Counties Manukau Touch Association

MEETING MINUTES
BOARD

Meeting Name Board Meeting Minutes Meeting No. 2019/03

Date 10th February 2020 Time 06:45 PM

Chairperson Amanda Dyason Minutes Prepared By Edie-May Johnson

Venue Gallaher Park, Manurewa

Name Position Notes

Present
Edie-May Johnson Secretary
Amanda Dyason Board Member/Board Chair
Harley Wall Board Member
Lorelei Nathan President
Pat Spellman Vice President
Teena Rhind Board Member
Tupu Marks Board Member
Audrey Williams Board Member
Apologies
Lance Watene Board Member
Martin Cooper Board Member
Riki Enosa Board Member

2020-02-10 Board Meeting Minutes200210 Page 1 of 7

 Key Discussion and Action Items
Subject Discussion
Meeting Opening

1.1 - Welcome 1. Members welcomed

2. Opened with Karakia
1.2 - Apologies 1. Refer to attendance table in section above
2. Motion tabled for apologies to be accepted.
Moved: Amanda Dyason Seconded: Harley Wall

1.3 – Matters Arising 1. Funding application for Touch Blacks not added – Secretary to add to tonight’s action (Action
3.1 - Secretary)
2. Funding – to go through in general meeting

1.4 - Minutes from 1. 17th December 2029

Previous Meeting

1.5 – Adoption of 1. Motion tabled for previous minutes to be accepted.

Minutes
Moved: Teena Rhind Seconded: Harley Wall
ALL IN FAVOUR/CARRIED

1.8 – Conflict of 1. Conflict of Interest form completed – No

Interest Declaration

1.9 – Action Point 1. See Action Point table for updates

Updates

Financial Control & Reporting

2.1 - Financials Report 1. Handover on Wednesday at RSM

2. No logins handed over yet
3. Bills to Pay

• TNZ - $23,400.00
• NZ Police - $322.58
• Spark - $202.79
• Three60 - $3,478.75
• Brandright - $2,230.06
• Thank Yon Payroll - $33.35

4. Request for ask for a credit of $7 against rent for buying toilet paper that was bought for
Counties day to All Seasons. (Action 3.2 - Administrator)

Moved: Teena Rhind Seconded: Harley Wall

ALL IN FAVOUR/CARRIED

Governance Update/Planning

3.1 – Strategic Plan 1. New date – Monday 16th March 2020 – 5pm – Wiri Centre, Inverell Avenue
2. Policy and Procedures needs to be updated – Put into Strategic Plan with date

2020-02-10 Board Meeting Minutes200210 Page 2 of 7

 3.2 – Constitution 1. Harley handed out CMTA Planning Session that was held in place of Strategic Planning workshop
Update 2. Took Board through the planning session as per handout
3. Points to note: includes definition of Members, Voting Members, AGM, who sets AGM date
along with other definitions.

General Business

4.1 –360 Complaint 1. Amanda received report from Three60

2. Report outcome basically said that the complaint did not constitute Harassment
3. Three60 asked for payment
4. CMTA currently doesn’t have a Complaints Process – starting at Rep Level
5. Have spoken Joe Sprangers – CMTA should have used TNZ
6. Board to send Teena official response, apologise for length of time. Need to contact Corrine as
well. – (Action 3.3 - Amanda)
7. Teena expressed her frustration over the process with Three60, the amount of time and cost to
CMTA
8. Request all correspondence from Three60 between Three60 and CMTA – (Action 3.4 - Amanda)
Once received, send out to Board Members via email
9. There were no motions found in any previous Board Minutes that approved spending the
money on this complaint

4.2 – Complaints 1. Complaints Process will be put into Strategic Plan – update processes etc
Process
4.3 – Gallaher 1. Safety & lock up an issue
Premises 2. Now sharing office space with All Seasons General Manager
3. Velodrome – desk, internet, tea/coffee supplies & access to meeting rooms - $300 per month
4. Photocopy
5. XLR8 has offered storage at Storage King in Ormiston.
6. Opportunity to build working relationship with CLM and any other groups using the
space/office
7. CLM to draft up an agreement for Board to consider. Amanda to follow up with Bernie from
CLM (Action 3.5 - Amanda)
8. Administrator to get quotes for CMTA signage at Manukau Sport Centre (Action 3.6 -
Administrator)
9. Once quotes received, Secretary to send out approval by email (Action 3.7 - Secretary)

Motion: For Counties Manukau Touch to give one month’s written notice to All Seasons
Community Sports on the sub-lease at Gallaher office space being 11th March 2020.

