36th annual general meeting 17th may 2010 sbs events centre timaru

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36th Annual General Meeting

17th May 2010

SBS Events Centre

Timaru

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Agenda

• Welcome • Chairman; Bill Taylor , Executive Committee

• Apologies

• Appointment of Scrutineers

• Notification of Obituaries

• Further Items of General Business

• Confirmation of Agenda

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Apologies

Branch Chairmen• Ken Ferguson, Warwick Gregory, Rex Cowley,

Richard Broughton, Ian Bristow , Richard Denley

Life members• Jenny Pinney, Jeff Pearse, Mike Pattison

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Apologies

MembersDavid Stevens, Ross & Sally Stevens, Barry Cuttance, John & Mary Cusdin, Noel Beatson, Mandy Bell, Dianne Bristow

9 members represented by proxies

Moved “That the apologies as notified be accepted”MovedSeconded

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Appointment of Scrutineers

• That Phil Stewart, Jackie Bedford & Paul Lampp be appointed as Scrutineers for the 35th AGM of the NZDFA,

19th May 2010Moved

Seconded

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Obituaries

John Jackson, SCNO

Jim Butt, Marlborough

Mike Jones, Ian Millar, Taranaki

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Minutes

• Confirmation of the Minutes of the 34th Annual General meeting of the NZDFA , held at the Travelodge Hotel, Palmerston North, Wednesday 27th May 2009, at 2.30pmCirculated in the Annual Report 2009/10, printed in Deer Industry News 41 April 2010, page 3-6

• Matters arising.

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Minutes approval

Moved “That the Minutes of the 34th Annual General meeting of the NZDFA , held at the Travelodge Hotel, Palmerston North , Wednesday 27th May 2009 be accepted as a true and accurate record”“subject to the corrections and modifications as noted” ..

Seconded

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Chairman’s ReportBill Taylor

Circulated in the Annual Report 2009/10• Printed in Deer Industry News 41 April 2010

(page 7 & 8 of the Annual Report)

Moved “ That the Chairman’s report of 2010 be adopted”

Moved Bill Taylor

Seconded

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Financial report

Sandra Windley

Circulated in the Annual Report 2010/11,

• Printed in Deer Industry News 47 April 2011, (page 8-14) as an audited review of the accounts for the year to March 31st 2011

Statement of Financial Performance for the Year Ending 31st March 2011

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Financial Performance

2011 2010 $ $

Income 101,874 99,732Expenditure 100,793 95,927 Operating Surplus before Tax 1,081 3,805

Taxation 2,570 1,679

Operating (Deficit)/Surplus after Tax (1,489) 2,126

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Main Factors

Decrease in subscriptions of 6%

Contribution to JRG2 of $10,000

Savings in expenditure, particularly travel and accommodation

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Income10/11

Actual

10/11

Budget

09/10

Actual

$ $ $

Subscriptions 95,246 101,756 92,457

Interest income 6628 6,000 7,225

Sundry income 0 0 50

Total Income 101,874 107,756 99,732

Subscription Income - 1546 members

- 6% below budget membership of 1650

- 10/11 sub increase from $55 to $61.67

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Expenditure

10/11

Actual

10/11

Budget

Audit Fees 2,620 2,500

Conference Fees (795) 2,000

DEEResearch Directors Fees 4,000 4,000

Election Costs 5,917 6,000

General office 208 300

Honoraria 27,000 27,000

Insurance 2,000 2,000

Legal Fees 1,584 1,000

Nationally Funded Projects 10,000 0

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Expenditure cont.

10/11

Actual

10/11

Budget

Postage 6,344 4,000

PR Support 1,581 3,150

Printing & Stationary 2,173 5,500

Promotions/Awards 1,191 1,500

Publications 5,576 6,500

Returning Officer Fee (SAP Process) 0 250

Telecommunications 1,812 2,750

Travel and Accommodation 29,582 40,000

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Main Features

• Strong conference sponsorship resulted in $795 profit

• Honoraria maintained at same level as previous year

• Payment to JRG2 made out of Income not reserves fund ( $10K)

• 26% saving in travel expenses

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Main Features (cont.)

• More teleconference telecommunications

• SAP expenses up on budget

• Taxation liability now exists ~$2,500pa

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Financial PositionAs at 31 March 2011 31 March 2010

Current Assets $ $

Short Term Bank Deposits 116,925 116,298

Accounts Receivable 2,916 4,182

Residents Withholding Tax 440 914

120,280 121,394

Current Liabilities

Accounts Payable 6,724 6,349

Net Current Assets representing Net Equity 113,556 115,045

Net Equity Comprises:

Opening Balance 115,045 112,919

Result for the period (1,489) 2,216

Total Equity 113,556 115,045

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Accounts 2010/11

Motion 1. “That the Audited NZDFA financial statements and accounts for the year ending 31st March 2011 be received and approved.

