MINUTES OF THE EXECUTIVE COMMITTEE MEETING OF

NEW ZEALAND GUANGDONG ASSOCIATION INCORPORATED

8 August 2003

THE EXECUTIVE COMMITTEE MEETING OF New Zealand Guangdong Association Incorporated (“Association”) was held in the Meeting Room, Auckland Chinese Community Centre Incorporated, 1 New North Road, Mt Eden, Auckland on 8 August 2003 at 12:00 pm.

PRESENT:

Fiona Yuen, Tony Chan, Sek Hoong Shew, Martin Li, Jacky Luk, John Ling, Rocky Chan, Peter Chan, Daniell Poon

1. CHAIRPERSON:

It was decided that Ms Fiona Yuen should chair the meeting.

2. APOLOGIES AND PROXIES:

Apologies received from the following members for unable to attend the meeting:

Bun Chan

Thomas Chu

Huifu (Jack) Chan

Bernard Cheng

3. GIFTS SAMPLE AND TIE:

Fiona Yuen presented some sample gifts. Production costing was discussed. Tie sample was also presented to the committee. Discussion on the selection of colour was made and confirmed by the members. Executive members were reminded to have a dark navy suits ready for the coming photo shoot.

4. BUSINESSCARD SAMPLE:

John Ling tabled sample of business card design for the Association. Request can be made to John Ling for the computer file for printing. Fiona advised that the Membership Cards would be made by the end of the month.

5. LETTER RECEIVED FROM GUANGZHOU INTERNATIONAL EXCHANGE ASSOCIATION (“GIEA”) IN PRC, CHINA:

Fiona tabled a letter received by the NZGA from the GIEA in PRC. The letter was read. The letter queried that as NZGA has not been officially “opened” (hence the Opening Celebration Ceremony in October), GIEA is doubtful whether our Association is recognised by the Chinese Consulate in New Zealand. GIEA requested us to clarify the above matter before assisting any Guangdong delegations to New Zealand. Recommendation from Peter Chan was sought.

Various suggestions were discussed. It was finally agreed that a copy of the Certificate of Incorporation be presented to the Consulate General of China in Auckland and requested the Consulate General to correspond directly with GIEA in China. Martin Li presented the original Certificate of Incorporation. A photocopy was made and certified by the Justice of Peace for submission to the Consulate General for handling.

6. MATTERS RELATING TO DELEGATION FROM PHILIPPINES:

The Philippines delegations confirmed their intention to join the 12 days visit in New Zealand. Twenty people will be attending. Official invitation letters were sent to Philippines in assisting their Visa application. Because of the fact that Philippine can only remit US Dollars to New Zealand, Fiona suggested that she would ask Sam Chan to open an US Dollars bank account with the National Bank.

7. DELEGATION FROM SINGAPORE:

Singapore delegation telephoned Fiona and would advise on the exact number of attendee shortly.

8. OPENING CELEBRATION DINNER ARRANGEMENT:

There will be a total of 32 tables in the Opening Ceremony Dinner on 12 October 2003. Various suggestions were made to the Committee for the dinner table pricing. An allowance of $50 per table was agreed upon for wine, juices and soft drinks.

9. EXHIBITION ON 13 OCTOBER 2003:

There will be a small business exhibition for the delegations on 10am to 12 pm, 13 October 2003. The exhibition aims to provide general business information for the attending overseas delegation. The Exhibitors will be provided with a small table in the conference room to display the simple promotional materials. Daniel Poon volunteered to contact Junior College and Senior College in Auckland to represent English Language schools. Banks, Travel Agents and Real Estate Agents were also invited. Martin Li will provide information on New Zealand business environment and immigration matters. Daniel Poon also suggested the Association to contact agriculture and health-product company for a trade display. Rocky Chan volunteered to contact health products company.

10. SOUVENIOUR PENS:

Fiona believed that an order of 200 pens will not be enough for the function. Fiona suggested that another order of 400 should be added. Daniel and Martin suggested a total of 800 be made. Rocky suggested a total of 1,000 are more realistic. Peter Chan agreed that a large order be made and he will assist in the transportation. Peter suggested Fiona to deliver the goods to his transport company in Guangzhou for shipping to NZ.

11. PHOTO SHOOT:

Fiona advised that a small number of Association badges would be sent to NZ by airmail shortly. The Executive Members will be able to wear them for the photo shoot.

