NEW ZEALAND HOCKEY FEDERATION (Inc)
MINUTES OF THE 21ST ANNUAL GENERAL MEETING HELD AT THE MERCURE HOTEL, WILLIS ST, WELLINGTON - 5 SEPTEMBER 2009
[You can download a PDF file of the below AGM Minutes & Workshop Notes HERE]
WELCOME:
Noelene Stafford (President) welcomed delegates and visitors to the meeting on behalf of Hockey New Zealand and introduced the board and CEO, Hilary Poole. The meeting commenced at 9.00am.
ROLL CALL:
Hilary Poole (CEO) undertook a roll call of all delegates.
Note: Eastern, Invercargill, Wairarapa and West Coast delegates arrived late.
PRESENT:
Delegates: Rob Baron (Auckland), Marilyn Downey (Bay of Plenty), Richard Munt, Tim Shannahan and Lin Thompson (Canterbury), Colin Rundle (Counties Manukau), Carol Baer (Eastern/Southland), Neil Edmundson (Hawkes Bay), Fiona McGregor, Vicky Prouting (Horowhenua), Penny Simmonds (Invercargill/Southland), Dave Annear, Warren Banks (Manawatu), Jenny Hair (Marlborough/Vice President), Diane & George Proudfoot, Cherie Stringer (Nelson), Doug Lloyd (North Harbour), Bill Shepherd, Sue Shepherd (Northland), Chris Aubin, Deborah Nicolson (Otago), Colleen Hardacre (South Canterbury), Allister Thomas (Taranaki), Paul Collins (Tauranga), David Hurle (Thames Valley), Denise Hill (Waikato), Kelly Govan (Wairarapa), Tim Brown, Anne-Margaret Campbell, Richard Taylor (Wellington), Megan Sweeney (West Coast)
Life Members: Derek Wilshere
Council Delegates: Irene Ryan (Masters Council), Joy Ripia, Kahu Ripia (Maori Council), Hilary Stubbs (Youth Council)
Hockey NZ Officials: Noelene Stafford (President), Seddon Polglase (Vice President)
Hockey NZ Board: Keith Binnie, Sue Brewster, Graham Child, Catherine Drayton, Pam Elgar, Brent Miskimmin, Jon Tanner, John Williamson
Hockey NZ Staff: Ramesh Patel, Graham Jackson, Brad Jensen, Tracy Willis.
APOLOGIES:
Associations: Central Otago, Malvern, Mid-Canterbury
Life Members: Pat Barwick, Vera Burt, Dave Coulter, Dave Craven, Ross Gillespie, Marg Hiha, Myrie Jenkins, Gladys O’Brien, Rosemary O’Brien, Arthur Parkin, Bruce Penfold, Corinne Pritchard, Jessie Smith
Others: Chris Maister (Board Member).
OBITUARIES:
Chica Gilmer (Hockey New Zealand Life Member), Ivan Wyatt (1948 Black Stick), Joyce Pink (Hockey Manawatu Patron), Rose Stapleton (West Coast Hockey Patron & Life Member), Irene Janet McGregor (Eastern Hockey Patron), Rex Bowden (South Canterbury), Rob Dowdall (Wellington).
PROXY VOTES:
Tim Shannahan voting on behalf of Malvern Hockey Association and Deborah Nicolson voting on behalf of Central Otago Hockey Association.
TABLING OF GENERAL BUSINESS:
No General Business.
PREVIOUS MINUTES:
The minutes of the meeting held on 20 September 2008 were accepted as a true and accurate record.
Moved Waikato, Seconded Marlborough.
MATTERS ARISING:
No matters arising.
ANNUAL REPORT:
The President invited Graham Child (Chair) to speak to the Annual Report.
Graham Child’s address centred on five areas:
1. High Performance Review
G Child indicated that this review called for greater accountability and integration throughout New Zealand Hockey. The HNZ Board had accepted the recommendations from this review and moved forward with key changes to the ‘people’ at Hockey New Zealand via the employment of a Hockey Director, Video Analyst and new CEO, whose job description placed a greater emphasis on the commercial aspects of the business. He indicated that this was a time of change for hockey but that he and the Board were excited about this change.
2. Olympics
The Olympics resulted in the Men’s Team achieving 7th place and the Women’s Team placing last. This had had an impact on funding for these teams.
