Minutes of the Board Meeting 24-‐25 February 2013
Present
B. Hagaman, S. Gliddon, J. Park (24th), E. Crowther, J. Hyde, J. Larven, L. Warhurst (25th), S. Stark (invited guest).
The meeting was opened at 8.01am by the President who welcomed S. Stark who had been requested by AA to review the risk management framework.
Minutes of Previous Meeting
It was moved (E. Crowther), seconded (S. Gliddon) “That the Minutes of the November meeting represent a true and accurate record” Carried
Board Action List
The items already dealt with were removed and an updated List is to be circulated by E. Crowther by 1st March.
Intra-‐meeting decisions by email & Skype
It was agreed that the Board ratify the decisions tabled in Document 2 with the exception of the last item.
Finances
The December AA Quarterly Report, the HP Report, the Consolidated Balance sheet and Associated Notes to Financial statements were tabled and discussed. It was moved (B. Hagaman), seconded (S. Gliddon) “That the tabled financial documents be received and adopted.” Carried
2012 Audit – this will be undertaken on 27th February.
Debt Recovery Policy
This document was tabled and it was agreed to accept this with a minor amendment. It will be published on the website. It was agreed that the CEO be empowered to wave up to $100 and that this be incorporated into the Schedule of Delegation.
Membership Database
J. Hyde provided an overview of the current situation in his capacity as Systems Manager and detailed discussion ensued. He will prepare an article for the Quarterly Newsletter and the Board News on the importance of membership registration and the issuing of Membership Cards. Removal of sentence
Reminders are to be sent to members 6 weeks prior to the renewal date.
A further reminder will be issued 8 weeks later.
A mail out will be sent to database members who have no valid email address.
J. Hyde will formally advise the CEO of the means of resolving outstanding debts owed by a Club.
The CEO will seek to verify from members whether they have received their login The CEO will obtain advice from the Insurance Company as to when AA has authority to classify a member as a member according to the Policy.
The Audit Committee is to develop a Draft Certification system for the audit of Club registered members by the end of July.
It was proposed that the definition of “Family Membership” will be as defined by the Commonwealth Acts Interpretation Act.
Membership Statistics – these had been prepared and were tabled.
World Cup 3 and World Games
After researching and evaluating travel advice from the Department of Foreign Affairs & Trade it was resolved that the Board would not endorse any members participating in Colombia due to high risk factors.
J. Park will inform Intending HP applicants via the HPC and E. Crowther will also advise the Field Committee.
The CEO will advise World Archery of the withdrawal of AA’s provisionally-‐accepted place for the World Games.
Motion 2013/1 Tournament & Records Committee – Class Names After discussion the motion was not approved.
Shooting Rules – Constitution & Rules Committee – Chapter 8
This submission, as tabled, was approved with an effective date of 1st January, 2013.
Associate & Casual Shooter Deferred to a future meeting.
Annual General Meeting
The proposed time schedule was detailed and agreed as per the constitutional requirements.
Audit Action Plan – deferred to next meeting.
Strategic Plan – Review Meeting & Process
The President is currently in discussions with potential facilitators.
It was decided, due to financial constraints, to postpone the scheduled 14th April meeting and to hold this on 26th May in conjunction with the AGM.
Board Role & Responsibilities
The Caution & Consensus document was discussed and the Charter & Governance policy reviewed.
The President will certify copies of Minutes.
The CEO and J. Hyde will explore alternatives to Skype for improved communication and the Board will trial monthly electronic meetings on the first Tuesday of each month at 7.00pm Sydney local time.
Board KPI’s
Suggestions included items such as communications, financial reviews/processes Database management, delegation, Board composition/qualifications.
The President will undertake to work on these ideas.
The CEO and President will also prepare a document on confidentiality requirements which may require signatures from Board members, AA Team members & officials and Committee members.
External Meetings
AOC AGM – 4th May. The CEO and J. Park will attend.
Archery Alliance AGM – 31st May. CEO & President will attend as delegates.
World Archery Congress – 27/28 September. CEO, President & J. Park will attend.
The meeting closed at 5.06pm on 24th February.
The meeting resumed at 7.54am on 25th February.
High Performance Matters Manager – Report
The President welcomed Lucy Warhurst who reported on the 2 recent camps conducted in Canberra and Brisbane. Over 60 coaches attended and more than 30 copies of Coach Kim’s Coaching Manual were sold. Future planning includes a one-‐
day Physical & Mental course to be conducted during the National Championships.
A number of potential HP archers have been identified.
