2010 FCA Executive/execitf 2010/1/23-24

Executive Committee Meeting January 23 -24, 2010

 

Rideau Room Extended Stay Hotel, Ottawa, ON

 

Present:

Al Wills, President

Trevor Furlotte, V-P Events & Services

Jude Hooey, V-P, 3D Programs

Charlene Parlee, V-P Committees & Projects

Robert Tataryn, V-P, Administration & Marketing

Ed Wilson, V-P, High Performance

Scott Ogilvie, Executive Director

Guest (Saturday until noon hour only): Leslie Murray, Sport Canada Consultant

 

NOTE: The name opposite each agenda item indicates the lead person(s) to address the agenda item.

 

The meeting began at 08:30hrs

 

1.0 Welcome, logistics, administrative items (A. Wills/S. Ogilvie)

- A. Wills welcomed EC members.

- S. Ogilvie spoke briefly to logistical and administrative matters pertaining to the weekend meeting.

 

2.0       Approval of Agenda & New Business (A. Wills) 

 

MOTION #EC2010-01: To accept the agenda as amended.

Moved by:       C. Parlee                     Seconded by: J. Hooey                      Carried

 

3.0       Approval of the August 7th & 9th 2009 Executive Committee (EC) Meeting Minutes (A. Wills) 

 

MOTION #EC2010-02: To accept the minutes of the August 7th & 9th 2009 Executive Committee meeting minutes as presented.

Moved by:                   J. Hooey          Seconded by: E. Wilson                     Carried

 

4.0 Business Arising from the August 7th & 9th 2009 EC Meeting Minutes (A. Wills)

- Page 2, item 4.0 - addressed under agenda item 19.0

- Page 4, item 3.0 - addressed under agenda item 25.2 New Business

- Page 5, item 7.0 - addressed under agenda item 17.0

- Page 6, item 10.0 - addressed under agenda item 6.2.2

 

MOTION #EC2010-03: To accept the business arising from the minutes of the August 7th & 9th 2009 Executive Committee meeting minutes as presented/discussed.

Moved by:       C. Parlee                     Seconded by: J. Hooey                      Carried

 

5.0       Finance (R. Tataryn) 

5.1       2009-10 FY Budget Update (R. Tataryn/S. Ogilvie)

- R. Tataryn provided a brief update on the current fiscal year (FY) budget.

- Membership revenues for 2009 to be wrapped-up very shortly.

 

5.2       2010-11 FY Budget (R. Tataryn/S. Ogilvie)

- R. Tataryn reported that the EC will develop a draft 2010-11 FY budget following input from the various FCA committees and discussion at this Executive Committee meeting. The budgeting exercise will be done under New Business.

- Severance pay to K. Millar was budgeted for FY09-10 and therefore no longer an expense for FY10-11.

 

Report from L. Murray on funding for FY10-11:

- Government-wide freeze on staff travel; cuts across the board. Sport Canada still awaiting confirmation on what its budget will be for FY10-11.

- As much as possible, Sport Canada will manage budget cuts internally, i.e., make cuts to its own internal operations in order to minimize budget impact on NSOs. Sport Canada’s intent is to minimize the budget impact on NSOs and thereby maintain NSO reference levels for FY10-11.

- The last thing that could potentially be reduced is the reference level for NSOs (for FY10-11).

- There will be on cuts the Athlete Assistance Program (carding funds).

- FCA’s Official Languages funds should remain the same for FY10-11, approximately $9K. FCA’s LTAD funding is potentially $9,000 for FY10-11.

- NSOs are provided a budget reference level for 4 years (currently 2009-2012). Reference levels (or core funding) for Excellence and Participation on both the Able-bodied and AWAD side.

- There are 44 summer sports. Each NSO has been given a ranking based on the 2008 Sport Funding and Accountability Framework (SFAF) exercise conducted in 2008.  The amount of funds provided is based on an NSO’s ranking. Any increase or decrease in reference level or ‘core’ funds is introduced gradually.

- Reference level includes 4 blocks and then potential for supplementary funds for Official Languages, LTAD, and Sport Participation Development.

- There are currently only 3 sports that are given core funding for AWAD. Other NSOs (e.g., FCA) must apply each year for AWAD funding at the same time the NSO submits its Contribution Program application.

- To be considered for core reference level funding for AWAD, an NSO must have a specific program targeted at AWAD. Taken into consideration are: the number of athletes; size of the program; and international performance of the athletes.

- FCA needs to begin to collect accurate numbers on its AWAD members.

- L. Murray provided an overview of the Sport Participation Development Program funding and what’s required to qualify for funding.

- Target groups of the government are women/girls, persons with a disability (AWAD) and Aboriginals.

 

5.3       FCA Part-time Staff - Laura Kiraly (S. Ogilvie/R. Tataryn)

 

MOTION #EC2010-04: To increase the hourly wage for Laura Kiraly by $2.00/hour effective February 1st, 2010. Moved by:            R. Tataryn                   Seconded by: C. Parlee                     Carried

 

ACTION: S. Ogilvie to set-up L. Kiraly with laptop for her use when working at national office.

 

5.4       Overview of FY 2009-10 Sport Canada Funding (S. Ogilvie/R. Tataryn)

- An overview of the FY09-10 Sport Canada funding was provided by S. Ogilvie. L. Murray added that the $184K must be spent within the blocks but there’s flexibility to move some of the funds around with the approval from Sport Canada.

- Protected funds under Coaching must be spent in this area only. If not spent, FCA loses it. Funds can’t be taken from the Coaching protected block but funds can be added if requested by an NSO and approved by Sport Canada.

ACTION: S. Ogilvie to submit a formal request to L. Murray requesting shifting of unprotected funds within the unprotected blocks contained in the current Annex E for FY09-10 (as discussed previously in conversation between S. Ogilvie and L. Murray).

 

5.5       2010-11 FY Contribution Application for Sport Canada’s Sport Support Program

- S. Ogilvie stated that the deadline for the Contribution Program application for FY10-11 is February 15th. There is considerable work to be done.

- S. Ogilvie mentioned that FCA may apply for an ‘above reference level’ request for funds for a part-time technical staff person. L. Murray encouraged the FCA to apply but did state that the likelihood of this funding is very slim given the budget cutbacks imposed by the government.

ACTION: S. Ogilvie to set-up ASAP, a meeting with L. Murray to discuss the 2010-11 FY Contribution Program application process and requirements.

 

6.0       Administration

6.1       Policies (R. Tataryn)

- R. Tataryn reported that revisions to FCA’s current harassment and appeal policies (for example) are required. He reported that he reviewed various policies on the Sport Canada website.  His observation is that some of our policies are outdated and some of our policies overlap. Consequently, a number of our policies are confusing, are not clear or concise, and are not easily implemented. He reported that the Appeal policy needs considerable revisions and therefore is the first priority.

- The EC will work towards completion and presentation to the Board for approval (of the Appeal policy and other policies to undergo revisions), for the July 2010 Board meeting.

- L. Murray briefly outlined Sport Canada’s requirements for policies. She cited for example that NSOs must have a formal harassment policy and process in place and an official languages policy. The Official Languages (OL) funding provided by Sport Canada is designed to assist NSOs meet the OL policy requirements.

- L. Murray stated that she is available to assist with questions and review revisions made to our policies.

- R. Tataryn asked for L. Murray’s feedback on FCA’s idea to possibly adopt a ‘branding name’ of ‘Archery Canada’.  He asked if for ‘branding’ purposes it was acceptable for an NSO to have a unilingual name. He stated that the FCA would maintain its incorporated bilingual name of FCA. L. Murray reported that many sports have a ‘branding name’ but have it in both English and French. Sport Canada would not look favourably on a unilingual name, given the Official Languages policy requirements for NSOs.

- In archery’s case the bilingual ‘branding name’ could be Archery/Tir a L’Arc Canada.

 

6.2 2010 Insurance Policy (S. Ogilvie/R. Tataryn)

- The question of whether the FCA insurance policy could be extended to hunters was raised at the August 2009 Board meeting. S. Ogilvie reported that he made inquiries in this regard with BFL Insurance last Fall (with Jim Stirling of BFL) and more recently (with Roxanne Jobin of BFL Insurance). BFL Insurance has said that the FCA must provide it with an accurate number of FCA members that are bow hunters per province, in order for BFL Insurance to provide an accurate quote on the insurance premium.

- We may recruit more members if FCA provides coverage for hunting.

- Look into the cost to provide ‘blanket hunting coverage’ for all FCA members regardless of whether they’re a bow hunter or not (similar to what has been done for crossbow users).

ACTION: S. Ogilvie to continue to consult with BFL Insurance on coverage for bow hunters.

 

6.3       2009 Membership Management Update (R. Tataryn/S. Ogilvie)

- Membership revenues for 2009 to be wrapped-up very shortly. S. Ogilvie provided an update on remaining tasks.

 

6.4       2010 Membership Management Proposal (R. Tataryn/S. Ogilvie) 

- R. Tataryn spoke to the recommendation brought forward by S. Ogilvie to contract K. Millar to undertake for 2010, the various tasks involved in the collection and reporting of membership information from the provincial associations and corresponding membership fees.

- Oversight of the membership portfolio remains the responsibility of S. Ogilvie.

- A. Wills stated that clarification is needed on exactly what level of membership information is required for FCA business purposes (e.g., insurance renewal, auditor, Sport Canada). It may be that too much detailed membership information is collected. Some refinement to the collection and reporting process may be needed.

 

MOTION #EC2010-05: To contract K. Millar to undertake the work required for membership for 2010 and to build into the contract, the training of L. Kiraly to eventually take over the management of the membership portfolio.

Moved by:       R. Tataryn                   Seconded by: J. Hooey                      Carried

 

- L Murray stated that Sport Canada requires the collection and reporting of NSO membership statistics for the SFAF process.  FCA must communicate the level of information required to the provincial associations so they have time to gather this information for the next SFAF process. 

ACTION: L. Murray to provide S. Ogilvie with the SFAF membership requirements.

 

6.5       2011-2013 PSO/FCA Agreements (R. Tataryn/S. Ogilvie) 

- The current PSO/FCA agreements between FCA and the provincial associations (PSO Agreements) come to an end on December 31st 2010. Therefore, the process for renewal of the agreements must begin in the near future and be in place for 2011.

- The EC will attempt to keep the agreements as generic as possible for the next round of negotiations with the provincial associations.

- The agreements should as much as possible be consistent from one province to the next.

- L. Murray stated that she has dealt with PSO/NSO agreement issues in her work with some of her other client organizations. For example, the NSO has introduced a staggered increase in membership rates and payment in order to allow the provincial association to budget over a period of 2-3 years.  

- R. Tataryn stated that ABAM doesn’t pay the insurance portion for the yearly membership rate because ABAM has its own insurance.

- The EC will have a generic PSO/FCA agreement template in place for approval at the July 2010 Board meeting in Halifax.

ACTION: S. Ogilvie to forward the current PSO/FCA agreements to R. Tataryn and A. Wills for them to review and initiate work on the renewal of the PSO/FCA agreements for 2011-2013. 

 

7.0       HPC Business (E. Wilson) 

- E. Wilson highlighted the prioritized National Team (NT) events for 2010 and the corresponding proposed budget for each NT event. This information is noted in the minutes from the HPC’s November 28-29, 2009 meeting.

- E. Wilson provided an overview of the 2010 Equipment Program and how the distribution of equipment was decided.

- Easton has expressed concern about the absence of Easton promotion on the uniforms of those Canadian archers sponsored by Easton. Consequently, FCA will expect Easton sponsored Canadian archers to display the Easton name/logo on their competition clothing.

- The communication between K. Tataryn and Easton has been very good and regular.

- To date there have been 12 applicants for the Win-Win equipment that was conveyed in the December 2009 issue of InfoEmail and the announcement posted on the FCA website.

 

8.0       LTAD Update & Next Steps (S. Ogilvie)

S. Ogilvie provided an update on LTAD work done this past year.

- LTAD Work Group meeting held in Toronto on November 27th 2009

- Purpose of meeting was to address competition review. Work on this had begun in late 2008 but was put on hold due to transition period in FCA staffing and other FCA business priorities in early to mid 2009.

- A major outcome from the meeting was the development of an LTAD Competition Model booklet which contains a number of recommendations. A second draft of the LTAD Competition Model has been circulated to the Board and FCA Committees for review and feedback (deadline February 1st 2010). The draft is currently being translated. Work will begin in February on the design and layout of the LTAD Competition Model booklet and subsequent printing. It will have a similar look and design as the original LTAD booklet.

 

- R. Tataryn stated that we may need to build implementation of the LTAD and adherence to the principles of the LTAD into the PSO agreements to be renewed for implementation in 2011.

– L. Murray reported that the next focus in the LTAD process is implementation. Sport Canada is looking at providing NSOs with funding for implementation strategies and activities. This will involve assisting NSOs in working with PSOs with implementation.

- L. Murray stated that NSOs would not be ‘punished’ for returning unspent LTAD funds from FY2009-10.   

- L. Murray stated that the FCA may receive $9,000 in LTAD funds for FY2010-11.  

- Discussion occurred around the need and feasibility of hiring an LTAD coordinator or lead person for LTAD activities. The Executive Director would work closely with this person.

ACTION: S. Ogilvie to contact Paul Jurbala to determine his interest and availability to serve as contracted LTAD Coordinator.

ACTION: S. Ogilvie to inform L. Murray what amount of funds FCA may return of LTAD funds from FY2009-10. 

 

9.0       FCA Website (A. Wills)

9.1       Bilingual Requirements

- L. Murray reported that there is now closer scrutiny of NSOs’ websites to check on the level of bilingual content on their websites. Concerns were raised that have now gone to the level of the Commissioner of Official Languages, resulting in the directive of closer monitoring of websites.

- Sport Canada consultants have been tasked to review their NSO’s websites to check on and monitor the websites for bilingual content and the extent of bilingualism offered on the website.

- L. Murray stated that so far FCA is okay however closer scrutiny is in affect.

ACTION: FCA to review its website to ensure main pages of the website are bilingual.

 

9.2       Website Maintenance

- Webmaster, A. Wills reported that he’s not pleased with the new format of the FCA website. He suggested that we hire someone to revise the website design and layout.

- R. Tataryn reported that feedback he has gathered on marketing (communicated in the Fall issues of InfoEmail), suggests that the website needs to be more appealing and that the content needs to be re-organized.

- A. Wills reported that he has obtained a quote for $2K to build a new website from scratch and a monthly fee of $75.00. Consulting firm is Cool New Media (Kevin Slagboom) of Victoria. Reference provided is the website designed by Kevin Slagboom for Lakehill Soccer.com website.

- A. Wills also suggested that the website be designed and equipped such that Committee Chairs could add and remove information as required without having to go through the Webmaster.

- During the meeting the EC viewed a variety of NSO websites to obtain a sense of what design and layout the EC  thought were good models to follow for a re-design. Baseball Canada’s website was cited as a good model to follow.

- It was also suggested that the photo content be increased and that the website be built to have the capacity to  rotate pictures.

- R. Tataryn stated that the EC will address the cost it’s prepared to pay for website work, as part of Sunday’s budgeting exercise.

 

10.0     Reports (and business arising from reports not covered in the agenda) (A. Wills) 

10.1     President (Appendix 1) 

10.2     V-P Committees & Projects (Appendix 2) 

10.3     V-P 3D Programs (Appendix 3) 

10.4     V-P Administration & Marketing

10.5     V-P Events & Services (Appendix 4) 

10.6     V-P International

10.7     V-P High Performance

10.8     Executive Director

10.9     Technical Advisor - 2011 Canada Winter Games (Appendix 5) 

 

 

10.1     President

A. Wills highlighted items contained in his report (emailed in advance of meeting and hard copies provided at meeting).  Written report appended to these minutes (Appendix 1). Verbal highlights are as follows:

- Since becoming President in August 2009, it has been a very busy with a number of activities and issues.

- The President provided a brief update on insurance renewal for 2010 and some of the issues:

i) If the FCA continues to recognize and provide insurance coverage for crossbow users (for non-hunting activities only), the ABA is fearful that the AB government will allow crossbow hunters access to its own bowhunting season in AB and thereby reduce the length of the bow hunting season in AB.

ii) The President made it clear that provision of insurance coverage to crossbow users does not mean that FCA will introduce a crossbow category into FCA Championships.

iii) Hunting insurance coverage BFL needs to know how many bow hunters (FCA members) are bow hunters. At the moment we don’t have the numbers. We estimate that close to 2/3rds of the membership may be bow hunters.

- Conflict of 2010 FCA Outdoor Nationals with the USA Nationals has raised concerns from some coaches. FCA can’t dictate to the Host Organizing Committees when FCA Nationals must be held. USA Nationals are not a fixed date; it varies from one year to the next.  A. Wills reported that he has been corresponding with USA Archery to determine their National Championship dates for the next few years, so that we can provide this information the HOC for our Nationals Championships with hopes of minimizing future schedule conflicts with the USA Archery Championships. USA Archery has indicated it will know soon what its National Championship dates are for 2011, 2012 and 2013.  Discussion on date conflict to be continued under agenda item

- Facebook and Twitter pages are now in place for FCA. Archer Vanessa Lee volunteered to take this on for FCA following conversation with A. Wills (in his role as FCA’s Webmaster). There have been lots of ‘hits’ on the Facebook and Twitter pages.

