p1 of 8 EXECUTIVE MEETING MINUTES DATE 21st March 2015 VENUE Nelson Tahuna Beach Holiday Park Meeting Start: 09:20 Present: Robin McNeill, Peter Wilson, Owen Cox, Phil Glasson, David Barnes, Sally Johanesson, Lesley Topping, Laura King, Nick Plimmer, Pat Holland, Rob Mitchell, Charles Verry In Attendance: Jamie Stewart (Administrator), Beverley Holder (Financial Controller) until 12pm. FORMAL PROCEDURES Welcome: The President welcomed members and especially Charles Verry who was co-opted to the Executive for this meeting and Beverley Holder (Financial Controller) attending the morning session Apologies: Conway Powell, Dennis Page, Rob Brown THAT the apologies be accepted (David Barnes/Nick Plimmer) CARRIED Confirmation of previous minutes: THAT the minutes from the November Executive Meeting be approved (Lesley Topping/ David Barnes) CARRIED Matters arising from the Minutes: Action. Peter Wilson to circulate Club visits list Action. Robin McNeill to contact Nicky Wagner regarding Conservation Boards Action. Laura King to contact the Walking Access Commission (Geoff Holgate) regarding Lees Valley. Confirmation of Email Decisions: THAT in accordance with Rule 6(e) Charles Verry be co-opted to the Executive to fill an existing vacancy. (Robin McNeill/Sally Johannesson). (Yes: Nick Plimmer, Phil Glasson, Rob Brown, Pat Holland, Peter Wilson, Rob Mitchell, Dennis Page, David Barnes, Owen Cox.Did not vote: Conway Powell, Laura King, Lesley Topping) Moved from Chair. CARRIED GOVERNANCE AGM Rule Changes:
p2 of 8 Phil Glasson introduced the paper listing the final wording of all the Rule Changes related to the method of electing the Executive and the function of the AGM. THAT the Rule Changes as outlined in Appendix A be approved by the Executive for submitting to the June 2015 AGM for confirmation. (Phil Glasson / David Barnes) CARRIED Executive Election Review: Phil Glasson spoke to a paper suggesting an approach to this years nomination procedures. THAT this meeting endorse the idea that those Executive members who intend standing for election at the 2015 AGM be expected to have their nominations in the hands of the Administrator by the first closing date for nominations and should not presume that if this deadline is missed that they will be nominated or coopted by some other means (Phil Glasson/ Rob Mitchell) CARRIED THAT all nominees for election to the Executive at the 2015 be expected to provide a profile and photo of themselves in the outdoors for circulation to clubs before the 2015 AGM. This information to be provided at the time nominations close. (Phil Glasson/ Rob Mitchell) CARRIED Action. Should we give Individual Supporters more rights in our Rules as they are an increasingly important part of our membership? Lesley Topping, Laura King, Robin McNeill, Phil Glasson to constitute subcommittee to investigate. President/Vice President Terms: There was a brief discussion about the difficulty posed by the present rules regarding the 3 year term restriction on President when the appointment to President is made at a time other than an AGM. THAT a rule change be prepared urgently for the 2015 AGM which clarifies that the 3 year term restriction applies to 3 nominated terms and that any period less than 1 year where a person is appointed to fill a vacancy does not count in the 3 years. (Phil Glasson/David Barnes) CARRIED Action. This Rule change is to be drafted by Phil Glasson and reviewed by David Barnes THAT the Rules relating to the election of and length of terms of office for the President and Vice President be referred to a subcommittee to report back to the August meeting. (Phil Glasson/David Barnes) CARRIED The sub-committee will consist of Phil Glasson who will circulate ideas to the whole Executive for feedback.
