NZAC Club Committee Meeting. Saturday 19 May & Sunday 20 May 2012, Home of Mountaineering, Christchurch. Agenda

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1 NZAC Club Committee Meeting Saturday 19 May & Sunday 20 May 2012, Home of Mountaineering, Christchurch Agenda Saturday 5 November: 9am 3pm Primarily intended as a day of discussion, where motions/voting does not take place unless there is a clear consensus. Apologies: Geoff Gabites, Chris Burtenshaw, Pete Cammell, Hinrich Schaefer, Helen Wilson, Chris Brown 1. Welcome 2. Introduction Stu Gray to outline purpose of the weekend. 3. Reports Discussion of the following; Accommodation: Richard Wesley Capex request: Complete Ruapehu toilet this summer. $45,000 Get radio fixed at Godley. Warned of necessary earthquake strengthening for Aspiring Hut in next 5 years. Recommendation: Centennial, Pioneer other high huts- take out own waste, implement good poo pot system. Recommendation: Fly in fly out hut flown into prepared site. De la Beche. Maybe buy Ball Hut off DoC. No toilet. It was noted that moving forward, DoC will have easier access to capital expenditure, rather than operating expenditure which is s switch from the status quo. NZAC will need to think about developing huts in conjunction with DoC, with a Low Capex High Opex model. Community Richard Thomson $25,000 in online transactions per month. $150,000- for 6 months. More effort to broaden out the Climber content. But Kester gets no feedback. Bolting and access fund: not clear that they need amalgamating. Rock Deluxe: Profit will be set aside for bolting in respective regions. A compelling and popular model for profit distribution.

2 Expenditure for 2012/13- mostly on guide books- spend money to make money. Loss for publications this year of $50,000- this is the Climber and the Journal (members benefit). Approx cost of $15-$20 per member. Sell 500 of 1000 Climber distributed in the shops. Accepatable, but improvement would be nice. Climber.co.nz to be launched in next two months. Will contain back issues of The Climber Magazine plus a forum. Concentrate on Guidebooks rather than websites next year. Establish a Heritage subcommittee: Library- give to public library?. Use library space better as a heritage resource. Need group to come up with proposal to deal with all books lying around in various section libraries. Need to fund raise $50,000 and employ someone with the skills for a year to take it on coordinate all the stocks of books. Recommendation: Set up fundraiser to raise $50,000 to manage heritage. Paul Prince- should Climb NZ be a member benefit only? Run the Club Sam Recommendation: Conduct a review of Banff with all organisers. Different sections have different drivers- don t need to measure the health of a Section by the numbers at Section meetings. Many mebers engage in dirrent ways. Meet at climbing wall, Facebook etc. CiviCRM project: Patience required. Benefits for everyone else, but not for Margaret. Consequently implementation is slow. Recommendation: Establish or reform a Climbing/Instruction committee. Recommendation: Event committee. Hopefully this drops out of a Banff review. Instruction Pat spoke to her report. Recommendation: That guides need their own liability insurance. Can we help them get it. Insurance for winter course (ice and Ski mountaineering) for this year. To be actioned. Travel Insurance Excellent growth -organic growth. Looking at cheap ways of promoting.

3 Volunteer instruction Wellington- a desire to investigate insurance (legal costs and/or liability) for volunteer instructors and uncertainty over the Ruapehu accident- who pays legal costs etc. No one comfortable to be an instructor- no assurances if something goes wrong. No instruction programme this winter. Weltn section: potential for public liability and cost of going to coroners inquiry. Had option for representation ( club or alone). Sense of us and them came about because people thought they should have choice of representation paid for by Club. Wellington Section is committed to covering legal costs of involved, which could involve holding back Banff money and at worst case, looking at terms of Unwin loan to pay legal costs. CCM agreed to additional $2000 contribution to each instructor, to cover legal costs, if required. Concern expressed that the Club cannot commit itself to covering the cost of individual legal representation, without limit, as the potential financial liability could be huge. Coroner likely to be critical of Club rather than volunteer instructors. Issues: 1) how support we give, this time 2) model for what happens next time. 3) Individuals have opted for individual legal representation, so must be prepared to pay something. Consensus that the Ruapehu accident was the Clubs accident, not the individuals and that should be emphasized to the Wellington Section. Recommendation: For future, Club pays for legal representation of the Club and its members as a single entity; any individual representation outside of that, would be expected to be paid for by individuals. Recommendation: Club will contribute $4000 for each individual, towards legal costs (up from $2000). THIS IS NOT A PRECEDENT. In the future individual legal representation, if it is chosen to be taken up, will be expected to be paid by the individual. The Club does not consider it desirable or necessary for individuals to have legal representation at a Corners Inquest. Strength is derived from the Club being represented as a single and united entity. Climbing Camp: Dunedin proposed to run one, in Makarora. Dates further into January. 12 th January? Life and honorary members:

4 Honorary members: very few. Should use it more. Nominate: Life memberships Section Reports Otago o Paul to step down. o Section ticking over. o One trip every 2/3 months- would like to do more. o Section meets : 40 average. o Instruction: limited, one weekend. Maybe lift to two weekends. o Trying to get climbing wall built. 2m wall in back of Moana Pool. Would cement relationships with youth. o Very Dunedin-centric. o Supporting bolting course in Alex. o Good support from Martin Curtis- Cascade Hut. o Central Otago- not club orientated. CNI o Looking forward to Banff o Instruction: trying to get all instructors down to Arthurs Pass. o Whangaehu: done. o 140 members o Only about 40 in Hamilton o Trying to find formula to hold speakers who will attract. o Planned trips difficult to achieve. o Membership slightly up. LUNCH 4. Outcome of the Governance Review. Structure: standard for not-for-profit Recommendation: flesh out a bit more; put through rule change at Oct CCM/AGM Presentation of the 2012/13 Draft Budget Recommendation: Deficit of $9,500. Plus $6,000 = $15,000. Find ways to bring to $0. Put $7,000 Unwin. $5000 Travel Insurance. $3000 Banff. Keep eye on cashflow. Motion to accept Budget: Proposal Gillian. Seconded Richard T. PASSED.

5 Sunday 6 November: 9am 1pm Section reports Decision making day! Welcome & Intro: overview of the day, voting rights, meeting protocol etc Motion of Congratulation to immediate past president, Pete Cammell on his ascent of Everest. Proposed: Stu Gray, Seconded: Ian Rogers, Motion carried Minutes from May 2011 CCM Arising from the minutes: - Working group to evaluate donations and donor relations. Motion proposed to accept the minutes of November 2011 CCM as a fair and accurate record. Proposed Stu Gray, Seconded Sam Newton. Passed. Nelson Report There has been changes to the Committee, with new members being mentored by experienced hands. Small but slick basic instruction course being planned. Section Trips coordinator appointed Several members have left NZAC citing increased bureaucracy. Auckland Report Section in good health. Rock climbing courses popular and well attended Section lacks a Treasurer Basic snowcraft course has been reduced from 3 weekends to 2 weekends North Otago Small section, but engaged Active climbing, including new routing Funded bolting development of Sebastopol bluffs Book collection donated to National HQ Healthy financials capable of returning $$ to Development fund Canterbury Westland Spent $5k on Arthurs Pass Lodge Summer Instruction programme included various Rock courses, which were well attended and appreciated. Also returned a profit. Frustration that many Port Hill crags are closed Trip/course participant Info sheet developed. EPIRB and other emergency kit purchased for section trips/courses

6 Section Meetings have been healthy and well attended, as a result of a quality venue and attractive speakers. Trips are going well South Canterbury 75 th anniversary at Fox Peak went well Weekly rockclimbing and section trips plagued by bad weather Work parties at various huts have been productive In the early stages of planning a trip to Alaska. Southland Working bee at Homer went well Ice climbing trip to Wye Creek went well. Darrans Winter Meet planning is underway, but potential participants need to be aware of the seriousness of the area. Stout trapping scheme going well Australia Membership slightly down AGM scheduled for next week, working to expand the weekend. Two summer Rock (Mt Buffalo and Mt Arapiles) meets went well and continue to grow. Winter meets planning is underway Summer meet at Pioneer Hut planned. Developing an Australian National Climbing Camp. Healthy financials possibly could donate to Development Fund. Motion proposed that there is agreement in principle that the Governance proposal of April 2012, be accepted. This is subject to a fuller explanation of the changes, to be circulated to Sections by July the 1 st. Sections will be able to make written submissions, up to October the 1 st. Any subsequent constitutional rule changes will be notified, no less than 14 days prior to the AGM. Moved, Ian. Seconded, Jerome. Passed. Committees to support Pat was discussed. Bothe Events and Climbing/Instruction Instruction Framework update Debate about instruction programme that s been developed since accident. Latest version to be disseminated and reinforced to sections. Proposed revisions and feedback should be submitted to the National Instruction sub-committee.

7 Rich to continue work on Heritage Fund Motion to congratulate Chas Tanner on successful application to Meridian Energy for landscaping at Unwin. Proposed Nick, seconded Jerome. Passed. Action Point: Align the Donations sub-committee with the redevelopment of flyers and brochures with Homs staff. Action Point: Engage with Chas Tanner and Pete Cammel to provide a focus on fundraising from Community Funding bodies. Motion to endorse Rich Turners proposal on Bolting in the Darran Mountains Proposed, Stu, Seconded Neil Passed. Motion to congratulate the portfolio conveners on their good work throughout the year. Proposed Jerome, seconded Stu. Passed.