- An announcement and information about the 2010 Indoor Regional Championships was late in getting done by the Coordinator, Carolin Schmidt. However, everything is now ‘up-and-running’.

- A. Wills reported that he feels FCA has “tapped out our volunteers” and the time they have available to do more work.  Therefore, we “need to address staffing” and increase FCA’s capacity through hiring additional staff where and when possible.

 

10.2     V-P Committees & Projects

- C. Parlee verbally highlighted the items contained in her written report (emailed in advance of meeting and hard copies provided at meeting).  Written report appended to these minutes (Appendix 2).

 

10.3     V-P 3D Programs

J. Hooey verbally highlighted the items contained in her written report. Written report appended to these minutes (Appendix 3). Verbal highlights were as follows:

- On the whole things are going well. A few issues have had to be addressed since the last EC meeting in Ottawa (January 2009).

- Feedback was received from 3D Committee members regarding the proposed rule change on age changes and then forwarded to Roger Garrod, Chair of the Rules Committee in December 2009.

- CanBow 3D Program needs revisions. Item for discussion under item 15.0. How does current Program match with FCA’s LTAD?

- 2009 3D National Team did very well at the 2009 3D World Championship in Italy last September. Samantha Wright of BC captured the bronze medal.

- 3D Committee will develop 2011 National Team selection criteria by end of March 2010. Hope to announce it at 2010 3D Indoor Nationals.

- Planning and preparations for the 2010 3D Indoor Championship to be held in Red Deer, AB are going well. Mike Screen is Chair of the Host Organizing Committee again this year. He’s providing strong leadership and organizational skills.

- Need to increase communication with 2010 Outdoor Nationals Host Organizing Committee.

ACTION: If available, S. Ogilvie to forward an electronic version of 3D CanBow program to J. Hooey.

 

 

10.4     V-P Administration & Marketing

- B. Tataryn indicated that his updates have been or will be provided under various items on the agenda (e.g., item 5.0 Finance)

- B. Tataryn thanked S. Ogilvie for his work over the past year.

 

10.5     V-P Events & Services

- T. Furlotte verbally highlighted the items contained in his written report (emailed in advance of meeting and hard copies provided at meeting).  Written report appended to these minutes (Appendix 4).

- T. Furlotte added the following: i) the feasibility of continuing to have an FCA national kit and equipment container is at issue and will be discussed under agenda item 14.0; ii) suggested changes to the format will be addressed under agenda item 17.0; and iii) the issue of whether FCA remains in the business of selling merchandise (e.g., targets) and therefore the need for warehousing will be discussed under agenda item 13.0.

 

10.6     V-P International

- A. Wills verbally reported that he continues to liaise with FITA and COPARCO on an ongoing basis and to represent FCA at international meetings and to address issues on behalf of FCA.

- He also reported that he continues to liaise with COC and Commonwealth Games on an ongoing basis and to represent FCA at their Board meetings and to address issues on behalf of FCA. He cited that he attended the Commonwealth Games Board meeting in early January. He reported that Richard Towler, Team Leader for the 2010 Commonwealth Games (CWG) in New Delhi, India, also attended the CWG Board meeting.

 

10.7     V-P High Performance

E. Wilson provided a verbal report on HPC activities. Verbal highlights were as follows:

- Team Leaders selection process for 2010 through 2012 has been posted.

- Posted priorities for 2010.

- Work on 2010 Trials process will be completed very soon.

- Commonwealth Games (CWG) Team Leader Richard Towler is well organized and communicating with potential CWG National Team athletes.

- Olympic Coach minimum certification is level 3. No NCCP certification is required for a Team Leader.

- Team Leader handbook being developed by R. Towler and J. McDonald.

- By April 15th, HPC hopes to announce the 2011National Team selection criteria and process.

- Call for bids to host the 2010 National Team Trials was circulated a week ago.

- HPC has approved Youth Team Coordinator, Jeff Gunter to attend 2011 Canada Winter Games.

 

10.8     Executive Director

- S. Ogilvie verbally reported that this past year has been a busy year with plenty of things learned and experienced. S. Ogilvie expressed his thanks and appreciation to the Executive Committee for its support, guidance and patience throughout the first year of his employment with FCA.

 

10.9     Technical Advisor - 2011 Canada Winter Games

- C. Parlee verbally highlighted the items contained in Phil Parlee’s written report (hard copies provided at meeting).

Written report appended to these minutes (Appendix 5).

 

MOTION #EC2010-04: To accept the reports as submitted or presented.

Moved by: E. Wilson                           Seconded by: R. Tataryn                                Carried

 

11.0     Marketing Ideas (R. Tataryn)

- R. Tataryn outlined that in a Fall 2009 issue of InfoEmail he had asked for marketing and fundraising ideas from the FCA membership.  There were just a handful of members that responded by email with suggestions and with feedback on the website. R. Tataryn stated that he wanted to focus this today’s discussion on the following items:

- FCA logo

- FCA branding

- FCA website

- Sponsorship recruitment & recognition

- W. Reinhart fundraising proposal for the 3D Program.  R. Tataryn briefly outlined that Will Reinhart of NB and the AANB representative on the 3D Committee proposed and presented a fundraising initiative at the July 2009 3D Committee meeting in Amos, QC. Jude (Hooey) will speak to this later in this agenda item. 

 

FCA Logo

- R. Tataryn asked the Executive Committee members for their views on the current FCA logo. It was agreed that the current logo is looking “a little dated” and that a new look is needed. It was agreed that we should maintain the maple leaf as part of the logo. 

 

ACTION: S. Ogilvie to ask the FCA membership for ideas on a new logo design in an upcoming issue of InfoEmail

 

- Current sponsors on website: Silver Scent (sponsor of 2010 Indoor 3D Nationals), Win & Win, The Bow Zone, Neet, TOXOFIL, Easton.

- Difficult to recruit archery equipment suppliers. Need to recruit from outside archery community and bigger companies, e.g., Loblaws.

- Considerable time and effort needs to be invested in developing sponsorship proposals. R. Tataryn hasn’t had the time to address this yet.

- J. Hooey offered to help out in preparing application forms for funding and sponsorship.

- FCA could possibly make inroads into private schools where potential sources of funds (parents) could be accessed (corporate and community leaders). 

- J. Hooey provided background on Will Reinhart proposal for raising funds for the 3D Program. The proposal entails the sale of lottery tickets by individual club members with proceeds going to the individuals and to the club. Obtain buy-in from the provincial associations and affiliated clubs across Canada. To be a fundraising partnership, spearheaded by FCA. Executive Committee feedback: i) considerable risk; ii) what’s the risk vs. reward; iii) large administrative workload to carry-out this fundraising venture; iv) will need to obtain a lottery number for each province which can be a lengthy and difficult process. 

- A further suggestion for raising funds for the 3D Program is to circulate a letter from the President asking for donations to the 2011 3D National Team. Include in newsletters, post on website. InfoEmail and separate email to all clubs and PSOs asking for donations to 3D 2011 National Team.  Approach individuals and provide tax receipt. Would need to develop a small background document on 3D archery and the 3D Program to accompany letters/emails.

 

ACTION: A. Wills to investigate possibly setting-up a PayPal account for donations on the FCA website. 

 

ACTION: Investigate creating an electronic tax receipt at some point in future that can then be emailed when donations are made to the FCA or the Canadian Archery Foundation. 

 

12.0     Canadian Archery Foundation (S. Ogilvie/A. Wills)

- An update provided by A. Wills. Work on Book of Remembrance to be initiated; calligraphy for ‘hard’ Book of Remembrance. For 2010 Outdoor Nationals plan to have Book of Remembrance in place and ready for display. Plans to develop a website for the Foundation.

- R. Tataryn stated that the registration of the Foundation with the Canada Revenue Agency (CRA) is probably two  years “down the road” . For audit purposes, the Foundation donations received are a reserve fund for a future Foundation. Focus for now is on creating Book of Remembrance and the Foundation website.

- Establishment of a Board of Directors is a task for further down the road (likely to occur simultaneously with the registration with the CRA).

 

 

13.0     FCA Merchandise, Inventory & Warehousing Update & Proposed Plans for Future

(T. Furlotte/S. Ogilvie)

- This agenda item was originally raised and discussed at the August 7th 2009 Executive Committee meeting in Laval. Discussion occurred but the item was tabled until the January 2010 Executive Committee meeting for further discussion and a decision. The following comments are contained in the August 7th 2009 meeting minutes:

- E. Wilson/S. Ogilvie raised the issue of merchandise sales and warehousing of merchandise at our warehouse (Wills Transfer in Ottawa).

- There has not been alot of merchandise sales since S. Ogilvie’s arrival at FCA. The cost of monthly storage is roughly $140-$150/month. Is this cost-effective given the low amount of sales?

- The FCA’s administrative handling of merchandise orders takes time (amongst other responsibilities of the Executive Director), e.g., handling and submission of orders, invoicing.

- Essential items such as CanBow products; medals, volunteer recognition pins, etc. could be kept at the FCA office and orders filled and invoicing done as required.

- Should FCA really be in the business of selling products such as targets? Targets can be purchased by clubs from archery supply companies. Many clubs are already purchasing targets from other suppliers.

- Prioritize what FCA really needs to continue selling, e.g., FCA rule books, pins, medals, coach manuals, CanBow, products, decals.

- May not need to inventory rule books but rather print on demand.

- Consideration to be given to FCA getting out of the business of selling merchandise.

- A place to warehouse archival items will need to be found if we do move out of the merchandise business.

- Investigate the feasibility of licensing some of our products to official FCA licensees.

 

Further discussion on this subject occurred at the January 2010 Executive Committee meeting.  The highlights of the discussion are captured below:

- Considerable money still remains tied-up in the warehousing of various sales merchandise. Sales for much of the merchandise has been very slow. Approximately $150/month is charged by the warehousing firm contracted by FCA (Wills Transfer - no relation to the FCA President Al Wills).

- There remains a huge inventory of a variety of targets but sales are far from brisk. Items such as targets could be purchased by members and clubs from target suppliers such as Maple Leaf Press in Michigan (which is the supplier from which the FCA buys its targets). Other products such as judge shirts could be ‘farmed out’ to clothing suppliers for sale to judges. Some other merchandise could also be ‘farmed out’ for sales directly to FCA members. Other products such as CanBow could be brought ‘in house’ and thereby stored, sold and distributed from the national office.

- FCA does not have the capacity to be an archery supply business.  The cost vs. benefits points towards getting out of the merchandise business.

- The warehouse is also ‘home’ to many archived files and items of a historical nature.  These latter items could be warehoused elsewhere at a substantially lower cost while some items could be kept at the national office.

- T. Furlotte reported that he, A. Wills and S. Ogilvie conducted a review of items listed in inventory (December 2009 and January 2010).

 

- T. Furlotte recommended to the Executive Committee that the FCA to get out of the business of selling merchandise (e.g., targets).

- The Executive Committee agreed with the recommendation which then led to the following motion:

 

MOTION #EC2010-05: That the FCA no longer be in the business of selling merchandise and archery supplies.

Moved by: R. Tataryn                                      Seconded by: E. Wilson                                  Carried

 

-  Discussion occurred around getting that currently warehoused at Wills Transfer down to a manageable list of items for warehousing at another location.

- Some items in storage at the warehouse are outdated and not worth keeping. A number of items were removed from the warehouse prior to the Executive Committee meeting in order to identify what some items actually are and to determine what items are of value or no longer of value to the FCA and therefore what could possibly be thrown out or recycled (e.g., outdated coach manuals). This task would have to be done on several occasions.

- Discussion occurred around pricing for targets. It was decided to reduce the prices with hopes of generating increased sale of targets and eventually reducing the targets inventory to zero at the warehouse. The target types and prices decided on and to be communicated (in InfoEmail for example) are as follows:

  • Item A241 – 40 cm Single 3-spot.  Price $0.25/target
  • Item A242 - 40cm Triangular 3-spot. Price $0.25/target
  • Item A243 – 40 cm Vertical 3-spot. Price $0.25/target
  • Item A244 – 60 cm Target Faces. Price $0.35/target
  • Item A245 – 80 cm Tyvek Faces. Price $2.00/target.
  • Item A246 – 122cm Tyvek Faces. Price $4.50/target.

 

ACTION: S. Ogilvie to make FCA membership aware that FCA is getting out of the business of selling targets and to promote the sale of targets to clubs, provincial associations, previous customers, etc. through personal emails and InfoEmail.

ACTION: S. Ogilvie to conduct an inventory of items at national office. Consider hiring a student to carry-out this task.

ACTION: S. Ogilvie to remove judge products from warehouse and inventory at FCA national office.

ACTION: S. Ogilvie to find out what the Canadian Wheelchair Sports Association (CWSA) pays for its storage.

 

14.0     FCA Equipment & Container Update & Next Steps (T. Furlotte)

- This agenda item was originally raised and discussed at the August 7th 2009 Executive Committee meeting in Laval. Discussion occurred but there was agreement that this was a complex issue that couldn’t be resolved at the Executive Committee meeting (August 7th 2009) and that the issue would require further discussion and investigation to address the feasibility of FCA continuing with the equipment container.  The following comments are contained in the August 7th 2009 meeting minutes:

- C. Parlee stated that AANS is counting on the equipment and container being available to it for hosting the 2010 Outdoor Target, Field and 3D National Championships.

- Caledon A.C. has stored the container and equipment for the past 3 years.

- Discussion ensued on where the FCA will store the container after the 2010 Championships. 

- The FCA equipment container in concept is a sound idea, however in practicality it hasn’t worked well. Host Organizing Committees seem to be reluctant to pay the cost to have the container shipped to the Championship venue. Hosts use their own equipment and borrow from other clubs rather than spend to have the container delivered.

- B. Savage has informed us that the clocks need re-wiring.

- Discussion occurred about whether the EC should consider the sale of the equipment to clubs and the container itself after 2010.

- In some respects the equipment container has become a ‘white elephant’ for the FCA.

 

Further discussion on this subject occurred at the January 2010 Executive Committee meeting.  The highlights of the discussion are captured below:

- The original intent was for the ‘kit’ to be available to the Host Organizing Committee (HOC) of the Outdoor National Championships and for the ‘kit’ and the container in which it is stored to be moved each year to the host venue. The kit/container would then be stored by the HOC after the Championships and the next year’s HOC would then arrange for transport of the kit//container to the next year’s host venue. All costs are to be borne by the HOC. Unfortunately, the ‘kit’ has not been used by any Championships HOC since the Championships were hosted by Caledon Archery Club a few years ago. HOC have been able to secure the equipment needed to stage the Championships and no HOC is interested in paying the significant cost to have the kit/container transported to their venue.  For example, to avoid the costs of hauling the kit/container from Caledon to Laval for the 2009 Championships, the 2009 HOC arranged to pick-up what equipment it needed for the Nationals (from the kit) and transport it back to Laval from Caledon AC in a rented truck. Its plan at the time was to then haul the container back to Caledon after the 2009 Championships.

- In the end, an agreement was reached between AANS and the Laval HOC, for AANS to arrange pick-up and transport of the ‘kit’ back to NS sometime after the 2009 Championships. This has since been done.

- As contained in T. Furlotte’s report (Appendix 4), Don Lohnes of the HOC is not pleased with this outcome.

- In an exchange of emails done last Fall, A. Wills and S. Ogilvie explained the circumstances leading to the outcome and how and why the situation arose.

- The kit/container has remained stored at Caledon AC for the past few years. Caledon AC has graciously allowed the storage of the kit/container on its property for the past few years at a minimal storage fee to the FCA. Caledon AC is no longer interested in storing the kit/container.

- Is it cost effective for FCA to continue to maintain the kit/container and to continue with the original intent of having the kit/container rotate around to the Championships HOC each year?  What are we going to do with the container and equipment post 2010 Nationals? In practicality the intent of the kit/container is not working.

 

- The following motions were passed.

 

MOTION #EC2010-06: That the FCA sell the contents of the ‘National Kit’ while at the 2010 National Championships in Halifax. The lights and timing system, radios and provincial flags will not be sold but will remain as FCA property and for use at National Championships.

Moved by: E. Wilson                                       Seconded by: J. Hooey                                   Carried

 

 

MOTION #EC2010-07: That the FCA sell the container used for storing the ‘National Kit’, prior to the 2010 Outdoor National Championships.

Moved by: E. Wilson                                       Seconded by: R. Tataryn                                Carried

 

ACTION: A. Wills/R. Tataryn to determine sales price for the container.

