Actions: 1. Taranaki Branch to receive $500 for Murray s talk details in previous minutes. 2. Email or letter to confirm with Andy Loader & Andrew Robertson scope for judging Winstones Award and to formally thank them regarding 2006 Conference. Attach in letter to Chris Ellis, and copy Steve Dohnt, recommending requirements/guidelines for Winstones Health and Safety Awar No cost incurred this year but may need to discuss for next year and have an agreement regarding what expenses will be pai 4. Correspondence: a) Read Ken Macleod s resignation letter, send a reply thanking him. Page 1 of 6
b) Letter re insurance on indemnity policy now $1700 annually. Need to get a copy of the policy and also prices locally in Christchurch. What should IoQ be insured for as a non-profit organisation? Scan policy and send to boar c) Hasties [Accountant] agreed to accruals for Webster Fund; interest should be in there as well which Russell has worked out. Russell talked to the Websters and agreed this is a fair number. 2006 accounts investment as of August this year is $44K in Webster scholarship account leaving $80K investe Webster Fund to be held in a separate account to return its own profit. IoQ contributes to this fund every year and therefore drawings need to come out of there also. Training paid from main account and refunded when UDC rolls over; Websters pay 1/3 rd & Exito 2/3 rd. Need a 1/3 rd from IoQ up front to be refunded from Webster account. IoQ contribution is decided at board level; go back to Russell to find out the IoQ commitment. Next meeting resolve this issue. Decide on how R Picard account is finalized; account to be forwarded to Exito and copy to Tom to get 2/3 rd rebate. Email from Russell re interest payable read to Board and all agreed; investment for fixed term and some on a roll over call account 1 monthly. Trustees are Russell Vickers, Brian Bouzaid, Tom Reece and Robert Webster. Action: 1. Check 2002, 2003 historical data on IoQ contribution. d) Jim Macdonald Lectures: Read out letter from Ian Roger [Metso] re lecturer tour plan going forward $10K every two years which Metso will look after. George will check with Russell re funding and get back to the Boar A very good proposal from Metso. Point on Metso proposal #6 has agreement by both parties. Invite Metso to take guest slot at branch meetings for the remainder of this year. Accept letter but clarify point 6 to be agreed between parties. Find out status of funds 05/06 $3K and 06/07 $3K and funds will go into bank rather than be used for guest lecture this year and start next year with a clean slate. Barmac tour will be in November. e) Exito: Tom Reece would like a letter of support from the IoQ for the new Bachelors Degree. Dronjak/Leach: Moved that a letter be sent to Tom giving support of this industry. Action: Exito meeting minutes read out from their last meeting. Discussion re SAGs and voting rights. Send questions through Secretary to Tom Reece for the board meeting seeking clarification. Page 2 of 6
1. Send Brian an email and he will scribe questions to be tabled at Exito Board meeting. Bouzaid/Kelcher: Moved that questions in reference to the minutes SAG Operations/voting rights will be sent to Tom Reece and copied to Bill Edie and Brian Bouzai 5. Nominations to Board: Nevil McKinley s nomination: Seconder was not a member. If you check the rules one must be a member to nominate and to secon People attending meetings and are not aware of voting process; this will be stated at AGMs. We have another nomination, Les War List of rules we have to adhere to, therefore the vote for Nevil is not vali An Associate is not a corporate member; only Members, Fellows and Honorary Fellows have voting rights at AGMs. Kelcher/Bouzaid: Moved that Nevil s vote is not valid as per rules. Discussion: To fill vacancy put Nevil s name on the board and Les Ward, as there are two positions to be fille Nomination for North Island [north of Taihape]. What qualities can the new person bring to the IoQ? Les Ward s qualities and strengths: he has a background in quarrying, works for Metso, is Secretary for Waikato Branch and Warwick fully backs his nomination. Les is also computer literate and can read balance sheets and will be funded through his organisation. Nevil McKinley attends all meetings and has done so for many years, very quiet and recently elected to Auckland board, works behind the scenes, however has not had a managerial role. Looking to the future and having a succession plan, the Board needs people with these skills. Kelcher/Bouzaid: Moved that Les Ward be seconded onto this committee but he will have no voting rights until the next AGM. d Action: 1. Write letter to Nevil explaining situation, Steve will phone him beforehand Talk with Fulton Hogan, Ravensdown and Winstones for options to add value before filling the South Island position. 6. Membership: Work on membership at branch level as pay a fee to UK for each person on database. Actions: Page 3 of 6
