Fencing North Inc. Committee Meeting – 28.11.2022

 Meeting Opened:  7:07 pm (MS Teams)

Present: Ben Upton (Secretary), Peter Butler (President); Katie Logan (Academy of Fencing); Fiona Campbell (H&S and tournaments); Kirsten Hansen (Media); Amanda Hopkins (Treasurer), Matt Stanley (Whangarei), Kyle MacDonald (United).

Apologies: Sunnie Sun (Vice President).

Minutes of last committee meeting: These were reviewed and the minutes from the last meeting were approved.

Finances:  Amanda Hopkins reported that after all payments there remained $54,000 in the bank.  There is still a payment due for the Larsen to Hamilton.  YE 2022 there was over $60,000 revenue.  Budget for 2023 will come under $60,000.  So there will not be a need to register for GST.  The cash situation is similar to 2021.  The Oceania income has come in 2022 / 2023 year.  The balance sheet was reviewed. 

The overall outcome from Oceania was a net profit of $438.  After predicting a substantial loss, this is a great result.  Significant thanks to those who worked hard to make this happen – Fiona, Katie and Peter in particular.

These were tabled and noted.

Tournaments

Since the last meeting there were the Oceania.  There was a lot of positive comment.  In terms of tournaments since, the Fencing North Open was well attended.  After canvassing of gender separated events, there ended up being enough entries for separate events for foil.

Hamilton event, the Larsen, was well attended generally.  The profits of this will go to Waikato club.

Kyle MacDonald is running a one-hit epee tournament. 

2023 Calendar

The draft calendar was tabled and discussed.  The only issue will be the U15 + Cadets Nationals (possibly Oceanias) where Te Pai has indicated that it is not available.  Inquiries will be made at Mount Albert Grammar.   Possibly also St Kentigens. 

There was discussion about the January camp.  Given that there was not the backdrop of Commonwealths, the attendance may be lower.  Kyle MacDonald indicated that it will be more epee focused.  There will also likely be foil camp run out of Pulse.

Noted that Fencing North can support with Humantix booking system.  A registration page will be set up for this. 

The calendar should be circulated.  Noted that U15 likely to be Oceanic, so it could be an extra day. 

Katie was thanked for her work in referee co-ordination. 

Media

Kirsten was thanked for on-going work.  Promotion of January camp required.  Instagram seemed to be the most popular, although FaceBook was more useful. 

Fiona will be added as author. 

Health and Safety

Nothing to report.

AGM

This is confirmed.  To be promoted via social media. 

Other Business:  

Whangarei – Matt Stanley reported. Hikurangi Swords Club has been established. 

2023 is a good year to consider the vision for Fencing North.  Capital development, clubs etc.

Competition day formats were discussed.  There was a desire to see plate events to give fencers knocked out early a chance to get some more fencing at their level.

There was also a need to more clearly identify the championship events.  Were they the individual ‘name’ tournaments for each weapon? (e.g. Fenton Epee for epee?) or the final Fencing North Open? 

Confirmation of next meeting date – AGM – 10 December 2022.

Meeting Closed:   9:20 pm.

Fencing North Inc. Committee Meeting – 10.10.2022

 Meeting Opened:  7:10 pm (MS Teams)

Present: Ben Upton (Secretary), Peter Butler (President); Katie Logan (Academy of Fencing); Fiona Campbell (Tournaments & H&S); Mary Black (Tuatahi),  Hannah Choi (Auckland University), Amanda Hopkins (Treasurer).

Apologies: Sunnie Sun (Vice President), Kirsten Hansen - Media

Minutes of last committee meeting

Last months minutes September 19^th we’re adopted as written

Tournaments

No regional tournaments have been held since our last meeting

Upcoming regional tournaments

FN Open - October 16^th

Registration numbers are satisfactory to date. However we have fully booked Te Pai stadium as a test run for oceania's. this may mean the competition will run at a loss.

FN Larsen

Hamilton Boys High School – 06.11.22

Peter to coordinate with Andrew Collings regarding supply of six pistes and related equipment prior to pentathlon event October 29th

All profits to be retained by Waikato Swords

This will be the final open competition for the year and will be promoted as such

Team Sabre & Foil competition

competition to be coordinated between Auckland university and Academy Clubs

Profit to be shared

Fiona and Peter to work with Luke Meng

Bauble - cancelled

the Bubble and the Bauble competitions over the last two years were established to compensate for the disruptive nature of Covid these competitions will not be carried forward

Oceanias

Entries as at 10.10.2022

74 Indivduals

24 Vets

Teams to be confirmed

Registrations close October 17th late entries on October 20th

Concerns are noted over the additional costs of this competition and a loss is likely on current projections

Cost of flights/ accommodation referee costs major issues

We monitor with care and making adjust adjustments

Initial plans over organizing a dinner Saturday night have been cancelled

Local BBQ is to be confirmed

Initial plan to run 13 pistes is being reconsidered

Reschedule to run teams competition Sunday

Peter and Fiona to review numbers and piste requirements

Possibility of renting pistes from pulse fencing but to be avoided if possible

A number of volunteers have come forward which is greatly appreciated

Tuatahi have agreed to cater the entire three days. Resolved to meet Saturday 15th at TePai review piste layout.