3. Priorities
He reported that the Board, prior to SPARC funding decisions, had set some priorities for spending, namely:
i) Black Sticks Men & Women
ii) TigerTurf
iii) NHL
iv) Junior Black Sticks.
This had proved to be extremely useful once funding levels were known.
4. Coaching & Development
G Child indicated that the key areas over the last twelve months had been:
• Upskilling regional coaches and video operators at the U21 tournament
• Developing New Coaching Modules
• The regional development programme
5. Participation
Participation numbers had been flat since 2006. G Child expressed his appreciation to Associations for their providing important summer hockey numbers which would be helpful in conveying to sponsors and funders the true numbers of people playing hockey throughout New Zealand.
The President asked the meeting for the adoption of the Annual Report.
Moved Tauranga, Seconded Hawke’s Bay
Adoption of Annual Report approved
FINANCIAL REPORT:
Graham Child presented the Financial Report and outlined the main reasons for the deficit for the year ending 30 June 2009. He indicated that a decline in SPARC funding was a factor, along with greater investment in ‘people’ following the High Performance Review. He reported that gaming trust funding was also down.
G Child acknowledged the staff at Hockey New Zealand, indicating that it had been a huge year of change for them which they had handled well. He expressed special thanks to Ramesh Patel and Tracy Willis who had supported him through the interim period until the new CEO was appointed. He also thanked the Board for their commitment over the last 12 months.
ELECTION OF OFFICERS:
The following officers of Hockey New Zealand were nominated and approved by the meeting:
Patron: Judge Anand Satyanand, Governor General of NZ.
President: Noelene Stafford (Tauranga)
Male Vice President: Lin Thompson (Canterbury)
Female Vice President: Jenny Hair (Marlborough)
ELECTION OF MANAGEMENT BOARD:
There were no elections required this year.
AUDITORS:
The Chartered Accounting firm of BDO Spicers was nominated and approved by the meeting
LIFE MEMBERSHIP:
Dayle Jackson was unanimously voted by delegates to become a Life Member of Hockey NZ.
REMITS:
No remits were received.
PLAN & BUDGET
Hilary Poole presented the budget to 31 December 2009.
Her address centred on ‘5 P’s’ - High Performance, Participation, Profile, Plus Sustainable funding and Plan.
High Performance
• NHL – Talent ID
• TigerTurf New Zealand Junior Academy
• Junior Black Sticks
• Black Sticks Women – Champions Challenge in South Africa
• Black Sticks Men – World Cup Qualifier in Invercargill and Champions Challenge in Argentina
H Poole thanked Ramesh Patel for his support.
This year saw India, China, Argentina and Malaysia visit New Zealand and the quality of hosting by Associations had been fantastic. A special thank you was offered to Penny Simmonds and her team for their work on the Oceania Cup.
Participation
H Poole reiterated that the gathering and submission of summer numbers to Hockey New Zealand was vital for sponsors and funding going forward. Tournaments were emphasised as a great opportunity for the development of players. She indicated that other sports are envious of our numbers in this area. Hockey hosts 22 Secondary School tournaments alone.
H Poole highlighted the following initiatives in the Coaching & Development area:
• Coach Development continues with the next level of extension modules
• Clinics – level 2 coaching course taking place in Hamilton in a weeks time
• Coaching DVD on corners being introduced at Hatch & Collier
Profile
Hockey’s brand value based on a recent survey completed by Brand Capital indicated that Hockey had scored very low in this analysis but the upside of this was that there was plenty of opportunity going forward.
She indicated that Hockey New Zealand would be continuing with promotion and communications via the website, magazine and newsletters to database members. She also indicated that the key message she had received from journalists was their need to have prior warning of news/stories and for releases to be timed to meet their needs. Some tournament results were being delivered to them too late so that was an area for improvement.
Sustainable Funding
H Poole indicated that it was key to develop a commercial model for hockey through a Sponsorship Strategy, Events/Competition, Donor Programme and other sustainable revenue generation.
She also indicated that sponsors and hockey funders see hockey as a well-administered sport.
Budget for the 6 months to December 2009
H Poole reported that Hockey New Zealand was looking to change its financial year to a calendar year to better align with the hockey year, and funders, and after a thorough financial review, was forecasting a deficit of $243K for the six months to December 2009. The main drivers of this deficit were:
• The timing of cash flow – which generally peaks during the early winter months.
