Hutt Valley Tramping Club Incorporated

Birch Street Reserve

PO Box 30-883, Lower Hutt

www.hvtc.org.nz

Notice of 97th

Annual General Meeting

Annual Report for 2019-2020

Daylight Draining Photo: Abigail Brownsword - 2019 HVTC Photographic Competition

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NOTICE OF ANNUAL GENERAL MEETING

The 97th Annual General Meeting of the Hutt Valley Tramping Club Incorporated

will be held at 8pm on Wednesday 29 July, 2020 in the Clubrooms, Birch Street, Lower Hutt

AGENDA

1. Apologies

2. Minutes of the 96th Annual General Meeting } pages 26 - 31

3. Matters arising from the 96th Annual General Meeting

3. Annual Report for year 2019-2020 } pages 2 - 15

4. Annual Accounts for year ending 31 May 2020 } pages 16 - 25

5. Election of Officers: As at 24 June 2020 the following nominations had been received:

President Dennis Page

Vice-President Graeme Lythgoe

Secretary Murray Presland

Treasurer Jim Cousins

Trip Co-ordinator Chris McMillan

Transport Officer Graham White

General Committee (6) John Smeith Emma Dobbie

Doc Watson Derek Richardson

Vice-President Ruapehu Kate Brownsword

Ruapehu Secretary Bruce Miller

Ruapehu Treasurer John Simes

Ruapehu Committee (8) Alison Newbald Sheldon Bruce

Russell Oliver Ian McIlraith

Kerei Thompson Brendan Quirke

Social Committee (8) Pamela Campbell Doreen Courtenay

Cathy Priest Helen Lukes

Liz Davis Sharman Robinson

Carolyn Lyon Graeme McVerry

6. Notices of Motion: none were received before 24 June

7. General Business

Murray Presland Secretary

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ANNUAL REPORT for 2019-2020

97th

Annual Report

General Committee

The General Committee elected in 2019 met on 9 occasions to 30 June 2020. It does not meet in January each year and did not meet in April 2020.

Number of meetings attended

President Dennis Page 9 Vice-President Graeme Lythgoe 8 Vice-President Ruapehu Russell Oliver 1 Secretary Murray Presland 9 Trip Coordinator Chris McMillan 7 Treasurer Jim Cousins 8 Transport Officer Graham White 5 General Committee Marina Skinner 8 Emma Dobbie 8 Rosie Doole 7 John Smeith 7 Doc Watson 8 Derek Richardson 6

Ruapehu Committee

The Ruapehu Committee elected in 2019 met on 9 occasions to 30 June 2020

Number of meetings attended

Vice-President Ruapehu Russell Oliver 9 Secretary Bruce Miller 9 Treasurer John Simes 7 Members Kate Brownsword 8 Sheldon Bruce 9 Ian McIlraith 7 Alison Newbald 6 Brendan Quirke 8 Kerei Thompson 6

Social Committee Pamela Campbell Cathy Priest Doreen Courtenay Liz Davis Helen Lukes Jocelyn Wolfe (to Jan 2020) Carolyn Lyon Graeme McVerry (from Jan 2020) Sharman Robinson Life members

Ian Ayson Graham Craig Mat Craig Jan Heine Graeme Lythgoe Graeme McVerry Ron Pynenburg Phil Rundle John Simes Geoff Spearpoint John Tristram Pat Tristram

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Appointments made by the General Committee for 2019-2020:

Assistant Trip Co-ordinators Julie Lewis, John Smeith Membership Officers Irene Davies and Keith Thomas

Doreen Courtenay (from Jan 2020) Finance Sub-Committee Jim Cousins, Graeme Lythgoe,

Russell Oliver, Dennis Page John Simes, Graham White

Cheque Signatories: - Main Account Jim Cousins, John Simes,

Dennis Page, Russell Oliver - Ruapehu Account John Simes, Jim Cousins,

Russell Oliver, Dennis Page - Transport Account Graham White, Dennis Page

Jim Cousins, Russell Oliver, Financial Assurance Practitioner Ian Hoare Hills & Valleys – Editor Bruce Miller Hills & Valleys – Mail Doreen Courtenay Email Co-ordinator Doug Flux, Doreen Courtenay Webmaster Jan Arts Librarian Andrew Robinson Environmental Convenor Dennis Page Club Emergency Contacts Patrick Fotheringham, Bob Deller,

Tony Jaegers, Dennis Page, Jan Heine Social Committee Liaison Cathy Priest Clubroom Custodian Doc Watson Gear Custodian Doc Watson Clubroom Bookings Julie Lewis Fanny Bayliss Grants Committee Mike Priest,

Tania Hatfield, Murrey Totton Communications Coordinator Marina Skinner Photo Archivist Andrew Robinson Random Footprints Editor Andrew Robinson

Club members in related organisations

David Barnes FMC Executive member FMC Nominee, NZ Geographic Board FMC Nominee, NZ Conservation Authority

Nicholas Boyack Chairman, Tararua-Aorangi-Remutaka Huts Committee

Graeme Lyon Secretary/Treasurer, Wellington Mountain Radio Service

Dennis Page FMC Youth Scholarship Committee Co-ordinator. Representative for FMC Central Group reporting to the FMC Executive Trustee, FMC Mountain and Forest Trust

Phil Rundle Review Accountant - Wellington Mountain Radio Service, Forest & Bird Lower Hutt

Bob Sewell Manager – Wellington Mountain Radio Service

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Membership At 31 May 2020, Club membership was 303, an increase of just 1 from the previous year. The distribution of membership by type is given in the table below. During the year, 26 new members joined the Club and 25 members resigned, allowed their membership to lapse or died. A membership drive by Marina Skinner during the last quarter of 2019 brought 12 new members into the Club.

Membership Category Number at year ending 31 May

2020 2019 2018 2017 2016 2015 2014 2013

Life Member 12 14 15 16 17 17 15 16

Life Spouse 8 8 8 8 8 8 6 7

Senior Veteran* 25 24 25 28 29 29 31 24

Veteran* 80 81 79 80 78 80 77 85

General Member 153 155 150 145 162 155 145 148

Student 3 5 4 2 1 0 1 2

Absentee 22 15 12 16 14 15 13 11

TOTAL 303 302 293 295 309 304 288 293

New Members 26 27 25 12 25 27 24 36

Resigned / Not Renewed 25 18 27 26 20 11 29 13

* Senior Veteran: >50 years membership. Veteran: >21 years membership

Sadly, five members of long-standing in our Club died during the year - Arnold Heine, 7 October 2019 – elected a Life Member in 1972 Des Green, 11 October 2019 Don Millward, 24 December 2019 – elected a Life Member in 1982 Doug Flux, 7 March 2020 Bob Sewell, 25 May 2020 and Margaret Parker, former member, 9 January 2020.

Arnold Heine arrived in Wellington and joined the Club in 1950. Soon he was leading exploratory adventures into the South Island mountains. He contributed much to the organisation of the Club but, even more significantly for the New Zealand wilderness and recreation communities, contributed greatly to Ruapehu Ski Patrol, the Mountain Safety Council, and to Federated Mountain Clubs throughout his life.