Moved: Teena Rhind Seconded: Lorelei Nathan

ALL IN FAVOUR/CARRIED

2020-02-10 Board Meeting Minutes200210 Page 3 of 7

 4.4 – Administrator 1. Amanda expressed improvement in Administrator involvement and showing initiative in the
Role role but still feels that the role needs more guidance. Ie: Working on Stat days and some
weekends without anyone knowing.
2. Currently doing some work that she shouldn’t be working on so the role needs fine tuning
3. Do we reconfigure role and apply for funding?
4. Currently on fixed term contract until 31st March 2020 and funding needs to be done 10 weeks
prior to when we need it. CMTA is not in a position to fund the position once the funding has
been used up.
5. Amanda to communicate to Administrator that her contract will end 31st March 2020 if we are
unable to secure funding (Action 3.8 - Amanda)
6. CMTA needs to apply for more funding. Local Board etc
7. Secretary to send Administrator Funders List (Action 3.8 - Secretary)
8. Funding should be put in so that the funders can see that CMTA still require the funding for the
position or we may be declined in the future

Motion: To apply for $45,000.00 with NZCT for wages for the Administrator Role
Moved: Teena Rhind Seconded: Tupu Marks

ALL IN FAVOUR/CARRIED

9. Administrator to complete the funding for Administrator Role by end of 20 February 2020
(Action 3.9 - Administrator)
10. TNZ currently unable to help with this funding as they have a lot of things on hold pending
future of IPS, new tournament structure and the Auckland Regional Strategy plan which they
are currently written a business plan.
11. Currently CMTA will not have any income until next season (Module Affiliation Fees). This
season affiliation fees that remain unpaid is Airport & All Seasons have not paid. Pat to follow
up with All Seasons and Module Delegate on their intentions with running a Module as they
didn’t run over the summer (Action 3.10 - Pat)
12. Administrator needs to review Constitution and/or Affiliation form to check if a entity is
registered and then does not run a module, are they still deemed as being a member of the
Executive? And does the module have to be run within a certain time?
13. The drop-in Affiliation Fees affected CMTA income. Do we need to go back to fee per team
rather than one-off fee?

4.5 – Trust Funding 1. Action Point Administrator to put together Funding calendar/List. To include list of funders
including Auckland Council Local Board with closure dates each month. (Action 3.8)
2. Board will look at what applications to put in next meeting
3. Riki has asked for funding application for Nationals to hire marquees. Board declined to put in
application due to timeframes, however will look at funding to purchase marquees for future
tournaments.

4.6 – Executive 1. Structure of Executive Committee going forward and what it was going to look like
Committee 2. Module Survey that was sent out by Pat only received 2 responses which shows module not
engaged

4.7 – Strategic Plan 1. Included in general business points

2020-02-10 Board Meeting Minutes200210 Page 4 of 7

 4.8 – SAS Contract 1. SAS contract ends end of April
2. Pat has not had a chance to catch up meeting but has had conversations and SAS are still keen
to talk
3. Pat forwarded tender document from Auckland Touch for EOI for apparel
4. Do we want to do EOI – but need to know what CMTA want, do we want to chance uniforms
every year & players buy, do we want to chance training tees each year and put into fees.
What does our organisation want?
5. Discussion about the Youth/Opens day held yesterday and there were so many teams not in
training tees including Open Men’s. Some had their own off field tops.
6.
7. Lorelei to send email to teams and Rep panel – Apparel contract re
Breach of off-field – if no warm up tee… then they will have to wear playing strip during the
Tournament – NO ALTERNATIVE OFF FIELD APPAREL AT THE FIELDS TO ALL CMTA MEMBERS –
Check if TNZ to stand team down if CMTA ask for (Action 3.11 - Lorelei)
8. Add SAS Contract/EOI to Strategic Plan

Other Business 1. SGM needs to be set by Executive Meeting for life membership.
2. Secretary to send email to Executive Committee requesting SGM for approval of life
membership nominations. Send email for response by 14 th February 2020, 5pm. Date for SGM
can then be set for (Action 3.12 - Secretary)
3. Once agreed advertise via email/website of the SGM. SGM will need to be held 21 days after
approved.