 

15.0     3D Programs (J. Hooey)

 

15.1     2010 FCA 3D National Indoor & Outdoor Championships

- J. Hooey reported that she has been in regular communication with the organizing committee for the 2010 Indoor 3D National Championship. The Central Alberta Archers Association is playing host to the 2010 SilverScent Canadian Indoor 3D Archery Championships. The Championships will be held April 9 – 11, 2010 at the Westerner Agri-Center in Red Deer, Alberta.  The Central Alberta Archers Association hosted the 2009 Championship and did an excellent job. They are well on their way to doing an excellent job again this year.  There was a concern about some poor sportsmanship at the 2009 3D Indoor National Championship and how to avoid it this year.  J. Hooey believes it was an isolated incident and had nothing to do the Championship itself (it was a hunting related issue).  J. Hooey will be meeting with the organizing committee on February 26 in Red Deer.

- J. Hooey reported that she has been in communication with the organizing committee for the 2010 Outdoor 3D National Championship. The Kings Archers of Kentville, NS are playing host to the Outdoor 3D Championship.

 

15.2     Recommendations from 2009 3D Committee Meeting

J. Hooey reported the following: 

- Submitted 3D rule changes to the FCA Rule Committee and participated in the review and acceptance of 3D and target rules.

- The 3D Committee accepted the age category changes made by FITA and have already implemented them.  The changes will be in effect at the 2010 Indoor 3D Championships in Red Deer this April.

- Pictures of the targets will be expected at the Indoor as well as the Outdoor Championship.

- The method of breaking critical ties in 3D tournaments has been revised.

- The classes for the masters have changed.  If there are 4 competitors that are 50 plus and they want to shoot a bowhunter class, they will be permitted to do so.  This is a suggestion that was brought forth and approved at the 2009 3D Committee meeting in Amos.  The 3D Committee will re-evaluate it in Nova Scotia this summer.

 

15.3     3D CanBow Program

- 3D CanBow Program needs to be revised. The extent of the revisions is uncertain.

- Discussion on the 3D CanBow Program led to discussion on possible revisions to the CanBow Program in general (content, resource materials, badges, etc.).

- Discussion around whether CanBow needs a simple ‘facelift’ or a complete revamp in terms of content and ‘look’/design.

- Need to determine the level of revisions required.

- CanBow revisions could become a part of an LTAD Coordinator’s and LTAD contractor’s responsibility.

- Include AWAD into CanBow program resources.

- Accessing Sport Canada’s ‘Sport Participation Development’ block of funds is a potential source of revenue to carry-out CanBow revisions. We must first determine the extent of revisions required before applying for these funds.

 

ACTION: S. Ogilvie to email J. Hooey electronic version of 3D CanBow Program. 

 

16.0 2010 FCA National Outdoor Target & Field Championships (T. Furlotte)

- Conflicts in dates between FCA’s National Outdoor Championships and provincial and international competitions occur from time-to-time.

- This year the FCA Outdoor Nationals overlap with the USA Nationals. This date has raised concerns from some coaches of high performance athletes.

- S. Ogilvie reported that a concern with the dates of the 2010 Outdoor Championships was raised by D. Rousseau, FTAQ President, because of the conflict in dates with QC’s 2010 Provincial Summer Games.

- A. Wills stated that FCA can’t dictate to the Host Organizing Committees when FCA Nationals must be held. USA Nationals are not a fixed date; it varies from one year to the next.  As reported under the President’s report, A. Wills  has been corresponding with USA Archery to determine their National Championship dates for the next few years, so that we can provide this information the HOC for our Nationals Championships. USA Nationals is generally the first week of August but there is no guarantee from year-to-year. USA Archery has indicated it will know soon what its National Championship dates are for 2011, 2012 and 2013.

- A. Wills stated that it is FCA’s intent to “find a date that creates the fewest date conflicts.”  The hope is we can minimize future schedule conflicts with the USA Archery Championships.

 

RECOMMENDATION: That HOCs be encouraged to host the FCA Outdoor Nationals the last week of July and first weekend of August whenever possible.

 

- A. Wills is the Technical Delegate for the Outdoor Target and Field National Championships.

 

National Outdoor Target & Field Championships – Proposed New Format (T. Furlotte/E. Wilson) 

- Initial discussions on this subject occurred at the August 7th 2009 Executive Committee meeting in Laval. Email discussion between some athletes, coaches and volunteers (E. Wilson) preceded the August 7th 2009 Executive Committee meeting. Hugh MacDonald’s 2009 Athlete Representative report to the Board, contained suggestions for improving the format of the National Target Championships. The above discussions/suggestions and discussions/suggestions that have occurred since that time, have led to the proposal contained in Appendix 6 of these minutes.  The proposal was circulated by E. Wilson for review and consideration.

- If approved by the Board, the new format would not be implemented until 2011.

 

MOTION #EC2010-08: That the proposed new format for the National Outdoor Target & Field Championship be circulated to the Board for review, discussion and decision at the July 2010 FCA Board meeting.

Moved by: T. Furlotte                                                  Seconded by: R. Tataryn                                Carried

 

ACTION: E. Wilson/S. Ogilvie to circulate the proposal to the Board for review and discussion prior to the July 2010 FCA Board meeting.

 

17.0     2010 Board Meeting & AGM (T. Furlotte/S. Ogilvie) 

- Discussion on setting the dates of the Executive Committee and Board/AGM meetings in Halifax this July. The intent is to avoid any date and time conflicts with competition.

The current schedule is as follows:

- Official practice begins Friday, July 23rd

- Opening ceremony begins at 8:30, July 23rd

- Target competition begins the morning of July 24th

 

DECISION: The Executive Committee will meet over dinner (6:00pm) on Friday, July 23rd (and will meet after dinner if required). The Executive Committee will meet again on Monday, July 26th if required (time to be confirmed).

 

DECISION: Board meeting to be scheduled for Saturday, July 24th at 2:00pm. Meeting will close with the AGM at 6:00pm.  If there’s a need for further Board business, it will be done after the AGM.

 

DECISION/ACTION: S. Ogilvie to ask Don Lohnes to move the Fred Usher Cup to Monday afternoon, July 26th.

 

- Town Hall meeting: This proved successful and valuable in 2009 in Laval. The intent is to provide information to the membership on various FCA matters and to field questions, concerns and suggestions from the membership. It was agreed that there is much value in holding the Town Hall meeting again in 2010 in Halifax.

DECISION: Town Hall meeting to be held the afternoon of Monday, July 26th following the Fred Usher Cup.

 

DECISION: 3D Committee meeting to be held Friday, July 30th at 1:00pm (in Kentville, NS).

 

- FCA Annual Awards: Currently held at the AGM. Discussion about possibly holding the presentation at the opening ceremony or awards night.  Some have said then awards ceremony and banquet is already too long already).

DECISION: Present annual awards at the Awards Banquet. Call all winners on stage at once and make presentation of the FCA Annual Achievement Awards.

ACTION: S. Ogilvie to inform D. Lohnes of this process and format for presentation of the FCA Annual Awards.

 

- The following positions are up for election in 2010: V-P High Performance, V-P Committees & Projects and V-P Administration & Marketing.

 

18.0     FCA Annual Achievement Awards Nominees (C. Parlee)

- C. Parlee informed the Executive Committee of the award nominations received by the deadline. The Executive Committee reviewed and discussed the various nominations and arrived at its decision for award winners. The President called for a motion to approve the FCA Achievement Awards winners.

- NOTE: To ensure the names of the winners of the FCA Annual Achievement Awards are not known until the Awards banquet to take place at the National Championships in Halifax (July 27th 2010), the winners’ names have been removed from these minutes for posting on the FCA website.

 

MOTION #EC2010-05: That the following persons be awarded the FCA Annual Achievement Awards for 2009 (to be awarded at the 2010 National Outdoor Championships awards banquet in Halifax).

 

D.M. Lovo Award (for outstanding contribution to the sport of archery in Canada): ____________

The Greg Durward Volunteer of the Year:                  ____________

Hank Wiseman Coach of the Year:                             ____________

Frank Jones Male Athlete of the Year:                        ____________

Dorothy Lidstone Female Athlete of the Year:            ____________

Tom Mack Junior Male Athlete of the Year:                ____________

Junior Female Athlete of the Year:                             ____________

Sylvio Beauregard Judge of the Year:                        ____________

 

Moved by:  C. Parlee                          Seconded by: R. Tataryn                               Carried

 

ACTION: S. Ogilvie to email all nominators and thank them for their nominations.

ACTION: S. Ogilvie to have name plates made and mounted for permanent awards.

ACTION: S. Ogilvie to arrange to have photos taken of each award for posting on the FCA website.

 

19.0     Judge Committee (C. Parlee) 

 

19.1     Update on Activities

- C. Parlee provided a brief update on judge activities over the past year. See Appendix 2.

 

19.2     2010-11 Budget

- C. Parlee presented the budget prepared by the Judge Committee. See Appendix 7.

- Questions were raised surrounding the line item ‘International Judge Training Support’. Specifically: what training opportunity, when, cost and who will attend.

- S. Ogilvie clarified that the ‘Sport Officials of Canada’ line item included the annual membership and the conference fee for one official.

- More information is required on the line item ‘Update Judge Instructor Manual’. Specifically, what are the plans and timelines for updating the manual.

- The Executive Committee needs more information before it can approve the budget request

ACTION: C. Parlee to revise budget and obtain clarification/further information on the questions raised above. And re-submit the budget and provide the clarification/further information to R. Tataryn.

 

19.3     Judge Uniform

- FCA has a large supply of cotton red judge golf shirts, stored at the warehouse.

- Typically the FCA places an annual order of judge shirts in mid-winter.

- Some judges have expressed a desire to have the judge shirts changed to a new style and colour.

ACTION: S. Ogilvie to hold-off placing order for judge shirts.

ACTION: S. Ogilvie to investigate judges’ interest in changing judge shirt style and colour for 2010 (contact Ghislain Arsenault)

 

 

MOTION #EC2010-07: That the FCA Judge Committee is empowered to determine the make-up of the FCA judge uniform.

Moved by: E. Wilson                                       Seconded by: C. Parlee                                              Carried

 

19.4 Judge Training Clinics

- Each year at the Outdoor Nationals, Ghislain Arsenault (Chair, Judges Committee) organizes and delivers a judge training clinic. C. Parlee reported that he’s never received an honoraria. Clinic participants each pay a $50.00 clinic fee.

DECISION: Use some of the clinic fees to go towards an honoraria for Ghislain Arsenault, Chair of the Judges Committee.

ACTION: Amount of honoraria to be confirmed.

 

20.0     Tournament Registration Process (T. Furlotte/S. Ogilvie) 

- T. Furlotte presented a proposal originally made by E. Wilson on new guidelines for registering tournaments with FCA and FITA and a new fee structure. See Appendix 8.

- NOTE: This agenda item was originally presented by E. Wilson (in his capacity as V-P Events & Services) at the August 7th 2009 Executive Committee meeting in Laval. Discussion occurred and the following comments are contained in the August 7th 2009 meeting minutes:

- The proposal generated considerable discussion.

- There was agreement that changes are required and revisions to the process are required.

- S. Ogilvie added his input surrounding the current process and some of the shortcomings of the current process.

- It was suggested that we need to include a 3D registration fee.

- The above suggestion and attached proposal (Appendix 8) was further discussed at the January 2010 Executive Committee meeting, resulting in the following motion:

 

MOTION #EC2010-08: That the tournament registration guidelines and fees as outlined in Appendix 8 contained in these minutes, be adopted and implemented effective April 30th 2010.

Moved by: E. Wilson                                       Seconded by: R. Tataryn                                            Carried

 

21.0     FITA Rule Changes Update & Next Steps in Process (E. Wilson/S. Ogilvie)

- Lots of rule changes for 2010. Roger Garrod, Chair of the FCA Rules Committee has been very busy working with his Committee colleagues in making rule change recommendations. The following rule changes went before the Board of Directors and 3D Committee for review and approval. They were subsequently adopted and implemented effective January 1st 2010.

4.2.3.3 To compete in a Junior class, a person must be 20 or younger on December 31 of the current year.

4.2.3.4 To compete in a Cadet class, a person must be 17 or younger on December 31 of the current year.

- Other rule changes are being prepared by the FCA Rules Committee. Many of these are consistent with new tournament formats announced by FITA, but also include updates to Canadian rules. These will be circulated to the Board of Directors and 3D Committee for review and approval in mid to late winter.  The Rules Committee is working towards April 1st 2010 approval and implementation.

- Thanks and appreciation expressed for the work undertaken by Roger Garrod, Chair of the FCA Rules Committee and his Committee colleagues.

- Suggestion that in future FCA should attempt to approve all rule changes at one time rather than a ‘staged approach’ as is being done this year.

- A procedural question was raised by C. Parlee, i.e., should the Rules Committee fall under C. Parlee’s portfolio as V-P Committees & Projects and therefore should she sit as a member of the Rules Committee?

- The above was confirmed.

 

ACTION: C. Parlee to email R. Garrod and make him aware that the Rules Committee falls under C. Parlee’s portfolio as V-P Committees & Projects and therefore C. Parlee is to sit as a member of the Rules Committee.

 

- This then led to questions about where the Mail Match Program and the LTAD project fall.

- It was confirmed that the Mail Match Program falls under the portfolio of the V-P Events & Services, T. Furlotte. Therefore, the Mail Match Program Coordinator, Trina Snooks reports to T. Furlotte.

- It was confirmed that the LTAD project falls under the portfolio of the Committees & Projects, C. Parlee. Therefore, when appointed the LTAD Coordinator will report to C. Parlee.

 

ACTION: S. Ogilvie to coordinate the updating of the Volunteer Handbook to reflect that above.

 

- A procedural question was asked by S. Ogilvie regarding the review and approval of all FCA Committee minutes. It was confirmed that Committee minutes remain in draft form until the Committee approves the minutes at the Committee’s next meeting.  Committee Chairs are to receive the first draft of their Committee meeting minutes from the Executive Director, review them and provide feedback to the Executive Director. The Executive Director then makes revisions where required. The Committee draft minutes are then to be circulated to the Executive Committee for its review and information. The Committee draft minutes are then circulated to all the Committee members. The minutes are then posted on the FCA website as draft minutes (not yet approved by the Committee).

 

22.0    Major Event Hosting Manual (A. Wills)

- The Major Event Hosting Event manual is currently in draft format. The manual currently includes the following events as FCA major events: QC Provincials, Spring Classic and Canada Cup. Further work on the manual is required.

DECISION: At the moment completion of this manual is not viewed as a high priority amongst more pressing FCA business matters. Therefore, work on this manual will remain on hold until further notice.

 

23.0 Sport Building Update (S. Ogilvie)

- A the August 7th Executive Committee meeting in Laval, S. Ogilvie reported that a large number of Ottawa-based national sport organizations (NSOs) were investigating the feasibility of building a national sport building with funds from the NSOs and the Federal government. A funding application had been made to the Federal Infrastructure Program.

- S. Ogilvie reported that the movement to establish a ‘sport building’ for national sport organizations based n Ottawa, has recently lost momentum and will likely fall through all together. The request for federal government funding from the ‘Infrastructure Program’ was not approved. Therefore, it is very unlikely a ‘sport building’ will come to fruition in the near future.

- S. Ogilvie confirmed that the office lease we share with the Canadian Wheelchair Sports Association (CWSA) ends this June 30th (2010).  CWSA intends to remain in the current office space and to re-sign another 5-year lease. S. Ogilvie recommended that the FCA re-sign the lease with the CWSA for another 5-years.

 

MOTION #EC2010-09: That the FCA re-new its office lease with the CWSA for another 5-year term, at the current national office location.

Moved by: T. Furlotte                                      Seconded by: C. Parlee                                              Carried

 

24.0     New Business (A. Wills)

 

24.1     Budgeting Exercise (R. Tataryn)

- R. Tataryn led the Executive Committee through the drafting of a budget for fiscal year 2010-11.

ACTION: R. Tataryn/S. Ogilvie to continue work on the draft budget following the Executive Committee meeting and present a revised draft budget for Board approval.

 

The following budget revenue and expense areas and amounts were identified. NOTE: This is not necessarily a complete identification of revenues and expenditures. That below is not a budget but rather a start point for R.Tataryn and S. Ogilvie to prepare a first draft budget.

 

Revenues for FY2010-11

Sport Canada ‘core’ funding: $230,000

Sport Canada AWAD funding: $35,000

Sport Canada Official Languages funding: $9,000

Sport Canada LTAD funding: $9,000

Membership dues: $70,000

Tournament registrations: $14,000

Indoor Regionals/Mail Match): $5,000

Asset sales: $3,000

Coaching Association of Canada: $10,000

Surplus from FY2009-10: $10,000

 

Expenditures for FY2010-11

Salaries: $90,000 (Executive Director, part-time office assistant, bookkeeper, Webmaster, contractors)

Office acquisitions (computer equipment, furniture): $2,000

Website re-design/maintenance: $3,000

Translation: $10,000

Coaching Program: $12,000

LTAD activities: $10,000

Judges (includes FCA’s costs for judges to officiate at Indoor & Outdoor National Chps): $12,000

Meetings/Governance: $63,000

High Performance Events: $80,000 (Able-bodied $62,000, $18,000 AWAD)

FITA Expenses (tournament registrations, pins, membership): $5,000

Insurance: $18,000

Warehousing: $2,500

Target, Field & 3D Championships (includes FCA’s costs for Technical Delegate, meetings with HOC, medals, annual awards, 3D plaques): $18,000

Marketing (e.g., new logo design): $2,000

National Office administrative and operational expenses: $16,000

Insurance: $18,000

Canadian Indoor Regionals & Mail Match Program (medals, mailing of medals): $2,500

CanBow Program Revisions: $10,000

 

Listing of ongoing and new translation activities for FY2010-11:

- Review website and identify what needs French updating or first-time translation

- Policy updates

- 3D Hosting Manual

- InfoEmail

- LTAD resources

- NCCP coaching resources

- Meeting minutes

- National Team correspondence, selection criteria

- Carding criteria, agreement, etc.

