Minutes of the AGM

Minutes of the 54rd Annual General Meeting held at the Hamilton Cosmopolitan Club premises on Sunday 23th June 2019 at 10.00 am

_________________________________________________________________________ _________ Present;

S. McLean (President), R. Littlejohn (Vice President), J. Hughes, A. Dunkin, R. Macdonald, Guy Present; Temoni-Syme, I. Morgan (Manager/Secretary), M. Ellery (Office Manager), P. Wilson (Returning S. McLean (President), R. Littlejohn (Vice President), J. Hughes, A. Dunkin, R. Macdonald, Guy Officer), G. Sullivan (Auditor) and 82 members. Temoni-Syme, I. Morgan (Manager/Secretary), M. Ellery (Office Manager), P. Wilson (Returning Officer), G. Sullivan (Auditor) and 82 members. Welcome The president declared the meeting opened at 10.00am and welcomed everyone to the 54rd Welcome The president declared the meeting opened at 10.00am and welcomed everyone to the 54rd Annual Annual General Meeting. General Meeting. ApologiesApologies P. Nicholaas, S. Taylor, J. Swetman, I. Swetman, B. Mischefski, K. Mischefski, G. Thomas, R. Carmichael, A. van den Einden, C. Wood, J. Ellery, P. Snell, K. Lord, K. Parker, R. Fabish, C. Unkovich, M. Karam, B. Walker, N. John, V. Campbell, P. Ramsey, G. Stow, J. Edgar, P. Nicholaas, S. Taylor, J. Swetman, I. Swetman, B. Mischefski, K. Mischefski, G. Thomas, R. Carmichael, A. van den Einden, C. Wood, J. Ellery, P. Snell, K. Lord, K. Parker, R. Fabish, C. Unkovich, M. Karam, B. Walker, N. John, V. Campbell, P. Ramsey, G. Stow, J. Edgar, R. Northcott, W. Northcott, A. Neal, S. Houghton, J. Stewart, A, Stewart, M. Lynch, A. Brodrick, R. Northcott, W. Northcott, A. Neal, S. Houghton, J. Stewart, A, Stewart, M. Lynch, A. Brodrick, P. Day, M. Ellery, C. Elliott, N. Palmer, B. Mehlhopt. P. Day, M. Ellery, C. Elliott, N. Palmer, B. Mehlhopt. .

Moved President/ J. Hughes

Moved President/ J. Hughes Carried Carried

Deceased Members Deceased Members

The president extended sympathy to the families and friends of members who had passed The president extended sympathy to the families and friends of members who had passed away away during the year. A minute’s silence was observed in memory of those members. during the year. A minute’s silence was observed in memory of those members.

Previous AGM Minutes It was moved that the minutes of the 53rd Annual General Meeting held on Sunday 24th June Previous AGM Minutes It was moved that the minutes of the 53rd Annual General Meeting held on Sunday 24th June 2018, and the annual report, as circulated, be accepted as a true and accurate record. 2018, and the annual report, as circulated, be accepted as a true and accurate record.

Moved President/R. Macdonald

Moved President/R. Macdonald Matters arising

Matters arising Not with-standing spelling mistakes and the fact that the list of life and meritorious awards were missing, T. Stanwell complemented the secretary/manager on the new format of the Year Book. Not with-standing spelling mistakes and the fact that the list of life and meritorious awards were missing, T. Stanwell complemented the secretary/manager on the new format of the Carried Year Book.

