2009 High Performance Meeting Nov

High Performance Committee Minutes/Réunion du Comité de Haute Performance Nov 28/29 '09

FEDERATION OF CANADIAN ARCHERS INC./ FEDERATION CANADIENNE DES ARCHERS INC.
High Performance Committee Meeting
Toronto - Hampton Inn & Suites by Hilton (Toronto Airport)

Saturday & Sunday, November 28-19, 2009

MINUTES

Present:    Ed Wilson, V-P, High Performance
Al Wills, President (ex officio)            Joan McDonald, Senior Team Coordinator
Susan Lemke, AWAD Coordinator        Jeff Gunter, Youth Team Coordinator
Hugh MacDonald, Athlete Representative    Scott Ogilvie, Executive Director (ex officio)
Guest (Saturday only): Leslie Murray, Sport Canada Consultant         
Guest (Sunday only): Richard Towler, Team Leader, 2010 Commonwealth Games Team

The meeting began at 09:10hrs (9:10am)

NOTE: All Motions, Decisions and Actions are contained in Append ix 1 (7 pages comprise Appendix 1.

1.     Welcome by the Chairperson
- Chair, E. Wilson welcomed HPC members. Committee members were asked to introduce themselves.
- S. Ogilvie spoke briefly to logistical and administrative matters pertaining to the weekend meeting.

2.    Approval of the Agenda

MOTION #HPC2009-01: To accept the agenda as amended.
Moved by:  S. Lemke            Seconded by:     H. MacDonald        Carried

3.    New Business
- E. Wilson called for new business to be added to the agenda. The following new business was identified and placed on the agenda:
- Athlete Representative position description
- FCA Annual Award nominations
- Re-formatting FCA’s National Outdoor Target Championship
- High Performance level coaches
- 2012 Olympics/Paralympics  
- National Team Athlete Agreement
- AWAD identification and recruitment

4.    Approval of the November 29-20, 2008 HPC Meeting Minutes

MOTION #HPC2009-02: To accept the minutes of the November 29-30, 2008 HPC meeting minutes as presented and published on the FCA website.
Moved by:  H. MacDonald        Seconded by:     S. Lemke        Carried

5.    Business from the November 29-20, 2008 HPC Meeting Minutes
- E. Wilson opened the floor to questions regarding the status of items stemming from the November 29-30, 2008 HPC meeting minutes.
i) Team Leader Reports
- Team Leader reports have been part of previous HPC meeting packages. HPC should continue with this practice.  HPC members agreed.
- S. Ogilvie reported that Team Leader reports were not requested from the various 2009 Team Leaders. This will be done in future.  
ii) Athlete Representative Report
- The 2008 report makes reference to a ‘B’ Team. H. MacDonald suggested that in future this term should not be used.  HPC members agreed.  
iii) Olympic Team Coach Report
- J. McDonald highlighted the last recommendation in the report which strongly urges the FCA name the 2012 Olympic Team Coach by 2011 so that the coach can travel with potential Olympic archers to 2011 and 2012 World Cup events preceding the Olympics and particularly travel to the Olympic Test Event. The Olympic Team Coach selection process needs to be addressed and put in place by the HPC in 2010 and initiated accordingly. HPC members agreed.  
DECISION #1: 2012 Olympic Team Coach to be named by 2011 and therefore the process and selection to be done in early 2010.
- S. Lemke stated that this recommendation should also apply to the 2012 Paralympic Team Coach. HPC members agreed.  
DECISION #2: 2012 Paralympic Team Coach to be named by 2011 and therefore the process and selection to be done in early 2010.

6.    High Performance Direction, Focus & Mandate
- E. Wilson provided an overview of the new HPC structure and his views on the future direction of the HPC and the FCA’s high performance program. He stressed the importance of the HPC members sharing the work load. He cited the heavy work load that J. McDonald has undertaken as a volunteer over the past 9-10 months. E. Wilson thanked J. McDonald for her commitment and the tremendous job she has done.  
- E. Wilson opened to floor to the members to provide their views on the future of the HPC and the FCA’s high performance program.
- J. McDonald stressed the importance of HPC working 2 years out from a National Team event when developing National Team selection criteria. We can no longer develop criteria so close to the event; it’s not fair to athletes and personal coaches.  

7.     National Team Evaluations
- S. Ogilvie handed out a summary of the responses from the various 2009 National Team evaluations received.
- Discussion ensued about the importance of keeping responses confidential. Following the meeting, the paper copies of the summary was gathered by S. Ogilvie and ‘shredded’. An electronic copy of the summary remains on file at the FCA national office.
- There was agreement that the HPC should continue with National Team evaluations. The following suggestions, decisions and actions were identified:
i) Evaluations need to be conducted while at the National Team event while things are still fresh in everyone’s mind and to increase the response rate.  For example, the evaluation forms could be distributed to athletes and staff while travelling home on the team flight or at a team meeting at the conclusion of the event (while on site).
ii) The evaluation questionnaire needs improvement. No specific suggestions were made. This remains an item for action.
iii) In future, make all staff aware that the evaluation is also to be completed by them.
iv) An evaluation tool targeted at staff is required (for their completion).
v) L. Murray offered to provide sample evaluation tools developed and used by other NSOs.

DECISION #1: National Team (NT) evaluations are valuable and are to continue to be administered to National Teams.
DECISION #2: NT evaluations are to be conducted while at the National Team event while things are still fresh in everyone’s mind and to increase the response rate.  For example, the evaluation forms could be distributed to athletes and staff while traveling home on the team flight or at a team meeting at the conclusion of the event (while on site).
DECISION #3: The NT evaluation questionnaire is to be improved and therefore revised for the 2010 NT season.  

ACTION #1: HPC work group to revise the existing NT evaluation questionnaire.
ACTION #2:  HPC work group to develop an evaluation questionnaire for staff to complete.
ACTION #3:  L. Murray to forward sample evaluation tools to S. Ogilvie.

- Discussion about National Team evaluations led to general discussion surrounding Team Leaders and Support Staff and the general administration of National Teams. Highlights, suggestions, decisions and actions from the discussion are as follows:
i) The administrative workload for sending a National Youth Team abroad is substantial and therefore it’s critical that the Team Leader and Support Staff be well-organized and provides strong leadership. This can set an important precedent and tone for future National Teams for which these young archers may be a part.   
ii) DECISION #4: Select all National Team Leaders and support staff early.
iii) DECISION #5: All National Team selection criteria must be published early.
iv) DECISION #6: Feedback gathered from the athletes’ evaluations, needs to be conveyed to Team Leaders and Support Staff (and done so in a confidential and positive manner). A summary letter is to be provided on FCA letterhead and under signature from the V-P of High Performance. The letter is to go on file at the FCA national office.
v) DECISION #7: FCA needs to work closely with inexperienced Team Leaders over the long term so he/she is trained to do an efficient and effective job as Team Leader. Ideally, the FCA should be providing Team Leaders an opportunity for growth and development as a Team Leader. Perhaps provide an opportunity to mentor under a more experienced and ‘seasoned’ Team Leader. FCA could for example, provide a training opportunity for Team Leaders at the National Outdoor Championship.
vii) “Succession planning” needs to be considered when selecting new and inexperienced Team Leaders.
viii) DECISION #8: In future, the Senior Team Coordinator, AWAD Coordinator and Youth Team Coordinator, need to work closely with the selected Team Leader and Support Staff in advance of the NT event. In some cases, it may be the Coordinator that attends the NT event as the Team Leader or as Support Staff (and mentor).
ix) The FCA can’t afford to centralize NT administration. The Executive Director is to provide support not lead the NT administration.  The FCA “is a volunteer organization and will be run by volunteers.”

