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76th Conference, AGM & Awards Evening (2023)

The page contains information pertaining to the 76th Conference, AGM and Awards Evening.

CONFERENCE & AGM

Important Dates

Below are the important dates relating to the 76th Conference and Annual General Meeting.

Item Responsible Due Date (5.00pm)
Remits to alter the Constitution

Honour Award Nominations

Member Club 9 Feb 2023 (100 days)
Nominations for Premier Trophies

Commission Workshop Discussion Items

Member Club 30 March 2023 (51 days)
Registration Form

Nomination Form

Remit Form and other items of business

 Member Club 5 Apr 2023 (45 days)
Nomination Acceptance Form including Profile Nominee 5 Apr 2023 (45 days)
Accommodation bookings Guest Direct to Hotel
Agenda sent to Board & Members MotorSport New Zealand 28 April 2023 (22 days)
Additional Dinner tickets Member Club/Guest 3 May 2023
Event Details

Inspiring the Next Generation Conference

“Inspiring the next generation” is the theme for the 2023 Conference. We all know Motorsport is an incredible sport but it’s not a secret our competitor base is ageing rapidly. To ensure our sport is strong in 10-20 years’ time, we need to ensure our sports organisational structure, sporting structure, rules, regulations and accessibility is fit for today’s teenagers as they are our future. Motorsport desperately needs a fresh intake of competitors, crews and volunteers under 35 years old. We all must challenge ourselves at this conference to think “just because we’ve done it this way for 20, 30, 50 or 75 years and it suits the current generation, is it going to suit our children, grandchildren and great-grandchildren in 20 years’ time?

Friday 19th May 2023 (all day):

These seminars will include interactive presentations from each of the Advisory Commissions along with the MotorSport New Zealand Office. These seminars are aimed at all levels of Club Members and are a good way to upskill Club Members who are involved in the running of club events and get their input.

The Friday timetable will be published in early 2023 and a separate form will be distributed to those attending so they may select which seminars to attend.

Friday’s registration also includes the ‘Service Park’ which includes drinks at the end of the day. This is a great opportunity for you to network and catch up with the other Member Clubs along with MotorSport New Zealand Staff, Board and Commission Members.

Saturday 20th May 2023 (AM):

Saturday morning will include a number of group seminars that will cover items that are specific to a Members Club’s involvement with MotorSport New Zealand and would be best suited for Club Members who are involved in the running of their Club and are also attending Saturday afternoons AGM.

If you have a topic that you feel the relevant Advisory Commission, Department or MotorSport New Zealand should discuss either on the Friday or Saturday(AM), please complete the Discussion Items form for that topic of subject to be considered for inclusion in the seminars.

Saturday 20th May 2023 1.30pm – Annual General Meeting:

In accordance with the Constitution 12.17, Member Clubs are permitted to nominate one (1) Delegate and a maximum of two (2) observers for the AGM.

Registration Details

Registrations:

Member Club – Please submit your details online using the online form AGM Club Registration   

Board, Commission & D’Honneur Member – Please register using the online form AGM MSNZ Registration

Event Fees (per person):

  • $100.00 – Friday Seminars only
  • $150.00 – Saturday Seminars only
  • $250.00 – Full Meeting (Friday Seminars and Saturday Seminars & AGM)
  • $195.00 – Awards Function only
  • $345.00 – Saturday Seminars & AGM and Awards Function
  • $395.00 – 2 Day Conference & AGM and Awards Function

These fees cover venue hire, administration costs and catering and are inclusive of GST. A late fee of $100.00 per person will apply to all registrations received after 5.00pm 5th April 2023.

All Delegates and Observers MUST be registered and pay the registration fee prior to attendance. Any dietary requirements are to be noted on the AGM Club Registration.

No registrations will be accepted on the day.

Accommodation Deals

MotorSport New Zealand has arranged for discounted room rates at the following venues.

Rooms are limited and will be booked on a strictly ‘first come, first served’ basis. Reservations should be made directly to the hotel using the link below prior to 20 March 2023. After this date, all spare rooms will be released.