 

ACTION: R. Tataryn/S. Ogilvie to prepare a draft budget for Executive Committee review, feedback and approval. Budget to be revised as required and then circulated the Board for review and approval. ACTION: R. Tataryn/S. Ogilvie to circulate budget to Board for approval in spring 2010 (email vote).

 

24.2     Proposed Meeting of EC and Committee Chairs

- NOTE: This agenda item was originally presented by E. Wilson (in his capacity as V-P Events & Services) at the August 9th 2009 Executive Committee meeting in Laval. The following comments were captured in the August 9th 2009 meeting minutes:

- E. Wilson suggested the EC consider staging a meeting of the EC and Committee Chairs. This could be staged for example at the Outdoor National Championships or another FCA event. S. Ogilvie to place the E. Wilson suggestion noted above on the EC meeting agenda (January 2010 meeting).

 

- The above suggestion was discussed at the January 2010 Executive Committee meeting. Suggested that the Executive Committee meet with the various Committee Chairs at the Outdoor Nationals in Halifax. A number of Committee Chairs will be present, for example: Bruce Savage, Coaching Certification Committee; Ghislain Arsenault, Judges Committee; Roger Garrod, Rules Committee, Ed Wilson, HPC.

- Meet for a half hour with each Chair to obtain their comments on what’s going well, areas of concern, issues, etc.

- Encourage Chairs to present their report at the AGM.

ACTION: S. Ogilvie to communicate this to the various Chairs in advance of the National Championships.

 

24.3     National Office Computer Equipment and Technical Consulting Services

 

MOTION #EC2010-10: S. Ogilvie to research purchase of a new desktop computer and accessories and technical consulting services. And based on the research and advice gathered, proceed with acquisition for FCA national office.

Moved by: R. Tataryn                   Seconded by: J. Hooey                              Carried

 

24.4     Website Re-design

 

MOTION #EC2010-11: To proceed with FCA website re-design and maintenance as per proposal outlined by A. Wills.

Moved by: R. Tataryn                   Seconded by: J. Hooey                              Carried

 

25.0     Meeting Adjournment (A. Wills)

 

MOTION #EC2010-12: That the meeting be adjourned.

Moved by: C. Parlee                    Seconded by: J. Hooey                              Carried

 

Meeting adjourned at 2:00pm on Sunday, January 24, 2010.


Appendix 1

Allan Wills, President

Executive Committee Report

January 23, 2010

 

This has been a particularly busy fall and winter, which will probably turn out to be FCA’s busiest year ever, at least on the HP front, with team after team and world cup after world cup happening this year.

I have worked closely with the office and various committees throughout this period, the exchanges go from the routine to the panicked, however, I am pleased with our progress, and there are a number of issues:

Insurance:

Whether by good fortune or happenstance, Scott was able to negotiate us an excellent renewal rate for our insurance, which included crossbows. This alone, should keep at least one of our time wasters off the debate for a while. We need to be aware of the revenue generated by the insurance program and try to rest all of the constant questions and debate it brings up every year. This year Alberta (bowhunting side) has been particularly aggressive in their questioning. I hope we have allayed their concerns; however, I am aware of how quickly they could be gone and the significant hit that could mean to our bottom line. Scott and I are working with Vickilynne Schleppe on this.

International Issues

Significant changes were made on the international front last year, which come into effect this year concerning age groups and new compound and recurve competitions. While we were aware of these changes coming, it underlines the movement of international archery and how sometimes it does not reflect what may be domestic archery in Canada. We are lucky with the good communications we have with FITA, however we have to be ready to react to outside influences such as these.

Communications

-        Nationals dates, NAA ETC

-        Webpage, Facebook, Twitter

-        Maintenance issues

-        Bilingual issues

Nationals

-        Domestic  event, need it to still be a HP event

  1. Format?

Indoor Nationals / Indoor 3D Nationals

-        Regionals more and more relying on the website, volunteer

Volunteers

-        Volunteers stepping up to keep down the office workload, however we need to ensure our volunteers are known to us, that is what they do and cannot do, we never like to lose a volunteer, however, sometimes a volunteer not working cost us more time than we gain by having that person working for us.

Office

-        The office continues to be overloaded, we need to seriously look at some sort of staffing increase and ways to allow Scott to run the association rather than work the association. While this will be discussed Sunday AM, much of the problems of the office will have to be discussed during the meeting.

 


Appendix 2

Charlene Parlee, V-P Committees and Projects

Executive Committee Report

January 23, 2010

 

  1. Voted on all vote by mail motions

 

  1. Worked with Ghislain Arsenault on the Judging program – Part of Ghislain’s program was to bring all the Provincial Judging Coordinators to the Nationals in Montreal to present the judging program that has been worked on for the past few years. The objective was to get all provinces to follow a similar format in certifying provincial judges so that when they come to the National level they are well prepared. This should, in time, help speed up the certification process for National Judges. All provinces had input into the session and there was agreement that there was a lot of similarities between provinces.

 

  1. A very successful judge training clinic was held in Montreal last August and the 6 judges and 3 Judge Candidates who worked the  Nationals were appreciated by the participants.

 

  1. Bruce Savage has taken the lead as the Chairperson for the CCC – the members of the committee continue to work together to ensure that tasks are completed. Approached Bill Haining about joining this committee and after considerable thought he decided to join.

 

  1. Started the ball rolling for the 2009 FCA Awards. Some revisions and clarifications were made and the notices were sent out several times. Sent messages soliciting nominations to several committees. Thanks to the High Performance Committee who ensured we will have a nomination for each Award.


 

Appendix 3

Jude Hooey, V-P 3D Programs  

Executive Committee Report

 

Since the last Executive Committee meeting, I have dealt with several issues and concerns.  On the whole, everything is going well with my portfolio.

 

I have:

1. Submitted 3D rule changes to the FCA Rule Committee and participated in the review and acceptance of 3D and target rules.

a) The 3D Committee accepted the age category changes made by FITA and have already implemented them.  The changes will be in effect at the 2010 Indoor 3D Championships in Red Deer this April.

b) Pictures of the targets will be expected at the Indoor as well as the Outdoor Championship.

c) The method of breaking critical ties in 3D tournaments has been revised.

d) The classes for the masters have changed.  If there are 4 competitors that are 50 plus and they want to shoot a bowhunter class, they will be permitted to do so.  This is a suggestion that was brought forth and approved at the 2009 3D Committee meeting in Amos.  We will re-evaluate it in Nova Scotia this summer.

 

2. Brought with me a proposal for fund raising that was devised by Wil Rinehart of NB.  After he explained his idea to the 3D Provincial Reps, I was asked to present it to the EC for approval and implementation.  It is hoped that the funds raised would be used to fund 3D archers to international competitions.

 

3. Reviewed the CanBow skill development program with revising 3D in mind.  However, in view of the new LTAD, I think the whole book needs to be revised.

 

4. Revisited the criteria for the selection of the 2009 FITA World 3D team.  It is my hope that the 3D Committee will develop criteria for choosing the 2011 Canadian FITA 3D team by March 30 and announce the criteria at the Indoor 3D National Championship in April.

 

5. Heard from the AB 3D rep that the ABA that they may withdraw from the FCA because crossbows are now insured through the FCA insurance. I was asked to locate the decision made by the BoD to insure crossbows and let them know when the decision was made.  However, I can’t seem to find it.

 

6. Been in contact with the organizing committee for the 2010 Indoor 3D National Championship. The same club that hosted the 2009 Championship is hosting this one.  They did an excellent job last year and are on the way to doing it again.  There was a concern about some poor sportsmanship at the Nationals last year and how to avoid it this year.  I think it was an isolated incident and had nothing to do the Championship itself.  It was hunting related.  I will be meeting with the committee on February 26 in Red Deer.

 

7. Been in contact with the Kings Archers in Kentville, NS that will be hosting the 2010 Outdoor 3D Championship. In the next couple of weeks, I will get into specifics with them.

 

I would like to thank Scott for the excellent letters of support that were sent to both of the clubs to help them in submitting applications for provincial grants.

 

Respectfully submitted by:

Jude Hooey

 


Appendix 4

Trevor Furlotte, V-P Events and Services  

Executive Committee Report

January 23, 2010

 

Equipment Container up date and next steps:

Back ground info.  Quebec drove a cube van to Caledon and packed it with only the items they wanted.  During the nationals they made arrangements with NS to take it off their hands.  This saved the cost of returning it to Caledon.  Don Lohnes was not consulted about this deal and has never been too thrilled about what happened.  As a result NS has had to find a place to store this equipment and pay for that space.  Don has said from the beginning that since the entire kit was not picked up in Caledon that they should not be held responsible for anything that went missing.  There was a question of a missing butt.  It turns out the butt was missing since before the kit went to Caledon in 2007.  The plan for the equipment’s return is for Bob Sheppard to pull it to Caledon in a trailer.

I believe that the FCA needs to create a policy that more strictly controls the use of our Nationals Kit Equipment or this type of situation is bound to continue.  Future host committees should be required to take the whole container or nothing at all.

FCA Merchandise, Inventory & Warehousing Update & Proposed Plans for Future: Scott and I have discussed the possibility of selling off as much as we can.  Toss what we don’t need/want and then send the rest to me to store if need be.  There was the issue of me being responsible for shipping items out.

2010 FCA National Outdoor Target & Field Championships: All of the major details have been confirmed.  Venues, accommodations and dates have all been established.  The website will soon be up with all the details.  Also the logo is 99% finished.  Again this year there is concern that the date chosen conflicts with the US Open.

 

Respectively Submitted by: Trevor Furlotte


 

Appendix 5

Philip Parlee – Technical Advisor

2011 Canada Winter Games

January 23, 2010

 

Considerable progress has been made towards February 2011 in the last year-

 

The Technical Package was completed and released in February of 2009 and I have not heard any questions or complaints about the package so it would appear that it is accepted and understood by all the provinces.

 

The biggest hurdle that was causing great concern was the lack of agreement between the Halifax School Board, the Province and the Canada Games Committee on the use of two schools for the Games. This agreement was only reached in October of this year.

 

There has been considerable communication between the Canada Games Organizing group , the Provincial Sport Leader and myself regarding a whole host of topics for definition of roles of minor and major officials, arrival dates of athletes and officials, daily timing of events, bussing requirements , venue equipment, athlete equipment and specific timing for medal ceremonies to name a few items.

 

The Provincial Sport Leader has exerted a lot of time and energy putting together a Test event to be held in September of this year. This was initially intended to be a major Canadian Event but the Province and AANS is only willing to support a local event. The event is still on but scaled down considerably from the original intentions due to serious financial restrictions.

 

This weekend, January 23, 2010 there is a Train the Trainer session in Halifax for all the officials and event chairs to see how things need to be adjusted. The Test event in September will be an opportunity to see if the lessons learned have been acted upon.

 

Need to clarify bilingual capability for officials and information.

 

Philip Parlee

Archery Technical Advisor

2011 Canada Games , Halifax NS

 

 

 

 

Appendix 5

Philip Parlee – Technical Advisor

2011 Canada Winter Games

January 23, 2010

 

Info Bullets

 

 

Athlete housing for the Games will be in a block of 4 hotels in the downtown area all connected to the World Trade and Convention Center which will be the main venue for the Games. The hotels are blocking off complete floors of their hotels for security and management of the athletes.

 

An extra day has been added to each week of the 2011 Canada Games to facilitate competition and travel

 

Team size cut to 4 – one each of male and female compound and recurve

 

Team Competition is mixed team by equipment

 

Format adjusted- extra day of unofficial practice – 2 FITA’s qualifying instead of 1

 

Storm Day allowance on the Friday

 

Venue upgrades required- lighting and individual locks for classrooms

 

Two Judges participated at Nationals in Laval 2009

 

Don Lohnes appointed by FCA as the Sport Information Officer

 


Appendix 6

Proposal to Amend

Schedule for FCA Outdoor National Target & Field Championships

 

Day 1-

Am:

Official Practice

Pm:

Fred Usher Cup/Opening Ceremonies

 

Day 2-

Am:

Group 1 FITA 1440-Long Distances

Group 2 Field Official Practice

PM:

Group 1 FITA 1440-Short distances

Group 2 Field rounds (24 targets)

 

Day 3-

Am:

Group 2 FITA 1440-Long Distances

Group 1 Field Official Practice

PM:

Group 2 FITA 1440-Short distances

Group 1 Field rounds (24 targets)

 

Day 4-

Am:

Group 1 FITA 720 Round

Pm:

Group 2 FITA 720 Round

 

Day 5-

FCA Open

 

National Target Champions will be named based on the result of the FITA 1440 combined with the FITA 720 round. National Field Champions will be named based on the 24 target field total.

The composition of “Group 1” and Group 2” will be determined by the entries received. The intent is that the field be split, and that all archers in any division shoot the same rounds on the same day.

Should the host club be able to accommodate all archers on the FITA/Field course the same day, it would be permissible to not split the field and have all archers shoot FITA/Field on the same day.

Provinces will be asked to submit their names for the Fred Usher Cup prior to official practice.

This format is proposed to be introduced in time for the 2011 championships.

 

 

Appendix 7

Judging Budget

April 1, 2010-March 31, 2011

 

Sport Officials of Canada $325                $325

 

3D Indoor National – 3 judges

Per diem: 3 judges X $40/day x 3 days          $360

Travel: 2 X $400; 1 X $100                             $900                $1,260

 

Target/Field Nationals – 6 judges

Per diem: 6 judges X $40/day x 8 days          $1,920

Travel: 3 X $600; 3 X $200                             $2,400             $4,320

 

3D Outdoor National – 4 judges

Per diem: 4 judges X $40/day x 3 days          $640

Travel: 2 X $400; 1 X $100                             $1,600             $2,240

 

Trials – 3 judges, 1 DOS HPC event 

Per diem: 4 officials X $40/day x 3 days         $0.00

Travel: 4 X $600                                              $0.00               $0.00

 

Judging Clinic – 3 sessions $300                $300 (room rent)

 

International Judge Candidate Support $2,500             $2,500

 

Update Judge Instructor Manual $0.00               $0.00 (not in FY2010-11)

 

Postage $300                $300 

 

Copying/printing $500                $500

$11,745

Appendix 8

2010 FCA/FITA Tournament Registration Guidelines

 

2010 FCA/FITA Tournament Registration Guidelines

 

2010 Outdoor Season Early Registration Deadline: April 30, 2010

 

Fees:

FCA Outdoor Rounds - $30.00

FITA Outdoor Rounds - $50.00

(GST included)

 

Late Registration/Date Change Premium: $10.00 per event (all tournaments registered after the early registration deadline are subject to this fee).  FCA registered tournaments must be registered no later than 2 weeks prior. FITA STAR tournaments must be registered no later than 1 month prior to the tournament.

 

All Tournament Registrations must include a completed tournament registration form. See form below.

 

2010-2011 Indoor Season Early Registration Deadline: October 30, 2010

Fees:

FCA Indoors Rounds - $30.00

FITA Indoor Rounds - $50.00

 

Late Registration/Date Change Premium: $10.00 per event (all tournaments registered after the early registration deadline are subject to this fee). FCA registered tournaments must be registered no later than 2 weeks prior. FITA STAR tournaments must be registered no later than 1 month prior to the tournament.

 

All Tournament Registrations must include a completed tournament registration form. See form below.

 

Appendix 8

2010 FCA/FITA Tournament Registration Guidelines

 

Tournament Registration Form

 

Host Club:______________________________________

 

Club Location:___________________________________

 

Club Contact Person:_______________________________

 

Phone Number:____________________________________

 

Email:___________________________________________

 

 

Tournament Information:

 

Date:__________________               Date:__________________

 

Round:_________________              Round:__________________

 

Schedule:__________________        Schedule:__________________

 

Register with FCA: ____                     Register with FCA: ____

OR (check one)                                   OR (check one)

Register with FITA: ____                    Register with FITA: ____

 

 

Date:__________________               Date:__________________

 

Round:_________________              Round:__________________

 

Schedule:__________________        Schedule:__________________

 

Register with FCA: ____                     Register with FCA: ____

OR (check one)                                   OR (check one)

Register with FITA: ____                    Register with FITA: ____

 

 

Date:__________________               Date:__________________

 

Round:_________________              Round:__________________

 

Schedule:__________________        Schedule:__________________

 

Register with FCA: ____                     Register with FCA: ____

OR (check one)                                   OR (check one)

Register with FITA: ____                    Register with FITA

 

 

Present:          

Al Wills, President

Trevor Furlotte, V-P Events & Services

Jude Hooey, V-P, 3D Programs

Charlene Parlee, V-P Committees & Projects

Robert Tataryn, V-P, Administration & Marketing      

Ed Wilson, V-P, High Performance

Scott Ogilvie, Executive Director

Guest (Saturday until noon hour only): Leslie Murray, Sport Canada Consultant                 

 

NOTE: The name opposite each agenda item indicates the lead person(s) to address the agenda item.