ACTION #4:  HPC work group to address how and what to put in place for providing National Team Leaders and Support Staff with feedback on their performance.   
ACTION #5:  HPC work group to address development and delivery of opportunities for growth and development and mentoring of inexperienced Team Leaders.

National Team Leader Handbook:
- Discussion about National Team evaluations led to discussion surrounding development a National Team Leader Handbook. Highlights, suggestions and actions from the discussion are as follows:
- J. McDonald informed HPC that she; R. Towler and B. Savage have begun work on this resource.  She indicated that this is a continuation of the work she began in 2004.
- DECISION #1: The Team Leader Handbook will include references to the importance of the Team Leader and Support Staff not to change an athlete’s technique while at a NT event. The Manual will make it very clear that they are not to play the role of coach as in “coaching you how to shoot”.
- J. McDonald clarified that under FITA rules the number of staff allowed to accompany a NT is not restricted to four (4) BUT rather the restriction applies to four (4) staff allowed on the ‘field of play’.
- L. Murray offered to provide sample NSO National Team handbooks, to assist with development of our handbook.
ACTION #1:  HPC work group (J. McDonald, R. Towler, B. Savage) to continue work on development of Team Leader Handbook.
ACTION #2:  L. Murray to forward sample National Team handbooks to S. Ogilvie.
ACTION #3:  S. Ogilvie to forward sample National Team handbooks to J. McDonald.

National Team Athlete Agreement:
- Discussion about the National Team Leader Handbook led to an update from H. MacDonald surrounding the work he had undertaken last year on the development of a National Team Athlete Agreement. H. MacDonald stated that he is awaiting feedback from AthletesCAN on a draft agreement.
- He added that NT athletes need to be informed and educated on their responsibilities and obligations, and on behavior and conduct as NT athletes.  The NT Athlete Agreement can serve as one method of conveying this information.  
- H. MacDonald also added that parents need to be educated in this regard.
- DECISION #1: The Athlete/FCA Agreement must be signed by the athlete upon selection to a National Team.   
ACTION #1: Work Group (consisting of H. MacDonald, K. Evans, J. McDonald, S. Lemke and S. Ogilvie) to lead review of 2010 Athlete/FCA Agreement and suggest revisions for 2011 agreement. Input will be sought from Leslie Murray and Marie Gendron of Sport Canada. (January-March 2010)

8.     National Team Uniforms
- E. Wilson provided a quick summary of some of the issues surrounding team uniforms this past season.  
- Concerns and suggestions from HPC members were as follows:
i) DECISION #1: Do away with team pants and shorts.
ii) “V” neck t-shirts were a good length BUT polo shirts were too short.
iii) DECISION #2: The wearing of a collared shirt (polo) is no longer a requirement by FITA. Therefore, FCA will no longer require that NT members purchase any polo style shirts (unless preferred by the NT member).  
iv) DECISION #3: Do away with pants and shorts as part of the uniform package.
- Joan: If there’s a jacket that doesn’t fit how can we rectify problem
v) Sizing charts provided by TOXOFIL were not very good.
ACTION #1: Scott to contact Francis Letourneau of TOXOFIL to discuss how we rectify problems with jacket not fitting properly (despite following the TOXOFIL sizing chart).
ACTION #2: Scott to ask Francis Letourneau of TOXOFIL if he can provide sample shirts for sizing purposes and for emergency situations for NT athletes needing shirts at the last minute.
ACTION #3: Scott to clarify with Rachael Savage if she still has the rights to the shirt design.

9.     Carding or Athlete Assistance Program (AAP)
- J. McDonald provided a brief summary of the following: i) outcomes from the November 17th ‘carding meeting’ with Sport Canada; ii) the carding nominations approved for the 2010 carding cycle (January 1st – December 31st 2010); and iii) the administrative action steps stemming from the ‘carding meeting’.
- Criteria for the 2011 carding cycle needs to be developed for both ‘able-bodied’ and AWAD.   
- Athlete/FCA Agreement for 2010 carding cycle (that is to be signed by carded athletes and FCA) needs to be revised and then approved by Sport Canada before circulation to carded athletes. A small work group comprised of J. McDonald, S. Lemke, H. MacDonald and S. Ogilvie will revise the Agreement. S. Ogilvie will seek approval from Sport Canada.  S. Ogilvie will circulate the Agreement to the carded athletes for signature in mid to late December.     
- L. Murray confirmed and provided the following additional information:
i) Senior International cards don’t count towards the number of years that an athlete is carded at the Senior card level.  She suggested that FCA may want to revise its current maximum number of years for Senior card (presently 4 years). The maximum number of years is determined by the NSO; however Sport Canada must approve the maximum.
ii) Carding criteria must be published no later than 8 months out from the coming carding cycle (and ideally no less than 10 months).
iii) A complete review of card quotas for both winter and summer Olympic and Paralympic sports will be conducted by Sport Canada beginning in spring 2010.
iv) The NSO determines if it wishes to put Development or “D” cards in place (within the restrictions of the card quota the NSO has in place).  

ACTION #1: J. McDonald, S. Lemke, H. MacDonald and S. Ogilvie to revise Athlete/FCA Agreement (November-December 2009)  
ACTION #2: S. Ogilvie to seek approval of Agreement from Sport Canada (December 2009).  
ACTION #3: S. Ogilvie to circulate Agreement to carded athletes for signature (December 2009).     
ACTION #4: S. Ogilvie to notify Sport Canada of receipt of signed agreements so cheques can be issued by Sport Canada (December-early January)
ACTION #5: J. McDonald/S. Ogilvie to lead development of ‘able-bodied’ carding criteria for 2011 carding cycle. First draft due to Sport Canada by January 31st 2010.
ACTION #6: S. Lemke/S. Ogilvie to lead development of AWAD carding criteria for 2011 carding cycle. First draft due to Sport Canada by January 31st 2010.

- S. Ogilvie informed the HPC that one of the action items from the November carding meeting with Sport Canada was Sport Canada’s requirement that means and authority be put in place for the review of the carded athletes annual training and competition plan and for the monitoring of the carded athlete’s training.  In other words, HPC must designate a person(s) to carry-out this task. L. Murray added that this is a requirement of all NSOs and is designed to hold carded athletes accountable for receipt of carding monies.
- S. Ogilvie suggested that the persons best qualified and positioned to carry-out this requirement for the FCA are the Senior Team Coordinator, J. McDonald and the AWAD Coordinator, S. Lemke.   

MOTION #HPC2009-03: In accordance with Sport Canada’s AAP requirements that the Senior Team Coordinator and AWAD Coordinator be delegated authority to review and approve the annual training and competition plan of the carded athletes applicable to their area of responsibility. And that the Coordinators are delegated authority to monitor carded athletes’ training and to work with the personal coach of the carded athletes.    
Moved by:  J. Gunter        Seconded by: H. McDonald        Carried

ACTION #1: S. Ogilvie to add MOTION #HPC2009-03 noted above to the Senior Team Coordinator and AWAD Coordinator position descriptions.

- S. Ogilvie informed the HPC that an additional action item from the November carding meeting with Sport Canada was Sport Canada’s strong recommendation that FCA revise its Appeal Policy.  Sport Canada’s view is that the policy lacks some clarity, has some duplication and is ambiguous in some areas, it relates to application of the policy on matters such as complaints, harassment, behaviour conduct violations, doping infractions, etc.
ACTION #1: S. Ogilvie to address revisions to the FCA Appeal Policy and Procedures with the FCA Executive Committee at its January 2010 meeting and to facilitate revisions to the policy over the spring 2010. The intent is to have a revised in place for Board approval at the August 2010 Board of Directors meeting in Halifax.     