Carried President’s Report President’s Report June 2019 Another interesting year has passed and the Club is going very well. We have achieved a lot in the President’s Report last two years. We have now paid off all the Inland Revenue arrears that have dogged us, and President’s Report June 2019 anything we owe now is current. This has been a big achievement by Ian and the Members. Another interesting year has passed and the Club is going very well. We have achieved a lot in the last two years. We have now paid off all the Inland Revenue arrears that have dogged We have almost cleared all the Aged Debtors that had also accumulated over the previous years. This is now at a very manageable level. Again, thank you to Ian for all his hard work and perseverance with getting this achieved. As far as the club finances are concerned, I feel we are us, and anything we owe now is current. This has been a big achievement by Ian and the really heading in the right direction. Members. The area that now requires working on is growing our Membership. This will take a little time but with We have almost cleared all the Aged Debtors that had also accumulated over the previous years. This is now at a very manageable level. Again, thank you to Ian for all his hard work the help again from Members, this is achievable. It would be good to see our Membership back up to around the 1000 mark. We have so many great facilities at this Club, which are available for all members to use. The Sub Clubs all want new members and if you have strong sub clubs, you have a and perseverance with getting this achieved. As far as the club finances are concerned, I feel strong Club overall. we are really heading in the right direction. The area that now requires working on is growing our Membership. This will take a little 1

time but with the help again from Members, this is achievable. It would be good to see our Membership back up to around the 1000 mark. We have so many great facilities at this Club, which are available for all members to use. The Sub Clubs all want new members and if you have strong sub clubs, you have a strong Club overall. We have hosted many activities in this Club over the last year. Tournaments with 8-Ball, Snooker, Billiards, Indoor Bowls & Outdoor Bowls. It is good seeing all the visitors that come into the Club for these events and really enjoying the facilities. In addition, we have had many Corporate Events with the Outdoor Bowls. Again, it is good seeing new people coming into the Club. The new layout for the TAB and Gaming and the 8-Ball area is working really well and we are getting very positive feedback about this. I would like to thank the Executive Committee for all the work they have put in this year. We have all pulled together to give Ian all the support he requires to run a tight ship. Also, a big thank you to all the Members who have again have given generously of their time, skills and work during the year. The Club appreciates all the efforts put in. Thank you, also, to the Staff who have been here and served us all in the Bar, Office, Kitchen and Maintenance on a day-to-day basis. I look forward to seeing you all here again over the next 12 months and further into the future. This Club needs you all. Thank you again for your support and I look forward to another great year in the Club.

Sue McLean President

It is moved that the President’s Report as presented in the 53nd Annual Report be accepted.

Moved President/J. Hughes Carried

Life and Meritorious Awards

Achievements announced – Life memberships

President: The same especially applies to three members who been very hard working around the club over, many many years. They have been very generous with donations etc. to the club, a lot more generous than I would ever have thought any member would be. They’ve exceeded all our expectations. They’re still here, still willing to do things, donate, gift bits and pieces to the club and they support us every day and every time they’re here. I don’t really know what else I can say but I’d like to move we accept the following as life members of the Hamilton Cosmopolitan Club – each is very deserving of this award: Dawn Brown Jack Hewitt Pauline Hewitt

The president presented the life members with their badges.

Moved President/M. Milne Carried

Meritorious Awards

President: We also have a nomination for a meritorious award, I would like to call on Peter Wilson to read out this nomination. P Wilson read the following: the Travel Club along with the Fishing Club would like you to

request of the Executive consideration of a Meritorious Service Award at the upcoming AGM to our Receptionist Manager Morgan Ellery for her services to the club. When anyone first enters the club it is nearly always that Morgan’s cherry face is the first to greet and welcome them. First impressions go a long way to what people take away from the club. Morgan has many and varied duties at the club, organises herself to cover these and does it well. Just a few examples are reception, club’s account keeping, service behind the bar and kitchen, still organising the Thursday quiz nights for a number of years now, booking functions both internal and external, club events organising, making decorations, putting special raffles together to fund raise for the club, making jams etc. to fund raise and so it goes on. Morgan takes on these duties willingly with the club’s benefit in mind and commits herself 100%. She is a valuable staff member and we feel she should be shown she is appreciated by being a recipient of this award. I also add Money raised by Morgan in one year: Gold coin bucket $2000 Bar tin $700 Jam/raffles etc. $2200 Total $4900

Morgan Ellery The president presented Morgan with her Meritorious Award.

