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CONFERENCE AT INVERCARGILL 2018
© NZ Command LF
Minutes of the Annual Conference of the Legion of Frontiersmen
held on Saturday June 2nd 2018 at Invercargill: starting at 9.30
Present: 

NZHQ:
Acting Commandant Lt Colonel Arthur Myers LSM, LSEM, LMSM, Pnr
Major Dawn Yearbury LSM, LSEM, LMSM, Pnr
Captain Murray Hamblin LSM, Pnr
Captain Val Baker LSM, LCM, LSEM UK& Australia, ACM, AMM, CDSC, CDMM, CTBM, MCH, CGA, Pnr
WO1 RSM Ross Vaile LSM, LSEM, LMSM, Pnr

Units:
C:Lt R. Cawte LSM, LSEM,
F:Lt Don Yearbury LSM, LSEM, LMSM, AMM, Gold Pnr,
  Cpl Joe Yearbury LSM,
  Sgt Clive Bracey LSM, LSEM
H.Lt I Bowater LSM, LSEM
  Sgt M. Courtney LSM, LSEM
J.Sgt Florrie Baker, LSM
  Cpl Ali Baker, LSM
  SSgt Barry Coker LSEM CTBM, Pnr
  Fm Ann Sheary LSM, LSEM, Pnr,
  Cadet Patrick Sutton
O.Sgt/Sec A. Webb LSM, LSEM, Pnr
  Cpl Richard Patton
  Cpl Justin Stewart
  Fm Danielle Edgerton
  Fm Michael West
  Fm John Brodie
  Fm Jeremy Miller
  Fm Bjorn Hamblin
  Fm Nathan Webster
  Fm Peter Hamilton
  Cadet Luke Hamblin
W.Lt Graham Stokes Pnr
  Sgt Carol Stokes
Y.Cpl Reg Clarke LSM
  Fm B. Clarke LSM

Apologies:
C:Sgt D Gordon
E:Sgt WG Burrows
  Fm John Osborne
  Lt Mike Smith
F:Fm Des Yorke Gold Pnr
  Fm Doreen Alexander QSM Pnr
  Fm Dale Bracey
  Fm Chris Yearbury
  Fm Tony Tedbury
H:Colonel Sandra Parrish Pnr
  Fm Gavin Bowater
J:Fm Stephen Sheary
  Fm Wei Zhen Kim
  Fm Winnie Chung
  Fm Martin Layzell
N:Lt K Butler Pnr
  Cpl A Smith
  Fm  A. Hepburn
  S. Funnell
  Fm S. Hooke Pnr
  S. Smith
  D. West Pnr
O:Fm J Miller
  Fm A. Lay
  Fm C. Heman
W:      Fm Rob Roy
  Fm Roanne Roy
Y:Sgt Julia Stevenson-Renwick
  Fm C. Stevenson-Renwick
  Fm Michelle Clarke
  Fm Anthony Clarke
  Fm Vicki Jordan
  Fm Jill McNaughton
  Pnr Nga Hohepa
  Fm Laurence Hohepa
Moved by Capt Val Baker/Sgt Florrie Baker "That apologies be accepted" Carried

From this point onwards in these minutes awards will not be mentioned, refer please to above lists.
Procedural:
RSM WO1 Ross Vaile brought the meeting to order, NZHQ and guests were brought into the meeting, taking their places at the top table.  Lt Colonel Arthur Myers requested that the "Pioneer axe" was brought into the meeting by the Pioneer Sergeant and placed at the head table to signify that the meeting was about to commence.
All were seated.
Captain Murray Hamblin OC Host unit welcomed everyone to Invercargill,
Lt Colonel Arthur Myers welcomed everyone and introduced Nigel Skelt Manager of Stadium Southland. Nigel extended a warm welcome to all and declared the Conference open.
Salvation Army Officer Captain Ann Bray blessed the meeting.
Captain Baker to record the minutes:
God Save the Queen Members led by Lt Col Arthur Myers sang God Save the Queen

Last Post Roll Call:
Patron Lady Norma Beattie 
1106 Sgt   R Hammond G/Pnr C Troop
3242Lt ColG. Webb N Squadron
1379Fm   LK TurveyR Squadron
3467Fm   D Ellery   E Squadron
L215Fm    C Gordon C Troop
One minutes silence was observed

Life Members - Long Service:
1105RD Yorke63 yearsF Troop
1360AW Lepper     62 yearsL Squadron
1570DA Yearbury   58 yearsF Troop
1846J Lynch  53 yearsD Troop
2126AG Myers      48 yearsY Squadron
2127DR Vaile 48years J Troop
2112AH Smith       47 yearsN Squadron
1624Bowen L 46 yearsD Troop
3315D West   44 yearsN Squadron
3087T Peake  43 yearsD Troop Waihi
3013S Nelson 41 yearsP Troop

Meeting broke for morning tea.
Commandants Report: Read by Acting Commandant Lt Col Arthur Myers
Attached copy:
Moved Captain Baker/RSM Vaile “That the Commandant’s report be received and accepted. Carried
Records Officers Report:
First of all I would like to say how sorry I was to hear about the death of our Patron Lady Beattie who I met when she attended the Whangarei Conference in 2009.  It was a real pleasure to have her with us and easy to entertain. She will be sadly missed by her family.
As this is probably going to be my last conference as your Records Officer I would like to thank all those who have helped me in some way over the past 13 years and wish whoever takes over all the best in the coming year as it can be quite a thankless job at times especially when people question decisions that you have made. God Guard Thee Dawn.

Election of Commandant:
Moved by SSgt Barry Coker/WO1 Ross Vaile “That although the vote was counted on Fridayrather than Saturday, due to the availability of the JP, the voting results be allowed to stand." Carried
Lt Colonel Arthur Myers announced the results of the election, in the order on the voting paper.  Clive Bracey 33 Val Baker 45, Val Baker is duly elected Commandant.
Moved Lt Ian Bowater/Pnr Ann Sheary “That the voting papers be destroyed” Carried
Minutes of Previous Conference:
Moved Pnr Ann Sheary/Sgt Clive Bracey “That the minutes be taken as read and are a true and correct record.” Carried

Matters Arising:
Nil

Correspondence: Inwards/Outwards
Unit Reports:
The unit reports are to be printed in the journal using those yearly reports supplied to NZHQ with the annual returns.
Moved Captain Baker/Lt Ian Bowater ‘That they be taken as supplied” Carried
                                                                                                                                                                                                                                           
Financial Report:
Queries were raised on the following points:
Gold bars are in fact medal mounting barss for the LMSM,
Silver bars are also  medal mounting bars,
St George medals missing from the inventory are still in the possession of Records Officer.
Queried how many members in the Command as Gold Pnr Ray Hammond had asked last year and this year’s balance sheets make it no clearer.
Moved by Captain Baker/Pnr Ann Sheary “That there be more transparency shown in the balance sheets.” Carried
The charges to paid out of interest for all of the Troop/Squadron funds being held in trust are to be allocated to those Troops or Squadrons.
Major Yearbury spoke on B Squadron money this was to show in future a balance of $663.00 less the expenses of capitations each year as a small income and Expenditure account.
T Troop funds should not be showing as a separate item as it was to go straight into General funds when the account was closed and agreed upon by the members of T Troop and NZHQ. Half went to general funds and the other half was paid out to a charity of the Troop’s choice.
Moved WO1 Ross Vaile/Pnr Ann Sheary “that T Troop funds be removed from the balance sheets”  Carried
Moved Major Yearbury/Captain Murray Hamblin “That the financial report as presented be accepted” Carried
Appointment of Auditor:
Moved Captain Val Baker/Sgt Clive Bracey “That Katikati Chartered Accountants Limited (KCA)  be the new auditor.” Carried
Capitations:
Full Frontiersmen
Moved RSM Ross Vaile/Sgt Alistair Webb “That membership fee be $40.00, plus a further $10.00 for new members joining” Carried
Cadets
Moved Lt Ian Bowater/Sgt Clive Bracey “That membership fee be $10.00, plus a further $2.00 for new cadets joining” Carried
Associates
Moved Lt Ian Bowater/Cpl Joe Yearbury “That membership fee be $10.00, plus a further $2.00 for new associates joining” Carried

Conference Venues:
2019:Katikati
2020:Whakatane
2021:Whangarei

Public Liability Insurance:
Moved Captain Val Baker/Lt Ian Bowater  “That NZHQ pay for the insurance” Carried

Remits:
Lt Colonel Myers asked Captain Baker to handle the remits:
Cpl Joe Yearbury challenged the validity of the submission dates of the remits after discussion it was agreed all was in order. 
Captain Baker stated that if the close off date for remits was two months prior to conference this would be the 2nd of April and as the remits had been signed by J Troop on the 2nd of March and O Troop on the 9th of March and had been given to NZHQ shortly afterwards so that they could be discussed at their Meeting on the 7th of April, they had infact reached NZHQ in the time frame required.  They do not have to reach NZHQ by the same day as the return date for Capitations which is the 28th of February.
Remits: J1 to J 36 Moved by J Troop Seconded by O Troop
(Constitution Remits  J1 to J6, J8, J9, J35 & J36)

Remit J1 Constitution
6. Alteration and amendments to rules and constitution:
Amend to:
6 (b)  
“Amendments to the Constitution may only be made at a General Meeting (Annual Conference) of the Legion in accordance with a resolution proposed by a Unit/and seconded by a further unit pursuant to clause 12(b).
Passed Unanimously

Remit J2 Constitution
6. Alteration and amendments to rules and constitution:
6 (d)
Amendment to the Remit:  
Moved Sgt Barry Coker J Troop/Sgt Alistair Webb O Troop.
“Amend Charities Commission to Charities Services” Passed Unanimously
Amendment becomes the motion.
Amend to:
6(d) (d)
Amendments to the Constitution become effective only after being passed by the Members at a General Meeting (Annual Conference) and approved by the Registrar of Incorporated Societies and advised to the Charities Services.
Passed Unanimously

Remit J3 Constitution:
8. Executive:
Discussion followed dropping in numbers within the Command:

Amend to:
8(a)(i)
One Commandant with rank of Lieutenant ColonelPassed Unanimously

Remit J4 Constitution:

8. Executive:
Amend to:
8(a)(ii)   
One Deputy Commandant with rank of MajorPassed Unanimously

Remit J5 Constitution:
8. Executive:
Amend to:
8(a)(iv)
One Records Officer with the rank of Captain who shall act as Treasurer and keep the Master Roll.Passed Unanimously

Remit J6 Constitution:
8. Executive:
Insert New Rule
8(h) 
Headquarters staff roles may be combined, provided that there are at least six members on Headquarters.Passed Unanimously

---- Recessed for photos and lunch.----

Appointment of New Staff Officers:
As the Bank details would be changing due to the elections it needed to be recorded the new staff of the incoming Commandant:
Captain Val Baker stated that the following positions would be filled for her staff:
Commandant & Overseas Liaison Officer Val Baker J Troop
Deputy Commandant would be Joe Yearbury of F Troop
Adjutant and Records Officer would be combined Barry Coker of J Troop
North Island Liaison Officer would be Arthur Myers Y Squadron
South Island Liaison Officer would be Murray Hamblin O Troop
RSM would be Ross Vaile of J Troop
One other appointment was yet to be announced and this would come after conference when the person would be contacted.

Captain Baker continued with the remits

Remit J7 Rule Financial
Amend to:
Section 7.10   The Commandant, Deputy Commandant and Records Officer shall receive and pay out all monies, and cheques shall be signed by any two of these officers.Passed Unanimously

Remit J8 Constitution:
11. Duties of Headquarters:
Amend to:
11(a)        To open a Bank account in the name of the Legion which shall be operated upon by the Treasurer (Records Officer), Commandant and Deputy Commandant duly appointed as signatories to the Account, with cheques being signed jointly by any two of these three officers.Passed Unanimously

Remit J9 Constitution
17. Disbanding and Dissolution
Insert New Rule
17(f)The Units stores, records, archives and memorabilia shall be forwarded to the Quartermaster and/or Archivist for storage.Passed Unanimously

Remit J10 Rule
Election of Commandant
Amend to:
Section 2.1.4  Deleted 2018 Passed Unanimously

Remit J11 Rule
Election of Commandant
Amend to:
Section 2.1.5   Deleted 2018Passed Unanimously

Remit J12 Rule
Election of Commandant
Insert New Rule
Section 2.2.3The Commandant elect will be party to the proceedings of conference and will take over the Command at the conclusion of the Church Parade.
Passed Unanimously.

Remit J13 Rule
Dress
Amend to:
Section 16.1.1
The Unit, as soon as possible after the final acceptance of member, will supply free of charge, 1 set of Regalia, 1 Stetson Hat (c/w hat band), 1 black tunic, 1 Waist Belt.
Passed Unanimously

Remit J14 Rule
Dress
Amend to:
Section 16.1.2
Members to provide black shoes, black socks/stockings, black slacks, white shirt and black tie. Female members shall have the option of a skirt instead of slacks.
Passed Unanimously

Remit J15 Rule
Dress
Amend to:
Section 16.2.1
DRILL ORDER: (MEN) Hat, tunic, slacks, black shoes and black socks, waist belt, (Sam Browne for officers) black tie, white shirt.
DRILL ORDER: (WOMEN) Hat, tunic, waist belt, white shirt, black tie, black low heeled shoes and black slacks with socks or black skirt with black stockings.
Passed Unanimously

Remit J16 Rule
Mess Dress
Amend to:
Section 16.2.3.2
Miniature medals only may be worn on the Mess jacket, and these are worn on the left lapel, the bottom being 1cm above the collar badge.  Pioneer Axe will be worn on the right lapel in line with medals.  Officers shall wear ‘Dress’ stars and crowns (NZ/UK Army or LOF).  Chevrons to be gold on red (NZ/UK Army)
Passed Unanimously

Remit J17 Rule
Mess Dress
Insert New Rule
Section 16.2.3.3
Collar Badges with a red backing will be worn on the Mess jacket lapels by all members.  The top of the badge shall be 18cm below the shoulder seam. Gorget patches will not be worn.Passed Unanimously

Remit J18 Rule
Dress
Amend to:
Section 16.2.5.2
MEMBERS FAMILY MEDALS:  Full size or miniature LOF and other medals as authorised by the NZDF “Order of Wear” may be worn above the right breast pocket on LOF Church and Ceremonial Parades or duties as specified by the unit OC.  No unofficial medals may be worn.Passed Unanimously

Remit J19 Rule
Dress
Amend to:
Section 16.2.6.1
SUMMER DRESS: Hat, white shirt (preferably with epaulettes), black tie, black slacks/skirt, black socks, black shoes. As an alternate, open necked white shirts with wide reveres may be worn. Frontiersmen slides and rank badges to be worn where practicable. Sam Browne belts/waist belts, NOT worn. Medal ribbons may be worn.
Passed Unanimously

Remit J20 Rule
Dress
Amend to:
Section 16.2.6.2
WORKING DRESS: Summer dress with the following options subject to approval by the Unit O.C. Black jersey (preferably with epaulettes) may be worn. Black boots complete with gaiters may replace shoes. Frontiersmen slides and rank badges to be worn where practicable.Passed Unanimously

Remit J21 Rule
Dress
Amend to:
Section 16.2.6.4
Probationer Frontiersmen may only wear uniform at the discretion of the Unit OC.
Passed Unanimously

Remit J22 Rule
Dress
Amend to:
Section 16.2.8
TUNIC: Will be of black serge/gabardine open neck type, may have patch pockets with small Frontiersmen buttons, worn with white shirt and black tie.
Passed Unanimously

Remit J23 Rule
Dress
Amend to:
Section 16.2.13
SLACKS: Will be of black serge/gabardine without cuffs.
Passed Unanimously

Remit J24 Rule
Dress
Amend to:
Section 16.2.13.1
SKIRTS: Will be black skirt, length should be measured by being level to the ground when kneeling.
Passed Unanimously

Remit J25 Rule
Dress
Insert New Rule
Section 16.2.19
Lanyards of red & green may be worn on the right shoulder of the tunic, afterhaving obtained individual dispensation from the Commandant.
Passed Unanimously

Remit J26 Rule
Badges of Rank
Amend to:
Section 16.4.1
ColonelCrown and two stars on both shoulders.
Passed Unanimously

Remit J27 Rule
Badges of Rank
Amend to:
Section 16.4.2
Lieutenant ColonelCrown and star on both shoulders.
Passed Unanimously

Remit J28 Rule
Badges of Rank
Amend to:
Section 16.4.3
Major    Crown on both shoulders.
Passed Unanimously

Remit J29 Rule
Badges of Rank
Amend to:
Section 16.4.4Deleted 2018
Passed Unanimously

Remit J30 Rule
Non-Executive Roles
Insert New Rule
Section 2.4Non-Executive Roles
Passed Unanimously

Remit J31 Rule
Non-Executive Roles
Insert New Rule
Section 2.4.1Editor
The Editor will receive and edit journal reports, and publish Routine Orders, and arrange the printing and distribution of “The Frontiersman” journal on a regular basis. This role is to be confirmed annually at the Annual Conference.
Passed Unanimously

Remit J32 Rule
Non-Executive Roles
Insert New Rule
Section 2.4.2Archivist
The Archivist shall store all historical records and documentation and memorabilia under appropriate conditions.  This role is to be confirmed annually at the Annual Conference.Passed Unanimously

Remit J33 Rule
Non-Executive Roles
Insert New Rule:
Section 2.4.3Webmaster
The Webmaster shall maintain his Legion of Frontiersmen, NZ Command website.  This role is to be confirmed annually at the Annual Conference.
Passed Unanimously

Remit J34 Rule
Non-Executive Roles
Insert New Rule
Section 2.4.4Quartermaster
The Quartermaster shall be responsible for the stock and equipment of the Legion held at the designated Headquarters Q Store. He/she shall take orders and supply to units any stock or equipment available and collect monies, if applicable, and forward to the Records Officer, for receipting and banking.  He/she shall show a stock list at all Headquarters and general meetings of the Legion.  He/she shall notify Headquarters when the stores have been depleted so as to order replacements.  This role is to be confirmed annually at the Annual Conference.Passed Unanimously

Remit J35 Constitution
8. Executive:
Amend to:
8(a)(vi)Deleted 2018 see Rule Section 2.4.4 Passed Unanimously

Remit J36 Constitution
9. Duties of Office Bearers:
Amend to:
9(f)Deleted 2018 see Rule Section 2.4.4Passed Unanimously:

Remit J37
Withdrawn by J Troop & O Troop

Non-Executive Role Appointments:

Editor: Moved RSM Ross Vaile/Sgt Clive Bracey "That the Editor remain as Val Baker".
Carried
SSgt Barry Coker to assist with proof reading.
Archivist: Moved Lt Colonel Arthur Myers/Lt Robin Cawte "That J Troop be the archivist"
Carried
Quartermaster: Moved Lt Colonel Arthur Myers/Lt Ian Bowater "That J Troop become stores Quartermaster"
Carried
Webmaster: Moved RSM Ross Vaile/Lt Ian Bowater "That Lieut Mike Smith be the Commands Webmaster"
Carried

General Business:
Letter from N. Squadron regarding the 24 Centennial medals still available from 2011. Discussion took place as Ann & Stephen Sheary had attended the conference in 2011, they did not purchase at the time, they would like to be able to have 2 of these medals. This was agreed to by the Command members.
The remainder of the medals being 22 and their re-use: The following was moved
Moved Captain Val Baker/Sgt Clive Bracey "That the 22 medals would be re-purposed."   carried
Moved Sgt Clive Bracey/RSM Ross Vaile "That the ribbon colour be changed so it does not effect those that have already been issued."
Carried
Moved Captain Val Baker/RSM Ross Vaile "That NZHQ is to establish the rules for the repurposed medals"
Carried

The second part of the letter received from N Squadron: Is to consider changing the conferences to every 2 years.   It was the general feelings of the members that to change either the time of year or to every two years would start a downward trend for the Command.  There would also need to be a constitution change.
Moved Pnr Ann Sheary/Captain Val Baker "To stay as it is with conferences every year."  Carried

National Park Monument:
Captain Baker spoke that an offer had been made to clean the monument by the National Park Fire brigade; Lt Bowater was also known to the brigade and would work in with them. NZHQ to provide materials.
It was moved by Lt Robin Cawte/Lt Graham Stokes "That the Command purchase the product called "No Sweat" and the white paint required for the cleaning of the monument and the small wall surrounding it."
Carried

November 11th 2018 Armistice Day at National Park:
It was discussed that whoever wished to attend would make the effort to attend especially if contact could be made to see if the National Park group where going to have a parade.  Captain Baker to make contact with the group and inform members.  Lt Ian Bowater would like to attend as did RSM Ross Vaile.
Moved Sgt Clive Bracey/Pnr Ann Sheary "That the Command would supply a wreath to be laid on the LOF behalf."  Carried
Patron of the LOF:
Discussion followed Moved Sgt Clive Bracey/Lt Robin Cawte "That Sgt Clive Bracey and Cpl Joe Yearbury approach Dr Shane Reti to see if he would become the Command Patron" Carried
They would then advise the Command via NZHQ.

Binding of the 1912 to 1933 journals:
Discussion followed: Moved RSM Ross Vaile/Lt Ian Bowater "That NZHQ pay for the 1912-1933 journals to be bound" carried
Sgt Bracey spoke on the information in the journals, and that comments of a non positive manner in the journal need to cease.

Lt Robin Cawte asked about the uniform that belonged to the late Gold Pnr Ray Hammond.  The family had handed these back to stores for re-distribution, it was in fact a jacket that the QM stores had already given to Ray only one year beforehand, the Mess Jacket Ray had himself handed in at Taupo, the medals are being held by the family.  Ray had also sent a lot of papers and materials to Captain Baker for archives only one month before his death. It was understood that Ray's death was a great loss to C Troop as it was to the entire Command.

Discussion took place on the use of some of Z Troops funds which has now been transferred into General Funds
Moved Sgt Clive Bracey/Pnr Ann Sheary. "That some of Z Troops funds which are in general funds be used for the purchase of new uniforms as and when required."
Carried

SSgt Barry Coker asked that the members of the Command show their appreciation for all the work Peter Hamilton had done in transporting members to and from venues and their hotels.

Major Yearbury asked of Pnr Ann Sheary why the G Squadron account had not been closed. Captain Baker replied as she had instructed Pnr Sheary not to, until after the elections of conference, as the constitution on the unit needed to be sorted out first to fix an error that had been made by some of the NZ Staff members without the knowledge of others. Once this was completed the account would be closed accordingly.

Introduction of O Troop Members:
Each of those new members from O Troop who had not attended a conference before stood and introduced themselves to the Command.
Beattie Family:

Major Yearbury has a sympathy card to send to the family, however as SSgt Coker had sent out messages from the Command and from J Troop it was felt that a card was not necessary.

Meeting recessed for afternoon tea.

Captain Murray Hamblin led the Command reciting the Oath of Allegiance.

Lt Colonel Myers led the Command in singing God Defend New Zealand.

RSM Ross Vaile brought the Command to attention.

Pioneer Sergeant came forward to March out the "Pioneer axe" from the top table

Lt Colonel Arthur Myers declared the meeting closed.

Awards:
There were no shooting competitions held for 2018:
LSM:   Fm John Brodie
LSM:   Fm Peter Hamilton
LSEM: Fm John Brodie
Pioneer Axe:       Lt Ian Bowater
Pioneer Axe:       Fm Mike Subritzky
LMSM: Captain Murray Hamblin
LMSM: Captain Val Baker
90th Anniversary MedalSSgt Barry Coker
           Lt Graham Stokes
           Lt Col Arthur Myers
          Pnr Nga Hohepa

Personal Associate Life Member of the 1st & (2nd Aus) Highlands LOF with Blue ribbon: RSM Ross Vaile.

The Scottish Command Saltire Decoration:    Lieut Mike Smith
     Captain Val Baker

Claude Bathe Rose Bowl: Cpl Justin Stewart
Baden Henry Trophy: Fm Danielle Edgerton
Carlin Trophy: Sgt Florrie Baker & Cpl Ali Baker
Dip Stick Award: RSM Ross Vaile
Stirrers Spoon: Lt Graham Stokes
Doug Baker Round Tuit Award: Sgt Alistair Webb
Certificate of Participation: Fm Adrian Lay, Cadet Luke Hamblin, Fm Danielle Edgerton,
Certificate of Inspiration: Fm Michael West, Fm Bjorn Hamblin, Fm Jeremy Miller,
Certificate of Dedication: Fm Laura Hamblin, Fm Peter Hamilton, Fm John Brodie, Cpl Justin Stewart,
Certificate of Leadership: Sgt Alistair Webb & Cpl Richard Patton.
Ray Hammond Memorial Inspiration Trophy" Fm Bjorn Hamblin
Claude Bathe Memorial Shield / Frontiersman of the Year: Captain Murray Hamblin