agm documents – march 2015

Sir Peter Blake Marine Education and Recreation Board Inc.

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The Annual Report and Financial Statements for the Year Ended 31 March 2015

of

SIR PETER BLAKE MARINE EDUCATION

AND RECREATION BOARD INCORPORATED

to be presented at the Annual General Meeting to be held

on

Monday 27th July 2015

commencing at 7:30 pm at the

MERC Board Room, 1045 Beach Road, Long Bay


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The Annual General Meeting of Trustees of the

SIR PETER BLAKE MARINE EDUCATION AND RECREATION BOARD INCORPORATED

Agenda

1. Apologies

Monday 27th July 2015

2. Minutes of the AGM of 21 July 2014 3. Report from the Chair

4. General Manager’s Report

5. Finance Committee Report

6. Auditor’s Report

7. Election of Trustees

8. Election of Board Officers

Chairperson

Deputy Chairperson

Treasurer

Secretary 9. Appointment of Honorary Officers

Honorary Solicitor

Honorary Architect

Honorary Quantity Surveyor

9. General Business


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Contents Board Members

page

5

Staff List

page

6

Report from the Chair

page

7

General Manager’s Report

page

8

Finance Committee Report

page

9

Auditor’s Report

page

10


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Sir Peter Blake Marine Education and Recreation Board Inc. Patron: David GRAY CNZM

Chairwoman: Naomi COWAN CEO Equip

Treasurer: Position vacant

Deputy Chairman: Rick RAINEY Business Consultant

Secretary: Ross GARRETT University lecturer (retired, a Founder Trustee)

Board of Trustees: Michael GOUDIE

Bruce NANCEKIVELL Consulting Engineer

Mark ORAMS University Professor

Christine RANKIN local body upper harbour and waitemata district

health board trustee Alick WILSON Master Mariner

Honorary Officers:

Sean McKEOWN Honorary Quantity Surveyor

Mason PEPPER Honorary Architect

Richard CANTRELL Honorary Solicitor


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Sir Peter Blake Marine Education and Recreation Centre

Staff list (2015)

General Manager Paul Grace

Operations Manager Chris Robertson

Lead Instructors Sarah Ellington Vicky Charlesworth Lisa Manase Jonathan Gfeller

Facilities Manager Emma Coplestone

Instructors Adriann Conner Angus Richardson Darren Ellis David Tolley Harry Scott Julie Burton Kristin Totman Leanne Thoms Levi Norton Liam Wong Rachel O'Neill Rebekah Clews Shavana Blair

Office Staff Linnette Refoy Suzanne Edmonds

CHAIRPERSON’S REPORT FOR THE ANNUAL GENERAL MEETING 27TH JULY

2015 We have had another excellent year at MERC. It continues to flourish and this is down to our skilled and capable General Manager, Paul Grace, and his fantastic team. Of special note this year was our 25 year celebrations where we remembered and recognised the incredible inspiration and tenacity of those who founded MERC. It was at the celebrations that we recognised the enormous contribution of Dr David Gray. David retired from the Board in May and he likened this stage to a parent handing over the reins to the next generation for safekeeping. David was one of the Founders of MERC and has been a key person from day one to making it all that it is today and we thank him for his commitment, skills and contribution – all of which has been voluntary. We have named the MERC hall the Dr David Gray Hall in his honour. We are privileged to have such a skilled and capable team which is ably led by our General Manager, Paul Grace. He and his staff have delivered a superb year’s work. Our Vision to be the most highly regarded and sought after Outdoor and Marine experience provider is on target. Bookings are healthy and growing, feedback from those attending our programmes are glowing, our buildings are maintained to a high standard, we meet all of the standards in regards to safety audits and our reserves and cash flow are healthy. It is inspiring to hear story after story of young people coming to MERC and having a life changing experience where, through the challenges of the various activities they undertake, they see themselves in a different light and learn about how to take care of our marine environment. Finally I also wish to acknowledge our Board who carry the same passion for MERC as the employee team. They are excellent Governors of the organisation and many willingly give an enormous amount of extra time to MERC. I am very grateful for their continuing support. We farewell Anita Woodfield, our Treasurer, and thank her for all the skills, commitment and support she has brought to MERC. Naomi Cowan Chair, Sir Peter Blake MERC Board of Trustees. .