Moved President/J. Hughes Carried

Annual Accounts

Financial report. Glenn Sullivan (Auditor) made a presentation on the club’s accounts. *See attached.

Discussion Open for discussion and any questions on the accounts.

T. Stanwell questioned why the power point on screen was different than those printed in the Annual Report. M. Ellery explained that in the Annual Report it was a part of the previous year’s AGMs minutes. G. Sullivan (Auditor) explained that the power point printed in the Annual Report accompanied the minutes and Annual Accounts presentation given at last year’s AGM. The current presentation on screen is for this year’s Annual accounts and will be included in next year’s Annual Report as part of the minutes. It was also explained that this Annual Report had to be printed a month before the AGM as it was done “out of house”. We got the audit finished on the last day for printing. K. Stowers expressed thanks for the presentation of the accounts, considering them much easy to read. He suggested that having all the sub club accounts before the “meat” of the report was wrong and that the main accounts should be after the manager’s report. I. Morgan (Manager/Secretary) commented: This book cost us nothing. We got this done for free and it’s the first time it’s been done “out of house”. There are going to be teething problems we understand that. We know there are some mistakes, but if everyone had got there stuff to us on time, it would have been way easier. We had some sub clubs trying to give us their annual accounts just a few days ago when the deadline was four weeks ago. I don’t think we can rubbish it too much; be happy we have a book like this here for the club and it didn’t cost us anything. Moved President/J. Hughes Carried

Annual Subscriptions

President: Moved that the subscriptions stay the same at $80 (excluding junior/life members) Moved President Seconded M. McAllister Carried

Discussion L. Unkovich said she understood why the subs were at the level they are but suggested fees paid to sub-clubs could offset the main sub. She said a lot of people can’t afford it. President: You can pay off your subs, minimum $10 a week over eight weeks so saying people can’t afford it when the facility is there to pay it off isn’t correct. A lot of people just put $2 away each week and then at the end of the year they have their subscription saved up. At the Clubs NZ conference back in March a lot of clubs we talked to are putting their subscriptions up also. There are some clubs up in Auckland and their subscription is $280 a year, there’s one in Hawkes Bay and it is $175 a year and their putting a building levy on top of that of $100 per person. Passed

Election of Officers

President: I would like to thank N. Tauri–Wright as last year’s returning officer, but due to ill health she was unable to carry on. Peter Wilson (Returning Officer) declared the following members elected for the 2019-2020 Executive Committee voting results are;

For President Sue McLean

Congratulation to Sue McLean as President.

Executive Committee Karen Brodrick 80 Robert Macdonald 65 Thea van Kempen 66 Guy Temoni-Syme 34

97 Votes total Nil in valid

Congratulations to Karen Brodrick, Robert Macdonal and Thea van Kempen being voted onto the Executive Committee.

Co –opted to fill vacancies Guy Temoni-Syme

Board of Appeal Jan Lloyd Rod Carmichael Dave Harris

Congratulations to Jan Lloyd, Rod Carmichael and Dave Harris on being elected to for Board of Appeal.

Voting forms to be destroyed Moved President/P. Wilson Carried

Honoraria

President President $3,000 Vice President $2,000 Executive Member $1,250 PRESIDENT: I move that it stays the same. She made the comment that, usually, at the first executive meeting after the AGM the executive members choose not to take the honorarium, which saves the club about $13,000. But it still needs to be set.

Moved President/ N. Smith Carried

Appointment of Auditor

It was moved that Glenn Sullivan be reappointed as Auditor for the 2019-20 financial year.

Moved President/C. Stanwell Carried

Notice of Motion/Remits

1. Changes to the Club Rules to be proposed at the next AGM are as follows: • Authorised Customers and Reciprocal Visitors • Interim Membership • Corporate Memberships

Remit 1 Reciprocal rights Present section 4.7 Rights and Privileges (c) change to read the following (see below highlighted).