Finances

P&L currently $12351.85 for year

Funding grant of 11,500 for national competitions has played a significant role

we have invested $8900 in that new equipment notably video referee

we are in danger of having this year's profit eroded by oceanias

AGM

Resolved to be Sunday December 11th to be held at Peter Butler's home 4.00pm followed by a BBQ.

A fundraiser would be a welcome addition to the committee for 2023

Chairman's report to be presented

Gender Specific competitions

Much thought is going into competition format for 2023 with a new renewed emphasis to try and run all competitions gender separate

The Open and the Larson will be run on this basis as a trial

Fiona Campbell has reached out and seeking feedback from the fencing community and has received a number of considered responses

A proposal for competition format will be presented at the AGM for discussion and adoption

2023 Calendar

A proposed calendar has been circulated for 2023. final draft will not be adopted until after Oceania's and further consultation. go to publish by mid November allowing fencing coaches a month to consider planes before the end of the 2022 school year.

Health and safety

injury reports from pickworth have been submitted to the National Health and safety manager

fencing N ran a first aid course February 2020 which will expire February 2022

consideration to repeating this course prior to that date needs to be reviewed

Media

Nothing to report

Meeting Closed 9.20

Fencing North Inc. Committee Meeting – 19.09.2022

 Meeting Opened:  7:07 pm (MS Teams)

Present: Ben Upton (Secretary), Peter Butler (President); Katie Logan (Academy of Fencing); Fiona Campbell (H&S and tournaments); Mary Black (Tuatahi),  Kirsten Hansen (Media); Sunnie Sun (Vice President), Hannah Choi (Auckland University), Anya Kaminya (Coach). Amanda Hopkins (Treasurer), Fiona Campbell (Tournaments). David Elder (President, FENZ, late).

Apologies: Mary Black, Judit Flizar.

Minutes of last committee meeting

 Ben Upton apologised for the lack of minutes which is due to lack of saving.

Tournaments

Pickworth

This went well although numbers were relatively low.  Ran break even.

National Secondary Schools

This went well.  Formal thanks to Katie Logan and Fiona Campbell for key work in making this happen.

Organisation went well.  There was a black card incident, which was unfortunate.  Disciplinary actions dealt with by FENZ.  There was another incident which led to damage to a stairwell area.  This is being dealt with by via the school and parents.

Main learning was the organisation / location of DT which allowed people not involved to interact too much.  A separate room is required.  There are some options that will need to be discussed. 

Fiona will be running a workshop to train up helpers.

Oceaneia

There is a need for assistance for weapons check, first aid, dinner.  Kirsten will do a post to advertise these jobs.

There was a discussion about referees and whether there was a need to fund if we are short. 

The plan was for 11 pistes.  Anya Kaminya advised that there was a likely need for 2 referees from overseas to cover 3 weapons for the three days. Agreed that Anya to approach overseas referees to see what can be accommodated.

In terms of food stalls, there are options for other clubs to take a day.  Otherwise Tuatahi could do the three days.  There is a preference to share.  This option will be advertised.

Financials

Amanda Hoplkins indicated that the accounts were in good order.  This is mainly with support from venue grant.  There is still some income to come in from team entries for NZ Schools teams. 

A formal plan is required for gear replacement.  Pistes and boxes in particular.  Some old gear could be retired to clubs. Peter to put together a capital expenditure budget.

Media

Kirsten indicated that she was posting up-coming events.  A photographer came to the tournament with an indication that competitors could purchase online.  This might be an option at Oceaneas.

There is some media interest in the referee course.

Fenz news

Main items were Commonwealths, Referee course, Oceanias. Coaches technical course at year end.  There are enough national medals for Oceania.

Health and Safety

Nothing to report.  Major incidents only need reports.  Minor matters only need to be noted.  World University Games. 

Other Business:  

2023 calendar.  National tournaments are U15/17, North Island Champs, Australia has published their tournament timetable already. 

Peter to circulate a template to try and populate the 2023 calendar.  We need to look at revised ideas if any. 

Tommy Lee has suggested patches for Fencing North.  This was endorsed on the understanding that he will get quotes for this.