InterContinental Wellington (AGM Venue)

Intercontinental Booking Link

Rooms are available from $295.00 a night

Buffet Breakfast is priced at $30pp and is charged on consumption in addition to the room rate

A contact number/email and credit card must be provided.

Guests are responsible for payment of room direct to the hotel.

Cancellation is 30 days prior to arrival date. Bookings cancelled within 30 days will be charged a cancellation penalty equal to the nights cancelled.

The link will expire 60 days prior to arrival or earlier if rooms are sold out.  Please note rooms are subject to availability at all times.

 

West Plaza

$190 room only OR $205 room & breakfast for 1 person

To make a booking; Phone: 0800 731 444

Email: reservations@westplaza.co.nz

Must quote CH64 at the time of booking

Breakfast not booked with room $30

Car parking $25

 

James Cook Hotel Grand Chancellor

Online booking link: Motorsport 18 May 23 – 21 May 23 – James Cook Hotel Grand Chancellor

Terrace Rooms – $220.00 per night per room

Executive Rooms – $265.00 per night per room

Board Positions

Member Club’s are advised to refer to the MotorSport New Zealand Inc Constitution (Rule 14) available from the MotorSport New Zealand website for any initial questions around the rules for Nomination.

All nominations must be submitted using the online form Election Nominations.

When making nominations, we recommend that Clubs:

  • Firstly, seek confirmation verbally from the person your club seeks to nominate, that they will accept a nomination; then,
  • Forward that person the link to the Acceptance of Nomination form for them to complete advising them to submit this prior to the closing date stated in the table above; then,
  • Submit your club’s completed Election Nominations to MotorSport New Zealand.

Please note that no Nominations can be accepted by MotorSport New Zealand until a corresponding Acceptance of Nomination is received. If these are not received by the close of applications date, the Nomination will be void.

Nominations and Acceptances must be received by the MotorSport New Zealand Office by 5.00pm 5th April 2023.

At the 76th AGM, the following Board positions are open for election:

Elected Position (1 available)

    • Deborah Day: has completed her third consecutive term of office and is not eligible for re-election.

Mark Mallard and Scott O’Donnell stay on

Appointed Position

    • James Dicey: has completed his first consecutive term of office. This position will be filled by the Board and not voted on at the AGM.
Ron Mackersy stays on

Please note: The Constitution allows these persons to accept nominations for a further term in any vacant position, unless they have served 3 consecutive terms.

Elections

Elections will be conducted in the manner detailed in the Constitution (Rule 14).

Advisory Commission Elections

Clubs are advised to refer to the MotorSport New Zealand Inc Constitution (Rule 14) available from the MotorSport New Zealand website for any initial questions around the rules for Nomination.

All nominations must be submitted using the online form Election Nominations.

When making nominations, we recommend that Clubs:

  • Firstly, seek confirmation verbally from the person your club seeks to nominate, that they will accept a nomination; then,
  • Forward that person the link to the Acceptance of Nomination form for them to complete advising them to submit this prior to the closing date stated in the table above; then,
  • Submit your club’s completed Election Nominations to MotorSport New Zealand.

Please note that no Nominations can be accepted by MotorSport New Zealand until a corresponding Acceptance of Nomination is received. If these are not received by the close of applications date, the Nomination will be void.

Nominations and Acceptances must be received by the MotorSport New Zealand Office by 5.00pm 5th April 2023.

At the 76th AGM, the following Advisory Commission positions are open for election:

ClubSport (1 Position Available):

    • Jacki Hanning: Was assigned by the Board for a limited term of office and is eligible for re-election.
Glenn Howden, Alana McIsaac and Paul Walbran stay on.

Historic (1 Position Available):

    • Bruce Dyer: has completed his second consecutive term of office and is eligible for re-election.
Leon Hallett, Wayne Perkins and Tim Hill stay on.

Race (1 Position Available):

    • Richard Kelly: Was assigned by the Board for a limited term of office and is eligible for re-election.
Jeff Braid, Adam Simmons and Blair Thorpe stay on.

Rally (1 Position Available):

    • Tony McConachy: has completed his first consecutive term of office and is eligible for re-election.
Brian Budd, Craig Jessop and Chris Ramsay stay on.

