EXECUTIVE MEETING MINUTES
DATE3rd and 4th November 2012
VENUEHutt Valley Tramping Club Rooms (3rd),
Petone Community House, Lower Hutt (4th)
The meeting opened at 11.30am.
PRESENT
Robin McNeill (Chairman), Peter Wilson, Pete Lusk, Dennis Page, Owen Cox, Nick Plimmer, David Barnes, Patrick Holland, Barbara Morris, Paddy Gresham,Rob Brown (3rd November) and Brian Stephenson (Special Vice-President, non-voting).
In attendance: Graeme Lythgoe as Treasurer (3rd November), Josie Broadbent as Secretary, and Shaun Barrett (1.15-2.30pm, 3rd November).
Formal procedures
THAT apologies from Claire Sims andLesley Toppingbe accepted.
Robin McNeill/Dennis Page CARRIED
THAT the minutes of the meeting heldon 10th of June 2012 at the Sudima Hotel, Christchurch be accepted as a true and accurate record.
Barbara Morris/Pete Lusk CARRIED
THAT the minutes of the meeting held on 25th of August 2012 at Hutt Valley Tramping Club Clubrooms, Wellington be accepted as a true and accurate record subject to theamendment “that a list of external inward/outward correspondence Google Docsbe updated on the 1st of every month”.
Barbara Morris/Rob Mitchell CARRIED
THAT the inwards correspondence be accepted and the outward correspondence be approved.
Robin McNeill / Dennis Page CARRIED
Te Urewera National Park visit
Robin reported that Brian Stephenson, Rob Brown and Barbara Morris visited Tamati Kruger, Kirsti Luke and others of Te Kotahi a Tuhoe on the 2nd November. He briefed the Executive on the meetings with the Crown Negotiator of the Office of Treaty Settlements,, Royal Forest & Bird and Te Kotahi a Tuhoe. There was a wide ranging discussion, supportive of the direction taken and of the heads of agreement between the Crown and Ngai Tuhoe.
THAT FMC endorses the principals of the Tuhoe Settlement as set out by the Office of Treaty Settlements concerning Te Urewera and in line with FMC’s discussions with Te Kotahi a Tuhoe.
Robin McNeill / Pete LuskCARRIED
Finance
It was agreed that Richard Davies is to be paid the president’s honorarium up to the end of July 2012 and that Robin McNeill’s president’s honorarium begin on the 1st September 2012.
THAT the payments and transfers for the following periodsbe approved for payment.
DATES / CHEQUES / TOTALSTART / FINISH / START / FINISH
1/08/2012 / 31/08/2012 / 5635 / 5655 / $27,039.28
1/09/2012 / 30/09/2012 / 5656 / 5681 / $34,682.49
TOTAL / $61721.77
Graeme Lythgoe / Paddy GreshamCARRIED
Special General Meeting matters
In response to amendment 9.1(d) “The minimum subscription for all classes of club membership shall be determined by the executive.” passed at the Special General Meeting of 3rd November 2012,the meeting agreed:
THAT the minimum number of members for partial declaration clubs is five.
Barbara Morris / Dennis PageCARRIED
FMC Mountain and Forest Trust Report
That the report from the FMC Mountain and Forest Trustbe received.
Owen Cox / Dennis PageCARRIED
The Executive noted its appreciation of Phil Glasson’s ongoing work in all areas of FMC and in particular the FMC Mountain and Forest Trust in his capacity of secretary.
Correspondence
The meeting discussed a request from the Auckland Tramping Club that the FMC Bulletinbemade available online at the same time as the physical mail-out to members. It was agreed that the status quo remain, i.e. the online copy of the Bulletin is delayed until all clubs/members have received the hard copy.
Webmaster
The meeting was advised that the webmaster role is to be filled byJazMorris ofDunedin. For administrative purposes,Jazwill be employed through Resiliency Insights Ltd, a company of which Peter Wilson is a shareholder. Peter declared a conflict ofinterestpriorto the discussion commencing. He assured the meeting that there would be no mark-up on webmaster costs to FMC. A job description is currently being formulated.
Audit of Financial Accounts
Nick declared a conflict of interest, due to a personal connection with Beverly Holder. Nick confirmed he had approached Beverly Holder to undertake FMC’s Financial Audit of the accounts and that she is a Chartered Accountant.