Confirmation of next meeting date – Monday, 10 October 2022.

Meeting Closed:   8:45 pm.

Fencing North Inc. Committee Meeting – 14.07.2022

Meeting Opened:  7:15 pm (In person – Peter Butler’s home, Mt Albert)

Present: Ben Upton (Secretary), Peter Butler (President); Katie Logan (Academy of Fencing); Fiona Campbell (H&S and tournaments); Mary Black (Tuatahi), Judit Fliszar, Kirsten Hansen (Media); Sunnie Sun (Vice President), Hannah Choi (Auckland University), Matt Stanley (Hikurangi Fencing Club); Anya Kaminya (Coach).

Apologies: Amanda Hopkins (Treasurer);

Minutes of last committee meeting

These were read at the meeting and approved.

Peter Butler reported that the video referee system is still to be produced by David Elder.  It needs to be ready for the National Secondary Schools (preferably with it being available for FN Secondary Schools so that referees can practice using it). 

Tournament

Junior tournaments

Judit Fliszar advised that she will be running a junior fencing tournament for U10, U12, 14 on 13 August.  No help required from Fencing North at this stage.  There will also be a similar age group tournament for teams on 10 September and a further individual event on 5 November.  All at Kristen School.

Head of Tournaments

Maja has resigned as Head of Tournaments.  Fiona Campbell has volunteered to be the new Head of Tournaments.  Fiona expressed the view that there was a need for a wider sharing of responsibility, with different tasks allocated.

Discussed that there was an organic learning process which will hopefully lead to the sharing of expertise and knowledge.  There may also be opportunity for referees to assist on the day.

Approved - Fiona Campbell appointed as the new Head of Tournaments.  

The necessary hardware (server, modem, cables) and multi-user Fencing Time licence will need to be purchased for and on behalf of Fencing North. 

Approved that Fiona Campbell has the authority to effect those purchases and claim all necessary expenses (as required).

National Secondary Schools

This is at Te Pai.  There has been discussion already in terms of organising this.  Heather Claydon will be Head DT and assisted by Fiona.  Peter Butler will be floor manager.  Anya Kaminya will be Head Referee and Katie Logan will be referee co-ordinator.

Team organiser – There was a discussion around how the teams event would be run.  Discussed that we would look to operate the teams event on the following basis:

• Maximum amount of teams per event will be 16.  4 fencers per team – 3 with one reserve.  Teams of 3 can be entered but entry at own risk (if there is injury withdrawal of a three fencer team, then the team will lose the match).
• Each school could put forward a top team per weapon.
• Regions can add composite teams (up to a maximum of 4 per region, inclusive of top school teams) per region.
• After that, ‘second’ school teams can be entered until maximum reached.
• After that, ‘third’ school teams can be entered until maximum reached.
• After that further ‘composite teams’ until maximum reached.   
• Team rankings will be dictated by individual results.   
• Ideally, schools (particularly those fielding more than one team) should bring a referee. 
• Team fee - $100 per team at this stage.

Above approach approved.

Financials

Amanda Hopkins was absent.  This item was deferred to the next meeting.

Website

Any FN events can be put on FENZ website.  Amanda Hopkins in charge.

There was discussion about the current website.  There is a desire to establish a new website.  This is not priority at this stage.  The current website can be updated in a basic way and maintained. 

Health and Safety

No issues.

Other Business:  

Anya Kaminya indicated that there would be an Oceania referee teaching course supported by FIE.  There is a real need for female candidates.  This will be end of October.  This will be in Christchurch, possibly also in Auckland.

Judit Flizsar indicated that the coaching course in Christchurch is for 8 days.  There is a concern from some of the coaches will not be able to attend due to accommodation costs not being covered.   Suggested $800 per coach (5).   Total $4,000. 

This to be considered at the next meeting.

Confirmation of next meeting date – Monday, 1 August 2022.

Meeting Closed:   9:30 pm.

Fencing North Inc. Committee Meeting – 14.07.2022

Meeting Opened:  7:15 pm (In person – Peter Butler’s home, Mt Albert)

Present: Ben Upton (Secretary), Peter Butler (President); Katie Logan (Academy of Fencing); Fiona Campbell (H&S and tournaments); Mary Black (Tuatahi), Judit Fliszar, Kirsten Hansen (Media); Sunnie Sun (Vice President), Hannah Choi (Auckland University), Matt Stanley (Hikurangi Fencing Club); Anya Kaminya (Coach).

Apologies: Amanda Hopkins (Treasurer);

Minutes of last committee meeting

These were read at the meeting and approved.

Peter Butler reported that the video referee system is still to be produced by David Elder.  It needs to be ready for the National Secondary Schools (preferably with it being available for FN Secondary Schools so that referees can practice using it). 