Meeting Finalisation

Next meeting 1. 10th March 2020 – Board Meeting at Pakuranga Rugby, Bells Road @ 6.00pm

Meeting Closed 09:12 PM

2020-02-10 Board Meeting Minutes200210 Page 5 of 7

 Open Actions
ID Action Owner Due By Status
1.12 Draft Branding guidelines Pat S Open
1.14 Statement of Service/Life member. Check TNZ
guidelines Pat S Open
18/10 – Need to be in Constitution
2.4 Create Complaints flowchart
15/1 – Updated but still gaps. Further work to be 15/1/19
Secretary Open
done and presented at next Board Meeting 20/2/19
18/10 -Check TNZ procedures if it refers to complaints
7.2 Create Induction Process
Board Open
18/10 – Keep open
8.5 Review TNZ Police Vetting Form and Process
This referred to the timing of the when to redo police All Board Members 9/7/19 Open
checks.
8.6 Constitution review – Board to review Board
Board Member 9/7/19 Open
responsibilities
8.8 Create Roles & Responsibilities for EC Teena 9/7/19 Open
8.11 Get Life Membership criteria, nomination & process
Jeannine 9/7/19 Open
forms from Touch NZ
8.12 Send 360 email with costs to continue complaint to
Pat 9/7/19 Open
Board Members
13.1 CMTA Affiliation Form to be reviewed Not assigned Open
13.2 Constitution review completed by EC needs to be sent
Edie 4/11/19 Open
out to Board
13.4 Secretary to send out Job Description to Board Secretary Open
2.1 360 bill – To look into the approval/amount etc Amanda Open
2.2 Rice Craig Bill – Request further information from Rice
Craig - 10/2 – Not sent to CMTA address – DO NOT Amanda Open
PAY
2.3 Re-evaluate Administrator position & hours Amanda/Teena 31/3/2020 Open
2.4 Work with SAS on new contract Teena Open
2.6 Request EC to set a Special General Meeting for life
Secretary Open
membership and constitution changes
3.1 Follow up Administration on progress with funding
Secretary 01/03/2020 Open
application for CMTA Touch Blacks
3.2 Request $7 credit against rental as needed to purchase
Amanda 17/2/2020 Open
toilet paper on Sunday 9th Feb 2020
3.3 Respond to Teena and Corrine regarding Three60 Open
Amanda 20/2/2020
findings on complaint
3.4 Request all correspondence from Three60 between Open
Amanda 20/2/2020
Three60 and CMTA
3.5 Follow up with CLM for lease agreement at Manukau Open
Amanda 27/2/2020
Sports Centre for Board to consider
3.6 Obtain quotes for CMTA signage at Manukau Sports Open
Administrator 20/02/2020
Centre
3.7 Once 3.6 received, send funding approval email out to Open
Secretary 25/02/2020
Board
3.8 Conversation with Administrator regarding current Open
Amanda 17/02/2020
role re: funding etc
3.9 Complete funding application with NZCT for wages for Open
Administrator 20/2/2020
Administrator role
3.10 Follow up with All Season regarding module affiliation Pat 17/2/2020 Open
3.11 Sent out official memo regarding SAS uniform only to
Lorelei 14/02/2020 Open
be worn at Tournament location

2020-02-10 Board Meeting Minutes200210 Page 6 of 7

 Closed Actions (in this meeting)
ID Action Owner Due By Status
2017.6 (Meeting 12) Constitution and Strategic Plan to JD and JD Open
review Constitution before AGM Closed
5.4 Check reporting on Job Descriptions of Convenors ALL Open
currently Board Closed
18/10 – This is about Budget Control not their actual
roles. Need to put something in place. Convenor
meetings can be sent through as a report
5.7 Strat Plan - summarise, distribute, organise facilitator & Harley Open
possible dates Closed
18/10 - Work in Progress
7.5 Read Constitution and make notes and bring back to All Board Members 10/6/19 Open
the next Board Meeting Closed
18/10 - Ongoing
8.4 Harley to confirm open strategic meeting date Harley 9/7/19 Open
Closed
8.7 Constitution review – EC to review EC responsibilities EC Members 9/7/19 Open
18/10 – EC has completed and need to send out Closed

12.1 Draft Budget to be emailed to Board Devida 13/10/19 Open

Closed
13.3 Should Casual Employee have signatory rights to CMTA Treasurer/Chairperson ASAP Open
bank accounts Closed
2.5 Send Auckland Touch tender contract once received Pat S Open
from Rod Closed

2020-02-10 Board Meeting Minutes200210 Page 7 of 7

 BILLS TO APPROVE FOR PAYMENT

Supplier Amount Due Dat 23.01.2020 Pay From Invoice Details

TNZ $ 23,400.00 20.01.2020 Main Inv-27113 2020 Bunnings Nationals
NZ Police $ 322.58 20.02.2020 Main 9075238 2020 Vetting
Spark $ 202.79 11.02.2020 Main 154014535 phone bill
Three60 $ 3,478.75 20.11.2019 Main 1489 Complaint
Brandright $ 2,230.06 15.01.2020 Main INV17688 Water Bottles
Thank Yon Payroll $ 33.35 20.01.2020 Main 6464-686915 Pay set