THAT the accounts be subjected to a financial review for the current financial year.
Owen Cox / Pete LuskCARRIED
THAT Beverly Holder (Chartered Accountant) be appointed as the financial reviewer for the current financial year ending 28 February 2013.
Owen Cox / Pete LuskCARRIED
Nick Plimmer abstained.
Club Visits
Club visits between 25/08/2012 and 3/10/2012:
Robin McNeillSouthland TC and Hokonui TC
Executive meetings 2012/2013
The following dates and locations are confirmed for forthcoming meetings:
9/10 March 2013Pirongia Lodge, Hamilton
8/9 June 2013AGM and Exec meeting in Auckland
The secretary is to maintain a close liaison with Lesley Topping regarding theHamiltonarrangements and keep executive members well informed about these.
Late papers forExecutive meetings
At Brian Stephenson’s suggestion, the Executive agreed to resist accepting issues for discussion at Executive meetings without a written paper that:
a)Defines the problem(s);
b)Summarises the relevant facts; and
c)Presents recommendations for adoption as a resolution of the Executive.
CMS Reviews
Robin McNeill noted that he had just come to realise that strategically FMC was disadvantaged with respect to DoC launching the draft North Island CMSs before the South Island CMSs, as the North Island CMSs would, in all likelihood, establish fixed templates that would inadequately deal with South Island issues. Given the importance of the CMSs and the disquiet FMC has for the new format, some urgent action was necessary.
THAT a working group be established todevelop FMC’s position and address concerns with CMS.
Robin McNeill / Peter WilsonCARRIED
Working group members: Robin McNeill (Convenor), Paddy Gresham, Pete Lusk, Rob Mitchell, Peter Wilson, Owen Cox.
Publicity & Promotion
THAT the report be received, with additional information provided by Rob Mitchell that the work on the 2013 discount card is well underway, with material due to be prepared early 2013.
Barbara Morris / Dennis PageCARRIED
Submissions
Submissions made since 26/08/2012:
Crown Minerals (Permitting and Crown land) Bill02/11/2012Peter Wilson
Westland Tai Poutini Scoping Document09/09/2012Nick Plimmer
Proposed Steatite Quarry in the Upper Cobb Valley
A proposed steatite quarry in the Upper Cobb Valley was discussed. Pat is to prepare a submissionwith support from Peter W and Dennis.
Westland Tai Poutini NP Management Plan Partial Review
Nick noted that public notification of the Westland Tai Poutini NP Management Plan Partial Reviewis expected around November/December 2012 with hearings from mid-January 2013. Nick will prepare the FMC submission.
Membership Report
THAT the report be received.
David Barnes / Barbara MorrisCARRIED
THAT due to the failure to pay the required subscription the membership of FMC of the following clubs be terminated:
Massey University Alpine ClubBuller Mountain Safety Council
Hawkes Bay Climbing ClubLevin-Waiopehu Tramping Club
Dennis Page / David Barneswith regret CARRIED
THAT in view of the fact that only twoclubs and ninemembers made use the of the “Duplicate Membership” opportunity that this scheme be discontinued from 2013.
Dennis Page / David BarnesCARRIED
THAT clubs be sent only one invoice appropriate to the status they chose in 2012, but that the covering letter with the mail-out points out that clubs may change their status on application to the FMC Administration Officer for the alternative status invoice and declaration.
Pat Holland / David BarnesCARRIED
THAT a further promotion to schools which are not members of FMC and which are registered to assess Achievement Standards in the Outdoor Recreation Domain be conducted in early 2013.
David Barnes / Barbara MorrisCARRIED
This promotion will be carried out by the Promotion & Membership committee.
THAT the Management Committee be authorised to negotiate an agreement with a service provider to make preliminary improvements to the FMC databases for upto $5000, and that the Management Committee approach the FMC Mountain and Forest Trust for financial assistance.
Rob Mitchell / Pete LuskCARRIED
THAT the Management Committee is to report back to the March 2013 meeting on proposals for the future development of FMC databases.
Dennis Page / Pat HollandCARRIED
THAT Phil Glasson be authorised to approach Canterbury Mountain Radio Service to come to an arrangement for them to switch to Associate Membership from 2013 at the current membership rate.