Remit 2 New Interim membership to be added to the present rules with conditions as highlighted in the relevant extract from the club rules (see below).

Remit 3 Corporate membership to be added to the present rules with conditions as highlighted in the relevant extract from the club rules (see below).

4.1 Classes of Membership: The Members of the Club shall be divided into the following classes: (a) Ordinary; (b) Junior; (c) Life; (d) Long Service (e) Interim (f) Corporate Membership 4.2 Interim Membership Persons of at least legal purchasing age may apply to become Interim Members of the club in accordance with the following rules;

(a) Each candidate for Interim Membership shall complete the applicable application form. (b) The candidate shall deposit, at the time of application, a subscription of such sum as may be directed by the Committee. (c) Interim Membership shall be valid for a period determined by the Committee from the day of joining (no less than one week). (d) Interim Members shall automatically lose their Interim Membership status; i. At the conclusion of the period from the date of joining; or ii. Upon admission as an Ordinary Member, whichever is earlier. (e) Interim Members must carry evidence of membership as issued and produce the same on request to any person authorised by the Committee or Management to make such request.

An Interim Member’s rights are restricted to the following:

I. No right to hold office or be a member of Executive Committee.

II. No right to nominate any applicant for Executive Committee.

III. Is not entitled to reciprocal visiting rights.

IV. Not entitled to represent the club at any sporting or other fixture

V. May invite and accompany a guest to the club per visit

VI. Not entitled to admittance to Annual General Meeting or Extraordinary Meeting.

VII. May be subject to other restrictions as determined from time to time by the Committee. (f) Subject to the foregoing, Interim Members may access and enjoy the facilities of the club during times that the club is open. (g) At all times Interim Member will agree to abide by the club’s Rules and By-Laws and New Zealand Law. (h) If an interim member’s conduct is prejudicial to the peace and harmony of the club or wilful infringement of Rules and /or By-Laws, Interim Member’s membership maybe rescinded by the Committee without hearing

4.3 Corporate Membership In accordance with section 29 of the Incorporated Societies Act 1908 an association, club or other corporate body may apply to become a Corporate Member of the club in accordance with the following rules: (a) Any association, club or corporate body wishing to apply for corporate membership under these rules shall complete the applicable application form. (b) Each applicant shall deposit, at the time of application, a subscription of such sum as may be directed by the Committee. (c) Corporate Membership shall be valid for a period determined by the Committee from the day of joining. (d) Corporate Members shall automatically lose their Corporate Membership status: i. At the conclusion of the period from the date of joining; or ii. Upon admission as an Ordinary Member, whichever is earlier. (e) Each application for Corporate Membership shall be considered by the Committee and/or

Club Management. The decision of the Committee and/or Management shall be final and, in the event, that the application is not approved by the Committee and/or Management, the candidate shall be informed in writing. (f) On applying to join the applicant for Corporate Membership shall supply the club with a list of their members for the purposes of this membership. It shall at all times keep that list updated and will provide those persons with a method of identifying themselves to the club that is acceptable to the club. Each Corporate Member must sign and fill out relevant application forms. (g) Those persons who are on the list of Corporate Members supplied by the Corporate

Membership and who do not otherwise hold membership of the club shall be deemed to be members of and subject to the rules of the club with the following limitations:

I. No right to hold office or be a member of Committee.

II. No right to nominate any applicant for Committee.

III. Is not entitled to reciprocal visiting rights.

IV. Not entitled to represent the club at any sporting or other fixture

V. May invite and accompany a guest to the club per visit

VI. Not entitled to admittance to Annual General Meeting or Extraordinary Meeting.

VII. All rights of membership shall cease upon the cessation of the Corporate Membership or upon the Corporate member ceasing to be affiliated with the Corporate Membership.