$ 29,667.53
TAX INVOICE
Invoice Date Touch New Zealand Inc
20 Jan 2020 PO Box 21241
Invoice Number Henderson
Counties Manukau Touch Association INV-27113 Auckland 0650
Reference NEW ZEALAND
2020 Bunnings Nationals
GST Number
15318047

Description Quantity Unit Price Amount NZD

2020 Bunnings Nationals 13.00 1,565.22 20,347.83

6th - 8th March March 2020

Rotorua International Stadium

Subtotal 20,347.83

TOTAL  GST  15% 3,052.17

TOTAL NZD 23,400.00

Due Date: 23 Jan 2020

Our preferred method of payment is direct credit into Westpac account 03-1592-0090285-006

Please use invoice number as a reference for all payments

If you have any queries regarding this invoice, please contact Pam Hyde on 021 2868 243 or email tournaments@touchnz.co.nz

View and pay online now

PAYMENT ADVICE
Customer Counties Manukau Touch
Association
Invoice Number INV-27113
To: Touch New Zealand Inc
PO Box 21241 Amount Due 23,400.00
Henderson Due Date 23 Jan 2020
Auckland 0650 Amount Enclosed  
NEW ZEALAND
Enter the amount you are paying above
 Police National Headquarters
PO Box 3017
Wellington 6140

For queries arising from this invoice: VettingAccounts@police.govt.nz

Counties Manukau Touch Tax Invoice

PO BOX 75950
NZ Police Vetting Fee
Manurewa
Auckland 2102 Account Number: C00168
NZBN:
GST Number: 14-290-451
Invoice Number: 9075238
QueryMe Reference: 26534
Invoice Date: 25/01/2020
Payment Due By: 20/02/2020
Currency: NZD

Check Submitted
Requestor ID Reference Qty Net
Type Agency
4290632246 U16MXD NZ Vet C00168 1 $8.50
4290632252 U18MXD NZ Vet C00168 1 $8.50
4290632441 U18MXD MANAGER NZ Vet C00168 1 $8.50
4290639970 CMTA NZ Vet C00168 1 $8.50
4290640011 CMTA NZ Vet C00168 1 $8.50
4290640017 CMTA NZ Vet C00168 1 $8.50
4290640039 CMTA NZ Vet C00168 1 $8.50
4290640053 CMTA NZ Vet C00168 1 $8.50
4290640062 CMTA NZ Vet C00168 1 $8.50
4290640071 CMTA NZ Vet C00168 1 $8.50
4290640081 CMTA NZ Vet C00168 1 $8.50
4290640095 CMTA NZ Vet C00168 1 $8.50
4290640125 CMTA NZ Vet C00168 1 $8.50
4290640132 CMTA NZ Vet C00168 1 $8.50
4290640138 CMTA NZ Vet C00168 1 $8.50
4290640144 CMTA NZ Vet C00168 1 $8.50
4290640154 CMTA NZ Vet C00168 1 $8.50
4290640159 CMTA NZ Vet C00168 1 $8.50
4290640164 CMTA NZ Vet C00168 1 $8.50
4290640173 CMTA NZ Vet C00168 1 $8.50
4290640183 CMTA NZ Vet C00168 1 $8.50
4290640188 CMTA NZ Vet C00168 1 $8.50
4290640193 CMTA NZ Vet C00168 1 $8.50
4290640203 CMTA NZ Vet C00168 1 $8.50
4290640208 CMTA NZ Vet C00168 1 $8.50
4290640213 CMTA NZ Vet C00168 1 $8.50
4290640218 NZ Vet C00168 1 $8.50
4290640224 CMTA NZ Vet C00168 1 $8.50
 Page 2

4290641844 CMTA NZ Vet C00168 1 $8.50

4290641848 CMTA NZ Vet C00168 1 $8.50
4290641858 CMTA NZ Vet C00168 1 $8.50
4290641863 CMTA 2020 NZ Vet C00168 1 $8.50
4290643896 CMTA NZ Vet C00168 1 $8.50

Total excl GST $280.50

GST $42.08

Total incl GST $322.58

Payments to Bank Account - Vetting Services 03-0049-0004969-00

Please enter your Account Number in the particulars reference, and in the code reference
enter the Invoice Number you are paying.
 TAX INVOICE
From Three60 Consult Limited
Level 3, 12 Madden Street
Wynyard Quarter
Auckland 1010