Don Millward joined the Club as a teen-ager in 1949, filled several roles in managing the Club but, most notably, contributed enormous enthusiasm, energy, cheerfulness and knowledge to Club work parties, instruction courses, search and rescue events and Club trips – always encouraging his companions, especially younger members.

Doreen Courtenay Membership Officer

Affiliations

The Club is affiliated to the following organisations:

Federated Mountain Clubs of New Zealand Ruapehu Mountain Clubs Association

Royal Forest and Bird Society Remutaka Conservation Trust

Friends of Mana Island Friends of Baring Head

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REPORTS

Trips

HVTC ran 146 trips during the year. 13 trips were cancelled because of weather, six had no takers, and 21 couldn‟t run because of CoVid-19 restrictions between 23 March and 24 May 2020. However, generally the tramping numbers are down while biking numbers are similar or have increased over the year. The impact of Covid-19 has had a significant impact on our trip numbers making it difficult to make comparisons with prior years.

A number of members took on leading a trip for the first time, be it bike ride or tramp. The club is always looking for trip leaders so if you are interested please talk to the Trip Coordinator.

I would like to give special thanks to all the people who lead trips. Nothing happens without you. Your service is at the heart and soul of the Club‟s reason-for-being. Special thanks also to our Club Emergency Contacts - volunteers who have our backs on each trip.

I would also like to thank the two groups who came together to assist with creating the two trip schedules; Andrew Robinson for formatting the printed schedule and providing the above charts; Murray McMillan for technical and admin support; Debbie Bainbridge, Paul Labett, John Smeith and Murray Presland for their assistance in planning and ensuring the smooth running the Tuesday night bike rides. Chris McMillan Trip Coordinator

2013/2014 2014/2015 2015/2016 2016/2017 2017/2018 2018/2019 2019/2020

Bike rides day midweek 528 672 640 600 673 447 359

Tramps day weekend 421 628 474 562 647 579 368

Tramps overnight 221 264 169 280 225 213 157

Tramps day midweek 161 164 231 237 216 136 63

Bike rides day weekend 91 86 171 124 87 78 85

Bike rides overnight 131 143 116 94 124 94 131

Other overnight 22 66 13 24 0 19

0100200300400500600700800

Trip participants

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Transport

The van is performing reliably. Problems with the door locking system have been resolved for little cost and vehicle maintenance costs have been very low this year – about half of the long-term yearly average.

Although income through the transport account doubled this financial year much of that is attributed to Interislander ferry bookings – money which simply flows through our account. The distance travelled by the van on club trips continues to fall, as does the average party size. The net effect is a surplus in the annual account of just $761. Only a small part of this can be attributed to the Covid-19 lockdown, though this cut the Club‟s tramping activities to zero between 23 March and 24 May 2020.

The table below lists distance and passenger statistics for the club van over the past four years and shows clearly the recent decline in its usage.

Year Distance travelled

(Km)

No.of trips Total Number of

Persons Travelling

Average Number in

Van (per trip)

2016-2017 9461 20 179 9.0

2017-2018 9316 24 213 8.9

2018-2019 8927 19 172 9.1

2019-2020 7567 20 145 7.3

Note: on average, 10,000 km of use each year is needed to cover the running and standing costs of the vehicle and contribute usefully to the replacement fund for the van.

The van is now 20 years old and consideration needs to be given to its replacement. Including the generous donation of $5000 from Bob Sewell, the Club has $55,000 in funds set aside for another vehicle. The General Committee is now considering the options. Graham White Transport Officer

Ruapehu Lodge

1. Financial Position

The 2019 ski season was very successful, we had good snowfall, and excellent occupancy from both club members and from outside groups, the weather though could have been a little kinder. This resulted in an operating cash surplus of approximately $16321 - $3651 less than the previous year. While our income was very similar to the previous year our major costs of food, power and insurance increased by approximately $3500.

To cover the cost increases the Ruapehu Committee initially decided to raise the lodge fees for the coming season. However, because of the CoVid-19 pandemic this was withdrawn. People‟s incomes and employment are likely to be affected; plus, if the country had remained at Alert Level 2, the operation of the ski field as well as our lodge would have been adversely affected. We elected to introduce a limited incentive scheme to encourage members to go skiing and to use the lodge. We accept this will negatively affect our bottom line but the prospects of not having a ski season at all were quite high so we were forced to make some tough decisions.

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The emphasis of the Ruapehu Committee continues to be to limit expenditure to essential maintenance rather than splash out on the “nice to haves” and so build our reserves to a higher level to better cope with the seasonal variations that can influence our income.

2. Club Membership Lodge Usage

The lodge continues to attract new members to the Club, and we have a reasonably strong group of enthusiastic members wanting to use as well as operate and maintain the building. Conversely to other global warming trends we have continued to have good snowfalls, although the seasons seem to be starting a little later and don't align with school holidays as well as they used to. Some of the storms have impacted on the operation of the ski field, for example last season the field was closed for 28 days due to bad weather.

LODGE USAGE (number of nights)

19/20 18/19 17/18 16/17 15/16 14/15 13/14 12/13 11/12 10/11

Members 852 971 654 637 696 535 579 718 593 573

Non-Members 117 85 119 43 74 61 80 64 43 54

Schools 100 152 202 46 88 204 163 140 0 104

MSC + TTC 167 75 24 58 58 74 189 80 119 89

Summer 23 12 54 29 65 67 95 141 0 151

Total pay nights 1259 1295 1053 813 981 941 1106 1143 755 971

Custodian 48 22 20 8 8 10 9 0 0 92

Work party 32 TBA TBA 56 60 52 69 40 411 83

Lodge Fees ($) 49,732 49,092 38,667 28,555 34,560 32,478 39,389 39,454 27,899 31,118

3. Lodge Maintenance

Maintenance of the lodge this year has centred on the main water storage tank. However painting work on the exterior of the lodge and further grinding off of the paint and mortar repair of the blockwork was also achieved.

It became apparent at the beginning of 2019 ski season that there was a leak in the main water storage tank, and it was only through very careful management of the water that we were able continue using the lodge through to the end of the season. The tank has now been emptied, cleaned, inspected, minor concrete repairs undertaken and then given a new waterproof coating. No major faults with the concrete tank itself were found. However, when constructed the tank was provided with a drain hole in the floor leading to a valve and pipe discharging to the gully outside but it appears that corrosion of the drainpipe was the cause of our problems. The drainpipe could not be easily replaced so has been sealed up and abandoned. Any future draining of the tank will have to be done using the sump pump that we already have.

As planned, we had agreed to a quotation for the replacement of the squabs on the seating in the lounge with the work spread over a couple of seasons but the upholsterer was delayed in starting. The work will be completed prior to the coming winter season.

The expenditure on maintenance and improvements totalled $2727 with the major cost item being the repair of water tank. The cost of the new upholstery has been allowed for but has not come to charge at this time.

The Committee has been looking at the replacement of at least one of the electric ovens, but this was deferred pending the resolutions of the water tank issues.

