Present: Jane Byrne, Lorraine Edwards, Pat Vinaccia, David Bolt, Stephen Day

Apologies: Janine Hyde.

Agenda:

1. Submission to the Council re the alternations to the Parade. A draft submission was circulated to the Committee for their information and input. Stephen raised several issues, specifically around the numbers of cyclists using the Cycleway. Also asked if we really believed that the that the Council would revoke the layout of a cycleway that has been in place for 6 years. The Council proposed “upgrade” to  Island Bay Parade includes taking out between 80-100 carparks. The Council is surveying the community on the proposed “upgrade”. At this stage 55% of Island Bay residents strongly oppose what the Council is planning (with a further 8% opposed); 27% strongly support what the Council is proposing. IBRA David Bolt moved the Committee submit the proposal  without the Stephen Day amendments, seconded by Lorraine Edwards. Stephen opposed. Motion passed.

2. The substantive part of the meeting was to discuss the advice provide Michael Hoffman-Body regarding the AGM. Michael has suggested:

• That our constitution suggests we must accept proxy votes.
• That we need to put a motion to the AGM to permit only one member of a household can be nominated for the Committee
• That we can not appoint an independent chairperson to facilitate the AGM.

The Committee agreed that Proxy votes posed several issues for the Committee. Issues include who is a registered member of IBRA, verification of the proxy votes etc. The committee agreed unanimously that proxy votes should not be accepted. However, we will need some advice as to how that could be achieved. A number of suggestions were made, and it was agreed that the chair go back to the lawyer to discuss options.

It was moved that a motion be put to the AGM that only one member of a household can be nominated for the Committee.

It was also suggested that the Chair could ask for someone to assist with the facilitation of the AGM while remaining chair with the support of the AGM.

3. Progress on the South Coast Arts Trail was provided by Jane. Huge amount of support from the Community. It is all still on. Some amendments to the programme have had to be made however we are still hanging in there.
4. Thanks to Stephen for getting the website up to date. Stephen is the administrator of our website. There had been concern expressed from the community that there was no information on the site.

The meeting closed at 7pm.

Secretary

23 January 2022

Island Bay Business and Residents Association

Minutes of the meeting held on Tuesday 18 January 2022 held at the Island Bay Services Club.

Attendees: Jane Byrne, Lorraine Edwards, David Bolt, Pat Vinaccia, Bruce Gadd

Apologies: Stephen Day, Janine Hyde

Agenda

Annual General Meeting

The 2021 Annual General Meeting due to be held in November 2021 unfortunately had to be cancelled due to a Covid 19 scare. Permission was sort and agreed by the Companies office that 2021 AGM be held before the end of March 2022. A general discussion was held. Committee member Stephen Day who was not able to be present sent a note to the Committee. His points were raised by the Chair.

The following was agreed:

• That the postponed 2021 AGM be held on Monday 7 March 2022 subject to the availability of the Island Bay Bowling Club. Moved Pat Vinaccia:  seconded Lorraine Edwards. 
• Notice of the AGM to be published on 1 February 2022. That the notice explicitly asked for nominations for the committee and any resolutions the membership would like to put to the AGM. Moved David Bolt: seconded Jane Byrne.
• That nominations for the Committee be moved and seconded by a members of the Association. All nominations should include a short bio of the nominee. Moved Pat Vinaccia: seconded Jane Byrne.
• That nominations and notices of motion close on 14 February 2022. Moved Lorraine Edwards, seconded David Bolt.

The IBRA constitution limits the number of committee members to 13. If more than 13 members are nominated, then there needs to be an election. There was a long discussion regarding how an election might be run and whether proxy votes should be accepted. At the 2020 AGM the issue of proxy votes was raised. It was agreed at the 2020 AGM that proxy votes would not be used, and it was suggested that the incoming committee discuss and agree whether proxy votes be accepted at future AGM’s. (Unfortunately, due to a technical issue the minutes of the meeting were not recorded.) Due to only 8 people being nominated for the Committee proxy votes were not needed. 

The IBRA constitution suggests proxy votes can only be accepted from those in the Community who are members and have attended an AGM in the past. If proxy votes were to be accepted at the 2022 AGM, all those collecting proxy votes would need to be verified and all the people who have given their proxy would need to be verified. This entails a huge amount of work for a small voluntary organisation like ours. It was therefore moved 

• That proxy votes are not allowed at this AGM. Moved Jane Byrne, seconded Lorraine Edwards.

If this is challenged by the AGM, we may need to defer the election of the Committee until such time as appropriate verification protocols are put in place. 

The Committee is still working out if an election is required whether it can be undertaken by a simple show of hands or whether we circulated a voting form for those in attendance at the meeting to fill out.

There appears to be a lot of interest in becoming a member of the committee therefore it is probable an election will need to occur.

It has also come to our knowledge when nominations were called for the AGM in November that 2 members from one household were nominated. The Committee has discussed and agreed:

• Only one member from a household can be nominated for the Committee. Moved Lorraine Edwards seconded DAVID Bolt.

The Committee also discussed the possibility of having an independent chair for the AGM. It was agreed that an independent chair was a good idea and we should identify some possible contenders. 

Other Matters arising:

Shetland Island Mural

David Bolt raised the Shetland Island Mural is to be unveiled on Sunday 6 March at 1:30pm. Members of the IBRA committee will be sent an invitation.

The Parade Cycleway Upgrade

It appears the Council is due to reseal the Parade and it has been suggested that at the same time upgrades to the Cycleway will also be undertaken at the same time. The Council has reached out to the business community for comment. More details are needed.

South Coast Arts Trail

The Trail is to be held on 19/20 February has generated a huge amount of interest. Over 100 artists are included. A booklet is being produced, and we are expecting large numbers of visitors. This has been a huge effort to organise and a huge thanks to Neal Palmer and Jane Byrne for the 100s of hours they have put into the venture.

Apologies:  Pat

Attendees:   Bruce, David, Janine, Lorraine, Stephen and Jane

Agenda:

AGM

Jane advised she’s been in contact with the Companies Office and they have told her they’re happy for us to push the AGM (due to be held in October) for as long as needed given the COVID situation.

The committee agreed to hold the AGM in November at the Bowling Club. Jane to investigate the availability of the venue for Monday the 22^nd / or Monday 29^th November in order to work within the Constitutions requirements.

The committee agreed to have a couple of further meetings prior to the AGM as we have some good news issues to report to the membership. For example – partial funding by the WCC for the South Coast Arts Trail, Shorland Park upgrade status, Shetland Society 100 Year Anniversary and other matters.

South Coast Arts Trail – 19 and 20^th February

Bruce advised that we’ve had two grants approved by the WCC which is great news and appreciated. We are still short of the budget but it was felt that we could work creatively around this.

Bruce advised that Jane and he along with Neal Palmer met with Mike Jones of the Island Bay Enhancement Trust (Festival organisers) on how we could work together to advertise the two events in a mutually beneficial and complimentary way. Mike agreed with everything suggested and is to take it to his other Trustees for their agreement.

We agreed to look at getting a designer involved to work with the artwork elements for both events and to include sponsors elements for marketing / advertising etc. IBET offered to contribute to this – to be signed off with the other Trustees.

There are now over 100 artists participating in the Arts trail which is incredible and very exciting.

There is likely to be some extra artwork / printing required for events such as the Home of Compassion event (which will be running for a week) and The Empire which will be housing a photographic exhibition and potential opening for the Arts Trail event. More on that later.

COVID Tracer Codes will be available at all venues involved.

IBRA has had two approaches for the funding of billboards to advertise the two events and one of the businesses has put their offer in writing as requested.

Lorraine presented her offer on behalf of Ray White to the committee. Whilst Lorraine offered to abstain from the vote those in attendance unanimously agreed to accept this generous offer.

A more detailed marketing plan will be worked on and will be shared with the Council.

The Arts Trail is open to all artists and all different disciplines!

Wellington Residents Association Network (WRAN)

Bruce emailed the committee a report on a zoom call he participated in on 27^th September that he described as interesting.  Please refer to his email dated 28 September for an overview of what was discussed. WRAN most concerned about Bus Prioritisation as part of Let’s Get Wellington Moving as they are the providers of mass Transport.

There are a number of submissions coming up which we’ll need to share with our membership.

Janine spoke about the Public Meeting coming up on Thursday 21^st October at Owhiro Bay School regarding the future of the Southern Landfill and the options that will be available and open for public submission. Jane agreed to attend with her. Janine will report back to the group.

General Business

The Bowling Club

Ideas percolating around an upgrade at The Bowling Club – The new President is talking about refreshing the venue – encouraging new members and new activities etc. All ideas are welcome.

The Shetland Society mural has been funded by WCC. The new location of The Esplanade has been selected by Council and an artist is in the process of being approved.

Shorland Park – the project has been delayed again – and the WCC is trying to work around The Festival dates (12 and 13 February) and availability of product still. They are in constant contact with IBRA regarding date changes etc.

Hello Wellington

Lorraine meant to bring a copy of the Kilbirnie Newspaper and felt that Geoff might have missed the boat.

Bruce caught up with him and Geoff is still intending to get the project off the ground. He has still 4 journalists working for him. He was a victim of COVID and the lockdown.

Get IBRA FB page open again!

