Fencing North Committee Meeting – 9^th March 2020

Meeting Opened: 7:08pm

Present: David Elder, Amanda Hopkins, Sunnie Sun, Katie Logan, Maja Saran, Peter Butler, Rhys Greensill, Vicky Fan, Neil Young, Matthew Houtman, Ryan Yan.

Apologies: Mary Black.

Confirmation of the Previous Minutes: Katie moved that the minutes for February be accepted as correct. Maja seconded. Motion carried.

Matters Arising: Katie noted that the Treasurer’s Report was skipped in the previous meeting and that it should be approved this month.

Treasurer’s Report: Amanda gave the Treasurer’s Report for February and March.  Amanda moved that her report be accepted. David seconded. Motion carried.

Competitions:

W Dawn: Maja reported that the W Dawn was a reasonably successful tournament, and was run on the basis of maximising fencing for all participants. The RegisterNow system was very successful and made collecting entries and payments a lot smoother.

Refund Policy: There was a minor issue surrounding a refund requested by an entrant pulled out of the competition. The committee agreed that in future entrants would be advised to email the tournament organiser for all questions of refunds and that it would be entirely at their discretion.

Ongley Open: The Ongley Open is coming up on the 14^th of March. It is expected to be a larger than usual competition due to increased advertising and to pay respects to Gaylene Ongley.

Secondary Schools Beginners: The Secondary School Beginners competition will require either a change of date or a change of venue due to rebookings at Trusts. Maja and David will look into the options for this.

Oceanic U20s: Maja, Peter, David and Katie reported that the organisation for Oceanic U20s is on track; however, some parts of the organisation had been held back due to concerns that COVID19 restrictions would require the tournament to be postponed. The venue has been confirmed at Diocesan, with enough space for 9 pistes, and a number of volunteers have been found for key positions. Invitations have circulated to referees, who have been advised to purchase ‘flexi’ tickets, allowing them to secure refunds if necessary.

As of this meeting, committee agreed that the tournament organisation would go ahead, but that the situation would be reviewed at the next committee meeting. However, please note that by the time of writing the tournament has been indefinitely postponed due to travel restrictions which arose later in the week.

Local Event Cancellation Policy: At the time of the meeting (and as of writing), the Ministry of Health is not yet advising the cancellation of small events; as such the committee agreed that regional tournaments should not be affected. Maja suggested that the event entry cutoff be increased to a week in advance of each competition, so that the booking with Trusts might be cancelled with no liability if the competition is unlikely to go ahead.

Health and Safety: This month there was 1 reported incident at a Fencing North competition: at the W Dawn a female fencer suffered a shock and potential for injury due to an aggressive action by a male fencer. Maja suggested that the best way to reduce the chance of these incidents was to separate genders whenever possible at tournaments, and by briefing referees on how to officiate safe fencing (at competitions where there are referees).

Fundraising: Rhys explained to the committee his strategy for fundraising. This is not just based on Fencing North’s immediate priorities, but also on the timetables and priorities of the various funding bodies who might support us. David mentioned that Rhys might also seek funding for Oceanics, President’s Cup, First Aid Courses for volunteers, referee/coaching development and Secondary School competitions, alongside the priorities mentioned in previous meetings.

TTCF Funding Success: Through the efforts of Rhys, Fencing North has been offered $10,000 from TTCF to partially cover fabric pistes, a Favero scoring box and operational costs. David suggested that we purchase two new fabric pistes with some of the funds, and put the rest towards operational costs.

Four Winds Funding: David moved that Fencing North apply to the Four Winds Foundation for a grant of $19,000 for the purpose of purchasing four aluminium pistes. Katie seconded. All in favour.

Fencing North resolved to apply to the Four Winds Foundation for the amount of $19,000, in order to purchase four new aluminium pistes.

Applications to the Regional Grant: Rhys has submitted an application to the Auckland Regional Fund for the purchase of fabric pistes.

Funding for First Aid at Oceanics: David proposed that Fencing North apply for $2935 to cover the cost of St Johns first aid at Oceanic U20s. Katie seconded. Motion carried.

FeNZ News: David and Amanda reported the news from Fencing New Zealand.

COVID19 (Coronavirus) Situation: Following recommendations from the FeNZ Health Officer, FeNZ has stated the following:

• All fencers, clubs and regions should follow Ministry of Health Guidelines
• Anyone returning from affected countries should stay away from club or competition for at least 14 days
• Fencers should avoid sharing equipment, and club equipment should be sanitised
• The rule that fencers must shake hands at the end of a bout has been temporarily suspended
• Fencers may attend local and national tournaments; they may attend international tournaments by individual choice and at their own risk only
• A number of international tournaments overseas have already been cancelled

FIE Equipment: This year FeNZ is requesting high level tournament equipment from the FIE, which reduces some of Fencing North’s obligations to acquire this equipment for itself.