The next major work outside the lodge to be contemplated will be reglazing/replacement of the windows on the ground floor of the two-storied section.

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4. 70th Anniversary

Completion of the Club‟s first Hut on Mt Ruapehu seventy years ago was acknowledged in 2019, along with the tremendous efforts of many Club members over the years to construct, improve, operate and maintain the facility. A regular Club night was devoted to a presentation by people of different age groups, sharing the history and describing what the lodge meant to them.

5. Custodian

For the 2019 ski season the Ruapehu Committee accepted the services of David Biegel as Custodian. David carried out his duties admirably and was particularly good at catering to the needs of outside groups and assisting with the management of the water crisis.

6. Outstanding Issues

a. The proposed upgrades to the Whakapapa Sewage Scheme operated by DOC have not been fully determined or implemented even though the scheme has failed, and the Resource Consent has expired. It is expected that a new sewage treatment plant will need to be constructed outside the National Park. The costs for this will be significant and will require government funding because it will be beyond the ability of the small number of parties, particularly the ski clubs, connected to the existing scheme to pay. DOC and the Government are aware of the issues but there has been no word on their resolution.

b. It was noted previously that Ruapehu Mountain Clubs Association (RMCA) was investigating an alternative, self-funded, insurance scheme to help contain the high costs for clubs in our group scheme. RMCA have determined that their proposal is not viable. The Ruapehu Committee will now independently check the market to see if there are any better alternatives.

c. The Ruapehu Committee has registered our „Food Premises‟ with the Ruapehu District Council as now required by the Food Act. We are awaiting an audit from RDC to check compliance with the Regulations. This may result in some changes for us, in particular in regard to food hygiene and the storage of foods. Russell Oliver Vice-President Ruapehu

Finance

The 2019-20 financial year has seen the Club return a trading surplus of $16,095. Major contributions to that surplus were …

Ruapehu $ 8,931 (includes interest of $1,456) Administration $ 3,981 (includes Sales Table income of $1,105) Transport & Trips $ 671 Interest, General Term Deposits $ 2,530

Three points of note are (1) the Ruapehu Surplus is after allowing for depreciation of the Lodge – pre-depreciation the surplus was $16,408, (2) the Administration Surplus comes after placement of $5,000 on term deposit for non van-replacement purposes, and (3) much of the interest on the General Accounts accrues to term deposits set aside for van replacement. During the year the Club received a very generous donation of $5,000 from Bob Sewell - who expressed his wish that the donation be used for transport purposes. This amount is additional to the trading surplus noted above.

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The Clubrooms and Social Activities account showed a larger deficit than last year partly due to reduced usage by Mary Rodgers Ballet School but mostly due to closure of the hall during the covid-19 lockdown. Sales Table purchases during the year were a Lloyd Homer biography, a new microwave oven, a new Logitech laser pointer, and four lightweight pruning saws for use on camping trips. The Sales Table fund currently stands at $5,707. Expenditure on routine maintenance of the Clubrooms was a meagre $154.

Transport Trips & Gear showed an overall surplus of $671 (after placement of $3000 on term deposit for van replacement). A total of $50,231 has now been accumulated for that purpose (increasing to $55,231 with Bob Sewell‟s donation).

No grants were made from the Fanny Bayliss Legacy fund during the year.

Below there are two graphs showing the month-by-month variation in total club assets, i.e. cashbook balances plus term deposits, for the General (including Fanny Bayliss and Natusch Bequests) plus Transport accounts combined, and the Ruapehu account on its own, for the last five years. The leftmost column of points gives the balances at end of May of the preceding year then, moving to the right, the balances at end of June (month 1) and so on the end of May (month 12).

The general trend for the General/Transport curves is to increase at the beginning of each year as subscriptions come in, and to dip at year end as the big bills are paid – FMC levy and insurances. The December rise for year 2018-2019 marks the receipt of the Gilbert Natusch Bequest, and the minimised dip for the 2019-2020 year is due to receipt of Bob Sewell‟s donation. Deducting those items still leaves a steady year-on-year increase in club resources.

The Ruapehu trend is for large increases in funds in the September to November period (Lodge use in winter), with steady decreases over the remainder of the year as regular bills come in (power, rates, phone, maintenance). The impact of the last two very good seasons is clear.

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Finally, I express my heartfelt thanks to John Simes, Graham White, Irene Davies, Keith Thomas, Doreen Courtenay and Julie Lewis for their substantial and valuable contributions to managing the finances of the Club. I also thank Ian Hoare for carrying out the Assurance Review of the Accounts. His experience and thoroughness are greatly appreciated. Jim Cousins Treasurer

Social Committee

The Social Committee‟s main focus for the past year has been on arranging a variety of speakers for the weekly meetings. This became particularly challenging when due to CoVid-19 we could no longer meet in the Clubrooms and necessitated weekly meetings to be held via Zoom. Thanks to Pamela Campbell‟s juggling amongst speakers who were comfortable presenting via Zoom and those preferring to present in the club rooms we were able to continue throughout the CoVid Alert Levels with a wide variety of speakers.

As in past years, our Club has enjoyed an exceptional range of speakers, both from within our club and external. Pre CoVid-19 our topics included Overseas Touring France by bike; Madagascar; Bushwalking near Canberra; Spanish Caminos; Tasmania; Alaskan Adventures; Cycling and Walking in Switzerland; Cycling in Czech Republic; Cycling in the Baltics and on to Russia; Cruising Kimberley Coast; Snowboarding in Japan; Ecuador; Argentina; India; Tandem cycling in USA and Europe. Local HVTC Film Festival; Trapping in Eastbourne Bays area; Coastal Restoration; Highlights of 200 HVTC trips; Pareraho Forest Story; Lloyd Homer Photography; 70 years on the Mountain; Eye-Q Test 4; book launch by Geoff Spearpoint – „The Great Unknown”; Old Ghost Road; Goodnature Trap Story; Heaphy bike trip; Great Barrier Island; and Family Tramping.

During the Covid-19 lockdown we resorted to presentations via the internet. We are grateful to Rosie and Murray for assisting both Club members and presenters to both access and present via Zoom. Our first Zoom meeting presenter was Andrew Robinson with an account of a Christmas trip in Kahurangi National Park; other presentations via Zoom included Peter Smith on Ethiopia; Mike Joy on Water Quality, Nina Sawicki on Peru; Murray Presland on climbing in Nelson Lakes National Park; Jackie & Chris West on Slovenia and Croatia; David Barnes on being a Polar Guide to Antarctica ; Phaedra Upton on Trekking in Bhutan; Keith Thomas on Bushwalking in South-West Tasmania, and Andrew Robinson and Pam Smith presented a Yarn or Two. These presentations were very successful in enabling members from outside the Wellington region to join our meetings.

We sincerely thank all our speakers for the huge amount of time put into compiling their presentations. Special thanks also to those who bring photos for the Open nights.