Lucy also provided a comprehensive report on the Winning Edge Submission and Presentation the outcome of which should be known in early April.
The Board expressed its appreciation for an excellent job and advised her to now utilise time in lieu to take a break. It was outlined that her next major tasks will be to prepare a HP Plan, associated budget and management structure based on anticipated income but sufficiently flexible to be adapted to any changed funding.
ASC Direct Athlete Support
This document was tabled and received.
State Institutes’ Sports Grants
The CEO and HPM outlined the rules and attendant funding availability.
HP Structure
This was discussed in detail.
Team Manager & Coach Positions – World Target & World Youth Championships The CEO is to advertise these positions.
World Target Championships – Team Selection Procedure – Compound J. Hyde left the meeting due to potential conflict of interest during this item.
The Board agreed to the High Performance Committee recommendation that an amendment to the selection procedure to delete the “additional event” as a criterion for selection for compound archers.
World Cup 1 – Athlete Endorsement
The Board endorsed the following athletes to attend:
MC Matt Ryan Mike Brosnan Justin Olexienko Guy Phillips
WC:
Aimee Deaves Rebecca Stubbs Ella Hugo Erika Anear
MR:
Matt Gray Taylor Worth Ryan Tyack Jesse McDonald
WR:
Alice Ingley Jessica Greenstein Semra Ferguson
In future all personnel attending any overseas event will be formally approved and endorsed by the Board and minuted.
Championships & Tournaments
2013 National Championships
It was agreed that no changes be made to the shooting conditions and eligibility for entry to National events in 2013.
The matter of archers shooting in both Open and either Masters or Veteran Divisions in future National Field events was referred to the HPC and Field
Committee for advice with the suggestion that only the Open event scores be used for selection purposes/criteria for Team World events.
2014 National Championships
It was decided that the CEO would prepare a review of the format with a possible shorter time-‐frame as a trial in 2014, publish to members for feedback and then seek further requests to host.
2013 National Youth Championships
The report indicated that this tournament was well on track.
2014 National Youth Championships
The submission from South Australia was tabled and accepted. It was agreed to request the Youth Development Committee to discuss the format and report to the CEO by the end of March.
It was agreed that the fee structure for all National events be set at $10 levy per event.
2013 National Indoors
It was agreed that the same format as 2012 be used with a rule change being made to stipulate that the limit of the size of a point will be no more than 0.1mm greater than the size of the shaft.
The CEO is to advise all RGB’s.
2013 Australian Open
J. Hyde will circulate the format and pricing to Board members prior to approval.
2014-‐15 Australian Open
The CEO is in discussions with an interested party for the conduct of these 2 events.
Committees
Role of the Technical director
A paper was submitted by B. Lang and accepted.
Clarification of C & R Committee and Officials Committee roles
It was noted that the role of the Constitution & Rules Committee is to provide interpretations of AA Rules on request and these are then submitted for Board approval.
The C & R Committee also handles requests for interpretations of WA rules and these are sent to the CEO who forwards them to WA to ensure that the formal channel to WA is through the AA Office.
The role of the Officials Committee is to provide advice on the application of AA Rules.
The CEO is to develop a flow chart re. the application and interpretation of rules.
Youth Development Committee
The Board approved the appointment of D. Sutton as Chair due to the withdrawal of C. Freeman through workload. C. Freeman remains a member.
2013 Masters Games
The CEO was given approval to create a classification of a 4th Tier event and indicate that AA merchandise and clothing may be available for purchase for such events.
Online coaching, officiating training and accreditation
D. Wright has offered to make available systems samples for consideration.
DVD’s and Training videos
P. Coghlan has expressed an interest in developing and producing a range of archery-‐related media. The CEO and J. Park are in discussions on this matter.
Appeals Committee
The President is approaching potential Chair persons to fill this role.
Member Complaint
A letter of complaint has been submitted to the Board from an affiliate with
accompanying documentation. It was agreed that all documentation be forwarded to the AA Member Protection Officer with a request to make a report to the Board.
The CEO reported receiving a letter of complaint against another member, this has been passed onto the Archery Australia Member Protection Officer. The Board will await an investigation and response from the Archery Australia Member Protection Officer.
Member suspension
The Board noted the suspension of a member by a Club.
Archery Victoria
The CEO advised of the appointment of a new AV President and the resignation of the AV CEO, noting that expressions of interest for an Administrative Officer have been called.
Tribunal Report
The Board is still awaiting the receipt of the Report.
The meeting closed at 12.37pm on 25th February 2013.