Robin McNeill / Barbara MorrisCARRIED
It was agreed that Pat be appointed to the Membership Committee.
Northern
THAT the report be received.
Barbara Morris / Dennis PageCARRIED
The question of access to the EastTaupoLands was discussed and it was agreed that FMC should make a direct approach to the licensee in an effort to gain access, at least for FMC members. Barbara Morris will discuss this with the Walking Access Commission negotiator currently involved and proceed from there.
Top South
Pete Luskis to write a paper regarding West Coast issues, including miningand the Ghost Road, for the next Executive Meeting.
Pete Luskis to lead on the Waitaha Hydro Scheme with assistance from Dennis Page and Nick Plimmer.
Owen Cox is to report to the Executive on developments with the draftMolesworth Station Management Plan, with assistance from Rob Brown.
Mountain Biking and the Heaphy Track
A report was received by Pat Holland regardingmountain biking and the Heaphy Track. Pat is to prepare a survey designed to quantify the incidents on dual-use (mountain biking and walking) tracksfor inclusion ina forthcoming FMC Newsletter.
South
There was some discussion on the merits of allowing a one-off concession for filming some of the “First Crossing” television documentary episodes in wilderness areas. David Barnes is to write a paper setting out FMC’s views on using the ‘exceptional circumstances’ clause for filming in no-fly zones.
High Country Tenure Reviews
Submissions made since last Executive meeting:
Omarama StationMike Floate18 August 2012
It was noted that Claire Sims is working with Mike Floate on Tenure Review forfuture continuity.
Executive Vacancy
Brian Stephenson and Dennis Page are to approach suitable people in the Auckland region to fill the vacancy on the Executive created byRobin McNeill becoming President.
FMC Huts and Tracks Policy
Paddy Gresham is currently checking the state of FMC policy documents on huts and tracks. Executive members were asked to keep Paddy informed on all huts and tracks issues and correspondence. Paddy requested feedback on the initial paper he presented.
Paddy Gresham and Brian Stephenson are to prepare a policy paper for the next Executive Meeting regarding the possibility of using aborder tax to fund the cost of tourism to the management of the conservation estate.
Paddy Gresham agreed to prepare a paper regarding the updating of all FMC policies and identifying gaps that require policy to be created.
DOC Meetings, NGO Forum, Ministers
No report received.
Walking Access Commission
Brian Stephenson reported to the Executive on theWalking Access Commission. Paddy Gresham is to contribute a Bulletin article on the upgraded WAMS (Walking Access Mapping System)website.
Mountain Safety Council
It was agreed that Paddy Gresham is to be FMC’s Mountain Safety Council representative. Robin McNeill would continue to maintain liaison at the CEO level.
Mountain Safety Council Bushcraft Committee
Paddy Gresham reported that he has attended several meetings and has been asked by MSC to comment on the review of the FMC Safety in the Mountains publication at the next meeting of the bushcraft technical committee (7 November 2012).
Kea Conservation Trust
Peter Wilson reported on the Winter Advocacy Tour of the Kea Conservation Trust.Peter W is to write an article for the FMC Bulletin on de-leading huts.
MacKenzie Forum
Peter Wilson reported on the MacKenzie Forum developments and noted that the launch has been delayed.
Constitutional changes
A report prepared by Phil Glasson dealing with a number of suggested constitutional changes was received and deferred until the March Executive meeting.
Mapping the Dead
Nick Plimmer reported on a project that would use GIS technology to map fatal accidents in the backcountry. The Executive wished Nick well on this project and asked to be kept informed of progress.
Matters raised at the June 2012 AGM
Brian Stephenson spoke to his paper concerning the two matters raised at the June 2012 AGM:
That this meeting ask the incoming Exec to give consideration to the overall governance of the FMC including but not exclusively: the structure of the Executive, the role of the AGM and greater involvement with clubs, and to report back to the 2013 AGM.
That this meeting instruct the incoming Executive to put in place robust, workable procedures to review honoraria and to report back to the 2013 AGM.
A wide ranging discussion followed.
THAT the report be received and the recommendations endorsed.
Pete Lusk / Dennis PageCARRIED
Meeting closed at12:30pm
Signed:
Date:
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