The Club‟s Photo Competition was held on 28 August. Organisation involved giving notices to members with detailed information on the competition; finding a judge; finding a coordinator to collect entries into categories and send them to the judge with time to develop his/her assessment; collecting trophies, cleaning them and later having them engraved. Our special thanks are owed to John Flux for his generous expertise in judging the photos, and to Murray Presland for co-ordinating the entries.

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An important event on the calendar was a Club Information evening on 30 October. . This was arranged as an expo style evening for newcomers to see outdoor related demonstrations, together with presentations of activities the club is involved in.

In October a Sunday memorial tribute was held for Arnold Heine. Our Committee helped with the catering arrangements and dishes. In late January 2020 a pot luck dinner and special birthday celebration for Jan Heine was held. Thanks to Bernice Deller for co-ordinating this event. As in previous years, our committee decorated the hall for the end of year Xmas party. This was a pot luck dinner and well attended. .

Behind the scenes, suppers are organised, the hall and toilets cleaned, kitchen supplies and wine for external speakers are purchased. Many thanks are offered to Club members who have supplied supper items to mark special occasions. Of recent our tasks relating to suppers has been “on hold” and, as a temporary measure, suppers will not be provided till we transition through more weeks of CoVid-free times.

We were sorry to lose Jocelyn, one of our committee members, early in 2020 due to her plans to teach in Japan, but were fortunate to have Graham McVerry join us for the remainder of the current year. Cathy Priest Convenor, Social Committee

Communications and Member Recruitment

We maintained our public communications with the aim of increasing our membership numbers, activity and pool of talent to take on leadership roles. Promotional activities during the year included:

An information evening for newcomers in October.

Attending Hutt City Council Bikefest in October.

Regular notices in the Upper Hutt and Lower Hutt community papers about club

night speakers.

Posts on our Facebook page.

Pamphlet distribution.

A small group of members was formed to drive membership recruitment, and more activity is planned in our post-CoVid-19 spring.

The Editor of Hills and Valleys, Bruce Miller, has continued to keep us well-informed with our monthly newsletter and the General Committee Secretary, Murray Presland, did an excellent job sharing updates with members. Thanks are also due to Doreen Courtenay for distributing our printed material, Jan Arts for managing the Club‟s website, and to the late and much-missed Doug Flux for coordinating the email groups for members. These are becoming increasingly valuable and used as the means of communicating information about activities amongst members. Marina Skinner Communications Coordinator

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Clubrooms Maintenance

It has been a steady year with progress being made on the hall equipment and fittings. The folding mechanisms beneath the two large tables have been re-engineered using heavier gauge material. They had suffered wear and tear over time.

The kitchen has benefited from purchase of a new microwave oven and a hot water urn, both funded from the Sales Table Fund.

General maintenance has included replacing tap washers, trimming over-hanging bushes, removing graffiti, replacing the projector cable and the odd fluorescent tube as required.

Expenditure on two major tasks has been approved. The garage roller door has corroded and one panel split almost completely across, such that the door must be replaced. The coated corrugated iron cladding along the north wall of the Clubrooms, built in 1959, has deteriorated. It will be replaced during next summer. Insulation will be installed in the wall. Doc Watson Clubroom Custodian

Gear Room

The gear room continues to run well, with help from members standing in occasionally.

An additional Personal Locator Beacon was purchased with funds from the Gilbert Natusch Bequest. The Club now has 5 units, sufficient to cover all Club groups. Four quality, Bacho-branded, folding hand saws, have been funded from the Sales Table Fund. These will better equip groups staying away overnight, or longer.

Other improvements include ongoing repairs to the billies and their lids, restocking the first aid kits and making up new racks for club gear. Doc Watson Gear Custodian

Fanny Bayliss Bequest Grants Scheme

The Fanny Bayliss Bequest funds are held on term deposit within the Club‟s bank accounts. The principal amount that is retained is $29,000 with the annual interest accrual being available for grants that meet the Scheme‟s guidelines. Interest that has accrued this financial year is $980 taking the total accrued interest as at 31/5/20 to $3,092. This amount is currently available for distribution.

One application, for funding of up to $450, was received in May. The proposal, if approved by the General Committee in accord with our recommendation, will promote family tramping amongst Club members with young children/grand-children by providing a night‟s accommodation at each of Turere Lodge and Atiwhakatu Hut next summer. No other formal application was received. Michael Priest (convenor), Murrey Totton, Tania Hatfield

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President’s Report

It could be tempting to let the CoVid-19-directed events of the last few months influence the tone of this report and divert a disproportionate focus onto the negative impacts it has had on some of the Club‟s recent activities. Without wanting to minimise the seriousness of the pandemic, both nationally and globally, it would be unfair from a HVTC perspective to focus too much on the „inconvenience‟ that lock-downs and social distancing restrictions have had on the Club‟s activity year – Indeed, at least three quarters of the last administrative / governance / activity year were spent in a pre-CoVid environment and the Club and its members were able to achieve a good deal (as other contributors‟ reports to this document will attest). That said, an event of national and international significance that has necessitated life-changing patterns in behaviour in our daily routines has also forced the Club to adapt and respond.

Superseded literature covering trip management and responsibilities once opined that „trampers need to be self-rescuing.‟ In other words, trampers need to be able to adapt to unplanned changes and events in a calm and reasoned manner. How many times have you been out on a trip where, due to unforeseen circumstances, trip outcomes and expectations have had to radically change? At the time, when unmet expectations have led to disappointment, this disappointment is often later replaced by feelings of admiration and gratitude: at how everyone pitched in and helped, at new places discovered that were not on the originally intended route, or even by the confidence gained when an inconvenient challenge was successfully overcome. People often discover new talents and reserves that they were not previously aware of and the whole party benefits.

Tramping teaches us many useful life lessons in adaptability and facing disappointment (along with being grateful for numerous joys too), so my take on the CoVid-19 „curve-ball‟ is that thanks to a combination of quick thinking and pragmatism, members pitching in and being flexible and adaptable, and also being willing and open to new experiences such as Zoom teleconferencing, the Club was able to make the best of a not-so-grand situation, as much as social distancing and other restrictions permitted. We might not have been able to get out into the hills (in social groups) for a few months, but Wednesday night meetings have not only thrived, they have also allowed new possibilities of connection for some of our more distant members who can‟t usually physically attend club meetings. Maintaining that form of connection as we revert to Wednesday night meetings back in the hall again will be on the General Committee‟s radar as we enter the 2020-21 year.

During our CoVid-detour, I was also heartened to learn that the old-school, but by no means out-dated, courtesies of members checking up on one another via phone or other means, and running errands for the less able, was also front and centre of duties for many – looking after your mates and „the vulnerable person in the party‟ is also axiomatic in tramping circles (as true today, CoVid or not, as it was back in 1923). A heartfelt presidential thank you from me to all members who pitched in and saw us through our recent challenges and inconveniences; tramping skills learned on previous journeys have served us well.

