Hawkes Bay Mountain Bike Club (Inc) Held at East Pier , Napier - - PowerPoint PPT Presentation

2019 ANNUAL GENERAL MEETING

Hawkes Bay Mountain Bike Club (Inc)

Held at East Pier, Napier – Monday 1st July, 2019

Agenda

JULY 2019 HBMTBC AGM 2

❑

Opening welcome by the Chairperson

❑

Attendance/Apologies: (circulate page, for each person to write in their full name)

❑

Minutes/Reports from previous AGM - held on Wed 2nd July, 2018 @ East Pier, Napier

✓

Any Matters arising from previous AGM ?

❑

Resolution for hbmtbc Constitution amendment, of Rule # 13

❑

Power-point presentation & discussion of all Managers Reports

❑

General Business

✓

Discussion of any subject, raised from the floor?

✓

Summary of goals for the next 12 months (Chairperson)

❑

Election of Executive Officers

✓

Chairperson + Secretary + Treasurer

❑

Committee

✓

Overview of new roles/structure within committee

❑

Awards - Presentation of the "Merv Cameron Memorial Trophy” for Club Participation

❑

Closing by Chairperson

An amendment to the HBMTBC Constitution is required, to revoke rule # 13, being: Common Seal The Society does not hold a common seal The Society does have a ‘Coy #’ – 919069 with the Companies Office of New Zealand and replace it with the following: Common Seal The Common Seal of the club shall be kept at the registered office of the club, in the custody

• f the Secretary, and shall be affixed only on the authority of the Committee by resolution in

the presence of two of the Executive Officers, being the Secretary, Treasurer or Chairperson.

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Resolution

Kia Ora everybody & let me welcome you to the final wrap up for the 2018-2019 membership year. I really hope you have been lucky enough to enjoy some great rides during the last 12 months & that you intend to join us again for the next year ahead, we are lucky in the mighty Hawkes Bay to have such a fantastic range of riding options to choose from. It is an awesome time to be a mountain biker currently, with the growth in the sport / technology / number of locations where we can ride & our neck of the woods is as good as anywhere in NZ I believe. I have ridden fairly extensively around the North Island in the last 12 months & am impressed with the MTB infrastructure developing in most regions at present. The great thing is that Hawkes Bay is punching above its weight with trail development & is highly regarded from outside the region. This has been my sixth year as chairman of your club (still one of the largest of it's kind in the country) & I am very proud of what we have achieved collectively during that time.

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Chairperson Report

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Chairperson Report…

In lots of ways it has been the most challenging year for this club & its committee in the 10 years I have been involved, for a number of reasons: ❑ Our situation has evolved somewhat differently this year compared to the original plan & with that comes a mix of good, bad & ugly. Don't get me wrong, change is good however it takes a focused robust committee & systems to manage the transition to then come out the other side in good shape, which is exactly what we have done so well done team ! ❑ There have been some changes within the Pan Pac forest management &

• perations, plus they have also had more than their fair share of

scrutiny with new stringent national forestry standards implemented. So

• n behalf of the club I thank them all for their continued support &
• access. We look forward to strengthening our working relationship with

Pan Pac ongoing. In particular I would like express gratitude to Sean Wright, Dale Eastham & Dennis Hall for all their efforts & support this last year.

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Chairperson Report…

❑ The Replanted Block, Pakuratahi & parts of the Mill Block have been temporarily closed within the last year for thinning & forest extraction operations, which has restricted our access for 8 months or so. However, it was pleasing to see we still finished the 2018-19 year with just over 2200 members (making it the most successful year yet) plus over 1300 visitor permits sold. ❑ Some of our plans to roll out further infrastructure have been put

• n hold or cancelled & throughout the year our membership base

has expressed frustration more than ever with a number of complaints fielded. However, I can assure you these were listened to & addressed as best we were able within the means available. ❑ Like lots of clubs the percentage of members who volunteer their time, skills & energy is actually very small & if you are one of those folks who contributed in any shape or form, I applaud your actions & thank you on behalf of the club.

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Chairperson Report…

Having said that there are plenty of positives: ✓ We experienced extended summer like conditions, making for awesome riding in the last year ✓ Successful club run events, ie -

• HBMTBC shuttle day in Rotorua for HB anniversary (with 260 riders in attendance)
• NZDH Series held in Pakuratahi, with over 150 riders
• Doug Wisor Memorial Enduro in the Mill Block, with over 120 riders
• I attended, or heard about all the above & was impressed by such great club spirit at

these events. ✓ Organised rides with the BMShe crew, who appear to be gaining a lot of interest & regular numbers attending over the summer months ✓ HBMTBC being nominated / acknowledged once again at the Hawkes Bay Sports Awards amongst some highly regarded sports organisations.