Please note: The Constitution allows these persons to accept nominations for a further term in any vacant position, unless they have served 3 consecutive terms.

Elections

Elections will be conducted in the manner detailed in the Constitution (Rule 14).

Remits, Discussion Items & Appendices Changes

Only remits concerning the Constitution and/or National Sporting Code (NSC) excluding the Appendices, will be considered by the AGM.

All such remits must state the Constitution Clause Number or National Sporting Code Article number. If none are appropriate, please state GENERAL and an explanation of the remit and the reason behind it. Please remember – the more detail the better it will be understood by the other Member Clubs.

Constitutional Remits

In accordance with Rule 12.3 of the Constitution, remits concerning alterations to the Constitution must be received by the MotorSport New Zealand Office no later than 5.00pm 9 February 2023 (100 days).

All other Remits

Remits concerning the National Sporting Code (NSC) excluding the Appendices, must be received by the MotorSport New Zealand Office no later than 5.00 pm 5th April 2023.


DISCUSSION ITEMS

All discussion items submitted must clearly explain the reason for it being raised as a discussion item. This includes listing your Club’s reasons / explanation to enable other Clubs to adequately understand your reasoning. This will assist greatly in the progression and possible acceptance or otherwise of your discussion item.

All discussion items must be received by the MotorSport New Zealand Office no later than 5.00 pm 30 March 2023. This allows the parties who need to, time to review and plan.

Any discussion items received after the specified time and date may not be included in the agenda. 


APPENDICES CHANGES

Any items or proposed changes concerning the Appendices to the National Sporting Code (such as Schedule R- Rallies) do not get considered by the AGM.

Any such items or proposed changes can be raised at any time throughout the year with the MotorSport New Zealand Office directly who then will ensure it is considered by the appropriate Advisory Commissions.

Details of the current Advisory Commissions can be found here.


All Remits and Discussion Items are to be submitted online using the online form Remits and Discussion Items.

ONLY ONE REMIT AND/OR DISCUSSION ITEM PER SUBMISSION PLEASE

AWARDS EVENING

Event Details

The evening will commence at 6.15pm with pre-dinner drinks, and the meal will be a three-course set menu, served from 7.00pm, with dietary options available upon request.

Tickets are $195.00 per person.  Numbers are limited therefore all tickets must be purchased by 3 May 2023. Tables of ten will have guaranteed group seating, but groups of less than 10 people will be seated at mixed tables.

Final numbers and the seating plan are provided to the venue/caterers on 4 May 2023. Names and seat placings cannot be changed after this date.

The Annual Awards Function is the most prestigious event of the Motorsport year and as such the dress code for the event is black tie.

Important Dates

Below are the important dates relating to the 2023 Awards Function.

Item Responsible Due Date (5.00pm)
Honour Award Nominations Member Club 9 February 2023 (100 days)
Nominations for Premier Trophies Member Club 30 March 2023 (51 days)
Additional Dinner tickets Member Club/Guest 3 May 2023 (17 days)
Honour Awards

MotorSport New Zealand on this night acknowledge the efforts and services of the many contributors in the motorsport community.

Officials and Member Club’s are asked to bring to the attention of the judging panel, nominations for the following awards. Click to submit your nomination.

Nominations are due by 9 February 2023.

To view past recipients of these Awards please click here.

Awards criteria is detailed below:

Volunteer of the Year Award

To be awarded in recognition of a volunteer who has given outstanding service to the Sport in New Zealand.

Club of the Year Award (New Award)

To be awarded to a Club that has made a positive impact on motorsport in their region. They must demonstrate that they have:

  • A planned approach that has been executed to retain and grow membership by providing development opportunities for all ages and genders.
  • Evidence of an outstanding contribution to the growth, success, enjoyment or profile of the sport in their region.
  • Clear demonstration of effective utilisation of MotorSport New Zealand’s values and programmes.
  • Is a Club that gets involved for the greater good of the sport, not only necessarily to benefit themselves.
  • Promotes inclusion, diversity and community spirit.
  • Have a clear and evident understanding of health and safety practices in motorsport.
  • Show they have looked at innovative ways to support their club through sport delivery, memberships, sponsorships, community and the like.
  • Is driven to improve motorsport in New Zealand.
  • The Club must be affiliated with MotorSport New Zealand.