Tournament

Junior tournaments

Judit Fliszar advised that she will be running a junior fencing tournament for U10, U12, 14 on 13 August.  No help required from Fencing North at this stage.  There will also be a similar age group tournament for teams on 10 September and a further individual event on 5 November.  All at Kristen School.

Head of Tournaments

Maja has resigned as Head of Tournaments.  Fiona Campbell has volunteered to be the new Head of Tournaments.  Fiona expressed the view that there was a need for a wider sharing of responsibility, with different tasks allocated.

Discussed that there was an organic learning process which will hopefully lead to the sharing of expertise and knowledge.  There may also be opportunity for referees to assist on the day.

Approved - Fiona Campbell appointed as the new Head of Tournaments.  

The necessary hardware (server, modem, cables) and multi-user Fencing Time licence will need to be purchased for and on behalf of Fencing North. 

Approved that Fiona Campbell has the authority to effect those purchases and claim all necessary expenses (as required).

National Secondary Schools

This is at Te Pai.  There has been discussion already in terms of organising this.  Heather Claydon will be Head DT and assisted by Fiona.  Peter Butler will be floor manager.  Anya Kaminya will be Head Referee and Katie Logan will be referee co-ordinator.

Team organiser – There was a discussion around how the teams event would be run.  Discussed that we would look to operate the teams event on the following basis:

• Maximum amount of teams per event will be 16.  4 fencers per team – 3 with one reserve.  Teams of 3 can be entered but entry at own risk (if there is injury withdrawal of a three fencer team, then the team will lose the match).
• Each school could put forward a top team per weapon.
• Regions can add composite teams (up to a maximum of 4 per region, inclusive of top school teams) per region.
• After that, ‘second’ school teams can be entered until maximum reached.
• After that, ‘third’ school teams can be entered until maximum reached.
• After that further ‘composite teams’ until maximum reached.   
• Team rankings will be dictated by individual results.   
• Ideally, schools (particularly those fielding more than one team) should bring a referee. 
• Team fee - $100 per team at this stage.

Above approach approved.

Financials

Amanda Hopkins was absent.  This item was deferred to the next meeting.

Website

Any FN events can be put on FENZ website.  Amanda Hopkins in charge.

There was discussion about the current website.  There is a desire to establish a new website.  This is not priority at this stage.  The current website can be updated in a basic way and maintained. 

Health and Safety

No issues.

Other Business:  

Anya Kaminya indicated that there would be an Oceania referee teaching course supported by FIE.  There is a real need for female candidates.  This will be end of October.  This will be in Christchurch, possibly also in Auckland.

Judit Flizsar indicated that the coaching course in Christchurch is for 8 days.  There is a concern from some of the coaches will not be able to attend due to accommodation costs not being covered.   Suggested $800 per coach (5).   Total $4,000. 

This to be considered at the next meeting.

Confirmation of next meeting date – Monday, 1 August 2022.

Meeting Closed:   9:30 pm.

Fencing North Inc. Committee Meeting – 13.06.2022

 Meeting Opened:  7:09 pm (Microsoft Teams)

Present: Ben Upton (Secretary), Peter Butler (President), Maja Saran (Head of Tournaments), Matt Stanley (Hikurangi Fencing Club), Amanda Hopkins (Treasurer), Katie Logan (Academy of Fencing);  Fiona Campbell (H&S and assistant tournaments).

Apologies: Mary Black (Tuatahi).

Minutes of last committee meeting

These were read at the meeting and approved.

Noted that the reference to ‘gross profit’ in relation to the schools tournament is actually to ‘gross revenue’.  This will be corrected.

Matters arising

Date for U20 Nationals is 15/16 October 2022.  This will be run in combination with the Fencing North Open.

The University’s Pride tournament did not take place due to exam clashes.  This was unfortunate but the University chose the date and this created the problem.

Dave Elder to be chased in relation to video referee system.

Treasurer’s Report

Amanda Hopkins reported that there was still a lot of unpaid team entry fees.  There was a discussion concerning invoicing which will be addressed as between Maja and Amanda.

There is currently $59,000 in the bank of which $11,000 is dedicated to venue hire.

David Elder is still to provide a quote for the video referee system.

There was a discussion concerning how referees were paying their honorarium.  Katie Logan reported that bank transfers would be preferred but only if they were prompt.  The other option being supermarket vouchers. 

Agreed that vouchers will be retained ($30 for ½ day, $50 for whole day).  Peter and Katie to operate that system on the day.

There was a discussion around carpeting costs.  Agreed that we would continue to operate the current system even if the overall cost is a little higher than Trusts for the smaller competitions.