• The relatively high number of international competitions the Blacks Stick Men and Black Sticks Women will compete in between now and the end of the year.
• The reduction of SPARC funding for the Women’s programme, which has required Hockey New Zealand to fund the international programme from other revenue and reserves.
Plan
H Poole outlined her desire to implement a national plan for hockey and indicated Association help would be sought in creating and delivering the plan.
H Poole finished by thanking the Hockey New Zealand staff and board for their support. She also thanked Associations for their attendance and indicated she was looking forward to their contribution and their part in the hockey journey going forward.
The following questions came from Associations:
Dave Hurle from Thames Valley enquired about the nature of the Donor Programme. H Poole reported that a Charitable Trust had been set up and it was hoped to launch the donor programme in the New Year. How funds were to be dispersed was yet to be set.
Warren Banks (Manawatu) expressed concern that there was a reduced spend in marketing when there was a need to increase the brand profile. H Poole indicated that she was working through the necessary investment required and that she needed time to do that.
Doug Lloyd (North Harbour) wanted to know how the brand structure was going to be improved without any marketing staff. H Poole indicated that her role was to work on a marketing/brand strategy and that she had been employed for these skills.
Colin Rundle (Counties Manukau) asked if the Black Sticks brand had been compared with the Silver Ferns and All Blacks brands in the Brand Capital Report. H Poole indicated that this was unknown and would be investigated.
RECOMMENDATIONS:
1. Change in Financial Year for Hockey New Zealand – Hockey New Zealand
That Hockey New Zealand change its financial year to calendar year i.e. 1 January to 31 December.
This recommendation received 29 votes for and 0 against.
2. Association Affiliation Fees – Hockey New Zealand’
That Affiliation Fees payable by Associations are to be paid on the 3 year rolling average of June 2009 player numbers for the next 18 months i.e. until the end of 2010, but will be increased by CPI as at 30 September 2009.
H Poole talked through the timing of invoices and indicated that Hockey New Zealand would continue to invoice as they currently do.
This recommendation received 26 votes for and 0 against.
3. HNZ Affiliation Fees- Southern Region Associations
That Hockey New Zealand review its current affiliation fee structure and present to its constituent associations in the next twelve months a report identifying alternate affiliation fee structures for the consideration and possible adoption of the constituent associations. These alternate fee structures are expected to bring the affiliation fees per player within the sport of hockey to levels comparable with the majority of other mainstream sport codes within New Zealand.
H Poole indicated that there would be a review of the fee structure in the next twelve months.
This recommendation received 24 votes for and 0 against.
4. National Tournament First Aid Requirements – Southern Region Associations
That Hockey New Zealand revise the current first aid requirements expected of associations as part of the national tournament hosting agreement. The current requirements are considered impractical and greater flexibility is required to accommodate differences experienced between various centres throughout New Zealand. It is considered appropriate for Hockey New Zealand to implement a process whereby host associations must submit a health and safety plan outlining the first aid provisions to be implemented, with Hockey New Zealand to determine if these are adequate in each instance
This recommendation received 20 votes for and 0 against.
5. Allocation of National Tournaments – Southern Region Associations
That Hockey New Zealand award national tournaments only to associations that have playing fields in place and of a suitable condition to host a national tournament.
This recommendation received 24 votes for and 0 against.
6. & 7. Change Under 16 National Tournament Age Group Back to Under 15 – Canterbury, Southland and Northern Region Associations
That Hockey New Zealand reinstate the Under 15 age group within the national tournament structure in place of the current Under 16 age group.
This recommendation received 16 votes for and 5 against.
H Poole spoke briefly about plans to access SPARC research grants to look at:
1) Sport drop off and retention for 16-20 year olds
2) The opportunity to grow Masters hockey.
8. National Masters Tournament Entry Fees – Northern Region Associations
That the team entry fee for NMT be treated on the same basis as other HNZ tournament entry fees. Teams attending other National Tournaments pay $112.50 inc. gst per team to HNZ of which $62.50 is subsequently paid to the host association to assist with costs they incur. The hosts of NMT have similar costs (e.g. to feed umpires and officials, print programmes, etc) and on an even greater scale than other tournaments. The sharing of the entry fee would be most beneficial to the host.
This recommendation received 5 votes for and 7 against.