• Long serving (20 years) committee member & club secretary Carl Larsen, being

recognised for his significant contribution to club & park operations, taking out the Administrator of the Year category for the second time.

JULY 2019 HBMTBC AGM 8

Chairperson Report…

✓ Youth Development team participating on a national & international level, in particular Charlie Makea. However, there have been a number of Hawkes Bay riders competing nationally in several MTB disciplines over the last year & we are proud of all their efforts ! ✓ Continued club affiliation with MTBNZ & Cycling NZ ✓ Club raised funds being donated to local rescue helicopter trust ✓ Bike film nights for club members to attend ✓ New club riding kit available for members to purchase.

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Chairperson Report…

❑ For me personally, I had a big spill off the bike in October last year, knocked the wind out of my sails which saw me unable to ride for a couple of months but got back in saddle as soon as possible, hopefully wiser & more upright than ever before. However I also had many highlights, including -

• Taking dozens of kids MTB riding & seeing their individual MTB skills & confidence grow, which is hugely

satisfying

• Sharing time in the saddle with many of my friends family & riding buddies, which is always such a privilege

in our amazing park & in the North Island generally (shout out to GT & Willie for keeping me fed & watered!) ❑ Several ongoing & new MTB developments within the HB including -

• Te Mata Peak (slow as it may be) purchase of additional land.
• Waipukurau Gum Forest (more mountain bike trails planned)
• Ranui Farm Park ongoing trail network

So, as the "Hawkes Bay" Mountain Bike Club, we must be open to & support / encourage where we can, new opportunities throughout the region as they arise. Exciting stuff indeed.

JULY 2019 HBMTBC AGM 10

Chairperson Report…

PARK DEVELOPMENT: The new park development has been a major focus for over a year, but has really kicked into gear within the last month or so. But this new development will come with a very large price tag. HBMTBC traditionally generate income from the following 4 main sources: ✓ Membership + Permit fees: Approx distribution of - 20% Admin; 10% Savings; 70% Park Maintenance ✓ Gaming Trusts: been relatively successful with the majority of our applications, mostly for new trails ✓ Trail Sponsorship + Donations: support from local families & businesses and via the Trailblazer fund. This has been fairly low key this past year, however I would like to thank those who have donated financially to the club in the last year or so. Your contribution is greatly appreciated. ✓ Events: downhill, enduro races + shuttle days with any surplus funds going back into the park development fund. Financially your club is in good shape, with a pleasing finish to our financial year. This has been due to prudent fiscal management of club funds. The overall operating costs have generally risen & then there is the cost of maintaining equipment and the trails. However, the club has been focused on saving hard for this & moving forward there is a plan to spend some of those reserves in conjunction with continuing the drive for additional funds via other potential income streams.

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Chairperson Report…

The long term plan is to get back in & redevelop certain areas as & when we are allowed to after harvesting / planting. So a succession plan is critical for everybody's benefit & we have spent a considerable amount of time/energy planning for when these forestry blocks become available. Again, as a reality of our partnership with Pan Pac, we need to be mindful of our respective footprint within the forest & respect the needs of their commercial operation at all times. I regularly get compliments from a variety of visitors & club members about how good the level of riding in our forest is & this is a good indicator that we are evolving in the right direction! I have already mentioned previously that as a club we are now in a position to strategically look ahead & ask some serious questions of what next for our club? With a long term vision in mind, your committee has been investigating how in the future we best develop & collaborate collectively with strategic stakeholders, to deliver the best MTB facilities & rider experience within Hawkes Bay for many years to come & that is an exciting prospect.

JULY 2019 HBMTBC AGM 12

Chairperson Report…

Approximately 2 years ago, we got wind that our time in the Mill, Pakuratahi and Replanted Blocks was very likely to be considerably shorter than what was originally understood. This was mostly due to the health & safety risks posed by our members riding in & around a major thorough fare used for logging based traffic & activity which had not been considered

• riginally.

This initially was disappointing, especially due to the significant investment (financial & human resource) spent on developing the Mill Block & our future plans for this block. Our access has always been a privilege for which we are grateful for, but it became apparent that things needed to change sooner than later. In the interim, we continue to experience great value from our existing trail network within the Mill Block. Accordingly, behind the scenes your committee has been consulting & planning extensively with the Pan Pac board, senior management, council & other key partners for a way forward to meet the needs of all parties. There has been a significant amount of change & we have spent a lot of time getting to understand Pan Pac & what we require from each other in our long term relationship. I can assure you that Pan Pac are committed to mountain biking for the long haul. Based on that, the committee had to look for a sustainable long term solution. We engaged the services of a consultant who helped pull together an initial proposal which went all the way to the Oji (Pan Pac’s owners) board. I can now report that we have just signed off on a Licence to Occupy with Pan Pac, which will give the club security of tenure for at least 25 years within Tangoio Forest.