Competitions

It was reported that weapons check was becoming an issue in terms of gathering ranking points. 

Reported that full weapons check was required for National Tournaments.  A policy was not in place for regional tournaments.  Indicated that weights and gauges should be taken.

Noted that we did not want to take an approach that discouraged participation. 

Agreed that there was lack of clarity from FENZ.  Agreed that weights and gauges be done with referees given discretion in relation to presentation of fencers on the piste.

Noted that Maja has done a lot of work to improve the landing page for tournaments and that minimum requirements are recorded.

Better Participation Initiatives (Foil)

Ben Upton referred to the responses to a recent email.  Noted that FB Messenger worked well for Sabre.  This will be looked at in terms of the foil space.

Media

Nothing reported.

Health and Safety

Nothing to report. Te Pai has found new storage area for fencing equipment.  This means wheeling equipment out in a different way which could put a little more stress on the trolleys.  Better supervision required for the set up exercise.

Fundraising

Nothing to report here.  What is required is a fund raising officer.  A 12 month calendar / formalised plan would be ideal.

FENZ News

Amanda Hopkins reported around initiatives to get fencers to overseas tournaments. 

There was discussion about the Sabre and Foil club teams event which we are supposed to deliver.  There may be some options in early December in combination with the Bauble. 

There was a push to get coaches registered with Police vetting.  Fundraising for Commonwealth Champs is going well. There is development of a child protection policy.

World University Games is taking place in Chengdu in 2023. 

There is a training camp in July, but this has been advertised late.

Other Business:  

Hannah Choi indicated she was organising a movie night – 16 July 2022. 

Confirmation of next meeting date –Monday, 11 July 2022.

Meeting Closed:   9:16 pm.

Fencing North Inc. Committee Meeting – 09.05.2022

 Meeting Opened:  7:00 pm (Microsoft Teams)

Present: Ben Upton (Secretary), Peter Butler (President), Maja Saran (Head of Tournaments), Peter Sarah (Member), Amanda Hopkins (Treasurer), Sunnie Sun (Vice President, Massey), Kirsten Hansen; Hannah Choi (Auckland University); Fiona Campbell (H&S and assistant tournaments).

Apologies: Katie Logan (Referees); Dave Elder (Tuatahi).

Minutes of last committee meeting

These were read at the meeting and approved.

Mark Rance

Noted that Mark Rance had passed away.  His contribution to the sport of Fencing was noted and the sad passing of his loss.

The Committed wished to note its condolences to family and friends.

Treasurer’s Report

Amanda Hopkins reported that a number of payments have made for the Easter Carnival (Referees, Expenses etc.).  Mid-south video referee hire fee has not yet come in.  So there should be a $1,600 profit from this tournament.  This is against a forecast of $1,200.

The above led to discussion about Fencing North obtaining its own video referee system.

Peter Butler sought approval to further this.  Approved that Fencing North obtain a video referee system up to a cost of $5,000 + GST. 

Noted that the turnover of the organisation is high.  The GST threshold is $60,000.  Some consideration will be had to whether FN should be GST registered, although this may be a one-off.

With regard to the profit of $1,600.  FENZ had agreed to underwrite up to 20% of loss.  Peter Butler suggested that consideration be given to payment of 20% of profit being paid to FENZ as a result.  This was discussed, but not necessarily agreed.  Discussed that this was a loose arrangement and it was considered that if all regions agreed to this approach, then this would be approved. 

The Committee wished to recognise the contribution of Felix Lun for organising referees and the Head Referees (Anya Kaminya).  A note of thanks will be sent.

Competitions

Maja Saran reported on Schools Tournament – There were 79 entries (20 late).  This contrasted with 110 last year, although with Covid this was expected.  There was no protest on late fees.

This tournament made $2,840 gross revenue with $210 donations for prizes.  There are some refunds to come.

Noted that Te Pai remains cheaper as a venue even with carpet and there is much less risk of being ‘bumped’ in terms of hire. 

Discussed that clubs should be encouraged to use tournaments for fund raising by running the food stalls etc.

Register Now is now no longer being used – Data for this will be lost at the end of the year.  Another company Humanitix is now being used.  This is a charity organisation and cheaper.  The Fenton is being used for this and it appears to be user friendly.  This system does not allow a participant list.  There is a discussion at FENZ level about using a common system.  Fencing Time might be an option.  This is a matter for FENZ and will be discussed with FENZ.      

There is discussion with FENZ about the ranking qualification for some of the Fencing North tournaments.  Weapons check will be called for. 

Noted that there may be too many tournaments which are poorly attended with fencers stretched in terms of participation.  There may be a need to review more carefully to the calendar for next year.  This will require better integration.

