MINUTES OF THE ANNUAL GENERAL MEETING OF THE OTAGO BRIDGE CLUB HELD
ON SUNDAY 30 AUGUST 2009 AT 1.30 PM IN THE CLUBROOMS
1
PRESENT:
The Secretary, Elaine McDonald, welcomed 47 members and read the notice calling the meeting.
In the absence of both the President and Vice-President, the Secretary called for nominations from
the floor to chair the meeting. Nina Hewitt nominated by Pat Dickson, seconded Lindsay
Lawrence. Arthur Patton nominated by Graeme Donaldson, seconded Ian McPherson. On a show
of hands Nina Hewitt took the chair.
2
REMEMBRANCE
The Chairperson asked members to stand for a moment's silence to remember the following
members and ex-members who had passed away during the year: Ethel Hayward, Rose Fleming,
Les Ickringill, Olga McAtamney, Dorothy Mills, Colin Melville, Fritz van de Bund, Joy Jones and
Stan Peacock.
3
APOLOGIES
The following apologies were received and sustained from Murat Genç, Michael Albert, Jo and
Sam Simpson, Betty Larkins, Murrary Robertson, Marjan Lousberg, Judy Robinson, Margaret
Bolland, Liz Neville, Diane Daly, Don Hill, Philip and Marilyn Noye, Graeme Pennell, Phil and
Alex Robinson, Margaret Munro, Andy McCone, Moira Andersen, Alysha Bloxham.
4
MINUTES OF THE LAST ANNUAL GENERAL MEETING
It was agreed that the minutes, having been available on the website and on the noticeboard, be
taken as read.
Moved Arthur Patton, seconded by Norton Moise.
On the motion of Katie Young, seconded Graeme Donaldson it was agreed that the minutes be
signed as a true and correct record of the 2008 Annual General Meeting.
5
BUSINESS ARISING FROM THE MINUTES
There was no business arising from the minutes.
6
ANNUAL REPORT
It was agreed that the Annual Report, having been distributed to all members before the meeting,
be taken as read.
Arthur Patton/Michelle Larroche.
The Chairperson, in speaking to the Annual Report, highlighted the following:
a
Because of the financial constraints, the club has had to dispense with the SecretaryManager position. Thanks were extended to the many people who volunteered their services
to help out in many different ways.
b
The standard of play at the club is very good, as is evidenced by four members overseas at
this time playing in international competition.
c
We have problems with retaining learners and members at the junior level.
d
A committee had been formed earlier in the year to consider alternative ways of generating
income and to project income and expenditure for the next 10 years.
e
Our website is one of the best in the country and the new Partners Forum is working well.
f
The club has ordered BridgePad and there will be training on Sunday 6 September.
Minute Annual General Meeting
30 August 2009
Page 1
In response to a question from the floor, the Strategic Planning Committee had not yet presented
their report. Arthur Patton was not on the committee as was no other committee of management
member or sub-committee chairperson.
It was agreed that the Annual Report be adopted.
Nina Hewitt/Anneloes de Groot
7
ANNUAL ACCOUNTS
It was moved by Arthur Patton, seconded Lindsay Lawrence that the annual accounts be received.
Arthur Patton, chairperson of the Finance Committee noted the following:
a
Chalmers Properties had increased the ground rental from $8,000 per year to $30,099. With
some negotiation this was reduced to $24,000 for this year and the next six years.
b
The value of the property and contents were reduced. A letter from an Insurance Broker in
Waipukerau canvassing Bridge Clubs offering insurance was taken up with a saving of
$3,000 per annuam
c
Expenses are being kept to a minimum. It is important that all expenditure go before the
Finance Committee.
d
The deficit for the year is $19,000.
e
Balances are healthy, but funds need to be kept aside for maintenance such as carpet
replacement, heating upgrading.
f
Grants had been received for BridgePads from Bendigo Valley Sports and Charity
Foundation, $1,000; Southern Victorian Charitable Trust Inc, $6,000; St Kilda Community
Sports Society $1,000. With donations from members this brings our total to over $10,000 of
the $19,124 required.
g
The Coffee Machine contract had been deemed invalid as it had been dated incorrectly. We
now do not pay rental and a new system of clearing the machine has been effected.
h
Arthur Patton thanked the Treasurer, Pat Dickson and the committee members for their
prudence and stewardship of the Club's funds.
In answer to questions the following points were noted:
 Two people are present when the coffee machine is cleared.
 Investments were due to mature. Foodstuffs was required for club funds and Fisher and Paykel
and Marac had been re-invested with the National Bank
 Bidvest owns the carpark next door and charge the Bridge Club $1,067 for the use of it on Teams
nights and on Thursday nights.
 A deficit is being budgeted for again. More members and members playing more often is the way
to alleviate this.
 It was noted that members per population is above average and playing nights per member are
also above average when compared with other Bridge Clubs in New Zealand.
It was agreed that the accounts be adopted.
Arthur Patton/Mike Ferrari
8
SUBSCRIPTIONS – 2010
It was moved by Arthur Patton, seconded John Mosley that the subscription for 2010 remain the
same as for 2009 - $80 subscription, plus the levy as set by NZ Bridge which, at present, is $16
per member.
Agreed
Minute Annual General Meeting
30 August 2009
Page 2
9
ELECTION OF OFFICERS
The following nominations had been received:
Nominee
Office
Proposer
Seconder
Murat Genç
President
Kristen Collins
John Wolken
Michael Albert
Vice President
Pat Dickson
Arthur Patton
Pat Dickson
Treasurer
Arthur Patton
Philip Kidd
The Chairperson declared that, as not more than sufficient nominations had been received, these
members are deemed to be duly elected.