 

The meeting began at 08:30hrs

 

1.0           

Welcome, logistics, administrative items (A. Wills/S. Ogilvie)

- A. Wills welcomed EC members.

- S. Ogilvie spoke briefly to logistical and administrative matters pertaining to the weekend meeting.

 

2.0       Approval of Agenda & New Business (A. Wills) 

 

MOTION #EC2010-01: To accept the agenda as amended.

Moved by:       C. Parlee                     Seconded by: J. Hooey                      Carried

 

3.0       Approval of the August 7th & 9th 2009 Executive Committee (EC) Meeting Minutes (A. Wills) 

 

MOTION #EC2010-02: To accept the minutes of the August 7th & 9th 2009 Executive Committee meeting minutes as presented.

Moved by:                   J. Hooey          Seconded by: E. Wilson                     Carried

 

4.0       Business Arising from the August 7th & 9th 2009 EC Meeting Minutes (A. Wills)

- Page 2, item 4.0 - addressed under agenda item 19.0

- Page 4, item 3.0 - addressed under agenda item 25.2 New Business

- Page 5, item 7.0 - addressed under agenda item 17.0

- Page 6, item 10.0 - addressed under agenda item 6.2.2

 

MOTION #EC2010-03: To accept the business arising from the minutes of the August 7th & 9th 2009 Executive Committee meeting minutes as presented/discussed.

Moved by:       C. Parlee                     Seconded by: J. Hooey                      Carried

 

5.0       Finance (R. Tataryn) 

5.1       2009-10 FY Budget Update (R. Tataryn/S. Ogilvie)

- R. Tataryn provided a brief update on the current fiscal year (FY) budget.

- Membership revenues for 2009 to be wrapped-up very shortly.

 

5.2       2010-11 FY Budget (R. Tataryn/S. Ogilvie)

- R. Tataryn reported that the EC will develop a draft 2010-11 FY budget following input from the various FCA committees and discussion at this Executive Committee meeting. The budgeting exercise will be done under New Business.

- Severance pay to K. Millar was budgeted for FY09-10 and therefore no longer an expense for FY10-11.

 

Report from L. Murray on funding for FY10-11:

- Government-wide freeze on staff travel; cuts across the board. Sport Canada still awaiting confirmation on what its budget will be for FY10-11.

- As much as possible, Sport Canada will manage budget cuts internally, i.e., make cuts to its own internal operations in order to minimize budget impact on NSOs. Sport Canada’s intent is to minimize the budget impact on NSOs and thereby maintain NSO reference levels for FY10-11.

- The last thing that could potentially be reduced is the reference level for NSOs (for FY10-11).

- There will be on cuts the Athlete Assistance Program (carding funds).

- FCA’s Official Languages funds should remain the same for FY10-11, approximately $9K. FCA’s LTAD funding is potentially $9,000 for FY10-11.

- NSOs are provided a budget reference level for 4 years (currently 2009-2012). Reference levels (or core funding) for Excellence and Participation on both the Able-bodied and AWAD side. 

- There are 44 summer sports. Each NSO has been given a ranking based on the 2008 Sport Funding and Accountability Framework (SFAF) exercise conducted in 2008.  The amount of funds provided is based on an NSO’s ranking. Any increase or decrease in reference level or ‘core’ funds is introduced gradually.

- Reference level includes 4 blocks and then potential for supplementary funds for Official Languages, LTAD, and Sport Participation Development.

- There are currently only 3 sports that are given core funding for AWAD. Other NSOs (e.g., FCA) must apply each year for AWAD funding at the same time the NSO submits its Contribution Program application.

- To be considered for core reference level funding for AWAD, an NSO must have a specific program targeted at AWAD. Taken into consideration are: the number of athletes; size of the program; and international performance of the athletes.

- FCA needs to begin to collect accurate numbers on its AWAD members.     

- L. Murray provided an overview of the Sport Participation Development Program funding and what’s required to qualify for funding.

- Target groups of the government are women/girls, persons with a disability (AWAD) and Aboriginals.

 

5.3       FCA Part-time Staff - Laura Kiraly (S. Ogilvie/R. Tataryn)

             

MOTION #EC2010-04: To increase the hourly wage for Laura Kiraly by $2.00/hour effective February 1st, 2010. Moved by:            R. Tataryn                   Seconded by: C. Parlee                     Carried

 

ACTION: S. Ogilvie to set-up L. Kiraly with laptop for her use when working at national office.

 

5.4       Overview of FY 2009-10 Sport Canada Funding (S. Ogilvie/R. Tataryn)

- An overview of the FY09-10 Sport Canada funding was provided by S. Ogilvie. L. Murray added that the $184K must be spent within the blocks but there’s flexibility to move some of the funds around with the approval from Sport Canada.

- Protected funds under Coaching must be spent in this area only. If not spent, FCA loses it. Funds can’t be taken from the Coaching protected block but funds can be added if requested by an NSO and approved by Sport Canada.

ACTION: S. Ogilvie to submit a formal request to L. Murray requesting shifting of unprotected funds within the unprotected blocks contained in the current Annex E for FY09-10 (as discussed previously in conversation between S. Ogilvie and L. Murray).

 

5.5       2010-11 FY Contribution Application for Sport Canada’s Sport Support Program

- S. Ogilvie stated that the deadline for the Contribution Program application for FY10-11 is February 15th. There is considerable work to be done.

- S. Ogilvie mentioned that FCA may apply for an ‘above reference level’ request for funds for a part-time technical staff person. L. Murray encouraged the FCA to apply but did state that the likelihood of this funding is very slim given the budget cutbacks imposed by the government.

ACTION: S. Ogilvie to set-up ASAP, a meeting with L. Murray to discuss the 2010-11 FY Contribution Program application process and requirements.

 

6.0       Administration

6.1       Policies (R. Tataryn)

- R. Tataryn reported that revisions to FCA’s current harassment and appeal policies (for example) are required. Hereported that he reviewed various policies on the Sport Canada website.  His observation is that some of our policies are outdated and some of our policies overlap. Consequently, a number of our policies are confusing, are not clear or concise, and are not easily implemented. He reported that the Appeal policy needs considerable revisions and therefore is the first priority.

- The EC will work towards completion and presentation to the Board for approval (of the Appeal policy and other policies to undergo revisions), for the July 2010 Board meeting.

- L. Murray briefly outlined Sport Canada’s requirements for policies. She cited for example that NSOs must have a formal harassment policy and process in place and an official languages policy. The Official Languages (OL) funding provided by Sport Canada is designed to assist NSOs meet the OL policy requirements. 

- L. Murray stated that she is available to assist with questions and review revisions made to our policies.

- R. Tataryn asked for L. Murray’s feedback on FCA’s idea to possibly adopt a ‘branding name’ of ‘Archery Canada’.  He asked if for ‘branding’ purposes it was acceptable for an NSO to have a unilingual name. He stated that the FCA would maintain its incorporated bilingual name of FCA. L. Murray reported that many sports have a ‘branding name’ but have it in both English and French. Sport Canada would not look favourably on a unilingual name, given the Official Languages policy requirements for NSOs.

- In archery’s case the bilingual ‘branding name’ could be Archery/Tir a L’Arc Canada.  

 

            6.2       2010 Insurance Policy (S. Ogilvie/R. Tataryn)

- The question of whether the FCA insurance policy could be extended to hunters was raised at the August 2009 Board meeting. S. Ogilvie reported that he made inquiries in this regard with BFL Insurance last Fall (with Jim Stirling of BFL) and more recently (with Roxanne Jobin of BFL Insurance). BFL Insurance has said that the FCA must provide it with an accurate number of FCA members that are bow hunters per province, in order for BFL Insurance to provide an accurate quote on the insurance premium.

- We may recruit more members if FCA provides coverage for hunting.

- Look into the cost to provide ‘blanket hunting coverage’ for all FCA members regardless of whether they’re a bow hunter or not (similar to what has been done for crossbow users). 

ACTION: S. Ogilvie to continue to consult with BFL Insurance on coverage for bow hunters.  

 

            6.3       2009 Membership Management Update (R. Tataryn/S. Ogilvie)

- Membership revenues for 2009 to be wrapped-up very shortly. S. Ogilvie provided an update on remaining tasks.

 

            6.4       2010 Membership Management Proposal (R. Tataryn/S. Ogilvie) 

- R. Tataryn spoke to the recommendation brought forward by S. Ogilvie to contract K. Millar to undertake for 2010, the various tasks involved in the collection and reporting of membership information from the provincial associations and corresponding membership fees.  

- Oversight of the membership portfolio remains the responsibility of S. Ogilvie.

- A. Wills stated that clarification is needed on exactly what level of membership information is required for FCA business purposes (e.g., insurance renewal, auditor, Sport Canada). It may be that too much detailed membership information is collected. Some refinement to the collection and reporting process may be needed.    

             

MOTION #EC2010-05: To contract K. Millar to undertake the work required for membership for 2010 and to build into the contract, the training of L. Kiraly to eventually take over the management of the membership portfolio. 

Moved by:       R. Tataryn                   Seconded by: J. Hooey                      Carried

 

- L Murray stated that Sport Canada requires the collection and reporting of NSO membership statistics for the SFAF process.  FCA must communicate the level of information required to the provincial associations so they have time to gather this information for the next SFAF process. 

ACTION: L. Murray to provide S. Ogilvie with the SFAF membership requirements.

 

6.5       2011-2013 PSO/FCA Agreements (R. Tataryn/S. Ogilvie) 

- The current PSO/FCA agreements between FCA and the provincial associations (PSO Agreements) come to an end on December 31st 2010. Therefore, the process for renewal of the agreements must begin in the near future and be in place for 2011. 

- The EC will attempt to keep the agreements as generic as possible for the next round of negotiations with the provincial associations.

- The agreements should as much as possible be consistent from one province to the next.

- L. Murray stated that she has dealt with PSO/NSO agreement issues in her work with some of her other client organizations. For example, the NSO has introduced a staggered increase in membership rates and payment in order to allow the provincial association to budget over a period of 2-3 years.  

- R. Tataryn stated that ABAM doesn’t pay the insurance portion for the yearly membership rate because ABAM has its own insurance.   

- The EC will have a generic PSO/FCA agreement template in place for approval at the July 2010 Board meeting in Halifax.

ACTION: S. Ogilvie to forward the current PSO/FCA agreements to R. Tataryn and A. Wills for them to review and initiate work on the renewal of the PSO/FCA agreements for 2011-2013. 

 

7.0       HPC Business (E. Wilson) 

- E. Wilson highlighted the prioritized National Team (NT) events for 2010 and the corresponding proposed budget for each NT event. This information is noted in the minutes from the HPC’s November 28-29, 2009 meeting.

- E. Wilson provided an overview of the 2010 Equipment Program and how the distribution of equipment was decided.

- Easton has expressed concern about the absence of Easton promotion on the uniforms of those Canadian archers sponsored by Easton. Consequently, FCA will expect Easton sponsored Canadian archers to display the Easton name/logo on their competition clothing.

- The communication between K. Tataryn and Easton has been very good and regular.

- To date there have been 12 applicants for the Win-Win equipment that was conveyed in the December 2009 issue of InfoEmail and the announcement posted on the FCA website.

 

8.0       LTAD Update & Next Steps (S. Ogilvie)

S. Ogilvie provided an update on LTAD work done this past year.

- LTAD Work Group meeting held in Toronto on November 27th 2009

- Purpose of meeting was to address competition review. Work on this had begun in late 2008 but was put on hold due to transition period in FCA staffing and other FCA business priorities in early to mid 2009.

- A major outcome from the meeting was the development of an LTAD Competition Model booklet which contains a number of recommendations. A second draft of the LTAD Competition Model has been circulated to the Board and FCA Committees for review and feedback (deadline February 1st 2010). The draft is currently being translated. Work will begin in February on the design and layout of the LTAD Competition Model booklet and subsequent printing. It will have a similar look and design as the original LTAD booklet. 

 

- R. Tataryn stated that we may need to build implementation of the LTAD and adherence to the principles of the LTAD into the PSO agreements to be renewed for implementation in 2011.

– L. Murray reported that the next focus in the LTAD process is implementation. Sport Canada is looking at providing NSOs with funding for implementation strategies and activities. This will involve assisting NSOs in working with PSOs with implementation.

- L. Murray stated that NSOs would not be ‘punished’ for returning unspent LTAD funds from FY2009-10.   

- L. Murray stated that the FCA may receive $9,000 in LTAD funds for FY2010-11.  

- Discussion occurred around the need and feasibility of hiring an LTAD coordinator or lead person for LTAD activities. The Executive Director would work closely with this person.

ACTION: S. Ogilvie to contact Paul Jurbala to determine his interest and availability to serve as contracted LTAD Coordinator.

ACTION: S. Ogilvie to inform L. Murray what amount of funds FCA may return of LTAD funds from FY2009-10. 

 

9.0       FCA Website (A. Wills)

            9.1       Bilingual Requirements

- L. Murray reported that there is now closer scrutiny of NSOs’ websites to check on the level of bilingual content on their websites. Concerns were raised that have now gone to the level of the Commissioner of Official Languages, resulting in the directive of closer monitoring of websites.

- Sport Canada consultants have been tasked to review their NSO’s websites to check on and monitor the websites for bilingual content and the extent of bilingualism offered on the website. 

- L. Murray stated that so far FCA is okay however closer scrutiny is in affect.

ACTION: FCA to review its website to ensure main pages of the website are bilingual.

 

            9.2       Website Maintenance          

- Webmaster, A. Wills reported that he’s not pleased with the new format of the FCA website. He suggested that we hire someone to revise the website design and layout.

- R. Tataryn reported that feedback he has gathered on marketing (communicated in the Fall issues of InfoEmail), suggests that the website needs to be more appealing and that the content needs to be re-organized.

- A. Wills reported that he has obtained a quote for $2K to build a new website from scratch and a monthly fee of $75.00. Consulting firm is Cool New Media (Kevin Slagboom) of Victoria. Reference provided is the website designed by Kevin Slagboom for Lakehill Soccer.com website.

 - A. Wills also suggested that the website be designed and equipped such that Committee Chairs could add and remove information as required without having to go through the Webmaster.

- During the meeting the EC viewed a variety of NSO websites to obtain a sense of what design and layout the EC  thought were good models to follow for a re-design. Baseball Canada’s website was cited as a good model to follow.

- It was also suggested that the photo content be increased and that the website be built to have the capacity to  rotate pictures.

- R. Tataryn stated that the EC will address the cost it’s prepared to pay for website work, as part of Sunday’s budgeting exercise.

 

10.0     Reports (and business arising from reports not covered in the agenda) (A. Wills) 

10.1     President (Appendix 1) 

10.2     V-P Committees & Projects (Appendix 2) 

10.3     V-P 3D Programs (Appendix 3) 

10.4     V-P Administration & Marketing

10.5     V-P Events & Services (Appendix 4) 

10.6     V-P International 

10.7     V-P High Performance

10.8     Executive Director

            10.9     Technical Advisor - 2011 Canada Winter Games (Appendix 5) 


 

10.1     President

A. Wills highlighted items contained in his report (emailed in advance of meeting and hard copies provided at meeting).  Written report appended to these minutes (Appendix 1). Verbal highlights are as follows:

- Since becoming President in August 2009, it has been a very busy with a number of activities and issues.

- The President provided a brief update on insurance renewal for 2010 and some of the issues:

i) If the FCA continues to recognize and provide insurance coverage for crossbow users (for non-hunting activities only), the ABA is fearful that the AB government will allow crossbow hunters access to its own bowhunting season in AB and thereby reduce the length of the bow hunting season in AB.

ii) The President made it clear that provision of insurance coverage to crossbow users does not mean that FCA will introduce a crossbow category into FCA Championships.

iii) Hunting insurance coverage BFL needs to know how many bow hunters (FCA members) are bow hunters. At the moment we don’t have the numbers. We estimate that close to 2/3rds of the membership may be bow hunters.

- Conflict of 2010 FCA Outdoor Nationals with the USA Nationals has raised concerns from some coaches. FCA can’t dictate to the Host Organizing Committees when FCA Nationals must be held. USA Nationals are not a fixed date; it varies from one year to the next.  A. Wills reported that he has been corresponding with USA Archery to determine their National Championship dates for the next few years, so that we can provide this information the HOC for our Nationals Championships with hopes of minimizing future schedule conflicts with the USA Archery Championships. USA Archery has indicated it will know soon what its National Championship dates are for 2011, 2012 and 2013.  Discussion on date conflict to be continued under agenda item

- Facebook and Twitter pages are now in place for FCA. Archer Vanessa Lee volunteered to take this on for FCA following conversation with A. Wills (in his role as FCA’s Webmaster). There have been lots of ‘hits’ on the Facebook and Twitter pages.