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Chairperson Report…

This is a significant step in the long term plans & hopes of your club as we are now looking to redevelop our internationally renowned mountain bike park. This in itself is a huge achievement for our sport locally & will give great confidence in our bid to secure the funding required to rebuild our MTB Park from scratch. The amount of time (2 years) & energy spent to get to this stage has been massive ! In particular, I want to acknowledge the efforts of the senior leadership group along with Kevin Osborne, who have been instrumental in driving this initiative. Also respect & gratitude to the Pan Pac management for their support & foresight in granting such long term access to their forest, without them on board none of this would be possible.

• Whew. So what now ?

JULY 2019 HBMTBC AGM 14

Chairperson Report…

Basically, we need to get cracking with developing the initial trail network & supporting infrastructure, then formulate a game plan on how to deliver a regional sport facility of national significance, which will now be known as: "Pan Pac Mountain Bike Park". We plan to engage the services of at least 3 different professional track building companies over the next two years (funding dependant) as well as utilise local contractor services where able. We plan to have a wide range of trails built covering all abilities from levels 1 - 5, including digger built, hand-built, family-friendly, progressive, downhill, e-bike, event + shuttle friendly, etc to cater to as broad an audience as possible. The steps being: ❑ Plan park trail network ❑ Obtain resource consent as required by the licence - we are being guided by Roger Wiffen on this process. ❑ Fundraise ❑ Build This is truly exciting for all of us as a riding community. There is still a lot of planning / detail / funding to sort, however we are committed to forging ahead & have the longevity of access required to implement our ambitious vision. Effectively, the goal is to develop a freakin’ amazing recreational facility to benefit thousands of locals & tourists alike for the life of a pine forest & beyond.

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Chairperson Report…

How about that for an update, not bad for a handful of highly engaged volunteers pulling this together on the side, eh? Also thanks to my lovely Deb, who has supported me through this exercise as it has been quite a commitment. Reflecting back, I am humbled & hugely appreciative of the amazing club committee who have stepped up time & time again, who have just got the job done this year. So a MASSIVE THANKS to you all, we all can be very proud of what has been achieved collectively throughout 2018 - 2019! We have come together & grown stronger as a team as a consequence which is awesome. Having said that we have a lot of goals to achieve in the next year, so will need to be even sharper in our operations as we progress. Going forward we will require some "new blood" & fresh perspectives in conjunction with the senior leadership group, to take the club to the next chapter in our history. We are currently looking to restructure the committee & the roles within it, as a consequence we will look to allocate duties accordingly to meet the needs of the club & its operations. We will require support from you & should you be in a position to offer expertise, services or resources to assist, please let us know. In the meantime ride hard, ride safe. Looking forward to seeing the results of the year ahead ! Nga Mihi Nui. I hope to see you out on the trails... Cheers Scott.

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Committee

2018-2019 Committee : CHAIRPERSON Scott Richardson TREASURER Karreen Mathers SECRETARY Carl Larsen PARKS Ross Mepham (Eskdale Manager), Scott Richardson (Taradale Dirt Park Manager) SOCIAL Steve Eustace YOUTH DEVELOPMENT Tui Makea FUNDING Carl Larsen MARKETING vacant position EVENTS Carl Larsen VOLUNTEERS Kevin McCarthy Committee members: Greg Taylor, Jim Tetlow, Rob Waldron, David Gordon, David Bellini, Mark Hamilton

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Financial Summary

Income

Grants & Donations Event Proceeds Other Income Memberships Visitor Permits Interest Received

Total Income (ex GST)

To 31 March, 2019 18,941 17,226 1,000 51,993 11,589 3,730

• $ 104,479

To 31 March, 2018 45,484 13,968 365 42,465 8,078 1,639

• $ 111,999

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Financial Summary…

Expense ses

Donations MTBNZ Affiliation Bank Charges Depreciation Website/Online Fees Administration – General Expenses ID Tags Insurance Permit Checks (Forest Security) Stationary & Printing Events Parks & Track Building Sponsorship & Coaching Total Ex Expenses (ex GST)