During the remainder of the year, when things operated „normally,‟ the Club offered a good array of trips and activities that reflect members‟ abilities and expectations. As well as venturing into our typical weekend patch that spans a line from Taranaki to the Central Plateau and Hawkes Bay south to our local Wellington hills, trips were also run in Nelson Lakes and Kahurangi National Parks, the mid Canterbury high country and foothills, as well as more prolonged circuits both on foot and by bike to numerous conservation parks around the whole top of the South Island. Cycling trips (mountain biking and cycle-touring), both short and multi-day, continue to be popular with a large sub-set of members

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and also serve as a good conduit for attracting new members to the club. I am very grateful to our new Trip Coordinator, Chris McMillan, for taking the bull by the horns and putting her own stamp on the trip schedule and encouraging members to try new and fresh ideas. Chris also organised some very useful cyclist instruction sessions with GWRC to equip our members with new or refreshed skills to engage in this pastime safely. I am grateful to have Chris‟ support for our new activity year and would encourage you all to support her as she seeks to expand our trip offerings to provide you with even more new experiences.

The other large operational activity reach of the Club, namely activities run up at Ruapehu Lodge, also had a very successful year with a good surplus being returned to the Club. You can read more about that in Russell‟s report, but I would just like to use this opportunity to acknowledge the hard efforts of Russell, John and all of the Ruapehu Committee in not only sustaining but growing a very fruitful enterprise and venue as part of the Club‟s repertoire of activities offered to members and non-members alike. When time has permitted, I have been given the courtesy of attending some of the Ruapehu Committee meetings as an observer. I have been very impressed by the team‟s resourcefulness and stewardship in the running of the Lodge. Even under the stresses imposed by CoVid-19-directed social distancing requirements, they were exploring ways of sustaining the Lodge and making it viable. Given no international travel is currently possible, I encourage all members to use the facility you have helped to create, and swap out a Swiss, Rockies or Dolomites ski holiday for a HVTC Lodge-centred one!

On Wednesday nights, both physical and virtual, we have been treated to a good variety of talks, quizzes and other activities. The Social Committee have worked hard to ensure no gaps in schedules – even during the stresses and rapid changes imposed by pandemic-directed restrictions. In the matter of talk schedules, I would like to take the opportunity to acknowledge the oversight of Cathy Priest and Pamela Campbell; they were ably assisted during our „zoom period‟ by Rosie Doole and Murray Presland who worked hard to ensure that the appropriate technology set-up was in place for us to allow multiple and simultaneous on-line connections (on some occasions, up to 75 different terminals were linked into a Wednesday night Zoom talk; scarcely imaginable even a decade ago!).

In the matters of administrative Club governance, I‟d like to acknowledge the efforts of a very dedicated General Committee team. Sadly, at this AGM, we say thanks and farewell to Marina Skinner and Rosie Doole: Marina has been instrumental in encouraging new ways of implementing club promotion and new member engagement as well as serving for an invaluable period as a past Club secretary; Rosie has breathed fresh life into the committee and introduced us to new survey techniques as well as the aforementioned Zoom technology; valuable contributions that have helped us in changing and evolving times. My own job has been made a good deal easier by the unwavering support of Murray Presland as a very diligent and meticulous Club Secretary, the indefatigable Jim Cousins and Graham White as very long-standing Treasurer and Transport Officer respectively, and Graeme Lythgoe as a loyal Vice-President. Graeme‟s dedicated running of the Sales Table has greatly boosted Club coffers and has allowed the purchase of those „nice-to-haves‟ that have made Club life more convenient and easy. Not only have these committee members, and others not mentioned, done their jobs faithfully and diligently but they have also led other Club activities in addition to their executive roles; for which I am very grateful.

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As is the case with all presidential reports previously presented, I‟d also like to take this opportunity to acknowledge the huge amount of work conducted by many members in an ex-officio capacity. If I have not mentioned you specifically by name in this report, please do not despair, your efforts are definitely noticed and acknowledged by me (and others) and we are immensely grateful for your help.

Whilst on the topic of acknowledgments, it is also appropriate that I pay tribute to members (and past members) who passed away over the last year – In their time, they also assisted the Club and wider outdoor communities with their efforts (many repeatedly and for prolonged periods): Arnold Heine, Des Green, Don Millward, Doug Flux, Bob Sewell and Margaret Parker; we will miss your presence among us but will remember you with great fondness and appreciation.

Finally, as the Club enters the third decade of the twenty first century, we look forward in anticipation to our 100th anniversary in three years‟ time. As with all events, we would appreciate some extra assistance in making the occasion a big success as we start planning for it – remember, it is also your Club / your event, so feel free to pitch in and put your stamp on it. Similar sentiments also hold for any committee vacancies or trip schedule gaps that need filling – got an idea to run with or a new trip destination / activity to try? - the existing committee members will only be too pleased to consider it and support you in helping to make it happen. Here‟s to a new activity year of new and different possibilities!

Ngā Mihi

Dennis Page President

16

HUTT VALLEY TRAMPING CLUB Incorporated

STATEMENT of FINANCIAL PERFORMANCE

for the year ended 31 May 2020

2020

2019

$ $

INCOME

Subscriptions 13,336

13,458

Donations (excluding Bob Sewell Donation) 1,573

1,211

Other Income 40

1,565

14,949

16,234

EXPENDITURE

Affiliation fees 4,802

4,637

Hills & Valleys 337

403

Printing and Stationery 1,101

1,895

Insurance - public & statutory liability 748

742

General expenses 524

2,916

Clubrooms account deficit 3,456

2,103

10,968

12,695

ADMINISTRATION SURPLUS 3,981

3,539

OTHER INCOME & ACTIVITIES

Interest, General Accounts 2,530

2,030

Transport, Trips Account 672

2,276

Ruapehu Account 8,913

12,410

TOTAL OTHER 12,114

16,716

SURPLUS to Accumulated Funds 16,095

20,255

The accompanying notes form part of and are to be read in conjunction with these financial statements.

17

CLUB ROOMS AND SOCIAL ACTIVITIES

2020

2019

$ $

INCOME

Hall and equipment rent 4,190

5,710

Sales Table (Note 6) 1,105

1,860

5,295

7,570

EXPENDITURE

Suppers, socials, awards etc. 527

805

Lease HCC 427

507

Power 587

615

Maintenance 154

568

Insurance and Valuation (Note 5) 5,845 5,933

Depreciation 1,211

1,244

8,751

9,672

DEFICIT to Statement of Financial Performance (3,456)

(2,102)

The accompanying notes form part of and are to be read in conjunction with these financial statements.

18

TRANSPORT, TRIPS & GEAR (OUTDOOR ACTIVITIES)

2020

2019

$ $

INCOME

Trip receipts & hut ticket sales 18,170

11,808

Fanny Bayliss Bequest Grant - 1,020

Interest 6

6

Gear Hire -

-

Donations -

178

Pinus Contorta (DOC) 756

638

18,932

13,650

EXPENDITURE

Sundry and Ferry 13,355

5,263

Rentals, private vehicles and hut ticket purchases 151

600

Vehicle costs - Fuel 1,282

1,774

- Repairs & maintenance 1,096

630

- Road user charges & registration 195

871

- Insurance (Note 5) & AA Membership 1,232

1,160

Cycle trailer rack - Depreciation 204

227

Gear - Depreciation 511

560

- Maintenance 235

289

18,261

11,374

SURPLUS to Statement of Financial Performance 671

2,276

The accompanying notes form part of and are to be read in conjunction with these financial statements.