10.     FITA rule changes and their affect on FCA major events, team selection and ranking
- E. Wilson stated that a number of rule changes will be implemented by FITA beginning in the new calendar year.  FITA has not yet provided the wording of the changes. Therefore, proposed changes to FCA Rules are delayed more than had been expected.
- Roger Garrod, Chair of the Rules Committee is working with his Committee members to address these rule changes and prepare proposed rule changes for the FCA Board members’ consideration   through the FCA’s procedures.

11.     Outcomes and Impact from LTAD Competition Review Meeting
- On Friday, November 27th 2009, a meeting of the LTAD ad hoc committee was held in Toronto to address the competition review component of FCA’s LTAD model. The group was comprised of FCA volunteers, athletes and coaches and was led by consultant Paul Jurbala.  P. Jurbala has worked with the FCA over the past couple of years on its LTAD model and the work done to date on competition review. Those HPC members that were available participated in the LTAD Competition Review meeting.

12.     Ranking System and Criteria
- The ranking criteria has to reflect international standards (i.e. the new FITA and FCA rules)
- Recommendations pertaining to the Ranking System that were made at the LTAD Competition Review meeting (November 27th) were as follows:
i) For Red and Gold Squad ranking: From the approved list of competitions, a minimum of one (1) score from out-of-province events (including out-of-country), is required.
ii) For Blue Squad ranking: From the approved list of competitions, a minimum of one (1) score from out-of-province events is required.
DECISION #1: For Red and Gold Squad ranking: From the approved list of competitions, a minimum of one (1) score from out-of-province events (including out-of-country), is required.
DECISION #2:  For Blue Squad ranking: From the approved list of competitions, a minimum of one (1) score from out-of-province events is required.

ACTION #1: The ‘able-bodied’ Ranking Sub-committee (J. McDonald, E. Wilson and H. MacDonald) to complete the ranking criteria by February 15, 2010.
ACTION #2: The AWAD Ranking Sub-committee (S. Lemke, E. Wilson, K. Evans) to complete the ranking criteria by February 15, 2010.

13.    2010 National Team (NT) Selection Criteria
- E. Wilson opened discussion on selection criteria.
- Selection criteria will be required for the Commonwealth Games, Pan-Am Championships, and AWAD major event.
- Highlights and decisions coming from discussions are as follows:     
i) DECISION #1: Ogden World Cup will be used as a CWG Team “consolidation” event
ii) DECISION #2: Development Team event to be identified
iii) DECISION #3: AWAD Event – The major international event for the AWAD Program in 2010 is the 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event to be held in Stoke Mandeville (England) from July 17-23.

Principals of NT Selection
i) DECISION #1: Only athletes that meet LTAD criteria and a minimum of Red Squad criteria (‘able-bodied’ and AWAD) may receive FCA funding to attend NT events. For ‘able-bodied’ athletes, this does not apply to the Development Team. NOTE: where possible, the HPC will identify and suggest  development opportunities to lower ranked archers (i.e., archers below Red or Blue Squad.

ii) Development Team Event (Recurve & Compound Archers)
- Goal: To provide international event experience and opportunity to succeed.
- DECISION #1: Must be Blue Squad ranking and above
- DECISION #2: The event FCA to designate as the Development Team event is still to be determined.  Preference is to use a WRE such as El Salvador. Possibly designate the Pan-Am Championships as the Development Team event for compound archers.
- Do we want the Development Team to include Junior and Cadet age archers?
- DECISION #3: Archers must be at a minimum “marginally competitive” for selection. Therefore, we must reflect this in the selection criteria.

iii) Commonwealth Games (CWG)
- Not necessarily to be the same team members for both events (Pan-American Championship and Commonwealth Games).  
- Discussion occurred surrounding the sending of the CWG Team to the Ogden World Cup. This would serve as preparation for the CWG Team. Archers in all categories, male and female (plus alternate) would be sent. Four (4) archers per event are allowed. If we take this approach, we will not select any other athletes to compete at Ogden (CWG Team ONLY).
- Critical question: Should we and can we afford to send CWG Team to a pre-CWG event?
- Regardless of what we decide on for the above, we will use one (1) set of Trials to select the CWG and Pan-Am Championship National Teams.  
DECISION #1: One (1) set of Trials will be used to select the CWG and Pan-Am Championship National Teams.  
ACTION #1: J. McDonald to contact top 3 commonwealth countries and ask if they’re planning to attend Shanghai and/or Ogden World Cups.
ACTION #2: Put out a call for one (1) set of Trials to select the CWG and Pan-Am Championship National Teams.

iv) World Cups
- DECISION #1: Trials will not be used to determine what athletes attend these events.
- DECISION #2: If the number of archers is greater than the number of spots available, archers will be selected (in order) based on the 2009 FCA ranking list.  NOTE: The one exception is the 2010 World Cup in Ogden, Utah where priority will be given to Commonwealth Games team members.  

v) Pan-Am Championship (Guadalajara, Mexico, Oct 18-24)
- Discussion about possibly sending CWG Team to the Pan-Am Championships and flying direct to Mexico from Delhi. In this case it would not be possible to return to Canada (Toronto) and then fly to Mexico.
- Discussion around the composition of the Pan-Am Championship Team.
- DECISION #1: The composition of the recurve archers to attend the Pan-Am Championship Team, the priority will be those recurve archers selected to the CWG Team.
- DECISION #2: The composition of the compound archers to attend the Pan-Am Championship Team will be determined by the selection criteria put in place for the Development Team.

vi) World University Championship
- DECISION #1: Archers will be selected based on the 2009 FCA ranking list.

vii) AWAD – 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event
- DECISION #1: The major AWAD event for 2010 will be the 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event to be held in Stoke Mandeville (England) from July 17-23.
- DECISION #2: Only those athletes that meet the LTAD criteria and a minimum of Red Squad criteria may receive FCA funding to attend this event.
- S. Lemke stated there may be a need to stage a selection trials. This is still to be determined.

14.    National Team Staff Selection
The following was discussed, decided or confirmed:
- DECISION #1: The Team Leader has HPC authority to select his/her Support Staff.
- The HPC acknowledged the importance of having French-speaking capacity as part of any NT staff. DECISION #2: Selection of a French-speaking Support Staff person is subject to HPC approval.
- DECISION #3: For World Championship and major games/events, NT staff is to be named no later than 12 months prior to the event.
- DECISION #4: In the case of the Olympics and Paralympics, the Team Leader is to be named two (2) years out from the Games.
- DECISION #5: The 2012 Olympic Games Team Leader must be a staff member of the 2011 World Championship NT and a staff member of the Pan-Am Games NT and the Olympic Test Event
- DECISION #6: The 2012 Paralympic Games Team Leader must be a staff member of the 2011 World Championship NT, Para-Pan-Am and Paralympic Test Event (if applicable)
- DECISION #7: For Youth National Teams, the same timeline approach noted in decision #s 4, 5 & 6 should be used wherever possible.  
ACTION #1: Calls for Team Leader for 2011 NT and for the 2012 Olympics/Paralympics is to go out by July 2010.

15.     Commonwealth Games (CWG) Trials
- Call to bid to host trials. Suggestion to put out call on November 30th with a deadline of December 15th 2009.
- August. 1st is the deadline for naming the CWG Team members and forwarding to the CWG Association.
- Possible Trials dates: Late June (June 8-12 is the Antalya World Cup). The preferred date is June 25-29. Second choice is July 2-6 (include practice day). Third choice is June 18-22.
- Preference is a central location.
- Possible hosts: J. McDonald (Ontario Spring Classic), Quebec City, Montreal, Archers of Caledon, Winnipeg, Burnaby.
- CWG Trials Process - Volunteers stepping forward for this task: J. McDonald, H. MacDonald and E. Wilson. Establish a weekly day/time to begin development of Trials process.
DECISION #1: Name Technical Delegate for CWG Trails ASAP (immediately following naming of host)
ACTION #1: Put out a call to bid to host the CWG Trials ASAP (communicating the above information).
ACTION #2: Scott to forward FCA conferencing moderator and access codes and passwords to J. McDonald ASAP for use in establishing CWG Trials process.
ACTION #3: CWG Trials process to be completed January 31st 2010.