McLeans College has offered to host competitions.  This could be a good venue for schools competitions.

Date for U20 nationals has not yet been fixed.

Hanna Choi advised that AU is running a Pride Tournament.  This will be a beginner event for those who want to try competitions and who do not usually compete.  29 May 2022 will be the date.

Hanna Choi indicated that AU may be in a position to offer a venue.

Better Participation Initiatives (Foil)

Ben Upton will look at some initiatives to getting better participation.  Options around tournaments will be discussed.  Plate / repechage or beginner / intermediate.  More poule fencing.

Media

Kirsten reported that she has covered all tournaments.  This was working well.  She will not be able to attend the Fenton. 

Health and Safety

Fiona noted that there was nothing to report.  She noted that there was a need for something in place in the form of a safety manual.  There was a document required for that.

Peter will work with Fiona on.   

Fundraising

Fiona indicated that she may be available to assist.  Peter is also looking to meet with an individual who may be able to assist. 

FENZ News

Mark Rance’s passing was noted. 

Commonwealth selections are underway.  46 fencers have been selected.

Asian Zone tournament selection underway.

There is a grant for a technical coaching course in December.  Fencing North will need to put forward candidates for this (20 attendees from NZ).  This is FIE funded. 

Other Business:  

No other business

Confirmation of next meeting date – Monday, 13 June 2022.

Meeting Closed:   9:10 pm.

Fencing North Inc. Committee Meeting – 04.04.2022

 Meeting Opened:  7:10 pm (Microsoft Teams)

Present: Ben Upton (Secretary), Fiona Campbell (Tournaments and Acting Health & Safety), Peter Butler (President), Maja Saran (Head of Tournaments), Mary Black (Tuatahi), Amanda Hopkins (Treasurer), Sunnie Sun (Vice President, Massey), Matt Stanley (Whangarei), Judit Flizar (Schools Rep)

In attendance: Felix Lun (Referee organiser for Easter Carnival)

Apologies: Katie Logan (NZ Fencing Academy); Kirsten Hansen (Media)

Minutes of last committee meeting

These were read at the meeting and approved.

Matters Arising: 

Easter Carnival – Peter Butler outlined the preparations for this tournament.  There was a need to arrange referees.  Felix Lun spoke to that. 

Peter Butler highlighted the need for as much assistance as possible for set up.  Numbers at this stage are good and most likely breakeven at least at this stage.  There was a loss underwrite from FENZ.

Treasurer’s Report

Amanda Hopkins spoke to her email report.  There is a current cash balance of $59k.  Some of this is committed to pistes and (re. Trusts cash grant) future venue hire.

Various payment approvals were voted on and approved.

Competitions

See above report re. Easter Tournament.

There were the schools after that.

Whangarei Update

Matt Stanley updated matters relevant to Whangarei and the creation of a new club under his guidance.  There was a discussion about the support that could be offered.  The club has a number of new beginners and there was a request to see if some of the FN gear may be available.  This was discussed.

Media

Kirsten Hansen was unable to attend but Ben Upton read her email report.  Acknowledged that Kirsten was doing a great job on this.  Some assistance will be sought in order for her and others to operate the Website.

Health and Safety

Nothing to report.  Some planning needs to be undertaken around the Easter Carnival.  Covid is having a significant impact.

Fundraising and Venue

Nothing to report.  A replacement for Rhy Greensill is still required

Other Business:  

No other business

Confirmation of next meeting date – Monday, 2 May 2022.

Meeting Closed:   9:00 pm.

Fencing North Inc. Committee Meeting – 17.03.2022

 Meeting Opened:  7:00 pm (Microsoft Teams)

Present: Ben Upton (Secretary), Fiona Campbell (Tournaments and Acting Health & Safety), Peter Butler (President), Maja Saran (Head of Tournaments), Dave Elder (Salle Jean Louis; also as President FENZ), Mary Black (Tuatahi), Amanda Hopkins (Treasurer). Rhys Greensill (Fundraising)

Apologies: Sunnie Sun (Vice President, Massey)

FENZ News

Amanda and David (as President FENZ) updated matters discussed at the last FENZ meeting.   FENZ wanted to proceed with the Easter Carnival.  There is the AGM coming up. 

Other items of interest for Fencing North:

Oceania Foil Fencing Course

• Regional funding for Oceania Foil Fencing Course (Level 1).  This is a trial and funded 50% by Oceania Fencing.  Online course developed by some Canadian coaches (Global Fencing Masters).  Likely cost for Fencing North participants is c.$350 per person.  Likely to be around 3 Fencing North participants.  So likely total cost is $1,000.    
• The likely participants are not yet known. 
• There was some disquiet around not knowing who the participants would be.  There was the option of asking the clubs / individuals. 
• This would be reviewed when we knew who the people are.
• There was also a view that some support was possible, but those participating also needed to have some ‘skin in the game’.