Paul Grace General Manager July 2015

GENERAL MANAGERS REPORT

FOR THE ANNUAL GENERAL MEETING 27TH JULY 2015

The 2014 financial year presented a lot of very good challenges for MERC. In particular changing weather patterns on a daily basis showed the skilled adaptability of Lead instructors and instructors alike. I am immensely proud of their ability to switch programs at a moment’s notice. Our feedback forms highlight this as one of the most commented points by teachers and participants at MERC.

MERC over the last few years has been gradually increasing the content of its Marine conservation and education components into everyday activities in keeping with the original charter. This is now at a point where it is a measurable and able to be commented on by all groups attending MERC. My thanks to both the Department of Conservation and Auckland Regional parks for their assistance with these initiatives

The MERC board once again ably led by Naomi Cowan (Chair) and Rick Rainey (Deputy Chair) have done an amazing job on keeping MERC focused on the future. Naomi’s guidance has been outstanding and has made my job here a real pleasure.

Charitable organisations such as ours rely heavily on the generosity of endowments and grants from outside organisations. So as not to leave any out I will not mention names but your generosity is well received and appreciated by all of us here at MERC.

MERC celebrated its 25th anniversary this year. This feat was achievable only by the patronage of schools and groups who have supported us throughout this time. Thank you all.

Lastly the life blood of MERC is its instructors. Wet, cold and downright miserable days, they somehow always manage to smile their way through the day. On behalf of the MERC board and myself a magnificent thanks to you all.

“Very importantly we must enjoy it at the same time. We are going to win “it” by being a harmonious TEAM where we are working for and with each other, trying to improve each other’s game, rather than, as we have seen in the past, against each other…THAT WAY DOES NOT WORK”

Sir Peter Blake

Sir Peter Blake Marine Education and Recreation Centre

Finance Sub Committee report for the July 2015 Annual General Meeting

It is the Finance Sub Committees’ pleasure to be able to report on another successful year for MERC.

Fiscal Results

For the period of 1 April 2014 to 31 March 2015, MERC generated revenues (exclusive of Grants) of

$763,535 an improvement on last year’s actuals of $688,549.

During this year a strong operations focus on Grants applications and management has seen MERC receive

a total of $100,334 in Grants and Donations. We are now receiving Grants for both equipment and plant,

and also towards our general operational expenses.

In total, we report a ($6,984) operating deficit (including non-cash items such as depreciation) an

improvement on last year’s actuals of ($72,551).

Our two investment funds continue to derive interest in order to support disadvantaged children and Blake

experiences, with the Don & Mary St Clair Brown Fund increased to $197,253, and the Team NZ 200 fund

remaining at $615,000.

This positive outcome included significant ongoing investment in improving the fixed assets, such as

equipment, and premise improvements.

The Finance committee has recommend the budget for 2016 to the Board aiming for a targeted income

(exclusive of Grants) of $737,258, together with a stronger expectation for Grant income during this period.

Audit, Risk and Control

The full financial reports have again being prepared by Tony Peat of Peat Accountants and audited by NZ

Small Audits, with no major inconsistencies noted.

During the year, the Board established a formal Finance Subcommittee, consisting of the General Manager,

Treasurer, and one additional board member. This committee met regularly to review the financial

operations, provide support to the GM, and prepare financial reports for the Board.

During this period, the subcommittee recommend a revised signing and delegated financial authority’s

policy, aimed at providing tighter control and better transparency as to levels of authorities and

establishing clear checks and balances within the business.

As NZ Small Audit noted in our annual audit of accounts; “...I note that you have tightened internal

controls… I commend you on this. … I consider your controls to now be robust…”.We are pleased to have

had the policy so recognised.

Recognition of Contribution by Anita Woodfield

During this year, our Treasurer Anita Woodfield gave notice of not re-standing for her position on the

board. Anita has been the boards’ Financial Steward for the last five years, providing the board with a high

level of confidence in the financial matters of the organisation, and providing the General Manager and

Accountant much support and advice. The Finance Committee would like to recognise her contributions,

and wish her the best in her future endeavours.

We look forward to another exciting year with MERC.