12. CORRESPONDENCES RECEIVED:

In addition to matters mentioned in Point (5) and (6) above, the following correspondences were received:

(a) Guangzhou City Overseas Exchange Association reports on the success in fighting SARS

(b) Various congratulation letters received were also tabled. These were passed to John Ling for inclusion in the Opening Ceremony publication.

13. APPROVAL OF MINUTES FOR THE LAST MEETING

The Minutes of the General Meeting held on 3 June 2003 was tabled by Fiona Yuen and reviewed by the Committee members.

It was resolved that the tabled Minutes of the Executive Committee Meeting held on 3 June 2003 be accepted as read.

Moved: Fiona Yuen Seconded: Rocky Chan Agreed

14. CERTIFICATE OF APPRECIATION / CERTIFICATE OF APPOINTMENTS

John Ling tabled sample for the above certificates. Final version will be submitted to Frank Sing for comment.

15. LIFE MEMBERSHIP

Fiona revisited the idea of Life Memberships. Feedback from members was positive. Daniel Poon believed that it was an excellent idea for the Association. Martin Li advised that an amendment needed to be made to the Constitution to allow for the addition of Life Membership category by way of special general meeting or postal ballot. During the meeting, the members explicitly asked Peter Chan on his opinion on the adding of Life Membership category. Peter Chan was fully in favour of this proposed change. Under the proposal, a voluntary donation of $800 to $5,000 will be eligible for Life Membership, subjected to the approval of Executive Committee.

It was moved that upon approval from Legal Adviser, a postal ballot be sent to all members for amendment to the Constitution on the addition of Life Membership.

Moved: Martin Li Seconded: Fiona Yuen Agreed

16. ADMISSION OF NEW MEMBERS

The application forms for the ten new membership applicants were tabled:

(a) Vincent Fong

(b) Oliver _____

(d) Mr __________ Wong

(e) Mr ___________ Wong

(f) ____________ (Tofu)

(g) ______________

(h) _______________

(i) Dr Steven ___________

(j) _______________

It was unanimously resolved that the above named applicants be accepted and admitted to memberships of the Association.

17. WAYS TO ATTRACT MORE NEW MEMBERS

Various strategies were discussed to increase our membership number. Daniel Poon suggested that we should be focusing on attracting businesspeople and professional to join. It was latter agreed that in order to ensure the usual high calibre of members, membership should be promoted by word of mouth and introduction by existing members.

18. GUESTS LIST FOR THE OPENING CEREMONY

Expert opinion was sought from Peter Chan. Discussion was made and suggestion accepted. Fiona read out a list of names to Peter for comment. Opinion was sought from Peter on whether to include certain official, public figures and organisations in the list. The Committee thanks Peter Chan for his valuable guidance.

19. DRAFT INVITATION LETTER

Fiona tabled a draft of Invitation Letter. The original draft was prepared by Martin Li. Various suggestions on the draft were made and discussed. Martin will incorporate the suggestion in the revised draft. Fiona will present the revised draft to Frank Sing for final comment before release.

20. OPENING CEREMONY PUBLICATION AND TABLE PRICE

John Ling tabled the initial design of the Opening Ceremony Publication. Advertising details and pricing were also tabled and discussed. Peter Chan would contact Mercedes-Benz to place an advertisement in the publication. Costing of digital printing ($13-$14 per booklet) was discussed. Peter Chan suggested that a table price of $450 (for 10 people) be set. This pricing was agreed upon on.

21. GENERAL BUSINESS:

There being no further business, the meeting closed at 2:15 pm

I have reviewed the above and certified these minutes as a true and accurate record of the Executive Committee Meeting.

Signed: _________________________ Fiona Yuen, President

Date: 6 September 2003

NOTICE OF EXECUTIVE COMMITTEE MEETING

Notice is hereby given for an EXECUTIVE COMMITTEE MEETING OF New Zealand Guangdong Association Incorporated (“Association”) to be held in the Meeting Room, Auckland Chinese Community Centre Incorporated, 1 New North Road, Mt Eden, Auckland on 12 September 2003 at 8:00 pm.

AGENDA

1. Apologies and Proxies

2. Correspondences

3. Approval of Minutes for the last Executive Committee Meeting

4. President’s Report on the progress of Opening Ceremony

5. General Business

Martin Li

Secretary for New Zealand Guangdong Association Inc

6 September 2003