Phone: 09 273 8590

GST Number: 062-515-538

Invoice ID 1489 Invoice For Counties Manukau Trust

Touch Association
Issue Date 31.10.2019

Due Date 20.11.2019

Subject Professional Services

Description Quantity Unit Price Amount

06.09.2019 - Investigations/Interviews: Draft final report 2.00 $275.00 $550.00

09.09.2019 - Investigations/Interviews: Drafting Final report 0.75 $275.00 $206.25

09.09.2019 - Investigations/Interviews: Phone call-Eddie May Johnson 0.50 $275.00 $137.50

09.09.2019 - Investigations/Interviews: phone messages and emails to Tania 0.25 $275.00 $68.75
Rhind Mills,Pat Spellman,Amanda Johnson

09.09.2019 - Investigations/Interviews: Pat Spellaman - phone call 0.50 $275.00 $137.50

09.09.2019 - Investigations/Interviews: Amanda Robinson 0.50 $275.00 $137.50

10.09.2019 - Investigations/Interviews: Drafting report 2.50 $275.00 $687.50

18.09.2019 - Investigations/Interviews: Drafting final report 1.00 $275.00 $275.00

19.09.2019 - Investigations/Interviews: drafting report 0.50 $275.00 $137.50

24.09.2019 - Investigations/Interviews: Draft report 2.00 $275.00 $550.00

23.10.2019 - Investigations/Interviews: Phone interview with Tania Rhind-Mills 0.50 $275.00 $137.50
- Respondant

Subtotal $3,025.00
Tax (15%) $453.75

Amount Due $3,478.75

Notes

Bank: ANZ East Tamaki

Page 1 of 2
Act No: 06-0996-0064249-00

PO Box 58625 Botany, Auckland 2163

Email: accounts@three60consult.co.nz

Page 2 of 2
 Tax invoice GST # 102-016-122

Counties Manukau Invoice period: Dec 2019

Client Ref: 6464 Invoice no. 6464-686915
Payment due 20 Jan 2020

Pay processing fees:

Pay #168 on 4 Dec (1 X 2 day) $5.75
Pay #169 on 11 Dec (1 X 2 day) $5.75
Pay #170 on 18 Dec (1 X overnight) $6.75
Pay #171 on 24 Dec (1 X 2 day) $5.75
Pay #172 on 31 Dec (1 X overnight) $6.75

Summary
Capped monthly fees (excluding same day processing fees) $29.00

GST $4.35

Total $33.35

Please deposit all fee payments to the fees account by 20 Jan 2020:
Fees Account:
02-0912-0311565-05
Reference: 6464 (Your Thankyou Payroll client number)
Particulars: Fees

You can set up direct debiting for fees in your account settings.
 Brandright Marketing (NZ) Ltd
PO Box 600
Drury 2247
Auckland
Ph 09 298 0023
Mob 021 730 223
Counties Manukau Touch Association
PO Box 75950
Manurewa
TAX INVOICE
GST Registration No.: 101-036-707
Auckland 2243
Attention: Jeannine Antonievic
Delivery Details: Invoice Number INV17688
21R Alfriston Rd Date 15 January 2020
Manurewa East Client Order No. Q18141
Auckland Job No: BR17701

Costs Quantity Rate Amount

380 - 700ml Rubber Grip 464.00 4.00 1,856.00
BLACK BOTTLE - BLACK TIP - RED LID/GRIP
LOGO: Counties Manukau Touch

Repeat Setup - 2 colour print 1.00 45.00 45.00

Freight - 1 pallet (10 ctns) to Manurewa 1.00 38.18 38.18

Subtotal 1,939.18
GST 290.88
Total 2,230.06
Amount Due 2,230.06
[[ Due Date: 20 February 2020

All materials remain the property of Brandright Marketing Ltd until paid in full.
Any fees incurred in the recovery of any money will be at the debtors cost.
All quotations are conditional upon a tolerance of ± 1% being supplied.
This margin will be charged or deducted respectively on the invoice.

Direct payments: ANZ 06-0401-0327178-00

Please quote invoice number

THANK YOU FOR YOUR BUSINESS!

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

PAYMENT ADVICE Customer

Invoice Number
Counties Manukau Touch Association
INV17688

Amount Due 2,230.06

Brandright Marketing Ltd / Just Prints Ltd
PO Box 600 Due Date 20 February 2020
Drury
Auckland Amount Paid

Enter the amount you are paying above