Rick Rainey

Finance Sub Committee

July 2015

SIR PETER BLAKE MARINE EDUCATION AND RECREATION BOARD INC !!

MINUTES OF THE ANNUAL GENERAL MEETING OF THE TRUST BOARD OF SIR PETER BLAKE MERC

HELD AT THE TRUST CENTRE 21st JULY 2014 !!Present: Board Members: D. Gray (Patron), N. Cowan (Chairwoman), R.

Garrett (secretary), B. Nancekivell, M. Goudie, A. Woodfield, M. Orams.

In attendance: P. Grace (General Manager), Adriann Conner, M. Marchant, P. Glenn, C. Robertson, S Ellington, E. Coplestone, I. Hildebrandt, R. Clews. !

1. Apologies: A. Wilson, R. Rainey, C. Rankin !

2. Minutes of the AGM of 16th July 2013 Moved: M. Goudie Seconded: D. Gray That the minutes be confirmed as a true record. !3. Report from the Chair The report from the chair was circulated with the agenda and taken as read but in addition she stated that MERC is only as good as the people who run it. She commended especially Melissa Marchant (retiring Chief Instructor) for her contribution and Paul Grace for going above and beyond the call of duty. !Moved: R. Garrett Seconded: M. Orams that the Chairman’s report be received. !4. General Manager’s Report The General Manager spoke briefly to his report which was circulated with the agenda. He surprised some with a brief biography of his former life: policeman, played cricket with Sir Richard Hadlee, ski instructor, lifeguard, all exciting occupations but none of these compared to what he gets out of MERC. He thanked both the Board and the Staff for their contribution in this. Moved: D. Gray Seconded: A. Woodfield that the General Manager’s report be received. !5. Auditor’s and Treasurer’s Report. The treasurer stated that she was happy with the auditor’s report. Most income streams were up this year but because of the exit of Project K, total income was down. The final book loss which includes depreciation was just under $73,000. A good quantity of new equipment had been bought. Finally she thanked the General Manager for keeping a tight control on expenditure. !Moved: B. Nancekivell Seconded: M. Orams !

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6. Winter Lectures. The statistics of last year’s Winter Lectures were circulated. D. Gray congratulated E. Coplestone on successfully taking over the organisation of the Winter Lectures for this year. M. Orams acknowledged D. Gray’s contribution over many years in initiating and developing the lectures into the popular MERC activity that they are today. Moved: M. Orams Seconded: N. Cowan that the report be received. !!8. Election of Trustees The three year terms of M. Orams and R. Rainey had expired. Each indicated his willingness to stand again. M. Orams was nominated by N. Cowan seconded M. Goudie. R. Rainey was nominated by N. Cowan seconded D. Gray. As there were no other nominations these two were duly elected. M. Orams stated that the broader issue of trustee terms is something we as a board should discuss. Most other boards have a protocol of a maximum of two x three year terms. This ensures a good turnover of trustees and keeps energy and new ideas and approaches to the fore. !9. Election of Board Officers. Chairperson: A. Woodfield took the chair and nominated N. Cowan. Seconded M. Orams. As there were no further nominations, N. Cowan was declared Chairwoman. Deputy Chairperson: R. Rainey was nominated by N. Cowan and seconded by D. Gray. As there were no further nominations, R. Rainey was declared Deputy Chairman. ! Treasurer: A. Woodfield nominated by N. Cowan, seconded by M. Orams. As there were no further nominations, A. Woodfield was declared treasurer. ! Secretary: R. Garrett was nominated by N. Cowan, seconded by A. Woodfield. As there were no further nominations, R.Garrett was declared secretary. !!7. Election of Honorary Officers. All three honorary officers were willing to be re-elected and were nominated as follows: Sean McKeown Honorary Quantity Surveyor nominated by B. Nancekivell, seconded by M. Goudie Mason Pepper Honorary Architect nominated by D. Gray, seconded by M. Orams Richard Cantrell Honorary Solicitor nominated by D. Gray, seconded by M. Orams !!8. General Business. D. Gray congratulated E. Coplestone and M. Marchant for their contribution to Marine Education at MERC. The meeting closed at 1926 hrs. !Signed As A True Record………………………………………..Dated……………………………..

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agm documents – march 2015

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