Fraser Park Sportsville
Meeting / Working Party MinutesHeld at / Pelorus Trust Sports House
Date / Thursday,5 August 2010, 7.00pm
Attendees / Club/organisation
Lois Johnston, Steve Winmill / Hutt Valley Softball
Phil Steere / Fraser Park Squash
Phil Patterson, Rob Easthope / Lower Hutt Football
David Little / Taita Cricket
Don Henderson / National Stadium Trust
Ashley Roper / Naenae Hockey
Gary Gosper / Avalon Rugby
Colin Thomson, Neville Austin / Dodgers Softball
Marcus Sherwood, Laura Menzies / Hutt City Council
Kirsten Patterson, Mark Heissenbuttel / FP Sportsville Board
Bill Heaps / Guest (elected Board member nominee)
Apologies
Tracey Diack / Sport Wellington
Ross Smith / Fraser Park Squash
Craig McWilliam / Naenae Hockey
Richard Manson / National Stadium Trust
Dennis Quirke / Taita Cricket
Bruce Chase, / Avalon Rugby
Trudy Englebretsen, Mike Fairburn, / FP Sportsville Board
Chairperson: Mark Heissenbuttel
Minutes: Ashley Roper
1. Welcome
Welcome and introduction of Bill Heaps potential elected Board Member.
Meeting advised that Board Member David Pearce has resigned due to personal reasons.
2. Previous Minutes – matters arising
Review of action points from Previous Meetings – See list attached
§ Fraser Park Sportsville has gained incorporation status
§ Website for board meeting/Sportsville is through Sport Wellington link and is board access only
§ Acting Board Secretary is Michael Fairburn
§ Christchurch Sportsville (Westminster Sports Inc) representative to be invited after the AGM
§ Board has toured the various facilities and found some need updating
§ AGM to be 22nd August 4pm Taita/Naenae Clubrooms
3. Update on Board activity
A new operational structure was presented and the following was agreed that the new structure would be:
§ An operational committee with 1 representative per founding member
o 3 meetings before Christmas - TBC
§ Two Task groups; ‘Grounds and facilities’ and ‘Programmes and Events’ that work directly with the Board
AP – Founding members to nominate a representative for the operational committee (does not need to be a current member but someone that can represent the founding club and make a contribution to the operational committee)
The Board is currently meeting weekly but will become monthly from September onwards. The focus for the next six months is the following:
§ Strategic Planning Process
§ Producing a financial model
§ Communications plan
4. AGM process
Kirsten outlined the AGM process and the key points were:
§ Sunday 22nd August, 4pm Taita/Naenae clubrooms
§ Founding Members have 2 x Votes per election
§ Proxy votes available but not recommended
§ Voting Delegates to be asked sit at the front of the room
§ Quorum 5 Member clubs
§ 2 issues require a vote:
o Elect an Auditor (Dennis Quirke has volunteered)
o 2 x Elected Board member to be decided by 2 elections
5. General Business
The following issues/concerns were raised:
§ How to include clubs/codes are that disadvantaged
§ Affiliated clubs entry should be a board decision in consultation with clubs/codes
§ The Fraser Park Sportsville brand needs to be considered
6. Proposed date for next Meeting
TBC
Action Points
Action / Who / By When / Completed1 / Clubs/Associations to nominate representatives for the operations committee and forward to Laura Menzies / All clubs/Associations / 1 September 2010
2 / Board to confirm process for task group formulation and inform founding members / Mark/Board / 10 September 2010
There are still outstanding satisfaction Surveys – Clubs to make sure they have copies from Laura and return completed. / NN Hockey x 2 / ASAP
3 / Discuss the potential sale of the Bell Park facility with LH Football. / Marcus Sherwood /Laura Menzies / In progress / No update
4 / Discuss getting a representative from Christchurch Sportsville project to future FP Sportsville meeting. (Eddie). / Laura Menzies / September 2010
5 / Set date for the AGM and inform the clubs / Board / End July / DONE