Meeting Minutes 2013

HASTINGS CROQUET CLUB SPECIAL GENERAL MEETING held on Sunday 30th June 2013
At KIA TOA BOWLING CLUB at 1PM

PRESENT:   28 Members. (total members 43)

APOLOGIES:   Annette Gardner, Heather Gommans, Noelene [Noeline] Harrison, Steve Jones, Ian Usherwood.
Sylvia Glover / Malcolm Campbell.

MATTERS FOR DISCUSSION:
1:   Discuss all options with regards to the clubs future.
2:   Reaffirm the clubs desire to proceed with a possible amalgamation with Te Mata Croquet Club.
3:   A strategy committee to possibly be elected.

CORRESPONDENCE INWARD

1.   Letter from Kia Toa Bowling Club re their withdrawal of preparation and management of B green leased to Hastings Croquet Club.

2.   Email from Kia Toa Bowling Club re stating they are considering selling surplus land, being the west lawn.

MATTERS ARISING:   President Sylvia Glover read out the letter.

Discussion was called for regarding KTBC’s need to reduce costs and as a result they would stop any maintenance on B Green that we lease, also their preference that the Croquet club purchase their surplus green.
They have no official value for the land, “but may be” we would pay $150,000.
Regardless of the Croquets clubs decision they will sell as they need to move into a sustainable financial position.

The President then asked club treasurer Malcolm Campbell to speak.
He pointed out that it would not be a viable proposition for the club to buy KTBC’s land. Our income would be markedly reduced. (no Interest) Creating a shortfall around $15,000, with no reserves for general maintence [maintenance] and still at the will of KTBC.
Further discussion took place relating to the purchase of the land.

Graeme Phillips moved Hillary Marlo seconded
That we have a committee to investigate the proposal of purchasing Kia Toa Bowling Clubs lawn and /or moving to Duart house.
Not passed. Only 3 members voted for.

Discussion then moved on and it was mooted that a “Dream list” compiled by members could give some indication of members thoughts.

The meeting overwhelming supported the idea of remaining at KTBC for the time being while looking at Duart House, (although it may be too small] and continue dialogue with TMCC.

A motion was moved by Ken Wyley seconded by Peggy Gyde
That we give notice to Kia Toa Bowling Club that we do not wish to buy their 3rd lawn.
Passed unanimously

Discussion then focused on the possible amalgamation with TMCC.

The meeting seemed split on the need for Hastings to remain in the “New Clubs” title.

It was pointed out that money was the “Elephant in the room” maybe we should form a Trust to manage our money.

Both Sylvia Glover and Geoff Gibson clarified our position.
“As a result of the sub committee’s meetings with newly appointed Simon Scannell of Scannell SJ & Co Barristers & Solicitors and David Sawers of Staples Rodway Chartered Accountants.

We do not need a separate trust to manage our affairs. We are covered with our present set up and by following our constitution.”
It was pointed out that the sub committee will need to partake in many more meetings with TMCC, also that all actions will be set out formally with professional guidance.

As a result of further discussion, Graeme Phillips moved Ken Wyley seconded
That the current Sub-committee of Silvia [Sylvia] Glover, Geoff Gibson Suzanne Berry and Malcolm Campbell carry on negotiations with Te Mata Croquet Club using legal and financial advice as required.
Passed unanimously.

It was decided that a further Special General Meeting would be held as the committee deem necessary.

NEXT SPECIAL GENERAL MEETING:   TBA
MEETING CLOSED:   3pm
MINUTES CONFIRMED:
DATE