Maraewhenua Trust Representative Appointment: p3 of 8 THAT Graham Lythgoe be reappointed as FMC s representative to the Maraewhenua Trust. (Moved from Chair) CARRIED Graeme Lythgoe to be asked to provide a report to the next Executive meeting ADMINISTRATION AND FINANCE Correspondence: THAT the correspondence lists as provided for viewing in advance of the meeting be approved (Rob Mitchell/Phil Glasson) CARRIED List of Payments: THAT Transfers and Payments amounting to $798,283.96 be approved. (Phil Glasson/Sally Johannesson) CARRIED THAT FMC set up a second bank account for administrative purposes with the same signatories (Robin McNeill/Sally Johannesson) CARRIED Finance: Beverley Holder circulated the draft Annual Accounts for year ending 28/2/2015 THAT the draft Annual Accounts for year ending 28/2/2015 be accepted. (Phil Glasson/Sally Johannesson) CARRIED Meeting Dates, Locations & Venues 2015/2016: AGM The AGM has been confirmed for June 13 th at Trevino s in Christchurch. The theme is to be Volunteer Involvement in Hut and Track Maintenance. The Executive meeting will be held in the same venue on June the 14 th. The Executive meeting will finish at 16:30. There is a need for further promotion of the AGM. A Flyer to Clubs was suggested. There is a need for proceedings or pamphlet to follow the workshops. A Dummies Guide to hut and track maintenance. The sub-committee to organize the AGM program will be: Robin McNeill, Pat Holland, Laura King and Rob Mitchell. Future Executive Meetings
p4 of 8 The 29 th August Executive Meeting will be at Wellington Airport (start 9.30am: finish 4pm) The 14 th November Executive Meeting will be at Wellington Airport (start 9.30am finishes 4pm) BUSINESS PLAN AND BUDGET Business Plan: Jamie Stewart introduced a draft Business Plan which was discussed in detail. Action. An organisational structure chart is to be inserted. Action. A subcommittee is to review the plan further and report back to the June meeting (Robin McNeill, Rob Mitchell, Owen Cox). Action. Any further comments by the Executive should be provided by the end of April. Budget: Jamie Stewart spoke to the proposed budget which had been previously circulated THAT the budget as presented be approved noting it had a deficit of $47,310. (Phil Glasson/Owen Cox) CARRIED PRIORITISED ISSUES Outdoor Recreation Consortium: The spreadsheet of projects approved by the ORC which had been circulated was discussed. There was brief discussion on the next Outdoor Recreation Consortium bid. There is an intention to bid for three years worth of funding including an administrative overhead. Legal Reference Group: Robin McNeill spoke to his idea about the creation of a Legal Reference Group AGREED: that a Legal Reference group will be created. Statutory Planning: Peter Wilson spoke to his paper on Statutory Planning AGREED: That the paper be received Action. Peter Wilson to write an editorial on current CMS concerns in Otago/Canterbury following recent press coverage. THAT FMC approve in principle that it organize a statutory planning conference to be held in the final quarter of 2015.
(Peter Wilson/David Barnes) CARRIED p5 of 8 Action: Peter Wilson to prepare a report on this proposal for the June meeting Ombudsman s Report: DOC Decision on Guided Walk Numbers on the Routeburn Rob Mitchell spoke to the current situation following the release of the Ombudsman s report. There was discussion around DOC s response to the report and what perhaps lay behind this. The possible threat of legal action compared to what there is to be gained currently. AGREED: To do nothing more at this stage. It remains FMC s intention to help shape DOC s guidelines around how Conservation Management Strategies are applied Action. Rob Mitchell to draft letter to Lou Sanson asking how we can contribute to this process. Haast Hollyford Highway: Peter Wilson introduced the detailed Campaign plan to oppose the construction of a Haast Hollyford Highway Rob Mitchell made a point that the other roads connecting to this proposal would need to be upgraded as well. THAT the Executive support the Haast Hollyford Highway Campaign as outlined in the paper, and approve option 1 for action now. Option 2 to be investigated further (Peter Wilson/Owen Cox) CARRIED Our Role in Developing Outdoor Competence: Robin McNeill introduced his ideas about developing resources that promote safe practice in Outdoor Recreation. AGREED that the In the Mountains concept should be developed and a paper prepared for the June Executive meeting. $5000 has been budgeted for the project with expenditure to be approved by the Administration Committee. Broadening the Base: Jamie Stewart introduced his paper designed to lead to an expansion of FMC Membership THAT we actively adopt a Broadening the Base campaign for the next 3 years. (Sally Johannesson/Peter Wilson) CARRIED This year s budget has $5000 allocated for this project and the Business plan has a provision of $5000 for 2016 and 2017.