10
ELECTION OF COMMITTEE (2 required)
The following nomination had been received.
Elaine McDonald, nominated by Murat Genç, seconded Lindsay Lawrence
Further nominations were called for from the floor
Robert Cowan was nominated by Mike Ferrari, seconded Len Andersen. Declined
Judith McKinlay was nominated by Lindsay Lawrence, seconded by Phyl Esplin.
As there were no further nominations Elaine McDonald and Judith McKinlay were duly elected.
11
12
ELECTION OF AUDITOR
Agreed that Colin Nicholls be appointed as auditor.
Arthur Patton/ Pat Dickson
CHANGES TO RULES
Arthur Patton, in moving the adoption the changes explained that the changes were technical
matters and needed to be passed at an Annual Meeting. Seconded by Frank Gradon.
Agreed
Clause
5a
iii) Substitute (f) for (e)
Will now read: “Honorary Members as provided in Rule 7 (f)”.
8g
Substitute Secretary for Secretary-Manager
Will now read : “On the election of a member the Committee shall notify the
member in writing, and request the member to pay the annual
subscription within one month from such notice. On receipt of
payment the Secretary shall forward to such member the club
programme, and a copy of the Club Rules”.
9b
Delete immediately and substitute 1st of January each year for Annual General Meeting
Will now read:
“Except in the case of newly elected members as provided in
Rule 8 above all annual subscriptions shall become due and
payable after the 1st of January each year.”
Minute Annual General Meeting
30 August 2009
Page 3
15c
ii) referring to the Finance Sub-committee. In the second sentence substitute the
word three for four and substitute one for two.
Will now read: “A quorum for this committee shall consist of three members,
of whom at least one must be outside the Management
Committee.
16a
Delete words in brackets plus the word three after the brackets and delete the whole
of the last sentence.
Will now read:
“The members of Committee shall be elected at the Annual
General Meeting. The officers shall be elected for a term of
one year and members shall be elected for two years. All who
retire may stand for re-election each year.
16e
Substitute as many members as necessary to make a total of nine for three, and delete
(or six at the Annual General Meeting in 2006).
Will now read: “Elections shall be conducted and declared in the following
Order: President, Vice President and Treasurer, to be followed by
the election of as many members as necessary to make a total of
nine members.”
28
Add the words to charitable purposes after the word “disposed of”. Now reads:
In the event of the winding up of the club or of its dissolution by
the registrar, the funds and assets of the club remaining after
payment and satisfaction of its debts and liabilities and the costs
and expenses of winding up shall be disposed of to charitable
purposes in such manner as the club in general meeting shall
determine. No member shall receive any money or property of the
Club on winding up.
The Chairperson asked for the meeting's approval to extend the date by which the annual meeting
must be held from 10 September to to 30 September, to provide more time for accounts to be
finalised and audited.This would be notified for the next annual meeting and would take effect in
2011. The meeting agreed.
13
GENERAL BUSINESS
a
The Bridge Update, instituted over the last three months, is appreciated and keeps people in
touch.
b
The Finance Committee to discuss an honorarium for the secretary and some recompense for
other volunteers.
c
Members commended Arthur Patton for the results he had achieved. The Secretary
announced that at the Committee of Management meeting a few days ago, it had been agreed
that honorary membership be bestowed upon Arthur and she had much pleasure in advising
Arthur and the meeting of this honour. The meeting concurred with acclamation.
d
Commenting on the decline in membership it was felt that many people don't realise that
they have to resign. Some people had been on the membership list but hadn't been coming
and are now off, if subscriptions have not been paid. It was noted that if people wanted to
pay their subscription in instalments they should contact the Treasurer.
Minute Annual General Meeting
30 August 2009
Page 4
e
f
g
h
i
j
14
Concern was expressed about BridgePads. Frank Gradon reported that the program is
updated as part of the purchase price and the only maintenance required is the replacement
of two AA batteries for each unit. BridgePads at Taieri are working well and any trouble has
been with the operators, rather than with BridgePad. BridgePad will eventually shorten the
night's play, be a great help to directors and people will receive results instantly. Those who
want to stay and socialise afterwards will still do this.
In response to a question about whether the bar should be a social service or a moneymaking venture, John Gilmour reported that not enough liquor is sold nowadays to be a big
provider of funds on a turnover of only $1,600 per year. It was suggested that the bar be
open during play, but agreed that unless someone is willing to be behind the bar all evening
this would not be practical. One Golf Club sets its bar prices at 90% of current prices.
Recommended that the Finance Committee discuss bar prices and the possibility of raising
them. Thanks were extended to Alex Robinson who does an amazing amount of work for the
club in the bar
The deficit of $19,000 equates with supper costs. The supper survey held during the year did
not specify the consequences of continuing with supper. The meeting directed the
Committee to distribute another Survey listing the supper costs, the deficit, the advantages
and disadvantages of having supper and alternatives.
Directors have been rostered on as one per night. If someone forgets they are on, it can be
awkward. Agreed that directors should be reminded they are on. The roster could be posted
on the website as well.
A few people do not regard the club as a very friendly place to be at times. This was agreed,
but also members pointed out that this is as it is in real life.
John Gilmour proposed a vote of thanks to the chair and this was carried by acclamation.
CLOSURE
There being no further business the meeting closed at 3.00 pm.
Provisional Verification ...................................................
Confirmed ..........................................................
President
Minute Annual General Meeting
30 August 2009
...........................................................
................................................
Date
Page 5