16.     Medical Information Form
- J. McDonald briefly outlined the rationale for a medical information form. A sample form was circulated with the meeting package. Other examples exist from other NSOs.  
- Surprisingly, FCA has never requested this information from athletes/staff.
- Incidents have arisen in the past. J. McDonald cited an incident involving a NT athlete.  
- Clearly the time has come to gather this information from athletes and staff and therefore develop an appropriate form.
DECISION #1: The medical form is to be circulated to all NT members in advance of the NT event and then provided to the Team Leader and other appropriate Support Staff (e.g. Team Doctor if applicable).
ACTION #1: S. Ogilvie to research what forms exist from other NSOs and prepare a draft for HPC review and feedback. Draft form to be circulated for feedback in February 2010.

17.     FCA Equipment Program
- An overview of the FCA Equipment Program was circulated in the meeting package.
- Sponsor recognition is important to Easton and therefore it is targeting high performance athletes for this Program.
- DECISION #1: Canadian team members may recognize sponsors of the FCA on their uniforms in accordance with FITA rules.  Individual sponsor recognition is prohibited.
- DECISION #2: Easton Program members are obliged to wear the Easton patch on their uniform (competition shirt).

18.     AthletesCAN: Bell Connect Program
- An overview of the Bell Connect Program and those FCA archers eligible for the Program was circulated in the meeting package. The handout contained the eligibility criteria.
- List includes 2009 Gold Squad and 2008 Gold Squad archers.
HPC approved
ACTION #1: S. Ogilvie to forward list of eligible archers to A. Wills (FCA Webmaster) for posting on FCA website ASAP.  
ACTION #2: J. McDonald to email eligible athletes to make them aware.

19.     Update from Doping Control & Education Coordinator
- A report from Nancy Littke, FCA’s Doping Control & Education Coordinator and an overview of the position was circulated in the meeting package. The report is appended to these minutes.
- Distributed at the HPC meeting was a summary of the responses from the questionnaire that was circulated in October 2009. The summary is appended to these minutes.

20.     Update from AWAD Coordinator
- S. Lemke prepared a report which was circulated as part of the HPC meeting package. The report is appended to these minutes.
- She added that having Linda Gagnon on-hand at the World Para-Archery Championship proved very beneficial to the Team. Note: Linda Gagnon was athlete Lyne Tremblay’s attendant at the Championship and volunteered to serve as the Team Doctor.

21.     Update from Senior Team Coordinator
J. McDonald provided a brief report on the FITA World Championship (in her capacity as Team Leader). She provided the following highlights:
- Bussing issues
- Practice field issues
- Accommodation was far from the competition venue; otherwise the accommodation was very good. Apartment style accommodation was provided. Therefore, all Team members had their own room.
- The Championship was a successful team event.
- There was a good fit and rapport between the staff.
- French-speaking staff person, Alain Gravel, proved very beneficial.
- Athlete JD Burnes’ mother accompanied him to the Championship. She happily volunteered to serve as the unofficial Team Doctor, as she is a Medical Doctor.  

22.     Update from Youth Team Coordinator
- J. Gunter handed-out his report at the HPC meeting. The report is appended to these minutes.
- He identified short term goals.
- The overarching goal is to identify, develop and prepare young athletes for future major international youth competitions and ultimately develop these archers to the point they can seriously compete for a spot on senior national teams and compete at a high level at major senior international competitions.
- J. Gunter stated that he will be increasing communication and contact with youth archers through various modes of communication.
- DECISION #1: The Youth Team Coordinator will be funded by FCA to attend the 2011 Canada Winter Games in Halifax. The intent being to identify and recruit young archers and to establish a connection and rapport between the Youth Team Coordinator and these young archers and provincial coaches.
- DECISION #2: The same intent noted above will be pursued for the 2010 Outdoor National Championship.  
- J. Gunter suggested consideration be given to establishing a Youth Team section on the FCA website.  Although a good idea the question of capacity to develop and maintain it was raised by A. Wills, FCA’s Webmaster.

23.     Update from 2010 Commonwealth Games Team Leader (Richard Towler) – Item FYI
- E. Wilson introduced Richard Towler, Team Leader for the 2010 Commonwealth Games (CWG). The Chairman informed R. Towler that he has HPC’s authority to select his Team Support Staff. E. Wilson invited to provide his update on the CWG.

R. Towler provided the following information and update on the planning and preparations for the 2010 CWG:  
- Martha Deacon is Chef de Mission. She wants to attend a 2010 event for all competing sports in order to see how each sport “works” and meet some of the Team members. She’d like to attend sport trials wherever possible.
- Quota spots to be confirmed by end of January 2010. We should have 11 athletes and 3 staff. A 12th archer could be added. It is likely the FCA would have to cover the costs of the 12th archer (still to be confirmed).
Training camps: We’ve been invited to participate in 2 training camps but the dates don’t; fit well with our selection process. We can’t guarantee that the 2 archers we are permitted to take to the training camp would actually be selected to the Team.
- Test event: To date Richard has received no interest from athletes to attend the test event. Those athletes that responded to Richard’s brief questionnaire, cited the time of year and costs as major barriers to interest in participating in the test event. One athlete suggested that coaches need to be “drug tested” for even suggesting a trial event.
- Construction of various sports venues is progressing on schedule for the most part.
- Flight to Delhi including stop-over in Brussels, Belgium will take about 22 hours. Jet Airways appears to be the best carrier.
- Athlete’s Village. Multiple buildings. Canada Commonwealth Game has requested one of 4 central apartments (on recommendation by the RCMP).
- Long list to be submitted to CWG in Dec/Jan. The long list is to identify every possible archer that could be selected to the Canadian team. IN April 2010, accreditation of those on the long list will be carried out (including photos and passport information). The accreditation those athletes and staff named to the Team will be waiting for the Team in Delhi and will serve as the entry Visa to India.
- ROCA (Registration of Canadians Abroad. This is done on-line Travel dates, itinerary, etc. is provided to ROCA.
- Team member support and services (former Canadian CWG and Olympic athletes such as Mike Smith will be made available to various sport national teams to assist Team members with questions/concerns; to create energy and excitement about the Games and what to expect and how to prepare for major multi-sport Games.
- Uniforms 23 piece uniform; “classic lines”, lightweight. Distribution of most of uniform will be done ahead of departure but this is still under discussion. Sizing process will occur between January-April.  Distribution of opening ceremony uniform will be delivered to Team members when on site in Delhi.     
- Weather: Temperature average is 32-33 Celsius during the day and 18 Celsius at night.
- Food: “5 star hotel” type food. Bottled water used to wash salads. Advised to drink bottled water only and to keep mouth closed while showering.  
- Allergies: High pollen count during September/October. Poor air quality due to dust and car pollution.
- Jet lag and heat are major issues to be dealt with by athletes and staff. Recommend 7-10 days to acclimatize.
- Vaccination for Hepatitis A and B, tetanus, diphtheria recommended but not mandatory. Low malaria risk.
- ADAMS: anti-doping management system. July 23rd must submit ADAMS Whereabouts report.
- Athletes must declare and submit Therapeutic Use Exemption (TUE).  