Ron Frost Award

To recognise the actions of an individual who either through vision or commitment or a special set of circumstances, have brought credit to the sport and themselves. This honour was established to reward those persons who have been instrumental in the creation of enduring Motorsport events, teams or facilities at a very high level. Such events are likely to be;

  • International in scope
  • Enduring over a period of several years
  • Have significant public and media profile
  • In some cases these will be ‘new’ events that haven’t existed previously and have relied on the entrepreneurial flair of their creator.

Distinguished Service Award

To recognise service and personal contribution of time and effort to motorsport. Recipients will have served for several years at a regional or national level as well as having had significant longstanding service to their club or circuit. Examples include;

  • Multiple terms as an Advisory Commission member.
  • Multiple years as a Series Coordinator or Clerk of the Course at National or International level.
  • Significant contribution as a volunteer at a National/ International level
  • Other long-standing commitment to the sport at a high level – beyond the confines of their own club.

Award of Merit

In 1965 the Motorsport Association of New Zealand inaugurated the Award of Merit to be awarded to persons who have given meritorious service to the sport in New Zealand.

Citation Award

This award was inaugurated in 1979 to honour those persons, who not being a member of the Motorsport movement had, in the opinion of the MotorSport New Zealand Board, given exemplary service to the sport outside their employment and association with it.

Certificate of Outstanding Achievement

Awarded by the Board of MotorSport New Zealand in recognition of “outstanding achievement” as and when circumstances demand. Nominations for the award are usually generated by Member Clubs and referred on to the Board for final consideration.

Membership of Honour

An award to recognise a longstanding and exemplary contribution to the sport from the corporate sector of the community.

Special Award

MotorSport New Zealand with this Special Award recognises a pivotal role in the contribution to the Sport.

MotorSport Wall of Fame

The Motorsport Wall of Fame was established in 1994 and located at the MotorSport New Zealand Office as a permanent reminder of the achievements of past and present members who, through their endeavours, have been instrumental in bringing motorsport achievements to the world at large.

Premier Awards

MotorSport New Zealand on this night acknowledge the extraordinary achievements of our competitors.

Officials and Member Club’s are asked to bring to the attention of the judging panel, nominations for the following awards. Nominations are due by 30 March 2023.

To view past recipients of these Awards please click here.

Awards criteria is detailed below:

Jim Clark Trophy

The Jim Clark trophy is in memory of the sportsmanship, personality and achievements that Jim Clark showed with all his fellow competitors.

  • be a New Zealand racing driver
  • have competed in a race event at National level or higher in New Zealand during the recent race season
  • have performed in the “Jim Clark” style

Rally Founders Trophy

This trophy is awarded to the New Zealand Rally Driver who is regarded to be the most worthy of recognition during the recent rally season on the basis of:

  • performance nationally and/or internationally,
  • attitude to the sport and others,
  • sportsmanship
  • displays the qualities of a good sporting ambassador.

Steel Memorial Trophy

This trophy, inaugurated in 1983, is presented annually to the junior (under 21 years) driver who:

  • competes at national and/or international level racing
  • who displays dedication, skill and a level of professionalism in their ambition to progress to the upper echelons of the sport.
  • Nominees shall also display a sportsmanlike attitude to all competitors and officials.

Lupp Trophy

The “Lupp Trophy” as a permanent reminder of the enormous contribution made to New Zealand motorsport by both Percy and Sybil Lupp.

  • exceptional levels of sportsmanship
  • attention to vehicle presentation in a vehicle which is at least 25 years old
  • who embodies the very spirit and values associated with Historic competition
  • competed during the recent season
  • Please also provide the vehicle used, year of vehicle, Events the competitor and vehicle participated in during the 2021/2022 season and the reason for nomination. A professional photo of the vehicle also needs to be provided – a JPEG file is recommended).