Other Business:

FeNZ Membership Privacy Policy: Members of Fencing North last month raised an issue related to the privacy of FeNZ membership information, in particular that some information is publicly available on the website. David pointed out that the available information is very basic. Amanda suggested that FeNZ add a consent box to the membership form instructing people that their information would be available in this way. Matt offered to call the Privacy Commissioner to get their recommendations on the situation.

Fencing New Zealand Meeting: The FeNZ AGM will be held on the 15^th of March over Skype. Members of Fencing North may attend at either David’s or Maja’s houses.

Other Business:

Gaylene Ongley: Fencing North sincerely pays its respects to Gaylene Ongley and our condolences to her family. Gaylene was a powerhouse of the Fencing North community and shall be sorely missed.

Delegates: Following some email discussion among the committee, as a reminder Katie read the constitutional ruling on club delegate numbers:

10.4. Each Club and District Council shall be entitled by notice in writing to the Secretary to appoint one person to be its Delegate at meetings of the Executive, PROVIDED THAT any Club or District Council which has more than 25 members who are Individual Members of the Council shall be entitled to appoint an additional Delegate to the Council. Notwithstanding the foregoing, any Club of which three-fifths of the members are primary, intermediate or secondary school pupils, shall only be entitled to appoint one person to be its Delegate, regardless of the number of its members.

Katie will review the number of enrolled fencers in each club and inform clubs on their entitlements and responsibilities in terms of the Fencing North executive.

Meeting Closed: 9:05pm.

Fencing North Constitution

This constitution was last updated in April 2020.

Fencing North

Competition Entry Agreement

Fencers wishing to enter our competitions must be 13 or older on the day, except for cadets where the minimum age is 11. For age banded competitons the age calculation date is the 01/JAN.

Please check the current COVID regulations : here

At Fencing North we wish to safeguard the health of our community. We reserve the right for to ask any spectator or competitor who is visibly unwell at an event to please leave the venue.

Please keep checking these rules as MOH requirements change.

Competition Sign Up

Registration will be online.

Registration Site Is currently Humanitix.

There will be a link to the registration via the calendar on the  Fencing North Website{jcomments on}

Cut Off Times To ensure a well organised tournament entries will close at 23.55h on the Thursday a week prior to the competition.

Late entries - May be accepted at the discretion of the DT (Tournament Director) and are subject to availability. There is a late fee if an entry is accepted.

Check In - as published by the organisers.

Late arrival to competition – Cut off time is at the sole discretion of the DT. We will make an effort trying to reach you. You will be called 3 times before we scratch you from the event. If you are late you please inform us. We can hold up the competition for a little while, while getting started on other things.

Multiple weapons entries- please check with the organisers before entering. FENZ rule is that if you have entered multiple weapons, you will finish the event that you have started and will be scratched from the then starting event.

Withdrawal – Please inform the organisers as soon as possible if you wish to withdraw from an event.

Entry Fees/Refunds All entry fees will be paid online via the registration website. Please see the landing page of each competition for the entry fees.

Refunds are only given if we have to cancel an event. To keep the entry fees as low as possible we do not refund standard or late entries. There can be a discretionary refund in case of mental, health, financial hardship or a family emergencies. Please contact the DT.

Competition Format

You are entering a mixed competition until there are a minimum of 6 fencers per gender per weapon in which case we can separate the genders. It is at the discretion of the DT to run separate or combined events. The preference of the fencers on the day of the competition will be taken into account.

Affiliation:

To compete in Fencing North competitions you must be affiliated with Fencing New Zealand as a full competitive member.

Affiliation with Fencing New Zealand is now via the SPORTY platform. Link to FeNZ affiliation portal is below;

https://www.fencing.org.nz/membership-2

Any questions re your FeNZ affiliation should be directed to

FeNZ Secretary General - Amanda Hopkins This email address is being protected from spambots. You need JavaScript enabled to view it.

The DT will be checking affiliations prior to competitions.

Minimum Equipment Requirements:

Protective clothing: 350N jacket with an 800N plastron to make 1150N combined (please note for international competitions like Oceania's for example you will need 800N Jackett and 800N plastron)

Glove, Breeches+Long Socks, Chest Protector (women).