p6 of 8 THAT we support Canyoning as the outdoor pursuit to receipt support through the Broadening the Base campaign, with expenditure subject to approval by the administration committee. Moved from the Chair, CARRIED MEMBERSHIP PROMOTION AND COMMUNICATION Membership Statistics: Phil Glasson introduced the paper on Membership statistics. The Individual Supporter membership has continued to show a healthy increase. THAT the paper be received Club Visits Dunedin Executive members have recently visited the following clubs: OUTC, OZONAC NZAC -North Otago, OTMC, Waitaki Ski Club. New Zealand Rogaining Association Membership Application: The New Zealand Rogaining Association have applied to join FMC as a partially affiliated club. They are an incorporated society with about 1300 members. THAT the application by the New Zealand Rogaining Association to affiliate to FMC as a partially affiliated club is accepted. (Owen Cox/Phil Glasson) CARRIED Website: There was a brief discussion about a draft Website policy submitted by Phil Glasson and associated technical issues with our website. THAT Jo Kinley be engaged as a Website reviewer THAT approval be given to employ a contract System Operator Noted. There was general concurrence on the draft website policy. Wilderness Area Mapping & Publicity: Jamie Stewart spoke to his proposal circulated by email earlier about a mapping project THAT the project to create maps of Wilderness Areas in collaboration with Wilderness Magazine be approved.
(Peter Wilson /Sally Johannesson) CARRIED p7 of 8 AGREED: that the FMC Trust be approached to fund this project Travel Club: Phil Glasson introduced a paper on behalf of the Travel Club Convenor AGREED That the paper be received AGREED That a letter of thanks be sent to John Dobbs thanking him for his work in this area GENERAL BUSINESS FMC Trust Board: Owen Cox spoke to the report covering the activities of the FMC Mountain & Forest Trust since October 2015 THAT the report be received Owen Cox/Pat Holland CARRIED Haast Range Rock Wren Opportunity: Robin McNeill referred to a letter received from the Save the Haast Range Rock Wren group seeking our support Noted. We can promote this opportunity but not co-ordinate. MSC/OTNZ: Phil Glasson briefed members on recent developments regarding the new approach of the MSC and its decision to close its Branches and cease instruction. A new organisation called Outdoor Training New Zealand had been formed to utilize the resources of existing Bushcraft Instructors. THAT FMC support the establishment of OTNZ THAT when OTNZ becomes an Incorporated Society FMC will apply to OTNZ for Associate Membership. Highcountry/Tenure Review: Peter Wilson summarized recent Tenure Review proposals. Stations currently under review are Glencoe and Glenary There is need for more support for tenure review actions in Otago and the McKenzie country.
THAT the FMC Tenure Review files held by Mike Floate be relocated to the Otago Fish and Game office. Moved from Chair CARRIED Remarkables Access: p8 of 8 Robin McNeill reported back on the results of discussion around access to the Remarkables and noted that the outcome was unsatisfactory, but more than DOC achieved. FMC to maintain a watching brief. Waitaha Hydro: An approach has been made from Whitewater New Zealand seeking our support on the Waitaha hydro project. This will be reviewed and considered. Land and Water Forum: FMC should maintain a watching brief. Laura King may get involved in freshwater issues Kaimai Project: Lesley Topping reported on the ongoing progress of the Kaimai Project led by Auckland Tramping Club s Tony Walton and funded by the Outdoor Recreation Consortium. Karangahake Mining Lesley Topping spoke about the Karangahake Mining situation. We await the outcome of the judicial review undertaken by Protect Coromandel. The mining is also currently delayed due to lack of a resource consent to widen a road DOC Visitor Safety Advisory Group The meeting confirmed that Robin McNeill be appointed to this body as our representative. The first meeting is expected in April. Meeting Closed 5.15pm