- An announcement and information about the 2010 Indoor Regional Championships was late in getting done by the Coordinator, Carolin Schmidt. However, everything is now ‘up-and-running’.

- A. Wills reported that he feels FCA has “tapped out our volunteers” and the time they have available to do more work.  Therefore, we “need to address staffing” and increase FCA’s capacity through hiring additional staff where and when possible.

 

10.2     V-P Committees & Projects

- C. Parlee verbally highlighted the items contained in her written report (emailed in advance of meeting and hard copies provided at meeting).  Written report appended to these minutes (Appendix 2).

 

10.3     V-P 3D Programs

J. Hooey verbally highlighted the items contained in her written report. Written report appended to these minutes (Appendix 3). Verbal highlights were as follows:

- On the whole things are going well. A few issues have had to be addressed since the last EC meeting in Ottawa (January 2009).

- Feedback was received from 3D Committee members regarding the proposed rule change on age changes and then forwarded to Roger Garrod, Chair of the Rules Committee in December 2009.

- CanBow 3D Program needs revisions. Item for discussion under item 15.0. How does current Program match with FCA’s LTAD?

- 2009 3D National Team did very well at the 2009 3D World Championship in Italy last September. Samantha Wright of BC captured the bronze medal.

- 3D Committee will develop 2011 National Team selection criteria by end of March 2010. Hope to announce it at 2010 3D Indoor Nationals.

- Planning and preparations for the 2010 3D Indoor Championship to be held in Red Deer, AB are going well. Mike Screen is Chair of the Host Organizing Committee again this year. He’s providing strong leadership and organizational skills.

- Need to increase communication with 2010 Outdoor Nationals Host Organizing Committee.

ACTION: If available, S. Ogilvie to forward an electronic version of 3D CanBow program to J. Hooey.


 

10.4     V-P Administration & Marketing

- B. Tataryn indicated that his updates have been or will be provided under various items on the agenda (e.g., item 5.0 Finance)

- B. Tataryn thanked S. Ogilvie for his work over the past year.

 

10.5     V-P Events & Services

- T. Furlotte verbally highlighted the items contained in his written report (emailed in advance of meeting and hard copies provided at meeting).  Written report appended to these minutes (Appendix 4).

- T. Furlotte added the following: i) the feasibility of continuing to have an FCA national kit and equipment container is at issue and will be discussed under agenda item 14.0; ii) suggested changes to the format will be addressed under agenda item 17.0; and iii) the issue of whether FCA remains in the business of selling merchandise (e.g., targets) and therefore the need for warehousing will be discussed under agenda item 13.0.

 

10.6     V-P International 

- A. Wills verbally reported that he continues to liaise with FITA and COPARCO on an ongoing basis and to represent FCA at international meetings and to address issues on behalf of FCA.

- He also reported that he continues to liaise with COC and Commonwealth Games on an ongoing basis and to represent FCA at their Board meetings and to address issues on behalf of FCA. He cited that he attended the Commonwealth Games Board meeting in early January. He reported that Richard Towler, Team Leader for the 2010 Commonwealth Games (CWG) in New Delhi, India, also attended the CWG Board meeting. 

 

10.7     V-P High Performance

E. Wilson provided a verbal report on HPC activities. Verbal highlights were as follows:

- Team Leaders selection process for 2010 through 2012 has been posted.

- Posted priorities for 2010.

- Work on 2010 Trials process will be completed very soon.

- Commonwealth Games (CWG) Team Leader Richard Towler is well organized and communicating with potential CWG National Team athletes.

- Olympic Coach minimum certification is level 3. No NCCP certification is required for a Team Leader.

- Team Leader handbook being developed by R. Towler and J. McDonald.

- By April 15th, HPC hopes to announce the 2011National Team selection criteria and process.

- Call for bids to host the 2010 National Team Trials was circulated a week ago.

- HPC has approved Youth Team Coordinator, Jeff Gunter to attend 2011 Canada Winter Games.

 

10.8     Executive Director

- S. Ogilvie verbally reported that this past year has been a busy year with plenty of things learned and experienced. S. Ogilvie expressed his thanks and appreciation to the Executive Committee for its support, guidance and patience throughout the first year of his employment with FCA. 

 

10.9     Technical Advisor - 2011 Canada Winter Games

- C. Parlee verbally highlighted the items contained in Phil Parlee’s written report (hard copies provided at meeting).

Written report appended to these minutes (Appendix 5).

 

MOTION #EC2010-04: To accept the reports as submitted or presented.

Moved by: E. Wilson                           Seconded by: R. Tataryn                                Carried

 

11.0     Marketing Ideas (R. Tataryn)

- R. Tataryn outlined that in a Fall 2009 issue of InfoEmail he had asked for marketing and fundraising ideas from the FCA membership.  There were just a handful of members that responded by email with suggestions and with feedback on the website. R. Tataryn stated that he wanted to focus this today’s discussion on the following items:

- FCA logo

- FCA branding

- FCA website

- Sponsorship recruitment & recognition

- W. Reinhart fundraising proposal for the 3D Program.  R. Tataryn briefly outlined that Will Reinhart of NB and the AANB representative on the 3D Committee proposed and presented a fundraising initiative at the July 2009 3D Committee meeting in Amos, QC. Jude (Hooey) will speak to this later in this agenda item. 

 

FCA Logo

- R. Tataryn asked the Executive Committee members for their views on the current FCA logo. It was agreed that the current logo is looking “a little dated” and that a new look is needed. It was agreed that we should maintain the maple leaf as part of the logo. 

 

ACTION: S. Ogilvie to ask the FCA membership for ideas on a new logo design in an upcoming issue of InfoEmail

 

- Current sponsors on website: Silver Scent (sponsor of 2010 Indoor 3D Nationals), Win & Win, The Bow Zone, Neet, TOXOFIL, Easton.

- Difficult to recruit archery equipment suppliers. Need to recruit from outside archery community and bigger companies, e.g., Loblaws.

- Considerable time and effort needs to be invested in developing sponsorship proposals. R. Tataryn hasn’t had the time to address this yet.

- J. Hooey offered to help out in preparing application forms for funding and sponsorship.

- FCA could possibly make inroads into private schools where potential sources of funds (parents) could be accessed (corporate and community leaders). 

- J. Hooey provided background on Will Reinhart proposal for raising funds for the 3D Program. The proposal entails the sale of lottery tickets by individual club members with proceeds going to the individuals and to the club. Obtain buy-in from the provincial associations and affiliated clubs across Canada. To be a fundraising partnership, spearheaded by FCA. Executive Committee feedback: i) considerable risk; ii) what’s the risk vs. reward; iii) large administrative workload to carry-out this fundraising venture; iv) will need to obtain a lottery number for each province which can be a lengthy and difficult process. 

- A further suggestion for raising funds for the 3D Program is to circulate a letter from the President asking for donations to the 2011 3D National Team. Include in newsletters, post on website. InfoEmail and separate email to all clubs and PSOs asking for donations to 3D 2011 National Team.  Approach individuals and provide tax receipt. Would need to develop a small background document on 3D archery and the 3D Program to accompany letters/emails.

 

ACTION: A. Wills to investigate possibly setting-up a PayPal account for donations on the FCA website. 

 

ACTION: Investigate creating an electronic tax receipt at some point in future that can then be emailed when donations are made to the FCA or the Canadian Archery Foundation. 

 

12.0     Canadian Archery Foundation (S. Ogilvie/A. Wills)

- An update provided by A. Wills. Work on Book of Remembrance to be initiated; calligraphy for ‘hard’ Book of Remembrance. For 2010 Outdoor Nationals plan to have Book of Remembrance in place and ready for display. Plans to develop a website for the Foundation.

- R. Tataryn stated that the registration of the Foundation with the Canada Revenue Agency (CRA) is probably two  years “down the road” . For audit purposes, the Foundation donations received are a reserve fund for a future Foundation. Focus for now is on creating Book of Remembrance and the Foundation website.

- Establishment of a Board of Directors is a task for further down the road (likely to occur simultaneously with the registration with the CRA).   


 

13.0     FCA Merchandise, Inventory & Warehousing Update & Proposed Plans for Future

(T. Furlotte/S. Ogilvie)

- This agenda item was originally raised and discussed at the August 7th 2009 Executive Committee meeting in Laval. Discussion occurred but the item was tabled until the January 2010 Executive Committee meeting for further discussion and a decision. The following comments are contained in the August 7th 2009 meeting minutes:

- E. Wilson/S. Ogilvie raised the issue of merchandise sales and warehousing of merchandise at our warehouse (Wills Transfer in Ottawa).

- There has not been alot of merchandise sales since S. Ogilvie’s arrival at FCA. The cost of monthly storage is roughly $140-$150/month. Is this cost-effective given the low amount of sales?

- The FCA’s administrative handling of merchandise orders takes time (amongst other responsibilities of the Executive Director), e.g., handling and submission of orders, invoicing. 

- Essential items such as CanBow products; medals, volunteer recognition pins, etc. could be kept at the FCA office and orders filled and invoicing done as required.

- Should FCA really be in the business of selling products such as targets? Targets can be purchased by clubs from archery supply companies. Many clubs are already purchasing targets from other suppliers. 

- Prioritize what FCA really needs to continue selling, e.g., FCA rule books, pins, medals, coach manuals, CanBow, products, decals.

- May not need to inventory rule books but rather print on demand. 

- Consideration to be given to FCA getting out of the business of selling merchandise.

- A place to warehouse archival items will need to be found if we do move out of the merchandise business.

- Investigate the feasibility of licensing some of our products to official FCA licensees.

 

Further discussion on this subject occurred at the January 2010 Executive Committee meeting.  The highlights of the discussion are captured below:

- Considerable money still remains tied-up in the warehousing of various sales merchandise. Sales for much of the merchandise has been very slow. Approximately $150/month is charged by the warehousing firm contracted by FCA (Wills Transfer - no relation to the FCA President Al Wills).

- There remains a huge inventory of a variety of targets but sales are far from brisk. Items such as targets could be purchased by members and clubs from target suppliers such as Maple Leaf Press in Michigan (which is the supplier from which the FCA buys its targets). Other products such as judge shirts could be ‘farmed out’ to clothing suppliers for sale to judges. Some other merchandise could also be ‘farmed out’ for sales directly to FCA members. Other products such as CanBow could be brought ‘in house’ and thereby stored, sold and distributed from the national office.

- FCA does not have the capacity to be an archery supply business.  The cost vs. benefits points towards getting out of the merchandise business.

- The warehouse is also ‘home’ to many archived files and items of a historical nature.  These latter items could be warehoused elsewhere at a substantially lower cost while some items could be kept at the national office.

- T. Furlotte reported that he, A. Wills and S. Ogilvie conducted a review of items listed in inventory (December 2009 and January 2010).

 

- T. Furlotte recommended to the Executive Committee that the FCA to get out of the business of selling merchandise (e.g., targets).

- The Executive Committee agreed with the recommendation which then led to the following motion:

 

MOTION #EC2010-05: That the FCA no longer be in the business of selling merchandise and archery supplies. 

Moved by: R. Tataryn                                      Seconded by: E. Wilson                                  Carried

 

-  Discussion occurred around getting that currently warehoused at Wills Transfer down to a manageable list of items for warehousing at another location.

- Some items in storage at the warehouse are outdated and not worth keeping. A number of items were removed from the warehouse prior to the Executive Committee meeting in order to identify what some items actually are and to determine what items are of value or no longer of value to the FCA and therefore what could possibly be thrown out or recycled (e.g., outdated coach manuals). This task would have to be done on several occasions.

- Discussion occurred around pricing for targets. It was decided to reduce the prices with hopes of generating increased sale of targets and eventually reducing the targets inventory to zero at the warehouse. The target types and prices decided on and to be communicated (in InfoEmail for example) are as follows:

·       

Item A241 – 40 cm Single 3-spot.  Price $0.25/target

·       

Item A242 - 40cm Triangular 3-spot.Price $0.25/target

  • Item A243 – 40 cm Vertical 3-spot. Price $0.25/target
  • Item A244 – 60 cm Target Faces. Price $0.35/target
  • Item A245 – 80 cm Tyvek Faces. Price $2.00/target.
  • Item A246 – 122cm Tyvek Faces. Price $4.50/target.

 

ACTION: S. Ogilvie to make FCA membership aware that FCA is getting out of the business of selling targets and to promote the sale of targets to clubs, provincial associations, previous customers, etc. through personal emails and InfoEmail.

ACTION: S. Ogilvie to conduct an inventory of items at national office. Consider hiring a student to carry-out this task.

ACTION: S. Ogilvie to remove judge products from warehouse and inventory at FCA national office.

ACTION: S. Ogilvie to find out what the Canadian Wheelchair Sports Association (CWSA) pays for its storage.

 

14.0     FCA Equipment & Container Update & Next Steps (T. Furlotte)  

- This agenda item was originally raised and discussed at the August 7th 2009 Executive Committee meeting in Laval. Discussion occurred but there was agreement that this was a complex issue that couldn’t be resolved at the Executive Committee meeting (August 7th 2009) and that the issue would require further discussion and investigation to address the feasibility of FCA continuing with the equipment container.  The following comments are contained in the August 7th 2009 meeting minutes:

- C. Parlee stated that AANS is counting on the equipment and container being available to it for hosting the 2010 Outdoor Target, Field and 3D National Championships.

- Caledon A.C. has stored the container and equipment for the past 3 years.

- Discussion ensued on where the FCA will store the container after the 2010 Championships. 

- The FCA equipment container in concept is a sound idea, however in practicality it hasn’t worked well. Host Organizing Committees seem to be reluctant to pay the cost to have the container shipped to the Championship venue. Hosts use their own equipment and borrow from other clubs rather than spend to have the container delivered.

- B. Savage has informed us that the clocks need re-wiring.

- Discussion occurred about whether the EC should consider the sale of the equipment to clubs and the container itself after 2010.

- In some respects the equipment container has become a ‘white elephant’ for the FCA. 

 

Further discussion on this subject occurred at the January 2010 Executive Committee meeting.  The highlights of the discussion are captured below:

- The original intent was for the ‘kit’ to be available to the Host Organizing Committee (HOC) of the Outdoor National Championships and for the ‘kit’ and the container in which it is stored to be moved each year to the host venue. The kit/container would then be stored by the HOC after the Championships and the next year’s HOC would then arrange for transport of the kit//container to the next year’s host venue. All costs are to be borne by the HOC. Unfortunately, the ‘kit’ has not been used by any Championships HOC since the Championships were hosted by Caledon Archery Club a few years ago. HOC have been able to secure the equipment needed to stage the Championships and no HOC is interested in paying the significant cost to have the kit/container transported to their venue.  For example, to avoid the costs of hauling the kit/container from Caledon to Laval for the 2009 Championships, the 2009 HOC arranged to pick-up what equipment it needed for the Nationals (from the kit) and transport it back to Laval from Caledon AC in a rented truck. Its plan at the time was to then haul the container back to Caledon after the 2009 Championships.

- In the end, an agreement was reached between AANS and the Laval HOC, for AANS to arrange pick-up and transport of the ‘kit’ back to NS sometime after the 2009 Championships. This has since been done.

- As contained in T. Furlotte’s report (Appendix 4), Don Lohnes of the HOC is not pleased with this outcome.

- In an exchange of emails done last Fall, A. Wills and S. Ogilvie explained the circumstances leading to the outcome and how and why the situation arose.

- The kit/container has remained stored at Caledon AC for the past few years. Caledon AC has graciously allowed the storage of the kit/container on its property for the past few years at a minimal storage fee to the FCA. Caledon AC is no longer interested in storing the kit/container. 

- Is it cost effective for FCA to continue to maintain the kit/container and to continue with the original intent of having the kit/container rotate around to the Championships HOC each year?  What are we going to do with the container and equipment post 2010 Nationals? In practicality the intent of the kit/container is not working.

 

- The following motions were passed.

 

MOTION #EC2010-06: That the FCA sell the contents of the ‘National Kit’ while at the 2010 National Championships in Halifax. The lights and timing system, radios and provincial flags will not be sold but will remain as FCA property and for use at National Championships.   

Moved by: E. Wilson                                       Seconded by: J. Hooey                                   Carried

 

 

MOTION #EC2010-07: That the FCA sell the container used for storing the ‘National Kit’, prior to the 2010 Outdoor National Championships.

Moved by: E. Wilson                                       Seconded by: R. Tataryn                                Carried

 

ACTION: A. Wills/R. Tataryn to determine sales price for the container.   

 

15.0     3D Programs (J. Hooey)

           

15.1     2010 FCA 3D National Indoor & Outdoor Championships

- J. Hooey reported that she has been in regular communication with the organizing committee for the 2010 Indoor 3D National Championship. The Central Alberta Archers Association is playing host to the 2010 SilverScent Canadian Indoor 3D Archery Championships. The Championships will be held April 9 – 11, 2010 at the Westerner Agri-Center in Red Deer, Alberta.  The Central Alberta Archers Association hosted the 2009 Championship and did an excellent job. They are well on their way to doing an excellent job again this year.  There was a concern about some poor sportsmanship at the 2009 3D Indoor National Championship and how to avoid it this year.  J. Hooey believes it was an isolated incident and had nothing to do the Championship itself (it was a hunting related issue).  J. Hooey will be meeting with the organizing committee on February 26 in Red Deer.