VIII. A Corporate Member may apply for Ordinary Membership of the club in accordance with the club Rules.

IX. May be subject to other restrictions as determined from time to time by the Committee. (h) Corporate members may access and enjoy the facilities of the club during times that the club is open. (i) At all times Corporate Members will agree to abide by the club’s Rules and By-Laws and

New Zealand Law. (j) If a Corporate Member’s conduct is prejudicial to the peace and harmony of the club or wilful infringement of Rules and /or By-Laws, a Corporate Members membership maybe rescinded by the Committee of the Club without hearing. 4.4 Rights and privileges: Ordinary, Junior, Life and Long Service Members shall be entitled to: (a) Enter Club premises during such hours as may be defined by the Committee; (b) On joining the Club, Clubs New Zealand will administer an arrangement for reciprocal visiting rights for members between all current member clubs of Clubs New Zealand. (c) The arrangement for reciprocal visiting rights will be renewed annually and will remain in place for as long as the club is a member club of Clubs New Zealand. (d) Membership of the club does not impinge on any visiting or transfer agreements entered into between members. (e) Membership of the club does not impose any obligation on its members to enter into any visiting or transfer agreements with any other member. (f) Members can enter any Chartered Club with whom reciprocal visiting arrangements are in place, provided it is in accordance with that club’s rules. (g) With the exception of Junior Members: 1) May hold office in accordance with these Rules; and, 1) have an equal voice in all business of the Club

Moved J. Hughes/ P. Phillips Carried

General Business

N. Smith wanted to know what our current membership at the moment I. Morgan (Manager/Secretary) 585 to date three months into membership year). Last year we paid a capitation fee on 701 members. It does grow throughout the year. Clubs NZ take our membership as at 31 December and that’s what we pay capitation on, which is $4 per member. D Ward: I’ve been a member 37 years, it’s disappointing to see membership drop. I would like to donate five memberships to get new people in here. President thanked Danny very much. Very generous. C. Potter I’d like the members to know how we paid for a new dishwasher and other things. President: We are paying them off from loans, which is executive business and that is where we want it to stay. That is enough.

C. Potter but don’t the members deserve to know how much our Manager does for this club and out of his own money without them knowing. People just dismiss him and it is wrong. President: Fine, Ian wanted me to state that the new dishwasher was paid for by him. And the club is paying him back, which is approx. $6,000. I. Morgan (Manager/Secretary) I think a lot of people don’t realise here that we are cash strapped, we did need a dishwasher, without which we can’t get a licence, our bistro closes, then our bar closes then our gaming, it’s a knock on affect. I’ve only been here 2 ½ years but I’m very passionate about this club and managing it, getting it out of the red and back in the black and we haven’t done a too bad job. I’ve personally put a lot of money into this club, thanks to my IRD tax refund which paid for the dishwasher. If we don’t do these kinds of things, we’re not going to be here. I do all this for you guys and I hope you appreciate it. On Tuesday the club actually owed me $11,500 for buying products for the bistro and bar, which you will see out GP’s are very good because I go and buy discounts and deals on products to keep this place going. Previous management never did this. Example, Waikato Quarts, we save $10 a crate by buying them at Super Liquor instead of Lion, if we had been doing this for the last 20 years imaging how much money you could have had. I just hope you appreciate how hard I work for all of you and to keep this place going. L. Unkovich the committee and Ian worked with us through a lot of really hard situation with the 8 ball club. We got through and got it in place and we are getting amazing feedback from everybody. They’re so appreciative. Thank you to 8 ball, Thea, Ian and everyone on the committee. The other thing I would like to thank the club for is, Cody made the NZ Snooker team to go to Russia and this club has been amazing and supportive. Thanks to everyone who have helped get Cody to Russia. We really appreciate it.

President thanked everyone for attending and closed the meeting.

Meeting closed 11.03am

Confirmed

Points of Interest to Note: House wine (glass) $6 Tap Beer (handle) $6 Membership (1st April 2019 to 21st June 2019) 585 8 Snooker Tables 10 8 ball tables Bowls of Fries $3

___________________________ S. Mclean President

Date: _____________________