Net Income Profit / Loss To 31 March, 2019

2,225 1,414 3 7,035 4,288 4,611 1,613 1,061 2,560 1,101 9,308 28,191 500

• $ 66,733
• 37,746

To 31 March, 2018

1,975 1,530 1 3,529 3,710 1,606 1,795 756 2,775 464 8,119 62,873 1,050

• $ 90,183
• 21,816

JULY 2019 HBMTBC AGM 19

Financial Summary…

Accumulated Funds Net Income/Loss Current Assets Westpac – Main Account Westpac – Online Bonus Saver 3x Term Deposits (total) Accounts Receivable GST Account TOTAL CURRENT ASSETS Non-Current Assets Accounts Payable Income in Advance GST TOTAL LIABILITIES

NET ASSETS To 31 March, 2019 190,998 37,746

228,744

28,777 161,074 67,816 1,590

• 259,257

11,294 8,552 32,564 691

41,807 $ 228,744

To 31 March, 2018 169,182 21,186

190,998

153,684

• 65,282

1,335 1,530

221,831

14,118 760 44,191

• 44,951

$ 190,998

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Funding

Purpose: The HBMTBC administration and funding strategy enables successful / professional events and other club

initiatives that require justified spending. The funding arm should be able to make informed applications to charitable trusts, request sponsorship and seek alternative avenues of funding to secure items on the wish list.

Funding received during Financial year (April 2018 – March 2019):

✓ Memberships

= $ 51,993 (ex.GST)

✓ Visitor Permits

= $ 11,589 (ex.GST)

✓ TrailBlazer Donations = $ 2,765 ✓ Rescue Chopper Don = $ 1,980 ✓ Funding Grants

= $ 2,674 → ▪ Eastern & Central Community Trust (unspent ECCT funds) = $ 11,522 ▪ Infinity Foundation (DW Enduro; NZDH) = $ 2,674 ▪ Napier City Council (unspent signage funding) = $ 7,564 (ex.GST) (unspent Dev. funds) = $ 25,000 (ex.GST)

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Events

Purpose: To organize, manage & facilitate MTB events from club level thru to national level. Events held over the last 12 months include: ❑ North Island Downhill Series (NZDH) Round #3 – Saturday 3rd November, 2018

• 154 riders entered this popular event, held
• n Gravitahi DH Track in Pakuratahi Block.

❑ Doug Wisor Memorial Enduro Sunday 4th November, 2018

• 126 riders (102 in 6-stage; 24 in 3-stage)

entered this ever growing event, held within the Mill Block (Replanted Block was closed). ❑ Chainless MTB Event Saturday 16th March, 2019

• A fun family event, on Mr Whippy and

Gateway trails.

Brook Macdonald – double-header winner of both NZDH round #3 and DW Enduro 2018

JULY 2019 HBMTBC AGM 22

Parks

PAN PAC MOUNTAIN BIKE PARK ❑ Tait Block logging is now completed and planning has begun in earnest to construct a brand new trail network. It is expected to have the Tait block open for use by 1st January, 2021. ❑ Waipunga Block logging has started and is expected to be completed by early 2021, at which stage we will embark on designing and constructing a brand new trail network thru this area. ❑ Replanted Block has had storm and waste thinning clean-ups and has also been closed since October 2018 due to the neighbours (Fisher block) logging. It is expected that it will reopen very shortly for the use of Cannonball, Minefield, Rolly and Blowhole only, with Mill Valley Rd and Sweeper out-of-bounds until the Waipunga block logging is completed.

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Parks cont…

❑ Pakuratahi Block with Gravitahi DH track, is now permanently closed to all MTB access. ❑ Mill Block has had restricted access to the northern slopes and Loop Road since October 2018, due to the Fisher block logging, but that is nearly complete, so we should be able to open all the closed trails very shortly. ❑ We have been maintaining and cleaning all trails in this block throughout the year to keep them all in optimum condition. Gateway and Onceler have had several graveling and clean up working bees to try and improve their wet weather durability. ❑ The wooden skills area has been developed, built and installed over the last six months, it is all transportable so is easily moved to any new location in the future.

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Parks cont…

We have had a few working bees in the last year to clean up the storm damage and waste thinning etc. We have had a good response from our volunteers when help was requested for these jobs so thank you to all those that pitched in when required. A big thank you to the clubs regular supporters who generally jump through hoops for us when we require help , namely: Tumu ITM for building materials; Jason Juno @ Coast & Co for graphic design and artwork; Branded for signage, and Baywide Dingos for various digger related missions through the year.