Apologies:  Ben Everist and Pat Vinaccia

Attendees:  Geoff Kirkham, Lindy Hastings, Neal Palmer, Peter Frater and Joe Bleakley

Agenda:

Local Newspaper – “Hello Wellington”

Geoff gave us an exciting pitch for his idea and advised there would initially be a “Southern” edition (Owhiro Bay to Miramar) and a “Central” edition (Basin thru to inner City Wellington, Kelburn, Wadestown through to Kaiwharawhara). It will be a weekly edition.

Material covered will be edgy and challenging (keeping the WCC on- track with our rates monies and spending our money sensibly) Interesting interviews with locals and businesses. Relevant stories that talk about locals, recipe and wine reviews, crazy competitions the possibilities are endless and will evolve continually etc. There’ll be a “What’s On” section that will provide a community noticeboard component to it.

The magazine / paper will have a coffee table look to it with a strong lifestyle feel to it. 

The paper will be aimed at the 30 year olds plus age group.

We wish Geoff well with his venture and look forward to reading the first edition! He’s aiming to launch early July. We agreed to help promote the paper through IBRA and our membership.

South Coast Arts Trail 

Neal sent his initial thoughts / proposal document (sent out to all committee members) and he embellished on this further.

Cornish St Ives – thriving artists community – the comparisons to Island Bay are extraordinary. There are many working artist located in the bay. (Owhiro Bay included).

Bruce doesn’t want to interfere with the IB Enhancement Trust funding. He would like IBRA to request funding from WCC to cover publication and map costs (advertising costs) etc. Bruce and Neal are working on a project plan and a budget.

Committee agreed to support this project with enthusiasm. 

Keep ideas coming.

IB Enhancement Trust  – The Festival “Something for Everyone”

Harry Midgely’s valedictory speech (sent to all committee members) had been read by all those in attendance. 

It’s time for Joe and Peter to hand over the reins but Mike Jones is happy to stay on as the Treasurer.

The Trust is looking for a minimum of 4 new Trustees plus a co-ordinator (which is a paid role). The Trust has to have at least 4 Trustees in order to run a chequebook / bank account.

The Trust reports back to the WCC for accountability of funding and the spend.

A trustee’s role is to get funding / find a co-ordinator and provide guidance and support. (There are certain legal requirements / obligations that new Trustees will need to be made aware of.)

Funding for the Festival comes from the WCC, New World and income from the stalls (though this is becoming less as the rise in food stalls costs increase ie: more waste and power requirements etc.

The closure of Reef Street could be a problem and this will require a conversation with GWRC.

Unfortunately, the timing of the Festival is not moveable because of all the other activities taking place at this time of year.

Barry we understand is to be a back up co-ordinator.

The committee agreed to support the IB Enhancement Trust and the IB Festival.

Michelle from IB Peeps is aware of the search for new Trustees and Stephen offered to have a conversation with her and help spread the word. 

Other matters:

Membership meeting – 3^rd May 

The general consensus and feedback was that the meeting should have been more structured with the committee members sitting together and being introduced. More formal perhaps? 

Greeting / introductions / terms of behaviour and meeting etiquette / pointing out of exit points in case of emergency / earthquake procedure and meeting and assembly points / location of toilets etc.

It sounded like the GWRC presentation went well and WCC presented by Baz was going well until Cr Sarah Free (uninvited) appeared to sideline the meeting by making some unexpected bombshell comments about The Parade. 

It sounded like the agenda for the meeting was sideswiped as the cycleway took over. Certainly showed to all present that it was still a very hot issue.

Bruce advised that a letter had been sent to CEO of WCC and others regarding the Parade and we are waiting for a response which is likely to be negative. Once the definitive response is received it needs to be sent out to the membership along with our letter and also put on the website for transparency.

Comments were also made about the point of making a submission when it was very evident that submissions were so easily ignored by the WCC.

People got frustrated as they had their hands up to ask questions but were ignored – this is something that can easily fixed as the committee works together – having spotters etc. 

There is no doubt that the next meeting needs to be better managed.

Island Bay Peeps 

Janine had heard from a couple of her contacts that they did not want to have anything to do with IBRA as they didn’t want to have anything to do with IB Peeps.  IB Peeps has a certain reputation of being a “nasty” page. As a number of committee members have very little to do with social media they were quite horrified.

IBRA Facebook page

It was proposed that we resurrect our IBRA FB page to promote IBRA and IBRA issues. We need to have our own clear identity. Messaging needs to come from the Committee and not just Ben as Chair.

It was discussed that comments on IBRA are kept closed.

We need to put a very clear set of protocols in place – how we deal with WCC / Media and Social Media.

If Ben is going to speak on behalf of IBRA he need to let the committee know so everyone is up to speed. Eg Dom Post comment about the smell – good comment but committee needs to be made aware beforehand.

IBRA G Mail account and responsibilities – This is still to be discussed

Wellington South Coast Network Meeting – report and minutes – Ben to speak – Still to be discussed.