Moved/Seconded Earle Wells, Edmund Noonan

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Budget 2011/12

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Budget 2011/12 Income

2010/11 201/12 2010/11

Actual Budget Budget

$ $ $

Subscriptions 95,246 101,756 101,756

Interest/Sundry 6628 6,000 6,000

Total Income 101,874 107,756 107,756

Operating Surplus (pre tax) 1,081 1,306 1,306

Taxation Liability 2,570 1,300 1,300

Deficit/Surplus after Tax (1,489) 0 0

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Budget 2011/2012Expenditure

2011/12

Actual

10/11

Budget

Audit Fees 2,500 2,620

Conference Fees 2,000 (795)

DEEResearch Directors Fees 4,000 4,000

Election Costs 6,000 5,917

General office 300 208

Honoraria 27,000 27,000

Insurance 2,000 2,000

Legal Fees 1,000 1,584

Nationally Funded Projects 0 10,000

Postage 4,000 3,168

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Expenditure cont.

2011/12

Budget

2010/11

Actual

PR Support 3,150 1,581

Printing & Stationary 5,500 2,173

Promotions/Awards 1,500 1,191

Publications 6,500 5,576

Returning Officer Fees (SAP Process) 250 0

Telecommunications 2,750 1,812

Travel and Accommodation 37,000 29,582

Total 106,450 100,793

Operating Surplus pre tax 1,306 1,081

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Budget features

• Subscriptions at same level as 2010/11 year, with slight increase due to 2.5% increase in GST.

• 1,650 members (unchanged) (1,546 -10/11)

• Expenditure maintained at 10/11 levels

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Honoraria

Motion 3.

“That the Executive Committee honoraria for the 2010/11 financial year be set be fixed at $9000 for the elected Chairman, and $6000 for each other Executive Committee member.”

Moved Mike McCormick

Seconded

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Appointment of Auditors

Motion 4.

“That Deloitte be appointed as NZDFA auditors for the ensuing year, 2011/12”

Moved/Seconded Earle Wells/Edmund Noonan

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Formal Financial motions

Motion 2. “That the NZDFA budget of expenditure for the year ending 31st March 2O12 be approved”

Moved/Seconded: Earle Wells/Edmund Noonan– Break even target– Subscriptions set at current level of $86.67 plus GST ($99.67) – 1650 subscriptions target– Capitation maintained at current level of $25 plus GST ($28.75)– Equivalent costs to 2010/11– Reserves aimed to maintain a minimum $100k– Audit fees confirmed as $2.5k plus GST on a quote from

Deloitte

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National Constitution NZDFA

Amendments 2010

None notified

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Executive Committee NZDFA

Remits 2010

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AGM Remits

Remit 1: NZDFA Executive Committee:

Sector Funding share basis for the proposed next NPMS

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Sector Funding

That NZDFA fully supports DINZ and the deer industry’s stance on the industry sector (dairy, beef and deer) funding.

NZDFA agrees that the funding share basis for the NPMS should be calculated based on individual sectors share of Farm Gate Returns*.

We request that this occur now rather than simply continuing with existing funding shares

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* (as defined by funding formula share described by the 2004 NPMS  Board of Inquiry and confirmed in the commissioned report (Martin Jenkins) 2009 as part of the DINZ/DFA NPMS 2009 submission to MAF).

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• The current NPMS sector funding share split is a negotiated (good) faith agreement between the parties.

• It does not incorporate the sector share based funding formula recommended by the 2004 NPMS Board of Inquiry.

• Current sector negotiations based on a continuation of the existing settlement disadvantages the deer industry whose share is 4.7% of industry vector control costs.

• Applying a formula based on Farm Gate Returns results in a deer industry contribution of 3.1%.

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Position key points

• The deer industry notes an agreement by the AHB Members’ Committee that the deer industry is bearing a disproportionate share of costs.

• They have agreed that a reduction of $400K in deer share be recommended but that this is met by an equivalent reduction in the programme output, rather than a higher dairy or beef sector contribution.

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Position Key points

NZDFA believes the full programme as proposed is warranted and that the defined funding formula across the sectors should be applied to industry sector contributions and remain the basis of funding agreements for this new strategy and its 5 yearly reviews

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NZDFA Branch Remits 2009

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Remit 2.SCNO CanterburyNAIT Tagging Regulations

““That NZDFA requests NAIT to urgently review its RFID tagging specifications & requirements for use in farmed deer to ensure they accommodate the industry’s common, well-established on farm deer identification and tag management practices”.”

Moved, Seconded

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Remit 3. SCNO Rationalization of development

of NAIT and AHB databases and ID Systems

That NZDFA supports the development of a new animal identification and traceability model combining NAIT and AHB as a single identification administration and operational body. This will eliminate duplication of databases, tagging and recording systems and increase efficiency and substantially reduce cost.”

Moved Seconded

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General Business

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General business

• Deer Industry New Zealand Board Candidates address – Collier Isaacs– Andy Macfarlane – Keith Neylon

• Notification of Selection and Appointments Panel appointments

• Confirmation of Officers of the NZDFA Executive Committee Appointments

• Any other Business

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Selection and Appointments Panel

• David Stevens (Southland))

• Mark Hawkins (SCNO) (Appointed unopposed

• Ponty von Dadelszen (Hawkes Bay)

• To be advised

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NZDFA Executive Structure2010/11

Executive Committee

• Bill Taylor Southland

• Wilton Turner Central Regions,

• NI Executive Committee TBA

• SI Executive Committee TBA