Hoe Tonga Pacifica Waka Ama Association COMMITTEE MEETING MINUTES Date: 3 August 2015 Where: Policy College Porirua Time: 6.30pm – 8pm Aniuwaru ki Porirua Waka Ama Rōpu Inc Hawaikinui Tua Rua Hikoikoi Waka Ama Mana Pasifika OCC Porirua Canoe Kayak Club Tai Tonga 41 Outrigger Canoe Club Te Rau o te Rangi - Otaki Te Ringa Miti Tai Heke Waka Ama Club – Whanganui Toa Waka Ama Club Tunui-a-te-Ika Waka Ama Wairarapa Waka Ama Canoe Club
Whakataka te hau ki te uru Whakataka te hau ki te tonga Kia makinakina i uta Kia mataratara i tai Kia hi ake ana te atakura He tio, he huka, he hauhu Turuturu o whiti whakamaua kia tina Haumi e, hui e, taiki e !
No 1
Item Karakia / Welcome Members present
2
Points Janine Cross President VP HIKOIKOI PCKC HAWAIKI NUI WAIRARAPA TRMTH
Apologies
Apologies:
Acceptance Minutes meeting 26 June
Approved
3
4
Regional Secondary Schools Report and Financials
Action
Joern Scherzer, Kath Rimene Lei Faletolu, Pania Tahau-Hodges, Marinna Millanta-Lowrey Janeen Cross Anne Kauika (phone conferencing) VP Petra Melville, Mana Pacifica, TROTR- Ngahuia See www.hoetonga.co.nz
No discussion Report and financials accepted.
Gaylene to get further clarification from Karmen (as race director) regarding her feedback, so that it can be taken into account for future events;
revisit during planning for the 2016 event, and clarify any questions in the panui for that event 5
W12 Section Options. Decisions of a preferred option for 2016 Nationals
Moved and Passed - To adopt option 4 with slight alterations. The Regional W12 for Nationals in 2016 will be made up from 1. W6 Open winner 500m (6 paddlers) 2. Next 6 fastest times in 250 dash ( J19/Open) 3. If insufficient to fill crew, selected additional paddlers based on fastest times from the W1 500m (J19, Open, Masters) 4. If insufficient to fill crew, then the decision for the selection of additional paddler(s) will be made by a selector (to be appointed)
Gaylene to email Clubs to ask for nominations for the Selector. Nominations by 10 September.
Nominations for a Selector for the Regional W12 to be forwarded to Hoe Tonga by 10 September.
6
Updated motions for funding Hoe Tonga to seek funding from MCGF for support boats, as welll as safety equipment and marquee, to the value of $19,600
7
Hoe Tonga to seek funding from Infinity or another suitable funding body to assist in costs for our part-time regional administrator $15,000
Proposed new Board Structure
Approved
Approved
Motion To agree in principle that Hoe Tonga should move to the new Board Structure, as outlined in the proposal dated 9 June 2015 (v3) and as reflected in the draft constitution (v2.1) PASSED (unanimously)
Gaylene to complete and submit funding applications
Motion A Special General Meeting to be held on 5 October, to discuss the proposed draft new Constitution for sign off, and to determine the steps forward into the new Board structure. PASSED (unanimously) Submissions for changes to the new proposed constitution to be forwarded to Hoe Tonga by 10 September.
8 9
Event date confirmed for 2016 Regional Secondary Schools Sprints Event date confirmed for 2015 Regional Sprints.
It was confirmed that the event date for the RSS 2016 Sprints Is 19 March 2016 Dec 5/6 Dec 12/13 (Reserve date)
Proposal to look at the feasibility/costings for Regional W1 Sprints to be held at Lake Wiritoa
Lake Wiritoa - Whanganui It was agreed that Joern would prepare and provide costings in a further document for this proposal after he has visited the venue. This report will be sent out to clubs by 12 August Feedback from Clubs to Hoe Tonga by 20th August Facts on Lake Wiritoa Small, sheltered and deep lake ( more certainty it can run without postponement Can accommodate race course – 500m and up to 5 lanes at 15m/lane Suitable for W1 (too narrow for W6 racing although could accommodate 2 W6 lanes) Approx 2.5 hrs drive from Wellington, Questions raised included size of venue for numbers expected, and costings for this event, including lanes.
General Business
An incident between 2 waka, during a non-sanctioned race was brought
Gaylene to send out email to Clubs. Submissions for changes to the new draft constitution must be received by Hoe Tonga by 10 September.
Lake Wiritoa.pdf
to the attention of the committee. No actioned required at this stage, but committee was briefed. Due to a lack of a quorum for the AGM part of the meeting, the AGM has been deferred to on 5 October. A SGM will be held at the same time (to adopt the new constitution). Next meeting 5 October Closing Karakia Meeting closed
Special General Meeting and AGM: 5 October Venue tbc. Janeen 8.45