JULY 2019 HBMTBC AGM 25

Parks cont…

CONTRACTORS ✓ A big thank you to Brian Hankin our part-time maintenance contractor. Brian has been continuously spraying, brush cutting, chain-sawing and blowing trails clean throughout the year as well as clearing windfall and storm damage as it arises. Thanks to Brian, we can focus on new park projects and planning. ✓ A big thank you to Lance Simons our part-time security contractor. Lance has been randomly turning up at the various car parks over the year doing random permit checks, this has seen a marked improvement in permitted riders within the MTB Park. ✓ Lastly, a big thank you to Pan Pac, Sean and Dale for their on-going support of the club and our use of their land. Ross Mepham - Parks Manager

JULY 2019 HBMTBC AGM 26

Marketing & Communication

Purpose: To promote the club and sport to local, regional, national & tourist markets via all media. ❑ Website: www.hawkesbaymtb.co.nz - The website is the main portal for all club information and club contacts, with links to online membership / permit registration portals (via ACTIVE). ❑ Facebook: www.facebook.com/HawkesBayMTB/ - all club news and events posted online as they happen, (over 2500 followers). We also manage www.facebook.com/PanPacEskdaleMTBPark/ - for MTB Park news. ❑ E-News: The weekly e-news and monthly e-newsletters are loaded with all relevant local and national MTB content, emailed to all current club members, selected local contacts & the monthly e-newsletters are also sent to all MTB club contacts nationwide. ❑ Events: Promotion/marketing of club events are thru weekly club emails &

• nline via both the club website & club facebook pages.

❑ Brochures: Printed approx every 2 years, displayed at the Napier I-Site.

JULY 2019 HBMTBC AGM 27

Social

Purpose: To increase the participation of club members at all levels of ability, to ride socially,

forming new relationships and exploring other MTB trails anywhere within New Zealand.

Social Trips held over the last 12 months: ❑ Annual Rotorua Shuttles – Friday 19 October, 2018 (HB Anniversary Day) 260 registered riders, hiring all 4 shuttle buses for morning, 3 buses in afternoon.

JULY 2019 HBMTBC AGM 28

Youth Development

Purpose: To support the young members of the club, by

representing them on the committee, voicing any concerns or issues raised from youth members. To support and develop members for future success at a higher level in the downhill discipline and to help in the development of new facilities and trails for members.

Racing ✓ Twelve Youth riders raced in the North Island Downhill (NZDH) series over the year. ✓ Eight of these riders competed at Crankworx, the international event in Rotorua. ✓ Hawkes Bay Mountain Bike Club is well represented at all the North Island race events. New Zealand MTB Performance Hub ✓ This year the hub offered training camps to riders who were interested in improving their racing skills. Hawkes Bay had a number of riders attending the camps including – ✓ James Harvey, Taylor Topp, Ryan Maney and Carter Wiffin.

Hawkes Bay pits at lunchtime. Bikes have been checked and are ready to race.

JULY 2019 HBMTBC AGM 29

Youth Development…

James Harvey @ Dome Valley, 2018 Round 1 Charlie Makea competing @ Leogang, Austria. Charlie has been a member of the NZ MTB Performance hub downhill team and spent the last 2 years racing internationally. This year Charlie is competing in the Mens Elite category and is currently in Europe racing the World Cup circuit. Carter Wiffin @ his local track (Gravitahi DH) Taylor Topp @ Dome Valley, 2018 Round 1

JULY 2019 HBMTBC AGM 30

Volunteers

Purpose: To provide club run activities with volunteers. Primarily to help run mountain bike events at all levels (club level thru to National level). Also for club working bees for trail building/maintenance.

THANK YOU to everyone who gave up their time & helped the HBMTBC at any point over the last 12 months, no matter how big

• r small your role or involvement was, it was much appreciated.

From club members to committee members to participants to sponsors. Without your help, events couldn’t be run and trails wouldn’t get built or maintained. We appreciate your help!

JULY 2019 HBMTBC AGM 31

Merv Cameron Memorial Trophy For Club Participation

Previous Winners: 2001 – Carl Larsen 2002 – Hilton Taylor 2003 - Carl Larsen 2004 – Vicky Bloomer 2005 – Luke McCarthy 2006 – FPG crew (Ross Mepham) 2007 – Hamish Macpherson 2008 – Andrew Watts 2009 – Emma Buttle 2010 – Kevin McCarthy 2011 – Brendyn White 2012 – Hamish Schwass 2013 – Don Bricknall 2014 - Tui Makea 2015 – Robert Patterson 2016 – Kim Anstey 2017 – Chris Verhoeven 2018 – Mark Hamilton 2019 Winner is: