Minutes of the Archery Australia Inc. Executive Board Meeting, 21-22 April, 2012
1. Present: J. Chaplin (Chair), B. Lang, B. Hagaman, E.Crowther, J.Park, S. Gliddon(22nd), J. Larven (CEO)
The President gave an official welcome to Sue Gliddon as the new Appointed Director.
2. Minutes of Previous Meetings (November & February Skype Meetings):
It was agreed that these were a true and accurate record.
3. Business Arising
Jim Park was congratulated on his PhD thesis and the contribution that this body of work has made to the sport of archery.
Membership database
J. Hyde has accepted the assistant position and already conducted training sessions for RGB’s with further ones planned. He will prepare a report for the Board.
Coaching Review – refer to General Business.
Equal Records – It was moved (J. Park), seconded (E. Crowther)
“That the AA Policy on Equal Records follow the World Archery Policy.” Carried Ranking lists – for Masters & Veterans – no one has volunteered.
Youth Development Committee –The Board agreed to the formation of this Committee and the CEO will arrange appointments; further expressions of interest are to be sought by the CEO who will also appoint a Chairperson.
Nationals Youth Survey – it was agreed that this be published and that the above Committee be asked to monitor on-going needs.
4. Finances
The AA Quarterly Report was tabled and adopted.
The HP Quarterly Report was received but clarifications are required.
2012 Archery Australia Budget – was approved with an amendment to the investment contingency of a further $5000.
5. General Business
HP Programme - J. Park provided a verbal report outlining that compound A and B Qualifiers had attended a 2-day session at DVA incorporating a seminar and 1-day Matchplay with positive feedback. The Ranking list was used for World Cups. For recurve archers the process was aligned to the Olypmic process (2 x 2 weekends) with Coach Kim being employed to assist.
WC 1 details were provided.
HP Budget – was tabled.
National Coaching Director – it was agreed to advertise for an initial 2-year full-time contract plus 2-year options.
Coaching Review Report & Recommendations
The Report was received and the CEO is to advise the ASC.
A Coaching Committee is to be established to review the recommendations and provide an Action Plan to the Board for approval incorporating priorities, costings and a time-frame.
The CEO is to appoint a Chairperson. A 4-year management structural model was discussed and agreed in principle and is to be provided to this Committee.
The ASC is to be approached to seek funding for a Sports Development Officer.
1) Motions
Motion 1 - Change to Age Groups Lost Motion2 - National Teams Competition Lost Motion 3 – National Team Competition Lost Motion 4 – Clout inclusion to Teams Lost
Motion 5 – 70+ Age Division – to be trialled for 2 years from 1st January 2013
Motion 6 – Clout rules Carried
Motion 7 – Longbow rules Carried Motion 8 – Reference to World Archery Carried Motion 9 – Change to Tournament Records Carried
2) AGM Motions & Agenda
The general format and timetable were reviewed.
Motion 1 –Brian Hagaman as the mover of the Motion proposed that an amendment be made deleting ‘Club Archer’ categories and that a simple $5 increase for Senior, Minor and Major categories be proposed with the reason being specified that this was a simplification of the original motion.
Motions 2-5 remain as documented.
2011 Audit Report
The auditor is to be asked to provide a HP report to 30 June and this will be presented as an overhead. The AA component is to be set up as a separate report rather than a Consolidated report and LSVL provisions are to be listed.
3) Motion C & R Committee
Submitted by J. Womersley. The President is to respond indicating that the Board does not believe that such a process is necessary at this time but that the C & R Committee be requested to review the Constitution and make recommendations for changes to the Board.
4) Risk Management & Work Safe Australia information
Proposal from B. Hagaman –the risk existing tables and risk assessment templates were reviewed and agreed and it was resolved to issue these to the RGB’s and Clubs with a recommendation to employ such.
The Board expressed its appreciation to Brian Hagaman for his work in the preparation of his paper on this matter.
5) Tournaments and Team Selection
National Field Championships – cancelled National Indoor – well in hand.
Australian Open
It was moved (J. Park), seconded (B. Lang)
“That on a trial basis teams comprise 2 men and a woman and be self-selecting.”
Carried
National Crossbow Championships – published on the AA website.
2013 National Championships – already approved for Canberra.
2013 National Youth Championships – as above for Brisbane.
2012 Oceania & Oceania Commonwealth Championships – tabled.
2014 National Youth Championships Submission from Archery SA was accepted.
2016 National Championships
Submission from Archery SA was accepted.
2014 Trans Tasman – expressions of interest are to be sought.
2014 Nationals – expressions of interest are to be sought again.
Team Selection
2012 World Field Championships – additional team position
The Board formally approved the selection of the team with the addition of S. Crawford.
It was agreed that no further additions or replacements would be considered.
The CEO is to advertise 2 Manager positions (preferably 1 male and 1 female).
It was noted that, should the team size ultimately be less than 12, only 1 Manager position would be funded, in accordance with the Archery Australia Team Management Policy (1007).
2012 Oceania & Oceania Commonwealth Championships – tabled and adopted.
2013 World Target Championships - tabled and adopted.
The CW ‘A’ score was amended to 680 and the ‘B’ score to 670 The CM ‘B’ score was amended to 690.
2013 World Youth Championships – tabled and adopted.
6) Membership Database – refer Item 3 (Business Arising)
7) Matchplay Records – the proposal from the Chair of the T & R Committee was tabled and accepted with the addition of the Australian Open.
8) Policies and Procedures
Those listed below were tabled and accepted.
Member Protection Policy (updated to be approved by the Australia Sports Commission) Code of Conduct Policy
Conditions of Entry Policy Zero Tolerance Policy Smoke-free Policy Pregnancy Policy Alcohol Policy
Conflict of Interest Policy Transgender Policy
9) WA Club Membership Enquiry
It was determined that this was not a Board issue.
10) Reverse Energy Bow
The CEO has received queries and referred these to World Archery – this action was endorsed.
11) AIS Assets Disposal
The CEO was authorised to first contact retailers and seek tender offers for disposable items. Any remaining items are to be sold or offered to Clubs to be maintained by them but retained as AA assets at the discretion of the CEO and after an inventory conducted by B. Hagaman.
12) Clubs & Associate Membership
The possibility of Clubs being brought into this category was discussed.
13) Archery Queensland
B. Hagaman reported that agreement had been reached with J. Hans that south- and north-based Clubs were willing to form ‘Archery Queensland’ but that the 2 RGB’s would remain in their own right. A Constitution has been drafted and incorporation applied for leading to requests for government financial assistance.
It was moved (B. Lang), seconded (S. Gliddon)
“That the Board accept ‘Archery Queensland’ as an Associate Member subject to incorporation.” Carried
14) Archery Alliance – B. Hagaman will attend the next meeting on 27 April.
15) Awards Committee
Nominations have been forwarded to this committee in March 2011 but no action has been forthcoming. B. Lang agreed to contact the Chair seeking advice.
16) Field entries at National championships
The Field Committee is to be asked to make comments and recommendations on the process whereby archers may enter to shoot both 2 days in, for example,
Masters/Veterans divisions and then a further 2 days in, say, the Open which may be viewed as providing an unfair advantage over those (in the example) who shoot only the Open event.
17) Member Protection Report
The Report was tabled and discussed.
18) CEO Contract
It was agreed that negotiations take place with a view to the CEO being offered a two- year extension to his contract.
19) Membership Issues
A full discussion was undertaken on potential solutions.
The President declared the meeting closed at 12.42 p.m. on 22 April.