24.     High Performance Budget
- The 2009-10 High Performance (HP) budget was circulated with the meeting package.
ACTION #1: E. Wilson/S. Ogilvie to draft 2010-11 HP budget and present to the Executive Committee at its January 23-24, 2010 meeting.

- To assist with the development of the 2010-11 HP budget, E. Wilson led the HPC through a prioritization exercise to determine what 2010 events would be included in the 2010-11 HP budget.  
DECISIONS from the 2010 event prioritization exercise:
1st Priority: Commonwealth Games - $5,000.00. The costs for the CWG Team will be covered for the most part by the Commonwealth Games Association. However, some funds may be needed for the additional athlete (12th) if the Commonwealth Games Association doesn’t cover the 12th athlete.
2nd Priority: AWAD - 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event - $17,500.00
2nd Priority: World Cup, Ogden, Utah - $25,000.00
2nd Priority: Pan-Am Championship - $15,500.00
5th Priority: 2012 Olympic/Paralympic Preparation - $10,000.00
6th Priority: World Cup, Antalya, Turkey - $6,000.00. This is viewed as an important event for carding purposes for 2010 but is not an official NT event for 2010.
7th Priority: Development Team Event (to be determined) - $0.00
8th Priority: University Championship - $0.00
9th Priority: World Field Championship - $0.00. Athlete way own way. No Team Leader provided at FCA expense.

25.    New Business
i) Athlete Representative
- DECISION #1: Two (2) year term. Election to occur in even years.
- DECISION #2: Gold, Red or Blue Squad athletes can vote for Athlete Rep.
- DECISION #3: Election Process: Put out a call for the Athlete Representative via email & InfoEmail newsletter in June of even years. Nominations accepted until September 30th. Vote to be held in November (i.e. tally votes) at November HPC meeting. We will need our Ranking List completed by the time of the November HPC meeting so we know which athletes can vote.
- DECISION #4: Outgoing Athlete Rep attends HPC meeting (at completion of term). The incoming Athlete Rep attends the HPC meting for the next two year (odd and even year).
- There is some question surrounding whether an Athlete Rep position description exists for FCA. It was acknowledged that there is a position description for PSO Athlete Reps.
- DECISION #5: HPC continue to have an AWAD Rep. The same election process described above is to be used.
- H. MacDonald recommended that HPC consider recruiting a Compound Athlete Rep. He suggested using the same election process as outlined above.
- H. MacDonald recommended striking an Athlete Council at some point in the future. He suggested it be comprised of the above positions and female athlete representation if one of the Athlete Rep positions noted above is not female.  
ACTION #1: S. Ogilvie to confirm whether an FCA Athlete Rep position description exists. If one exists, S. Ogilvie to forward to H. MacDonald.
ACTION #2: S. Ogilvie/H. MacDonald to draft a position description is one does not exist. Prepare draft for Winter 2010.  
ACTION #3: S. Ogilvie/H. MacDonald to develop a mechanism for the Athlete Rep to gather input from athletes and to communicate with athletes.

ii) FCA Annual Award Nominations
- E. Wilson asked for 2009 nominations for the various FCA Annual Awards to be presented in 2010.

iii) Re-formatting FCA’s National Outdoor Target Championship
- E. Wilson opened the floor to discussion on the possible re-formatting of the FCA National Outdoor Target Championship.  
DECISION #1: HPC’s proposed National Outdoor Target Championship schedule is as follows:
- Day 1: ½  FITA
- Day 2: ½ FITA
- Day: FITA 720
- Day  4: FCA Open
ACTION #1: E. Wilson and H. MacDonald to develop a full proposal addressing the re-formatting FCA’s National Outdoor Target Championship. DEADLINE: Proposal to be complete by January 15, 2010 for presentation by E. Wilson to the Executive Committee at its meeting scheduled for January 23-24, 2010.

iv) High Performance Level Coaches
- Acknowledgement by the HPC that the number of high performance level archery coaches in Canada is small.
- It was clarified that the FCA’s Coaching Certification Committee deals with coach certification. It doesn’t deal with implementation.
- The Regional Coaches Council currently exists in name only. There have been no funds available to help make the Council functional and for it to carry-out work the work it was intended to do. The Council has much merit in concept but lacks practical application and the resources necessary to carry-out work.
- The FCA has no system in place to develop high performance coaches.
- The critical question is what can the FCA do to develop coaches at the high performance end?
- Acknowledgement that we need to put a ‘mentorship program’ in place to help develop high performance coaches.
- Also acknowledged we need to create opportunities for professional development. For example, through the Canadian Sport Centres, FCA created opportunities)
- LTAD -> Step 1 in the LTAD ‘deliverables’ was the development of the LTAD model
-> Step 2 is the Competition Review process (done at yesterday’s meeting) and an eventual FCA Competition model or system to match our LTAD model  
-> Step 3 could be a long term development approach for all levels of our coaches.
- FCA could for example create and deliver coaching seminars for its high performance level coaches.
- FCA could create mentoring opportunities for aspiring high performance coaches. Create a network of coaches to work with inexperienced, up-and-coming coaches.
- Identify provincial coach mentor opportunities and pursue these opportunities. For example, BC’s Promotion Plus Program aimed at developing female coaches.

v) 2012 Olympics/Paralympics  
- J. McDonald spoke to the need for FCA to focus on development of the 2012 Olympic/Paralympic Teams and to “build toward 2012”. She added that it is the job of the Olympic and Paralympic Team Leader/Coach to organize and put this development in place.
- She stressed the importance of working with the pool of potential Team members. For example, a pool of 4-6 male recurve archers on the Olympic side.
- Serious consideration needs to be given to bringing on board a sport psychologist to assist athletes with their preparation for the Games. This needs to begin soon. Other Integrated Support Team (IST) support may need to be brought on board as well. For example, a biomechanical expert. What additional IST support may be needed needs to be given consideration by the Olympic and Paralympic Team Leader/Coach, Senior Team Coordinator and AWAD Coordinator. Input from H. MacDonald and Kevin Evans as the Athlete Reps should be solicited
- S. Ogilvie added that there may be funds we could access for IST support through Own the Podium (although not likely given we are not a targeted sport). However, it’s worth a try.
- S. Lemke stated that what we do on the Olympic side we need to “mirror” as best we can on the AWAD Program.
- Sharing IST support on the Olympic and Paralympic side and therefore creating “economies of scale” needs to be considered whenever possible.

vi) AWAD Identification and Recruitment
ACTION #1: S. Ogilvie to send S. Lemke contact information for CWSA-BC, CPC contact person, David Greig at Athletics Canada, CWSA (for provincial associations), Canadian Blind Sports Association contact person, Canadian CP Sports Association contact person.

- J. McDonald asked S. Lemke to confirm if it was AWAD Rob Cox that inquired about why he didn’t receive a score card at the World Para-Archery Championship. S. Lemke confirmed that it was.  
ACTION #2: J. McDonald will email Rob Cox to inform him that FITA rules stipulate that score cards are no longer given to athletes competing at World Championships and World Cups.
- J. McDonald added that Christiane Murphy, FCA’s Canadian Records Coordinator, has agreed that she’ll download results from World Championships and World Cups as official results given the FITA new rule of not issuing athletes their score cards at World Championships and World Cup events.  

26.    Meeting Adjournment

MOTION #HPC2009-05:  Moved that the meeting be adjourned.

Moved by: H. MacDonald                      Seconded by:   J. Gunter                Carried

The Chairperson thanked everyone for the contribution they made over the course of the weekend. The meeting was adjourned at 13:30 (1:30pm).