19

RUAPEHU LODGE

2020

2019

$

$

INCOME

Lodge Fees 49,469

48,826

Locker Hire 1,930

1,875

Interest 1,456

1,351

Donations 238 1,046

Other Income 684

265

53,777

53,363

EXPENDITURE

Food 7,004

6,116

Power 7,010

5,549

Telephone 722

722

Repairs & Maintenance 2,727

3,175

Insurance (Note 5) 7,698

6,503

DOC Service & Site Levies 6,383

5,924

Food Act Compliance 384 -

General Expenses 499

265

Council Rates 2,380

2,350

RMCA Services + Building Inspections 2,562

2,854

37,369

33,458

Surplus before depreciation 16,408 19,905

Depreciation 7,495 7,495

SURPLUS to Statement of Financial Performance 8,913

12,410

The accompanying notes form part of and are to be read in conjunction with these financial statements.

20

STATEMENT OF MOVEMENTS TO THE ACCUMULATED FUND

for the year ended 31 May 2020

2020

2019

$ $

Balance 1 June 414,850

380,488

Surplus for the year 16,095

19,235

Gilbert Natusch Bequest - 14,107

Transferred from Fanny Bayliss Bequest Fund (Note 1)

-

1,020

Bob Sewell Donation 5,000 -

Balance 31 May 435,945

414,850

The accompanying notes form part of and are to be read in conjunction with these financial statements.

21

STATEMENT OF FINANCIAL POSITION

as at 31 May 2020

2020

2019

$ $

ACCUMULATED FUNDS 435,945

414,850

Represented by

BANK ACCOUNTS (all Westpac)

General Funds - current a/c 10,236

9,511

General Funds - current a/c, Bob Sewell donation 5,000 -

General Funds term deposits 12,695

7,256

General Funds term deposits - transport purposes 50,231 45,611

Fanny Bayliss Bequest term deposit 32,092

31,112

Natusch Bequest term deposit 14,550 14,107

Transport - current a/c 7,225

8,056

Ruapehu - current a/c 9,655

8,333

Ruapehu term deposits 60,070

45,000

201,754

168,986

OTHER CURRENT ASSETS

DOC Hut tickets 160

74

Prepayments & Accrued income (Note 2) 14,063

15,510

14,223

15,584

TOTAL CURRENT ASSETS 215,977

184,570

LESS CURRENT LIABILITIES & SPECIAL FUNDS

Creditors (Note 3) 878

150

Fanny Bayliss Bequest (Note 1) 32,092

31,112

TOTAL CURRENT LIABILITIES 32,970

31,262

WORKING FUNDS 183,007

153,308

PLUS FIXED ASSETS (Note 4) 252,938

261,541

NET ASSETS 435,945

414,850

The accompanying notes form part of and are to be read in conjunction with these financial statements.

22

NOTES TO THE FINANCIAL STATEMENTS for the year ended 31 May 2020

STATEMENT OF ACCOUNTING POLICIES

Reporting Entity The reporting entity is an Incorporated Society. The financial statements of the entity have been prepared in accordance with generally accepted accounting principles. The entity is entitled to use differential reporting exemptions because it is not publicly accountable, because it is not large and has taken advantage of all differential reporting exemptions.

Measurement Base The measurement base adopted is that of historical cost.

Nature of Activities The entity conducts the activities of organising tramping, climbing, skiing, and other outdoor trips to, and for the enjoyment of, New Zealand‟s recreational and conservation estates.

SPECIFIC ACCOUNTING POLICIES Inventories are stated at the lower of cost, using a first in first out basis, and net

realisable value.

Taxation The Inland Revenue Department confirmed in May 2000 that the Constitution entitled the Club to an exemption from income tax under their amateur sports promoter rules.

Depreciation In recognition of wear and obsolescence, a portion of the following assets have been written down in value. The rates applied are as follows;

Ruapehu Lodge 2.5% of initial cost Garage 2.5% of initial cost Ford Van Written down to estimated residual value. Tramping Gear 20% of book value Clubroom Furniture & Equipment 20% of book value Laptop and Projector Written down to $50 nominal value Laptop 20% of book value Clubrooms Written down to $1000 nominal value Cycle rack and rack hoist 10% of book value HD Projector 4800 Ansi 20% of book value

Goods and Services Tax These financial statements have been prepared on a GST-inclusive basis of accounting.

Capital Expenditure There are no commitments for capital expenditure at balance date.

Contingent Liabilities There are no known contingent liabilities at balance date.

Changes in Accounting Policies There have been no changes to these policies.

23

1 FANNY BAYLISS BEQUEST FUND

2020 2019

$ $

This year's movements are:

Balance 1 June 2019 31,112 31,075

plus: Interest received 980 1,057

Sub total 32,092 32,132

less: Distribution of funds (Note 7) - 1,020

Balance 31 May 2020 32,092 31,112

2 PREPAYMENTS AND ACCRUED INCOME

2020 2019

$ $

Interest earned but not received 948 1,134

Prepayments 8,055 7,907

Clubroom rentals 860 2,270

FMC Affiliation Fees 4,200 4,200

Totals 14,063 15,511

3 CREDITORS

2020 2019

$ $

Prepaid subscriptions 122 308

DOC overpayment 756 -

Totals 878 308

4 FIXED ASSETS

Additions Depreciation 2020 2019

$ $ $ $

Clubrooms (built 1959) - - 1,000 1,000

Garage (built 1985) - 335 1,639 1,974

Ruapehu (bunkroom - built 2012) - 7,495 240,029 247,524

Tramping Gear 482 511 2,211 2,239

Ford Van - - 1,829 1,829

Clubrooms - equipment, books 262 123 621 482

Kodak projector - - 50 50

Laptop/projector - - 50 50

Laptop - 53 210 263

Audio-Visual Equipment (2016/17)

74 576 2,342 2,844

Cycle rack hoist (purchased 2014)

- 124 1,120 1,244

Cycle rack (purchased 2013) - 204 1,838 2,042

818 9,421 252,938 261,541

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5 INSURANCE

Insurance is held on the Club's buildings, contents, van, and potential liabilities, as follows:

Buildings Contents Other Valuation

$ $ $ Date

Club Rooms 577,000 45,000 - May-19 Ruapehu Lodge (valuation $1,183,000)

696,000 - - Apr-18

Public Liability - - 2,000,000

Statutory Liability - - 1,000,000

Ford Van - - 42,000

The Ruapehu Lodge is insured under the Ruapehu Mountain Clubs Association scheme with an expiry date of 31 July 2020. All other insurances are current to 31 May 2021. The Clubrooms are insured for replacement, the Ruapehu Lodge for indemnity. The Ford Van Insurance comprises $12,000 for the van and $30,000 for any hired vehicle.