- J. Hooey reported that she has been in communication with the organizing committee for the 2010 Outdoor 3D National Championship. The Kings Archers of Kentville, NS are playing host to the Outdoor 3D Championship.  

 

15.2     Recommendations from 2009 3D Committee Meeting

J. Hooey reported the following: 

- Submitted 3D rule changes to the FCA Rule Committee and participated in the review and acceptance of 3D and target rules. 

- The 3D Committee accepted the age category changes made by FITA and have already implemented them.  The changes will be in effect at the 2010 Indoor 3D Championships in Red Deer this April.

- Pictures of the targets will be expected at the Indoor as well as the Outdoor Championship.

- The method of breaking critical ties in 3D tournaments has been revised.

- The classes for the masters have changed.  If there are 4 competitors that are 50 plus and they want to shoot a bowhunter class, they will be permitted to do so.  This is a suggestion that was brought forth and approved at the 2009 3D Committee meeting in Amos.  The 3D Committee will re-evaluate it in Nova Scotia this summer.

 

15.3     3D CanBow Program

- 3D CanBow Program needs to be revised. The extent of the revisions is uncertain.

- Discussion on the 3D CanBow Program led to discussion on possible revisions to the CanBow Program in general (content, resource materials, badges, etc.).

 - Discussion around whether CanBow needs a simple ‘facelift’ or a complete revamp in terms of content and ‘look’/design.

- Need to determine the level of revisions required.

- CanBow revisions could become a part of an LTAD Coordinator’s and LTAD contractor’s responsibility.

- Include AWAD into CanBow program resources.

- Accessing Sport Canada’s ‘Sport Participation Development’ block of funds is a potential source of revenue to carry-out CanBow revisions. We must first determine the extent of revisions required before applying for these funds.

 

ACTION: S. Ogilvie to email J. Hooey electronic version of 3D CanBow Program. 

 

16.0     2010 FCA National Outdoor Target & Field Championships (T. Furlotte) 

- Conflicts in dates between FCA’s National Outdoor Championships and provincial and international competitions occur from time-to-time.

- This year the FCA Outdoor Nationals overlap with the USA Nationals. This date has raised concerns from some coaches of high performance athletes.

- S. Ogilvie reported that a concern with the dates of the 2010 Outdoor Championships was raised by D. Rousseau, FTAQ President, because of the conflict in dates with QC’s 2010 Provincial Summer Games.

- A. Wills stated that FCA can’t dictate to the Host Organizing Committees when FCA Nationals must be held. USA Nationals are not a fixed date; it varies from one year to the next.  As reported under the President’s report, A. Wills  has been corresponding with USA Archery to determine their National Championship dates for the next few years, so that we can provide this information the HOC for our Nationals Championships. USA Nationals is generally the first week of August but there is no guarantee from year-to-year. USA Archery has indicated it will know soon what its National Championship dates are for 2011, 2012 and 2013. 

- A. Wills stated that it is FCA’s intent to “find a date that creates the fewest date conflicts.”  The hope is we can minimize future schedule conflicts with the USA Archery Championships.

 

RECOMMENDATION: That HOCs be encouraged to host the FCA Outdoor Nationals the last week of July and first weekend of August whenever possible.

 

- A. Wills is the Technical Delegate for the Outdoor Target and Field National Championships.

 

National Outdoor Target & Field Championships – Proposed New Format (T. Furlotte/E. Wilson) 

- Initial discussions on this subject occurred at the August 7th 2009 Executive Committee meeting in Laval. Email discussion between some athletes, coaches and volunteers (E. Wilson) preceded the August 7th 2009 Executive Committee meeting. Hugh MacDonald’s 2009 Athlete Representative report to the Board, contained suggestions for improving the format of the National Target Championships. The above discussions/suggestions and discussions/suggestions that have occurred since that time, have led to the proposal contained in Appendix 6 of these minutes.  The proposal was circulated by E. Wilson for review and consideration.   

- If approved by the Board, the new format would not be implemented until 2011. 

 

MOTION #EC2010-08: That the proposed new format for the National Outdoor Target & Field Championship be circulated to the Board for review, discussion and decision at the July 2010 FCA Board meeting.

Moved by: T. Furlotte                                                  Seconded by: R. Tataryn                                Carried

 

ACTION: E. Wilson/S. Ogilvie to circulate the proposal to the Board for review and discussion prior to the July 2010 FCA Board meeting. 

 

17.0     2010 Board Meeting & AGM (T. Furlotte/S. Ogilvie) 

- Discussion on setting the dates of the Executive Committee and Board/AGM meetings in Halifax this July. The intent is to avoid any date and time conflicts with competition.

The current schedule is as follows:

- Official practice begins Friday, July 23rd

- Opening ceremony begins at 8:30, July 23rd 

- Target competition begins the morning of July 24th

 

DECISION: The Executive Committee will meet over dinner (6:00pm) on Friday, July 23rd (and will meet after dinner if required). The Executive Committee will meet again on Monday, July 26th if required (time to be confirmed).

 

DECISION: Board meeting to be scheduled for Saturday, July 24th at 2:00pm. Meeting will close with the AGM at 6:00pm.  If there’s a need for further Board business, it will be done after the AGM.

 

DECISION/ACTION: S. Ogilvie to ask Don Lohnes to move the Fred Usher Cup to Monday afternoon, July 26th.

 

- Town Hall meeting: This proved successful and valuable in 2009 in Laval. The intent is to provide information to the membership on various FCA matters and to field questions, concerns and suggestions from the membership. It was agreed that there is much value in holding the Town Hall meeting again in 2010 in Halifax.

DECISION: Town Hall meeting to be held the afternoon of Monday, July 26th following the Fred Usher Cup.

 

DECISION: 3D Committee meeting to be held Friday, July 30th at 1:00pm (in Kentville, NS).

 

- FCA Annual Awards: Currently held at the AGM. Discussion about possibly holding the presentation at the opening ceremony or awards night.  Some have said then awards ceremony and banquet is already too long already). 

DECISION: Present annual awards at the Awards Banquet. Call all winners on stage at once and make presentation of the FCA Annual Achievement Awards.

ACTION: S. Ogilvie to inform D. Lohnes of this process and format for presentation of the FCA Annual Awards.

    

- The following positions are up for election in 2010: V-P High Performance, V-P Committees & Projects and V-P Administration & Marketing.

 

18.0     FCA Annual Achievement Awards Nominees (C. Parlee)

- C. Parlee informed the Executive Committee of the award nominations received by the deadline. The Executive Committee reviewed and discussed the various nominations and arrived at its decision for award winners. The President called for a motion to approve the FCA Achievement Awards winners.

- NOTE: To ensure the names of the winners of the FCA Annual Achievement Awards are not known until the Awards banquet to take place at the National Championships in Halifax (July 27th 2010), the winners’ names have been removed from these minutes for posting on the FCA website.

 

MOTION #EC2010-05: That the following persons be awarded the FCA Annual Achievement Awards for 2009 (to be awarded at the 2010 National Outdoor Championships awards banquet in Halifax).

 

D.M. Lovo Award (for outstanding contribution to the sport of archery in Canada): ____________

The Greg Durward Volunteer of the Year:                  ____________

Hank Wiseman Coach of the Year:                             ____________

Frank Jones Male Athlete of the Year:                        ____________

Dorothy Lidstone Female Athlete of the Year:            ____________

Tom Mack Junior Male Athlete of the Year:                ____________

Junior Female Athlete of the Year:                             ____________

Sylvio Beauregard Judge of the Year:                        ____________

 

Moved by:  C. Parlee                          Seconded by: R. Tataryn                               Carried

 

ACTION: S. Ogilvie to email all nominators and thank them for their nominations.

ACTION: S. Ogilvie to have name plates made and mounted for permanent awards.

ACTION: S. Ogilvie to arrange to have photos taken of each award for posting on the FCA website.

 

19.0     Judge Committee (C. Parlee) 

 

19.1     Update on Activities

- C. Parlee provided a brief update on judge activities over the past year. See Appendix 2.

           

19.2     2010-11 Budget        

- C. Parlee presented the budget prepared by the Judge Committee. See Appendix 7.

- Questions were raised surrounding the line item ‘International Judge Training Support’. Specifically: what training opportunity, when, cost and who will attend.

- S. Ogilvie clarified that the ‘Sport Officials of Canada’ line item included the annual membership and the conference fee for one official. 

- More information is required on the line item ‘Update Judge Instructor Manual’. Specifically, what are the plans and timelines for updating the manual. 

- The Executive Committee needs more information before it can approve the budget request

ACTION: C. Parlee to revise budget and obtain clarification/further information on the questions raised above. And re-submit the budget and provide the clarification/further information to R. Tataryn.

 

19.3     Judge Uniform

- FCA has a large supply of cotton red judge golf shirts, stored at the warehouse. 

- Typically the FCA places an annual order of judge shirts in mid-winter.

- Some judges have expressed a desire to have the judge shirts changed to a new style and colour.

ACTION: S. Ogilvie to hold-off placing order for judge shirts. 

ACTION: S. Ogilvie to investigate judges’ interest in changing judge shirt style and colour for 2010 (contact Ghislain Arsenault)


 

MOTION #EC2010-07: That the FCA Judge Committee is empowered to determine the make-up of the FCA judge uniform.

Moved by: E. Wilson                                       Seconded by: C. Parlee                                              Carried

 

19.4        

Judge Training Clinics

- Each year at the Outdoor Nationals, Ghislain Arsenault (Chair, Judges Committee) organizes and delivers a judge training clinic. C. Parlee reported that he’s never received an honoraria. Clinic participants each pay a $50.00 clinic fee.

DECISION:  Use some of the clinic fees to go towards an honoraria for Ghislain Arsenault, Chair of the Judges Committee. 

ACTION: Amount of honoraria to be confirmed.  

 

20.0     Tournament Registration Process (T. Furlotte/S. Ogilvie) 

- T. Furlotte presented a proposal originally made by E. Wilson on new guidelines for registering tournaments with FCA and FITA and a new fee structure. See Appendix 8.

- NOTE: This agenda item was originally presented by E. Wilson (in his capacity as V-P Events & Services) at the August 7th 2009 Executive Committee meeting in Laval. Discussion occurred and the following comments are contained in the August 7th 2009 meeting minutes:

- The proposal generated considerable discussion.

- There was agreement that changes arerequired and revisions to the process are required.

- S. Ogilvie added his input surrounding the current process and some of the shortcomings of the current process.

- It was suggested that we need to include a 3D registration fee.

- The above suggestion and attached proposal (Appendix 8) was further discussed at the January 2010 Executive Committee meeting, resulting in the following motion:

 

MOTION #EC2010-08: That the tournament registration guidelines and fees as outlined in Appendix 8 contained in these minutes, be adopted and implemented effective April 30th 2010.

Moved by: E. Wilson                                       Seconded by: R. Tataryn                                            Carried

 

21.0     FITA Rule Changes Update & Next Steps in Process (E. Wilson/S. Ogilvie)

- Lots of rule changes for 2010. Roger Garrod, Chair of the FCA Rules Committee has been very busy working with his Committee colleagues in making rule change recommendations. The following rule changes went before the Board of Directors and 3D Committee for review and approval. They were subsequently adopted and implemented effective January 1st 2010.

4.2.3.3         To compete in a Junior class, a person must be 20 or younger on December 31 of the current year.

4.2.3.4         To compete in a Cadet class, a person must be 17 or younger on December 31 of the current year.

- Other rule changes are being prepared by the FCA Rules Committee. Many of these are consistent with new tournament formats announced by FITA, but also include updates to Canadian rules. These will be circulated to the Board of Directors and 3D Committee for review and approval in mid to late winter.  The Rules Committee is working towards April 1st 2010 approval and implementation.

- Thanks and appreciation expressed for the work undertaken by Roger Garrod, Chair of the FCA Rules Committee and his Committee colleagues.

- Suggestion that in future FCA should attempt to approve all rule changes at one time rather than a ‘staged approach’ as is being done this year.

- A procedural question was raised by C. Parlee, i.e., should the Rules Committee fall under C. Parlee’s portfolio as V-P Committees & Projects and therefore should she sit as a member of the Rules Committee?

- The above was confirmed.

 

ACTION: C. Parlee to email R. Garrod and make him aware that the Rules Committee falls under C. Parlee’s portfolio as V-P Committees & Projects and therefore C. Parlee is to sit as a member of the Rules Committee.

 

- This then led to questions about where the Mail Match Program and the LTAD project fall.

- It was confirmed that the Mail Match Program falls under the portfolio of the V-P Events & Services, T. Furlotte. Therefore, the Mail Match Program Coordinator, Trina Snooks reports to T. Furlotte.

- It was confirmed that the LTAD project falls under the portfolio of the Committees & Projects, C. Parlee. Therefore, when appointed the LTAD Coordinator will report to C. Parlee.

 

ACTION: S. Ogilvie to coordinate the updating of the Volunteer Handbook to reflect that above.

 

- A procedural question was asked by S. Ogilvie regarding the review and approval of all FCA Committee minutes. It was confirmed that Committee minutes remain in draft form until the Committee approves the minutes at the Committee’s next meeting.  Committee Chairs are to receive the first draft of their Committee meeting minutes from the Executive Director, review them and provide feedback to the Executive Director. The Executive Director then makes revisions where required. The Committee draft minutes are then to be circulated to the Executive Committee for its review and information. The Committee draft minutes are then circulated to all the Committee members. The minutes are then posted on the FCA website as draft minutes (not yet approved by the Committee).

 

 22.0    Major Event Hosting Manual (A. Wills)

- The Major Event Hosting Event manual is currently in draft format. The manual currently includes the following events as FCA major events: QC Provincials, Spring Classic and Canada Cup. Further work on the manual is required.

DECISION: At the moment completion of this manual is not viewed as a high priority amongst more pressing FCA business matters. Therefore, work on this manual will remain on hold until further notice.    

 

23.0        

       Sport Building Update (S. Ogilvie)

- A the August 7th Executive Committee meeting in Laval, S. Ogilvie reported that a large number of Ottawa-based national sport organizations (NSOs) were investigating the feasibility of building a national sport building with funds from the NSOs and the Federal government. A funding application had been made to the Federal Infrastructure Program.

- S. Ogilvie reported that the movement to establish a ‘sport building’ for national sport organizations based n Ottawa, has recently lost momentum and will likely fall through all together. The request for federal government funding from the ‘Infrastructure Program’ was not approved. Therefore, it is very unlikely a ‘sport building’ will come to fruition in the near future.

- S. Ogilvie confirmed that the office lease we share with the Canadian Wheelchair Sports Association (CWSA) ends this June 30th (2010).  CWSA intends to remain in the current office space and to re-sign another 5-year lease. S. Ogilvie recommended that the FCA re-sign the lease with the CWSA for another 5-years. 

 

MOTION #EC2010-09: That the FCA re-new its office lease with the CWSA for another 5-year term, at the current national office location.

Moved by: T. Furlotte                                      Seconded by: C. Parlee                                              Carried

 

24.0     New Business (A. Wills)

 

24.1     Budgeting Exercise (R. Tataryn)

- R. Tataryn led the Executive Committee through the drafting of a budget for fiscal year 2010-11.

ACTION: R. Tataryn/S. Ogilvie to continue work on the draft budget following the Executive Committee meeting and present a revised draft budget for Board approval.  

 

The following budget revenue and expense areas and amounts were identified. NOTE: This is not necessarily a complete identification of revenues and expenditures. That below is not a budget but rather a start point for R.Tataryn and S. Ogilvie to prepare a first draft budget.


Revenues for FY2010-11

Sport Canada ‘core’ funding: $230,000

Sport Canada AWAD funding: $35,000

Sport Canada Official Languages funding: $9,000

Sport Canada LTAD funding: $9,000

Membership dues: $70,000

Tournament registrations: $14,000

Indoor Regionals/Mail Match): $5,000

Asset sales: $3,000

Coaching Association of Canada: $10,000

Surplus from FY2009-10: $10,000

 

Expenditures for FY2010-11

Salaries: $90,000 (Executive Director, part-time office assistant, bookkeeper, Webmaster, contractors) 

Office acquisitions (computer equipment, furniture): $2,000

Website re-design/maintenance: $3,000

Translation: $10,000

Coaching Program: $12,000

LTAD activities: $10,000

Judges (includes FCA’s costs for judges to officiate at Indoor & Outdoor National Chps): $12,000

Meetings/Governance: $63,000

High Performance Events: $80,000 (Able-bodied $62,000, $18,000 AWAD)

FITA Expenses (tournament registrations, pins, membership): $5,000

Insurance: $18,000

Warehousing: $2,500

Target, Field & 3D Championships (includes FCA’s costs for Technical Delegate, meetings with HOC, medals, annual awards, 3D plaques): $18,000

Marketing (e.g., new logo design): $2,000

National Office administrative and operational expenses: $16,000

Insurance: $18,000

Canadian Indoor Regionals & Mail Match Program (medals, mailing of medals): $2,500

CanBow Program Revisions: $10,000

 

Listing of ongoing and new translation activities for FY2010-11:

- Review website and identify what needs French updating or first-time translation

- Policy updates

- 3D Hosting Manual

- InfoEmail

- LTAD resources

- NCCP coaching resources

- Meeting minutes

- National Team correspondence, selection criteria

- Carding criteria, agreement, etc.