1. Send database of Otago/Southland outstandings to George. 2. Check Richard Hardwick s account. 3. Add footer to database [as at a particular date] and resend to boar Numbers on Certificates certificates from UK had registration numbers. As a result we should discuss and establish one for future certificates. Believe when we became independent in 1999 we stopped having the reg. number. Every new certificate to have a number and assign numbers back and to keep same numbers for upgrades. Ask for certificate numbers from the UK. Format to be NZ 0001 etc. Anyone requesting new certificates with the number on it will have to pay $30. 7. Communications: Still plenty of hits on website therefore could charge suppliers who want to advertise on the website either a yearly fee or hook on fee. Figures for hits quoted 37% NZ, 13%UK Australia 4% and 51 hits from Chile. Post conference August reports page, newsletter, conference programme, employment, and board structure. Photographer at conference was expensive so is Murray keen to look at doing this? I have used some from the photographer. Next meeting ask Les to look at suppliers to increase revenue re website. 8. Newsletter: Warwick has an article for newsletter plus photographs. Advertising Steve to cover advertising cost [price of mail out]. $200 for advertising per page in the newsletter $120 half page and $70 for quarter of a page plus GST. Brian a page for Wellington Conference and Andrew also has an article. Thank you to Ken Macleod & Duncalfe for work on board, also welcome to Les War 9. Financials: Every member present at this year s AGM to receive a copy of the financials but board to receive first and can comment. Check on the date to get accounts back and ratify local Christchurch auditor. Current accounts $77,800 of equity is IoQ s. Operating balance is not looking flash. Conference losses. UDC with joint conference account $25K one of the reinvested at 6.4% one is to be called Webster Trust check the number. Bouzaid/Discombe: Moved that IoQ will not use Accountants for next financial year as Secretary/Treasurer role can be carried out by Christine Dodds. Page 4 of 6
Kelcher/Dronjak: Auditors be appointed, subject to quote from Craig Hastie by email once accounts are finishe When Financials completed, thank Craig [state that we would like to use them from time to time]. 10. Conference: Conference this year has made a loss of $22 25K. Number of reasons and there is also a cash flow problem. A number of conference calls to discuss issues and today debated what Secretariat will be doing going forward; has till end of November to clean up all the unpaid accounts and situation will be reviewed including a full audit at the end of September. Executive also has to review their position in managing processes such as tabling budgets. Must be run as a business and make a profit. Clarify with Greg Bondar registrations for George and Andrew. Decide on a dollar amount for gift to IQA greenstone. Russell has offered to do gifts for the President s at Auckland conference. All agreed a gift be taken to IQA from IoQ. Steve will have a Report for George; Brian will do a report on Wellington Conference and Hong Kong. Steve Ellis and Andrew Dronjak both booked for Hong Kong. CD to check re dress code for Hong Kong. When email comes in with other Caernarfon Award presentations send these on to board members. Brian to write a letter regarding the dates for Presidents Meeting, Brian Bartley to manage the Presidents Meeting or be a key speaker given he was the first. Formally request Australia to support New Zealand in this request. 11. General Business: Good meeting today. Conference issues re future - sit down with AQA to discuss what we do for the future, whether it will be in house, supporting them or whatever, however need a plan to raise funds for IoQ. Next Joint Conference meeting 5 th December in Wellington to get back to AQA on whether IoQ will be present for this meeting. 12. Next Meeting Dates: Email and contact as necessary, between Christmas and March next year. Telephone conference calls if necessary. Send a monthly summary via email to board members stating outstanding accounts and money in bank for each month etc. Brian and Steve to check on telephone conference costs. Page 5 of 6
Funding issues, give thought to putting together some gold, silver & bronze scenarios from suppliers and get back to George so that we are down the track before next conference, Fleetlink, UDC, Telecom etc. Save money and generate some income. Confirmed that Warwick will be next Vice President. Meeting closed at 4:05 pm. NB: Email form for reimbursement of expenses to Tony Adams. Signed: President: Date: Page 6 of 6