APPENDIX #1 (1st of 6 pages)
MOTIONS, DECISIONS & ACTIONS

Agenda Item #2: Approval of the Agenda

MOTION #HPC2009-01: To accept the agenda as amended.
Moved by:  S. Lemke            Seconded by:     H. MacDonald        Carried

Agenda Item #4: Approval of the November 29-20, 2008 HPC Meeting Minutes

MOTION #HPC2009-02: To accept the minutes of the November 29-30, 2008 HPC meeting minutes as presented and published on the FCA website.
Moved by:  H. MacDonald        Seconded by:     S. Lemke        Carried

Agenda Item #5: Business from the November 29-20, 2008 HPC Meeting Minutes
DECISION #1: 2012 Olympic Team Coach to be named by 2011 and therefore the process and selection to be done in early 2010.
- S. Lemke stated that this recommendation should also apply to the 2012 Paralympic Team Coach. HPC members agreed.  
DECISION #2: 2012 Paralympic Team Coach to be named by 2011 and therefore the process and selection to be done in early 2010.

Agenda Item #7: National Team Evaluations
DECISION #1: National Team (NT) evaluations are valuable and are to continue to be administered to National Teams.
DECISION #2: NT evaluations are to be conducted while at the National Team event while things are still fresh in everyone’s mind and to increase the response rate.  For example, the evaluation forms could be distributed to athletes and staff while traveling home on the team flight or at a team meeting at the conclusion of the event (while on site).
DECISION #3: The NT evaluation questionnaire is to be improved and therefore revised for the 2010 NT season
DECISION #4: Select all National Team Leaders and support staff early.
DECISION #5: All National Team selection criteria must be published early.
DECISION #6: Feedback gathered from the athletes’ evaluations, needs to be conveyed to Team Leaders and Support Staff (and done so in a confidential and positive manner). A summary letter is to be provided on FCA letterhead and under signature from the V-P of High Performance. The letter is to go on file at the FCA national office.
DECISION #7: FCA needs to work closely with inexperienced Team Leaders over the long term so he/she is trained to do an efficient and effective job as Team Leader.
DECISION #8: In future, the Senior Team Coordinator, AWAD Coordinator and Youth Team Coordinator, need to work closely with the selected Team Leader and Support Staff in advance of the NT event.
ACTION #1: HPC work group to revise the existing NT evaluation questionnaire.
ACTION #2:  HPC work group to develop an evaluation questionnaire for staff to complete.
ACTION #3:  L. Murray to forward sample evaluation tools to S. Ogilvie.
ACTION #4:  HPC work group to address how and what to put in place for providing National Team Leaders and Support Staff with feedback on their performance.   
ACTION #5:  HPC work group to address development and delivery of opportunities for growth and development and mentoring of inexperienced Team Leaders.

APPENDIX #1 (2nd of 6 pages)
MOTIONS, DECISIONS & ACTIONS

Agenda Item #7: National Team Evaluations
National Team Leader Handbook:
DECISION #1: The Team Leader Handbook will include references to the importance of the Team Leader and Support Staff not to change an athlete’s technique while at a NT event. The Manual will make it very clear that they are not to play the role of coach as in “coaching you how to shoot”.
ACTION #1:  HPC work group (J. McDonald, R. Towler, B. Savage) to continue work on development of Team Leader Handbook.
ACTION #2:  L. Murray to forward sample National Team handbooks to S. Ogilvie.
ACTION #3:  S. Ogilvie to forward sample National Team handbooks to J. McDonald.

Agenda Item #7: National Team Evaluations
National Team Athlete Agreement:
DECISION #1: The Athlete/FCA Agreement must be signed by the athlete upon selection to a National Team.   
ACTION #1: Work Group (consisting of H. MacDonald, K. Evans, J. McDonald, S. Lemke and S. Ogilvie) to lead review of 2010 Athlete/FCA Agreement and suggest revisions for 2011 agreement. Input will be sought from Leslie Murray and Marie Gendron of Sport Canada. (January-March 2010)

Agenda Item #8: National Team Uniforms
DECISION #1: Do away with team pants and shorts.
DECISION #2: The wearing of a collared shirt (polo) is no longer a requirement by FITA. Therefore, FCA will no longer require that NT members purchase any polo style shirts (unless preferred by the NT member).  
DECISION #3: Do away with pants and shorts as part of the uniform package.
ACTION #1: S. Ogilvie to contact Francis Letourneau of TOXOFIL to discuss how we rectify problems with jacket not fitting properly (despite following the TOXOFIL sizing chart).
ACTION #2: S. Ogilvie to ask Francis Letourneau of TOXOFIL if he can provide sample shirts for sizing purposes and for emergency situations for NT athletes needing shirts at the last minute.
ACTION #3: S. Ogilvie to clarify with Rachael Savage if she still has the rights to the shirt design.

Agenda Item #9: Carding or Athlete Assistance Program (AAP)

MOTION #HPC2009-03: In accordance with Sport Canada’s AAP requirements that the Senior Team Coordinator and AWAD Coordinator be delegated authority to review and approve the annual training and competition plan of the carded athletes applicable to their area of responsibility. And that the Coordinators are delegated authority to monitor carded athletes’ training and to work with the personal coach of the carded athletes.    
Moved by:  J. Gunter        Seconded by: H. McDonald        Carried

ACTION #1: J. McDonald, S. Lemke, H. MacDonald and S. Ogilvie to revise Athlete/FCA Agreement (November-December 2009)  
ACTION #2: S. Ogilvie to seek approval of Agreement from Sport Canada (December 2009).  
ACTION #3: S. Ogilvie to circulate Agreement to carded athletes for signature (December 2009).     
ACTION #4: S. Ogilvie to notify Sport Canada of receipt of signed agreements so cheques can be issued by Sport Canada (December-early January)
ACTION #5: J. McDonald/S. Ogilvie to lead development of ‘able-bodied’ carding criteria for 2011 carding cycle. First draft due to Sport Canada by January 31st 2010.
ACTION #6: S. Lemke/S. Ogilvie to lead development of AWAD carding criteria for 2011 carding cycle. First draft due to Sport Canada by January 31st 2010.
ACTION #7: S. Ogilvie to add MOTION #HPC2009-03 noted above task to the Senior Team Coordinator and AWAD Coordinator position descriptions.

APPENDIX #1 (3rd of 6 pages)
MOTIONS, DECISIONS & ACTIONS

Agenda Item #9: Carding or Athlete Assistance Program (AAP) cont’d
ACTION #8: S. Ogilvie to address revisions to the FCA Appeal Policy and Procedures with the FCA Executive Committee at its January 2010 meeting and to facilitate revisions to the policy over the spring 2010. The intent is to have a revised in place for Board approval at the August 2010 Board of Directors meeting in Halifax.     

Agenda Item #12: Ranking System and Criteria
DECISION #1: For Red and Gold Squad ranking: From the approved list of competitions, a minimum of one (1) score from out-of-province events (including out-of-country), is required.
DECISION #2:  For Blue Squad ranking: From the approved list of competitions, a minimum of one (1) score from out-of-province events is required.
ACTION #1: The ‘able-bodied’ Ranking Sub-committee (J. McDonald, E. Wilson and H. MacDonald) to complete the ranking criteria by February 15, 2010.
ACTION #2: The AWAD Ranking Sub-committee (S. Lemke, E. Wilson, K. Evans) to complete the ranking criteria by February 15, 2010.

Agenda Item #13: 2010 National Team (NT) Selection Criteria
DECISION #1: Ogden World Cup will be used as a CWG Team “consolidation” event
DECISION #2: Development Team event to be identified
DECISION #3: AWAD Event – The major international event for the AWAD Program in 2010 is the 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event to be held in Stoke Mandeville (England) from July 17-23.