6 SALES TABLE

2020 2019

$ $

This year's movements are:

Balance 1 June 2019 4,991 4,384

plus: Income 1,105 1,860

Sub total 6,096 6,244

less: Distribution of funds (Note 7) 389 1,253

Balance 31 May 2020 * 5,707 4,991

* This amount is held in the Club‟s General Account.

7 PURCHASES FROM FANNY BAYLISS BEQUEST AND SALES TABLE FUNDS

Fanny Bayliss

Bequest

Sales Table

$ $

No FB purchases this year - - Lloyd Homer Biography - 40 Replacement microwave oven - 122 Logitech R500 Laser Presenter - 74

Folding saws (four) - 154 Totals - 390

25

Ian T Hoare Chartered Accountant 109A Waerenga Road, Otaki

ACCOUNTANT’S REPORT TO THE HUTT VALLEY TRAMPING CLUB INC. I have reviewed the financial statements of the Hutt Valley Tramping Club Inc. for the year ended 31 May 2020 in accordance with the Review Engagement Standards issued by the External Reporting Board. The Committee’s Responsibility for the Financial Statements. The committee is responsible for the preparation and fair presentation of these financial statements and for such internal control as the committee determine is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. The Assurance Reviewer’s Responsibility. My responsibility is to express a conclusion on the accompanying financial statements. I conducted my review in accordance with International Standard on Review Engagements (New Zealand) ISRE (NZ) 2400. This Standard also requires I comply with relevant ethical requirements. A review is limited primarily to enquiries of the entity‟s personnel and analytical review procedures applied to financial data and thus provides less assurance than an audit. I have not performed an audit and, accordingly, I do not express an audit opinion. Based on my review, nothing has come to my attention that causes me to believe that the accompanying financial statements do not give a true and fair view.

14 June 2020

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Hutt Valley Tramping Club Incorporated

Minutes of the 96th Annual General Meeting 8pm, Wednesday 24th July, 2019

Clubrooms, Birch Street Reserve, Lower Hutt

Present: 63 members. The President, Phaedra Upton, opened the meeting. 1. Apologies: received from David Barnes, John Smeith, Max Bruce, Pam Bruce, Robyn

Usmar, Frank Usmar, Catherine Croucher, Helen Lukes, Sharman Robinson, John Flux, Irene Davies, Paul Labett.

A minute of silence was held to honour the following Club members and former members who had died during the past year: Trev Jones - died 3 April 2019 (member since 1943, life member since 1968) Margaret Maxwell - died 15 July 2019 (member since 1959) Bill Richards - died April 2019 (former member) 2. Minutes of the 95th Annual General Meeting: (circulated with the 2018-2019 Annual Report) The minutes of the 95th Annual General Meeting, held on the 25th July 2018, and having been distributed to members, were taken as read. No corrections to the minutes were offered. MOVED: That the Minutes of the 95th Annual General Meeting be confirmed as a true and correct record.

Dennis Page / Graham Craig Carried Matters arising:

Referring to the changes made in the Club‟s Constitution at the 95th AGM, John Tristram asked if the amended Constitution had been printed and made available to members. This had not been done but the up-dated constitution is available on the Club‟s web-site.

3. 95th Annual Report: The Annual Report for 2018-19, having been distributed to members, was taken as read. No corrections or additions were offered to the report. None of the authors of sections of the report wished to speak to his/her contribution. Comments:

There had been a significant drop in participation in the Easy Bike Rides on Tuesday evenings during summer. John Tristram commented that such events had not been catered for each week. The Trip Co-ordinator responded that although very popular, drawing up to 20 participants at times, it had not been possible to find a leader for these each week. Large groups, particularly if they include new members and/or novice cyclists, can be challenging to lead – but we are dependent always on someone volunteering to lead each of our activities.

Mike Priest noted the division of activity interests in the Club has been: Tramping 37% Biking 24% Skiing 38%

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Ian Ayson commended the Ruapehu Committee‟s management of Ruapehu Lodge in achieving the best results, in bed-nights and financially, that he had seen in all his years of association with the Lodge.

MOVED: That the 96th Annual Report be adopted.

Mike Priest / Graeme Lyon Carried 4. Annual Accounts for Year ended 31 May 2019: The Annual Accounts for 2018-19, having been distributed to members, were taken as read. Phaedra Upton acknowledged and thanked the Treasurer, Jim Cousins, and Ian Hoare, as Financial Assurance Reviewer, for the maintenance and presentation of the Accounts. The Treasurer noted the following “error” in the published accounts: The deficit on Club Rooms and Social Activites of $2102 in 2019 has been transferred to the Statement of Financial Performance for the year ended 31 May 2019 as $2103. This is an error in applying rounding to entries in the accounts only. MOVED: That the Annual Accounts for the year ended 31 May 2019 be adopted.

Pat Tristram / Dennis Page Carried 5. Election of Officers: The following nominations had been received and notified to members:

Position Nominated Proposer Seconder

General Committee

President

Vice-President

Vice-President Ruapehu

Secretary Murray Presland

Treasurer Jim Cousins

Trip Coordinator

Transport Officer Graham White

Committee (6) Emma Dobbie

Graeme Lythgoe

Chriselda McMillan

Marina Skinner

John Smeith

Doc Watson

Ruapehu Committee

Secretary Bruce Miller John Flux Carolyn Lyon

Treasurer John Simes Carolyn Lyon John Flux

Committee (8) Kate Brownsword Graham Craig Murrey Totton

Sheldon Bruce Geoff Norton Graeme Lyon

Ian McIlraith Graeme Lyon Geoff Norton

Alison Newbald Murrey Totton Graham Craig

Russell Oliver Tony Jaegers Dennis Page

Brendan Quirke Dennis Page Tony Jaegers

Kerei Thompson Graham Craig John Simes

Social Committee (8)

Pamela Campbell

Doreen Courtenay

Liz Davis

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Helen Lukes

Carolyn Lyon

Cathy Priest

Sharman Robinson

Jocelyn Woofe

As the number of nominations did not exceed the number of positions, these candidates were declared elected. Since nominations closed on 27th June, the following nominations had been forthcoming: Position Nominated Proposer Seconder

President Dennis Page Phaedra Upton Murray Presland

Vice-President Graeme Lythgoe Phaedra Upton Murray Presland Vice-President Ruapehu

Russell Oliver Phaedra Upton Murray Presland

Trip Co-ordinator Chris McMillan Phaedra Upton Murray Presland There being no further nominations for these offices, these candidates were declared elected. Nominations for all consequential and remaining vacancies were sought: Position Nominated Proposer Seconder

General Committee

Rosie Doole Phaedra Upton Murray Presland Derek Richardson Phaedra Upton Murray Presland

Ruapehu Committee

There being no further nominations for these offices, these candidates were declared elected. Phaedra Upton thanked all those who, in joining the General, Ruapehu and Social Committees, had volunteered to manage the activities of the Club during the next year. She noted the full complement of members for the General and Social Committees and had been assured the Ruapehu Committee could function well even if the remaining vacancies thereon were not taken up by further volunteers. 6. Policy for managing the Gilbert Natusch Bequest: Murray Presland spoke briefly about the proposal for managing Gilbert Natusch‟s bequest to the Club. Gil had expressed a wish that “one half of the bequest should be applied for search and rescue and for assistance in the rehabilitation of injured members”. To ensure this wish would be fulfilled the General Committee proposed setting all of the bequest aside in a fund that could be disbursed at the discretion of the General Committee for purposes specified in the Policy.