9. National U16 Championship Tournaments- Tauranga Hockey Association
That the Youth Council investigates and recommends alternative options to the current “National” Under 16 Championship tournaments. Inclusion in the current tournament structure leads to year on year costs which are unsustainable for many parents, and that the player development ideals can be equally supported by regional events.
This recommendation received 7 votes for and 8 against.
10. Umpire costs at National Tournaments – Hockey South Canterbury
1. Age group tournaments where associations produce a number of umpires.
Associations are financially penalised for their good work developing umpires that are able to attend age group tournaments. The $400 levy does not compensate against expenses incurred. An equalisation scheme would be a fairer option.
2. It is recommended and desired that Hockey New Zealand show more support to Umpires with regards to financial assistance to umpires who officiate at tournaments i.e. under 21's and Tiger Turf Camps.
Hockey South Canterbury recommends that this should cover travel and accommodation so neither the umpire nor their Association should have to meet any costs.
The umpire/s would have to meet incidental expenses and sustain loss of wages and/or holidays.
The need is for current and future elite umpires to be supported otherwise their progress and contribution becomes prohibitively expensive.
Utilisation of these umpires should not be a cost on associations.
This recommendation received 19 votes for and 1 against.
The meeting asked that the Secondary School Umpires Bond of $250 also be reviewed.
11. National Coach Education Program – Southern Region Associations
That Hockey New Zealand continue to prioritise the completion of the proposed coach education structure, specifically the availability of the resources for each training program/course within that structure and the training of accredited presenters of training programs/courses, to better enable associations to be able to offer members the opportunity to develop as coaches within the sport against nationally established standards. It is still desired that a timeframe for the completion of each component of the proposed coach education structure be circulated by Hockey New Zealand to associations. .
This recommendation received 22 votes for and 0 against.
12. National Participation Programs – Southern Region Associations
That Hockey New Zealand continue to develop a national participation program, comprising of a comprehensive suite of various nationally-branded demographic-specific concepts (e.g. juniors, masters, persons with a disability) that can be delivered by associations. Each concept should not only identify how the game of hockey should be delivered for that demographic (i.e. suggested modified rules where appropriate), but also a range of marketing and promotional ideas that each association can select from to encourage participation. It is still desired that Hockey New Zealand support each concept with a national marketing and promotions campaign.
This recommendation received 28 votes for and 0 against.
13. Regionalisation – Southern Region Associations
That Hockey New Zealand respond to the 2008 recommendation on regionalisation and complete the components of the 2008 recommendation. Specifically this was to prepare a formal discussion document on regionalisation for consideration by the constituent associations. This document to detail the short- and long-term aims and objectives of regionalisation, what Hockey New Zealand expects associations to deliver to their regions and how Hockey New Zealand believe the resources currently within regions can be better utilised.
This recommendation received 22 votes for and 0 against.
2009 BUDGET:
The President asked the meeting to adopt the Budget.
Moved Marlborough, Seconded Otago.
Adoption of 2009 Budget approved.
The President thanked everyone for their attendance and the meeting concluded at approximately 12.20pm.
The following awards were presented at the AGM Dinner:
Service Awards:
Bronze Award – at least 15 yrs
Vicki Prouting Horowhenua
Mike Maltby Tauranga
Mark Pryde Tauranga
Sue Ward South Canterbury
Silver Award – at least 20 years
Jim Smith South Canterbury
Gold Award – at least 25 yrs
Trevor Crew Canterbury
Shirley Haig Canterbury
Jeannette Harper Canterbury
Bill Peters Wairarapa
John Turner Canterbury
Tony Le Petit Wellington
Life Membership:
Dayle Jackson (Wellington)
WORKSHOP NOTES
AGM 2009 - Workshop Output
Vision
“From Cradle to the Grave” – something for everyone, all seasons
In 5 Years Time
• 80,000 to 100,000 players
• Greater TV exposure
• Black Sticks winning Olympic medals
• Operating surplus by all associations
• Aligned structure
• Better player retention
• Better match facilities to player numbers
• Increasing Participation, greater involvement 12 months round
• Use of a range of facilities – indoor
• Range of formats – summer, mixed, 11aside, 6 aside, 8 aside
• Financially stable sport
• Profile and image
• Well run sport with clear line of sight, clear accountabilities nationally and locally
• Dynamic and inclusive
Growth Opportunities
• At home parents (daytime)
• Home-school (anytime)
• New Immigrants
• Other “sport” participants
• School/club links
• Inter code collaboration
• Use of alternative facilities, i.e. Beach Hockey and indoors
• Non affiliated casuals – pay for play, use pays, family sessions
• Standardised club competition
• Tournament and competition review
• Drop under 18’s out
• Social tournaments and occasions
• Entry level modules for all ages
• Create consistency for capability development
Sustainable - Exciting, growth, recognized, quality facilities, recognized Olympic sport, household names, desirable, top of mind, innovative, vibrant, different formats, world leading, accessible, successful, attract share of good athletes, money, more schools