Agenda Item #13: 2010 National Team (NT) Selection Criteria
Principals of NT Selection:
DECISION #1: Only athletes that meet LTAD criteria and a minimum of Red Squad criteria (‘able-bodied’ and AWAD) may receive FCA funding to attend NT events. For ‘able-bodied’ athletes, this does not apply to the Development Team. NOTE: where possible, the HPC will identify and suggest  development opportunities to lower ranked archers (i.e., archers below Red or Blue Squad.

Agenda Item #13: 2010 National Team (NT) Selection Criteria
Development Team Event (Recurve & Compound Archers):
DECISION #1: Must be Blue Squad ranking and above
DECISION #2: The event FCA to designate as the Development Team event is still to be determined.  Preference is to use a WRE such as El Salvador. Possibly designate the Pan-Am Championships as the Development Team event for compound archers.
DECISION #3: Archers must be at a minimum “marginally competitive” for selection.

Agenda Item #13: 2010 National Team (NT) Selection Criteria
Commonwealth Games (CWG):
DECISION #1: One (1) set of Trials will be used to select the CWG and Pan-Am Championship National Teams.  
ACTION #1: J. McDonald to contact top 3 commonwealth countries and ask if they’re planning to attend Shanghai and/or Ogden World Cups.
ACTION #2: Put out a call for one (1) set of Trials to select the CWG and Pan-Am Championship National Teams.

APPENDIX #1 (4th of 6 pages)
MOTIONS, DECISIONS & ACTIONS

Agenda Item #13: 2010 National Team (NT) Selection Criteria
World Cups:
DECISION #1: Trials will not be used to determine what athletes attend these events.
DECISION #2: If the number of archers is greater than the number of spots available, archers will be selected (in order) based on the 2009 FCA ranking list.  NOTE: The one exception is the 2010 World Cup in Ogden, Utah where priority will be given to Commonwealth Games team members.  

Agenda Item #13: 2010 National Team (NT) Selection Criteria
Pan-Am Championship:
DECISION #1: The composition of the recurve archers to attend the Pan-Am Championship Team, the priority will be those recurve archers selected to the CWG Team.
DECISION #2: The composition of the compound archers to attend the Pan-Am Championship Team will be determined by the selection criteria put in place for the Development Team.

Agenda Item #13: 2010 National Team (NT) Selection Criteria
World University Championship:
DECISION #1: Archers will be selected based on the 2009 FCA ranking list.

Agenda Item #13: 2010 National Team (NT) Selection Criteria
AWAD – 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event:
DECISION #1: The major AWAD event for 2010 will be the 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event to be held in Stoke Mandeville (England) from July 17-23.
DECISION #2: Only those athletes that meet the LTAD criteria and a minimum of Red Squad criteria may receive FCA funding to attend this event.

Agenda Item #14: National Team Staff Selection
DECISION #1: The Team Leader has HPC authority to select his/her Support Staff.
DECISION #2: Selection of a French-speaking Support Staff person is subject to HPC approval.
DECISION #3: For World Championship and major games/events, NT staff is to be named no later than 12 months prior to the event.
DECISION #4: In the case of the Olympics and Paralympics, the Team Leader is to be named two (2) years out from the Games.
DECISION #5: The 2012 Olympic Games Team Leader must be a staff member of the 2011 World Championship NT and a staff member of the Pan-Am Games NT and the Olympic Test Event
DECISION #6: The 2012 Paralympic Games Team Leader must be a staff member of the 2011 World Championship NT, Para-Pan-Am and Paralympic Test Event (if applicable)
DECISION #7: For Youth National Teams, the same timeline approach noted in decision #s 4, 5 & 6 should be used wherever possible.  
ACTION #1: Calls for Team Leader for 2011 NT and for the 2012 Olympics/Paralympics is to go out by July 2010.

APPENDIX #1 (5th of 6 pages)
MOTIONS, DECISIONS & ACTIONS

Agenda Item #15: Commonwealth Games Trials:
DECISION #1: Name Technical Delegate for CWG Trails ASAP (immediately following naming of host)
ACTION #1: Put out a call to bid to host the CWG Trials ASAP (communicating the above information).
ACTION #2: Scott to forward FCA conferencing moderator and access codes and passwords to J. McDonald ASAP for use in establishing CWG Trials process.
ACTION #3: CWG Trials process to be completed January 31st 2010.

Agenda Item #16: Medical Information Form
DECISION #1: The medical form is to be circulated to all NT members in advance of the NT event and then provided to the Team Leader and other appropriate Support Staff (e.g. Team Doctor if applicable).
ACTION #1: S. Ogilvie to research what forms exist from other NSOs and prepare a draft for HPC review and feedback. Draft form to be circulated for feedback in February 2010.

Agenda Item #17: FCA Equipment Program
- DECISION #1: Canadian team members may recognize sponsors of the FCA on their uniforms in accordance with FITA rules.  Individual sponsor recognition is prohibited.
- DECISION #2: Easton Program members are obliged to wear the Easton patch on their uniform (competition shirt).

Agenda Item #18: AthletesCAN: Bell Connect Program
ACTION #1: S. Ogilvie to forward list of eligible archers to A. Wills (FCA Webmaster) for posting on FCA website ASAP.  
ACTION #2: J. McDonald to email eligible athletes to make them aware.

Agenda Item #22: Update from Youth Team Coordinator
DECISION #1: The Youth Team Coordinator will be funded by FCA to attend the 2011 Canada Winter Games in Halifax. The intent being to identify and recruit young archers and to establish a connection and rapport between the Youth Team Coordinator and these young archers and provincial coaches.
DECISION #2: The same intent noted above will be pursued for the 2010 Outdoor National Championship.  

Agenda Item #24: High Performance Budget
ACTION #1: E. Wilson/S. Ogilvie to draft 2010-11 HP budget and present to the Executive Committee at its January 23-24, 2010 meeting.
DECISIONS from the 2010 event prioritization exercise:
1st Priority: Commonwealth Games - $5,000.00. The costs for the CWG Team will be covered for the most part by the Commonwealth Games Association. However, some funds may be needed for the additional athlete (12th) if the Commonwealth Games Association doesn’t cover the 12th athlete.
2nd Priority: AWAD - 6th Wheelpower/British Wheelchair Archery National Championships & International Invitation Event - $17,500.00
2nd Priority: World Cup, Ogden, Utah - $25,000.00
2nd Priority: Pan-Am Championship - $15,500.00
5th Priority: 2012 Olympic/Paralympic Preparation - $10,000.00
DECISIONS from the 2010 event prioritization exercise cont’d:
6th Priority: World Cup, Antalya, Turkey - $6,000.00. This is viewed as an important event for carding purposes for 2010 but is not an official NT event for 2010.
7th Priority: Development Team Event (to be determined) - $0.00
APPENDIX #1 (6th of 6 pages)
MOTIONS, DECISIONS & ACTIONS

Agenda Item #24: High Performance Budget cont’d
8th Priority: University Championship - $0.00
9th Priority: World Field Championship - $0.00. Athlete way own way. No Team Leader provided at FCA expense.