Easter Carnival

• FENZ has decided to proceed with that.  There are 6 weeks between now and the competition and matters could evolve.  There may be late changes but this was acknowledged.
• There still remain a number of outstanding questions around the running of the competition, which were not addressed at the FENZ meeting.  Of those three core issues – Participation; Duration; Refereeing.
• Refereeing will be organised locally with a few outside referees invited to attend.  Anja and Judit to be head referees.  They will have to come up with the officials team, with Katie’s costs.
• FENZ resisted the idea of making the tournament shorter.  The days are set, but once numbers are clearer, times may be adjusted (later start / earlier finish for example).
• There will be a DT panel.  This usually will be the Tournament Organiser, Head Referee and the organiser of the draw (Heather Claydon).   
• We need to be very mindful of cost given the risk around cancellation and also because the 4 days will required (by FENZ directive) yet participation could well be low.
• Some of the practical aspects are being looked at – Tape / carpet use for pistes etc.

Minutes of last committee meeting

These were read at the meeting.

Matters Arising: 

Nothing arising.

Treasurer’s Report

Amanda Hopkins was absent from the last meeting but it was noted that she had provided an email report. 

She sought approval of several payments:

• Oliver Agnew $606.70 for website.
• Waitakere Venue Hire Bond - $500 for Easter Carnival.
• Waitakere Venue Hire for W Dawn - $345.
• Camp refunds - $200.

These were approved. 

It was also agreed that any future payments or reimbursements around tournaments and low-value operational payments (up to $1,000) could be paid by Treasurer / supported by Tournament Organiser without Committee approval against invoice / receipt.    These to be disclosed at subsequent committee meetings as appropriate.

Ben Upton to talk to Oliver Agnew to discuss movement of Fencing North website account to Fencing North.

Competitions

Maja reported the W Dawn (39 Fencers) was a success and ran at a profit.  The entries for the Fenton are currently at 35.  There are no complaints about the $20 late fee. 

Women’s epee is run with the women fencing in a mixed competition, and then via a separate DE competition later. 

There is a teams competition in the calendar – Intended to be a club based tournament.  Kyle MacDonald to be contacted about this.  There is a social aspect to this tournament which needs to be emphasised.

Media

Kirsten Hansen is doing a good job.  Nothing to report. 

There is a need to encourage foil and find someone who is prepared to be a sponsor to encourage tournament participation.  This is something to be worked on.  Covid may be having an impact

FENZ has asked that we input our calendar dates into its calendar.  This is to be actioned where possible – Peter Butler to be sent the access instructions.

Health and Safety

Nothing to report.  Some planning needs to be undertaken around the Easter Carnival.  Covid is having a significant impact.

Fundraising and Venue

One application to Trusts is in for $10,000 for the Easter Tournament.  Trusts appears keen and the application was in time.    

Another application is in for operational costs is due in at the end of the month (up to $4,000).

Resolved that these applications be pursued on the basis set out.

Also resolved that Rhys Greensill had general authority to progress suitable applications.  Specific resolutions to be prepared as required. 

Other Business:  

No other business

Confirmation of next meeting date – Monday, 4 April 2022.

Meeting Closed:   9:05 pm.

Fencing North Inc. Committee Meeting – 16.02.2022

 Meeting Opened:  7:00 pm (Microsoft Teams)

Present: Ben Upton (Secretary), Fiona Campbell (Tournaments and Acting Health & Safety), Peter Butler (Equipment Officer), Maja Saran (Head of Tournaments), Sunnie (Vice President, Massey), Viccki Fan (Auckland Swords), Chris MacDonald (Salle Jean Louis), Katie Logan (NZ Academy of Fencing), Rhys Greensill (Fundraising), Amanda Hopkins (Treasurer).

Apologies: Dave Elder (former President), Mary Black (Tuatahi), Matt Houtman (High Performance Fencing), Judit Fliszar (Schools Rep), Matt Stanley (Whangarei Swords), Kyle MacDonald (Mount Albert Grammar), Amanda Hopkins (Treasurer).

Nomination of Peter Butler as President

Ben Upton outlined the background and moved Peter Butler’s

The Executive present all voted in favour.  Noted that Ben Upton held proxies for MAGs (via Kyle MacDonald), High Performance Fencing (Matt Houtman) and Tuatahi (Mary Black).

Confirmation of the Previous Minutes:  Minutes approved.

Matters Arising: 

Nothing arising.