 

ACTION: R. Tataryn/S. Ogilvie to prepare a draft budget for Executive Committee review, feedback and approval. Budget to be revised as required and then circulated the Board for review and approval. ACTION: R. Tataryn/S. Ogilvie to circulate budget to Board for approval in spring 2010 (email vote).

 

24.2     Proposed Meeting of EC and Committee Chairs

- NOTE: This agenda item was originally presented by E. Wilson (in his capacity as V-P Events & Services) at the August 9th 2009 Executive Committee meeting in Laval. The following comments were captured in the August 9th 2009 meeting minutes:

- E. Wilson suggested the EC consider staging a meeting of the EC and Committee Chairs. This could be staged for example at the Outdoor National Championships or another FCA event. S. Ogilvie to place the E. Wilson suggestion noted above on the EC meeting agenda (January 2010 meeting).

 

- The above suggestion was discussed at the January 2010 Executive Committee meeting. Suggested that the Executive Committee meet with the various Committee Chairs at the Outdoor Nationals in Halifax. A number of Committee Chairs will be present, for example: Bruce Savage, Coaching Certification Committee; Ghislain Arsenault, Judges Committee; Roger Garrod, Rules Committee, Ed Wilson, HPC.

- Meet for a half hour with each Chair to obtain their comments on what’s going well, areas of concern, issues, etc.

- Encourage Chairs to present their report at the AGM.

ACTION: S. Ogilvie to communicate this to the various Chairs in advance of the National Championships.

 

24.3     National Office Computer Equipment and Technical Consulting Services

 

MOTION #EC2010-10: S. Ogilvie to research purchase of a new desktop computer and accessories and technical consulting services. And based on the research and advice gathered, proceed with acquisition for FCA national office.

Moved by: R. Tataryn                   Seconded by: J. Hooey                              Carried

 

24.4     Website Re-design

 

MOTION #EC2010-11: To proceed with FCA website re-design and maintenance as per proposal outlined by A. Wills. 

Moved by: R. Tataryn                   Seconded by: J. Hooey                              Carried

 

25.0     Meeting Adjournment (A. Wills)

 

MOTION #EC2010-12: That the meeting be adjourned.

Moved by: C. Parlee                    Seconded by: J. Hooey                              Carried

 

Meeting adjourned at 2:00pm on Sunday, January 24, 2010.


Appendix 1

Allan Wills, President

Executive Committee Report

January 23, 2010

 

This has been a particularly busy fall and winter, which will probably turn out to be FCA’s busiest year ever, at least on the HP front, with team after team and world cup after world cup happening this year.

I have worked closely with the office and various committees throughout this period, the exchanges go from the routine to the panicked, however, I am pleased with our progress, and there are a number of issues:

Insurance:

Whether by good fortune or happenstance, Scott was able to negotiate us an excellent renewal rate for our insurance, which included crossbows. This alone, should keep at least one of our time wasters off the debate for a while. We need to be aware of the revenue generated by the insurance program and try to rest all of the constant questions and debate it brings up every year. This year Alberta (bowhunting side) has been particularly aggressive in their questioning. I hope we have allayed their concerns; however, I am aware of how quickly they could be gone and the significant hit that could mean to our bottom line. Scott and I are working with Vickilynne Schleppe on this.

International Issues

Significant changes were made on the international front last year, which come into effect this year concerning age groups and new compound and recurve competitions. While we were aware of these changes coming, it underlines the movement of international archery and how sometimes it does not reflect what may be domestic archery in Canada. We are lucky with the good communications we have with FITA, however we have to be ready to react to outside influences such as these.

Communications

-       

Nationals dates, NAA ETC

-       

Webpage, Facebook, Twitter

-       

Maintenance issues

-       

Bilingual issues

Nationals

-       

Domestic  event, need it to still be a HP event

o  

Format?

Indoor Nationals / Indoor 3D Nationals

-       

Regionals more and more relying on the website, volunteer

Volunteers

-       

Volunteers stepping up to keep down the office workload, however we need to ensure our volunteers are known to us, that is what they do and cannot do, we never like to lose a volunteer, however, sometimes a volunteer not working cost us more time than we gain by having that person working for us.

Office

-       

The office continues to be overloaded, we need to seriously look at some sort of staffing increase and ways to allow Scott to run the association rather than work the association. While this will be discussed Sunday AM, much of the problems of the office will have to be discussed during the meeting.

 


Appendix 2

Charlene Parlee, V-P Committees and Projects

Executive Committee Report

January 23, 2010

 

  1. Voted on all vote by mail motions

 

  1. Worked with Ghislain Arsenault on the Judging program – Part of Ghislain’s program was to bring all the Provincial Judging Coordinators to the Nationals in Montreal to present the judging program that has been worked on for the past few years. The objective was to get all provinces to follow a similar format in certifying provincial judges so that when they come to the National level they are well prepared. This should, in time, help speed up the certification process for National Judges. All provinces had input into the session and there was agreement that there was a lot of similarities between provinces.

 

  1. A very successful judge training clinic was held in Montreal last August and the 6 judges and 3 Judge Candidates who worked the  Nationals were appreciated by the participants.

 

  1. Bruce Savage has taken the lead as the Chairperson for the CCC – the members of the committee continue to work together to ensure that tasks are completed. Approached Bill Haining about joining this committee and after considerable thought he decided to join.

 

  1. Started the ball rolling for the 2009 FCA Awards. Some revisions and clarifications were made and the notices were sent out several times. Sent messages soliciting nominations to several committees. Thanks to the High Performance Committee who ensured we will have a nomination for each Award. 


 

Appendix 3

Jude Hooey, V-P 3D Programs   

Executive Committee Report

 

Since the last Executive Committee meeting, I have dealt with several issues and concerns.  On the whole, everything is going well with my portfolio.

 

I have:

1. Submitted 3D rule changes to the FCA Rule Committee and participated in the review and acceptance of 3D and target rules. 

a) The 3D Committee accepted the age category changes made by FITA and have already implemented them.  The changes will be in effect at the 2010 Indoor 3D Championships in Red Deer this April.

b) Pictures of the targets will be expected at the Indoor as well as the Outdoor Championship.

c) The method of breaking critical ties in 3D tournaments has been revised.

d) The classes for the masters have changed.  If there are 4 competitors that are 50 plus and they want to shoot a bowhunter class, they will be permitted to do so.  This is a suggestion that was brought forth and approved at the 2009 3D Committee meeting in Amos.  We will re-evaluate it in Nova Scotia this summer.

 

2. Brought with me a proposal for fund raising that was devised by Wil Rinehart of NB.  After he explained his idea to the 3D Provincial Reps, I was asked to present it to the EC for approval and implementation.  It is hoped that the funds raised would be used to fund 3D archers to international competitions.

 

3. Reviewed the CanBow skill development program with revising 3D in mind.  However, in view of the new LTAD, I think the whole book needs to be revised.

 

4. Revisited the criteria for the selection of the 2009 FITA World 3D team.  It is my hope that the 3D Committee will develop criteria for choosing the 2011 Canadian FITA 3D team by March 30 and announce the criteria at the Indoor 3D National Championship in April.

 

5. Heard from the AB 3D rep that the ABA that they may withdraw from the FCA because crossbows are now insured through the FCA insurance. I was asked to locate the decision made by the BoD to insure crossbows and let them know when the decision was made.  However, I can’t seem to find it. 

 

6. Been in contact with the organizing committee for the 2010 Indoor 3D National Championship. The same club that hosted the 2009 Championship is hosting this one.  They did an excellent job last year and are on the way to doing it again.  There was a concern about some poor sportsmanship at the Nationals last year and how to avoid it this year.  I think it was an isolated incident and had nothing to do the Championship itself.  It was hunting related.  I will be meeting with the committee on February 26 in Red Deer.

 

7. Been in contact with the Kings Archers in Kentville, NS that will be hosting the 2010 Outdoor 3D Championship. In the next couple of weeks, I will get into specifics with them.

 

I would like to thank Scott for the excellent letters of support that were sent to both of the clubs to help them in submitting applications for provincial grants.

 

Respectfully submitted by:

Jude Hooey

 


Appendix 4

Trevor Furlotte, V-P Events and Services  

Executive Committee Report

January 23, 2010

 

Equipment Container up date and next steps:

Back ground info.  Quebec drove a cube van to Caledon and packed it with only the items they wanted.  During the nationals they made arrangements with NS to take it off their hands.  This saved the cost of returning it to Caledon.  Don Lohnes was not consulted about this deal and has never been too thrilled about what happened.  As a result NS has had to find a place to store this equipment and pay for that space.  Don has said from the beginning that since the entire kit was not picked up in Caledon that they should not be held responsible for anything that went missing.  There was a question of a missing butt.  It turns out the butt was missing since before the kit went to Caledon in 2007.  The plan for the equipment’s return is for Bob Sheppard to pull it to Caledon in a trailer.

I believe that the FCA needs to create a policy that more strictly controls the use of our Nationals Kit Equipment or this type of situation is bound to continue.  Future host committees should be required to take the whole container or nothing at all.

FCA Merchandise, Inventory & Warehousing Update & Proposed Plans for Future:   Scott and I have discussed the possibility of selling off as much as we can.  Toss what we don’t need/want and then send the rest to me to store if need be.  There was the issue of me being responsible for shipping items out.

2010 FCA National Outdoor Target & Field Championships: All of the major details have been confirmed.  Venues, accommodations and dates have all been established.  The website will soon be up with all the details.  Also the logo is 99% finished.  Again this year there is concern that the date chosen conflicts with the US Open.

 

Respectively Submitted by: Trevor Furlotte


 

Appendix 5

Philip Parlee – Technical Advisor

2011 Canada Winter Games

January 23, 2010

 

Considerable progress has been made towards February 2011 in the last year-

 

The Technical Package was completed and released in February of 2009 and I have not heard any questions or complaints about the package so it would appear that it is accepted and understood by all the provinces.

 

The biggest hurdle that was causing great concern was the lack of agreement between the Halifax School Board, the Province and the Canada Games Committee on the use of two schools for the Games. This agreement was only reached in October of this year.

 

There has been considerable communication between the Canada Games Organizing group , the Provincial Sport Leader and myself regarding a whole host of topics for definition of roles of minor and major officials, arrival dates of athletes and officials, daily timing of events, bussing requirements , venue equipment, athlete equipment and specific timing for medal ceremonies to name a few items.

 

The Provincial Sport Leader has exerted a lot of time and energy putting together a Test event to be held in September of this year. This was initially intended to be a major Canadian Event but the Province and AANS is only willing to support a local event. The event is still on but scaled down considerably from the original intentions due to serious financial restrictions.

 

This weekend, January 23, 2010 there is a Train the Trainer session in Halifax for all the officials and event chairs to see how things need to be adjusted. The Test event in September will be an opportunity to see if the lessons learned have been acted upon.

 

Need to clarify bilingual capability for officials and information.

 

Philip Parlee

Archery Technical Advisor

2011 Canada Games , Halifax NS

 


 

 

Appendix 5

Philip Parlee – Technical Advisor

2011 Canada Winter Games

January 23, 2010

 

Info Bullets

 

 

 Athlete housing for the Games will be in a block of 4 hotels in the downtown area all connected to the World Trade and Convention Center which will be the main venue for the Games. The hotels are blocking off complete floors of their hotels for security and management of the athletes.

 

An extra day has been added to each week of the 2011 Canada Games to facilitate competition and travel

 

Team size cut to 4 – one each of male and female compound and recurve

 

Team Competition is mixed team by equipment

 

Format adjusted- extra day of unofficial practice – 2 FITA’s qualifying instead of 1

 

Storm Day allowance on the Friday

 

Venue upgrades required- lighting and individual locks for classrooms

 

Two Judges participated at Nationals in Laval 2009

 

Don Lohnes appointed by FCA as the Sport Information Officer

 


Appendix 6

Proposal to Amend

Schedule for FCA Outdoor National Target & Field Championships

 

Day 1-

Am:

Official Practice

Pm:

Fred Usher Cup/Opening Ceremonies

 

Day 2-

Am:

Group 1 FITA 1440-Long Distances

Group 2 Field Official Practice

PM:

Group 1 FITA 1440-Short distances

Group 2 Field rounds (24 targets)

 

Day 3-

Am:

Group 2 FITA 1440-Long Distances

Group 1 Field Official Practice

PM:

Group 2 FITA 1440-Short distances

Group 1 Field rounds (24 targets)

 

Day 4-

Am:

Group 1 FITA 720 Round

Pm:

Group 2 FITA 720 Round

 

Day 5-

FCA Open

 

National Target Champions will be named based on the result of the FITA 1440 combined with the FITA 720 round. National Field Champions will be named based on the 24 target field total.

The composition of “Group 1” and Group 2” will be determined by the entries received. The intent is that the field be split, and that all archers in any division shoot the same rounds on the same day.

Should the host club be able to accommodate all archers on the FITA/Field course the same day, it would be permissible to not split the field and have all archers shoot FITA/Field on the same day.

Provinces will be asked to submit their names for the Fred Usher Cup prior to official practice.

This format is proposed to be introduced in time for the 2011 championships.


 

Appendix 7

Judging Budget

April 1, 2010-March 31, 2011 

 

Sport Officials of Canada                             $325                $325

 

3D Indoor National – 3 judges

Per diem: 3 judges X $40/day x 3 days          $360

Travel: 2 X $400; 1 X $100                             $900                $1,260

 

Target/Field Nationals – 6 judges

Per diem: 6 judges X $40/day x 8 days          $1,920

Travel: 3 X $600; 3 X $200                             $2,400             $4,320

 

3D Outdoor National – 4 judges

Per diem: 4 judges X $40/day x 3 days          $640

Travel: 2 X $400; 1 X $100                             $1,600             $2,240

 

Trials – 3 judges, 1 DOS                               HPC event 

Per diem: 4 officials X $40/day x 3 days         $0.00

Travel: 4 X $600                                              $0.00               $0.00

 

Judging Clinic – 3 sessions             $300                $300 (room rent)

 

International Judge Candidate Support      $2,500             $2,500

 

Update Judge Instructor Manual                 $0.00               $0.00 (not in FY2010-11)

 

Postage                                                          $300                $300 

 

Copying/printing                                           $500                $500

                                                                                                $11,745

Appendix 8 

2010 FCA/FITA Tournament Registration Guidelines 

 

2010 FCA/FITA Tournament Registration Guidelines 

 

2010 Outdoor Season Early Registration Deadline: April 30, 2010

 

Fees:

FCA Outdoor Rounds - $30.00

FITA Outdoor Rounds - $50.00

(GST included)

 

Late Registration/Date Change Premium: $10.00 per event (all tournaments registered after the early registration deadline are subject to this fee).  FCA registered tournaments must be registered no later than 2 weeks prior. FITA STAR tournaments must be registered no later than 1 month prior to the tournament.

 

All Tournament Registrations must include a completed tournament registration form.  See form below.

 

2010-2011 Indoor Season Early Registration Deadline: October 30, 2010

Fees:

FCA Indoors Rounds - $30.00

FITA Indoor Rounds - $50.00

 

Late Registration/Date Change Premium: $10.00 per event (all tournaments registered after the early registration deadline are subject to this fee). FCA registered tournaments must be registered no later than 2 weeks prior. FITA STAR tournaments must be registered no later than 1 month prior to the tournament.

 

All Tournament Registrations must include a completed tournament registration form.  See form below.


Appendix 8 

2010 FCA/FITA Tournament Registration Guidelines 

 

Tournament Registration Form

 

Host Club:______________________________________

 

Club Location:___________________________________

 

Club Contact Person:_______________________________

 

Phone Number:____________________________________

 

Email:___________________________________________

 

 

Tournament Information:

 

Date:__________________               Date:__________________

 

Round:_________________              Round:__________________

 

Schedule:__________________        Schedule:__________________

 

Register with FCA: ____                     Register with FCA: ____

OR (check one)                                   OR (check one)

Register with FITA: ____                    Register with FITA: ____

 

 

Date:__________________               Date:__________________

 

Round:_________________              Round:__________________

 

Schedule:__________________        Schedule:__________________

 

Register with FCA: ____                     Register with FCA: ____

OR (check one)                                   OR (check one)

Register with FITA: ____                    Register with FITA: ____

 

 

Date:__________________               Date:__________________

 

Round:_________________              Round:__________________

 

Schedule:__________________        Schedule:__________________

 

Register with FCA: ____                     Register with FCA: ____

OR (check one)                                   OR (check one)

Register with FITA: ____                    Register with FITA