The sabre glove needs to be 800N.

Working Electric Equipment (where applicable to your weapon): Weapon, Body Wire, Mask Wire, Lamé, 350N Mask (with electric bib for foil), Cuff/Gauntlet.

Please note that all masks must have two methods of securing them to your head (e.g. tongue and strap, double safety strap). Masks with frayed or worn elastic are unsafe and may be rejected.

Blades do not need to have an FIE stamp at regional competitions.

Epees: Leon Paul SR­1 blades with the V profile stamped 2013 to 2015 will not be accepted.

Leon Paul X-Change Masks: Require the secondary safety strap.

If a higher standard of equipment is available we recommend that you use it.

Full attire must be worn at all ranking competitions including breeches.

Track suits and track suit trousers are not suitable for a fencing competition. This rule was introduced in 2020 and the decision was made for safety reasons.

If you don’t own the full attire please see your coach or club or send an email to us. We will try our best to help.

If you seriously tried and failed to acquire a part of the whites you lack, we may be able to make an exception. You must obtain that in writing (via email to the tournament organiser) by least the Thursday before the event. Entry is at the discretion of the DT and head referee.

Every fencer takes full responsibility to wear suitable whites and mask in good working order. There can be no claim laid against Fencing North for failing to do so.

Whites or club/school tracksuit are to be worn for presentations and/or podium.

Trans Gender Policy

We have adopted the IOC trans gender policy. Please read here.

If you wish to choose your gender or are a gender fluid fencer please contact the Head of Tournaments directly for the best solution.

Set up/ closing:

Every fencer is expected to help with set up and taking it down at the end. We fully understand that that is disruptive for competitors we do accept family members and friends helping instead.

Our organisation is made up of volunteers, mainly families of fencers or fencers themselves.

Our objective is to have a well run & fun tournament. Your positive support makes a better event for all.

Contact

If you have questions or seek clarification on any matter regarding tournaments that can not be answered by your coach

Please contact us via the contact link in About Fencing North.

Legal

U14s must be under supervision of a parent, guardian or nominated responsible adult. Please make arrangements accordingly.

Your entry into a Fencing North competition constitutes acknowledgement of the Terms and Conditions of this document. Participation remains the discretion of the DT (Tournament Director).

This document may be updated at Fencing North's discretion. It is advised that you reread this document when you enter each tournament.

Photography:

Photography is allowed at all Fencing North competitions. The competition venue is considered a public space.

Non public spaces with full respect of privacy are the changing rooms and the toilets. No photography is allowed in there.

Please do not change in public spaces. If you do, you waive your right to privacy.

Pictures taken at the event can be published on social media, the internet and printed media by Fencing North. This includes spectators and officials.

See nzlaw.co.nz for more details.

Fencing North

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February 2020

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Fencing North Committee Meeting

3^rd February, 2020

Meeting Opened: 7:04pm

Present: David Elder, Katie Logan, Amanda Hopkins, James Harwood, Peter Butler, Maja Saran, Rhys Greensill, Ryan Yan, Sunnie Sun.

Apologies: Judit Fliszar.

Confirmation of the Previous Minutes:

November Meeting: David moved that the minutes for November 2019 be accepted as correct. Maja seconded. Motion carried.

December Meeting: David moved that the minutes for December 2019 be accepted as correct. Sunnie seconded. Motion carried.

Treasurer’s Report: The Treasurer’s Report was deferred due to time constraints. Fencing North has not made any significant financial transactions since the previous meeting.

Competitions: There is one regional tournament in the upcoming month: the W Dawn on the 23^rd of February.  

Competition Organisation: Maja and Peter reported on the current status of tournament organisation. The main points were:

• The W Dawn competition details and entry form are already online. This competitions and others this year will be using RegisterNow, an online event registration service. All payment will also be online, with RegisterNow charging a small (3%) fee to each person who enters.
• For the W Dawn, entries will close on the Wednesday before the competition and there will be a late fee after that. The timetable may be changed closer to the time based on entry numbers.
• Peter and Maja have created a tournament terms and conditions document or entry agreement, which all competitors must agree to in order to enter competitions. This document is available on the Fencing North website (Useful Files section) and is intended to be a living document, changing to reflect improvements to procedures and expectations of fencers.
• The committee discussed the current state of the Fencing Time system. Currently our Fencing Time database is very messy, with many fencers entered multiple times. This causes issues between Fencing North competition results and Fencing New Zealand rankings, and is not easy to fix with the current database. To begin enforcing consistency, Maja has asked for all fencers to sign up to RegisterNow using their passport name; this also brings us in line with international standards. Rhys pointed out that a database ID would be the obvious way of ensuring that there was only one version of each fencer. Katie and Maja will investigate possibilities for resolving these issues.
• Currently there is no one willing to act as head referee or referee coordinator for this year. It is vital that someone put their hand up to help resolve issues with referee motivation and payment this year.
• The committee discussed the Oceanic Juniors competition, which is coming up quickly for the end of May. David has accepted the role of organiser for this competition, and is planning to put together a subcommittee.
  David has currently secured a preliminary booking at the West Wave Recreation Centre; however, he is still exploring other venues such as the Diocesan School Gym.
  There was also discussion of the need to provide or find skilled referees, with the conclusion that we will likely need to either require that regional fencing teams contribute referees, or increase the entry fee to cover flights.
  David, Peter and Maja will meet to discuss the tournament requirements and talk to the NZ Officiating Commission.
• For President’s Cup we have a booking at Te Pai Netball Centre, although it may be possible to get a booking at Diocesan if it is suitable.

Club Competitions:
James presented the committee with his plans for the 2020 Auckland University Fencing Epee Invitational. This will be held on Easter Saturday and will be a fun, informal competition with prize money available.
Sunnie and Ryan presented their plans for a Massey University Fencing Sabre competition, likely to be held on Easter Sunday. They plan to give every person who enters the competition a new electric sabre to encourage further participation in regional competitions this year.
Both of these competitions will be advertised on the Fencing North website and Facebook page.

Referee Development Course: The first two sessions of this course were very successful, although it has been on hold for a while due to Anya being away. It should start up again soon as a feeder for our regional competitions.

FeNZ News: David and Amanda reported the news from Fencing New Zealand.

• Fencing New Zealand has introduced new membership requirements for clubs in order to better capture the number of fencers in the country. This year, instead of asking individuals to sign up for free affiliation tiers, their club will sign them up by providing information to Fencing New Zealand. This is very important for building up the infrastructure of the sport. For more information, email Amanda Hopkins (This email address is being protected from spambots. You need JavaScript enabled to view it.).
• Neil Young has resigned from the position of Health and Safety Officer for FeNZ.
• The FeNZ AGM is approaching on the 15^th of March. There are no positions up for re-election, but Hamish Bulmer has put forward a national mask design for approval.

Other Business:

Setting of Meeting Dates for 2020: David set the meetings for 2020 to the last Monday of the month (at the executive’s discretion).

Fundraising: Rhys and David reported on the current state of Fencing North’s funding applications.

• Our application to the Trillian Trust was rejected because we could not provide a current Tax Exemption Certificate. David has applied to the IRD for one and we will apply to Trillian again when it is available.
• Our application to The Trusts Community Foundation is currently being considered and should be answered in the next two weeks.
• The NZ Community Trust now has a single funding cycle in August/September.
• Other possible options for funding are the Four Winds trust and reapplying for the Auckland Council Grant.

Promotion: David mentioned that there was a possible chance for fencing to be played on Sky Sport Next, which would be a huge advertisement for the sport.

Meeting Closed: 9:00pm.

Important Notice: The date of the Ongley Open has been changed from the 15th of March (Sunday) to the 14th (Saturday). See the full calendar here.

It is with great sadness that Fencing North has to advise that on Tuesday 14th January 2020, Linda Boyd, mother of Alice Boyd and past treasurer of Fencing North passed away ❤️

She fought a strong and brave battle for 10 months and never lost positivity. Her funeral and celebration of her life will be held on Wednesday 22nd of January at 11am, at All Saints Anglican Church, Howick.

At Linda’s request, please wear bright and cheerful colours ? Anyone and everyone are invited, she touched the lives of so many so please come and celebrate her beautiful life with her family.

Fencing North Special Committee Meeting – 1^st December 2019

Meeting Opened: 2:50pm.

Present: David Elder, Amanda Hopkins, Katie Logan, Maja Saran, Ryan Yan, Sunnie Sun, Daniel Shi, Mary Black.

Apologies: Sam Kenney (proxy: David Elder), Peter Butler (proxy: Maja Saran), Andi Liu (proxy: Katie Logan).

Appointment of the Head of Tournaments, 2019: David proposed that Maja Saran be appointed Head of Tournaments for 2019. Mary seconded. The motion passed with all in favour, and the committee expressed their thanks and congratulations to Maja for taking on the role.

Meeting Closed: 2:51pm.