Treasurer’s Report

Ben Upton and Peter Butler summarised Amanda Hopkin’s email report to them.  Positive balance of $47k in the bank.  Camp was positive and made a profit.   There are some (not major) expenses to address. 

The report was noted.  This can be updated and confirmed at the next meeting.

Camp

All agreed that this was a success.  It was commented that we now had a good formula and should be repeated.  There was a very good spirit and most had positive comments.  Good also to see that it was a success financially.

Competitions

Maja reported on competitions.  Bubble went well.  The Covid framework was good and worked for the tournament.  The Venue staff at Trusts was helpful on this.  The FENZ Covid policy may not be correct in terms of numbers, and so we will be following Trusts (and Te Pai) guidance on this.

Given the numbers involved in fencing, this is not really an issue.  There are ‘bubble’ possibilities that can be explored in relation to some of the bigger tournaments.

We are trying to encourage out of towners.  They currently have free entry.  This can be kept under review, but at present keeping that policy in place is sensible, provided a profit is made.  The higher late fee penalty seems to be working.

Registrations for this weekend’s tournament (Fenton) are good.

Maja raised the Easter Carnival.  It will be a huge challenge given the Omicron outbreak and apparent expectations around size and timeframe.  Maja is organising, with Heather as DT.  Maja will not be available to run this as she will be isolating post travel.

There is a current indicative budget of $25,000, although 50% is for officials (travel and accommodation).  Costs could be reduced if the tournament was shorter and official subsidisation around travel and accommodation slashed. 

Noted that the national schools was run on a $12,000 budget and ran at a relatively sizable loss.  So there is a significant concern that even at that level we would incur another loss which is not welcomed. 

There are, therefore, still a number of issues that need to be agreed with FENZ.  Peter indicated that he would be able to speak with David on this, in consultation with Maja.

It is understood that the situation is fluid with 6 March 2022 being a date on which a decision on whether to proceed or not can be made by FENZ.     

Peter and Maja will speak to David Elder / officiating commission to negotiate what is possible.  A small loss is bearable, but not a large one.   The concerns to be discussed:

• Cost – what is subsidised re officials and what is not?  Can other regions fund?
• Duration – Does it really need to be 4 days?  2 days may be posslble
• Is it realistic given Omicron?  Noted here that many competitors may not be able to turn up and could be disadvantaged as a result.

Agreed that this was the right course.

Maja and Peter to report on this at the next meeting.

Media

Adita has left NZ but the website is now working, re. the Calendar.  Kirsten could potentially take over the website eventually, once she is more familiar with fencing.  She is otherwise doing a great job on Instagram and FaceBook.

Ideally we would want a refresh of the website.  Chris MacDonald indicated that he would assist.

We would like to see some more curated images, and use of FB live for some events should be more carefully controlled. 

Health and Safety

No incidents to report.  Fiona Campbell (as acting) has said that she can take on that role for remaining 2022.  She is currently certified.  The current first aid kit is well supplied and adequate.  We should add spray ice, which Fiona will procure.

Motion to that effect passed.

In the course of the discussion around reimbursement it was noted that we should check delegated authority around spending. 

Fundraising and Venue

Rhys Greensill reported.  Concluded that given the price movements that anything in the City is outside of our reach.  We are realistically having to look at City fringe, but clubs have no interest.  Situation continues to be monitored.

Fund raising is difficult with Covid.  Applications can be made.  Rhys sought direction around what areas should be focused on. 

More club support is essential, however.  Especially around initiatives.  Rhys noted that he had no support from Clubs (other than Tuatahi) for a ‘proof of cause’ to Auckland Council, which ended up having him organise an event at Selwyn himself.  This netted $15,000 and created a new club.  However, this was essentially only Rhys and there was not the necessary buy in from clubs.  On that basis Rhys will not be progressing a similar initiative this year.

Each Club reported on reasons why they were unable to support.  This largely revolved around Clubs facing their own issues (venue, lack of effective organisation, or having a different focus – e.g. university only focus).

In terms of initiatives -  There are no big ticket items other than potentially carpet tiles for Te Pai and metal pistes.  More thinking required here.

Agreed that Rhys would pursue an initiative to try and get a letter together a proposal to seek funding for venue hire costs.          

FENZ news

Peter Butler gave a brief report as he attended the last FENZ meeting.  There was quite a bit of discussion around the Commonwealths and Covid.  David Elder nomination as President. There is a desire to try and make the Easter Tournament progress. 

Other Business:  

No other business.

Confirmation of next meeting date – Monday, 7 March 2022 at 7pm principally to discuss the Easter Tournament.  Thereafter, with a plan to have it as first Monday of the month going forward.

Agreed.

Meeting Closed:   8:40 pm.