Bob Sewell and Graeme Lyon proposed that the clauses 5.1 and 5.2 be amended to allow for funds to be expended “to purchase or hire” equipment.

Kate Livingston proposed that clause 5.3 be expanded to encompass Club member‟s “ability to deal with injuries or unexpected occurrences”.

Mike Priest proposed that, to ensure the fund was managed with care, clause 5 be amended to provide that “The fund may be disbursed at the discretion of the General

29

Committee, provided it has exhausted all other means of funding, for the following purposes:-“.

The proposers of the motion were willing to adopt all of these amendments. MOTION: That the Policy for Managing the Gilbert Natusch Bequest, amended as noted, be adopted.

Murray Presland / Russell Oliver Carried The amended Policy is attached to these minutes. 7. General Business 1. Transport and Accommodation – booking costs. Bernice Deller commented that the organisers of trips for large groups were often incurring large expenses for transport and accommodation, which might discourage members from taking up this task. She asked if the Club would carry these expenses until the participants paid their contributions to the trip costs. Many people made observations but no usual practice was developed: Graeme Lythgoe – organise well ahead – perhaps before the Trip Schedule is released – and seek commitment from participants; John Tristram – seek early approval as a Club trip from the General Committee and ask for expressions of interest; Pat Tristram – estimation of the costs will enable a suitable deposit to be established; Graham White – a deposit should cover, at least, all non-refundable costs and might moderate any inclination to withdraw later from the trip. Patrick Fotheringham and Chris McMillan – noted that accommodation at many DoC huts must now be booked, often well ahead and it was an added challenge to collect participants‟ hut pass numbers if these were to be used to discount the booking fee. 2. Club Centenary – 2023. Pat Tristram asked if planning was underway to celebrate the Club‟s centenary in 2023, noting the successful celebrations of the Tararua Tramping Club currently. The Secretary commented that the Centenary had been on its meeting agendas regularly during the past 2 years but that a programme had yet to be agreed. 3. Trip Co-ordinator.

Chris McMillan introduced herself as the new Trip Co-ordinator, noting her inexperience in such a role and asking for lots of help from Club members.

In summing up the past year, the President made several observations: 1. Recruiting new members. Marina had organised a very successful Introductory Evening in 2018 and would do so again in October 2019. She sought the assistance of Club members to distribute publicity about the event. 2. Restructuring the Club. The largest asset of the Club, and its largest liability should the operation fail for any reason, is Ruapehu Lodge. The General Committee is investigating legal steps that might isolate those liabilities from absorbing all other assets of the Club. She assured the meeting that no steps would be implemented without the knowledge and acceptance of Club members. 3. Volunteering and Participating. Volunteers, especially leaders, are the lifeblood of our Club. Phaedra stressed the no activities will happen unless a member/members volunteer to make them happen. That‟s obvious but seems to need regular emphasis. Participation in activities is good – but leaders are essential for the Club to flourish.

30

8. President’s Awards Phaedra recognised the work of members who have made outstanding contributions to the Club:

Sheldon Bruce – for 11 years of service as Ruapehu Booking Officer. Russell Oliver, Vice-President Ruapehu, spoke to acknowledge Shelly‟s skill in managing Lodge bookings, patrons‟ complaints and supply crises. He also noted Shelly‟s long membership of the Ruapehu Committee and his huge contribution to the maintenance of the Lodge, which he intends to continue.

Irene Davies and Keith Thomas – for service as Membership Officers As only temporary residents of New Zealand – fortunately for much longer than initially planned – Irene and Keith have wholeheartedly participated in Club activities – in many tramping and biking trips and as members of the General Committee and as joint Membership Officers for 2 years.

Phaedra acknowledged and expressed appreciation to the retiring Trip Co-ordinator, Nick McBride, to Irene and Keith, to Paul Haines (retiring from the Ruapehu Committee), and to Michele Lythgoe (retiring from the Social Committee). She thanked all of those who had contributed to the Club‟s administration during the year – the members of the General, Ruapehu and Social Committees, and those who had helped maintain the Clubrooms, the Club‟s van and gear, and Ruapehu Lodge. She especially thanked all the Club members who had led and participated in the variety of Club activities throughout the year – making the Club an interesting, successful organisation to belong to. Club members thanked Phaedra for her contribution to the Club as a member of the General Committee for several years and as President for the past 2 years. The meeting closed at 9.25 pm. Signed Chair Date

31

Policy for Managing the Gilbert Natusch Bequest: 1. Gilbert and Sheila (nee Traill) Natusch became members of the Hutt Valley Tramping

Club in about 1948. They were very active trampers, skiers and climbers and

remained members of the Club until their deaths in 2005 and 2017 respectively.

2. Gilbert bequeathed $14,106.51 to the Hutt Valley Tramping Club upon their deaths.

He expressed a wish that “one half of the bequest should be applied for search and

rescue and for assistance in the rehabilitation of injured members”. No conditions

were placed on the remaining half of the bequest.

3. Search and rescue operations and coverage of rehabilitation have altered markedly

in the years since Gil and Sheila were very active in the outdoors.

In accord with Gil‟s expressed wish and the present practices of navigation (specifically to avoid the need for searches and to hasten rescue when necessary), search and rescue, and injury rehabilitation: 4. The bequest plus accumulated interest will be held in a fund separate from other

Club moneys.

5. The fund may be disbursed at the discretion of the General Committee, provided it

has exhausted all other means of funding, for the following purposes:-

5.1 To purchase or hire GPS devices and/or other navigation devices, to be

available to Club members;

5.2 To purchase or hire PLB devices and/or other devices to notify an emergency

has arisen, to be available to Club members;

5.3 To subsidise the provision of navigation, bushcraft, alpine skills and first aid

courses of instruction for Club members – so that the likelihood of their

becoming lost or injured is diminished and their ability to deal with injuries or

unexpected occurrences is enhanced;

5.4 To subsidise the cost to any Club member injured whilst participating in a Club-

sanctioned activity, of devices or treatments that enhance her/his rehabilitation.

5.5 To contribute to any other expenses related to injury, loss or rehabilitation

incurred by a Club member injured whilst participating in a Club-sanctioned

activity.

6. While it is desirable that all members benefit, over time, from Gilbert‟s generosity, it is

not intended to preserve the fund in perpetuity – so that the whole of the fund is

available to meet expenditures that, in the view of the General Committee, meet any

of the purposes listed in clause 5.

7. The fund may be expended for any purposes other than those listed in clause 5 only

with the permission of Club members, determined by resolution at a General

Meeting.

Adopted by the Annual General Meeting, 24th July 2019.

Tararua Tempest Photo: Derek Richardson - 2019 HVTC Photographic Competition