Efficiency and Effectiveness
1. What are the key opportunities for great efficiency and effectiveness as a sport?
Purchasing Opportunities
• Bulk purchasing across Associations
• Website providers and database
• Draw programmes
• Reporting programmes
• Audit and accounting services
• Electricity
• Travel – flights and accommodation
• Insurance
• Photocopiers
• Inter-code – councils and Regional Sports Trusts
• Telecommunications
Efficiencies
• Sharing information with associations
• MoU between larger and smaller associations for services e.g. CoachForce, Finance, Marketing
• Risk management
• Performance management
• Procedures manual
• Sharing of specialist skills – marketing, finance, website – ie shared services model
• Collaboration versus completion
• Hubs within regions/clubs
2. What must we have national consistency on as a sport, that we don’t now
• Summer – full year?
• Consistent branding and game format for the various levels across the country – mini, pick-up sticks, small sticks, mini and midgets
• Mates in hockey idea
• Coaching newbies – develop skills of Masters before we let them loose on the filed
• Pay to play time period
National Participation Programmes
1. What are the most compelling “propositions” for a branded National Participation Programme?
• Roll out recommended modules
• Pilot in regions
2. What are the biggest challenges to overcome with having a branded National Participation Programme?
• Association apathy
• Lack of resource/volunteers to implement successfully
• Getting existing players playing more – just not switching to new produce
• Cost to set up and administer
• Strong regional brands adopting a national brand
• How to include current modules in numbers without an affiliation fee
Regional Development
1. What is working well with Regional Development, where can we do better?
• Poor relationship and link with RDM with the Regional Sports Trusts in some areas
• Inconsistent performance measurement, KPI’s transparency and accountabilities
• Reporting lines an issue
• Must focus on the outcomes within the programmes
• Need to invest in more people at the regional level
• The talent identification is in place
2. How can we support and stimulate the growth of Hockey in Schools
• Primary schools are dependent on a willing and capable teacher or parent who is willing to coach – thus the availability of coaches
• Teachers have less time to be available to coach in schools
• Need to sell to children, parents and teachers
• Need to support quality and enthusiastic volunteers, to delivery quality service
• Schools, clubs and associations need to take ownership
• Pilot a programme in some areas
Infrastructure and Facilities
1. What is missing in terms of the scope?
• Research and development in terms of multi purpose turfs (less reliance on water, international trends etc)
• Multi purpose turfs – right of access and compromised facilities for Hockey
• High performance training – part of comprehensive facility, cost/benefit, regional versus centralized
• Demographic analysis
2. Priorities and Importance In Terms Of Scope
1. Can hockey gain better funding parity regarding costs of facility provision? - HIGH
2. Increase better efficiencies by introducing hubs (cluster of turfs at one hub site) - LOW
3. Joint ventures with schools – are these a good solution?
4. Trust operated/ownership turfs – are these a good solution?
5. Turf technology - HIGH
6. Network planning - LOW
7. Demand management - HIGH
8. Are we catering for our players and supporters off field needs?
9. Level of provision required to advance the sport
10. Decrease in volunteers to administer our facilities
11. National reporting system to improve knowledge base - HIGH
12. Asset management - HIGH
13. Taking the game to the people - MEDIUM
14. Reducing cost of hosting international fixtures - LOW
15. Venue compliance - MEDIUM
16. Do we need for a National Stadium or a network of compliant venues? - MEDIUM
17. Research and development in terms of multi purpose turfs (less reliance on water, international trends etc)
18. Multi purpose turfs – right of access and compromised facilities for Hockey - HIGH
19. High performance training – part of comprehensive facility, cost/benefit, regional versus centralized - HIGH
20. Maintaining what we have - HIGH