Agenda Item #25: New Business
i) Athlete Representative
DECISION #1: Two (2) year term. Election to occur in even years.
DECISION #2: Gold, Red or Blue Squad athletes can vote for Athlete Rep.
DECISION #3: Election Process: Put out a call for the Athlete Representative via email & InfoEmail newsletter in June of even years. Nominations accepted until September 30th. Vote to be held in November (i.e. tally votes) at November HPC meeting. We will need our Ranking List completed by the time of the November HPC meeting so we know which athletes can vote.
DECISION #4: Outgoing Athlete Rep attends HPC meeting (at completion of term). The incoming Athlete Rep attends the HPC meting for the next two year (odd and even year).
DECISION #5: HPC will continue to have an AWAD Rep. The same election process described above is to be used.
ACTION #1: S. Ogilvie to confirm whether an FCA Athlete Rep position description exists. If one exists, S. Ogilvie to forward to H. MacDonald.
ACTION #2: S. Ogilvie/H. MacDonald to draft a position description is one does not exist. Prepare draft for Winter 2010.  
ACTION #3: S. Ogilvie/H. MacDonald to develop a mechanism for the Athlete Rep to gather input from athletes and to communicate with athletes.

Agenda Item #25: New Business
iii) Re-formatting FCA’s National Outdoor Target Championship  
DECISION #1: HPC’s proposed National Outdoor Target Championship schedule is as follows:
- Day 1: ½  FITA
- Day 2: ½ FITA
- Day: FITA 720
- Day  4: FCA Open
ACTION #1: E. Wilson and H. MacDonald to develop a full proposal addressing the re-formatting FCA’s National Outdoor Target Championship. DEADLINE: Proposal to be complete by January 15, 2010 for presentation by E. Wilson to the Executive Committee at its meeting scheduled for January 23-24, 2010.

Agenda Item #25: New Business
iv) AWAD Identification and Recruitment
ACTION #1: S. Ogilvie to send S. Lemke contact information for CWSA-BC, CPC contact person, David Greig at Athletics Canada, CWSA (for provincial associations), Canadian Blind Sports Association contact person, Canadian CP Sports Association contact person.
ACTION #2: J. McDonald will email Rob Cox to inform him that FITA rules stipulate that score cards are no longer given to athletes competing at World Championships and World Cups.

Agenda Item #26: Meeting Adjournment

MOTION #HPC2009-05:  Moved that the meeting be adjourned.

Moved by: H. MacDonald                      Seconded by:   J. Gunter                Carried

 

APPENDIX #2
Report to the HPC
Jeff Gunter, Youth Team Coordinator
November 28, 2009

I have been serving as Youth Team Coordinator for just 6 weeks. At this time there is little to report. However, I have provided below, goals that I believe must be pursued over the course of the next year (beginning in January 2010). I welcome input from my HPC colleagues on these goals and other matters related to the Youth Team Program at our meeting this coming weekend.

Goals

1.    By January 1 2010, initiate contact/communication with youth archers using the existing information/database from FCA
2.    By January 30, 2010, develop a database of youth archers who are currently working toward international competition.
3.    By February 28, 2010, develop a monthly tool for use in maintaining ongoing communication using the information in the database.
4.    By March 30, 2010, identify a cadre of youth archers and coaches who have
indicated an intention to train toward the goal of competing at future Youth Olympic Games/World Youth Archery Championships.

Respectfully submitted,
Jeff Gunter
FCA Youth Team Coordinator

APPENDIX #3
Report to the HPC
Susan Lemke, AWAD Team Coordinator
November 28, 2009

Since my appointment to the position of AWAD Coordinator on September 23, 2009, I have had a few tasks forwarded to me to be completed.  With the support of Scott Ogilvie and Joan McDonald, I completed a portion of the AAP carding for Sport Canada for the Athletes with a Disability application.  On Tuesday November 17th we met with Sport Canada (myself via telephone conference) to review and submit the documents.  The AWAD cards of Kevin Evans and Norbert Murphy were successfully defended and both have obtained SR-1 carding for a full year.  Both Scott Ogilvie and I felt it was important to add Karen VanNest’s name to the submission as she met criteria set out by the FCA by obtaining the Gold Squad standard and to show that FCA has taken steps towards expanding it’s competition numbers both through development and by recruitment.  Karen, an already established Paralympian from pistol shooting is not a stranger to competition and once she develops her sport specific skills she will advance rapidly in the archery competition field.

I have obtained all the questionnaires that were completed by the National Team that traveled to Nymberg, Czech Republic.  As well, I have communicated directly with the Team Leader, Vladimir Kopecky, for the 2009 World Championships. There was some good feedback from these evaluations and I will be considering these comments as I move forward to develop a plan for 2010.  

With regards to 2009, the ranking has been completed and is posted on the FCA website. Thank you Joan McDonald and Al Wills.  I will be using the base of this ranking to update for upcoming year.  As for 2010 it is a building year leading into qualifying scores for 2011 in preparation for 2012 in England.  As a result I will be requiring all national team members to submit a yearly training plan for my review. I will consult with the athletes and their personal coaches to ensure we identify and seek performance enhancement opportunities and resources in their communities, and to access and use these to the utmost potential.  These plans are required for all carded athletes by Sport Canada and I will be looking for a plan from all national team members and some of the ‘seed pool’.  As I begin to work with coaches of national team athletes I am hoping to be a resource and support for all the members as we move towards 2012.

I have been in communication with the USA AWAD national team coach Randi Smith.  She has indicated that there could be opportunities to work a co-operative training camp.  She is attending her HPC meeting the same weekend as we are meeting and she hopes to have information for us as soon as possible.  Originally I was not in favor of the team heading to Arizona for the Arizona Cup due to the fact that many years in the past this event has been blasted with wind and causing many problems for the participants both AWAD and Able-bodied.  However, it does appear that the camp that Randi has been speaking of is in conjunction with the Arizona Cup, so when more information comes to light, we will begin to plan from there in order to make the best use of resources and opportunities.   

The Stoke-Mandeville archery event takes place in July 2010. This would be a great non-World Championship year to attend this event, but we have recently obtained the world cup dates so all things are still fluid.  As I am new to the AWAD Coordinator position I am looking at reviewing how the support team members work with the athletes of the national team.  As well, I am looking at how to improve what we have and establish where we could do better with the resources already available.  I will be working in large part to become aware of what training centres near team members supply enhanced performance support and how would that can be accessed.  

After this meeting I am hoping to be able to establish some projected goals for recruitment and performance based on information from the HPC.

I am excited about the possibilities and hope that I can contribute to the development of AWAD in Canada as well as support an already fine foundation of athletes who represent Canada at so many levels already.  

Respectfully submitted,
Susan Lemke
AWAD Team Coordinator

 

APPENDIX #4
Report to the HPC
Nancy Littke, Coordinator of Doping Control & Education
November 28, 2009

I would first like to thank the committee for allowing me to assist the coaches and athletes in this program and to get re-involved with the FCA.  It has been too many years since I have been able to volunteer to work with this organization and this is a perfect opportunity.

I do not have a lot to report at this time as we are still trying to figure out what the role will be, what the needs of the athlete’s and coaches are and what is already available to athlete’s from other sources.  Scott will be giving you a summary of the results from a simple questionnaire I had circulated to the members of the national team and other high performance individuals.  The overwhelming response is the need for easier access and education on what to expect, what can be used safely and of course, the TUES and whereabouts systems.  Over the next few months I will try to discover web-based sites that have this information and training and, with Scott, provide easy access links on the FCA website to this information.  This is a first start and will respond to many of the concerns.  The committee will need to discuss and decide on the importance of providing face to face education for athletes at events such as team trials or national championships.  I would be happy to provide this type of education &/or coordinate with CCES to provide seminars to the athletes at these events.

I will also try to keep everyone abreast of new information from both the FITA MSSC and WADA as I receive it.

I can see there is a definite gap in the high performance program around this issue and will be very happy to try to help the committee fill the needs of their team members.

Thank you again for the opportunity and I look forward to working with you in the future.  Please let me know if you have any specific concerns, suggestions or questions.

My email address is:  littkez@telusplanet.net

Respectfully submitted,
Nancy Littke
Coordinator of Doping Control & Education